Guidance on how to comply with our open access policy.
Our open access policy applies to all original, peer-reviewed research publications that have been supported, in whole or in part, by Wellcome.
It does not apply to PhD theses by Wellcome-funded students. But we expect PhD theses to be made freely available from the EThOS repository(opens in a new tab) as soon as possible.
You must ensure all journal articles that report original, peer-reviewed research supported in whole, or in part, by Wellcome funding, comply with our open access policy.
This guidance provides practical advice on how to comply with our OA policy.
There are three publishing routes you can follow to comply with Wellcome’s policy:
Route 1: Publish in a fully OA journal or platform.
Route 2: Publish in a subscription journal and take responsibility for making the Author Accepted Manuscript (AAM) freely available from Europe PMC at the time of publication.
Route 3: Publish in a subscription journal through a transformative arrangement that is available to you via your organisation.
Our preferred routes to compliance are routes 1 or 3. These options ensure that the final published version (which includes all copy-editing changes and a commitment to update the work with any corrections etc) is made OA at the time of publication.
Researchers must follow the steps below to ensure compliance with our open access policy.
You can use the Journal Checker Tool(opens in a new tab) to check if your preferred journal enables you to comply with our policy and, if so, which route you should use.
To ensure you (or anyone supported/associated with the grant) can comply with our policy, you must apply a Creative Commons Attribution (CC BY) public copyright licence to all Author Accepted Manuscripts arising from submissions to peer-reviewed journals that report original research.
If you allow others to own copyright in AAMs, you must ensure that they apply the CC BY licence to all future submissions.
You must include the following text in all submissions:
'This research was funded in whole, or in part, by the Wellcome Trust [Grant number xxxxx]. For the purpose of open access, the author has applied a CC BY public copyright licence to any Author Accepted Manuscript version arising from this submission.'
This text must also be included in:
If a journal refuses to accept a submission which makes clear that any Author Accepted Manuscripts arising from the submission will already be licensed under a prior CC BY licence, you will need to reconsider where to publish your research. In such cases, let us know and we’ll update the journal’s details in the Journal Checker Tool.
Our policy requires all journal articles to be published under a CC BY licence. As an exception, you can ask for individual articles to be published under a Creative Commons No-Derivatives licence (CC BY-ND), so that your research cannot be used to create derivatives works without your permission.
To apply for this exception, you should complete a CC BY-ND exception form. You will need to have your request approved before your paper is submitted for publication.
If we’ve approved a CC BY-ND licence, include the following text in the journal submission:
'This research was funded in whole, or in part, by the Wellcome Trust [Grant number xxxxx]. For the purpose of open access, the author has applied a CC BY-ND public copyright licence to any Author Accepted Manuscript version arising from this submission.'
If a journal refuses to accept a submission that is already licensed CC BY-ND, you will need to reconsider where to publish your research. In such cases, let us know and we’ll update the journal’s details in the Journal Checker Tool.
Using this route, the publisher takes responsibility for making the Version of Record for the article freely available from Europe PMC at the time of publication, under a CC BY licence.
We are willing to fund fair and reasonable article processing charges (APCs) for papers published via this route where the journal:
Read about how to get open access funding to cover open access publishing costs for research papers.
Where a publisher has not implemented publishing models to transition away from subscriptions, you can still publish in any subscription journal and make a copy of the AAM freely available from Europe PMC at the time of publication, under a CC BY licence.
By applying a CC BY (or CC BY-ND, if approved) public copyright licence to all journal submissions, you retain the right that allows you to deposit a copy of the AAM in Europe PMC in this way This ensures that you can continue to publish in a journal and comply with our policy.
Use the author manuscript submission system Europe PMC plus(opens in a new tab) to deposit your AAM.
When complying by this route, no APC is payable to the publisher.
Under this route, the publisher takes responsibility for making the Version of Record for the articles freely available in Europe PMC at the time of publication, under a CC BY licence.
From 1 January 2021 to 31 December 2024, UK organisations in receipt of Wellcome open access funding can use these funds for publication costs associated with transformative 'read and publish' agreements(opens in a new tab).
Until 31 December 2024, we will fund the cost of publishing in a transformative journal.
The Journal Checker Tool(opens in a new tab) will let you know if a transformative arrangement for your preferred journal is available to you through your organisation.
Make sure that all your Wellcome-funded papers:
Make sure your paper includes a statement explaining how other researchers can access any data, original software or materials underpinning the research.
