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. 

Summer book moves and alterations in the Library

The ILS book move project is now under way.  The book move began on 20 June and is expected to end on 29 July 2016.


This is a major project to increase the amount of shelf space available for the book collections and to improve the flow and navigation of the collection for all our users.  Work to tackle issues with heating in Fountains will also take place during the project.

The book move will result in some disruption which we will minimise as much as possible:

• Library users will not have access to the books on Levels 1 and 2 during the project.

• From 20 June until 28 June 2016, books in the 800s will not be available at all.  All other books in the collection will be available on request through our book collection service.

• From 29 June, books in the 800s along with the rest of the collection will be available through our book collection service until 29 July 2016.  Books can be requested at the Service Desk or by emailing ils@yorksj.ac.uk.  We aim to supply all requested books within 48 hours of the request.

• Study space on Levels 1 and 2 will be limited to IT rooms and the area in De Grey next to the bridge for the duration of the project. 

For further help and information please contact ils@yorksj.ac.uk.

Thank you for your patience during this project.

Uploading a file to RaY

To be eligible for the next REF, your journal articles need to be open access on RaY, so you will need to upload a version of your work as soon as it is accepted for publication. This is usually a file of the author accepted manuscript (post-print), but check Sherpa/Romeo for advice about which version you are permitted to use. You can also upload material for other types of research output as long as you have permission to do so. RaY supports different types of file including presentations, images, video etc.

At the upload stage of depositing an item select the file from your Documents or memory stick; ideally this should be in pdf format.

A number of options will then be displayed. Select the appropriate labels from the drop down menus. If your item needs to be embargoed, enter the appropriate date and ensure the item is visible to Repository staff only. It will automatically become publicly available when the date has passed. If your work is licenced under Creative Commons, select the appropriate license.

 It is possible to add multiple files in different formats just click on Browse and repeat the process. If you want to remove a file select the  icon against it.

If you require further information about uploading a file or RaY in general please email RaY

What are embargoes and how do they affect your research in RaY?

Publishers may impose an embargo on when an article can be made open access in an institutional repository. These typically start from the date of first publication, including online publication, and range from 6 to 24 months.

The HEFCE open access policy allows repositories to set publisher embargoes on deposited articles as long as the record is discoverable and the content made available at a later date. Where there is an embargo, articles must be made open access no later than 1 month after the HEFCE specified maximum embargo periods:

• 12 months for REF panels A and B
• 24 months for REF panels C and D

When you upload your research article into RaY, usually the author accepted manuscript, you can check whether it needs to be embargoed by checking your author copyright agreement or the journal on Sherpa/Romeo . If one is specified, you can enter an embargo end date and set the item to be visible to Repository staff only when you upload your document. If your article is still in press and you haven’t been given a publication date, simply set the item to Repository staff only and when your item is published please email RaY staff  who will add the correct embargo date.

Publisher policies for uploading book chapters (which are not included in the HEFCE policy, vary and these often include embargoes of up to 36 months from the date of publication. RaY staff can advise you on these.

For help in uploading your research to the institutional repository email RaY