SIXTH FRAMEWORK PROGRAMME INFORMATION SOCIETY TECHNOLOGIES

DRIVER

“Digital Repository Infrastructure Vision for European Research”

INTERIM REPORT

WP8 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

Project Title:

DRIVER, Digital Repository Infrastructure Vision for European Research

Start date:

1st June 2006

Document Deliverable number:

DRIVER D8.1, D8.2, D8.3, D8.6 & D8.7

Editor(s):

University of Nottingham

Author(s):

Bill Hubbard, Sophia Jones & Mary Robinson

Internal Reviewer(s):

Mike Hatzopoulos

Workpackage:

WP8

Workpackage title:

Awareness-raising and Advocacy programme

Workpackage leader:

University of Nottingham

Workpackage participants:

UoA, CNR_ISTI, SURF, CNRS, UKOLN, ICM, UGENT, UniGoe

Actual Distribution:

Internal

Final Distribution:

Public

Nature:

Other (non-report)

Draft/Final:

Ongoing

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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Disclaimer This document contains description of the DRIVER project findings, work and products. Certain parts of it might be under partner Intellectual Property Right (IPR) rules so, prior to using its content please contact the consortium head for approval. In case you believe that this document harms in any way IPR held by you as a person or as a representative of an entity, please do notify us immediately. The authors of this document have taken any available measure in order for its content to be accurate, consistent and lawful. However, neither the project consortium as a whole nor the individual partners that implicitly or explicitly participated the creation and publication of this document hold any sort of responsibility that might occur as a result of using its content. This publication has been produced with the assistance of the European Union. The content of this publication is the sole responsibility of DRIVER consortium and can in no way be taken to reflect the views of the European Union. DRIVER is a project funded by the European Union

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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Table of Contents 1 Deliverable D8.1 ...................................................................... 5 2 Deliverable D8.2 ...................................................................... 7 3 Deliverable D8.3 ..................................................................... 9 4 Deliverable D8.6……………………………………………………………..11 5 Deliverable D8.7……………………………………………………………..12 Appendix .................................................................................... 14 1: Stakeholder and Information Gap Analysis 2: Briefing Paper for Research Funders 3: DRIVER leaflet template 4: DRIVER Support website front page 5: DRIVER Support website "Information For…" and "Information About…" pages 6: DRIVER Support website "Community" page 7: DRIVER Support website "Contact Form"

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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• D8.1: Programme to address Repository Developers across the EU Repository developers are a key stakeholder group that needs to be addressed in a way that corresponds to their needs and concerns regarding the set-up, maintenance and development of institutional repositories. Their affiliation to DRIVER is important because they are the key players in developing a means to promote Open Access and enhance the repository infrastructure development in Europe. The advocacy part therefore needs to take into account the following questions that are most likely to arise. These questions were part of the Stakeholder Analysis and derive from experience in other projects and feedback from organizations such as SHERPA. Information needed from advocacy material: • Why should I set up a repository? • What type of repository would suit our institution- examples? • How will I set up a repository? • How do I explain it/justify it to institution stakeholders? • Who else is doing this and what problems have they had? • Where do I go for help/advice? • How and when do we introduce academics to Open Access and the repository? • What assistance will our academics need to deposit in the repository? In order to address these questions, the information that is needed should be • European in Nature • In easy-to-understand language • Customised for DRIVER • Customised for individual countries The sources to draw this information from for the advocacy material are: •

JISC

•

- SHERPA

•

SURF - DARENet

- JULIET

•

- RoMEO

•

BASE Search Engine

•

DRIVER documentation

OpenDOAR

Other recognised OA & Repository resources and centres of excellence

Repository developers are identified through conferences and workshops. The way to address their particular questions, needs and concerns is through outreach by way of briefing papers and poster or paper presentations at key events. The briefing papers will contain literature derived from the sources mentioned above that will address the questions within the general OA context and will also introduce DRIVER and ways to engage with its aims and objectives. WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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The website – part of D8.7 (see below) - includes useful tools such as information specifically tailored for repository developers, a wiki and a mentoring scheme whereby members can post a query and ask to be put in contact with someone in a similar institution with experience and useful advice and guidance to deal with their particular enquiry. This allows DRIVER to respond to the needs of this stakeholder group. The advocacy material will therefore offer clear incentives to join DRIVER and will increase exposure of the DRIVER project to other members of the same stakeholder group. It will also give information on the DRIVER support website and other contact details as well as briefing papers on technical guidelines.

