Submission and copyright policy inquiry

Detailed information document – updated 31. March 2005

Compiled by Hugo Alrøe, DARCOF, administrator for the Organic Eprints archive.

Below is a list of publishers of scientific journals that have been sent an inquiry on their submission and copyright policies with regard to the online Organic Eprints archive. Please see the letter of inquiry for more information. The inquiry has been sent out by email on the 7. February 2003. Reminders have been sent out 9. April 2003. Furthermore the inquiry has been sent by surface mail on 2. June 2003 to those publishers that have not replied to the emails.

We would be grateful to receive suggestions on other publishers that are relevant to research in organic agriculture. We are also building information on copyright issues in relation to magazines and non-scientific journals that do not require copyright transfer, see the preliminary list.

The overview table below shows a summary of the information gathered through the inquiry. The publisher names are linked to more detailed information further down in this document. Information is added as the replies are received from the publishers.

As another source of information, the RoMEO project has compiled a list of information on copyright policies based on existing journal publisher copyright transfer agreements, that is available at the SHERPA website.

Where we have not yet received a reply on our inquiry, summary information from the RoMEO project is shown in the table (in parentheses) – please see the SHERPA website for an updated version of this information.

Publisher / journal	Submission policy: OK to deposit preprint	Copyright policy: OK to deposit refereed postprint or reprint	Notes
AAAS	(yes)	(no)	No reply
A B Academic Publishers			Will answer later
Blackwell Publishing	(yes)	(no)	No reply
CABI Publishing	yes	yes, postprint	Preprint must state which journal it is submitted to, see also "Copyright Transfer".
Cambridge University Press	(yes)	(yes, postprint)	Will answer April 2003
Environmental Ethics		yes, postprint	(Not inquired, no transferral of copyright)
Elsevier Science	yes	yes, postprint
Haworth Press	yes	yes, postprint and reprint	Must link to Haworth site, see also "Author Re-Use of Work".
Imprint Academic	yes	yes, postprint and reprint
Int. J. of Sociology of Agriculture and Food		yes, postprint	(Not inquired, no transferral of copyright)
Kluwer		( no)	No reply
Nature Publishing Group	(yes)	(yes, postprint)	No reply
SAGE Publications		(no)	Unsatisfying reply
Springer	(yes)	(yes, postprint)	Unclear reply
Taylor & Francis Group		(no)	No reply
The journal of agricultural education and extension		yes, postprint	(Not inquired, no transferral)
Wageningen Academic Publishers	yes	no	Permission needed, will probably be granted for older articles.
Wiley	(yes)	(yes, postprint)	Unsatisfying reply
World Food RD Publisher			No reply

Detailed information on the replies to our inquiry

(Email addresses are protected against spam robots – please replace ¤ with @)

AAAS

http://www.aaas.org

Science

http://www.scienceonline.org/

http://www.sciencemag.org/feature/contribinfo/prep/copyright.pdf

Contacted:

American Association for the Advancement of Science

1200 New York Avenue NW, Washington DC 20005, USA
Tel: 202-326-6400

E-mail: webmaster¤aaas.org

A B Academic Publishers

Biological Agriculture and Horticulture

http://www.bahjournal.btinternet.co.uk/

Contacted:

bahjournal¤btopenworld.com

Reply from publisher:

AB Academic Publishers

Further contact to:

jrnls¤abapubl.demon.co.uk

Reply 19feb03:

We should like to take some time to consider what our policy should be for

our journal, for both issues. However, I do not think we can give you a

time limit for our answer.

Reminder 8aug03:

Have you arrived at an answer to our inquiry on the submission and copyright policies of A B Academic Publishers? Your answer is important to us, since Biological Agriculture and Horticulture is a key journal for organic agriculture.

