[BOAI] Open Access Policy at Copenhagen Business School

[Peter Suber]

[Forwarding from Leif Hansen, Senior Advisor, 
Copenhagen Business School.  --Peter Suber.]


Greater access to scholarly publications from CBS

The CBS Open Access Policy - 2009.

Background.  Universities find themselves in a 
situation in which research becomes more and more 
international through increased cooperation with 
other universities inside and outside of Europe. 
This has been the case for CBS for several years, 
where internationalization has been one of the key strategic goals.

Scientific information is increasingly digitized, 
journals appear more and more in e-format only 
and references to e-science and e-research gains 
ground. More and more researchers expect rapid 
access to research material and information and 
prefer search tools for information that provides 
easy access to content via the internet.

Many funders have recognised that the job of 
research is only half-done if the results of that 
research cannot reach the widest audience. Some 
are formulating policies to require Open Access 
to their funded research, and the European 
Re-search Council has recommended an open access 
policy for all EU funded re-search.

CBS as other universities find themselves in a 
transitional process in which access to the 
results of their research is an important 
prerequisite to participating in the 
international research community and research competition.

And as a publicly funded university CBS has a 
duty to inform the general public about its 
research activities and results and to provide 
access to published results of the research to 
industry and business to stimulate knowledge exchange and further innovation.

In line with these considerations CBS last year 
signed the Berlin Declaration, which calls for 
unrestricted Open Access to Knowledge in the 
Sciences and Humanities. In order to implement 
the Berlin Declaration institutions should:

a)   "implement a policy to require their 
researchers to deposit a copy of all their 
pub-lished articles in an open access repository and

b)   encourage their researchers to publish their 
research articles in open access journals where a 
suitable journal exists and provide the support to enable that to happen."

To clarify the concept "open access" the 
following quotation from the British organisation 
Sherpa (Securing a Hybrid Environment for 
Research Preservation and Access) can be of help:

"What Open Access is
If an article is "Open Access" it means that it 
can be freely accessed by anyone in the world 
using an internet connection. This means that the 
potential readership of Open Access articles is 
far, far greater than that for articles where the 
full-text is restricted to subscribers. Evidence 
shows that making research material Open Access 
increases the number of readers and significantly 
increases citations to the article.

"What Open Access is not
It is important to point out that Open Access 
does not affect peer-review; articles are 
peer-reviewed and published in journals in the 
normal way. There is no suggestion that authors 
should use repositories instead of journals. Open 
Access repositories supplement and do not replace journals.

"Open Access Solutions
Open Access is taking the results of research 
that has already been paid for and making it 
freely available on-line, through repositories 
and websites. This process can have significant 
advantages for individual authors, for 
researchers, for institutions and for the process 
of research generally by freeing up the process of dissemination."

This policy document describes the principles and 
procedures in this implementation at CBS.

Policy principles

CBS and the faculty at CBS are committed to 
disseminating the results of its re-search and 
scholarship as widely as possible.

To fulfill that commitment CBS is adopting an 
Open access policy that provide open access to 
full-text versions of all scholarly papers and articles written by its faculty.

The aim is to allow these publications to be 
read, searched, printed, distributed or utilized 
in any other conceivable legitimate manner 
without any financial, technical or legal restrictions.

This does not affect the author's legal right to 
be identified as the copyright holder of such works.

This open access policy furthermore seeks to 
increase authors' influence in scholarly 
publishing by establishing a collective practice 
of retaining a right to open access dissemination of certain scholarly works.

As a consequence of this policy CBS faculty shall 
routinely grant to CBS a license to place in a 
non-commercial open-access online repository 
(OpenAr-chive at CBS) the faculty member's scholarly 
work published in a scholarly journal or conference proceedings.[*])

[*] A license means that the copyright owner 
gives to another the right to use a copyrighted 
work in specified ways. This license shall be 
limited, irrevocable, perpetual, worldwide, 
royalty-free, fully paid-up, and non-exclusive. 
Such a license does not transfer any right to CBS 
other than the specific license to place the work 
in the non-commercial, open-access online 
repository (OpenArchive at CBS). Accordingly the 
faculty member retains copyright ownership in his or her work.

