CIP Open Access & Open Data

Frequently Asked Questions

 

1) When should I deposit my data?

You should deposit data within 12 months of completion of data collection or within 6 months of publication of an information product linked to that data.

 

2) Do I have to deposit my data before I’ve published an article?

No. Data should be made open access within 6 months of publication of your article (and your article should be made open access immediately upon date of publication).

 

If you have collected data from a project and are not planning to publish a paper on it, the data should be made open access within 12 months following the completion of data collection or other relevant milestone.

 

3) How do I comply with both the CIP OA/OD policy and the Gates OA Policy (or any other funding agency policy)?

You should get familiar with the funding agency open access and open data policy. You should aim to comply with whichever is more stringent.

 

The Bill & Melinda Gates Foundation Open Access Policy requires:

 

	Before January 1, 2017	After January 1, 2017
Publications	Publications shall be openly accessible within 12 months of date of publication   Published with a CC-BY 4.0 license	Publications shall be openly accessible immediately upon their publication   Published with a CC-BY 4.0 license
Data Underlying Published Research	Data underlying published research shall be openly accessible within 12 months of the date of the associated publication	Data underlying published research shall be openly accessible immediately upon publication of published research results

 

For more details: http://www.gatesfoundation.org/How-We-Work/General-Information/Open-Access-Policy

 

4) Can I deposit metadata about a dataset before I’m ready to make the data openly-accessible?

Yes!

 

5) Can I deposit a dataset before I’m ready to make it openly-accessible?

After Dataverse has been launched, it will be possible to deposit a dataset into Dataverse but restrict access temporarily until the appropriate time, when it is made open access.

 

6) I want to make my article openly accessible, but the publisher wants to charge me a fee to do so. How do I handle this situation? What’s recommended?

 

The first step would be to reach out to the CIP Library for advice. The Library can help you determine if you can get the fee waived or reduced.  In the case you still have to pay a fee, you must try to find the required resources in the project budget. If it happens that you do not have  enough project resources to pay for the open access fee, then you need to apply for institutional support. You do this by sending an email to the office of the DDG-RD. Funding to support unbudgeted open access costs is very limited. It will be left for the DDG-RD to prioritize the use of those funds.

 

These funds, if available, will only be used during a short transition period. We acknowledge that you may have not budgeted for open access in the proposal preparation phase.

 

We encourage you to budget for open access and open data in all your future project proposals. See question 8 below; additionally, the Library and the RIU can provide advice on this respect.

 

7) I want to make my article openly accessible, but the publisher doesn’t provide this option. What’s the recommended way to handle the situation? What are my options?

Reach out to the Library to see if Limited Exclusivity Rights can be granted. The publisher likely has a contract that has language regarding open access. If the publisher’s contract does not permit open access an author’s addendum to the contract can be proposed by CIP that gives you the right to make your information product open access.

 

8) How much should I budget for Open Access of publications in a grant proposal? Should this be a separate line item or included in overhead?

You should add a line to your budget for this. The fees are $3000 on average. There is not a central Open Access fund to cover these costs. If you already have an idea of the number of publications and the potential publishers you  would like to use, you can contact the Library to get the precise information and conditions of those publishers. You can also access that information in the publisher’s website and/or in the Tool Kit section referred below.

 

9) What journals in my field are Open Access?

The Library has analyzed the publications that CIP has been published in over the past five years. Go to www.cipotato.org/open-access to look for the list of publications under the Tool Kit section. If your publication is not listed, please contact the Library to request to have them analyze its policies.

 

10) When should I deposit a copy of my article into the CIP CGspace repository?

Ideally, deposit a copy of your article at the time of publication in order to maximize the potential access to and impact of your article, but no longer than six months following publication.

 

11) How do I deposit my data?

Contact the RIU to provide them with your final data set(s) and relevant metadata for upload in Dataverse.

 

12) How do I deposit my article into the CIP CGspace repository?

Send a PDF of your article and CG Core Metadata to the CIP Library for uploading to CGSpace.

 

 

13) What’s covered under the CIP/CGIAR Open Access/Open Data Policy?

Research outputs — particularly peer-reviewed articles and datasets — completed after October 2013 should be made openly accessible.

 

14) Regarding the timeline for making data openly accessible, how do we deal with projects that require several years — i.e. pest lifecycles, crop data collected over multiple years?

The Open Access/Open Data policy is quite flexible and takes into account data collection cycles such as these. However, after you publish an article, you should deposit and share the data underpinning that article. (See above for timelines re: data deposits.)

 

15) As part of the broader roll-out of OA, are there any plans in place to promote or support data management tools or practices?  

