Make My Work Open
In accordance with the Equitable Access to Scholarly Articles Authored by University Faculty, scholarly articles that fall within the scope of the university’s equitable access policy should be provided to the University Libraries to be made available to the public in DRUM (Digital Repository at the University of Maryland), unless the article’s author requests a waiver.
You can provide a copy of your accepted manuscript to the Libraries in one of the following ways:
- Using DRUM, an open access repository maintained by the Libraries: All UMD faculty are automatically authorized to self-deposit documents in the appropriate DRUM collection. If you are unable to deposit in DRUM or encounter any problems, please contact firstname.lastname@example.org.
- You may email your submission to the Open Scholarship Services team at email@example.com.
- Using Faculty Success: Faculty who use Faculty Success can upload a copy of their accepted manuscript there. During the 2022-2023 academic year we are working to develop a workflow to pull AAMs from Faculty Success into the repository. If you choose to upload your AAM to Faculty Success, please understand that your work will not likely appear in the repository until around the summer of 2023.
- If your department is a Libraries Repository Partner, a member of your department staff may collect your publications for organization and metadata application and deposit on your behalf. This program is currently under development and a list of participating departments will be available soon.
Links to the VOR can easily be included in the DRUM record. This is a common practice and often a requirement of the journal. Once an article has been deposited in DRUM, faculty members are not able to modify a record, but the Libraries have committed resources to adding or changing these links and providing CV-scraping services.
In the future, we hope to be able to harvest the papers that authors may upload to Faculty Success and deposit them in DRUM programmatically, eliminating the need for faculty to upload their articles more than once. But short of that for now, we will work on other techniques, such as CV-scraping services, library-assisted uploading of AAMs, etc., to minimize faculty burden related to this policy going forward.
The Equitable Access Policy asks for an electronic copy of the author’s accepted manuscript as a PDF.
The “accepted manuscript” is the version of the article that has undergone peer review and has been accepted for publication by the publisher. It is not the final published version — for example, it does not include the publisher’s formatting and page numbers. In some cases, you may have retained the right to deposit the final version of the article (including page numbers) in an open access repository. In that case, we welcome you to deposit the final version in lieu of the accepted manuscript. This will still satisfy the Equitable Access Policy.
The policy asks faculty members to submit an electronic version, usually a PDF, of their final, peer-reviewed Author Accepted Manuscript (AAM) for inclusion in DRUM. A PDF (Persistent Document Format) is a very stable file format that we can make accessible and preserve without any concerns about copyright and licensing. PDF documents help to make your work more discoverable because articles can be crawled by made and findable through major search engines.
UMD Libraries perform post-deposit quality checks and also provide advice and training to faculty members who wish to learn about accessibility related to their articles.
When a paper is revised by the publisher after the peer review stage, the author does not have the rights to those publisher-made changes. But the VOR is almost always the same in regard to the meaningful content as the AAM, because that content has been peer-reviewed. In most cases, the AAM suffices for scholarly purposes, because it’s the peer-reviewed version of the text. Even for those who would prefer access to the VOR, if they are barred from access due to permission and price barriers, access to the AAM is far better than nothing. Presumably, the peer-review process is supposed to catch all substantive issues and edits, in any case. One 2018 study by Kelin et al, “Comparing published scientific journal articles to their pre-print versions” (International Journal on Digital Libraries, 2018), found that “the text contents of the scientific papers generally changed very little from their pre-print to final published versions.”
Much of your work — for example, anything authored before the date this policy was approved, or before you signed the voluntary Individual Equitable Access License — is not covered by this policy. In these cases, your right to reuse your own work is limited to the terms of the agreements you signed with your publishers. In most cases, those publishing agreements give you more extensive reuse rights for the Author Accepted Manuscript than for the published version or Version of Record.
Therefore, even when you are not allowed to distribute the published version, you may be able to make your AAM available for download in DRUM without violating the agreement with your publisher. Consult with the Libraries’ Open Scholarship Team and let us explore this with you.
We also invite you to share other research outputs through DRUM, beyond research articles. DRUM is an ideal place to share working papers, datasets, white papers, and any other research materials, including audiovisual materials, that you want to share openly and preserve for the scholarly record!
The Equitable Access Policy dictates that the author-accepted manuscript should be provided to the Libraries no later than the date of publication.
Yes, it is possible to embargo or restrict access to documents in DRUM for a finite period of time but faculty members must contact the Libraries to set the end date. Restrictions are automatically removed at the end of the embargo period.
Email firstname.lastname@example.org to request an embargo of your AAM in DRUM.
Our first priority is to make sure the research is accessible in an open, equitable manner, and so we applaud the use of other trusted repositories in this way. However, as administrators of the Equitable Access Policy and our communities commitment to equitable access, we want to be ensure that the items are preserved and discoverable by utilizing our workflows and infrastructure. Although we request you deposit your AAM to DRUM on or around the date of publication, the nonexclusive license does not prevent you from sharing your work to any other repository, website, or publication, at the time that provides the most benefit to your research.
What if my publishing agreement won’t allow this?
We have prepared an Author’s Addendum to assist you in negotiating with your publisher so that you may deposit your manuscript to DRUM. If signed, the addendum will alter the terms of your agreement to permit the University of Maryland to deposit your manuscript in DRUM.
Should your publisher refuse to accept the addendum, you can request a waiver of the policy, which will be granted automatically.
If you have questions about publishing agreements or any other aspect of the policy, please don’t hesitate to contact Open Scholarship Services at email@example.com.