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Sabancı University Open Science Policy

Sabancı University Open Science Policy

INTRODUCTION

Open Science provides benefits in many aspects such as making research outputs and research data freely and transparently available to the whole research community and to the public with the contribution of developments in information and communication technologies, increasing the effectiveness and dissemination of research conducted with public resources, increasing the efficiency of the scientific research system, and enhancing the visibility and traceability of research, reducing recurrent studies in the same research area, and strengthening connections with international research.

In line with the global developments and achievements in Open Science, Sabancı University has determined the principles in this policy for research, researchers, publications with the university address, and research data for which it provides support.

EFFECT AND SCOPE

This policy covers the academic studies supported directly or indirectly by Sabancı University and carried out by the members of the University and the data related to these studies.

RIGHTS, RESPONSIBILITIES AND DUTIES

Sabancı University is responsible for:

  1. Supporting and strengthening the transition to Open Access / Open Science through education, training and awareness-raising activities targeting researchers and all other staff, as well as providing the necessary infrastructure and funding to achieve this transition. Contributing to the acquisition of Open Science skills as an integral part of the vocational training and career development offered to researchers.
  2. Making the use of unique identifiers (such as DOIs, ORCID or others) mandatory.
  3. Appointing a Data Manager responsible for all matters related to data compliant with National and European Union laws, including, but not limited to, matters related to the development of Data Management Plans.
  4. Providing and developing mechanisms and services for appropriate guidance to researchers, as well as long-term protection for the storage, preservation, recording, retention and distribution of data and other records.
  5. Embedding Open Science practices in improving research evaluation and measurement criteria beyond providing open access to publications and data, such as participation in Citizen Science projects, open peer review experience, or use of Open Educational Resources.
  6. Monitoring the content of the institutional repository with the statistics provided by the system, following the policy compliance.
  7. Ensuring that the institution's repository and other research infrastructures comply with the certification requirements of the FAIR data principles (Findable, Accessible, Interoperable, Reusable) and European Open Science Cloud technical specifications.
  8. Having an Open License policy to publish content and data.

Researchers are responsible for:

  1. Managing publications, data and educational resources in accordance with the principles and terms set out in this Policy.
  2. Complying with organizational, regulatory, institutional and other contractual legal obligations regarding the production, processing, storage, management and distribution of publications and data in the absence of any agreement with priority third parties.
  3. Ensuring that the principles governing the processing of data (in accordance with existing Policies and funders' mandates) are included in a Data Management Plan.

OPEN ACCESS TO PUBLICATIONS

  1. Requires researchers to add metadata of all published publications (including publications under embargo) to the institutional repository as soon as they are accepted for publication. Researchers are responsible for the timely addition of their publications to the institutional repository.
  2. Requires researchers to add an electronic copy (author's final copy (postprint) or publisher's version) of all published peer-reviewed journal articles and conference proceedings to the institutional repository at the time of storage or within 1 month at the latest, and make it accessible.
  3. Stored publications may remain closed for up to 6 months (or 12 months for social and humanities), subject to the rules of the publisher's copyright and archiving policy. Full texts of conference papers may be exempted from opening for a period of time through the institutional repository, provided that they document their special reasons (obtaining a patent, national security, etc.).
  4. Requires that the bibliographic data stored for all publications be made available to increase visibility even if the publication is “closed”.
  5. All publications and activities in the Sabancı University Institutional Repository (Research Database) are taken into account in the institutional evaluation of researchers' research outputs (IRF [Individual Research Fund] determination, performance measurement). Publication and event information that is not included in this archive is not taken into account in the evaluations. If a researcher does not fulfill their responsibilities specified in the policy, they will not be included in the IRF and performance evaluation and cannot benefit from this right.
  6. Encourages researchers to store research data supporting their publications in the institutional repository or other appropriate Open Access Data Archive.
  7. Encourages researchers to retain copyrights or to offer publisher the licenses that will give them the widest access to their publications (e.g. Creative Commons - CCBY).
  8. Research database includes the following types of publications.
    • Article
    • Papers in Conference Proceedings
    • Working Paper / Technical Report
    • Book
    • Book Section / Chapter
    • Monograph
    • Volumes Edited / Special Issues
    • Book Review
    • Patent
    • Inclusions in Journals, Books, Encyclopedias, Catalogues
    • Thesis
    • Projects
    • Datasets
  9. Research database includes the following types of events.
    • Conference / Workshop / Seminar Item
    • Thesis / Masters' Project Supervision
    • Creative Activity in Art and Design
    • Exhibition / Displays
    • Awards, Honors, Fellowships
    • Editorial Board Membership
    • Other
  10. The following versions of the publication types included in the publication process can be registered in the Research Database.
    • Working drafts
    • Submitted versions (as sent to journals for peer-review)
    • Accepted versions (author's final peer-reviewed drafts)
    • (Published versions (publisher-created files)
  11. Only the publications with Sabancı University address are accepted into the Research Database.
  12. The data entered by the users about events added to the Research Database and the publications whose status is not “published” are accepted as correct and the registration is confirmed.
  13. The publications that are added to the Research Database and whose status is "published/online first”, are approved by checking the "publisher" information and completing the missing information.
  14. If the publications added to the Research Database exist in Web of Science and Scopus, the existing data are approved by taking into account the information contained in these databases.
  15. Metadata
    • The metadata scheme used in Sabancı University Research Database is based on Dublin Core.
    • Metadata fields not included in Dublin Core can be tailored to Sabancı University’s needs to provide a full description of a resource.
    • Everyone can access metadata free of charge.
    • Metadata may be used without permission for non-profit purposes and as part of the Open Archive Initiative, or in such cases, a link to the original metadata may be provided. In this case, the Sabancı University Research Database should be cited or specified as a reference.
    • Metadata cannot be used for commercial purposes without permission.
  16. The Information Center is responsible for operating the Sabancı University Research Database and fulfilling its editorial duties. Research and Graduate Policy Unit is responsible for the type of records including Patents and Projects.
  17. Copyrights

