Advocacy Options for Expanding Content

Mandatory OA Deposition

Over recent years there has been much discussion about out the possible advantages and disadvantages of mandating that authors deposit a version of their work in an institutional repository. Whilst in the UK at present only a few institutions have adopted this approach, it is notable that this number is on the increase, and others are considering exploring this option as a way to ensure more comprehensive depositiotion of research. UK Higher Education Institutions with a 'mandate', or 'publications policy' currently include University College London, The University of Glasgow and The University of Stirling.

Harnad, Stevan (2006) Maximizing Research Impact Through Institutional and National Open-Access Self-Archiving Mandates, Current Research Information Systems, Bergen, Norway, 11-13 May 2006
http://eprints.ecs.soton.ac.uk/12093/01/harnad-crisrev.html, Accessed 20th Aug 2007

Pinfield, Stephen (2005) A mandate to self archive? The role of open access institutional repositories, Serials, 2005, 18(1):30-34
http://eprints.nottingham.ac.uk/archive/00000152/, Accessed 20th Aug 2007

Funders Mandates

Mandates to deposit are also now deployed by research funders. Whilst these are still a relatively new development, and as a consequence many academics are unaware of the full implication for their working practises, it is notable that much less resistance has been articulated to these policies than those coming from the institution. Over the coming months, doubtless awareness of these mandates will increase and a broader appreciation the scholarly community reaction will become apparent. Meanwhile the JULIET tool, maintained by SHERPA, is a prime source of further information on this issue. See also the section on IPR and copyright.

Making Presentations

Promoting the development and use of an institutional repository inevitably involves making presentations to a wide variety of audiences. The repository manager should take all opportunities that are available to them for presenting information about the repository to the various stakerholders within the institution. This can range from high profile dedicated repository launch events, the more formal opportunities for example at deparmental meetings, research committees and other internal seminars through to simply taking the time to discuss the repository at a chance meeting over coffee or at the information desk within the library.

Keeping the messages being presented simple and highlighting the benefits of an institutional repository are key promotional tools. The content of each presentation will be defined by local circumstances and it is worth trying to tailor the content to the audience concerned, for example an audience of academics may appreciate hearing more about funder mandates and the requirements of their grants to place a copy of their work in an open access repository. The RSP has produced a briefing paper on repository promotion. A collection of repository related presentations produced by the SHERPA Partnership, and available for reuse, are available online.

RSP staff are also available to come and speak at high profile repository events within institutions, please contact support@rsp.ac.uk for further information.

Workshops & Training

Once you have a repository in place you might want to consider running specific workshops and training on the use of the repository, for example taking authors through the processes of submission systems, or covering topics such as copyright, or the principle of Open Access. It is also worth trying to get the repository represented on existing training programmes running within the institution. This prevents duplicating effort and there are several benefits to tapping into existing training opportunities. For example, postgraduates often receive a variety of training sessions in preparation for writing their theses and dissertations and this would be an ideal opportunity to introduce them to the details of submitting e-thesis to the repository.

Posters

Printed media such as posters, leaflets and postcards can also be a useful way of promoting the repository to faculty. These can be distributed at events and presentations about the repository or can be sent out as an internal mailshot to academics. Again, keeping the message simple and offering well designed materials with a high visual impact will ensure the repository is presented in the best possible light.

Using the Media

A final opportunity for internal promotion of the repository is to use existing sources of internal media. Placing articles, news items and profiles in internal newsletters can improve the visibility of the repository. Internal media for either staff, students or almuni can be considered and both hard copy and online options should be utilised.

A small collection of articles in the popular press on open access and repositories is maintained by SHERPA, although Peter Suber's blog covers a broader cross-section of both the academic and popular press publications.