[MyImpact Guide on REF Open Access Eligibility Status Descriptions ] v6 12/12/2016
Author & Unit Administrator Guide to MyImpact – REF Open Access Eligibility
Once you have added your publication to MyImpact, your publication shall automatically generate an REF Open Access Eligibility status.
Please do not wait for the WOS download, add your publication to the system manually as soon as it has been submitted then amend the status
when accepted.
REF Open Access Eligibility Status Descriptions
Status
What this means
Eligible
The publication has satisfied the
REF Open Access criteria
The publication is outside the new
REF period
Not Applicable
What should the lead author
should do?
No further action required
What should the library
do?
No action required
What should the
Faculty do?
No action required
No further action required
No action required
No action required
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[MyImpact Guide on REF Open Access Eligibility Status Descriptions ] v6 12/12/2016
Publication
Pending
The publication is ‘In-Press’ and
has not yet been published
Not Published
The publication has not yet been
published
No Publication
Date
The publication is missing a
Publication Date
Embargo Fail
The embargo period is not in
accordance with the REF OA
policy
Deposit Fail
The full text has not been made
available within the required
timescale
The full text is required and due in
x number of days
Deposit
Pending
Deposit
awaiting check
The full text has been added by
author to MyImpact and is awaiting
validation by the library
Click on ‘Edit’ and change
status to ‘Published’ or Click
on ‘Request Change’ and
inform Library of new status
Click on ‘Edit’ move the status
point to ‘Published’ when
known
Either Click on ‘Edit’ and add
required date OR Click on
‘Request Change’ and inform
Library of known date
Staff should apply for an
Exception using ‘Manage Full
Text’. Colleagues in HASS
with publication embargos of
up to 24 months do not need to
apply – the Library team will
apply on your behalf
automatically and update your
record.
Apply for an Exception using
‘Manage Full Text’
No action required
No action required
No action required
No action required
Check OA Screen for
‘Publication Date Fail’ then
Edit ‘Bib Edit screen’
No action required
Update OA Manage screen
with Exception results
Inform Library of
Exception outcome
results
No action required
Click on ‘Manage Full Text’
and upload your full text
Check OA Screen for FullText Status = Full Text
Uploaded and Filter ‘Deposit
Pending’ or Add Exception
outcome when received from
Faculty
Complete Full Text checks
and Open Access checks
Inform Library of
Exception outcome
results
Flag with Units any
publications where
deposit is close to
deadline date
No further action required
No action required
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[MyImpact Guide on REF Open Access Eligibility Status Descriptions ] v6 12/12/2016
Access Fail
Access Pending
The publication did not meet the
access criteria to comply with REF
OA Policy
The full text has been added to
MyImpact and is awaiting display
No further action required
Inform Faculty Manager
reason for access fail
Inform Academic
of outcome
No further action required
Complete Bib-Edit, Full Text, No action required
Open Access and checks
OA Exceptions
To apply for an OA Exception. The author should Click on ‘Manage
Full Text’ then ‘Apply for an exception’.
This will generate an e-mail message which will be sent out to the
Faculty Manager.
The Faculty Manager will e-mail the library team of the OA Exception
outcome where it will change in due course.
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[MyImpact Guide on REF Open Access Eligibility Status Descriptions ] v6 12/12/2016
Embargoed Publications for REF Panel C and D Authors
Open access to deposited manuscripts can be embargoed, providing this does not exceed 12 months for REF Panel A and B or 24 months for
REF Panel C and D. As publications can be multi-disciplinary, MyImpact Eligible Embargo is currently set at the 12 month period regardless
of the author(s) going to be submitted to REF Panel C or D. Please be reminded even if there is a known embargo period you still have to
deposit your manuscript to the University repository within the 90 days after publication date to be ‘Eligible’.
If you are expecting to be returned as REF Panel C or D, the system will incorrectly display Embargo Fail for publications with an embargo of
over 12 and up to 24 months. You do not need to apply for an exception in this case. The library team will ‘Apply for an Exception’ on your
behalf and, when confirmed by your Faculty, your MyImpact status will be changed to make the publication ‘Eligible’.
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[MyImpact Guide on REF Open Access Eligibility Status Descriptions ] v6 12/12/2016
REF Open Access Dashboard for Unit Managers
Note when displaying a non UoA unit e.g. School of Agriculture. Your data will show ‘ALL’ affiliated staff members which will affect the
outcome of the dashboard numbers.
Members of staff who have ‘Peer
Review’ or ‘Agreed Review’ access
will have the ability to see the REF
Open Access Publications
dashboard.
Anyone who requires this level of
access and does not already have this
please contact your Faculty
Research Manager.
Click on ‘REF’ then ‘Open Access
Publications’
Note you will not be able to make
any changes whilst using this screen.
Please return to the ‘Manage’ then
‘Choose a person to manage’ etc.
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