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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• D8.2: Programme to address Institutional Managers in targeted regions or countries Institutional managers are a key stakeholder group that holds specific questions and concerns with regard to institutional repositories. These may be different to other stakeholder groups. Institutional managers are a very important stakeholder group to address because their affiliation to DRIVER means that the idea of Open Access, and the development of a European institutional repository network has the support of the significant group within the research community who will be responsible for the growth of success of the repository network. The advocacy part therefore needs to take into account the following questions that are most likely to arise. These questions were part of the Stakeholder Analysis and derive from experience in other projects and feedback from organizations such as SHERPA. Information • • • • • •

needed from advocacy material: Do other institutions similar to ours have a repository? How much will it cost to set up and manage a repository? What are the legal aspects we need to consider? What are other countries/Continents doing about Open Access? How will Open Access affect research in our country/Europe? How will Open Access affect our country/Europe?

As the scope of questions may go beyond the institution to form part of an institutional strategy of internationalisation for academic research, the information that is needed should be • European in Nature • Customised for DRIVER • Customised for individual countries Central to these questions are other major themes: • What is “Open Access” and why has it developed? • How can Open Access be achieved? • What are the benefits? The advocacy material therefore addresses these issues in the form of presentations, briefing papers and information on the DRIVER support website. The website – part of D8.7 (see below) - includes useful tools such as information specifically tailored for institutional managers, a wiki and a mentoring scheme whereby members can post a query and ask to be put in contact with someone in a similar institution with experience and useful advice and guidance to deal with their particular enquiry. Institutional managers are identified at conferences and workshops, networking as well as through contacts from DRIVER partners. The advocacy material – briefing papers, DRIVER information leaflets and posters – is made widely available at these events. As with repository developers, the advocacy material WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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offers clear incentives to join DRIVER and will increase exposure of the DRIVER project to other members of the same stakeholder group. It will also give information on the DRIVER support website and other contact details as well as briefing papers on technical guidelines. The University of Nottingham has been successful in establishing a good contact and securing maximum exposure for the DRIVER project in Ireland. In February 2007, DRIVER was invited to give a presentation at Trinity College where a special seminar on Open Access and institutional repositories was talking place. All Irish universities were represented at that conference. The current situation in Ireland is one of great enthusiasm for establishing and developing institutional repositories with some initial installations. The DRIVER message was well received and the project has been invited to give a specific seminar/ workshop to the repository community in furtherance of a national network.

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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• D8.3: Programme to address key research funders (or consortia of funders) in Europe Research funders are an important stakeholder group that has needs and objectives that are different from that of repository developers and institutional managers. They are a body that play a major role in the research community and has a significant power of influence in the research process. National experience in the UK has shown that research funders’ policy development to mandate OA archiving is a significant development in ensuring the adoption of repository use. Although they are not directly involved in setting up and developing institutional repositories, their support to the Open Access movement and their affiliation to DRIVER means that the development of a European-wide repository network is benefiting from high –profile exposure. Research funders are a very important stakeholder group to address because, the particular questions and concerns for this stakeholder group that advocacy material needs to address are therefore: • What are other funding agencies like us doing? • Do suitable open access repositories and journals exist for our authors? • What policies already exist and what should we put in our Open Access policy? Central to these questions are other major themes: • What is “Open Access” and why has it developed? • How can Open Access be achieved? • What are the benefits? The advocacy material will therefore address these issues in the form of presentations, briefing papers and information on the DRIVER support website. The sources to draw this information from for the advocacy material are: •

