Approved by Senate on 5 June 2008
The University’s ambition as stated in its strategic plan, “Building on
Excellence” and Research Strategy 2006-2010 is be one of the world’s Top 50
research intensive universities.
In 2006 the Government announced its intention to replace the existing RAE
with the Research Excellence Framework (REF), an assessment based on metrics,
including bibliometrics in the form of citations to papers. HEFCE states that:
‘The REF will consist of a single unified framework for the funding and
assessment of research across all subjects. It will make greater use of
quantitative indicators in the assessment of research quality than the present
system, while taking account of key differences between the different
disciplines. Assessment will combine quantitative indicators - including
bibliometric indicators wherever these are appropriate - and light-touch expert
review. Which of these elements are employed, and the balance between them, will
vary as appropriate to each subject.’ 
Following a recent consultation HEFCE have decided that future assessments
will include some form of metrics-based assessment, including bibliometrics, as
well as peer review for all (not just STEM) subjects.
The University recognises that research publications, as one of the main
outputs of research, are a key asset. As such, they should be managed in a way
that ensures that they provide maximum value both to individual members of the
academic community, whose research output they represent, and collectively to
the institution. The academic community has an essential role to play in the
generation and publication of research publications while the University has an
important role to play both to support and assist academic staff, and as the
curator of the assets.
The objectives of this policy are:
- To increase the visibility of research publications produced by staff
employed by or associated with the University of Glasgow
- To ensure that research outputs are prepared and curated in a way which
helps maximise the value that they have for the university in terms of the
external use of bibliometric data e.g. league tables, post-2008 RAE
1. The University will maximise the impact of University publications in
bibliometric analyses by ensuring that all research outputs are accurately
recorded as being produced by University of Glasgow staff. There is some lack of
consistency in the addresses used by authors.
The following addresses are examples of this. Taken from the Web of Science,
one of the preferred bibliographic tools for the REF, these addresses appear on
recent publications by University academic staff:
- BHF Glasgow Cardiovasc Res Ctr, Glasgow, Lanark Scotland
- Department of Medical Cardiology, Glasgow Royal Infirmary, Glasgow, UK.
It is imperative, for the REF, that all University of Glasgow publications
can be easily identified and retrieved from bibliographic databases such as the
Web of Science, and therefore Senate is asked to require Glasgow University
staff, when submitting work for publication, to use an address in the form
below. If publishers place constraints on the amount of space given for
addresses, the phrase “University of Glasgow” must be prioritised. If this
causes difficulties staff are asked to report these to Susan Ashworth in the
so that pressure can be applied on publishers to accommodate institutional
Dr. A. N. Other,
Department (or Division) of X,
Faculty of Y - University of Glasgow,
Other address details
2. A key element in the University’s plans to maximise the impact of
peer-reviewed research publications is the need to make such publications as
widely available as possible. It is the University’s policy to develop and
implement a comprehensive publications database recording bibliographic
information and providing access to, where possible, the full text, for all
peer-reviewed, published research outputs produced by university staff. As
research assessment moves towards bibliometric based metrics, this will support
internal bibliometric analysis.
At present, the University strongly encourages authors to deposit copies of
their peer-reviewed published work into the University’s Institutional
Repository, Enlighten, and while this has had some effect on increasing the
number of full text papers made available it is only a fraction of the
University’s potential research output. The University is also intending to use
Enlighten as the platform for its publications database. Bibliographic details
of all peer-reviewed and published research outputs will now be added to this
database, with links to the full text where available.
In order to achieve these objectives Senate is asked to approve a policy
requiring staff to deposit:
- electronic copies of peer-reviewed journal articles and conference
- bibliographic details of all research outputs, and to encourage staff to
provide the full text of other research outputs where appropriate.
Publications will be made available within Enlighten (http://www.lib.gla.ac.uk/enlighten/)
Staff are asked to deposit a copy of peer-reviewed, published journal
articles and conference proceedings into Enlighten, where copyright allows, as
soon as possible after publication. Other research outputs such as book chapters
and books can also be deposited if desired by authors. Where a publisher has
placed an embargo on making an item openly available, the item will not be made
publicly visible until the embargo period has expired.
Staff are asked to provide the version of their papers that is as close as
possible to the published version. An overwhelming number of publishers,
including Elsevier, Springer and Blackwell, already allow authors to deposit
their own “ author final version” of their work in institutional repositories
such as Enlighten. Staff will only be asked to provide copies of publications
where publisher agreements permit deposit in online repositories. Repository
staff will check publishers’ copyright agreements to ensure that deposit is
permitted. Under no circumstances will staff be required to make publications
available in contravention of UK copyright law.
Many of the major funding bodies such as the Wellcome Trust, etc. already
have in place open access policies that require authors to deposit an ‘author
final version’ of their papers in a repository so acceptance of this version of
a paper is widespread. Repository staff can check funders’ Open Access policies
and where staff are already required by
their funders to deposit in a subject based repository such as UK PubMed
Central, repository staff will ensure that links are made from Enlighten to the
relevant repository. There will therefore be no requirement for staff to deposit
in more than one repository.
Staff, or their representatives, can easily deposit items themselves via
Enlighten or can email items directly to repository staff who will deposit them.
Items deposited into Enlighten should normally be in PDF format, although other
formats can be discussed with repository staff. There are full instructions on
how to self-deposit at
http://www.lib.gla.ac.uk/enlighten/depositprocess. Alternatively staff have
the option of sending publications as an e-mail attachment to
firstname.lastname@example.org to be uploaded
by repository staff.
This change in policy will enable staff to take full advantage of the
permissions granted by publishers and to assist them with compliance with
funding bodies. Senate is asked to approve the implementation of such a policy
from the beginning of the 2008/2009 academic session.
Research Planning and Strategy Committee