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Instructions for data entry
[updated 2017-03-14]
You may contribute to the data gathering in the Open APC Sweden repository by downloading a template and filling in the fields in the template with data about the publication fees paid by your organisation. The filled template file is then uploaded to the Open APC Sweden GitHub site and your data is merged with other orgnisations' data and enriched with metadata from online services like CrossRef and DOAJ.
Finally, the data is run through an analysis script and the summary result is presented at our statistics page
The complete Open APC Sweden data set is composed of all the contributing institutions' delivered tabular datasets. Normalised journal titles and publisher names are imported from CrossRef via automated enrichment routines to make expenditures analysable.
The resulting summary data set is made available as an enriched master CSV file on the project GitHub site.
In the template directory of the project GitHub there are three types of templates for download and use:
- template.csv - a comma-separated file. Each field is separated with a comma and each publication is to be a row of data
- template.tsv - a TAB-separated file with a TAB character separating each field and each publication is to be a row of data
- template.xlsx - an Excel file where and each publication is to be a row of data
The Excel file can easily be downloaded by clicking on its name and then pressing the "download" button on the page. The CSV and TSV files are a bit trickier, since they are being displayed in the GitHub interface and you have to click the "Raw" button and then save the resulting page to your hard disk.
You may load the TAB-sparated (TSV) or comma-separated (CSV) template into MS Excel to enter your information about publications and APC's or use the Excel template directly.
When you are finished editing, save the Excel or data file as a .tsv (TAB-separated) file. TAB-separated files are preferred, due to Excel using semicolon as delimiter in comma-separated files. You may also upload the Excel file for us to convert or mail us the Excel or TSV file.
Every data field is represented by a table column and every article conforms to a single table row.
Example: (scroll sideways to see full table)
| institution | period | euro | doi | is_hybrid | publisher | journal_full_title | issn | issn_print | issn_electronic | url |
|---|---|---|---|---|---|---|---|---|---|---|
| mah | 2015 | 2200 | 10.1177/1468 | TRUE | Sage | Ethnicities | 1468-7968 | 1741-2706 | http://etn.sagepub.com/815588620 |
These mandatory fields must be present in every contribution:
Institution code in Swepub in lower case for the organisation which covered the APC. You may view an updated list of contributors here.
Example: kth
Financial year (only four digits) of the of APC payment.
Example: 2016
Article processing charge. The actual invoice amount for the APC payment for the article in EUR, including VAT and all additional fees. If the invoice was paid in a different currency please convert it to EUR. In case an article has been published with a discount (or a coupon), enter the actual invoice amount. If the publication was published without a fee, please enter 0 in the euro column (this is to get a more correct calculation of the average cost of OA publication).
Recommended conversion between SEK and EUR:
- 2014: 0,11 EUR per SEK (multiply your SEK value with 0,11 to get EUR amount)
- 2015: 0,11 EUR per SEK
- 2016: 0,11 EUR per SEK
If you have to convert between another foreign currency like US$ or Brittish £ to Euro, you may either convert the currencies directly between each other or go via Swedish SEK as a middle currency, if you prefer.
You may enter decimal data using a Swedish comma (,) as decimal delimiter or an English period (.) as delimiter, but please be consistent about this throughout the file.
Example: 328,5 or 328.5 or rounded off to 329
The OpenAPC dataset does not explicitly track special reasons which might influence prices, like prepayment discounts, central billing agreements or individual waivers. However, institutions are encouraged to give details on such circumstances in a README file which can be added to their individual data folders (see below).
Digital Object Identifier, without the http part. Use shortDOI Service for validation.
Example: 10.1109/IPDPS.2006.1639502
If you don't have a working doi at hand, you need to enter data into the 4 optional fields below.
Enter uppercase TRUE if the article was published in a subscription based journal or uppercase FALSE if the article was published in a fully open access journal.
Example: TRUE or FALSE
If the article does not have a DOI assigned, these 4 fields have to be given as well:
If you don't have entered a working DOI that we can use for lookup against CrossRef we would like you to enter the publisher name in this field. For analysis purposes, we would like to have the publisher name at a Bibsam consortia "contract level", which means that large publishers like Elsevier and Springer should have thir sub-publishers separated. For Springer, we would like you to enter Springer, Springer Open, BioMed Central, and Nature Publishing Group separately. For Elsevier, Cell Press goes separated from Elsevier.
You may view a list of normalised publisher names here.
Example: Elsevier or Taylor & Francis
The data enhancement process will map different publisher names against normalised publisher names, which might result in your entry ending up with a slightly different publisher name in the analysis.
Journal title
Please don't use abbreviated titles and don't add ending periods after titles.
Example: Procedia Computer Science
International Standard Serial Number
An 8-digit code to identify the resource uniquely in blocks of 4 characters each, separated by a hyphen.
If it is known whether the ISSN is for the printed or the electronic journal, use the separate fields for issn_print and/or issn_electronic.
Example: 1877-0509
ISSN for a printed journal, if known
ISSN for an electronic journal, if known
A URL linking to the article full text (fulltextlänk)
Example: http://www.sciencedirect.com/science/article/pii/S1877050915008108
There are two ways to provide Open APC Sweden with your data:
- By sending a mail to
ulf.kronman [at] kb.sewith the Excel or CSV/TSV file attached. - By initiating a pull request on GitHub if you have an account and knows how to work with GitHub This process is described in a separate (upcoming) document in the project wiki.
Open APC Sweden is a project run by the National Library of Sweden together with Swedish higher education institutions (HEIs) in order to investigate the possibilities of establishing an open open access publication cost system.
Acknowledgements
This project run with the kind support of the Open APC Initiative to share data on paid APCs.
It recognises efforts from JISC and FWF to standardise APC reporting.
Contact
For comments, email the open access team at the National Library of Sweden: openaccess [at] kb.se
The content is licensed by CC BY 4.0.