What do I have to do under the Rutgers OA Policy? What are the 5 easy steps?

Go to SOAR, and deposit your final version of your article (Accepted Manuscript (AM)) at the time of final acceptance by the publisher (after peer review and revisions are complete).This is often your own finalized Word document, not the publisher’s proprietary version. You will fill out a few lines of descriptive information, and then upload your article. We hope you will find the deposit process quick and easy. The five easy steps are 1) your article is accepted for publication, 2) Go to SOAR (soar.rutgers.edu), 3) Log in with NetID and fill out the form, 4) Upload your accepted manuscript (AM), 5) Receive your DOI to post wherever you’d like.

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What is SOAR? How does it relate to RUcore?

RUcore –the Rutgers Community Repository– is a digital repository for the significant intellectual property of Rutgers University–its libraries, faculty and their collaborators. RUcore's mission statement is as follows: "Rutgers Community Repository (RUcore) is a repository of digital research and educational materials created and used by the University community and its strategic collaborators. The goal of the Rutgers University Community Repository is to advance research and learning at Rutgers, to foster interdisciplinary collaboration, and to contribute to the development of new knowledge through the archiving, preservation, and presentation of digital resources. Original research products and papers of the faculty and administrators and the unique resources of the libraries will be permanently preserved and made accessible with tools developed to facilitate and encourage their continued use.”  SOAR (Scholarly Open Access at Rutgers) is a service of RUcore. SOAR has been developed to feature information and services related to the implementation of the Rutgers Open Access Policy. Besides scholarly articles and other publications of Rutgers scholars available in SOAR, RUcore includes the Rutgers Electronic Theses & Dissertations (RUetd), research data, digitized library collections, digital exhibits, collaborative initiatives that focus on New Jersey, and much more. SOAR is just one service of RUcore.

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What kinds of work can I deposit?

The open access policy has as its focus publisher-allowed versions of journal articles, or other scholarly works such as conference proceedings or working papers. These article versions are usually the author’s final version (post peer review), often the author’s Word doc or PDF, which is labeled in SOAR as the “Accepted Manuscript (AM).” Other article versions that might be able to be deposited at the scholar’s discretion would be the preprint version, labeled in SOAR as the Author’s Original (AO), for instance. Author’s Original (AO) versions are popular in some disciplines such as physics. A very few subscription publishers, and almost all open access publishers, allow the deposit of the publisher branded PDF version, labeled in SOAR as the Version of Record (VoR). Most importantly, rather than the proprietary publisher branded PDF, deposit your own Accepted Manuscript (AM) version in SOAR. Authors will often have different options depending on disciplinary norms or the particular publisher’s requirements. In signing your publication agreement, please note what the publisher allows in terms of depositing your work in your institutional repository. If you would like to attach an addendum notifying the publisher that you are depositing your article in a repository (not necessary, but some scholars want to modify these agreements), please see the CIC Addendum available from the SOAR website Waivers & Forms. Remember also that you do not need to know what is possible when depositing; SOAR staff will research publisher permissions.

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When do I need to deposit my work?

Deposit your work at the time that your article has been officially accepted for publication, and all revisions are complete. When you are notified by the publisher/editor that your article has been accepted in its final form, simply deposit your own version, your “Accepted Manuscript (AM)” version in SOAR. The Rutgers Open Access policy stipulates that publications accepted for publication after Sept. 1, 2015 be deposited in SOAR.

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I have a newer version of a work that is already deposited in SOAR. What should I do?

Simply deposit the newer version and researchers will be redirected to the newest version. You may request that superseded versions be hidden by contacting us. Otherwise, each of your versions will still be reachable through their DOIs (in case others have cited these particular versions), and a banner will display on a brief landing page that directs users to the newest, best available version. It is common for various versions of an article to be deposited over time. Depositing the author’s final version at the time of acceptance allows scholarship to be made available on the internet (via Google and other search engines) right away.

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Will SOAR provide a link to my publisher’s version? (I would prefer that researchers go to the published version if possible.)

