Centre for Extragalactic Astronomy

Publication Rules

If you are staff/postdoc/student and you are the lead author on a refereed publication and you or any of the other Durham co-authors are supported by RCUK funding (i.e. STFC grant, either as PI or CoI or directly funded as a PDRA or student) then you ***MUST*** do the following when publishing a paper in a refereed journal.

SIMILARLY if you are a co-author on a paper submitted to a refereed journal by a lead-author outside Durham then you will need to ensure that the final version of the paper is deposited in Durham Research Online (DRO) - if the journal allows it (MN/ApJ/AJ/OE and others all do) - see steps A.1/2 and C.2 below. [things are more complicated if the paper is submitted to a journal without a "green" open access option].

If you have any queries then please contact James Bisset (james.bisset@durham.ac.uk) in the Library who is in charge of research support.

UPDATE - AUGUST 2015: publications entered onto your staff profile are now automatically transferred to the DRO by the libary staff, at least for publications which have a known open access policy (e.g. MNRAS, ApJ). So steps B and C can be replaced by simply adding your publication to your staff profile.

  1. BEFORE SUBMITTING THE PAPER [required even if you are a co-author on a paper led from outside Durham]
    1. add to the paper an acknowledgement of STFC funding including the appropriate grant reference (e.g. ST/P000541/1 for the consolidated grant) for the support of any Durham co-authors including STFC-funded students to the paper;
    2. add to the paper a statement regarding the access to the data used in the analysis. The following is taken from https://www.dur.ac.uk/research.office/research-outputs/openaccess/rcuk/rcukpolicy/

      "the policy requires all research papers, if applicable, to include a statement on how any underlying research materials, such as data, samples or models, can be accessed. However, the policy does not require that the data must be made open. If there are considered to be good or compelling reasons to protect access to the data, for example commercial confidentiality or legitimate sensitivities around data derived from potentially identifiable human participants, these should be included in the statement."

      See also http://www.dcc.ac.uk/resources/policy-and-legal/research-funding-policies/stfc for the STFC policy.

      For observational data, I expect a statement that the raw data are available through the appropriate telescope archive will be sufficient to cover this. However, if you wish to provide the reduced data products, these can also be uploaded to e.g. ESO. an alternate option is to state that the data are available from the lead author.
    3. please re-read the Abstract and Conclusions of your paper and ensure that they highlight the interest, uniqueness and impact of the work in a way which would be accessible to a non-specialist reader.

    1. complete the following (very short) form - https://www.dur.ac.uk/research.office/open.access/form/ this form allows the library to determine the open access policy for your paper. You will need the RCUK grant reference for your funding source and the internal durham RF account code to complete:
      1. for CEA staff/PDRAs these are ST/P000541/1 and account code RF040336;
      2. for ICC staff/PDRAs they are ST/P000541/1 and RF040335;
      3. for CfAI staff/PDRAs they are ST/P000541/1 and RF040337;
      4. for STFC-funded students should enter "DTG" in the grant code boxes on the form and then MUST contact Andrea Bailey (ext 46485) or Caroline (ext 46238) to obtain the actual STFC grant code to include in the acknowledgements of any papers on which they are a co-author.

      I have a summary of the rules for our main publications from the Library staff below - basically if the paper is going to MNRAS, ApJ or AJ then you can tick the "Green Open Access" box on the form as long as you eventually deposit a copy of the FINAL accepted paper in the Durham Research Online database (see below).
      1. MNRAS, ApJ, AJ, Optics Express - allow "green" open access - which means you can comply by depositing a copy of the FINAL accepted paper (either publishers or your own formatted version of the accepted paper);
      2. Nature - deposit author's version of the accepted paper (6 month embargo);
      3. A&A/Science - rules are currently unclear but likely to be the same as MNRAS/ApJ/AJ - submit the open.access form and wait for guidance from the Library (you can still submit the paper in the meantime);
      4. Phys Rev - "an author may only post in an institution's repository if they were employed by the institution at the time of publication, and as long as the central repository does not charge a fee for access and you include a link to the final published article as on our website. You may post their version of the paper on arxiv.org though. However, the APS-prepared version may not be used."
      5. another peer-reviewed journal - submit the open.access form and wait for guidance from the Library.

      Note that it is *NOT* possible to use central funds to pay for page charges associated on ApJ/AJ.

      Also note that neither ICC nor CEA fund the costs of colour figures at journals which charge for this for printed journals.

      if you post the submitted version of the paper onto arXiv.org then remember to note the Durham affiliation of any authors in the author-list of the submission.

  3. WHEN THE PAPER IS ACCEPTED [STEP 2 is required even if you are a co-author on a paper led from outside Durham]
    1. complete the licence agreement for the publisher - when submitting the paper to MNRAS you can tick the "standard OUP licence" as this is compliant with "Green Open Access" as long as you then deposit a copy of the FINAL accepted paper in the Durham Research Online database.
    2. deposit your final refereed type-set version of the paper in the DRO. you do this by logging into the CMS https://www.dur.ac.uk:8443/CMSADMIN/data/profiles and adding the paper to your publications - go into My profile / edit publication / add publication - fill in the details - add yourself as an author and then create the publication (this information will also be used for the subsequent REF, so it is worth completing). THEN transfer the publication record to the DRO and attach the PDF of the FINAL accepted version of the paper. See https://dro.dur.ac.uk/depositors/dro_depositguide.pdf for more details.