Blackwell Publishing

http://www.blackwellpublishing.com/

Blackwell journals

http://www.blackwellpublishing.com/listofj.asp

Blackwell Synergy (online journals)

http://www.blackwell-synergy.com/

http://www.blackwellpublishing.com/pdf/mmi_caf.pdf

Contacted:

Blackwell Publishing

Journals Rights Department
journalsrights¤blackwellpublishers.co.uk

Blackwell Publishing
108 Cowley Road, Oxford OX4 1JF, UK

+44 (0) 1865 791100

+44 (0) 1865 791347

CABI Publishing

http://www.cabi-publishing.org/

CABI journals

http://www.cabi-publishing.org/JOURNALS/Primary/Index.asp

Contacted:

Tony Llewellyn, Managing Director

t.llewellyn¤cabi.org

CABI Publishing
CAB International
Wallingford, Oxfordshire OX10 8DE, UK
Tel: +44 1491 832111
Fax: +44 1491 829292

Reply from:

Andrea Powell

Product Development Director

Reply 19feb03:

Thank you for your letter of 7th February regarding your Organic Eprints

archive and our policy on self-archiving. I apologise for the delay in

responding, but we have coincidentally been carrying out a review of all our

legal documentation, including the Copyright Assignment/Agreement to Publish

forms.

In answer to your questions, we do not enforce any kind of an embargo

against any articles which have been posted to a preprint archive, as long

as the article is accompanied by a statement that declares that it has been

submitted for publication in one of our journals.

In terms of self-archiving, we do not permit the use of the finished,

typeset PDF file for this purpose, but we do permit the author to post the

final accepted version of his/her article, again as long as it is

accompanied by a suitable statement.

For further clarification, I attach a copy of our standard Agreement to

Publish form. The section in which you will be most interested can be found

on the second page, under the heading "Rights retained by the Author".

Please feel free to use this as necessary in your archive.

I hope this answers your questions appropriately, but please do not hesitate

to contact me for any further clarification.

Yours sincerely,

Andrea Powell

Product Development Director

CABI Publishing

Wallingford

Oxon, OX10 8DE, UK

Telephone: +44 (0)1491 829302

Fax: +44 (0)1491 829432

Email: a.powell¤cabi.org

Cambridge University Press

http://uk.cambridge.org/

Cambridge journals

http://uk.cambridge.org/journals/

Contacted:

Chris McKeown
Cambridge University Press

Journals Production Director
Phone 01223 325662
Email cmckeown¤cambridge.org

Reply 6mar03:

Your email of 7 February addressed to Chris McKeown has been forwarded to

me. I apologise for our slow reply, and also for the fact that I am not yet

in a position to give you the details you request with respect to our

submission policy. I am in fact currently reviewing this with journals

colleagues here and in our New York office, and I expect to give you a

definitive answer next month.

Yours sincerely

Penny Carter

Legal Services Director

Cambridge University Press

Cambridge CB2 2RU, UK

tel.+44(0)1223 325930 (direct)

fax +44 (0)1223 325701 (direct)

Reminder 5aug03:

Have you arrived at an answer to our inquiry on the submission and copyright policies of Cambridge University Press?

Elsevier Science

http://www.elsevier.com/

ScienceDirect (online journals from Elsevier and some other publishers)

http://www.sciencedirect.com/

Contacted:

Ms Helen Wilson
Manager, Science & Technology Rights Department
Elsevier Science
PO Box 800, Oxford OX5 1DX, UK
Tel: +44 1865 843830
Fax: +44 1865 853333
E-mail: permissions¤elsevier.com

Reply 20feb03:

In response to the submission question I can confirm that Elsevier does not consider preprint publication of an article on an electronic server as prior publication and is therefore happy to accept such papers for consideration to any of our journals. However we do require that the paper is not then updated to reflect the changes made in the editorial process.

For the copyright question all authors retain the right to post the final version of the paper on a Intranet but any posting on a public server can only be done with written permission from Elsevier. At the moment our policy dictates that if they request permission authors can post a personal version of the paper on a personal or departmental web site. Any other postings are considered on a case by case basis in discussion with the Publishing Editor.

Further questions 21feb03:

The Danish Research Centre for Organic Farming, which has established the archive "Organic Eprints", is a network organization that encompasses researchers that work at many different research institutes. Therefore, we do not have a traditional Intranet. Instead, we use user registration to restrict access to specific documents in the archive. Authors who deposit papers have the possibility to restrict access to other registered users. This means that only the users that are registered in our system can gain access to those documents, by way of entering their username and password.

I consider this system of "Registered users only" access as an equivalent to an Intranet, since there is no public access to these documents. Hence our authors can deposit the final version in the archive as long as they restrict access to "Registered users only".

Do you agree with this interpretation?

The "final version" you speak of, is this the published version (that is, the pdf file that can be downloaded from the journal if you are a subscriber)?

You write further:

> At the moment our policy dictates that if they request permission authors can

> post a personal version of the paper on a personal or departmental web site.

