Definitions of key terms and logic in the OA Monitor

This article provides the definitions of the logic and some tips as to how to use some of the filters that allow you to answer key questions relating to 'deposit' within the context of the OA Monitor.

“Awaiting Deposit” is defined as follows:

• Elements is reporting on the number of publications a user is positively associated with:

  • This specifically INCLUDES:

    • Manually added records

    • Claimed publications (Link types of Author, Editor, Contributor and Translator are all included)

  • This specifically EXCLUDES:

    • Declined publications

    • Pending publications

The OA Monitor calculates the "Awaiting Deposit" figures based on:

• Publications within the scope of the OA scheme (or policy for v6.19 and earlier)

  • The scope is set via Open Access > [MANAGE OPEN ACCESS] > OA Schemes page, selecting the 'Configure scheme' action for the desired OA scheme (or via Module Admin > Repository tools > OA Policy Settings for v6.19 and earlier)

• Publications that have NOT had an exception that is flagged as 'exclude from deposit reminders' applied

For the avoidance of doubt this is not a proportion based on any other rule, it is just the number of publications matching the above criteria.

Elements reports on the number of publications:

• Positively associated with a user.

  • This specifically INCLUDES:

    • Manually added records

    • Claimed publications (Link types of Author, Editor, Contributor and Translator are all included)

  • This specifically EXCLUDES:

    • Declined publications

    • Pending publications

• That are in the scheme (or policy if v6.19 and earlier) you have selected.

  • For v6.19 and earlier, using the OA Policy dropdown - only necessary if your institution has multiple policies.

• That match the date filters if set on the page.

  • I.e. the Acceptance date or Publication date

• That do not have a exception set that would mean it is excluded from the dashboard (applicable v6.19 and earlier only).

  • OA Exceptions are set via Module Admin > OA Monitor > OA Monitor Settings, in the "HEFCE Exceptions" section.

The displayed percentage is the proportion of publications that match the above criteria.

This is the same as for the Proportion of Publications deposited, except that it is the proportion of publications matching those criteria which are compliant, as defined below (see Filtering on 'Compliance').

For Elements v6.19 and earlier, these filters are available on the 'Publications in OA policy' page.

This filters on Repository status passed back to Elements. Example repository statuses are:

• Live

• In Review

• Withdrawn

• Not deposited

• Unknown (= Elements doesn’t recognise the status provided from the repository)

This filter is independent of the Repository Item Status.  In this case the full text files may or may not be in the repository, depending on the choice selected for the filter.

Compliance is calculated as defined in the OA Monitor : Compliance logic and overrides support article.

A ‘Pending compliance’ status will display in the OA Monitor when a publication:

• meets all other compliance requirements

• has an embargo, and 

• has no publication date

This status was developed based on client feedback and is designed to separate publications that are likely to be compliant but cannot be confirmed as such until a publication date is supplied so that Elements is able to check whether the embargo is of acceptable length. OA Monitor administrators can filter on this field and it is included in the OA Monitor export.

To identify Metadata only deposits without files using the OA Monitor, use the Manage publications in OA scheme (v6.20+) or Publications in OA Policy (v6.19 and earlier) page with the Full text available filter set to Not available and the Repository item status set to LIVE or In Review or Withdrawn (as required).