OIST Institutional Repository

C250, Center Bldg.July 25, 2017

Fujiko UeharaAssistant Manager/ Library Section

OIST Institutional Repository

Promoting Open Science in Japanopening up a new era for the advancement of science

Report by the Expert Panel on Open Science based on Global Perspectives Executive Summary

Cabinet Office

March 30, 2015

III. Response to the Global Trend in Open Science

1. Guiding principles of the Japanese Government

The core principle of promoting open science in Japan is to enhance the utility of publicly funded research,

including research papers and research data.

～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～～

3. Implementing Policies at Relevant Institutions

(2) Access to Scientific Papers

• Scientific results arising from publicly funded research should be stored for long-term preservation and

accessible by any users for search, retrieval and analysis.

OIST needs to create an Institutional Repository.

4.11.6 Publication of Research Results

The results of research conducted at the University are required to made public as soon as

possible in the form of journal articles, presentation at a conference or similarly appropriate

venues (Chapter 1.3.1, Openness in Research [link: 1.3.1]). While publishing research

results, faculty members and researchers must ensure that there are no violations, such as

fabrications, falsifications, plagiarism, duplicate submissions, inappropriate authorship, or

the use of copyrighted materials without gaining permission or giving credit.

The Okinawa Institute of Science and Technology Graduate University Institutional Repository

(hereinafter referred to as “OISTIR”) serves as the platform for public access to the intellectual output of

the University. Publications and other research results should be deposited in the OISTIR, except in rare

circumstances approved by the Library Director. Those who deposit materials in the OISTIR should follow

the Okinawa Institute of Science and Technology Graduate University Institutional Repository

Operational Guidelines to maintain an open-access environment.

Publications in open access journals are encouraged and may receive support from the central budget.

Open Access Policy in PRP 4.11.6

New

OIST Institutional Repository Operational Guidelines

1. Scope of Deposit

Mandatory Deposit:

①Published (on or after January 1, 2017) versions of academic articles

When this is not possible, Author’s Final Version of academic articles, before the publisher’s final page layout, will be used.

②Doctoral dissertations

Voluntary-based Deposit:

① Published (before January 1, 2017) versions of academic articles

When this is not possible, Author’s Final Version of academic articles, before the publisher’s final page layout, will be used.

②Books and book chapters

③Academic conference proceedings

④Academic seminars materials (posters and PowerPoint slides, etc.)

⑤University corporate publications

OIST Institutional Repository Operational Guidelines

2. Depositors

①Faculty (Professors, Associate Professors, Assistant Professors including adjunct faculty)

②Researchers (Research Specialists, Group Leaders, Science and Technology Associates, Staff Scientists,

and Postdoctoral Scholars)

③Technicians

④Students enrolled at the University especially PhD degree candidates

（Students may not deposit materials without approval of their supervisors.）

⑤Alumni whose Work(s) based upon research that was supported by the University

⑥Administrative staff with the approval of their division heads

⑦Senior Level Executives

Vice Presidents, Deans, General Counsel and other positions specified by the Chief

Executive Officer

Library staff will deposit items to the OIST Repository on the behalf of the depositors above.

A diagram for relationship between publishing article and IR registration

ver.0.1 2006/12/22 Mie University

DL

Publisher

Referee

Editor

Author A

1～3 times

proofreading

B

Paper journals

pre-print

Publishers

version

Author’s format (text + chart etc.) Published version Layout

accept Transfer copy rights

Off print

EJ

Change of layout, edit typographical errors

※Possible to have additional proofreading.

Final version which was

accepted by publisher

pre-print

Publishers version

Final draft

post-refereeing

PDF

post-print

PDF

Author’s final

version

Process for depositing articles (the publisher’s version)

Author RUALibrary

②Submit data quarterly.

Repository

Data Open Access

⑤Deposit data and

make it open.

④Check accuracy of data.

SHERPA/RoMEO

SCPJ

EndNote

Action

Research Unit

FAO

Person in

charge of

reporting

１）Able to deposit the publisher's version

2) An article is already OA in subject repositories or publisher’s site

①Register publication

data quarterly.

Current Process

Creative Commons 4.0

BY BY – AS BY –Non-Derivative

BY– Non-Commercial BY – NC – SA BY – NC – ND

From http://creativecommons.jp/licenses/ RDM training JPCOAR tools Chapter 5

Open License

ＢＹ(表示）ＳA (ShareAlike)（継承）Non-Derivative (改変禁止）Non-Commercial (非営利）

Process for depositing article (the author’s final version)

Depositor RUA

Library

⑧Submit author’s final version.

②Submit data quarterly.

④ Request to contact co-authors and submit appropriate full-text.

Repository

Data Open Access

⑩Deposit data and

make it open.

⑨Check accuracy of data.

SHERPA/RoMEO

SCPJ

EndNote

Action

Co-author

⑤Send 1st email

（request) ⑦Approve

Research Unit FAOPerson in

charge of

reporting①Register publication

data quarterly.

⑥Send 2nd

email (Confirm)

Current Process

Email Template

Sample Email from Depositor Author to Co-Author

Step 1 Sample Email from Depositor Author to Co-Author -

Step 2

Data for the submission of

the full-text dissertation

Overview of JAIRO Cloud

National Diet

Library

Accumulate

domestic

repository’s

metadataRegister contents.

Access from all over the world

Provide

metadata to

NII

Provide metadata

to database

services.

Participating Institutions

Data for DOI

registration

OISTIR

Harvest using

OAI-PMH

ABC

University

1.JAIRO Cloudとは＿20150701 Version 1.3

https://community.repo.nii.ac.jp/?action=pages_view_main&active_action=repository_view_main_item_detail&item_id=70&item_no=1&page_id=24&block_id=100

What authors/depositors need to do:

All OIST authors need to:

Submit 2 copies of OIST Institutional Repository Deposit License to the Library (an one-off license).

Which Contains:

Definitions/ Rights grant to the University/ Representation and warranty

Withdrawing deposited works/ Checking publisher copyright policies/ Disclaimer/ Others

If you are depositors, you need to:

1) Forward 1st & 2nd emails you receive from the Library to your co-authors, by putting the repository mail account on cc to request permission to deposit the article in OISTIR.

2) If you receive responses from your co-authors, forward them to the repository mail account.

3) After you obtain permission from co-authors, submit full-text of the author’s final version to the library (including supplements if you want)

Useful tool: Decision Chart

Contact: [email protected]

Thank you