I take this to mean that our authors can deposit a personal version in our archive with open access, as long as they first request permission.

Do you agree with this interpretation?

The "personal version" you speak of, is this the accepted, post-review version (that is, the last version that the author herself has created)?

Reply 6mar03:

You are correct in that this does not constitute a proper 'intranet' site but provided access to these papers is only given to researchers of the Danish Research Centre for Organic Farming then I would agree that this can be interpreted as an intranet for this purpose. The problem would be if you were giving the passwords to anyone other than these researchers.

The final version is indeed the version as published in the journal/online.

Regarding the 'personal version' you have understood correctly and yes it is the last version the author creates - what we are trying to avoid are Napster style organisations obtaining the meta data which is available on the published version and then using this to link to papers available for free (I hope you understand more about this technology than I do!).

Further questions 9apr03:

You state that authors can deposit a personal version of the accepted paper (the last version the author creates - what we call the postprint) in our archive with open access, as long as they first request permission.

We would like to request that a general permission to deposit a personal version is given to the registered users who deposit in the Organic Eprints archive. Since you will grant this particular permission on a routine basis, a general permission will save time for both you and our authors. If you grant the permission, we will notify our authors that you have given this special permission.

Reply 11apr03:

I am sorry but I cannot do this as we need to keep a record of what permissions we have given to whom and for what purpose. In addition some journals we do not handle the rights for. It really is an easy process to get permission, it can be done by completing the online form at http://www.elsevier.com/homepage/guestbook/?form=permis and should be granted within ten working days.

Update 31mar2005:

In 2004 Elsevier liberalised their policies, please see http://www.elsevier.com/wps/find/supportfaq.cws_home/copyright.

Haworth Press

http://www.haworthpress.com/

Haworth journals

http://www.haworthpress.com/journals/journallist.asp

Contacted:

Ruth Ann Heath:

Manager, Rights & Permissions:

Tel: +1 6077225857, ext. 316E-mail:

RHeath¤haworthpressinc.com

The Haworth Press Inc.
10 Alice St., Binghamton, NY 13904, United States
Fax: +1-607-771-0012

Reply 28apr03:

The attachment below is a copy of our Author Re-Use of Work form, this will have some information for you. (See attached file: author re-use of work.pdf)

Under your "Submission policy" the first paragraph, Haworth does not have a policy limiting the author from submitting papers as pre-prints, nor do we impose any embargo policy or period.

Under your "Copyright policy" the first paragraph, Haworth's Authors are also granted re-use rights that would allow for depositing of their works in your archive in the manner you describe.

Imprint Academic

http://www.imprint.co.uk/

Contacted:

Keith Sutherland

keith¤imprint.co.uk

Imprint Academic,
PO Box 200, Exeter EX5 5YX, UK.
Tel: +44 (0)1392 841600

Fax: +44 (0)1392 841478

Reply from:

Anthony Freeman

anthony¤imprint.co.uk

Reply 7feb03:

Our general policy with regard to submissions is that we place no restrictions on the circulation by authors of papers under review, so long as they are not formally submitted to another peer-reviewed journal.

Our general policy with regard to published papers is that we hold the copyright, allowing authors free use of their own material, while making a charge for third-parties wishing to republish the work.

Further reply 20feb03:

>On the copyright policy, I understand your reply to mean that the authors

>can give open access to their own final (accepted, post-review) version, but

>not to the published version. Please let me know if I have misunderstood

>you.

That is not quite our position.

We always give *authors* free use of their own published material (either electronically to put it on their website, or in printed collections of their own work).

The people we charge are third-party editors or authors who wish to quote the whole (or large sections) of articles by other people.

Kluwer

http://www.wkap.nl/

Kluwer online journals

http://journals.kluweronline.com/

Journals listed by subject

http://kap.lwwonline.com/IPSHier?pid1=1262,,226,1#1262

Requesting Copyright Permission (online form)

http://www.wkap.nl/home/customerservice/rpform

It is probably best to send your request by email, fax or surface mail (see the page for addresses), since the online form will make you start all over if some information is not filled in (even though this information is not marked as compulsory!).