Yes, SOAR will provide a link to the publisher version so that everyone affiliated with an institution that has a subscription will be able to quickly link through. For those that have no access to that publisher version (often because they are not affiliated with an institution that has a subscription), they will be able to read your final author version article in SOAR. Authors are reminded to send a publisher link (and any other pertinent publication details) to SOAR once the article (or other work) is officially published. The SOAR record can then be updated with the link to the publisher version.

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Once my article is “officially published” by a publisher, how do I update the information in SOAR?

Please send the full citation to your article to the “contact us” in SOAR and the information on your publication in SOAR will be updated.  Earlier article versions deposited into SOAR can easily be updated with citation information once an author knows the details of the official publisher version/citation. Many publishers require the official citation to the published version be included as soon as it becomes available. Providing the link to the publisher version will allow those with an institutional subscription to the journal to click right through to the official publisher version of the article. 

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What is the DOI link that appears on my deposited article?

Each article deposited in SOAR will receive its own DOI (Digital Object Identifier). This custom persistent link is a unique identifier to your article. You can use the DOI to send readers to your article.  Some citation styles (such as APA) require the inclusion of the DOI when researchers are citing your article. DOIs are intended to be “copied and pasted.”

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Does my publisher or journal allow me to do this SOAR deposit?

You do not need to research any permissions (SOAR staff does this for you when you deposit), but if you would like to know, please search by publisher or journal name in the website SHERPA/RoMEO. Searching SHERPA/RoMEO will give you information on what your publisher or journal allows in terms of depositing an article in an institutional repository. The majority of publishers allow institutional repositories to make the author final version, the Accepted Manuscript (AM) -often your own Word doc-not the proprietary publisher version- available on the web. You will also find information about what the publisher requires in the publication agreement that is signed at the time of acceptance for publication. The Rutgers Open Access policy stipulates deposit of Accepted Manuscripts at the time of acceptance for publication.

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What if I have coauthors, or my article has many authors?

You may go ahead and deposit your paper in SOAR; you are not required to inform your coauthors that you are depositing, but you may choose to do so.  SOAR provides a sample optional courtesy letter you may use.

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If more than one author is affiliated with Rutgers, should each deposit the article?

One author may deposit, and the other author will have the article also associated with his or her name, and associated collection. SOAR staff will notify the other author(s) of the deposit. If both deposit, that is fine too.

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What is an “addendum”? Do I need to include an addendum when signing my publication agreement?

SOAR will make an addendum available for authors to use when they want to inform the publisher of the Rutgers OA Policy, or to negotiate aspects of the CTA/publication agreement.  However, there is no need to use this type of form. SOAR works with the embargo period (delay) that a publisher stipulates. It is not necessary to negotiate rights with a publisher, but you may wish to do that as you choose. If you would prefer to attach an addendum to your publication agreement when signing, please see the CIC addendum provided under Waivers & Forms on the SOAR website.

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My publisher mentions needing a “waiver” if I am an affiliate of an open access policy institution as a condition of publishing my article. Where can I get this waiver?

Waivers for the few publishers that require them as a condition of publishing with a particular journal may find them with other forms on the SOAR website under Waivers & Forms under “Publisher Waiver.” You may send this waiver to any publisher that asks for one. Publishers requiring waivers include Nature, AAAS, PNAS, and selected others. Deposit your article in SOAR as you usually would and provide the publisher with the publisher waiver that it requires. The fact that certain few publishers ask for waivers from the Rutgers policy does not affect the actual deposit in SOAR.

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Can an assistant/proxy deposit my work? Can my department or school deposit for me?

Yes, you may designate someone else to make your deposits into SOAR on your behalf. Click on the “Deposit your Work” button, and follow the prompts.  Some departments and schools may be able to make the deposit for you. Please inquire at your departmental office. SOAR staff is also available to provide information to any department upon request.

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Can I deposit my work myself?

Yes, just go to the SOAR page for easy deposit. The SOAR deposit process is simple and easy, and will just take a few minutes. SOAR staff will double-check all submissions, making sure everything is in order.

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Can I deposit older works (from before the OA Policy), or send in my complete CV with older citations?