For more information, read our:
If you have any questions contact firstname.lastname@example.org.
The policy applies to all original scholarly monographs and book chapters authored or co-authored by Wellcome grantholders as part of their grant-funded research. The policy does not apply to textbooks, ‘trade’ books, general reference works or works of fiction, or to collections edited, but not authored, by Wellcome grantholders.
We will make funds available for the payment of publishers’ open access monograph and book chapter processing charges.
It may be unclear whether your work is being published in a journal or as part of a book series. Some journals indexed in MEDLINE(opens in a new tab) are marketed as book series. However, as all publications indexed by MEDLINE have been submitted for indexing as journals by the publisher, we consider them to be journals.
Articles published within such a series should be deposited in PubMed Central and licensed under the Creative Commons, Attribution licence (CC BY).
To ensure your scholarly monograph or book chapter complies with our open access policy, you must make it available from NCBI Bookshelf(opens in a new tab) and Europe PMC(opens in a new tab) as soon as possible. It must be within six months of the publisher's official date of final publication.
Where an open access publishing fee is charged, works must be available without embargo and licensed in ways which support their re-use. CC BY is strongly preferred, but if this isn't available we will accept non-commercial and/or no-derivatives licences such as CC BY-NC or CC BY-NC-ND.
Funding is available to cover publishers' open access monograph and book chapter processing charges.
Wellcome grantholders or publishers of research funded by Wellcome should use this deposit form(opens in a new tab) to deposit a monograph or book chapter for inclusion in the NCBI Bookshelf and Europe PMC.
You need the following information to complete the form:
Open access monographs and book chapters will be freely available in both html and PDF format via the repositories.
We work with authors and publishers to ensure that a researcher's ability to choose the publisher they feel is most appropriate isn't compromised by trying to comply with our policy.
We believe adopting a strong open access mandate will give existing publishers a strong rationale to develop open access book publishing mechanisms. This will encourage new, fully open access book publishers to emerge.
Publishers that already offer an open access option for scholarly monographs include:
If you’re thinking of publishing a monograph or book chapter with a publisher that doesn’t have an open access option, please email email@example.com. We'll work with you and the publisher to see if it's possible to publish your work open access.
The block awards made to institutions for open access cannot be used to cover the cost of open access fees associated with Wellcome-funded scholarly monographs and book chapters.
For more information, see how to get open access funding.
It is possible to use third-party images in open access publications, but this is a new area for many authors, publishers and image providers. There are challenges working out how images can be reused and licensed within open access content.
You should ask for permission to use the image(s) as usual.
It’s important to inform the owner of the image that your work will be published open access. However, the choice of how the image itself is licensed remains with the image’s owner.
Ideally, the image will be published under the same licence as the rest of your work, but this is not essential – the image can be licensed separately.
A number of major image providers have made their collections open access, for example the National Gallery of Art(opens in a new tab), the Getty(opens in a new tab), Wellcome Images(opens in a new tab) and Yale Center for British Art(opens in a new tab).
Wellcome’s open access fund can’t be used to pay image fees. If it’s essential to use a third-party image, you can ask for the cost of reasonable image fees in your grant application.
‘Scholarly’ books are defined by their content and their intended audience.
Content - they represent the results of original academic research, presented in accordance with recognised academic conventions, for example with rigorous inclusion of bibliographic references.
Audience - scholarly books are written by, and aimed at, those who are actively engaged with or interested in academic research, rather than a general readership.
Scholarly books are sometimes identifiable by the publisher, imprint, or series, or by the way in which they are described and marketed by publishers. They’re unlikely to be stocked by general booksellers.
Your publisher should:
Most publishers publish a print copy and an epub version of the book to sell. Some publishers offer the epub for free.
Some publishers offer royalties on print and e-book sales of open access books. This is something you can discuss during the negotiation.
Our open access policy applies to the following research papers, monographs and book chapters:
Wellcome-funded researchers should ensure that the provision of data, materials or technical assistance to external users is acknowledged in resulting research papers, in line with best practice in that field. But these papers would only fall under the our policy where a Wellcome-funded researcher appears as a co-author.
We monitor research papers authored by our funded researchers to make sure they comply with our policy. We do this when researchers apply for funding, and when they submit their end-of-grant reports.
When research papers aren't compliant, we won't:
If a number of researchers from an organisation fail to comply with our OA policy, we will work with the organisation to better understand and resolve the issues. If an organisation doesn't work with us on this, we reserve the right to suspend grant payments to that organisation.