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Open Access

Your guide to making your research outputs FAIR (Findable, Accessible, Interoperable, Reuseable).

Does the University's OA Procedure apply to me?

The procedure applies to all researchers at the University of Tasmania, following the procedure implementation in October 2018.  

In the OA Procedure researchers are defined as: Any employee, Visiting Fellow or Scholar, Adjunct, Clinical, Associate or discretionary Title Holder or student of the University undertaking research, where the definition of research is consistent with the Higher Education Research Data Collection specifications.

How can I comply with the OA Procedure?

All your research outputs and their metadata will need to be deposited in the Web Access Research Portal (WARP) . 

The types of research outputs mandated for deposit are outlined in the OA Procedure 2.2 Mandatory Deposit.  Any outputs accepted for publication or presented after the implementation date of October 2018 are required.

More specifically:

  • Outputs published as Open Access - If you have published in an OA journal or other OA publication, you don’t need to do anything further. The OA published version that you deposit in WARP will automatically be assessed for Open Access in the University's Open Access Repository 
  • Outputs not published as Open Access - You need to deposit the  ‘Final Author Version' of the research output and the final published version in WARP. You can also add a Final Author Version to an existing record in WARP

My research was funded by the ARC/NHMRC.  How can I comply with their OA policies?

By complying with the University's OA Policy, you also will fulfill the requirements of the ARC and NHMRC OA policies.

ARC Open Access Policy         NHMRC Open Access Policy

Which version of my research output should I deposit?

Many publishers permit authors to upload the Final Author Version of their publication to an OA repository, sometimes with an embargo. To comply with the UTAS OA Policy, retain the Final Author Version and deposit this with your metadata to WARP.

What is a Final Author Version?

The Final Author Version is a full-text version of the peer-reviewed and corrected final article accepted by the publisher.  The author retains copyright to this version as you have not yet signed the copyright or author agreement which transfers copyright of the published version to the publisher. 

Also known as:

  • Author's Accepted Manuscript
  • Post-print 

date of acceptance



What does a Final Author Version look like?

I don't have the Final Author Version. What should I do?

The corresponding author is most likely to have the Final Author Version of your manuscript. Alternatively, your co-authors may have a copy you can upload. Contact your Publications Officer if you're unsuccessful in obtaining a copy.

Will I breach copyright when I deposit my research output for OA?

When you upload your research outputs to WARP, Library Services will undertake an assessment of copyright implications.  The fulltext of your output will be made openly accessible only when it is appropriate. 

Different versions of your paper might have different copyright restrictions. Copyright ownership is retained by you until the publisher adds their formatting and type-setting. If the publisher's copyright  policy allows, the Final Author Version of the research manuscript attached as a digital asset to the WARP record, will be made publicly accessible in the Open Access Repository. 

Learn more about copyright for OA...

My paper has multiple authors.  Who is required to deposit it?

If you are the lead author on a publication, you are responsible for deposit.  If you are not the lead author but are the only one at the University of Tasmania, you need to deposit a copy in the Web Access Research Portal (WARP), for our institutional Open Access Repository.

What are the current ERA accepted file types and file size limits?

ERA 2018 supported file types
  • Adobe {PDF (i.e. .pdf)
  • Image (i.e. .gif, .jpg, .jpeg, .bmp, .png, .tif, etc)
  • Microsoft Word (i.e. .doc,.docx)
  • Microsoft PowerPoint (i.e. .ppt)
  • text (i.e .txt)
  • standard video/ audio formats (i.e .mp3, .mp4, .avi)
What are the ERA file size limits
  • preferred individual file size is 2MB
  • >30MB will not be accepted.

See ERA-SEER 2018 Technical Specifications for further information. 

Should I make my research data OA?

The UTAS Open Access Policy does not apply to research data however, increasingly, publishers and funders (including ARC and NHMRC) support discovery and access (if appropriate)  to research data and some publishers may require OA data to accompany your accepted manuscript.   

Visit the Research Data Management subject guide and find out more about storing, archiving or publishing your data in the Research Data Portal and managing your research data for discovery, access and potentially re-use.  

What is the institutional Open Access Repository (OAR)?

The institutional Open Access Repository (OAR) is the University's online location for collecting and exposing the scholarly output of the University for the primary purpose of dissemination and discovery; this is also known as ePrints.  The OAR is managed by the Library. 

The following item types are deposited in the OAR by the University, on your behalf:

  • Research outputs submitted via WARP (Web Access Research Portal)
  • Higher Degree by Research theses
Browse the institutional Open Access Repository (OAR) for research outputs and special collections 

Journal copyright, final author versions, embargoes & Institutional OA Repository - how does it work?

Most traditional publishers permit authors to upload the Final Author Version (sometimes called the author accepted version or post-print) of their manuscript to their Institution's OA repository. 

Depending on the publisher,  there may be an embargo period,  and/or a set statement, which must be applied prior to the Final Author Version being made accessible in the University Open Access Repository (OAR). 

You can find out more about publisher's Green Open Access policies via the Sherpa/RoMEO website.

Sherpa RoMEO


Publisher/ Author Agreement - copyright transfer

When you submit your paper to a journal, you will be asked to sign a Publisher (or Author) Agreement.  This specifies the rights that you transfer to the publisher, often including a statement about whether or not you can deposit a version of your paper in an institutional repository.

Your publication strategy

Consider publishers' policies on sharing publications via an OA repository when developing your publication strategy and before signing the Publisher Agreement.  

Author Addendum

To retain rights enabling you to deposit your publication in an OA repository, you may wish to consider submitting an Author Addendum. Here are some examples:

More about publishers and open access



My publications are in another institution's OA repository.  What do I need to do?

If you have a co-author at another institution, your research output may have been deposited there already.  

Nonetheless, deposit is mandatory for authors from the University of Tasmania - the research output must be submitted to our institutional Open Access Repository (via deposit in WARP).  If an Open Access version of the paper is available through another institutional repository, or subject repository, we will link to the existing OA source, instead of making the fulltext open access again

My publications are accessible via ResearchGate.  Do I need to do anything else?

Yes.  You are still required to deposit your research outputs in the institutional Open Access Repository.

There are significant differences between sites like ResearchGate and an institutional Open Access repository, in their design and function.  ResearchGate and are comparable to Facebook, primarily being social networking sites but for researchers.  

Open Access repositories are designed for and committed to openness, interoperability and data re-use.  

See an explanation from University of California

It can be expensive to publish in OA Journals.  Do I have to do this?

No. The OA Policy supports "green OA", meaning authors may continue to publish in journals of choice but a version of your scholarly work will be required for our institutional Open Access Repository.

I have received a Google Scholar request to upload an OA version of my research output to Google Drive.

What should I do?

Upload the final author version of your research output to WARP as mandated in the University Open Access procedure. 

The original publisher's copyright and author archiving policy will dictate when the final author version can be made accessible in the Open Access Repository.  Once the version is made accessible in the OAR it will be scraped by Google and the version will be linked to the Google Scholar reference for discovery.

You can check journal publisher author archiving policies at Sherpa Romeo