Yes, that is possible as long as the articles you deposit are the acceptable publisher-allowed versions (often not the proprietary publisher branded PDF). Please deposit final author versions (Accepted Manuscripts (AM)) into SOAR. Please direct questions to SOAR staff about deposits of publications that originated before the Policy went into effect. Rutgers authors may wish to include as many of their previous publications as possible in SOAR, as publisher allows. This allows for more complete availability on the web of a scholar’s total corpus of work. SOAR staff will work through retrospective deposits, and welcome these submissions. Authors are asked to provide Accepted Manuscripts(AM), (often the author’s Word docs) for all articles and other works.

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Can SOAR provide me with one convenient “SOAR link” to send readers to the whole collection of all of my submitted works?

Yes, you may go to “My Account” in SOAR, and see “My Dynamic Bibliography” to get your custom link to your collective publications. Use this convenient link on your email signature line, your LinkedIn page, to send to colleagues, or use it anyplace else you’d like to share the full text of the collection of your SOAR articles with others.

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If my paper is deposited in another open access repository, such as arXiv, SSRN, RePEc, or PubMed Central, can I still deposit it in SOAR? Should I? Why would I? Do I still have to deposit an article already freely available on the web?

The Rutgers Open Access Policy stipulates the deposit of every article in SOAR. Deposit in other repositories such as arXiv, PMC, RePEc, or SSRN does not preclude making another deposit in SOAR. There is not a limit on the number of repositories you can use. Double deposit (or more) is fine. You must make the deposit of the legal version (author final version), the Accepted Manuscript (AM) into SOAR. The purpose of this duplicative deposit is to gather all of the Rutgers scholarship together in one place, even if some scholarship has already been made open access by the author in other subject repositories or websites. The scholarship of departments, schools, and Rutgers University will be availble from SOAR. This gathering of Rutgers scholarship and disseminating it on the internet via SOAR aids discovery and visibility, while promoting collaboration across departments and schools. Deposit in SOAR will provide access even if another service becomes unavailable in the future.

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Does SOAR have a service for depositing NIH funded articles into PubMedCentral?

SOAR staff are happy to provide consultation about NIH and other funders’ requirements for open access, but do not actually deposit papers into PMC on behalf of authors. A copy of each article, no matter the funding source, should be deposited in SOAR. This gathers all Rutgers scholarship together regardless of funder.  For all inquiries regarding NIH submission, please see the information and contact information at: nih_publicaccess@rulmail.rutgers.edu

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I am being asked about “versions.” Where is a description of the various versions of a given article?

Some article versions are proprietary to the publisher and may not be put on the open web by the author.  You should not post these versions on your website or sites like Academia.edu or ResearchGate. It may be possible to share other versions more freely (such as the author’s own version). There are often a variety of versions of any scholarly article. See: http://www.niso.org/publications/rp/RP-8-2008.pdf for full descriptions. Most of the time, the version to deposit would be the final author version, post peer review, known as the Accepted Manuscript (AM). Other versions include the proprietary publisher branded PDF, called the Version of Record (VoR) in SOAR. The Version of Record (VoR) refers to the publisher’s proprietary version of your article. Before submission of the article, and before peer review, the work might be referred to as the “preprint,” which is the Author’s Original (AO).  The policy stipulates the deposit of the Accepted Manuscript (AM) (post peer review) at the time of acceptance for publication. This will often be the author’s final Word document or similar document.  The formal definitions (abbreviated) are as follows:

Author’s Original (AO) - Any version of a journal article that is considered by the author to be of sufficient quality to be submitted for formal peer review by a second party

Submitted Manuscript Under Review (SMUR) - Any version of a journal article that is under formal review managed by a socially recognized publishing entity

Accepted Manuscript (AM) - The version of a journal article that has been accepted for publication in a journal

Version of Record (VoR) - A fixed version of a journal article that has been made available by any organization that acts as a publisher by formally and exclusively declaring the article “published.”

Corrected Version of Record (CVoR) - A version of the Version of Record of a journal article in which errors in the VoR have been corrected

Enhanced Version of Record (EVoR) - A version of the Version of Record of a journal article that has been updated or enhanced by the provision of supplementary material

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Will all of the versions of the same article remain publicly available? Will there be more than one version of my article?

