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Labels in Symplectic Elements records refer to the status of the output in relation to the research information system itself (Elements), the institutional repository (Apollo), and the review and verification process carried by the Open Access Service.  We provide below a description of the labels you are most likely to see in your output records, along with some definitions to help you navigate the system, understand what happens after you create an output record in Elements, and whether you need to take any action. 

Important Definitions and Distinctions

Symplectic Elements is the University's research information system, used to collect information about the scholarly activities and outputs of Cambridge's authors, and make the data available for repurpose and reuse, for example, for depositing open access publications in Apollo, and managing the University's REF submission.  A way of thinking about Symplectic Elements is as the 'back end' of our repository.  Only Cambridge academics and administrators with an Elements account can access the system.

Apollo is the University's open access institutional repository for preserving and making accessible the knowledge generated by Cambridge researchers, enhancing its visibility and impact.  A way of thinking about Apollo is as the 'front end' of our repository.  Any user with an internet connection can visit Apollo to view, download and search within the content held in Apollo.

Data sources:  Symplectic Elements integrates with internal and external systems to repurpose and enrich research data.  Specifically for research outputs, Elements receives automatic feeds from CrossRef, EuropePubMed Central, PubMed, arXiv, and others.  Metadata about publications is collected depending on the data source, with varying degrees of completeness, for instance, some sources will only provide a month and year of publication, whilst other sources provide the day, month and year.  In addition to external sources, authors can create a 'manual source' for their publication, by clicking on the Add manual record button in the Data sources section of the Elements record.  Information about the output can then be entered manually by typing straight into the manual source form.

 

Label Description What you need to do

REF Open Access Policy

"In Open Access Policy"

The output is either a journal article or a conference paper published in proceedings, accepted for publication on or after 1 April 2016, and therefore in-scope of the REF Open Access Policy.

A more helpful way to read this label could be:

‘Output in-scope of the REF Open Access Policy.  The Open Access criteria must be met in order for the output to be eligible for REF.'

IF THIS LABEL IS PRESENT:

In order for the output to be eligible for submission to REF, the author’s accepted manuscript must be uploaded to Symplectic Elements within three months of acceptance for publication.  If the accepted manuscript has not been uploaded yet, do so as soon as possible.  If you miss the three-months from acceptance deadline, add a comment for the Open Access Service explaining the reason for the delay, so that we may determine if an exception can be applied to the output that will allow it to be submitted to REF.

 

IF THIS LABEL IS NOT PRESENT:

If this label is not present on a Symplectic Elements record, it means that the output is not a journal or conference paper published in proceedings, or that it was accepted for publication before 1 April 2016.  Outputs that fall into this category are not in scope of the REF Open Access Policy, and can be eligible for submission to REF even if the accepted manuscript was not uploaded to Elements within three months of acceptance.

Repository status

"Live" The output has been deposited in Apollo and it is publicly available, either immediately, or after any embargo periods have expired. Metadata of live items can no longer be edited in Elements.  If you have additional information or updated metadata to add to the record, contact the Open Access Service, who will be happy to edit the item on your behalf. 
"In review" The Open Access Service is checking the submission and metadata.  The output is not yet available in Apollo. You can edit the metadata of this item if necessary.
"Not deposited"

This repository status is for records with no files attached.  The Open Access Service is not able to deposit empty submissions in Apollo. 

In-scope outputs not deposited within three months of acceptance for publication are not compliant with the REF Open Access Policy, and unless an exception applies, these outputs may not be eligible for submission to REF.

We will attempt to complete the deposit by requesting a copy of the accepted manuscript from the author.  After three requests, if the author fails to respond, we remove the item from the deposit queue, and take no further action.

Respond to emails from the Open Access Service as soon as possible to prevent your output from missing the deposit deadline,

or,

Upload your accepted manuscript to Elements as soon as possible, adding a comment for the Open Access Service explaining the reason for the delay, so that we may determine if an exception is required/can be applied to the output that will allow it to be submitted to REF.

"Deposit incomplete" This repository status is for records that still require an appropriate manuscript to be deposited. This could be because the author did not agree to the Apollo licence, or they uploaded a version that we are not allowed to deposit in Apollo (i.e., Submitted version, Proof, or Published version not-Open Access). 

Respond to emails from the Open Access Service as soon as possible to prevent your output from missing the deposit deadline,

or,

Upload your accepted manuscript to Elements as soon as possible, adding a comment for the Open Access Service explaining the reason for the delay, so that we may determine if an exception is required/can be applied to the output that will allow it to be submitted to REF.

 

"Withdrawn" The Open Access Service withdraws submissions if these are duplicates, or if the submission was deposited in Apollo in error, for example, conference abstracts that were identified as another output type, such as an article or conference paper. Generally, there is no action required from the author in this case. If you believe there is a problem please get in touch.

Manual data sources

"Verified"

The Open Access Service has checked the metadata in the manual source record (i.e., added to the record by the author, as opposed to an automatic feed from sources such as Scopus, CrossRef, arXiv, etc.) and updated/edited as necessary.  The metadata in verified manual records feeds through to Apollo, when the deposit is completed.

No action required.
"Unverified" The Open Access Service has not yet checked the metadata in the manual source record, or we have checked it but the information is incomplete or unclear.  In these instances, we contact the author for clarification/additional information. Respond to any emails from the Open Access Service as soon as possible.