Session 3

Session 3: Working on Open Access

Wednesday 26th June 2019 – 14.45-16.15

Chair: Sofie Wennström, Stockholm University Library, Stockholm, Sweden

3.1 Are we plan-S ready? Level of Compliance at the University of Vienna

Rita Pinhasi, Brigitte Kromp, Guido Blechl, University of Vienna, Austria


Plan S has been a central topic of conversation with faculty and publishers ever since its announcement last September sent shock waves around the world. The initiative, launched by cOAlition S, an international consortium of research funders, requires that from 2020, scientific publications that result from research funded by one of its members must be published in compliant Open Access (OA) journals or platforms. Given the fact that Austria has been at the forefront of the OA movement in Europe, one might assume that its institutions and researchers should be well placed to comply with the strict requirements set out by Plan S. But how ready are we really?

This paper will take stock of the current state of OA publishing opportunities in Austria and more specifically at the University of Vienna, which is by far the largest higher education institution in the country, with researchers active across all research fields.

Thanks to the decade-long close collaboration of the key players, such as the Austrian Science Fund (FWF), one of the original members of cOAlitions S, and the Austrian Academic Library Consortium (KEMÖ), which brings together the country’s universities and research institutions, the landscape in Austria is a lot less fragmented than in other countries. By virtue of our large portfolio of transformative OA publishing agreements, which range from contracts with Wiley, Springer Nature to niche publishers such as the International Water Association our researchers have a number of options available to them. The University of Vienna participates in several initiatives supporting fully OA publishers (OLH, SciPost, etc.) and also has a well-established institutional repository and an OA publishing fund.

With the January 2020 deadline less than a year away, there are still some uncertainties around the initiative, among others, potential penalties and some compliance questions need clarifying. At the time of submission, the University of Vienna is in the process of consulting its faculty on Plan S and the feedback to date is far from unanimously supportive.

We will explore to what extent our agreements cover our researchers’ publishing needs and what further steps we can take to support them, bearing in mind that some of our agreements may no longer be compliant after 2024. There are still some obvious gaps to cover and, potentially, financial and structural hurdles to overcome. We will also present lessons learned and how these continue to shape our approach.

Rita Pinhasi graduated from University College London in 2007 with an MA in Librarianship and has worked for various universities and cultural institutions in Austria, UK, Hungary and Ireland. Prior to her move to the University of Vienna in 2017, where she joined the Library’s consortium and e-resource management teams, she worked for the Irish consortium, and the Irish Research eLibrary (IReL). As IReL Officer and later Manager, she negotiated with publishers on behalf of the consortium, administered national license agreements and analysed usage trends. She also gained experience in research contract management at University College Dublin and worked on a health consortium project at University College Cork.

At the University of Vienna she developed a deeper understanding of open access both on an institutional and national level and had the opportunity to contribute to the negotiations of some of the more recent open access publishing agreements, especially in the areas of licensing and workflows. Rita Pinhasi’s main professional interests lie in the areas of national and international collaborations, e-resources and trends in Open Access.

Guido Blechl studied physics at the Technical University of Vienna and completed postgraduate training for library service. He started working in the field in 1997, began coordinating the Open Access activities of the Vienna University Library in 2008 and became head of the “Open Access Office” of the University of Vienna in 2013.

Brigitte Kromp is the Head of the Austrian Central Library for Physics and the Department of Consortia Management at the Vienna University Library. She acts as an expert for Open Access within the framework of the Austrian Academic Consortium (KEMÖ )and has been involved in the negotiation of consortium deals with Open Access components. She represents Austria on the SCOAP3 Governing Council and in the High-Level Group on Big Deals at the European University Association.

She holds a degree in mathematics and physics and completed a qualification in librarianship during her professional career

3.2 Is the Library Open? Correlating Public Access to Academic Libraries with Open Access Support

Katie Sarah Wilson, Cameron Neylon, Lucy Montgomerty, Chun-Kai Huang, Curtin University, Australia


As open access publishing options and mandates expand, how does this ‘openness’ extend to other sources of research and knowledge such as academic libraries? In this study we investigated the connection between academic library access policies and institutional positions regarding open access or open science. Analysis of library access or use policies and related documents from twenty academic institutions in Asia, Australia, Europe, Latin America, North America, South Africa and the United Kingdom shows that access to libraries for the unaffiliated public is often the most restricted. Many libraries impose financial and sometimes security barriers on physical entry to buildings and this limits access to the collections still in print and other non-digital formats. This has occurred over several decades as a result of factors such as budgetary restraints and increased demand. Yet increasingly academic institutions are providing open access to digital research output through institutional repositories and open access publishing policies. We contrasted library access policies and practices with those of open access publication and research sharing for the same institutions and found limited correlation between both sets of policies. This suggests the intentions expressed by the two policy actions have not been applied in similar directions, in other words to reach the same ends. Comparing the two assessments using Spearman’s rank correlation confirmed open access policies have a direct association with the narrow aspects of public access provided through online availability of formal publications, but are not necessarily associated (in the universities in this study) with delivering on a broader commitment to public access to knowledge.

