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Update 5 March 2014

European Commission mandatory requirements

for scientists

Chiara BearzottiNACLIM project manager

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Legal background

• Grant agreement (GA) with the European Commission (EC)

This is our contract with the EC, consisting of

1) GA clauses (core text, standard)

2) General Clauses (Annex II to the GA, standard)

3) Special Clauses of the GA (special for NACLIM)

4) Description of Work (DOW) = approved proposal

• Consortium Agreement signed by all

This is the contract between NACLIM partners, signed by all partners and checked thoroughly by your legal experts at the time of writing

• Guide to Intellectual Property Rules for FP7 projects ftp://ftp.cordis.europa.eu/pub/fp7/docs/ipr_en.pdf

Contractual documents are available in the NACLIM intranet

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The requirements…

…are mandatory.

These are:

•Rules for crediting the EC contribution correctly

•Special Clause 39: Open access to NACLIM publications

•Special Clause 29: Access to foreground

What happens if we do not comply?

NACLIM funding could be decreased or cancelled!

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Requirements

• Rules for crediting the EC contribution:

Powerpoints, Posters, Articles, Reports, Patents

• Special Clause 39: Open access to NACLIM publications

• Special Clause 29: Access to foreground

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Powerpoints: crediting the EC contribution

1) Add this slide to your presentation >>

(intranet)

2) Send a copy of your presentation to

Project office (Chiara):

we must archive all interventions

in the EC SESAM database

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Posters: crediting the EC contribution

1) Add the EU flag to the poster

(intranet)

2) Add the sentence:

“The research leading to these results has received funding from the European Union 7th Framework Programme (FP7 2007-2013) under grant agreement n.308299, NACLIM Project”

3) Send a copy of your poster in PDF to Project office (Chiara): we must archive all interventions in the EC SESAM database

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Articles: crediting the EC contribution

1) “The research leading to these results has received funding from the European Union 7th Framework Programme (FP7 2007-2013) under grant agreement n.308299, NACLIM Project”

2) Send a copy of the POST-PRINT version to Project office (Chiara):for uploading to EC SESAM database

“Post-print” version is the final manuscript of a peer-reviewed paper accepted for journal publication, including all modifications from the peer review process, but not yet formatted by the publisher

3) Indicate the DOI to Project office (Chiara) as soon as the article is published. Necessary for uploading info to EC SESAM database

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Reports: crediting the EC contribution

Examples: Workshop report, article in the press…

1) “The research leading to these results has received funding from the European Union 7th Framework Programme (FP7 2007-2013) under grant agreement n.308299, NACLIM Project”

2) Whenever possible, add the EU flag

(intranet)

3) Send a copy of the document to Project office (Chiara):for uploading to EC SESAM database

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Patents: crediting the EC contribution

1) “The research leading to these results has received funding from the European Union 7th Framework Programme (FP7 2007-2013) under grant agreement n.308299, NACLIM Project”

2) Send information to Project office (Chiara) on following:

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Requirements

• Crediting the European Commission (EC) contribution

• Special Clause 39: Open access to NACLIM publications

• Special Clause 29: Access to foreground

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Contractual requirements: GA Spec. Clause 39

According to the mandatory requirements of the grant agreement (GA), Special Clause 39, NACLIM scientists, as EC grant recipients, are required

to make their best efforts to ensure that electronic copies of publications become freely available to anyone - either through an institutional or subject-based repository, as soon as possible, and no later than six months after publication.

"Open access" (OA) in this context refers to peer-reviewed publications only

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How can we comply with OA requirements?

Privilege Open Access Journals

If OA Journals are not interesting to you: Ask your publisher for a Golden OA

If no Golden OA is possible, thenopt for a Green OA and self-deposit the post-print version

If you cannot, ask the publisher to make an exception for the FP7 with an “Amendment to publishing agreement”

List available here: www.doaj.org

Check the publishing agreement & pay extra fee for a Golden OA

Check publishing conditions in Sherpa/RoMEO database: can you deposit the post-print version?

