Centre for Extragalactic Astronomy

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 2020-2023 consolidated grant for CEA, ICC or CfAI is ST/T000244/1.
      • 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. 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.

    The Library staff have provided a summary of the rules for our main journals- basically if the paper is going to MNRAS, you can tick the "RAS Open Access CC BY" box, for ApJ or AJ tick "Green Open Access".
    1. MNRAS select "Gold Open Access" (a deal has been reached with OUP such that the fee is paid centrally).
    2. ApJ, AJ, A&A, Optics Express - allow "green" open access - which means a copy of the final accepted paper (either publishers or your own formatted version of the accepted paper)can be uploaded to DRO;
    3. Nature and Science - the final accepted version should be deposited in DRO within 3 months of acceptance but it will not be opened until after a 6 month embargo imposed by the journal.
    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 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.
    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.

    Journal Colour Printing and Page Charges
    Note that it may be possible to use UKRI (e.g. STFC) grant funds to pay for mandatory page charges in journals. We are unable to provide astronomy-group funds (CEA or ICC) to pay for page charges or to cover the costs of colour figures in the printed versions of journals.
    Also note that neither ICC nor CEA fund the costs of colour figures at journals which charge for colour in the printed journals.
    In the case of MNRAS, there will be page charges when the paper is >20 pages and the fee may be covered by the UKRI block grant provided the paper acknowledges UKRI funding (e.g. an STFC grant) and is compliant with the open access policy (either by being deposited in DRO or by being published gold open access with a CC BY licence). In this case, the author needs to make a request via openaccess.publishing@durham.ac.uk in which they provide the title of the article, the UKRI grant code being acknowledged, confirmation that the paper will be deposited in DRO within 3 months of acceptance (if it has not been already) and details of how much the charge will be. The central block grant being used to pay for this has limited funds and it can not be guaranteed that these fees will be paid. (A new policy is expected from UKRI shortly and it may be the case that this prevents page charges being paid by the block grant!)
    If approved:
    • MNRAS will send an email notice that page charges are due.
    • After following the link and logging in, the license to publish is displayed. Unintuitively, you then need to follow a link to 'offprints and issue copies' to find the publishing charges. This will display the price breakdown.
    • Fill in address with the department address. You can ignore the PO Number and VAT number for now.
    • Note that the 50 pounds/page excludes VAT (+20%).
    • Select 'Pay by invoice' and request an email invoice. Do not pay directly. The invoice seems to take a day to arrive.
    • Liaise with openaccess.publishing@durham.ac.uk to arrange payment of the invoice.