Partnering on Copyright

Some individuals of the scholarly communications community are already familiar with Open Access and self-archiving, including institutional repositories (IRs), with either a keen interest in the concept or actual experience in reporting and accessing research in this way. These people are good examples of self-archiving in practice and can act as ‘champions’ or advocates to promote the OA cause. They might be found in any section of the community and could be academics, librarians, managers, or representatives of funding bodies. Whole schools or departments may even act as champions, especially in the case of physics, mathematics and computer science, where there is a tradition of self-archiving, both on departmental web pages and in subject-based repositories.

How champions can help effect change

The use of champions is a positive advocacy vehicle for the following reasons:

• Individuals are more likely to listen to colleagues with similar work commitments and requirements. Informal, face-to-face communication in the actual work environment conveys a focus on meeting specific needs and working with existing research practices
• Champions are more understanding of colleagues’ views and needs, and will know how best to approach the subject in light of this knowledge
• Champions can act as a bridge between the IR administrator and the stakeholder group to which they belong
• Champions will be able to introduce OA and issues such as copyright informally, thereby encouraging awareness through discussion
• Using champions from all stakeholder groups will also help strengthen the bottom-up and top-down approaches to advocacy, i.e., the targeting of both academics and senior management. Indeed, identifying a champion at senior management level, as was the case with the Deputy Vice Chancellor of Cranfield University, for example, can be particularly successful. Obtaining their support is a way of getting whole departments on board.

Targeting specific departments

It makes the IR administrator's task harder if he or she is trying to contact academics who do not know anything about self-archiving, especially if they do not have any particular links with departments. The use of champions, however, is especially effective in reaching such academics, increasing awareness of OA and self-archiving within an actual department. Subject librarians in particular have a significant role to play as they will already be in regular contact with specific departments and so know more about the working environment and information needs of the academics there. A champion may even be able to act as a depositor for academics, and to offer them help and training in the submission process.

Practical ways of identifying possible champions

• Identify interested parties via subject librarians
• Contacting academic authors in Cream of Science, a showcase of openly accessible research by more than 200 prominent Dutch scholars
• Contacting editors of Open Access journals
• Identify interested parties at advocacy events, presentations, etc., through informal face-to-face communication
• Give contact details of the IR administrator on all forms of advocacy materials, inviting those interested in, or with questions about, the IR or OA in general to contact them.
• Sending an ‘opt-in’ email, as used by the White Rose ePrints Repository, in order to identify academics interested in having their research articles mounted on the IR. Those interested can simply reply to the e-mail with information on where a list of their publications can be found (e.g. their own web site, local publications database, attached file, etc.) and to request that copyright checking is undertaken on their behalf where necessary.

What makes a good champion?

There must be careful consideration before actually choosing champions. An over-zealous supporter of the IR may actually have a negative effect on the advocacy initiative. A champion must also have the respect of those they work with, and have very good written and verbal communication skills. There is no point in having an enthusiast who is not respected by peers and colleagues alike and who cannot get their message across.

Practical ways champions can contribute to the advocacy initiative

There are a number of ways in which champions can encourage OA and self-archiving. These include:

• The use of their testimonies and pictures in promotional materials, such as articles in newsletters, flyers, and on the IR website
• Talking informally to colleagues, thereby encouraging word of mouth
• Giving or taking part in presentations to colleagues, and in institution-wide advocacy events

Conclusion

Identifying champions in all sections of the community will increase the effectiveness of any advocacy initiative. As champions have a unique understanding of colleagues’ needs and concerns, problems are more likely to be identified quickly and solutions found. There is also an increased sense of collaboration between stakeholder groups, with input from all parties being encouraged.

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