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Open Access Policy to scholarly publications and research data of employees, doctoral students, and students of the Jagiellonian University

The Jagiellonian University implements the policy of open access to scholarly publications and research data of employees, doctoral students, and students of the Jagiellonian University, hereinafter referred to as the 'Open Access Policy', creating conditions for making them widely available.


§ 1


1. The rights and obligations of employees, doctoral students and students of the Jagiellonian University in regard to providing open access to scholarly publications and research data, including other works/contributions and grey literature, created by them in connection with employment or education in the Jagiellonian University. 


2. The rights and obligations referred to in point 1 extend also to other persons with whom the Jagiellonian University has concluded appropriate agreements, if the content of these agreements so provides. 


3. The Open Access Policy does not transgress the Terms and Conditions of Intellectual Property Management and Commercialisation at the Jagiellonian University, as annexed to the Resolution No. 62/IV/2021 of the Senate of the Jagiellonian University of 28 April 2021. 


§ 2


Whenever the Open Access Policy refers to:


1) open access - it shall mean the availability of content or data free of charge on the Internet, allowing anyone to read, download, copy, distribute, print, search or link to full texts or data, index it, transfer it as data to software, and use it for any other lawful purpose, without financial, legal or technical barriers other than those related to obtaining access to the Internet as such; 


2) scholarly publications - should be understood as peer-reviewed:
a) articles in scholarly journals, 
b) conference materials, 
c) monographs and chapters in monographs, 
d) collected works; 


3) RUJ - stands for the Jagiellonian University Repository;

4) RODBUK - stands for Cracow Open Research Data Repository;

5) PZW UJ CM - stands for Knowledge Management Portal UJ CM; 


6) research data - it shall mean data collected, processed, acquired or produced as a part of scholarly research or development activity, digital and non-digital, in the form of e.g. documents, spreadsheets, field or laboratory notebooks, questionnaires, audio/sound and image recordings, transcripts, photographs, films, data files, specimens, samples, artefacts, collections of digital outputs, databases, models, algorithms, applications, workflows, methodologies, standard procedures and protocols;


7) metadata - should be understood as structured information used to describe scholarly publications and research data, allowing their unambiguous identification and making it possible to locate them;


8) grey literature - should be understood as items that have not been formally published by academic or commercial publishers, e.g.: patents, reports, conference abstracts, teaching materials, preprints, postprints, doctoral dissertations, master's and bachelor's theses;


9) preprint - should be understood as a preliminary version of the manuscript before peer review; 


10) post-print - should be understood as a peer-reviewed final version of the manuscript accepted by the publisher for publication;


11) FAIR principles - should be understood as the principles defining the way of appropriate preparation, handling, and work with data:
a) Findable - data should be machine-searchable, 
b) Accessible - data should be available to all,
c) Interoperable - data should be described in an appropriate standard and
d) Reusable - data should be available for reuse by other users.


§ 3


1. The employees, doctoral students, and students of the Jagiellonian University and other persons referred to in §1, point 2 should make efforts to ensure open access to scholarly publications of their authorship, including other works/contributions and grey literature by: 


1) depositing in RUJ, in electronic form, a postprint of all scholarly publications within 3 months from the date of acceptance for publication, but not earlier than the date of publication on the publisher's website; 


2) depositing at RUJ, in electronic form, other works/contributions and grey literature;


3) depositing in RUJ an electronic version of the doctoral dissertation, not later than 30 days before the date of the dissertation's defence, in accordance with Ordinance No. 155 of the Rector of the Jagiellonian University of 28 December 2020 on electronic archiving of doctoral dissertations at the Jagiellonian University, or within 3 months from the date of awarding the doctoral degree to the PhD student;


4) publishing them in peer-reviewed open access journals, open access publishing houses or on open access platforms.


2. Employees, doctoral students, and students of the Jagiellonian University - Collegium Medicum and other persons with whom the Jagiellonian University - Collegium Medicum has concluded agreements, as far as the provisions of those agreements concern publishing in open access, should make efforts to ensure open access to scholarly publications of their authorship, including other works/contributions and grey literature by:


1) depositing at PZW UJ CM, in electronic form, a postprint of all scholarly   publications within 3 months from the date of their acceptance, but not earlier than the date of publication on the publisher's website. Once deposited, those publications will be made available in parallel in RUJ via a dedicated API (Application Programming Interface);


2) depositing in the PZW UJ CM, in electronic form, other works/contributions and grey literature. Once deposited, those items will be made available in parallel at RUJ via a dedicated API; 


3) submission of one hard copy of the doctoral dissertation prepared at UJ CM by the author to the Medical Library of the Collegium Medicum along with a corresponding electronic version before the doctoral dissertation's defence. The paper and electronic versions of the doctoral dissertation will be stored and made available at the Medical Library of Collegium Medicum in an unchanged form and respecting the author's personal copyrights. The electronic version of the dissertation will be included in the PZW UJ CM under the terms of the signed licence agreement. In accordance with Ordinance No. 155 of the Jagiellonian University Rector of 28 December 2020 on electronic archiving of doctoral dissertations at the Jagiellonian University - Collegium Medicum, the doctoral dissertation prepared at the Jagiellonian University - Collegium Medicum, once deposited in PZW UJ CM, will be made available in parallel at RUJ via a dedicated API; 


4) publishing them in open access journals, open access publishers or on open access platforms. 