    Full text and pre-print access to scientific outputs in the Research Database is determined by reference to SHERPA/ROMEO, according to publisher and embargo periods.

    • Full texts of publications copyrighted by Sabancı University and the author can be accessed free of charge. Among these publications, those with restrictions related to the publisher and the embargo period will be accessible at the end of the embargo period.
    • Academic studies in the Research Database may be reproduced, demonstrated and presented in any format or medium for personal study and research, educational or non-profit purposes without prior permission, provided that the following information is provided.
    • Details of authors, publication name and full bibliographic information are given.
    • Link and/or URL information is provided for the original metadata page and the content cannot be changed in any way.
    • Publications may not be sold or used in any form or medium without official permission from the copyright holder.

  18. Protection and Storage
    • Sabancı University will make every effort to ensure that all publications stored in the Research Database can be accessed and read.
    • Publications are stored in the Sabancı University Research Database indefinitely.

OPEN ACCESS TO RESEARCH DATA

  1. Sabancı University requires researchers to place the research data required to verify the results presented in scientific publications in an appropriate archive in accordance with international standards.
  2. Sabancı University requires that data and services be handled openly and according to FAIR principles. Data should also be traceable and avaiable wherever possible.
  3. Sabancı University Research Ecosystem adheres to the principle of “as open as possible, as closed as necessary”. If the data is not clear for legal, privacy or other relevant (eg sensitive data or personal data) reasons, this should be clearly disclosed. In any case, it provides the metadata that enables the data to be found.
  4. Sabancı University encourages acceptance of Open Science Cloud requirements for monitoring Open Science resources.
  5. Sabancı University provides its researchers with an appropriate Data Management Plan for each research activity they are involved in. Sabancı University researchers define post-project usage rights by identifying appropriate licenses.
  6. The minimum archival period for Sabancı University research data is 10 years after the assignment of a permanent identifier. In the event that these records are deleted or destroyed after the required archival period has expired or for legal and ethical reasons, all legal and ethical aspects of such actions need to be considered.
  7. All research data produced by the members of the University belongs entirely to the University (or the funders) and in case the University member leaves the institution, the data remains with the University. In projects carried out jointly by more than one institution, each partner is accepted as the owner of the research data.
  8. 8. The sharing of research data should be limited in the following situations.
    1. Data that may harm the rights of individual researchers and/or subjects and cannot be anonymized,
    2. If there is a copyright issue,
    3. If it contains secondary data that may be used as part of the research but is not allowed to be shared with others.
  9. The costs of storing and managing research data should be included in the overall cost of research projects and, where possible, in research grant applications.
  10. Roles and Responsibilities
    1. Responsibility for research data management within any research project, program or activity rests primarily with the relevant Researcher.
    2. The Researcher is responsible for collecting, storing, documenting, accessing and archiving or properly destroying research data and research-related records.
    3. The Researcher is responsible for complying with the legal requirements and obligations of the funding institution or other legal entities.
    4. The University is responsible for developing and providing processes and services for the storage, preservation, accumulation and recording of research data to support current and future access to research data during and after research studies.
    5. The Information Center is responsible for providing training, guidance and support during the operation of Research data and the Sabancı University Research Database.
    6. Information Technology is responsible for ensuring infrastructure and data security.

METHOD

Open Science

Sabancı University actively promotes the understanding of Open Science practices (beyond publications and open access to data). For example, it follows up participation in citizen science projects, use of open peer review, use of open educational resources, release and development of data and content under open and standard open licenses.

Infrastructure

  1. Sabancı University meets approved quality standards (is OpenAIRE compliant and meets FAIR principles) and is linked to the European Open Science Cloud.
  2. Sabancı University ensures that records are interoperable with archives in accordance with international standards and through the OpenAIRE Metadata Scheme.

Research Evaluation and Measurement

Funding organizations, in cooperation with other appropriate bodies, are committed to developing a research evaluation framework that promotes research quality and Open Science behavior and practice by monitoring relevant European developments and the work of the European Open Science Policy Platform. They consider their impact on researchers from different disciplines and at different career stages. They are committed to the establishment of reward mechanisms for researchers using Open Science applications (e.g. sharing tentative results via open platforms, using open software and other tools, participation in open collaborative projects -e.g. citizen science- etc.).