Send to publisher the templates in the NACLIM intranet

If all above is not feasible: wait the end of the embargo time (6M) and then send the final manuscript to project office naclim@zmaw.deand deposit the final version or post-print version

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Golden OA: Open access publishing

Pay extra publication fees for immediate access to your final published article (eligible costs under FP7)

Which version? Final published article

Where to deposit?1) Institutional repository of the research institution with which you are affiliated 2) EC SESAM database NACLIM website (through Chiara)3) EC OpenAIRE Orphan Repository

Who deposits the article?1)You2) Chiara3) You

When?As soon as the paper is published

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Green OA : Self-archiving

Make sure you are legally allowed to deposit the post-print version during the embargo period and after the embargo is over

Which version? Final peer-reviewed manuscript= the POST-PRINT version

Where to deposit?1) Institutional repository of the research institution with which you are affiliated 2) EC SESAM database NACLIM website (through Chiara)3) EC OpenAIRE Orphan Repository

Who deposits the article?1)You2) Chiara3) You

When?As soon as you have the post-print version

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The four repositories we will use in NACLIM

Articles will be made available at the following:

1.    In the institutional repository of the institute where the authors work. Please provide communication to the Project office with indication of the open repository used.

2.    In a subject repository, if available. Please provide communication to the Project office with indication of the open repository used.

3.    If an institutional or subject repository is not available, in the OpenAIRE Orphan Repository, hosted by CERN.

4.    In the NACLIM website, by sending a copy of the publication to the Project office.

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EC SESAM database: what we need to collect

Sections:

•Publications

•Dissemination activities

•Patents

•Exploitable Foreground

Inputs uploaded feed automatically:

•Period report tables + Final report tables

•OpenAIRE database (EUFP7 project on Open Access)

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Section: Publications

We have to list here:

•Peer reviewed publications

•Paper in proceeding of a conference/workshop

•Article/section in an edited book or book series

•Thesis/dissertation

•University publication/scientific monograph

NEW!

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List: What is a „dissemination activity“?

NEW!

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Activities and audicence

Send to the project office detailed information on these activities & type of audience AND list them in your reports (WP report, deliverables…)

NEW!

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Requirements

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Special clause 29 para.1 Data collection

• Are you collecting data related to other scientists?

Data= names, photographs, telephone numbers, birth date and address

If yes, you are a „Data Controller“

• Data controllers must respect the privacy and data protection rights of those whose personal data is entrusted to them. More specifically, they must collect and process personal data only when this is legally allowed, respect obligations regarding the processing of personal data, respond eventually to complaints regarding breaches of law or misuse of data, and cooperate with data protection authorities established at national level

• Legal references: Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data

• How to implement this: get in contact with your legal department, and tell them what data you save in your files. You will be given appropriate instructions (ex: password protected folders…)

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Special clause 29 para.2 EC access to foreground

Para. 2 “The partners will provide the EC services with free access rights to the foreground, when this can help the development, the implementation and the monitoring of environmental policies”

How to implement this:Access NACLIM website and intranet has been provided to EC officers

If you receive a special request from project office (Chiara) or EC to access your NACLIM foreground, you must provide timely access to it

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Special clause 29 para.3 Transfer of foreground

to EC

Para. 3 “Where the foreground will no longer be used by the partnership, nor transferred, the entire partnership is willing to transfer the foreground to the European Union, upon request of the Commission services”

How to implement this:Indicate to the project office (Chiara) when your foreground will no longer be used

Indicate to the project office (Chiara) if you intend to transfer your foreground to some other institute/project

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Long story short

• Rules for crediting EC contribution:

1. Never forget to use logos, PowerPoint slide template and standard sentences (check the intranet)

2. Send copies of everything to Chiara

• Will you be talking about NACLIM somewhere?

1. Never forget to use logos, PowerPoint template and standard sentences (check the intranet)

2. Send copies of materials to Chiara

• Special clause 39 Open access:

1. Rules and steps to follow are in the intranet.

2. Upoload article in the repositories.

3. Inform Chiara

1. Special Clause 29: Apply your institution‘s rules for handling of personal data. Give access to your foreground to EC if requested.

ResourcesThis presentation: NACLIM intranet www.naclim.eu Logos and rules: NACLIM intranet www.naclim.eu Sherpa/RoMEO database for checking publishing restrictions of the journals: http://www.sherpa.ac.uk/romeo/index.php?fIDnum=%7C&mode=simple&la=en Directory of Open Access Journals http://www.doaj.org OpenAIRE Orphan Repository:More on Open Access rules: https://www.openaire.eu/en/support/faq Open Access pilot FP7 http://ec.europa.eu/research/science-society/document_library/pdf_06/open-access-pilot_en.pdf

The research leading to these results has received funding from the European Union 7th Framework Programme (FP7 2007-2013), under grant agreement n.308299

NACLIM www.naclim.eu