Managing Open Access Payments:

Experience From the Front Line

Chad Pillinger

School of Biological Sciences

Open Access at the University of Cambridge

• Promotion via the Central Library website

(http://www.lib.cam.ac.uk/create_change/).

• DSpace – Institutional repository (http://www.dspace.cam.ac.uk/).

• Membership of Scholarly Publishing and Academic Resources Coalition

Europe (SPARC).

• Events e.g. International Open Access week 19-23 October.

• Supporters membership of BioMed Central.

• Wellcome Trust Open Access fund.

Wellcome Trust Open Access fund

• Annual grant.

• To fund Open Access costs of publications arising from Wellcome Trust

funded research.

• Topped up throughout the year as required.

• Run from the School of Biological Sciences Office.

Wellcome Trust Open Access at Cambridge –
Application Process

• Try to keep process as simple as possible for researchers.

• Webpage for researchers at

http://www.bio.cam.ac.uk/sbs/funds/wt_claims.html.

• Researchers need to pay Open Access fees from

research/Departmental funds initially.

• Fill out a form and send with an internal invoice to School Office.
Instructions to Authors
Wellcome Trust Open Access claim form

Request for Wellcome Trust VIP funding for Open-Access Publication

(see notes overleaf)

Name and Department

Date

Paper Title

Publication and Publisher

Is a specific payment charged for open access? (Yes/No)

Proportion of work funded by Wellcome Trust

Amount required (if original charge not in sterling, please

note original as well)
Wellcome Grant Holder’s Name

Wellcome Grant Holder’s Reference Number (Sponsor

reference of format 0123345/Z/03/Z)
PubMedCentral Reference (ask your journal for this)
Application checks

• Journal is compliant with Wellcome Trust Policy (SHERPA/RoMEO).

• Amount applied for is correct.

• No page/picture charge costs being claimed for.

• Invoice and application form are for the same article.

 Keeping track of payments

RECIPIENT DEPT JOURNAL TITLE Invoice No. AMOUNT DATE DATE Paid Projected Actual total Notes
REQ REQUEST INVOICE TOTAL remaining
REC. REMAINING
£149,684.43 £149,684.43
XXX Veterinary FEMS Dexamethasone modulates PN 568000/ £1,527.50 12-Sep-08 30-Oct-08 y £148,156.93 £148,156.93
Medicine Immunology & Salmonella enterica serovar….. 569353
Medical
Microbiology
XXX Pharmacology Behav Brain Res Distribution and chemical PL 571076 £1,658.00 30-Sep-08 25-Nov-08 y £146,498.93 £146,498.93
characterisation of neurons within
the nucleus….
XXX Engineering Current Biology Flexible representations of NA 564293 £3,439.18 03-Oct-08 01-Oct-08 y £143,059.75 £143,059.75
dynamics…
XXX Medicine Hepatology Histological changes in HCV RC 565338 £1,745.00 07-Oct-08 16-Oct-08 y £141,314.75 £141,314.75
antiobody…
XXX Inst for Medical Genome Res A novel mode of enhancer SB 565348 £1,084.80 07-Oct-08 07-Oct-08 y £140,229.95 £140,229.95
Research evolution: the Tau1….

XXX Experimental Chemistry Folding of a LysM domain… MA 569034 £2,191.14 05-Nov-08 05-Nov-08 y £138,038.81 £138,038.81
Psychology
XXX Wellcome Trust PloS Biology Promotion of reprogramming to PH 570206 £1,728.11 17-Nov-08 17-Nov-08 y £136,310.70 £136,310.70
Centre for gound state….
Stem Sell
Research
XXX Biochemistry Nature The crystal structure of the PH 571647 £3,966.21 27-Nov-08 27-Nov-08 y £132,344.49 £132,344.49
Escherichia coli RNase.…
XXX Pharmacology Am J Physiol Localization of Phosphatidylinositol PL 574313 £1,232.40 18-Dec-08 18-Dec-08 y £131,112.09 £131,112.09
Renal Physiol phosphate kinase IIy in kidney…

XXX McDonald Inst Vegetation Millets across Eursasia: chronology JC 576560 £2,254.34 15-Jan-09 15-Jan-09 y £113,578.21 £113,578.21
History and and context….
Archeobotany
XXX McDonald Inst Vegetation Millets across Eursasia: chronology JC 576656 £338.15 15-Jan-09 15-Jan-09 y £113,240.06 £113,240.06
History and and context….
Archeobotany
Entry onto Wellcome Trust return form

Open Access Wellcome Grant

Date of Article cost in
Author Publisher Journal title Article title or citation fee paid (in £ PubMed Central Reference Holders's name and
publication native currency
sterling) dept
American
Temporal and spatial regulation of
Society for Journal of Biological
XXX the phosphatidate phosphatases October-08 $2000 £1,329.80 PMC2570901 XXX
Biochemistry Chemistry
lipin 1 and 2
and Molecular
Promotion of reprogramming to
XXX PloS PLoS Biology ground state pluripotency by October-08 $2850 £1,728.11 PMC2570424 XXX
chemical inhibition.
American American Journal of Human H+ATPase a4 subunit
XXX Physiological Physiology (Renal mutations causing renal tubular October-08 $2000 £1,351.20 18632794 XXX
Society Physiology) acidosis reveal a role for interaction
A quality guided displacement
Medical Image
XXX Elsevier tracking algorithm for ultrasonic November-08 $3450 £2,340.57 19081285 XXX
Analysis
elasticity imaging
Journal of Medical The molecular landscape of ASPM
XXX BMJ Group Nov-08 £1,380.00 £1,380.00 19028728 XXX
Genetics mutations in primary macrocephaly
5-HT2CRs expressed by pro-
XXX Elsevier Neuron opiomelanocortin neurons regulate November-08 $5875 £3,728.50 PMC2631191 XXX
energy homeostasis
Natural-killer cell ligands at the
Oxford maternal-fetal interface: UL-16
XXX Human Reproduction November-08 £940 £940.00 PMC2569846 XXX
University Press binding proteins, MHC class-I
related molecules, HLA-F and
Do mammals make all their own
XXX Portland Press Biochemical Journal November-08 £1,500.00 £1,500.00 PMC 2605958 XXX
inositol hexakisphosphate?

Snapshots of catalysis in the E1

subunit of the pyruvate
XXX Elsevier Structure December-08 $5875 £4,022.04 19081062 XXX
dehydrogenase multienzyme
complex
Challenges

• Account held in the Department of Pathology.

• Ensuring that journal publishes on PubMed Central.

• Unpredictability of requests over the year.

• Occasional odd cases e.g. collaborative papers.

• Communication:

• Who/where are Wellcome Trust grant-holders?

• Who is the Open Access point of contact?

Communication

• Complicated by numbers of Departments/Schools involved.

• Communication through Departmental Administrators.

• Website (http://www.bio.cam.ac.uk/sbs/funds/wtinfo.html).

• Wellcome Trust communication with researchers.

Use of Wellcome Trust Open Access funds

Open Access funds claimed for individual papers per year

2005-09

160 152.923

140
Amount claimed (£'000s)

120

100

80 66.993
60

40 30.517

20 7.685
0
2005-06 2006-07 2007-08 2008-09
Academic year
Summary

• University of Cambridge is active in a number of areas to support Open

Access.

• Procedures kept as simple as possible for researchers.

• Awareness of Open Access obligations appears to be increasing.

• Challenge to maintain awareness.

Contact Details

Chad Pillinger

School of Biological

17 Mill Lane,

Cambridge CB2 1RX

Tel. (01223) 766905

E-mail: cp316@admin.cam.ac.uk