Contacted:

Kluwer Academic Publishers
Customer Service Department
P.O. Box 989, 3300 AZ Dordrecht, The Netherlands
Tel : (+31) 78 657 60 00
Fax : (+31) 78 657 62 54
E-mail : services¤wkap.nl

Contacted by surface mail 2jun03:

Kluwer Academic Publishers

P.O. Box 17
3300 AA Dordrecht
The Netherlands

Nature Publishing Group

http://npg.nature.com

Reprints and permissions:

http://npg.nature.com/npg/servlet/Content?data=xml/01_reprints.xml&style=xml/01_reprints.xsl

Embargo policy:

http://www.nature.com/nature/author/embargo.html

Licence to publish:

http://npg.nature.com/pdf/05_news.pdf

Contacted:

permissions¤nature.com

Nature Publishing Group

The Macmillan Building, 4 Crinan Street, London N1 9XW, United Kingdom

TEL: +44 (0) 20 7833 4000

FAX: +44 (0) 20 7843 4596/7

SAGE Publications

http://www.sagepub.co.uk/

SAGE journals

http://www.sagepub.co.uk/journals/details/jindex.html

Permissions and translation rights:

http://www.sagepub.co.uk/rights.htm

Contributor's publishing agreement:

http://www.sagepub.co.uk/JournalContributorsPublishingAgreement.pdf

Contacted:

Sage Publications' Permissions Department

journals-permissions¤sagepub.co.uk

Sage Publications Ltd

6 Bonhill Street, London EC2A 4PU, UK
Tel: +44 (0)20 7374 0645

Fax: +44 (0)20 7374 8741

Reply 9apr03:

Thank you for your emails. We don't really publish in this area, so don't really have a view. In general, we would view the published journal archive as the authorative source.

Vivienne Dunlop

Contracts & Rights Manager

Further inquiry 2jun03:

Agricultural research today, and especially research in organic agriculture, includes research of an interdisciplinary nature that involves social and human sciences as well as natural sciences. Considering the heterogeneous character of agriculture, including all aspects of the socio-ecological food systems, this is a very appropriate and needed development, which is highly promoted by the organic research funders. In the Danish Research Centre for Organic Farming we have authors publishing in economic, environmental, social science and philosophical journals, for instance.

We find that some of the SAGE journals are very relevant to researchers in organic agricultural research.

…

We therefore kindly request that you consider SAGE's policy on the two questions in our inquiry. If you are not able to answer them fully at present, please provide us with a partial answer.

Springer

http://www.springer.de

Springer LINK (online journals)

http://link.springer.de/ol/total.shtm

Rights and permissions:

http://www.springer.de/rights/index.html

Sample Copyright Transfer Statement:

http://link.springer.de/link/service/journals/00340/transfer.htm

Contacted:

Rainer Justke, Head of Rights

justke¤springer.de

Springer-Verlag
Rights and Permissions
Tiergartenstr. 17, D-69121 Heidelberg, GERMANY

Reminder (9apr03) sent to c.davis¤springer.de as well.

Reply from:

Magdalena Hanich

Rights and Permissions

Springer-Verlag

Tiergartenstraße 17

69121 Heidelberg

Germany

Tel: (49) 6221 - 487 8262

FAX: (49) 6221 - 487 8100

e-mail: Hanich¤Springer.de

Reply 23may03:

From our point of view it is in principle okay if the authors are interested to make their articles available in the Internet. However, we think that this should be done on the personal web site of the individual author only and not in a collection of articles on the web site of an Institute.

We cannot grant other intitutes permission to put original articles of our journal on their web site, as we established a new program "SpringerLink". Through our SpringerLink server all journal are made available in electronic form.

We, therefore, would suggest to give information about the article, - journal title, volume number, page numbers, title of the article and make a link to our SpringerLink program where the abstracts of all articles are available free of charge. For more information about SpringerLink please visit our SpringerLink-homepage: http://link.springer.de.

Further questions 28may03:

I have a few clarifying questions related to the specific questions in our inquiry.

On our first question - submission policy:

Are there any submission policies in force that restrict the opportunities for getting an online archived preprint refereed in a scientific journal at Springer?

On our second question - copyright policy:

By "original articles of our journals" I take it that you mean the published, typeset articles (the reprints or offprints). And I understand that you do not permit giving open access to these in the Organic Eprints archive.

But do you

1) permit giving restricted access to reprints for the limited group of registered users within the archive?

2) permit giving open access (or at least access to registered users) to the accepted, peer reviewed, but not typeset version (the postprint)?

3) permit giving restricted access to postprints for the limited group of registered users within the archive?

