Working with Publishers
KU ScholarWorks accepts and encourages deposit of published articles and articles that will be published in the future. However, your contract with the publisher must allow you to do so, or the publisher must grant permission. Many publishers recognized that pre-publication web posting is becoming a common practice, and more and more publishers are allowing posting of previously published articles, but publisher policies vary widely and they are not always easily available.
This page lists some steps and resources you can use to help identify author-friendly publishers and obtain permission for depositing your work in KU ScholarWorks and other open access repositories. For more information, please see our Copyright FAQ.
How to find out if you have permission to deposit your work
1. Check the copyright transfer form that you signed when the article was accepted. If you transferred "exclusive" or "all" rights to the publisher, you may need to request the publisher's permission before posting it in KU ScholarWorks.
2. Check the SHERPA/RoMEO listing for your publisher at http://www.sherpa.ac.uk/romeo.php. This web site tracks the copyright and repository policies for over 100 publishers and several thousand scholarly journals. Note that there may be special instructions or restrictions that limit your posting to the refereed manuscript or require a specific kind of citation.
3. If you need help interpreting a copyright agreement or publisher's instructions, contact firstname.lastname@example.org and we'll get right back to you!
How to request permission to deposit your work
If you do not already have permission to deposit your work in a digital repository, you may need to write directly to the publisher to request this permission. To make this process easier, we are providing some templates that you may use to help compose letters to publishers. You can modify these templates as needed or just fill in the blanks with the required information (name and address of publisher, citations of published articles, etc.). Some publishers can be contacted about permissions via an online form on their web site, so you may be able to cut and paste the text there.
Download templates in RTF format:
Changing your publishing agreement with an Author's Addendum
Many publishers will consent to changes in their standard agreement. You can secure certain key rights that will be advantageous for you and for your potential readers without harming the publisher by altering your agreement with a publisher.
One means of retaining selected rights is to mark-up the publisher's standard agreement, initialing each change. Authors may add the following statement to their manuscript contracts:Notwithstanding the above language, I reserve the right to use this work in my teaching and research, for my colleagues at the University of Kansas to use this work in their teaching and research, and I also reserve the right to place an electronic copy of this work on a publicly accessible web site.
However, as an easy and practical alternative, KU ScholarWorks is providing an Author's Addendum to the publisher's agreement that you may use to ensure you have retained a bundle of key rights. By using this Author's Addendum you will, for example, retain the right to make your article available in KU ScholarWorks and other non-commercial open digital repositories on the Web, or to make copies of your article for use in the classes you teach.
Download Author's Addendum (PDF format).
How to use the Author's Addendum
1. Download the form using the link above.
2. On the Author's Addendum, fill in the name of your article, the journal name, the authors' names, and the publisher's name, as indicated.
3. Sign and date the Author's Addendum.
4. Sign and date the publisher's agreement. Immediately below your signature write: "Subject to attached Addendum."
5. Include a brief cover letter to the publisher that calls attention to the Addendum (recommended).
6. Make a copy of all three documents (the publisher's form, your amendment, and your cover letter) for your records.
7. Staple the three original documents together.
8. Mail the three original documents to the publisher.
For questions or assistance, please contact email@example.com For more information on copyright and publication, please refer to /~scholar/docs/copyright.shtml, or contact firstname.lastname@example.org.