Configure Read & Publish Processing

Read & Publish is a license category encompassing both Open Access (OA) and subscription/paywall publication models. A Read & Publish agreement, negotiated between a publisher and a consortium of participating institutions, grants those institutions access to published subscription content in exchange for discounting or waiving OA publication charges for authors affiliated with those institutions.

Publication sites can define consortia for use with Read & Publish processing. When a Corresponding Author selects an Article Type configured for use with Read & Publish processing, the system will attempt to match the Corresponding Author's institution with one in an active Read & Publish consortium defined by the publication. If a match is found, OA publication charges may be discounted or waived for the submission, depending on the terms of the agreement.

Use the merge field %READ_AND_PUBLISH_TO_AUTHOR%, in submission confirmation letters to Corresponding Authors. Sending a letter containing this merge field will trigger a query in the system that determines a submission’s eligibility for Read & Publish processing. Editor roles with reporting permissions can trigger this same query by running a report using the new Read & Publish View, available in Custom Reports, Enterprise Analytics Reporting, and Cross-Publication Enterprise Analytics Reporting.

%READ_AND_PUBLISH_TO_AUTHOR% is populated by customizable text and may be used to provisionally inform Corresponding Authors that their submission, if accepted, may be eligible for OA publication funded by the consortium. This merge field may also be used in decision letters; it will populate only in letters sent to the Corresponding Author. The merge field will not populate in Author letters sent for submissions that are not an Article Type configured for use with Read & Publish processing.

Depending on the publication’s policies, if an accepted submission is identified as not eligible for consortium-funded OA publication, the Author may either pay the OA publication charges (via the publication's processing mechanism) or publish the paper under the publication’s subscription/paywall policy.

An Additional Manuscript Detail (AMD) field must be configured to collect and store the OA license type (CC BY, CC BY-NC, etc.). This AMD should be configured to display on the Details page to enable the responsible Editor to select the license type.

A Read & Publish view is available for users with permission to run reports. A custom report may be run using this view. The report lists submissions whose Corresponding Authors may be affiliated with institutions that are part of a Read & Publish consortium.

to configure:

Consortia must be configured on the publication site for use, Article Types enabled for Read & Publish processing, and the merge field added to the submission confirmation letter to Corresponding Authors. An Additional Manuscript Detail field called "Open Access License Type" must also be configured in order to run a report using the Read & Publish View.

Go to AdminManager > Configure Read & Publish Preferences > Define Read & Publish Consortia.

The Define Read & Publish Consortia page displays the list of all the defined consortia. Consortia can be managed from this page.

Add: Click +Add a New Consortium to define a new consortium.
Edit: Click the Edit icon to make changes to an existing consortium. Clicking this icon opens the Edit Consortium Details pop-up window.
Remove: Click the Delete icon to remove a consortium. A consortium may only be deleted if its members have not been recognized as a match to an institution of a Corresponding Author.
Activate Consortium: Click this link to put the consortium into active use. A consortium must contain at least one member institution for this link to appear.
Inactivate Consortium: Click this link to take the consortium out of active use.

To add a new consortium:

Click + Add a New Consortium to open the Enter Consortium Details pop-up window.
Enter a Consortium Name.
Select member institutions.
1. Enter text in the Select an Institution field. Potential name matches will appear in the drop-down list.
2. Choose the correct name from the list.
3. Click the Add this Institution button.
4. Repeat steps a – c for each institution.
Click the Save icon.
On the Define Read & Publish Consortia page, click the Activate Consortium link next to the consortium name. (A newly added consortium is set to inactive by default.)

To edit an existing consortium:

Click the Edit icon to open the Edit Consortium Details pop-up window.
Edit information as needed:
- Add a member institution: Enter text in the Select an Institution field; potential name matches will appear in the drop-down list. Choose the correct name from the list. Click the Add this Institution button.
- Remove a member institution: Click the Delete icon next to the institution name. A confirmation pop-up window opens. Click OK to remove the institution from the consortium. If an institution has previously been matched to a Corresponding Author, it cannot be deleted, but can be hidden (i.e., retired from future use).
- Hide a member institution: Click the Hide Institution link next to the institution name. Once an institution is hidden, the name appears in gray text at the bottom of the list.
- Restore a member institution: Click the Display Institution link next to name of a hidden institution. The institution is returned to active status.
Click the Save icon. (To discard edits, click the Cancel icon.)

Available tools (icons):

Edit () open the pop-up window for an existing item.
Save () saves the item and closes the pop-up window.
Save and Add () saves the item and opens a new blank form in the pop-up window.
Delete ( ) clears the form and keeps the pop-up window open.
Cancel () closes the pop-up window without saving any changes.

To customize the text populated by the %READ_AND_PUBLISH_TO_AUTHOR% merge field, go to AdminManager > Configure Read & Publish Preferences > Configure Read & Publish Merge Field. Enter the appropriate messaging in the text box and click Submit. (If no custom text is entered, the existing default text will be used for the merge field.)

Insert the merge field into the submission confirmation letter sent to Corresponding Authors. For details on letter configuration, see Create Letters.

To configure Article Types, go to PolicyManager > Submission Policies > Edit Article Types, and click the Edit link next to the applicable Article Type. (Or use the Edit Multiple Article Types option.) On the Edit Article Type page, check the box next to the setting: Allow Consortium-funded OA publication for this Article Type. When finished, click Submit. For detailed instructions on Article Types, see Configure Article Types.

To configure the Additional Manuscript Detail (AMD) field, go to PolicyManager > Additional Data Policies > Add/Edit Additional Manuscript Detail Fields. Create a new AMD:

Click Add button.
Enter Field Description: Open Access License Type. (Reports that use the Read & Publish View search for this label, so the description must match exactly.)
Select Field Type: List.
Click the View/Edit Values for Drop-down List link and enter license-type values appropriate for the publication. Note: A neutral value, such as "Not Open Access" or "Not Applicable" must be included in the list, because the Read & Publish View report will only return submissions for which an AMD value has been selected.
Select pages where the AMD field should be displayed. Configure as editable on any pages where publication staff will be allowed to enter and edit this value. Manuscript Details page should be one of the selections.

For more details on AMD configuration, see Additional Manuscript Detail Field.

Set the AMD configured above to display on the custom Details page for the Editor roles to be responsible for entering the AMD value. For instructions, see Configure Details Page.

Institution Name Normalization must be enabled when using Read & Publish processing. For details, see Institution Name Normalization.

Recommendation: The Institution registration field should be configured as required to ensure that a Corresponding Author’s institution name is obtained during submission. For details see Define Registration Fields.

For related information, see:

Configure Publication Charges Processing