FAQ

Faq

About Open Access

What is the Waseda University Open Access Policy (hereafter referred to as ‘this policy’)?

It is a document that outlines the basic concept for researchers at Waseda University to make their research outputs, such as academic papers, openly accessible.

What do researchers have to do specifically according to this policy?

Researchers are encouraged to promote open access to the results of their research published in papers and other publications. This policy supports the promotion of open access, but it does not impose a mandatory obligation.

To whom does this policy apply?

The implementation guidelines for this policy define “researchers” to whom this policy applies as follows.

The term “researchers” generally means the following persons:
1) The University’s full-time and part-time faculty members, researchers, and staff who are engaged in research activities;
2) The University’s students who are engaged in research activities; and
3) Persons who are engaged in research activities using research funds or the University’s facilities or equipment, other than those who are listed in 1) and 2) above.
In this policy, it states that “The University publishes its researchers’ research findings such as articles (“research findings”) to the extent possible in the Waseda University Repository or by any other methods selected by the researchers.” Is it possible to publish drafts other than the publisher’s version or the final accepted manuscript in the repository?

Researchers may publish drafts other than the publisher’s version or the final accepted manuscript in the “Waseda University Repository” at their discretion. However, by publishing their work in the repository at stages other than the publisher’s version or the accepted manuscript, they risk having it considered already published by journals, which could hinder subsequent submission or publication. Researchers should carefully evaluate the guidelines and conventions in their respective research fields before making this decision.

Since this policy is only a university guideline, are researchers allowed to make individual decisions depending on each researcher’s situation, such as being part of a collaborative research?

This policy states that research outputs, such as academic papers, shall be made public “to the extent possible” but does not constitute a mandatory obligation. We recognize that there may be cases where Open Access is not feasible due to factors such as embargo periods or lack of permission from co-authors.

Please explain the relationship between this policy and the Cabinet Office’s mandate for immediate Open Access.

The Cabinet Office’s mandate for immediate Open Access applies specifically to publicly funded research. It requires immediate Open Access for “peer-reviewed academic papers (including authors’ final manuscripts and published versions in electronic journals) as well as supporting data” for new grants starting from fiscal year 2025.

In contrast, this policy extends beyond recipients of public research funding subject to the mandate and applies broadly to all researchers at Waseda University.

Based on the Open-and-Closed Strategy, while confidential information should be properly managed, researchers are encouraged to make their research outputs, including academic papers, as openly accessible as possible.

Which of the public research funds are subject to the immediate open access mandate issued by the Cabinet Office?

According to the “Specific Policies for Implementing the ‘Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs’” (Revised on Oct. 8, 2024, by relevant ministries and agencies), the public research funds subject to the immediate open access mandate are: Grants-in-Aid for Scientific Research (KAKENHI) by the Japan Society for the Promotion of Science (JSPS); Strategic Basic Research Programs by the Japan Science and Technology Agency (JST) and the Japan Agency for Medical Research and Development (AMED); Fusion Oriented Research for disruptive Science and Technology (FOREST) by the Japan Science and Technology Agency (JST).
Please note that this information may be subject to change. Please refer to the respective policy documents for the latest information.

How soon do you mean by “immediate” in the context of Immediate Open Access?

According to the “Specific Policies for Implementing the ‘Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs’” (Revised on Oct. 8, 2024, by relevant ministries and agencies), “immediate” is defined as “after the publication of academic papers and supporting data in academic journals (as electronic versions), without an embargo period.” However, since the time required for the procedure varies by institution, it is recommended that the content be made publicly available within approximately three months.

Please explain the scope of supporting data.

According to the “Specific Policies for Implementing the ‘Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs’” (Revised on Oct. 8, 2024, by relevant ministries and agencies), “supporting data” refers to the data that is required to be made publicly available as indicated in the “Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs.” This includes the supporting data for academic papers that are published in electronic journals, which is necessary for ensuring transparency and reproducibility. Please note that this definition encompasses data intended for sharing, such as Supplemental Data, and does not include data that is not intended for public disclosure, such as data requested during the peer review process.

In the context of the mandate for immediate open access, can a paper be considered “Open Access” if it is published on a laboratory’s website or similar platform?

According to the “Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs (Adopted by the Integrated Innovation Strategy Promotion Council on Feb. 16, 2024),” it is stated that “academic papers and supporting data shall be searchable on the NII Research Data Cloud.” Please ensure you’re your work is published on a platform that is searchable within the Research Data Infrastructure System.