Training

  1. Sabancı University Information Center, in collaboration with departments and other appropriate institutions (such legal services, research support staff, Data Management Plan experts) coordinates the opening of training courses to facilitate the adoption of open science and to provide researchers, librarians and other support staff with the necessary skills and expertise. Such training courses include skills required for open access publishing, open data, data management, research data, and research ethics.
  2. Training is offered to researchers at all career stages, taking into account different disciplines, and is included in the curriculum.
  3. Appropriate funding is provided for these activities and synergies with other stakeholders, as well as funders, are sought for this purpose.

Policy Effect

This policy will be reviewed and updated every two years by the Sabancı University Research Council. Sabancı University Vice President for Research will be responsible for the implementation of this policy and will assume the executive role in resolving any disputes that may arise and in making changes to the policy when necessary. The research data part of this policy will be piloted for two years from the effective date of the Open Science Policy.

The Committee will be responsible for revising the policy when it deems necessary. Suggestions and comments will be submitted to Sabancı University Vice President for Research.

The provisions of this Regulation have been approved by the Sabancı University Research Council and will come into effect on 30.01.2020.

ANNEX

  • Open Peer Review: It is defined as a scientific review mechanism in which both the reviewer and the author have information about each other's identities during the review and publication period.
  • Open Science: Open Science Means that science can be carried out in such a way where publications, research data, laboratory notes, and other research processes are freely available, with conditions that allow the reuse, distribution, and production of research, and where other researchers can collaborate and contribute.
  • Open Education Resources: According to the OECD, these resources are “teaching, learning and research materials using open licenses that allow free reuse and continuous improvement by others for educational purposes”.
  • Open Access: It means that scientific literature can be accessed, read, saved, copied, printed, scanned, linked to the full text, indexed, transferred to software as data, and used for any legal purpose without financial, legal and technical barriers through the internet.
    1. Gold Open Access: Where the work of researchers published in academic journals is open access through the published journal and from the moment it is published.
    2. Green Open Access: Where there is an openly accessible copy of the accepted version of the researchers' work published in academic journals.
  • Open Data: Data that can be used, reused and distributed freely and free of charge by anyone without being subject to any copyright, patent or other control mechanisms.
  • Academic Studies: : Refers to the studies that emerged as a result of the research, funds received by and creative activities conducted by Sabancı University Members.
  • Embargo: The period during which the full text of a publication stored in the archive can be “closed” for access. (The full text of the publication is not accessible)
  • Research Data: Data used to validate the results presented in scientific publications. (Statistics, test results, measurements, observations, interview recordings, images, etc.)
  • Researcher: Defined as any member of Sabancı University research staff at all levels, regardless of their employment level, including employees and doctoral students.
  • DOI (Digital Object Identifier): An identifier that identifies an intellectual property or a part of this intellectual property in an online environment. https://www.doi.org/
  • FAIR Principles: An acronym for research data management or any of the initiatives related to the European Open Science Cloud. It is based on the principles of data being Findable, Accessible, Interoperable, Reusable. https://www.go-fair.org/fairprinciples/
  • Editor: It is the person responsible for indexing the records added to the Sabancı University Research Database in accordance with the rules, making technical and format changes, regulating their accessibility according to copyright rules and updating the publications.
  • European Open Science Cloud (EOSC): It is a project the details of which were announced by the European Commission announced in April 2018 aiming to collect “embedded” data in academic journals and books of 1.7 million researchers and 70 million science and technology experts and to make this data available to everyone. https://ec.europa.eu/research/openscience/index.cfm?pg=openscience-cloud 5.12
  • Storage: All of the actions that need to be taken to ensure continuous access to digital materials when needed.
  • OpenAIRE: It is a technical open access infrastructure project that provides access to scientific publication outputs, open research data and research information, analysis of data and provides various services to content providers in line with the open science objectives of the European Commission. www.openaire.eu
  • ORCID (Open Researcher and Contributor ID): An alphanumeric code used to uniquely identify scientists and academic authorities. https://orcid.org/
  • Sabancı University Research Database: It is the institutional repository where scientific literature produced at the university is collected, stored, indexed, preserved and made available in digital environment.
  • Sabancı University Members: Sabancı University's academic, teaching “Emeritus” and administrative staff, undergraduate, graduate and exchange students, alumni and retirees.
  • Copyright: The "exclusive rights" of any original creation in the literary, scientific and artistic fields by the owner of the right to allow others to use their work.
  • Appropriate Archive: It is an archive that meets quality standards such as FAIR Principles, OpenAIRE compliance, CoreTrust Seal.
  • Metadata: A set of data describing an information source. In other words, it is structured, descriptive information related to the discovery, identification, use and management of digital information and information resources.
  • Data Management Plan: it is the document that explains how, before starting a new research, the data to be used in the study will be managed by the researcher during the study and after the study is completed, and how each step in the data life cycle will be performed.