•

JISC

•

Research Councils UK

- SHERPA

•

Wellcome Trust

- JULIET

• Other recognised centres of excellence

- RoMEO

• UK Parliamentary Select Committee Report on scientific communications

OA

sources

and

OpenDOAR

Research funders are identified at conferences and workshops, networking as well as through contacts from DRIVER partners. The advocacy material – briefing papers, DRIVER information leaflets and posters – is made widely available at these events. They are also identified though research on the web (links from institutions, conference attendance, announcements etc). WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7

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The University of Nottingham has made contact with important funding agencies such as EuroHORCs (European Heads Of Research Councils) - the association of the Heads of public national research and research funding organisations in Europe. It produced a briefing paper addressed specifically to research funders and forwarded this to the incoming Vice-President of the association. This led to formal communication and a beneficial interest in the DRIVER project was established and is continuing. The initial contact was then followed up by a meeting at the Scientific Publishing conference in Brussels on 15-16 February 2007. The advocacy material increases exposure of the DRIVER project to other members of the same stakeholder group. It will also give information on the DRIVER support website and other contact details and information.

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• D8.6: Briefing papers for selected relevant agencies produced and circulated The advocacy material includes briefing papers that have been prepared and circulated. The briefing papers are tailor-made to address each specific stakeholder group as identified in the stakeholder analysis. Please see Appendix 2 for an example of such briefing papers. The University of Nottingham has also designed and written the DRIVER leaflet which has been circulated to meetings and conferences. This leaflet has been uploaded on to the DRIVER project website so that all DRIVER partners can use it as an advocacy tool and amend according to specific stakeholder group that they may be addressing. Please see Appendix 3 for an example of this leaflet. The University of Nottingham organized a two-day meeting and invited all DRIVER partners to attend in order to discuss the results from the study conducted by WP7 and to outline the strategy for advocacy within WP8. The two-day meeting involved presentations from DRIVER partners and discussion and debate about the current situation of the project. The presentation slides and minutes from the meeting were then uploaded on the members’ pages on Other outcomes the DRIVER project website (www.driver-repository.eu). included discussion on the use of outputs from WP7 to form specific briefing papers.

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D8.7: E-RAP available on the web At a meeting between DRIVER partners that took place in Athens in June 2006, it was decided that the website would not be called E-RAP but DRIVER because the name of the project was viewed as marketable enough to be treated as a brand. Therefore, the DRIVER project has two sites: the DRIVER project site (www.driver-repository.eu) and the DRIVER support site. The University of Nottingham developed the DRIVER support site as part of the advocacy www.driver-support.eu and also made provisions for an email package: address: [email protected] The site was designed to operate as the public face of DRIVER and to provide a focus for information on repository development, national network development, pan-European repository co-operation and act as an advocate for European collaboration in OA repositories. Its primary role is to disseminate information to different interested groups and to offer advice and guidance on repositories’ infrastructure, materials and services. Its main purpose is to facilitate the development of a European network of institutional repositories. Part of this therefore is to support and facilitate communication by providing a point of contact, posting news, events and links to various other useful sites, developing a wiki (currently under construction) and providing a mentor service. The site was designed with the logo and colours agreed at the steering committee meeting that took place in June 2006. The layout of the DRIVER support site is similar to that of the DIVER project site so that there is consistency with the general DRIVER project graphical brand. The layout of the site reflects the advocacy strategy and is designed to address the different needs for the different stakeholders. Hence, the front page shows links to pages offering information for Researchers, Institutional Staff, Funding Agencies and Publishers. It also offers information about the DRIVER project itself, Open Access in general, Policies on Open Access, Building Repositories, Copyright issues and information about specific countries’ current situation with institutional repositories. Please see Appendix 4 for an example of the DRIVER website front page and Appendix 5 for examples of “Information For..” and “Information About…” pages. The website also provides the visitor with an opportunity to view news and events and frequently asked questions. The visitor also has the opportunity to engage in the “Community” page. The aim here is to encourage and support communication and a sharing of experience between institutions and other interested groups across Europe. Please see Appendix 6 for an example of the “Community” page. The wiki is currently under development. When finished it will be a key avenue for the sharing of information, current events and developments across Europe. The wiki will be editable by community contribution. As such, this will be a dynamic and responsible facility, able to reflect and respond to emerging issues and events. It will not be an WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7 22

