A Liaison’s Role in Implementing an

Open Access Policy on Campus

Bronwen K. Maxson

IUPUI Liaison to English and Spanish

SALALM60, Princeton University

July 13-17, 2015

Background photo: Simone Staiger, http://ciatblogs.cgiar.org/knowledgemanagement/open-access-essentials/

Liaisons rocking the boat

© ALA. This document may be reprinted and distributed for non-commercial and educational purposes only, and not for resale. No resale use may be made of material on this website at any time. All other rights reserved. Image source: http://americanlibrariesmagazine.org/blogs/the-scoop/lawrence-lessig-wraps-up-acrl-2015-in-portland/

OA in Latin America

• 72% of Latin American indexed journals are Open Access

• 13% of all journals worldwide are Open Access

Key steps to IUPUI’s OA Policy

• It’s part of the library’s evolving mission– Our library dean, David Lewis, is an advocate

– Librarians passed a policy for librarians in 2009

– We hired a scholarly communications librarian in 2013, Jere Odell

• The White House, Office of Science & Technology issued

a memo in February 2013: “Increasing Access to the

Results of Federally Funded Scientific Research”

• Our library dean presented a draft of the policy to a

committee of Faculty Council

• Jere archived papers from prolific researchers on campus

with their cooperation. This created “embedded

advocates” in each department

ULCenter

for Digital

Scholarship

or

1

1

Check for citations and permissions

2Request article

3Faculty sends article, (sometimes it’s the publisher’s version that we can’t upload)

4 Receive article, (request post-print, a.k.a., “accepted manuscript”)

(5) (Locate and send “accepted manuscript”)

6 Receive manuscript, prepare it, send to CDS

7 Receive PDF, upload, & notify faculty and liaison

Workflow before OA Policy

LiaisonLibrarian

Faculty

Full name Campus Google Scholar search

PubMed search

Scopus search

GS profile? Notes

Schultz, Jane IUPUI author: “jane e schultz”

Schultz JE[Author] Indiana

Schultz, Jane E.

No Publishes in Literature and Medical Humanities

Discovering Citations

Tips:• Set up alerts in Google

Scholar, PubMed, and Scopus

• If faculty have a Google Scholar profile, follow them

• Search about 10 authors at a time in Google Scholar

Preparing (some) metadata in Word

Tasks:• Check the Title and

Author field in the document’s Properties in MS Word

• Then, Convert document to PDF

• CDS staff does the rest of the metadata work

Proposed workflow for liaisons

CDS staff runs a weekly database search in Scopus

CDS staff sends email to liaison with faculty members’ citations

Liaison customizes a template email to send to faculty requesting manuscript

Liaison forwards manuscript to CDS staff at: oapoicy@iupui.edu

Faculty sends manuscript to the liaison (or opts out

CDS staff responsibilities

CDS staff fills out a spreadsheet with document’s metadata

Document is cleaned, formatted, and uploaded with metadata to ScholarWorks (IR)

CDS staff sends an email to faculty and copies liaison

Questions from faculty

Doesn’t this violate

copyright?

What about impact factor?

How will others know page

numbers if they are not citing from the

published PDF? 

I have most of the PDFs; do you want me to attach them,

or is it easier to extract them from your databases? 

Will my publisher

allow me to archive my

book chapter?

What do I do when images are separate files from the

text?

Tips for the liaison

• Make process convenient for faculty

• Communicate regularly

• Keep good records, document your steps

• Track your own response rate

• Re-visit workflow (it’s not “one size fits all”)

• Beyond workflow:

– usability testing for new site

– present at department meetings

– promote OA week on campus and online

– incorporate OA resources in instruction

• Have a “Yes” attitude

Thanks

• Jere Odell, IUPUI’s Scholarly Communications Librarian, Liaison to the School of Public Environmental Affairs

• Caitlin Pike, IUPUI’s Liaison to Medical Humanities and the School of Nursing

Bronwen K. Maxson

maxsonb@iupui.edu

Slides (iu.box.com/salalm60-oa-slides)

Handout (iu.box.com/salalm60-oa-handout)