Policy on the dissemination of research and scholarly output

Policy revised by Research Committee 21 May 2014


The University of Westminster is committed to disseminating intellectual and scholarly output as widely as possible. This is in accordance with national and international developments in Open Access publishing as the ideal model for research dissemination. It also accords with requirements of research funders specifying that some categories of output of funded research be published on an open access basis.

The University’s approach to scholarly communication continues to develop in accordance with the evolving agenda for Open Access publishing and open data. Accordingly in 2013 the University approved its Open Access Policy which may be found in our staff intranet (log-in required) and which should be read in conjunction with this policy. The Open Access Policy sets outs the University’s policy on Gold and Green OA and provides a mechanism whereby the University can provide support for Article Processing Charges for Gold Access outputs.

The University’s Policy on the Dissemination of Research and Scholarly Output (which has been in force for some years) focuses on researcher obligations to deposit their work in WestminsterResearch, with the final author version* to be deposited immediately it is accepted for publication; and on Faculty obligations regarding the Annual Research Returns (Faculty submissions of outputs and/or checks on the completeness of the WR record of outputs) to facilitate compliance with Open Access requirements and the external presentation of the University’s complete research record.

Institutional repositories make a critical contribution to the provision of the national and international Open Access environment, by hosting ‘green’ access outputs in full text and in providing links to external sites hosting ‘gold access’ outputs. The University’s online digital research repository, WestminsterResearch, provides the infrastructure to support open access publishing, showcases our research and scholarly output and enables the University to comply with the OA requirements of our funders including through the Research Excellence Framework post-2014. In view of the dynamic nature of the Open Access environment, the provisions of the policy will be kept under review to facilitate alignment with future developments.


All research and scholarly output should be deposited in WestminsterResearch, the University’s online digital archive for electronic copies of research and scholarly work:

  1. In the case of journal articles, it is the responsibility of the individual author to provide the [email protected] with an electronic copy of the Final Author Version* for deposit immediately upon acceptance by the publisher
  2. Additionally, authors who meet certain criteria may apply to the University APC fund in order to make their outputs available through Gold Open Access (the ‘author-pays’ model)
  3. In the case of output types other than journal articles, authors are responsible for providing bibliographical details when the output has been accepted for publication. Where possible, authors are also asked to provide a digital copy or evidence** of the output
  4. In the case of outputs published elsewhere on a Gold Access basis, the metadata and a Final Author Version should be provided upon acceptance, and a copy of the published version as soon as it is available
  5. Faculties are responsible for reviewing the content of WestminsterResearch in response to periodic requests from the University, ensuring it provides a complete, current and accurate record of the Faculty’s research output and that the appropriate full text version or other supporting material is present
  6. WestminsterResearch will be populated by the repository Administrator on the basis of the information and outputs provided under 2–6 above
  7. The WestminsterResearch Administrator is responsible for addressing issues surrounding copyright, intellectual property, and existing publishers’ policies (including embargo periods) prior to depositing items
  8. It is the responsibility of the individual staff to remain aware of, and to meet their responsibilities for open-access publishing and the requirements of any funding bodies in relation to data dissemination. In doing so authors should refer to the comprehensive information on funders’ Open Access policies on the SHERPA/JULIET website and make use of the SHERPA-FACT service (Funders and Authors Compliance Tool)

* The Final Author Version may also be known as the Final Draft Author Manuscript, the Final Author Formatted Version or the Post-Print. Regardless of the title, this refers to the final draft author manuscript, as accepted for publication by a journal, including modifications based on referees’ suggestions, before it has undergone copyediting and proof correction. An exemplar may be found on Westminsterresearch.

** For non-text output this may include digital files presenting or showcasing the output and providing background information on the output and/or research process.

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