Even though most funders’ open access policies regarding publications apply later on in the project, it is important to be aware of them from the planning stage; especially in cases when you write open access costs into the bid.
Open access requirements
Specific funder requirements vary with regard to when, where and how publications must be made open access. If you are planning to publish your research, it is important to know what your funder’s expectations are, and what you have to do to comply. Non-compliance with the policies may result in future funding being refused or, in the case of the REF, with a publication not being eligible for submission.
The open access requirements of major funders are outlined below:
Journal articles and conference proceedings (published with an ISSN) accepted after 1 April 2016.
Author's accepted manuscript:
- To be deposited in an open access repository within 90 days from acceptance
- To be openly available in the repository within 12 months (REF panels A and B) or 24 months (Ref Panels C and D).
Send your final accepted manuscript and acceptance email to email@example.com for uploading in the University repository on acceptance; no later than 90 days from acceptance.
Visit the UKRI website for more information.
Journal articles and conference proceedings accepted after 1 April 2013.
Preferably comply under paid (Gold) open access with a CC-BY licence. Surrey has a block fund to cover the cost.
- If funds are not available, accepted manuscript to be available in an open access repository within six months of publication.
- MRC funded papers also to be available on Europe PMC within six months of publication
You need to:
Peer-reviewed research articles, monographs, book chapters.
From January 2021, a new policy applies for research articles.
Three ways to comply:
- Publish in a fully open access journal
- Publish in a journal that is part of a transformative agreement
- Publish in a subscription journal but deposit your paper with Europe PMC on publication
The Wellcome Trust encourages either of the first two routes.
For more information, contact us at firstname.lastname@example.org.
Visit the Wellcome Trust website for more information.
Make accepted manuscript available in a repository within six months (STEM) or 12 months (social sciences and humanities) or pay for open access.
- Send your final accepted manuscript and acceptance email to email@example.com for uploading in the University repository on acceptance
- Acknowledge your funder e.g. "European Union (EU)" & Horizon 2020" including name of funder and grant number
- Include your ORCID iD
- Deposit the underlying data.
Look up other funders via the Sherpa Juliet database.
See the Guidelines to the Rules on Open Access to Scientific Publications and Open Access to Research Data in Horizon 2020 (PDF) for more information.
Open data requirements
Most funding bodies have data policies that recognise the value of research data in advancing scholarship, enterprise, and the public good. These policies outline expectations about how researchers should manage, share, and preserve the data produced by their funded projects. Similarly, the University of Surrey has its own Open Research Policy.
Be sure to review your funder’s expectations carefully as they do vary. Non-compliance could result in restrictions on further funding.
For an overview of current funder data policies, please see the Data Curation Centre website.
In general, expectations include:
- Data management plans (updated as needed)
- Data access statement in all publications
- Timely sharing of data, preferably in a data repository
- Preservation of data.
For more on how to share your data, please see our making your data more open guidance
Funders and the University do recognise legitimate constraints on data sharing. It is up to you, the researcher, to make an informed judgement on what can and what cannot be shared based on legal, ethical, and commercial considerations
However, any access restrictions must be justified. Full details should be included in your data management plan, the data statement appended to your publications, and in the metadata for the data.
Funders often indicate the direct costs that should be included in your grant proposal. Some of these include:
- Publication costs, including colour printing and article processing charges to publish open access
- Data management and data sharing. Details of any resources needed to meet your funder’s RDM requirements should be included in your data management plan (DMP).
The Research Finance team can offer you further help on costing and pricing for your bid.
What to include:
Publication costs: Research Councils UK provide a block fund to Surrey for covering open access costs. You do not need to write the costs into their bids. For other funders, you need to include publication costs in the grant application. These funders include the European Research Council and the Leverhulme Trust (N.B. currently the Trust does not mandate open access, but will support costing of open access during the life of the grant).
Staff costs: consider the staff involved in and responsible for all research data management activities, from day-to-day organisation to the final preparations for sharing and preservation. Activities to consider here include:
- Managing, formatting and documenting the data
- Cleaning, validating, de-identifying, transcribing
- Creating metadata
- Documenting and preparing data for sharing and preservation
- Uploading and sharing data to data repositories.
It may be necessary to factor in costs of additional staff or a percentage of a staff member’s time to undertake some or all of these functions.
Equipment costs: any software and/or hardware you will need to undertake your project’s RDM activities, particularly for enabling data to be shared and preserved more easily.
Data storage costs: IT Services provide 500GB of free space for public and charity funded projects. If your project is going to need more you will want to include it in your RDM costings. You can request storage via the File Storage Service. If you have any questions regarding technical requirements please contact the IT Service Desk.
Preservation costs: some repositories charge for hosting data long term. If you intend to use one of these, it important to remember that all funding for RDM must be spent before the end of your grant. That means you will need to account for any preservation costs before your project is finished. Try to include the date you intend to deposit your data in your DMP as soon as you can.
For more information on costing see: