2021-11-18 - OA SIG meeting

Meeting time: 8:30 AM (EST) / 1:30 PM (BST) / 2:30 PM (CEST)

Meeting URL: https://openlibraryfoundation.zoom.us/j/82643780981 (Password required)

OA Working Group Wiki: Open Access SIG Home

Google Drive Folder: https://drive.google.com/drive/folders/1HR1JyDkUeRE0kL1eBKcu6uIvcNcnn352?usp=sharing

Slack channel: #open-access-management

Mailing list: folio-rm-oa@ole-lists.openlibraryfoundation.org (Subscribe here selecting 'folio-rm-oa' list)

Housekeeping and major community updates

• Outstanding topics, please add any topics that have not yet been discussed, or those that you feel need more discussion to fully understand the issues
  • https://docs.google.com/document/d/1BTlDlHhaAX35PAQDpz0VvdiObOC3-b1zD5fPl4pgSLU/edit
• All: Please add yourself to the SIG member list at Open Access SIG Home. This is optional but gives the larger community a sense of involved institutions and SIG expertise.

Agenda items

1. Open Access requests and Agreements
   1. In the OA application we want to ensure that it is possible to:
      • Record the appropriate information on an agreement in relation to any open access publication terms/options
      • Record that a particular Open Access publication is being done as part of an agreement
      • Display the appropriate information about an agreement when viewing an Open Access request
      To help us understand the requirements, please read and answer the questions in this document: https://docs.google.com/document/d/1pG4OF2vlJHgUs8TCPS1fdM7jliY5ixgmwNUMbNmNbCU/edit?usp=sharing

Minutes

Discussed the document" Agreements and Open Access Requests" at the above link.

• Expected number of publications
• Eloisa: Might record this in future but it's more important info before the contract is signed
  Lisa: It might be useful 

Definition of eligible authors:

• This is the definition contained in the contract.

Are there any properties missing from the list?

• Michael listed some properties in the document
  • Maturity - when discount (and other deadlines) ends
  • "Validity: "Opt in necessary" and "Opt-out possible?"
    • Does the author need to say they are publishing under the contract?
    • The author may also opt to publish as "closed" access rather than "open".

Cost limits:

• Contracts might explicitly state rules about costs. E.g. limit the APC amount.

Number of published articles

• Where there's a flat fee and individual requests are not being tracked it would be desirable to store the number of published articles.
• Astrid. Would be good to have a list of DOIs and not just the number of published articles. 

Discounts on APCs. What types of discount are there? 

• Christina. Some publishers have a percentage of discount. We have to check the correct amount has been applied.
• Astrid: Maximum charge / cap for an APC under the contract.
• Christina: Vouchers can be applied. These are not part of the contract but we do need to check they are applied.
• Astrid: Waivers with various conditions can be applied.

Are dashboards linked to the contract or to the publisher org?

• Christina: Springer dashboard: Springer is part of the DEAL agreement and it is important to know we have to check the dashboard. 

Agreement start and end date

• Owen: These are not listed in the document because they are not OA specific.
• Vanessa - sometimes the OA component starts on a different date to the agreement. Conditions for Hybrid and Gold OA may have different start and end dates. E.g. Wiley discounts: Hybrid began 1st Jan 2020 and Gold began in June.

Lisa provided a document containing LASER properties (in the document) which looks really useful. Owen will check it later now that he has access.

Contract types. Are these standard and reusable?

• Eloisa: For reporting they should be a fixed list. 
• Astrid: would be easier for data entry if there is a list. But it is difficult to agree a common list.
• Owen: what is the purpose of the Contract Type property?
  • Elosia - budgeting purposes, reporting. E.g. hybrid comes out of a separate budget.
  • Owen: Are there some properties we need to capture about the type of contract?
    • Astrid: Could split "Read" and "Publish" out into separate properties.
  • Owen: we will come back to these in another session

Consortial relationships. What would you expect to record?

• Astrid: Members may each have separate reading access and the consortia may have a number of articles for free, so the consortia has to agree how to track the publishing.
• Lisa: Invoicing can be different - may have to pay the consortia or directly to the publisher.

Transformation mechanism. What are the options for a transformation mechanism?

• Eloisa: Flipping journals e.g. from Hybrid to Open Access.

How would you know a request is part of a particular agreement

• Publisher
• Journal title
• If from a dashboard the publisher can be implied

How common is it that you have a request and you don't know which agreement it is part of?

• Eloisa: sometimes the request might not fit under an agreement on the dashboard.

How many agreements for OA do you have?

• 19
• 20

ALL: Please add more comments to the document if you have any. We will go over the list of properties again.

There will be a call next week.

From the chat

From Vanessa Gabriel to Everyone:  01:58 PM
There are also special discounts for editors, but we would have to depend on the publisher or researcher for this information
From Peter Sbrzesny to Everyone:  02:10 PM
Controlled vocabulary should be used wherever it is possible.
From Vanessa Gabriel to Everyone:  02:13 PM
For the new DFG funding we will also have to do a reporting which contains the different contract types (separated by Mitgliedschaften (Memberships), Transformationsverträge (transformational), DEAL-Nachzahlungen (DEAL)
From Vanessa Gabriel to Everyone:  02:26 PM
https://www.en.ub.uni-muenchen.de/writing/open-access-publishing/funding/index.html
From Peter McCracken to Everyone:  02:30 PM
and therefore i will skip...

Attendees