How do I check which version of my article I can upload to RaY?

The HEFCE policy for open access in the post-2014 REF  requires that certain research outputs must be made open access in an institutional repository to be eligible for the next REF. Open access means free to read and download and refers only to journal articles and conference proceedings.

So how do you know which version of your research you have permission to upload to RaY?

It’s always worth checking the contract you have with your publisher which may have information on what you can upload to your institutional repository.

If this draws a blank, then the next thing is to check SHERPA/Romeo, a database of publishers’ policies regarding the self-archiving of journal articles in Open Access repositories. It covers 22,000 journal titles and lists the differing policies of each. When uploading a file to RaY, a link to SHERPA/RoMEO allows you to search the policy of your journal title. Information is given about which version of your work can be uploaded and any special conditions such as embargoes which need to be observed. For example, the Publisher’s version/PDF is unlikely to be allowed but a post-print (accepted manuscript) is often acceptable.

If your journal is not listed then the publisher’s website may offer some advice and in some cases it will be necessary to contact the publisher directly.

If you have any questions about what you are permitted to upload into RaY or the conditions specified by Sherpa/Romeo please contact RaY for advice.