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Policies and documents

Open Access Policy

This policy applies to all York St John University staff and research students who produce research outputs.

Position and Scope

York St John University (YSJU) is committed to ensuring the widest possible access to research completed by its researchers and supports the principles of Open Access (OA).

YSJU asks its researchers to make their research outputs OA, so that research is online and freely available, widening access and increasing the value of research, whilst also meeting the requirements of research funders who now encourage or mandate OA.

YSJU researchers will follow the Green or Diamond OA route, where possible.

YSJU researchers are required to deposit all research outputs (including journal articles, conference proceedings, monographs, book chapters, physical artefacts, exhibitions, and performances) into the University Institutional Repository, RaY, in the form of bibliographic metadata and post prints/author accepted manuscripts of research outputs, subject to publisher copyright permissions.


All YSJU staff are required to:

Before acceptance

  • Check the journal/publishers OA policy and publishing routes.
  • Select Green or Diamond OA routes to publication, where it is appropriate.
  • Check with Library and Learning Services on the availability of Read and Publish or Offsetting arrangements. This is only required if Green or Diamond OA routes are not being used.
  • Check with their relevant School about the availability of APC funding or ensure any research project funding will cover costs of APC payments if following the Gold OA route. Gold OA and APCs should only be considered if Green OA, Diamond OA, or Read and Publish arrangements are not available or appropriate.

Within 3 months of acceptance

  • Add bibliographic metadata of all research outputs to RaY.
  • Deposit peer-reviewed, corrected, and accepted versions of research outputs (post-print/author accepted manuscripts) into RaY. Any publisher embargo periods will be recognised, and outputs will only be available to view and download once the embargo period is over.
  • Deposit of research outputs is the responsibility of the author or in the case of multiple authors, the lead author. If the lead author is not from YSJU and the output is placed in a repository hosted elsewhere, a copy of the output must still be placed into RaY.
  • If YSJU researchers receive research funding, they must ensure that they comply with all funding requirements including any OA requirements or publishing requirements.

The University is responsible for ensuring systems are in place to support this OA policy including:

  • Providing an institutional repository system - RaY.
  • Providing help and advice relating to OA, funding, copyright, licensing, publishing contracts, and publisher self-archiving policies.
  • Providing guidance and support on how to use and deposit research outputs into RaY.


Article Processing Charge (APC) –the fee paid to a publisher to make an article freely available online.

Open access (OA) – unrestricted, online access to peer reviewed and published scholarly research outputs.

Gold OA – where published research outputs are made available immediately and free of charge to readers with opportunities to reuse the research according to any licence applied to the work. In return the author or their institution are usually (but not always) required to pay an article processing charge (APC) to the publisher.

Green OA – where a version of a research output is made available free of charge to readers, often through an online repository and usually with an embargo period.

Diamond OA – neither author or readers pay any charge and research outputs are published, made available immediately and can be reused according to the licence applied to the work.

Bronze OA – where published research outputs are free to read and download but are not licenced for reuse. Publishers may withdraw access to research at any time.

Research outputs – published or publicly presented results of research work completed while working at YSJU. These include journal articles, published conference proceedings, monographs, book chapters, physical artefacts, exhibitions, and performances.

Links to other university policies

Open Access Policy

Our policy on Open Access and the responsibilities of staff and research students who produce research outputs.

Research ethics and integrity policies

University policies on research integrity, ethics, intellectual property and misconduct procedures.

Data Protection Policy

How we gather and handle data and how to report a data breach

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