In the event a faculty member is required to 
assign all or a part of his or her copy-right 
rights in such scholarly work to a publisher as 
part of a publication agreement, the faculty 
member shall retain in the publication agreement 
the right to grant the foregoing license to CBS.

Faculty may opt out of this policy for any 
specific work or invoke a specified delay before 
such work appears in an open-access repository in 
accordance with the opt-out mechanism set forth below.

The policy will apply to all scholarly articles 
written while the person is a member of the 
Faculty except for any articles completed before 
the adoption of this policy and any articles for 
which the Faculty member entered into an 
incompatible licensing or assignment agreement 
before the adoption of this policy. But it is 
strongly recommended that faculty consider 
depositing articles written earlier to the 
adoption of this policy if existing publishing 
agreements does not prevent this.

A faculty member may opt out of this policy for a 
specific work that has been accepted for 
publication in a journal or conference proceeding 
that refuses to allow open access depositing of 
the work. The Research Dean or the deans 
designate will waive application of the policy 
for a particular article upon written 
notification by the author, who informs CBS of the reason.

Implementation

CBS is committed to providing the necessary 
technical, organizational and non-material 
support that will help the open access policy to 
be implemented in the best way.

CBS Executive Management Team has assigned the 
responsibility for running the institutional 
repository (OpenArchive at CBS) to the CBS Library, 
which will also be responsible for helping the 
faculty in any necessary way in relation to 
publishing in open access journal, retaining 
rights to open access depositing or other 
problems arising from the implementation of the policy.

The CBS institutional repository has been built 
on international standards to ensure long-term, 
worldwide access to the archived documents.

The actually archiving of the individual document 
is done by the library as part of the process of 
research registration, where the library will 
contact the researchers to get a full text version of the articles.

CBS support the idea of publishing scholarly 
articles and papers in recognized, peer-reviewed, 
open-access journals or other open access 
publication channels. The CBS Library will help 
identifying possible publication channels that 
fulfill this goal and provide overview of such publication channels.

Although a substantial number of journals allow 
open access archiving in one form or the other 
there still remains many highly esteemed journals 
that have not yet developed an open access policy 
of their own, which are interesting and regularly 
used publication channels for CBS.

The faculty is encouraged to choose the best 
possible publication channel for their research 
results in terms of readership, but they are 
required to demand that publishers grant them the 
right to further use of their own work in 
teaching, colla-boration with fellow scholars and 
open access depositing. An addendum to a standard 
publishing agreement helping retaining these 
rights based on the Science Commons Scholar's 
Copyright Addendum, developed with SPARC and MIT, 
will be made available by the CBS Library as well 
as a Danish version of a publishing agreement.

If articles are published in publication channels 
that are not readily accessible to the general 
public or that require a subscription, copies of 
the article must be made available through 
OpenArchive at CBS. If an embargo is required by the 
publishing house an embargo period of up to one year may be respected.

In cases where the publisher refuses to allow 
open access depositing and / or further use of 
the scholarly work and where the publication in 
this specific channel is deemed necessary the 
Research Dean and the CBS Library will handle the 
demands for opting-out. The individual author 
must send a written notification to the library 
which proposes to the dean whether he should 
grant the opt-out possibility. The articles not 
archived for this reason must be registered in 
OpenAr-chive at CBS with bibliographical 
information, a short résumé and information about publication channel.

In the first 3 year period of implementing this 
policy the questions of opting-out will be dealt 
with very carefully. The intention of the open 
access policy is to promote and disseminate as 
widely as possible the research form CBS not to prevent publishing.

The Executive Management Team, Heads of 
Departments and Directors of Centers are expected 
to actively support and encourage faculty in 
living up to the principles in this policy.

In line with the intention of the Berlin 
Declaration and in cooperation with other parts 
of the Danish and international research 
community CBS is committed to lobbying for 
official recognition of open access publishing in Denmark.

This policy paper has been adopted by the 
Executive Management Team after due consultation 
with the Academic Council and CBS Heads of 
Departments and Directors of Centers.

The policy paper shall be revised yearly for the 
next 3 years in order to adapt the policy to 
recent developments within Open Access and to 
adjust to practical experiences from the implementation process at CBS.

CBS, June 2009
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