Open Access: Self-archiving to TUHAT Guide

Open Access services and guidance for researchers at the University of Helsinki. #openaccess #openscience #ORCID #selfarchiving

1. Fill in publication information form in Tuhat research portal

2. Start the article upload

Start the article upload from ”Open Access and other versions; files, DOI and links" > add file (self-archive). You can find more instructions behind the "i"-button. Note that UH requires that articles published in Open Access journals are archived as well. See our blog on why this is important.

3. The Self-archiving rights of articles

Publisher's conditions for self-archiving can be found in Sherpa/Romeo database or from the web page of a journal or a publisher (in case of book articles) (often under "open access"). If you have not signed off your publishing rights to the publisher, you can self-archive without restrictions, following the publisher's conditions. Make sure you have the permission of all the writers to self-archive the article.

Check which article version you archiving (see table in https://libraryguides.helsinki.fi/oa/eng/green).

The post-print-version of the article often involves an embargo, set by the publisher (for example 12 months below). In that case the article transforms automatically from Tuhat to Helda once the embargo is over. There may be other restrictions in the Sherpa/Romeo-database, for example a requirement to use a certain license for the archived article.

In the example above the open access version of the article (Article processing charge paid) has to be archived without an embargo with CC BY-license. The post-print/Authors accepted version/Final draft version (draft version after peer review, Accepted version) has to be archived with CC BY-license and with 18 month embargo. The same version can be published in author's own homepage without restrictions. Explanations to the symbols in Sherpa/Romeo can be found here.

4. Upload the article to Tuhat

Choose "Upload file (Self-archiving).

Upload the article to Tuhat in pdf-format.

 

This guide as a download file

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5. Choose the document version and public access to file

Define public access to the file. The information concerning article version and public access is compulsory to add. First choose the article version (submitted/accepted/final (pre-print/post-print/publisher's version). If the article is immediately readable, choose "open" in "access to electronic version".

However, if the publisher requires an embargo (for example, 12 months from the publication date (see point 3 above), choose in “Access to electronic version” “Embargoed” and set the publication date and the embargo time as announced in the Sherpa/Romeo-database (see point 3 above).

The publication is transferred automatically to the Helda-repository once the librarian has accepted it or the embargo is over. You can see the publication date in “Visible on portal date”.
 

You can also select license to the publication. In general, the University of Helsinki recommends CC BY -license for sharing publications, unless there are other requirements by the publisher.

See our license guide for recommendations and more information.

6. Add DOI or other link to the file

Once the article file has been added to Tuhat, there is still need to add a persistent identifier or another link to published version. This is because the embargo may prevent seeing the archived file and, paywall allowing, one can see the final, published article. Act as follows. Choose "Add file" (as in 4.) and choose either add DOI or add another link to the file (in case there is no DOI available).

When you choose "Add DOI", the following form opens.

Add the DOI-identifier without prefix https://doi.org/, for example 10.1016/j.forpol.2021.102551
For article version, choose "final published version". If the question is of an open access-article, choose in public access to file "open". If not, choose "closed". If the article is published with a Creative Commons-license (most oa-articles are), choose the used license. Finally, press "Create".

When you add a link to the file without the DOI-identifier, choose "Add link to the file", add the link with the https-prefix and do as above after that. You can do the same way if your article is in an open access book or if your article is already archived to Helda-repository.

7. View in Tuhat after the article has been uploaded

This is how a finished self-archiving looks like. In this case an open access article has been uploaded.

 

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