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A number of research funders have announced policies mandating or recommending authors to self-archive their published papers on institutional or other repositories.
For instance, the latest version of the Public Access policy of the US National Institutes of Health (NIH) requires that grant holders deposit all papers published as a result of NIH funding in PubMed Central not less than 12 months after print publication. Similarly, the Wellcome Trust has announced a policy whereby authors are required to deposit the published version of their papers in PubMed Central within 6 months of publication.
Papers published in Microbiology, Journal of General Virology and Journal of Medical Microbiology are already freely available through open access at HighWire Press 12 months after publication, and papers published in International Journal of Systematic and Evolutionary Microbiology are freely available 24 months after publication; however, the SGM recognizes that some authors may wish to or be obliged to deposit a version of their paper in repositories at some point after online publication.
To allow authors to comply with these requirements, the SGM has signed the NIH Portfolio Agreement and has also introduced the Open Option scheme. More information about the scheme is available here.
For those authors who pay the Open Option fee
If authors pay the Open Option fee of £1750 (plus VAT where applicable):
their paper will be available free, without a subscription, through the journal website immediately on online publication, and
SGM will deposit the published article in PubMed Central (and mirror sites such as UKPMC), with this version of the paper being freely accessible on publication of the definitive version in the online journal, to comply with the requirements of the Wellcome Trust and other funding bodies. Authors who have paid the Open Option fee may also deposit the PDF version of the published paper in an institutional repository at this point.
For authors of studies funded by the US National Institutes of Health (NIH)
SGM is a signatory of the NIH Portfolio Agreement. As a result, for authors who inform SGM during the submission process that their paper reports results obtained partly or wholly with the aid of funding from NIH, SGM will arrange for the paper to be deposited in PubMed Central on their behalf. Papers deposited in this way will be freely available from PubMed Central 12 months after publication, in compliance with the NIH Public Access policy. All papers published in SGM journals since April 2009 that acknowledge NIH funding will be or already have been deposited in PubMed Central by SGM.
Because SGM is a signatory of the Portfolio Agreement, it is no longer possible for authors to deposit their manuscripts themselves in PubMed Central.
If authors fail to inform SGM that they are in receipt of NIH funding during the submission process, SGM accepts no responsibility for the failure of their paper to be deposited in PubMed Central. SGM reserves the right to impose an administration fee to arrange PubMed Central deposit under these circumstances.
For those authors who do not pay the Open Option fee and are not in receipt of NIH funding
For authors who do not pay the Open Option fee, their papers will be made freely available without a subscription 12 months after publication.
In addition, the copyright transfer agreement/licence to publish that authors must sign before publishing in the journal has been modified to give permission for deposit of the accepted manuscript (not the published PDF) in an institutional or other repository without paying the Open Option fee, subject to the following conditions:
Irrespective of when the manuscript is deposited, the depositor must ensure that this version of the manuscript must not be made publicly available until 12 months after publication if they have not paid the Open Option fee.
The version that is deposited must correspond exactly to the version of the manuscript that is accepted for publication in the journal. Authors must not deposit the PDF of the published version of their manuscript if they have not paid the Open Option fee.
The corresponding author should inform the Editorial Office at the earliest opportunity that they intend to deposit the manuscript in a (named) repository if it is accepted for publication.
It is a condition of acceptance for publication in the journal that the following text must appear on the title page of any author manuscript that is deposited in a repository:
This is an author manuscript that has been accepted for publication in Microbiology, copyright Society for General Microbiology, but has not been copy-edited, formatted or proofed. Cite this article as appearing in Microbiology. This version of the manuscript may not be duplicated or reproduced, other than for personal use or within the rule of �Fair Use of Copyrighted Materials� (section 17, Title 17, US Code), without permission from the copyright owner, Society for General Microbiology. The Society for General Microbiology disclaims any responsibility or liability for errors or omissions in this version of the manuscript or in any version derived from it by any other parties. The final copy-edited, published article, which is the version of record, can be found at http://mic.sgmjournals.org, and is freely available without a subscription 12 months after publication.
When the manuscript is deposited in a repository, the depositor should inform the Editorial Office that the deposit has been made and should confirm that this version will not be made available until 12 months after publication if they have not paid the Open Option fee.
Authors are reminded that failure to abide by these conditions may constitute a breach of the copyright transfer agreement and licence to publish.
Editorial Office staff are not in a position to answer specific questions about the process of repository deposit.
Last updated 1 March 2011
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