Public Access: Article and Data Sharing Requirements

In 2013, the White House Office of Science and Technology Policy (OSTP) directed federal agencies with over $100 million in annual research and development expenditures to create a plan to make the published results of federally funded research freely available to the public within one year of publication. The requirement is outlined in the OSTP memorandum, Increasing Access to the Results of Federally Funded Scientific Research. Beyond peer-reviewed publications, the memorandum also encompasses digital data resulting from federally funded scientific research.

The memorandum further recognizes that "increased access expands opportunities for new scientific knowledge to be applied to areas as diverse as health, energy, environmental protection, agriculture, and national security and to catalyze innovative breakthroughs that drive economic growth and prosperity."

This site provides information on federal agency policies that are relevant to researchers at the Space Science and Engineering Center, the Cooperative Institute for Meteorological Satellite Studies, and the Department of Atmospheric and Oceanic Sciences at the University of Wisconsin-Madison.


What you need to know: Submission policy essentials


NOAA
  • Effective: Articles from intramural and extramural research awards with an effective date of October 1, 2015 or later
  • Who Submits: PIs, authors, or 3rd parties. Agency requests that only the lead author of an article submit.
  • What to Submit: Final peer-reviewed manuscript accepted for publication
  • BuckySubmit logo

  • Format: Wide range of electronic word-processing formats acceptable
  • Where to Submit:
  • Repository: NOAA Institutional Repository
  • Embargo Period: 12 months post-publication
  • Notes:
    • Final published articles accepted if author has publisher's waiver
    • Published Open Access articles accepted
    • Submissions must be Section 508 compliant

NASA
  • Effective: Extramural research grants and cooperative agreements awarded after November 28, 2016
  • Who Submits: PIs or 3rd parties
  • What to Submit: Final peer-reviewed manuscript accepted for publication
  • Format: Wide range of electronic word-processing formats acceptable
  • Where to Submit: NIH Manuscript Submission System
  • Repository: PubSpace
  • Embargo Period: 12 months post-publication
  • Notes:
    • ORCID registration required: awardees submitting to the NASA PubSpace repository through the NIH Manuscript Submission (NIHMS) system must log in using an ORCID ID to complete the process.

NSF
  • Effective: Extramural research proposals submitted on/after January 25, 2016
  • Who Submits: PIs or co-PIs
  • What to Submit: Final peer-reviewed manuscript accepted for publication
  • Format: PDF
  • Where to Submit: research.gov
  • Repository: NSF Public Access Repository
  • Embargo Period: 12 months post-publication
  • Notes:
    • Final published articles are accepted if author has the right to submit them

DOE
  • Effective: Extramural research articles resulting from awards issued or renewed after October 1, 2014
  • Who Submits: PIs or 3rd parties
  • What to Submit: Final peer-reviewed manuscript accepted for publication
  • Format: Microsoft Word document or PDF (preferred)
  • Where to Submit: Energy Link System (E-Link)
  • Repository: Public Access Gateway for Energy & Science (PAGES)
  • Embargo Period: 12 months post-publication
  • Notes:
    • Award number required in order to submit
    • DOI (digital object identifier) and ORCID ID help speed up submission process
    • Manuscripts co-authored with a DOE employee may be required to be open access to allow for submission to the DOE's intramural research open-access system

DOD
  • Effective: Extramural research public access compliance not currently required
  • Who Submits: PIs or authors
  • What to Submit: Final peer-reviewed manuscript accepted for publication
  • Format: PDF or PDF/A
  • Where to Submit: Depending on award terms:
  • Repository: Defense Technical Information Center (DTIC)
  • Embargo Period: 12 months post-publication
  • Notes:
    • Submissions must be accompanied by SF-298 Report Documentation page

Other useful tools and information

  • Campus support: BuckySubmit
    • BuckySubmit is a campus service that helps researchers quickly and efficiently submit manuscripts and supplemental materials to their funding agencies. Manuscripts deposited with BuckySubmit are reviewed by the Schwerdtfeger Library prior to submission to ensure public access compliance rules are followed for each agency.
  • SPARC: Article and Data Sharing Requirements by Federal Agency
    • SPARC explains the requirements of each federal funding agency for both research articles and data and allows you to compare requirements between different federal agencies.
  • CIMSS data sharing template for NOAA proposals
  • EZID
    • UW-Madison has joined universities in the Big Ten Alliance to make it possible for researchers to generate DOIs for datasets through EZID. Principal investigators are responsible for storing the data and making updates or changes to metadata. To set up an account, contact library@ssec.wisc.edu
  • ORCID
    • ORCID provides you with a unique, permanent digital identifier that distinguishes you as a researcher from other researchers, especially those with a similar name. This ID links you to your professional work and allows for quick and easy identification for manuscript submission.
  • Preprint servers
    • If you would like your manuscript accessible to other researchers and the public prior to publication and its availability on federal agencies' repositories, consider submitting it to a preprint server. Two of the most notable preprint servers in the Earth and planetary sciences are EarthArXiv, run by the nonprofit Center for Open Science, and Earth and Space Science Open Archive (ESSOAr), hosted by the American Geophysical Union and for-profit publisher Wiley.
  • SHERPA/RoMEO
    • This website offers guidance on publisher policies related to copyright and self-archiving.