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authoritative source of information as this will be provided by the quality-issue support site, but instead will represent latest developments across Europe and provide an avenue for local events and developments to be made visible to the larger European community. Website users can also take part in the Mentor scheme. This is a service for developers and managers of institutional repositories across Europe. The purpose of this service is to introduce developers and managers of institutional repositories to their peers on a one-to-one basis in the belief that the sharing of experiences can assist those that follow. This service is not an alternative to materials and advisory services already available online or to email discussion lists but fulfils a different function in providing someone to talk to on a one-toone basis. This will operate on a good-will basis and as such is free of charge. A visitor who requests a mentor needs to fill out a contact form giving a brief description of their question. The mentor team consider each request individually. Where a request can best be answered by another means e.g. by information resources already available or via an email list, the team will refer the mentee to the resource. Where mentoring is suitable, the mentor team will identify and contact several possible mentor repositories from their database of repositories. The mentor team will try to identify three mentors for each request. The mentee will be sent the contact details of the three mentors and can arrange a time to meet or telephone that is suitable to both the mentee and the mentor. Please see Appendix 7 for an example of the Contact Form.

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7 22

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Appendix 1: Stakeholder and Information Gap Analysis Stakeholders 1. 2. 3. 4. 5. 6. 7.

Academics as authors/depositors Academics as researchers/users Repository Administrators Library & Support Staff University Administrators Funding Agencies Publishers

1. Academics Academics - as authors/depositors What information do I want from the website/event/briefing paper etc.? • • • • • • • • •

What is “Open Access”? What are the benefits of self archiving to me? What are the costs/disadvantages to self-archiving? Where can I go if I encounter problems/have questions? How will people find my articles? How will I hear about open access news? What do my peers think about this? Where can I go to make my opinion heard?

Is this information different to what I need? What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website I would be happy to recommend to a colleague

2. Academics - as researchers What information do I want from the website/event/briefing paper etc.? • • • •

Why should I bother looking for free articles? How can I find these free articles? How do I know this is THE best website to look in for free articles-who recommends this site? Can I set up a search that will alert me to articles in my field/by particular authors deposited in the last month?

Is this information different to what I need? •

Information to encourage me to deposit.

What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website I would be happy to recommend to a colleague

3. Repository Administrators What information do I want from the website/event/briefing paper etc.? •

Why should I set up a repository?

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• • • • • • •

What type of repository would suit our institution- examples? How will I set up a repository? How to I explain it/justify it to institution stakeholders? Who else is doing this and what problems have they had? Where do I go for help/advice? How will I find out about OA developments? If I come up with some ideas where do I go with them?

Is this information different to what I need? • • •

Ask them to notify OpenDOAR of their repository Accreditation/award scheme to encourage ‘Best Practice’ Information/ways to get Repository Administrators actively involved in the national development of DRs/national body.

What impression do I want from this website/event/briefing paper etc? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website I would be happy to recommend to Institution management, a colleague or a library user.

4. Library & Support Staff What information do I want from the website/event/briefing paper etc.? • • • • • •

When and how do we bring up OA and repositories with our users? Do we help our users to deposit? How do I know this is the best site for our users to go to find free articles? Where do I go for help/advice? How will I find out about OA developments? If I come up with some ideas where do I go with them?

Is this information different to what I need? •

Recommendation as to where on the library’s website the E-RAP link should appear.

