Transforming scholarly communications support at Imperial College LondonRLUK Conference, London, 10th March 2016

Ruth Harrison, Head of Scholarly Communications Management, Library Services, http://orcid.org/0000-0003-2487-2981 / @ruthejDr Torsten Reimer, Scholarly Communications Officer, Research Office, http://orcid.org/0000-0001-8357-9422 / @torstenreimer

Imperial College London

Imperial College London

• Nine London campuses• Faculties of Engineering,

Medicine, Natural Sciencesand the Business School

• Ranked 3rd in Europe / 8th in theworld (THE 2015-16 rankings)

• Net income (2015): £969m, incl.£428m research grants and contracts

• ~15,000 students, ~8,000 staff, incl. ~3,900 academic & research staff• Staff publish 10-12,000 scholarly articles per year• Average quarterly APC commitment: £433 533 (2015 from 3 funds) • Largest data traffic into Janet network of all UK universities

Library Services and the Research Office: early 2012

Crossover was minimalStaff relatively unknown to each other

Knowledge of activities relatively unknown to each other

Library Services: • management of APC applications to Wellcome Trust grant • management of the College’s repository with colleagues in ICT, across

3 library teams• advocacy role for College’s OA mandate from 1 January 2012

Research Office: • reporting on Wellcome Trust grant• monitoring compliance with the College’s OA mandate

Policy requirements

2011• EPSRC “Expectations”

2012• RCUK OA Policy

2013• REF OA Policy

2013 onwards: systems and support infrastructure development for open access

This is where theInformation gathering points(ideally) needed to take place– how, by whom, when, usingwhich sources and systems:all questions to beanswered…

How did we get there: agreement

that systems had to be efficient and time-saving for the academic staff

from Directors of Library Services and Research Office that cooperation would be beneficial

from senior College management (Provost downwards) that a governance structure was required

between the SCM team, Liaison teams, and the Research Office on communications strategy

with ICT that systems development would be in conjunction with the Library Services and Research Office

Where we are now

1. Institutional management and staff structure

2. Combined green and gold workflow

3. ASK OA

4. ORCID iD project

5. RDM service infrastructure development

6. Communications strategy for OA, RDM and ORCID

7. Scholarly Communications website

1. Open Access Publishing Group, chaired by Associate Provost (Academic Partnerships)

2. Open Access Implementation Group, chaired by Scholarly Communications Officer

3. Research Data Management Working Group, chaired by delegateof Vice Provost Research (Head of Department of Materials)

New posts in the Library’s Scholarly Communications Management team• Academic Support Manager post split into 2 full-time posts: Scholarly

Communications Support Manager, and Copyright and Licensing Support Manager

• Research Data Support Manager and Research Data Support Assistant appointed

• 3 new Open Access Support Assistant posts, in addition to existing 2 staff supporting of gold and green workflows

Scholarly Communications Officer (Research Office)

Institutional management and staff structure

Combined green and gold workflow

On acceptance•Deposit•Apply for APC

•Link funding

Manuscript into

repository

APC data into

ASK OA

Compliance with

green & gold

mandates in one step

Managed through Symplectic (+ASK OA)Ask for minimum information required

ASK OA (cloud-based APC management system)

ORCID iD project

Imperial became ORCID member in 2014:• Raise awareness and uptake• Issue researchers with an iD

Approach:• Capture existing iDs (in Symplectic)• Create new iDs on behalf of academics• Encourage academics to link iD to Symplectic

Outcomes:• ~75% of iDs claimed• Academics linked 1,800 iDs to Symplectic• Ongoing awareness raising and work with

ORCID community (Imperial hosted 1st UK ORCID members meeting in 2015)

https://www.imperial.ac.uk/orcid https://dx.doi.org/10.1629/uksg.268

RDM service infrastructure development

1. Make a data management plan: use DMPOnline

2. Store your data management plan centrally: use InfoEd

3. Store your live data securely and safely: use Box

4. Store your final data (and/or code) for 10+ years, making it publicly available: use Zenodo

5. Tell the College where your data (and/or code) is published or stored: use Symplectic

6. Reference your funding and your data in the publications it underpins: tell your publisher

Research Project

Data: BoxSoftware: GitHub

Data/software still needed Delete

External repositoryInternal Storage

Elements

Spiral

Creates data/software

Project ends

no

yes

Metadata, manualor automatic

Can it be published or embargoed externally?

yesno

Metadata, manualor automatic

Can metadata be published?

Library reviews

yes

Monitoring and ReportingCollege Dashboard Symplectic OA Monitor

Communications strategy for OA, RDM and ORCID

Image

February8th Feb FRC Medicine Meeting OA update, including compliance RO18th Feb Liaison librarians Meeting OA update Library

Feb Academic staff Email Email to staff who have never deposited to Spiral Library/ROFeb Academic staff Department

meetingsHEFCE policy and College OA support Library/RO

Feb HoDs Email Report on compliance levels (OA Monitor) Library/ROFeb Electrical

EngineeringMeetings OA/RDM lunchtime session Library

Feb DoMs Email Data catalogue guide LibraryFeb/Mar Symplectic

delegatesMeetings Arranging 1:1 with those who are delegates for researcher/authors in Symplectic to ensure

understanding of what is required.Library

 March

14th Mar Liaison librarians Meeting OA update Library14th Mar

(tbc)DOMs & ROMs Meeting HEFCE policy and compliance meeting Library

9th Mar Civ Eng Meeting Presentation at staff assembly (JC/NM) Library16th Mar Civ Eng Roadshow   Library

Mar Staff and students

Website HEFCE implementation and OA service available: update for lead to 1st April Library

Mar Academic staff Department meetings

HEFCE policy and College OA support Library/RO

Mar OA supporters Meeting HEFCE implementation, support, networking Library/ROMar HoDs Email Report on compliance levels (OA Monitor) Library/ROMar PhDs Workshop Intro to RDM 2 hr workshop for PhDs LibraryMar OA Team Meetings Organising a series of ‘roadshow’ visits – not a meeting but table promoting what is happening to

raise awarenessLibrary

Mar Symplectic delegates

Meetings Arranging 1:1 with those who are delegates for researcher/authors in Symplectic to ensure understanding of what is required.

Library

 

Scholarly Communications website

Results of successful cooperation

2013 2014 20150

1000

2000

3000

4000

5000

6000

Open Access outputs

DepositsAPCs

2013 2014 2015 20160

200400600800

100012001400160018002000

ORCIDs in Symplectic

12-15 01-16 02-160

1000

2000

3000

4000

5000

“Box” users

• College meets RCUK and WT targets• 18x increase in deposits since 2012• College meets ESPRC Expectations• >1TB research data added to Box daily

Conclusion

• Library Services and Research Office have broadened understanding of scholarly communications, policy, workflows and strategic priorities

• Coordinated effort across College, making use of different channels• Open Access and RDM seen as College priority• Agreement of College (as opposed to service) requirements

facilitated implementation (e.g. technical work with IT)• College leadership engaged and supportive• Compliance is one driver, but College committed to OA in particular

Thank you for listening

Any questions?

Scholarly Communications at Imperial:www.imperial.ac.uk/scholarly-communication

r.e.harrison@imperial.ac.ukt.reimer@imperial.ac.uk