Self-archiving

Self-archiving at the University of Jyväskylä is straightforward:

1. If your article is not published open access (= article is only available through subscription), retain a copy of the final manuscript version. If needed, request a copy from the corresponding author of the article.
   • Send the manuscript to jyx@jyu.fi
   • The Open Science Centre verifies the article’s self-archiving permission, the version to be deposited, and any potential embargo with the publisher. After this verification, the publication is deposited in JYX.
2. If the article is published under an open licence (= open access), the Open Science Centre will upload the final, published version to JYX, if allowed by the licence.

• Version of Record (VoR); Publisher’s PDF = The final published article that appears in the journal.
• Author's Accepted Manuscript (AAM); Final Draft; Post-Print; Post-Review = The peer-reviewed final manuscript version submitted by the author after revisions.
  • If the publisher does not allow self-archiving of the published article (VoR), the peer-reviewed manuscript (AAM) will be deposited in JYX.
  • The AAM can be a Word document or written in the journal’s template (without the publisher’s formatting).
  • Figures and tables may be separate files, which can also be deposited in JYX.
  • The AAM is not necessarily linguistically polished, as minor edits are often made during the proof stage.
• Proof = The last draft that the author reviews before the article is published.
  • Usually too finalized for self-archiving, as the journal layout is already visible.
• Preprint = The author’s manuscript version that has not yet undergone peer review.
  • Researchers can choose to deposit preprints in JYX.
  • Note that since 2016, the Finnish Ministry of Education and Culture does not consider unreviewed versions suitable for open access reporting. According to their guidelines, open access articles must always be peer-reviewed. More information: Publication data collection instructions for researchers 2021

The Open Science Centre verifies which version is permitted for self-archiving by the publisher.

You can check publishers’ self-archiving policies on the Open Policy Finder service.

Many publishers require an embargo period for self-archived articles, during which time the article is not downloadable from the institutional repository. Embargo periods typically range from 6 to 24 months, but in some cases, they can be even longer. However, some publishers do not require embargoes at all, allowing the article to be available in the repository immediately upon publication.

Even if the publisher requires an embargo for the article, it is advisable to self-archive it in JYX right after publication. The Open Science Centre investigates the embargoes for articles deposited in JYX and ensures their implementation.

Despite the article file not being downloadable from JYX during the embargo period, the publication metadata is visible to everyone and can be easily found, for example, through search engines. This significantly enhances the visibility of research.

For articles that are not available due to an embargo, you can contact the author and ask for a copy.

The Open Science Centre checks the publisher’s self-archiving policies and applies an embargo if necessary. After the embargo has expired, the article becomes available in JYX.

Scientific publishers have terms regarding how a published article can be used and shared. These restrictions often apply to the article’s author as well, especially if the author transfers their copyright to the publisher in the publishing agreement.

Most open access publications use an open license (most commonly Creative Commons), which specifies how the article can be reused. Especially for articles published behind paywalls, publishers often have restrictions. How an article can be shared in the future depends on the publisher, journal, and the type of publishing agreement the article's author makes with the publisher.
 

When entering into a publishing agreement with a publisher, check at least the following:

1. Ensure that you have the right to publish all the material you have included in your publication. If you plan to include, for example, images, ensure you have the necessary permissions from the copyright holders.
2. Ensure that you retain the right to self-archive your article in the university’s repository. The version to be archived may vary depending on the publisher. You can check publishers’ self-archiving policies on the Open Policy Finder service and the publishers' websites. If needed, negotiate with the publisher.
3. Note that publishers’ policies vary regarding sharing articles on academic community platforms such as Academia.edu and ResearchGate. Check the publisher’s policies before sharing your articles on these platforms.
   • Information on article sharing policies can be found on publishers’ websites or on the How Can I Share It? website. You can also contact the Open Science Centre (openpublishing@jyu.fi) for assistance.
4. Ensure that you retain the right to scholarly communication with colleagues, i.e., the permission to share the article with your colleagues, as well as the right to use your article as teaching material and in other scientific activities.
5. Many research funders have specific requirements for open access to publications and related embargoes (publication delay periods). Note that the funder's policy on the acceptable length of an embargo may conflict with the publisher's required embargo. In such cases, you can negotiate with the publisher on the article's embargo period to meet the funder’s requirements.

The University of Jyväskylä has a template agreement for obtaining self-archiving rights from publishers who do not specify self-archiving policies in their publishing agreements or general terms and conditions. The template can be downloaded from the University’s intranet.

If, despite negotiations, the publisher refuses to grant the author the right to self-archive, consider this when choosing the next publication channel. There are many high-quality journals worldwide that allow self-archiving under reasonable conditions.

Scientific manuscripts can be published even before they have undergone peer review or been accepted by any journal. There are already several subject-specific preprint repositories for publishing unreviewed manuscripts, and it is also possible to publish them in JYX.

If you already know where the final peer-reviewed article will be published, you can provide its details in advance to the University of Jyväskylä's research information system: simply send the preprint with its details to converis-publications@jyu.fi

Publishers often have a positive attitude towards the publication of preprints, but it is always worth checking their policies before sharing a preprint.

Publishing preprints has several benefits:

• You can make your research public quickly. This is important for many researchers, especially in fields where the publication processes of scientific journals can be lengthy.
• You can claim ownership of your research, and others can cite it, even if the article itself has not yet been published. Many preprint platforms provide a permanent identifier (DOI) for manuscripts.
• Researchers can participate in scientific discussion and receive feedback on their article from their research community even before peer review. Ideally, this feedback helps improve the quality of the manuscript.

Publications made at the University of Jyväskylä are recorded in the Converis research information system. The Open Science Centre is responsible for the centralised recording of publication data.

For more information, please visit Centralised recording of publication data (Converis)