Information for Leibniz institutions

How can Leibniz institutions participate in LeibnizOpen?

In order to deposit documents in the LeibnizOpen repository, Leibniz institutions have the following options:

  1. An institution can feed its content manually into the repository of a coordinating institution. From there it will be harvested into LeibnizOpen. This form of participation will be regulated by bilateral co-operation agreements between the institutions concerned (example "Memorandum of Understanding", in German). Should you be interested in using this option, please get in touch with a contact person responsible for your institution.
  2. An institution can transfer the content from its own repository directly to the LeibnizOpen repository. The terms of a direct transfer are defined in the Technical information for Leibniz institutions.

Terms of Use Agreement

The Terms of Use Agreement ensures consent of the author to storage and making available to the public of his or her work in LeibnizOpen or in the repositories that are harvested for LeibnizOpen. 

The agreement template was developed by the the Leibniz Headquarters in cooperation with the Open Access Working Group of Leibniz Association. It serves the administrators of the repositories LeibnizOpen is built upon as a common basis which has been adjusted to the respective workflows and technical systems for the practical application. 

The agreement template and the checklist are licensed under Creative Commons Attribution 3.0 Unported Licence.

How can authors secure their rights to secondary publications for repositories?

The publishing contract (or author’s contract) is crucial in determining the opportunities for secondary publications in Open Access. Most publishing contracts allow for the possibility of producing a parallel edition of the work intended for institutional or academic repositories. Often it is the final peer-reviewed author’s version, i.e. the accepted manuscript, and not the publisher’s final version that is used for this secondary edition. In many cases the second edition can only be printed after an embargo period of several months. An overview of the policies of many journal publishers can be found at SHERPA/RoMEO.

In the eventuality that the contract does not stipulate the possibility of a second edition, authors are advised to append an addendum to the publishing agreement reserving the simple right of use for secondary publications intended for repositories.

The new regulation detailed in Section 38, sub sec. 4 GCA (German Copyright Act) grants authors the legal right to secondary publications, e.g. for repositories subject to certain restrictions. However, this regulation only extends to cover journal contributions made more than 12 months after the first publication.

In cooperation with Leibniz headquarters, wording templates detailing additional agreements for publishing contracts, or ‘addenda’, have been developed for the repositories linked to LeibnizOpen. These will potentially secure better conditions for repository publications than those granted by the legal second publication right.  The above conditions can also be applied to publications for which the legal second publication right is not valid, e.g. essays in collected editions, contributions to conference volumes, or monographs. Several variants are possible for this agreement with the publisher and these are selectable within the template. Please select the options that correspond to your needs.

The following template guarantees the author’s right to make the manuscript and/or publisher’s version available online following an individually determined embargo period:

This agreement should be presented to the publisher prior to the conclusion of the publishing contract and should be signed at the latest at the conclusion of the contract to avoid publishers reaching conflicting decisions.