All versions of your article remain available in SOAR, but readers linking through to older versions are always directed to the “best available version (BAV),” which is usually the most recently deposited article.  When depositing a newer version of your article, you may embargo the older one. Searchers will always be directed to the newest version. Previous versions are still available to those that have cited them or otherwise need to have access. Most often, researchers want access to the best available (newest) version of an article.  It is common to have various versions of an article available for readers online. A searcher using Google Scholar, for instance, will see all versions of an article represented in search results. The publisher version might be available on the web alongside your SOAR-deposited version. Some readers will not have access to the publisher version (often only available to subscribing institutions) and will click through to the author’s version that is available through SOAR.

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What is an embargo?

An embargo is a delay that is set by the publisher (or rarely, by the author) whereby the article may not be made publicly accessible until a certain time has elapsed. A common embargo may be six or twelve months. After the embargo ends, the article is made accessible by SOAR. Often, there is no embargo and the article can be made immediately accessible to readers on the internet. If an article happens to be embargoed, SOAR makes available the “request a copy” button so that a single copy of the article can be requested from the author on a one time basis.

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During initial deposit in SOAR, I am not sure what kind of embargo (delay) my publisher requires. Do I need to specify this?

No, SOAR staff will research this at the time of deposit and make sure the correct embargo, based on publisher policy is applied to your article.

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If my work is not publicly available due to publisher embargo (delay) or other reason, will searchers have a way to ask me for a single copy of my temporarily embargoed work for their research purposes?

Yes, SOAR provides a simple “request a copy” button for articles under embargo, so that a researcher may ask the author one time via a simple email form for a single copy of the article. This allows some limited availability of an article that is currently under embargo. All embargoed articles will display this “request a copy” button.

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What if a specific work cannot be made available at all? Do I need to opt out?

In the case of any work of scholarship that cannot be made open access in SOAR under any circumstances (or that you do not want to deposit due to other reasons), but which falls under the Rutgers Open Access Policy, you will need to submit an opt-out form.  The purpose of the open access policy is to make Rutgers scholarship fully available to readers and researchers, so this type of opt out will be rare. Filling out an “opt out” (available on the SOAR website) under "Waivers and Forms" will be necessary for every article not deposited. Articles can, of course, be deposited and not made open access until a later date (embargoed) if the author so chooses.  Please contact us if you need further information on opting out for a particular article.

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What kind of repository is this, and how does the technology work?

SOAR is a service of RUcore, the Rutgers Community Repository. RUcore is Rutgers Fedora-based institutional repository.  More information about RUcore is available at https://rucore.libraries.rutgers.edu.

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Will my work be discoverable by search engines such as Google?

Yes, all deposits in SOAR are made publicly accessible for reading on the web. Search engines crawl SOAR/RUcore, making your work publicly discoverable and accessible online. Searchers using a service such as Google Scholar will find your work, adding to its visibility and accessibility. Your work will show up in Google’s and other search engines’ search results, usually very quickly after deposit in SOAR.

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Are the statistics provided by RUcore accurate for use in reporting? Isn’t usage skewed by bots?

Downloads originating from search engine "bots" that index RUcore's resources are not counted as activity or included in statistical reports.  We also routinely monitor for activity that we deem as irregular and not authentic in nature.  In those cases the activity is expunged from all statistical reports and the IP addresses in question may be banned from accessing RUcore resources.  These cases are very rare and mostly isolated to a single resource over the span of a very short period of times.  Viewing usage of a resource over time you tend to see incremental increases and not major spikes in activity.  So no, these statistics represent actual downloads by people.

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How can I deposit supplemental data/files (supplementary material) that will be published with my article?

At the time of final acceptance for publication, please contact SOAR for your questions regarding deposit of supplementary material that has been formally accepted for publication as part of your publication. Your article may include text and supplementary data, and all can be made available via SOAR as a complete "package."

Supplementary material can include the raw data used to generate the research and tables reported in the article, software code used for analysis, descriptions of methodology, additional or more detailed images and graphs, and more. Consider any items that can be publicy shared that would be useful to future readers in understanding and using the research in the future.

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Can I add a Creative Commons license to my article?

Yes, you may add one of the Creative Commons licenses, such as CC-BY to your work. Please contact our Copyright and Licensing Librarian for information on this option.

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