Read & Publish Agreement Reporting Requirements

Publishers that have a CAUL-negotiated Read & Publish agreement must supply regular reports on publishing outputs using the CAUL Article Level Metdata Template (other formats may be accomodated by negotiation with CAUL Procurement).

Template

Download the CAUL Article-Level Metadata Template. 

Reporting requirements

Publishers should provide regular publication reports using the CAUL Article Level Metadata template, which is derived from and has the same format as the Jisc Article Level Metadata template. Publishers that cannot supply data in the Article Level Metadata template must contact CAUL to discuss report formats. 

Using the template

• The template file has three tabs:
  • Introduction - includes instructions for how to use the template.
  • Article level metadata - this is the template sheet where you should add your data.
  • Standardised institution names - this is the current list of CAUL Member institution names. Only these names should be used in the metadata report.
• Publishers should supply data using the 'Article level metadata' tab, following the instructions provided on the 'Introduction' tab.
• It is very important that the template fields are used as specified in the instructions and only populated with the value types listed in the instructions. 
• Publishers must not make any changes to the template spreadsheet, including removing tabs or altering column headers. 

Mandatory fields

• The template specifies mandatory fields (highlighted in green) and strongly recommended fields (highlighted in yellow) in addition to a range of other fields. 
• All entries on the metadata template must have have the following fields, or the data cannot be ingested into CAUL's database:
  • Publisher
  • DOI
  • Article acceptance date

Using a publisher-specific data format

In exceptional cases, CAUL may accept a publisher-specific data format. In these cases:

• Publishers must not make any changes to the agreed template, including altering column headers or included fields.
• If a publisher uses their own reporting format, equivalent fields to the mandatory fields must be provided.
• All entries in the report must have have the following fields, or the data cannot be ingested into CAUL's database:
  • Publisher
  • DOI
  • Article acceptance date

Annual reporting

• Publishers are asked to provide one file per calendar year.
• A single copy of the template / single spreadsheet should be used each year, with new publications appended to the bottom of the report. 
• If article details change (e.g. the publication status changes, or the institutional affiliation changes), the metadata can be updated in the next report after the change. 
• For each year, include articles accepted for publication between 1 January and 31 December. 

Reporting frequency

Data should be provided monthly where possible. Smaller publishers may provide data quarterly or bi-annually. 

Articles to include

Publishers are requested to provide article-level metadata (both open access articles and closed access articles) for articles published by CAUL Member based authors from all institutions that participate in the CAUL agreement. CAUL recognises that this may not be possible for small publishers to accomodate. In these cases, all open access publications published under the agreement should be included. 

Submitting your data

• Data should be sent to consortium@caul.edu.au with CC to arthur.smith@caul.edu.au and kate.davis@caul.edu.au.
• Please include the publisher name and report coverage dates in the subject line.