What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website and/or materials I would be happy to recommend to a colleague or library user

5. University Administrators What information do I want from the website/event/briefing paper etc.? • • • • • •

Why should we do this? What is the opinion of our funders on OA? Who else (our peers) is doing this? What problems have they encountered? How much will this cost in the short and long term? How can we be sure a publisher won’t sue us?

Is this information different to what I need? WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7 22

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• •

Accreditation/award scheme to encourage ‘Best Practice’ Information/ways to get University Administrators actively involved in the national development of DRs/national bodies.

What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website I would be happy to recommend to a colleague, staff or academic.

6. Funding Agencies What information do I want from the website/event/briefing paper etc.? • • •

What is OA and why should we care? We want to fund the best research - wont a mandate from us put the best researchers off applying to us? What do our peers feel about this and what are they doing?

Is this information different to what I need? •

Ask them to let Juliet know their policy.

What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website and/or materials I would be happy to recommend to our board and applicants.

7. Publishers What information do I want from the website/event/briefing paper etc.? • • • •

Why are you doing this to us? What role can my company play in the new publishing model What are my competitors doing to respond to this? Where can I go to talk to my peers/competitors about OA?

Is this information different to what I need? •

Ask them to let RoMEO know their policy.

What impression do I want from this website/event/briefing paper etc.? • • • •

Clear, professional and aimed (in a friendly way!) at me. (Website) Permanent site with links to organisations I respect. (Website) That the information is current and constantly monitored by a human. A website I would be happy to recommend to a colleague, editorial board, authors.

WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7 22

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Appendix 2: Briefing Paper for Research Funders

DRIVER: Digital Repository Infrastructure Vision for European Research The current system of academic publication developed as a means to disseminate the findings of research. However, this system now hampers the very process it was set up to serve, with access to articles being limited by publishers to only those who can afford to subscribe.

Open access digital repositories provide a means whereby the traditional publishing model can co-exist with the needs of authors and their readers, as well as with the demands of research funders for research impact and hence, value for money. Subject to copyright, authors can deposit copies of their finished articles in open access repositories, in addition to publishing them in research journals. Full-text articles held in repositories are thus available to anyone via search services such as Google, Yahoo and others, as well as via specialised search services such as the BASE search engine1. Central to the recommendations of the recent EC-commissioned study of scientific publication markets in Europe2 is the development of a European policy mandating open access to EC-funded research. In addition, it recommends an exploration of interoperability issues and how open access repositories can be implemented Europe-wide. DRIVER is an EU-funded 18 month project which sets out to build a testbed for a future knowledge infrastructure of the European Research Area. DRIVER, with ten European partners, aims to deliver any form of scientific output, including scientific/technical reports, working papers, pre-prints, articles and original research data to the various user groups.

The five objectives of DRIVER are: 1. To organise and build a virtual, European scale network of existing institutional repositories from the Netherlands, the United Kingdom, Germany, France, and Belgium. 2. To assess and implement state-of-the-art technology, which manages the physically distributed repositories as one large scale virtual content resource. 3. To assess and implement a number of fundamental user services. 4. To identify, implement and promote a relevant set of standards. 5. To prepare the future expansion and upgrade of the DR infrastructure across Europe and to ensure widest possible involvement and exploitation by users. “…there is a central role for research funding bodies in Europe in the shaping of new models for publishing and communicating research results.”2

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To support Open Access and the work of DRIVER we urge research funding bodies to mandate, as a requirement of their funding, open access to published articles and to encourage the development of institutional repositories across Europe. Appendix 3: DRIVER leaflet template Available on the DRIVER project website at www.driver-repository.eu Appendix 4: DRIVER Support website front page

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Appendix 5: DRIVER support “Information about…” pages

website

“Information

For…”

and

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WP8 – Interim Report 2007 Awareness-raising and Advocacy programme Deliverables D8.1, D8.2, D8.3, D8.6 & D8.7 22

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Appendix 6: DRIVER support website “Community “page

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Appendix 4: DRIVER support website “Contact” form

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