3. Implementing the recommendations referred to in points 1 and 2 should enable any person to use the scholarly publications at any time and place without technical restrictions and free of charge on the basis of sublicences granted by the Jagiellonian University in concordance with open and free licences (e.g. Creative Commons, CC) for these works held by the Jagiellonian University, which do not contain provisions limiting or excluding the possibility of open access to these works. 


4. Creative Commons licences require attribution to the author to be provided when the material is used.


5. Employees and doctoral students who are managers of research projects or postdoctoral fellowships funded by research funding agencies, domestic or foreign, should follow the guidelines of the open access policy for publications funded or co-financed by such an agency.


6. Support in complying to the requirements stipulated in paragraphs 1-4 is provided by:


1) the UJ Coordinator for open access to scholarly publications and research data and the UJ Deputy Coordinator for open access to scholarly publications and research data;


2) staff of the Jagiellonian Library and staff of the Medical Library of the Collegium Medicum;


3) the Jagiellonian University Legal Advisors Team and the CM Legal Advisors Team.


§ 4


1. The employees, doctoral students and students of the Jagiellonian University and other persons referred to in § 1 point 2 are obliged to fulfil the requirements of § 3 point 1-4  in particular through an appropriate agreement:


1) with publishers or other relevant entities, including by granting adequate non‑exclusive licences for the use of scholarly publications;


2) with co-authors of scholarly publications;


3) with authors of original works (if a scholarly publication derives from somebody else's work).

 
2. The Jagiellonian University Press is obliged to permit employees, doctoral students, and students of the Jagiellonian University and other persons referred to in §1 point 2 to make postprints of their scholarly publications publicly available at RUJ. The rules for making available the final version of the publication (after editing, composition, corrections and in the final linguistic and graphic form) published on the Jagiellonian University Press website or as a traditional version in a journal or monograph will be regulated in an agreement with the author specifying the mode and delay period from the moment of publication. For important reasons, the Director of the Jagiellonian University Press along with the Jagiellonian University Coordinator for Open Access to Scholarly Publications and Research Data may decide to restrict access to a scholarly publication.


3. The post-print of each scholarly publication must contain a data availability statement, which should include the name of the repository(ies), as well as the digital object identifiers (DOIs), access numbers or codes, or other persistent identifiers for all the relevant data.


4. If there are any ethical or legal restrictions on sharing a dataset, its creators should provide the following information in their data availability statement: 


1) a detailed explanation of the restrictions, e.g. that the data contain potentially identifying or sensitive patient information; 


2) contact details of the UJ Data Protection Officer, bioethics committee or other body to which data requests can be submitted. 


5. Authors are encouraged to cite any publicly available research data in their publications. References to datasets (dataset citations) must include a persistent identifier, such as a DOI. Dataset citations should contain the minimum information recommended by DataCite and follow the style suggested by the publisher. 


§ 5


1. With regard to the principles according to which the Jagiellonian University acquires or is entitled to the rights to the research data created by its employees, doctoral students, and students as well as the other persons referred to in §1, point 2, the relevant provisions of the Terms and Conditions of intellectual property management and commercialisation at the Jagiellonian University, constituting an annex to Resolution No. 62/IV/2021 of the Jagiellonian University Senate of  28 April 2021. 


2. Employees, doctoral students, and students of the Jagiellonian University as well as the other persons referred to in § 1, point 2 should make efforts to ensure open access to the research data at their disposal and the related metadata by: 


1) creating a plan for the management of research data during and after completion of scholarly research or development work, in particular specifying the type and format of research data, the terms for using them, including the procedures for archiving and making them accessible; 


2) preparing them in accordance with the FAIR principles; 


3) depositing them in an electronic form in RODBUK or PZW UJ CM; 


4) if possible, to make the research data publicly available along with granting appropriate open and free licences analogous to those provided in § 3, point3; 


5) making research data identifiable, e.g. by permanent digital DOIs, so that they could be located; 


6) in the case of employees and doctoral students who are managers of research projects or postdoctoral fellowships financed from the funds of research funding agencies, whether national or foreign, to follow the guidelines of the policy of open access to research data financed or co-financed from the funds of such an agency; 


7) signing appropriate agreements with members of research teams, scientific consortia or other relevant entities or co-creators of research data. 


3. It is permissible to limit the scope of use of research data created by employees, doctoral students and students of the Jagiellonian University by introducing rules of identifying and authorizing users. 


4. It is permissible to limit access to research data along the line: (access) open as much as possible, closed only as necessary in the case of data protected for law, security, or ethical reasons. 


5. Metadata, irrespective of legal or ethical restrictions, should always be made openly available without any limitations. 


6. Research data should be made available as soon as possible. In the case of research data that are the basis of a scholarly publication, this means making them available no later than when the publication appears on the publisher's website.


7. Support in meeting the requirements provided for in paragraph 2 is provided by: 


1) the UJ Coordinator for open access to scholarly publications and research data and the UJ Deputy Coordinator for open access to scholarly publications and research data; 


2) the UJ Data Protection Inspector; 


3) staff of the Jagiellonian Library and staff of the Medical Library of the Collegium Medicum; 


4) the Jagiellonian University Legal Advisors Team and the CM Legal Advisors Team. 


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