In this presentation, we discuss the process and the outcomes of this research. The results suggest that while institutional mission statements and academic library policies may refer to sharing of knowledge and research and community collaboration, multiple layers of library user categories, levels of privilege and fees charged can inhibit such access. This indicates disparities in openness between institutional library access policies and open access policies. As open access publishing options and mandates expand, physical entry to academic libraries and access to print and electronic resources is contracting. This varies within and across countries, but it can conflict with global library and information commitments to open access to knowledge. The study is continuing on a larger scale as part of an Open Knowledge Institutions project.

Dr. Katie Wilson is Research Fellow with the Centre for Culture and Technology, Curtin University, Perth, Western Australia where she is working on the Open Knowledge Initiative project. She has recent experience as a researcher in Australian universities and as a freelance researcher and has worked in several academic libraries in Australia and New Zealand.

3.3 Deep Green – Open Access Transformation]

Beate Rusch, Julia Alexandra Goltz-Fellgiebel, Zuse Institute Berlin and Cooperative Library Network Berlin-Brandenburg, Germany, Hildegard Schäffler, Bavarian State Library, Germany


To make scientific research publicable and findable through an institutional repository is a standard service provided by university libraries around the world. By recent European initiatives such as Plan S, open archives and repositories are once again acknowledged for their importance. However, as the COAR membership survey in 2018 found out, among three big challenges related to repositories is the question how to get (high amounts of) content deposited. A new model of cooperation between publishers, researchers and libraries as repository owners is needed.

The German DeepGreen project (2016-2020), funded by the German Research Foundation, is developing an automated workflow to transfer scholarly publications from publishers to open access repositories. The project started with a focus on so-called Alliance licenses (national licenses, negotiated with over a douzen publishers and funded by the German Research Foundation) that include an open access component which allows authors to make their articles, after a shortened embargo period, publicly available through their current institutional or a subject-based repository of their choice. If the institution negotiated the license, it acts as a representative of the author and therefore has the same rights. However, very few institutions use this opportunity due to the high effort associated with manually researching the articles in question and adding them to the repositories.

The DeepGreen project introduces a practical solution to support libraries and scientific institutions by automatically transmitting notifications of available publications. The basic concept is that publishers deposit data files (metadata and full text) and DeepGreen matches them through a routing process to authorized repositories using affiliations included in the publishers metadata. Repositories can upload a file with possible name variations of their institution into their DeepGreen account to improve the matching process. So far the publishers S. Karger AG, Sage Publications, BMJ, De Gruyter and MDPI agreed upon cooperation with DeepGreen. During a second funding phase, which started in August 2018, other licensing models will be examined and in summer 2019 DeepGreen will see a beta launch with a selection of publishers and repositories.

DeepGreen supports research libraries and other institutions in providing access to important research results. It increases the percentage of open access publications which makes it an active player in the field of open access transformation and open science. This presentation will give a simplified introduction of the technical functionalities of DeepGreen Router and highlights the benefits for repositories. It will focus on possible license options that could be included into DeepGreen and the current status of the beta launch for summer 2019.

DeepGreen is in close contact to JISC (UK) and its Publications Router service. We try to learn from each other as much as possible and dream of a network of DeepGreen-like routers all over Europe to make automated green open access happen without any pain for researchers or librarians.

Beate Rusch is the managing Director of Cooperative Library Network Berlin-Brandenburg (KOBV) and Deputy Head of the Department of Scientific Information at the Zuse Institute Berlin. KOBV is the union of all university libraries, all public libraries and numerous research, government and special libraries in Berlin and Brandenburg. The association aims to expand the library information infrastructure in the region and to develop new services for users and libraries.

Hildegard Schäffler is Head of the Department of Acquisition, Collection Development and Cataloguing 2 (Periodicals, Licenses, Electronic Publishing) in the Bavarian State Library in Germany. The Department is in charge of collection building, acquisition, cataloguing, administration and provision of the extensive holdings of serials of the Bayerische Staatsbibliothek. Moreover, it is also responsible for the selection, licensing and cataloguing of electronic media (e-journals, e-books, databases). The department also acts as a competence center for licensing on a regional and supraregional level by operating the office of the Bayern-Konsortium and managing national and alliance-held licenses supported by the German Research Foundation.