In the case where the regulations of the academic journal that publishes peer-reviewed academic papers and supporting data do not permit immediate posting to institutional repositories or similar information infrastructures after publication, what should I do?

According to the “Specific Policies for Implementing the ‘Basic Policy for Achieving Immediate Open Access of Scholarly Articles and Other Research Outputs’” (Revised on Oct. 8, 2024, by relevant ministries and agencies), it is stated that: ‘In presenting research results, utmost efforts should be made to implement immediate open access. If the recipient finds it difficult to implement immediate open access, they must report the reasons for this difficulty in their annual performance report through the systems established by the relevant ministries and funding agencies. Furthermore, once the reasons for the difficulty are resolved, they are expected to promptly publish the academic paper and supporting data in institutional repositories or similar information infrastructures.’

Publishing Papers (Gold OA, Green OA)

How can I make it available in Open Access?

There are two ways: Green OA, which is published in institutional repositories; and Gold OA, which is published on the publisher’s website for an Article Processing Charge (APC).

Could you provide more details about Gold OA?

Gold OA refers to a publishing model where articles are made Open Access on the academic journal publisher’s website. Under this model, authors are required to pay an Article Processing Charge (APC).

However, if Waseda University has a Read & Publish agreement with the publisher, the APC for authors may be waived (or discounted). A Read & Publish agreement combines “access fees (subscription fees) for academic journals” and “costs authors pay to publish their articles as open access in academic journals” into a single package.

Please refer to the page below for details on the Read & Publish agreement:

What kind of APC support is available?

●Read & Publish Agreement

Regarding academic journals published by publishers with which our university has a Read & Publish agreement, Article Processing Charges (APCs) may be waived or discounted.
Please see the following website for details:

●Support for Academic Paper Publication

Subsidies are provided for expenses related to article submission, such as translation, proofreading, submission fees, and publication charges
Please see the following website for details:

●Support Program for Publication in High Impact Journals

If submitted papers are published in high-impact journals, subsidies will be provided to cover associated expenses.
Please see the following website for details:

Is my paper eligible to OA publication under the Read & Publish agreement?

Eligibility criteria and target journals vary by publisher.
Please see the following website for details:

What is a repository?

A repository is an online archive system for electronic storage and distribution of intellectual products. Examples include institutional repositories operated by research and development institutes, subject repositories managed by academic societies or research institutes in specific fields, and general-purpose repositories that accept data from any research field or institution.
Waseda University operates the “Waseda University Repository” as an institutional repository.

What can I publish in the Waseda University Repository?

You can register academic research outputs produced at Waseda University (e.g., papers, research data), theses and dissertations for which the University has conferred degrees, bulletins and publications of Waseda University, and educational materials created at Waseda University.

How can I register my research outputs in the repository?

Please refer to the “Content Registration” page on the Waseda University Repository Website to submit your application.

A paper I wrote at my previous school was published in a journal after I moved to Waseda University. Can I submit this paper to the Waseda University Repository?

The Waseda University Repository is intended exclusively for “research outputs created as part of Waseda University’s academic and educational activities.” Unfortunately, this means your paper from your previous institution cannot be registered here.

Can I submit a paper co-authored by researchers outside the University to the Waseda University Repository?

If any of the authors is affiliated with Waseda University, the paper is eligible for submission in the Waseda University Repository.

Do I need approval from my co-authors before submitting to the Waseda University Repository?

Yes, you do. The applicant should confirm with all co-authors whether or not the repository release (reproduction and public transmission rights) is permitted, and if necessary, obtain approval before applying for submission.

What happens to my paper published in the Waseda University Repository if I resign or move to another university?

All data once registered will never be deleted, even if the author moves to another institution. In addition, papers registered in the Waseda University Repository are assigned a permanent URL (Handle or DOI), which guarantees permanent access.

What should I be careful of when submitting an article for an academic journal to a repository?

To publish a paper submitted to an academic journal in the repository, you must follow the publisher’s Open Access policy. Please confirm the permissible version (either the “author’s final manuscript” or the “publisher’s version”) and any embargo period (a restriction period imposed by the publisher) before submitting your application.

Will the copyright be transferred to the library when I publish my content at the Waseda University Repository?

