Scholarly Communications

Open access

I have uploaded my recently accepted journal article to the Institutional Repository via LUPIN. Why is it not appearing at the top of my list of publications?

If the article does not have a publication date it will appear at the end of the list. This is because the list is ordered by date of publication. You can manually update the publication date (if known) in LUPIN.

I have heard my journal article may not meet the OA policy requirements for REF2021 submission, but I have published it Gold OA. Is it eligible for REF2021 submission?

The HEFCE OA policy states “to be eligible for submission to REF 2021, authors’ outputs must have been deposited in an institutional or subject repository”. Thus University policy states that you should upload your accepted manuscript to the Institutional Repository (IR) even if you know that you are to publish Gold OA. If you have not uploaded your accepted version please upload the published version to the IR via LUPIN. Then email the Research Policy Team (researchpolicy@lboro.ac.uk) and inform them that the article was published Gold Open Access in order for them to check that your article is compliant with the REF2021 OA policy. Where you have originally uploaded an Accepted Manuscript version to the Institutional Repository Library staff will check for publication of the Gold OA publisher PDF on a regular basis and swap the files over. 

My paper is published Gold OA, why do I need to deposit it in the Institutional Repository via LUPIN?

There are a variety of benefits to depositing your article in the Institutional Repository (IR) including:

  • IR versions are easily found by Google and can increase visibility and citations.
  • The HEFCE OA policy states “to be eligible for submission to REF 2021, authors’ outputs must have been deposited in an institutional or subject repository”.
  • It enables a comprehensive list of publications on staff webpages to be generated by LUPIN.
  • The IR version may be more accessible than the publisher’s version and is permanently archived.
  • IR staff will check compliance with University, REF2021 and other funder OA policies.

My Gold Open Access publication is not appearing in my list of publications on the Institutional Repository, why is this?

Is it in your LUPIN account? If not add a manual record to LUPIN for the article remembering to upload the Gold OA published version of the manuscript to be deposited in the IR.


If there is a LUPIN record check to see if the date of publication field has been filled in. If there is no publication date it will appear at the end of your list of publications. This is because the list is ordered by date of publication. If you have not deposited a file for the IR you can do this now.

I have been informed that one of my publications needs to be deposited into the Institutional Repository but I deposited it a while ago. Why is it not showing as being deposited?

It is possible that you uploaded the file, but did not complete the deposit process, hence this paper is appearing as ‘Not deposited’. There is a box for the depositing author to tick and a “deposit my publication” button to click (please see slide 17-18 of the “DEPOSITING ACCEPTED MANUSCRIPTS USING LUPIN” presentation available by logging in with your university username and password to the following link: https://internal.lboro.ac.uk/info/media/Intranet/Content/Research-Office/Downloads/LUPINv5-depositingfull%20text-ppt.pdf). This will complete the process and send the record and file through to the Institutional Repository for processing. If this does not resolve the problem contact the Research Policy Team (researchpolicy@lboro.ac.uk).

One of my Loughborough co-authors is being chased to submit a publication of ours to the repository, but I have already uploaded the publication. Why is this?

This can occur if the paper has been entered more than once in LUPIN, and if one record is linked to the deposited paper but the other does not.


Email the Research Policy Team (researchpolicy@lboro.ac.uk) and they will merge the different entries making sure that the version with the attached manuscript is the primary source.


To avoid this happening again please check that all authors are added to the record and internal authors are confirmed as being at Loughborough. Please notify researchpolicy@lboro.ac.uk if you notice a duplicate record in your “Pending” publications section and need help merging it with your original record.

I moved to Loughborough University recently and consequently some papers I wrote whilst at a previous institution will have been added to LUPIN after the 3 month from acceptance deadline. How is the University/REF treating such cases?

HEFCE guidelines state that such papers will be OA policy compliant if there is a seamless transfer of publications, i.e. at all times the article is available to view. Most repositories do not deliberately remove papers after an author has moved to another institution so access to your paper should be continuous. If you are concerned about this it might be worth double checking with your previous employer’s institutional repository team. Make sure your papers are uploaded to the Institutional Repository via LUPIN ASAP and email the Research Policy Team (researchpolicy@lboro.ac.uk) to inform them that they were previously available on another institutional repository. This should ensure that both the REF and University requirements for OA are met. If you want advice regarding bulk uploads of papers please contact Research Policy Team.


If your papers are not on your previous institution's repository add them to LUPIN ASAP and email the Institutional Repository Team explaining the issue (repository@lboro.ac.uk).

A paper of mine has just been accepted for publication and I was asked if I want to choose any open access options. This involves paying the publisher for the journal to be Gold Open Access. Do I need to do this for my article to be OA policy compliant?

Please refer to the OA flowchart available from the University’s open access webpage (http://www.lboro.ac.uk/research/scholcomms/openaccess), this will walk you through the decision making progress. If you have any more questions please contact the Research Policy Team (researchpolicy@lboro.ac.uk) or the Institutional Repository Managers (repository@lboro.ac.uk).

