Instructions for data entry

Guide for contributing data to Open APC Sweden

With some exceptions, we follow the guidelines of the German Open APC

You may contribute to the data gathering in the Open APC Sweden repository by downloading a template and filling in the fields in the template with data about the publication fees paid by your organisation. The file with data is then uploaded to the Open APC Sweden GitHub site and your data is merged with other organisations' data and enriched with metadata from online services like CrossRef and DOAJ.

Data set

The complete Open APC Sweden data set is composed of all the contributing institutions' delivered tabular datasets. Normalised journal titles and publisher names are imported from CrossRef via automated enrichment routines to make expenditures analysable.

Book data

With the exception of reporting cost in SEK we follow the instructions provided by Open APC Initiative for book data

The template table below describes the necessary columns, which is also the structure of the template files available in the template directory for csv-, tsv- or Excel-file. If more than one ISBN, add additional columns as indicated below.

Template fields book data

institution	period	sek	doi	backlist_oa	publisher	book_title	isbn_1	isbn_2	isbn_3
mandatory	mandatory	mandatory	mandatory	mandatory	recommended	recommended	backup	no	no

Article data

In the template directory of the project GitHub there are three types of templates for download and use for articles:

• apc_template.csv - a comma-separated file. Each field is separated with a comma and each publication is to be a row of data
• apc_template.tsv - a TAB-separated file with a TAB character separating each field and each publication is to be a row of data
• apc_template.xlsx - an Excel file where data about each publication is to be entered a row of data

The Excel file can easily be downloaded by clicking on its name and then pressing the "download" button on the page or the link above. The CSV and TSV files are a bit trickier, since they are being displayed in the GitHub interface and you have to click the "Raw" button and then save the resulting page to your hard disk.

You may load the TAB-sparated (TSV) or comma-separated (CSV) template into MS Excel to enter your information about publications and APC's or use the Excel template directly.

When you are finished editing, save the Excel or data file as a .tsv (TAB-separated) file. TAB-separated files are preferred, due to Excel using semicolon as delimiter in comma-separated files. You may also upload the Excel file for us to convert or mail us the Excel or TSV file.

Template fields

Every data field is represented by a table column and every article conforms to a single table row.

Example: (scroll sideways to see full table)

institution	period	sek	doi	is_hybrid	publisher	journal_full_title	issn	issn_print	issn_electronic	url
mah	2015	22800	10.1177/1468	TRUE	Sage	Ethnicities	1468-7968		1741-2706	http://etn.sagepub.com/815588620

Mandatory fields

The template file contains 11 fields, but only 5 fields are mandatory, if you have the article DOI, since the rest of the data can be fetched from Crossref using the DOI for lookup.

These mandatory fields must be present in every contribution:

institution

Institution code in Swepub in lower case for the organisation which covered the APC. You may view an updated list of contributors here.

Example: kth

period

Financial year, the year the invoice is paid, of the of APC payment (only four digits). The financial year may differ from the publication year. One thing that occurs at the turn of a year is that invoice date/year and pay date/year may differ. Depending on various local systems the financial year may translate to invoice year or pay year. We suggest to be consistent in using one or the other.

Example: 2016

sek

Article processing charge.

The amount reported in the sek field should be calculated according to the following policy:

• All reported publication fees are gross values, modifiers like taxes or discounts should be included into the amount. Most Swedish HEIs are VAT exempted, they report costs without the VAT. Those who do pay VAT include this in the reported sum. The OpenAPC data set does not explicitly track special reasons which might influence prices. However, institutions are encouraged to report details on such circumstances in a README file which can be added to their individual data folders.
• There's one exception to this principle: If article costs were split between multiple institutions, only one of them should report the full sum to OpenAPC.
• Only the APC itself should be reported, no additional matters of expense like page/colour charges or submission fees.
• Some journals do levy additional fees for corrections to published articles (corrigenda). Such expenditures are not part of the APC and thus should neither be added to the reported costs nor added to the data table as as separate entry (in case a DOI was assigned to the corrigendum).
• Only articles which conform to a "standard" model of APC transactions should be reported (Direct payment of money for OA publication). If the cost was calculated in hindsight only (because the article was published under an offsetting contract or paid for with vouchers like in the RSC "Gold for gold" program), it should not be reported.

Recommended conversion between SEK and EUR:

• 2014: 0.11 EUR per SEK (multiply your SEK value with 0.11 to get EUR amount)
• 2015: 0.11 EUR per SEK
• 2016: 0.11 EUR per SEK
• 2017: 0.10 EUR per SEK
• 2018: 0.10 EUR per SEK

As of 2019, the conversion is done at the National Library following yearly means from Sweden's Central Bank

• 2019: 0.0944 EUR per SEK
• 2020: 0.0954 EUR per SEK
• 2021: 0.0986 EUR per SEK
• 2022: 0.0941 EUR per SEK

You may enter decimal data using a Swedish comma (,) as decimal delimiter or an English period (.) as decimal delimiter, but please be consistent about this throughout the file. If you are entering data in MS Excel, please don't format the cells for euro in Excel currency format, since this includes a space as thousands separator, which causes problems during the automatic processing in later steps.

Example: 1328,5 or 1328.5 or rounded off to 1329

The Open APC dataset does not explicitly track special reasons which might influence prices, like prepayment discounts, central billing agreements or individual waivers. However, institutions can give details on such circumstances in a README.md file which can be added to their individual data folders.

doi

Digital Object Identifier, without the http part. Please use the shortDOI Service for validation.

Example: 10.1109/IPDPS.2006.1639502

If you don't have a working doi at hand, you need to enter data into the 4 optional fields below.

is_hybrid

Enter uppercase TRUE if the article was published in a subscription based journal or uppercase FALSE if the article was published in a fully open access journal.

Example: TRUE or FALSE

Optional fields

If the article does not have a DOI assigned, these 4 fields have to be given as well:

publisher

If you don't have entered a working DOI that we can use for lookup against CrossRef we would like you to enter the publisher name in this field. For analysis purposes, we would like to have the publisher name at a Bibsam consortia "contract level", which means that large publishers like Elsevier and Springer should have their sub-publishers separated. For Springer, we would like you to enter Springer, Springer Open, BioMed Central, and Nature Publishing Group separately. For Elsevier, Cell Press goes separated from Elsevier.

The data enhancement process will map different publisher names against normalised publisher names, which might result in your entry ending up with a slightly different publisher name in the analysis.

journal_full_title

Journal title
Please don't use abbreviated titles and don't add ending periods after titles.

Example: Procedia Computer Science

issn

International Standard Serial Number
An 8-digit code to identify the resource uniquely in blocks of 4 characters each, separated by a hyphen.
If it is known whether the ISSN is for the printed or the electronic journal, use the separate fields for issn_print and/or issn_electronic.

Example: 1877-0509

issn_print

ISSN for a printed journal, if known

issn_electronic

ISSN for an electronic journal, if known

url

A URL linking to the article full text (fulltextlänk)

Example: http://www.sciencedirect.com/science/article/pii/S1877050915008108

Submission of data

There are two ways to provide Open APC Sweden with your data:

1. By sending a mail to openaccess [at] kb.se with the Excel or CSV/TSV file attached.
2. By initiating a pull request on GitHub if you have an account and knows how to work with GitHub.