The copyright of the content will not be transferred to the library when it is published in the Waseda University Repository, but will remain with the original copyright holder, such as the author or publisher. Please see the website below for details.

Can a DOI be assigned to content for submission to the Waseda University Repository?

A DOI can be assigned upon request. Please see the following website for details.

I do not have an electronic file of my paper. What shall I do?

Data in PDF format is required for submission to the repository. We kindly ask you to apply for submission after converting your manuscript to data or PDF format. The library does not provide data conversion or PDF formatting services on your behalf.

Can I delete the content published in the Waseda University Repository?

Please contact us with specific reasons for your request.

Can I revise or alter the content published in the Waseda University Repository?

Please contact us with specific reasons for your request.

If I make an article Open Access in the Waseda University Repository, will it also be included in the article database?

The metadata of content registered in the Waseda University Repository is collected (harvested) by WINE and IRDB (Institutional Repositories Data Base). Furthermore, it is harvested by external databases such as CiNii and OpenAIR through IRDB. This collaboration of these system enables the papers to be widely accessible from both within and outside Japan.

Research Data Management

What kind of research data is subject to be managed or published?

The research data subject to management and publication refers to data collected or generated by researchers at Waseda University in the process or as a result of their research activities, regardless of whether it is in digital or non-digital form. This includes all types of data, such as numerical data, images, and text.
Please refer to the “Waseda University Research Data Management and Publishing Policy” and its accompanying Explanatory Notes for a detailed definition of the research data subject to this policy and for information about its publication.

Are there any designated data format? Are non-digital research data (samples, photographs from field surveys, field notes, etc.) also subject to management or publication?

There are no specific format requirements for data to be published and utilized. All data formats, whether digital or non-digital, are eligible. When publishing non-digital data, please digitize it in some way, such as by taking photographs or scanning it into PDF format, before releasing it. Please refer to the “Waseda University Research Data Management and Publishing Policy” and its accompanying Explanatory Notes for the definition of research data eligible under this policy.

Is it acceptable to publish the data alone, even if it’s only a list of numbers?

Please ensure that you also provide and save the data acquisition information, such as measurement methods, measurement period, measurement locations, and metadata, along with the data.

What is the Data Management Plan (DMP), and metadata?

●Data Management Plan (DMP)

A Data Management Plan (DMP) is a document that outlines how and by whom research data will be collected, how it will be managed, and how it will be utilized in the research process. The primary purposes of a DMP are to ensure the proper management of research data by researchers and to facilitate efficient tracking of research progress. DMPs are typically created by researchers or those managing research projects.

●Meta Data

Metadata is information that describes and provides context for the managed data. It typically includes; the name of the research data; a description of the research data; the manager of the research data and their contact information; the location of the research data; and policies for storage, publishing, and sharing of the research data.

Are there common elements for metadata?

First, check with your funding agency, as they may have specified metadata requirements. If not, we recommend following the “Common Items for Metadata in ‘The Basic Idea of Management and Utilization of Publicly Funded Research Data'” as a guideline.

Please explain how to create a Data Management Plan (DMP) and metadata. Are there any examples available?

Please check with your funding agency first, as they may have published examples or guidelines.

When and where do I submit the DMP and the metadata?

Please check with your funding agency.

Do I have to release all the data?

The decision to make research data public, keep it private, or share it in a limited manner is to be made by the researchers themselves, by referring to the “Waseda University Research Data Management and Publishing Policy” and its accompanying Explanatory Notes.

Does it have to be published in the Waseda University Repository?

It does not necessarily have to be the Waseda University Repository. You may also choose to release it in subject repositories.

Is there a penalty for not sharing data?

There are no penalties.

I don’t think releasing my data will be useful for other researchers. Do I still have to share my data?

The decision to share data is up to the researchers, but we recommend making it public if feasible, as it may benefit researchers in other fields.

What do I have to do to share my research data in the repository?

Please refer to the “Content Registration” webpage of the Waseda University Repository webpage, and submit your application.

If I publish my data, can I set conditions for its use?

In principle, you can choose from the Creative Commons licenses (CC licenses). Regarding CC licenses, please refer to the following webpage.

Will a DOI be assigned to my research data?

In principle, a DOI will be assigned. However, you may request not to have a DOI assigned at the time of repository registration. For more information on DOI assignment, please refer to the page below.