The Open Data and Data Management Policy & Guidelines includes several Annexes that include many recommendations and best practices for data management, data preservation, metadata description, etc. These annexes will be published in the near future. Check back for a link in the coming days.

 

16) What is “final data”?

 

It is the final data series that allows for the publication to be verified. usually we refer to data that is clean, annotated and explained.

 

17)I want to make my article openly accessible, but the publisher wants to charge me a fee to do so. How do I handle this situation? What’s recommended?

The first step would be to reach out to the CIP Library for advice. The Library can help you determine if you can get the fee waived or reduced.  In the case you still have to pay a fee, you must try to find the required resources in the project budget. If it happens that you do not have  enough project resources to pay for the open access fee, then you need to apply for institutional support. You do this by sending an email to the office of the DDG-RD. Funding to support unbudgeted open access costs is very limited. It will be left for the DDG-RD to prioritize the use of those funds.

 

These funds, if available, will only be used during a short transition period. We acknowledge that you may have not budgeted for open access in the proposal preparation phase.

 

18) We encourage you to budget for open access and open data in all your future project proposals.

See the following question for more details; additionally, the Library and the RIU can provide advice on this respect. Finance is already considering a section on budgeting for Open Access of peer reviewed articles and for Open Data and Data management in proposal budgets.

 

19)How much should I budget for Open Access of publications in a grant proposal? Should this be a separate line item or included in overhead? What’s the average Article Processing Charge (APC) or OA Fee for journals?

You should add a line to your budget for this. The fees are $3000 on average. There is not a central Open Access fund to cover these costs. If you already have an idea of the number of publications and the potential publishers you  would like to use, you can contact the Library to get the precise information and conditions of those publishers. You can also access that information in the publisher’s website and/or in the Tool Kit section referred below.

 

It is strongly recommended that you include a line item in all new project proposals for Open Access during the project formulation stage in order to budget for Open Access. Check with Finance of the Open Access section in proposal budgets.

 

20)How do we secure funds to cover OA fees for articles written after the time when a project has officially been closed out?

In addition to including a line item for OA in a project’s proposal, it is necessary to include a statement in the Budget Narrative to indicate that this expense will be incurred after the project end date and close-out.

 

21)How do we pay for OA fees for articles we’ve written in the past? How do we prioritize which past articles should become OA?

The CGIAR Open Access & Data Management Policy went into effect on October 1, 2013. Only information products produced after this date are covered by the CGIAR and CIP Open Access policies. We do not expect to pay OA fees for any articles published before this date. Furthermore, our primary focus is on articles published after our Open Access launch (January 2016).

 

Even so, many articles that have been published in the past can be made openly accessible by depositing the appropriate copy into CIP-CGspace. Consult the CIP Library to determine which of your past articles can be deposited into CIP-CGspace

 

Additionally, researchers are encouraged to begin depositing data from completed projects into Dataverse. Consult RIU for more details and to begin annotating and depositing data into the CIP Dataverse repository.

 

22) Does CIP have a central fund for paying for Open Access or APCs? Does CGIAR?

Not at this time. However, some projects that are ongoing or were in place at the time of approval of the Open Access Policy did not budget for Open Access. If you are working on one of these projects, contact the Office of the DDG-RD to submit a request for funding support. The Office of the DDG-RD will determine the feasibility of this type of financial support on a case-by-case basis.

 

23) I want to make my article openly accessible, but the publisher doesn’t provide this option. What’s the recommended way to handle the situation? What are my options?

Reach out to the Library to see if Limited Exclusivity Rights can be granted. The publisher likely has a contract that has language regarding open access. If the publisher’s contract does not permit open access an author’s addendum to the contract can be proposed by CIP that gives you the right to make your information product open access.

 

24) What journals in my field are Open Access?

The Library has analyzed the publications that CIP has been published in over the past five years. Go to www.cipotato.org/open-access to look for the list of publications under the Tool Kit section. If your publication is not listed, please contact the Library to request to have them analyze its policies.

 

25) What’s an embargo period?

Within the Open Access context, an embargo period is the time during which an article may not be publicly (or openly) distributed by anyone other than the publisher. The embargo period is usually either: (a) the delay between when a manuscript is accepted for publication, but before its official publication date, or (b) the delay between when an article is published and the publisher retains exclusive dissemination rights and the time when an article can be freely shared via an Open Access repository.

 

26) What is the exception?

Open Access is not a stand alone principle. the CGIAR  Principles on the Management of Intellectual Assets is a policy document that is also part of the policy environment for Open Access.