2021-07-08 - OA SIG meeting

Meeting time: 8:30 AM (EST) / 1:30 PM (BST) / 2:30 PM (CEST)

Meeting URL: https://openlibraryfoundation.zoom.us/j/82643780981 (Password required)

OA Working Group Wiki: Open Access SIG Home

Google Drive Folder: https://drive.google.com/drive/folders/1HR1JyDkUeRE0kL1eBKcu6uIvcNcnn352?usp=sharing

Slack channel: #open-access-management

Mailing list: folio-rm-oa@ole-lists.openlibraryfoundation.org (Subscribe here selecting 'folio-rm-oa' list)

Housekeeping

• If you want to bring in an agenda item or other aspects please reach out to Björn or Owen or just use Slack, Mailinglist or within a meeting.
• Welcome to new attendees today: SMEs: Cornelia Lang (UL Regensburg), Peter McCracken (UL Cornell), Frank Manista (JISC UK); K-Int Devs: Ethan, Sam Hepburn

Agenda items

• We continue with the discussion on data elements (https://docs.google.com/document/d/13EJPcQvmWQH217G9LCbyCSRjU3RpwuMrGQ9ankaeuYg/edit)
  • If applicable, please respond to the questions/comments in the document.
• We start discussion about eligibility / compliance criteria & tracking
  • Homework: Please respond to the corresponding questions in preparation for the meeting: https://docs.google.com/document/d/1mYVw0_ZaM6WDJAmXb8FRopGONNga5mZm-oiL7NzjuzQ/edit?usp=sharing

Minutes

• Data classes/ elements
  • Spreadsheet Properties analysis
  • Costs
    • Owen: hope, that all information can be handeled by existing FOLIO apps, Orders, Invoices
    • Owen: What differs in OA cost management to other ressources?
    • ED-S: Split invoices between the library and author/institution (in future)
      • O-S: quite common to split? A-O: Yes, normal process; M-B: same in Leipzig 
      • O-S: other reasons exept price cap? A-O: other funding
      • O-S: do you recharge other institutions as well? A-O: no, then ask publisher to split the invoice
      • O-S: full payed and then charged the author afterwards or other way around? A-O, M-B: full payment and charge afterwards
      • O-S: how do you recharge the author? invoice? M-B: is done in the administration
      • O-S: how do you know that the author payed his/her part? A-O: checked with HÜL (check process with financial system of university); specific ways with departments; V-G: internal policy to not split invoices
      • costs can be payed from research fund available by the author; agree with author how much 
      • O-S: when does the process start? A-O: start with the invoice; M-B: start with submission, prepare the author if and how much the author will be recharged?
      • O-S: at what point you know the cost? M-B: list prices with amount how much will be charged; journal is known from the beginning. E-DS: if costs are over 2000 EUR, then ask the author to negotiate with the publisher (in 80 per cent costs decrease in this way)
      • O-S: 2000 EUR net, 16XX EUR gross, 19% VAT; Does this come from DFG or widely used? E-DS: from 2022 no price cap from DFG; but SLUB think about to establish this cap internal; A-O: 2022 even there is no DFG price cap most libraries will probably stick with this price cap
      • O-S: is this price cap amount (e.g. 2000 EUR) across all agreements/publishers? A-O: depends on the agreements with publisher; — missed —
      • A-O: you don't know in advance what costs will come during the year? E-DS: some but rare flat fee contracts
      • O-S: if you run out of money; first come first serve ? or do you reserve some money for departements? E-DS: may wish to spread funding across publisher - avoid all money goes to one publisher
      • A-O: member of some infrastructure where — missed — 
      • V-G: publish fee and reading fee; pay in advance a certain amount; based on subscription cost; if inst publ more articels there are true ups; all inst in the contract pay the rest; E-DS: SLUB last year payed this true ups; this year ; A-O: amount of subc and publ is identical; over 10-15 year it should transform completely to publ (experiment, true maybe global but not inst); E-DS: true for hybrid yournals
      • O-S: anything else in terms of cost process?
        • C-L: if we get subm infor and it's over 2000 EUR inform him/her that just 2000 EUR; then recharge the author/institution; initiate invoice via form but administration does invoicing; 
        • O-S: when doing recharge process; do you have to keep track whether it's payed (chasing?); C-L: — missed — 
        • O-S to P-MC: invoice splitting in the US? P-MC: no such national deals in US and no splitting in Cornell; would like the authors or e.g. computer departm to pay a part of ACM publications; in gereral much more individualized
        • A-O: could consider to upfront charge departments 

Attendees list