3.4 Towards a Knowledge Exchange Roadmap for OA Monographs

Janneke Adema, Coventry University, United Kingdom, Jeroen Sondervan, Utrecht University, The Netherlands, Graham Stone and Verena Weigert, JISC, United Kingdom


Open Access (OA) for monographs is mandated by only a few funders, such as Austria (FWF), the Netherlands (NWO), Switzerland (SNSF), and the Wellcome Trust in the UK. However, in a rapidly evolving landscape, recent announcements concerning OA monographs policies in the UK and France have shown an increasing OA commitment for scholarly books across Europe. Furthermore Plan S and COAlition S ( as well as the recently published report ( on the “Visibility of Open Access Monographs in a European Context” from the EU funded OPERAS project shows a growing commitment on a European level. This commitment can also be seen when looking at the rise of new academic-led and library presses and their engagement with OA monograph publishing. These presses demonstrate a high level of professionalism and quality ( However, due to the experimental phase in which they exist, development can sometimes be ad hoc.

The Knowledge Exchange (KE) ( is a partnership of six key national organisations within Europe (DFG in Germany, CNRS in France, DEFF in Denmark, CSC in Finland, SURF in the Netherlands and Jisc in the UK) tasked with developing infrastructure and services to enable the use of digital technologies to improve higher education and research. As part of its ambition to make Open Scholarship work, KE has developed building blocks for a roadmap towards the transition to OA monographs.

This session will present a set of best practices and recommendations for libraries and library-led publishing initiatives before inviting the audience to discuss these further. This will help to inform and develop the next steps to support OA monographs. These recommendations and best practices focus on four themes for OA monographs, namely author engagement, technical infrastructure, policies and monitoring of OA monographs, which are currently being developed based on:

The analysis of a survey ( conducted by Jisc collections on behalf of KE in May 2018, which identified emerging themes around OA monograph policies, funder engagement, university presses, academic-led publishing and traditional publishers; publishing platforms; quality; author awareness; business models; costs; and collaboration.

The results of a Knowledge Exchange Stakeholder Workshop on OA monographs, which took place in November 2018 in Brussels (report forthcoming). The workshop brought together experts and key stakeholders in the OA monograph landscape and gave the opportunity to reinforce the importance of OA monographs being integrated in the development of an OA culture, to encourage collaboration and share best practices.

The Brussels workshop was a call to action in order to move beyond sharing experiences by working towards a set of principles, an action plan for OA monographs, around which the community can collaborate to build a workable solution. Could this be the basis of a Brussels Declaration on Open Access Books? Or a Plan M(onographs)?

Janneke Adema is a Research Fellow at the Centre for Postdigital Cultures (CPC) at Coventry University. She has conducted research on OA monographs for the OAPEN Foundation, the DOAB, Jisc, KE and others. She supports a variety of scholar-led, not-for-profit OA (book) publishing projects, including the Radical Open Access Collective and Open Humanities Press. You can follow her research, as it develops, on

Jeroen Sondervan is open access publishing consultant at Utrecht University Library. From 2007 until 2016 He has been a commissioning editor for Amsterdam University Press. As from 2008 and onwards he has been working on open access monographs, journals and online projects. In his current capacity he is a member of the Knowledge Exchange Open Access Group, the Dutch library consortium OA working group, editor of the national platform On a voluntary base he works on Open Access in Media Studies and the MediArXiv projects.

Graham Stone is the senior research manager at Jisc Collections in the UK. He manages research activity in order to ensure the highest quality of service provision to libraries in the higher education sector. Previously he worked in the university sector for 22 years, most recently at the University of Huddersfield where he managed the library resources budget, open access services and the University of Huddersfield Press. Graham was awarded his professional doctorate in 2017 for his research on New University Press publishing. His forthcoming publication, “TERMS re-envisioned” will present different ways OA content can be efficiently and effectively incorporated into the library electronic resources management workflow.

Verena Weigert has previously worked in Student Services and currently works as a senior co-design manager in the library and scholarly futures team at Jisc, where she has managed a range of work related to research information management and open research metrics. Verena is also the Jisc partner representative in the Knowledge Exchange initiative, a collaboration between six key national organisations within Europe with the shared vision to enable open scholarship by supporting an information infrastructure on an international level.

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