REF2020 open access policy

Transcription

1 REF2020 open access policy File formats required for the evidence of the acceptance date and how to produce them REF2020 open access policy requires authors to upload their final peer reviewed and accepted manuscript of their paper (a journal article or a conference proceeding with an ISSN) to an institutional repository (Pure) within a three months period of the acceptance date. Along with the manuscript, authors must also deposit the evidence of the date when the manuscript was accepted for publication (usually, authors receive an from the publisher). The evidence of the acceptance date must be uploaded into Pure in order for the Library services to be able to confirm that the three months period, set by the HEFCE, has been met. The evidence of the acceptance date can be provided in one of the two file formats: 1) either as a PDF document (of the or acceptance letter) 2) or as a screenshot (of the ). Word documents in which the text has been copied in will not be accepted. This guide provides instructions on how you can take a screenshot of an and save it, or save an as a PDF document. The methods demonstrated here use the standard software applications found on most College s computers. Contents Take a screenshot of an using a Windows PC... 2 Take a screenshot of an using a Mac... 4 Save an as a PDF file using Office 365 on a Windows PC or a Mac... 5 Save an as a PDF using a Mac... 7 For any questions regarding the REF2020 open access requirements and the upload of the evidence of acceptance date, please contact openaccess@royalholloway.ac.uk If you have any problems with your computer, please contact IT services at ITServiceDesk@royalholloway.ac.uk

2 2 Take a screenshot of an using a Windows PC 1. Open the publisher s . If you have any other open windows, please minimise them. 1. Maximize the window by using the middle button with the square and ensure that the acceptance details and the date of the is clearly visible. 2. Then on your keyboard find the Print Screen button (the button might also be named on the keyboard as PRTSC or PRT SCR). The button is usually located close to the top left hand side of the keyboard. Click on the Print Screen button. When you click on the button nothing will happen, so please continue to the next step. 3. On the screen, click on the Windows Start button (located at the bottom left hand corner of the screen). 4. Select All Programs. 5. Select the Accessories folder. 6. Select the Paint application. 7. When the application opens, click on the Paste button (located on the top left hand side). The should be pasted in the Paint application.

3 8. Click on the pointing down arrow at the top left corner (the blue area on the left to the Home tab) Click on Save As. 10. Choose either the PNG or JPEG format. 11. Name your file, choose the location where it should be saved, and click on Save. 12. Upload this file into Pure along with the final peer reviewed and accepted version of your publication (within a maximum three months period from the manuscript acceptance date).

4 4 Take a screenshot of an using a Mac 1. Open the publisher s . If you have any other open windows, please minimise them. 2. To take a screenshot you need to use a combination of keys: hold down Command and Shift and press the number 3. The Mac captures the entire screen and will save it as a file on the desktop. The file name will look something like this: Screen shot at PM. 3. To rename the file, click on it once (the file will open if clicked on twice). The background of the file name will turn grey. 4. Press the Return/Enter button and the file name will get activated. 5. Delete the existing text and add your own. Here is an example: 6. Upload this file into Pure along with the final peer reviewed and accepted version of your publication (within a maximum three months period from the manuscript acceptance date).

5 5 Save an as a PDF file using Office 365 on a Windows PC or a Mac 1. Go to mail.rhul.ac.uk and log in using your Royal Holloway username and password. 2. Find the publisher s and double-click on it. 3. Click on the three dots at the top right side (right next to the Forward button) and then click on Print. 4. A new window will open, where you will be able to select a printer. Click on the Change button. 5. Browse the list until you find the Save as PDF. Select this option and click on Save.

6 6 6. Name your document and choose the location in which to save it. 7. Upload this file into Pure along with the final peer reviewed and accepted version of your publication (within a maximum three months period from the manuscript acceptance date).

7 7 1. Open the publisher s . Save an as a PDF using a Mac 2. Click on File and then Print. Alternatively you can use the keyboard keys: hold down Command and press P. 3. A new window will open. At the bottom of the left side of the page there is a PDF button. Click this button to get the PDF options and choose the second option Save as PDF.

8 4. A new window will open where you can name your file and choose the location in which to save it. Click on Save Upload this file into Pure along with the final peer reviewed and accepted version of your publication (within a maximum three months period from the manuscript acceptance date).