Furthermore, could you clarify the following: Do you allow authors to put both postprints and reprints on their own webpage? If so, how do you define "personal website" - is this a website on a url independent of the institute url, or can it be a personal webpage on an institutional website, or do you have another definition?

Your SpringerLink initiative is fine in its own respect, but not relevant to the purposes of the Organic Eprints archive, which aims to provide open access to full texts.

Taylor & Francis Group

http://www.tandf.co.uk/

Journals:

http://taylorandfrancis.metapress.com/app/home/browse-publications-results.asp?wasp=3gpkwkvtw5hdhxn7qu5m&referrer=browse

agricult* search on journals:

http://taylorandfrancis.metapress.com/app/home/search-publications-results.asp?wasp=e2wqqjyxvj42aergxldv&referrer=search

http://www.tandf.co.uk/journals/copyright.asp

Contacted:

David Green
Publishing Director
david.green¤tandf.co.uk

Taylor & Francis Ltd
4 Park Square, Milton Park, Abingdon, Oxfordshire OX14 4RN, UK

Tel: +44 (0) 1235 828600
Fax: +44 (0) 1235 829000

Reminder (9apr03) sent to enquiry¤tandf.co.uk as well:

Received OK

Wageningen Academic Publishers

http://www.wageningenacademic.com/

Publisher of EAAP Scientific series

http://www.eaap.org/series.htm

Contacted:

Mike Jacobs
Managing director
Jacobs¤WageningenAcademic.com

Wageningen Academic Publishers
P.O. Box 220
6700 AE Wageningen
The Netherlands

tel. (+31) 317 47 65 16
fax (+31) 317 45 34 17

Reply 3jun03:

Our policy concerning preprints, postprints and reprints is as follows:

Preprints (in the way you describe them as pre-review versions) of papers published in the EAAP Scientific Series or EAAP Technical Series can be included in your online database.

Postprints (and reprints) are based on papers in their accepted format and therefore are part of the copyright policy. Our policy is not to allow publishing in any kind of way without prior permission of the publisher. In general, we won't allow recently published papers to be included in your database. However, for papers published in one of the Series some years ago we will probably give permission.

I am afraid it is just a matter of asking for permission on individual basis.

Wiley

http://www.wiley.com/

Wiley journals:

http://www.wiley.com/s97is.vts?action=FilterSearch&QueryZip=journal&SourceQueryZip=Format%3DJUR&Filter=mainfilter%2Ecda2%2Ehts&ResultTemplate=result%2Ecda2%2Ehts&SourceQueryText=Format%3DJUR&QueryText=journal&Collection=CDA2US&ResultStart=1&ResultCount=25&Query=journal

Wiley Interscience (online journals):

http://www3.interscience.wiley.com/journalfinder.html

Copyrights and permissions:

http://www.wiley.com/cda/sec/0,,9020,00.html

Permissions:

http://www.wiley.com/cda/sec/0,,152,00.html

http://www.interscience.wiley.com/jpages/standard/scta.pdf

Contacted:
Rachel Smaltz, Contact for Electronic Rights of Journal Articles
STM New Media Department
Fax: (201) 748-8869
E-mail: rsmaltz¤wiley.com

Contacted by surface mail, 2jun03:

Corporate Headquarters
111 River Street
Hoboken, NJ 07030, USA
Fax: (201) 748-6088

Reply from Rachel Smaltz 13jun03:

In order to address your archiving inquiry we would need to know which of our journals/content you like to deposit. We don't grant blanket permissions.

Further inquiry 23jun03:

We are not, in this inquiry, asking for permissions, but for information on Wiley's submission and copyright policies with regard to the online archiving of preprints, postprint and reprints of papers that are published or aspiring to be published in Wiley journals. You will find specific questions on these policies in our letter of inquiry (also attached to this email, for your convenience).

We wil use this information in our councelling of authors who archive papers in the online archive "Organic Eprints". In this regard, we would also like to have information on how to achieve specific permissions, if and where Wiley requires such permissions.

There is no easily determined list of journals that will be relevant for our authors (though some journals are off course more relevant than others). Agricultural research today, and especially research in organic agriculture, includes research of an interdisciplinary nature that involves social and human sciences as well as natural sciences. We have authors who publish in economic, environmental, social science, and philosophical journals, for instance, as well as in more traditional agricultural journals.