Open Access checklist

This checklist will take you through:

  • ensuring you understand what is required
  • choosing your publication route
  • submitting your manuscript to your publisher
  • registering your work in SHURA at the point of acceptance for publication
  • what you need to do at the point of publication

1. Ensure you understand what is required

2. Choose your publication route

  • Follow guidance of your Unit of Assessment’s publication strategy or seek advice from the relevant Unit of Assessment Coordinator. Find your Unit of Assessment coordinator here
  • Check whether the journal complies with your funder’s Open Access policy by using SHERPA/FACT
  • Check whether the journal complies with the REF Open Access policy so that your work is eligible for submission to the next REF: maximum embargo periods apply
  • If there is a justifiable need for ‘gold’ Open Access, find out about funding for ‘Gold’ Open Access
  • Address any archiving and sharing requirements for research data that are relevant to your manuscript

3. Submit your manuscript to the publisher

  • Acknowledge any source of funding in your manuscript, ensuring that you follow the format detailed by any external funder
  • Identify where and how associated research data can be accessed via a data availability statement
  • Acknowledge your affiliation to Sheffield Hallam University

4. Use Elements to deposit your work in SHURA at the point of acceptance for publication

  • Deposit your research outputs in SHURA. For journal articles and conference proceedings with an ISSN, you must do this within 3 months of the date of acceptance in order to be eligible for the REF.
  • You will need a copy of the author’s final peer-reviewed manuscript and copies of emails or other forms of communication that provide evidence of the date of acceptance
  • Deposit your manuscript using Elements
    • Login using your usual SHU credentials
    • Click on the ‘Accepted for publication?’ button
    • Enter the details of your accepted journal article or conference paper
    • Upload your final peer-reviewed manuscript
    • Make sure you complete the deposit by clicking on the ‘Deposit’ button

5. Archive your research data

  • As appropriate, archive the underpinning research data and make sure that your research data will be available on the date of publication
  • Add a record to SHURDA for your research data, even if your data is archived elsewhere, and make sure to link this record to your publication in SHURA.

6. At the point of publication

If you are publishing your work as ‘gold’ Open Access, you should add the publisher’s version of your work to SHURA by depositing it in Elements.  If there is already a record in Elements you do not need to create a new record, just deposit the manuscript in the existing record.