Publication Procedures

Everyone publishing a paper in a refereed journal, whether as the lead author or as a co-author of a paper where the lead author is based outside Durham MUST follow the procedure below. This applies when any author has full or partial UKRI funding (e.g. STFC grant, either as PI or CoI or directly funded as a PDRA or student) and will ensure we satisfy the rules that require that the final version of the paper is deposited in Durham Research Online (DRO).

If you have any queries then please contact the open access publications officer (openaccess.publishing@durham.ac.uk).

1. BEFORE SUBMITTING THE PAPER [required even if you are a co-author on a paper led from outside Durham]
   1. Make sure your affiliation(s) correctly list both the ICC or CEA and the Department of Physics in one of the following forms:
      • Institute for Computational Cosmology, Department of Physics, Durham University, South Road, Durham DH1 3LE, UK
      • Centre for Extragalactic Astronomy, Department of Physics, Durham University, South Road, Durham DH1 3LE, UK
      or separate multiple listing for each of your affiliations including Department of Physics:
      • Institute for Computational Cosmology, Durham University, South Road, Durham DH1 3LE, UK
      • Centre for Extragalactic Astronomy, Durham University, South Road, Durham DH1 3LE, UK
      • Institute for Data Science, Durham University, South Road, Durham DH1 3LE, UK
      • Department of Physics, Durham University, South Road, Durham DH1 3LE, UK
   2. Add to the paper an acknowledgement of STFC funding including the appropriate grant references for the support of any Durham co-authors including STFC-funded students to the paper.
      
      • The 2020-2024 consolidated grant for CEA, ICC or CfAI is ST/T000244/1 and the 2023-2027 consolidated grant for CEA, ICC or CfAI is ST/X001075/1.
      • STFC-funded students 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.
      • Most ICC papers should also include this DiRAC acknowledgement.
      The recommended wording is This work was supported by Agency A [grant numbers 1,2]; Agency B [grant numbers 3,4]; and Agency C [grant number 5].
   3. 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, 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.
      
      An option at the ICC is to put a link to your data on the ICC published data and software page (by sending John Helly the links to the data and to the paper) and include a link to http://icc.dur.ac.uk/data/ in your paper. An alternative is to state that the data are available from the lead author.
   4. If you have funding from other funding agencies, check whether their rules require you to acknowledge funding and do so as appropriate.
   5. Unless Article Processing Charges (journal page charges) are to be paid by your own non-UKRI grant or that of one of your co-authors then:
      1. Make sure you are acknowledging a UKRI grant such as the Consolidated Grant or a Doctoral Training Grant
      2. Contact openaccess.publishing@durham.ac.uk prior to submission to ensure funds from the Block Grant are reserved. At this point the Open Access Team will need to know the UKRI grant code, article type and title, the journal, and whether the requestor is the corresponding author.
   6. 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.
   
   
2. WHEN SUBMITTING THE PAPER Use your Durham institutional email address when making the submission as this is used by the journal to check if you belong to an institution which has an open access agreement (allowing you to click the Gold box). From 1st April 2022 some important changes have been made to our publication policies. Our publications now have to be at least green open access and whenever possible gold open access. At the same time there have also been some changes on covering page charges. Follow this link for further details and specific information for each of our main astronomy journals Important changes to publication policies. More extensive information is available on the Publisher Agreements web pages maintained by the Durham open-access team.
   
   
3. WHEN THE PAPER IS ACCEPTED [STEP 2 below should be followed even if you are a co-author on a paper led from outside Durham]
   1. Complete the licence agreement for the publisher - if the corresponding author is from Durham then when submitting the paper to MNRAS you can tick the "Gold OUP licence" (See the webpage maintained by Durham's open access team for more details of the types of articles covered), for other journals "Standard Licence" is fine as we will be complying with the University's Open Access policy by uploading the final version of your paper to the DRO (The University's institutional repository) from the ArXiv. See the library's OUP Open Access Account User Guide for step-to-step instructions on how to fill in the MNRAS manuscript licence.
   2. We regularly run a script to supply the Library open access staff with a list of the DOIs of all published papers that have ICC and/or CEA academic staff as (co)authors. The Library staff then upload the final copies of MNRAS and A&A papers direct from the publisher onto DRO. For publishers where this is not allowed they will instead upload the latest copy that is on the ArXiv to DRO. In this process they will also add the publication to your CMS publication list that appeaars on your profile web-page. Hence for papers that have ICC/CEA staff as co-authors, provided you make sure the final published version (or your own formatted version of this final version) is promptly uploaded to ArXiv and marked in the manuscript as the final version (also helpful to label it the "final version" in the arXiv comment field) then there is no need to carry out the Step 3. If you are a PDRA/student publishing a Durham affiliated paper without a staff member as coauthor then you need to either supply nigel.metcalfe@durham.ac.uk with your ORCID to add to his script, or carry out the Step 3.
   3. Deposit your final refereed type-set version of the paper in the DRO. You do this by logging into the CMS https://cms.dur.ac.uk/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://durham-uk.libguides.com/open_research/durhamresearchonline/depositors for more details.
   
   
4. SUBMITTING TO THE PRE-PRINT ARCHIVE ARXIV When submitting your paper to arXiv please indicate in the comments field the Durham co authors along the lines of "(Durham-CEA)", "(Durham-ICC"), "(Durham-CfAI") for individual research groups and "(Durham-CEA, Durham-CfAI, Durham-ICC)" when listing multiple research groups. The wording does not need to be exactly the same as the examples given here - the most important thing is to indicate Durham-led papers.

Journal Colour Printing and Page Charges It is not possible to use our UKRI (e.g., STFC) grant funds to pay for page charges in journals. We are also unable to provide astronomy-group funds (either ICC or CEA) to pay for either page charges, the costs of colour figures in printed versions of journals, or the surcharge for every page beyond the 20-page limit in MNRAS. The previous UKRI block grant, administered by the library, also can no longer be used for any of these costs. In general individuals will need to identify other funds to cover these costs. However, note that the UKRI block grant can be used to cover article processing charges (APCs: see the publication policy change document for details of which astronomy journals charge APCs Important changes to publication policies) but should be used very sparingly as the funds are limited and are intended to support all research groups across Durham University.

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