My research is funded by a UK Research Council and I need to publish my article Gold OA to be compliant with their OA policy. Are there any funds available for this?

Yes, please follow the link below and fill in the RCUK open access funding request form. http://www.lboro.ac.uk/research/scholcomms/openaccess/rcukform/


The Institutional Repository Managers will then check the details against the RCUK’s criteria for funding and get back to you with details of how to proceed.

I want to publish my article Gold OA what licence do I need to apply for?

Creative Commons Attribution licence (CC-BY)

Do we have any deals with publishers regarding Gold OA publishing?

Yes. Log in using your university user name and password to the following link to view deals
https://internal.lboro.ac.uk/info/scholcomms/OAdiscounts/


Some, but not all of these are limited to RCUK funded papers. If you have any more questions please contact the Institutional Repository Managers (repository@lboro.ac.uk).

Our ADR has shared a spread sheet regarding publications in the OA policy and a paper which I submitted to LUPIN does not appear on it. I would expect it to be in the REF 2021 Compliant tab. Why is it not there?

Is the date of acceptance before April 2016? If yes, it would fall outside of the REF Open Access Policy. It is still REF returnable but does not have to meet the REF Open Access requirements that all publications accepted after the 1 April 2016 would and thus would not be included on the spreadsheet.


If no, please contact the Research Policy Team (researchpolicy@lboro.ac.uk) or the Institutional Repository Managers (repository@lboro.ac.uk) for further advice.

I have deposited my paper in the Institutional Repository (IR) via LUPIN but it cannot be downloaded or viewed from the IR. Why is this?

Once a paper is uploaded to LUPIN it is sent to a holding area until it is reviewed by one of the IR staff. It may be that your paper is still under review and has not yet gone live. Alternatively the paper may be in closed access due to publisher’s embargo period or due to copyright reasons. Contact the IR Managers if you need any further advice (repository@lboro.ac.uk).

I have been asked to upload my paper to the Institutional Repository via LUPIN to be compliant with REF2021 OA policy, but my industrial collaborators do not want it to be OA. How should I proceed?

More information will be required by the Institutional Repository Managers, please contact them to discuss your specific requirements at repository@lboro.ac.uk.

Does the HEFCE OA policy also require me to upload conference papers?

The HEFCE OA policy only covers published conference proceedings with an ISSN, however all conference outputs should be deposited to comply with university policy in order to increase their visibility.

I have been informed by my ADR that my journal article does not meet the OA policy requirements for REF2021 submission, but it is an editorial and thus would not be submitted. What should I do?

Please email the Research Policy Team (researchpolicy@lboro.ac.uk) and they will add a note to the record.

Why can’t I use ResearchGate or similar to deposit my publications?

Engaging with ResearchGate, Academia.edu and other academic social networking sites (SNS) are great for improving the visibility of your research. However, they are not a substitute for depositing your work on the Institutional Repository for the following reasons:

  • SNS do not meet HEFCE or other funding bodies’ OA policy requirements
  • SNS do not commit to providing long term access to or preservation of your papers
  • You may be in breach of copyright by uploading papers to SNS
  • Many sites are commercial, and you may lose control of the information that you have uploaded. This could result in it being used for purposes that you do not wish it to be used for.

For further guidance on engaging legally with SNS please see our guidance at http://www.lboro.ac.uk/research/scholcomms/outreach/

Does the proof version of my article count as the accepted manuscript / author’s final version?

No, unfortunately not. HEFCE are clear that: “The accepted manuscript is not the same as the copy-edited, typeset or published paper – these versions are known as ‘proofs’ or ‘versions of record’ and publishers do not normally allow authors to make these open-access” http://www.hefce.ac.uk/rsrch/oa/FAQ/#deposit4.

What does deposit within three months of date of acceptance mean?

The date of acceptance is the firm rather than the provisional acceptance - this happens before any proofs are circulated. Please see the link below for more information http://www.hefce.ac.uk/rsrch/oa/faq/#deposit4

Should I deposit any outputs that are not journals or conference proceedings?

The University OA policy strongly encourages, rather than requires, you to deposit author-created versions of other forms of research output such as book chapters. This is to help raise visibility and maximise citations. It may also help earn extra credit for REF2021.

What date range does the REF2021 open access policy cover?

The REF2021 Open Access requirements only apply to publications accepted after 1st April 2016. If an article falls outside of the REF Open Access Policy dates it is still REF returnable but does not have to meet the REF Open Access requirements that all publications accepted after the 1st April 2016 would.

Do I need to deposit articles that were accepted before the 1st April 2016?

We strongly recommend that you deposit these articles in order to increase their visibility. However the REF2021 Open Access requirements only apply to publications accepted after 1st April 2016. If an article falls outside of the REF Open Access Policy dates it is still REF returnable but does not have to meet the REF Open Access requirements that all publications accepted after the 1st April 2016 would.