welcome everybody I hope that you can all hear me I am Lydia / Albanian I'm the director for research and innovation at the European University Association and it is my pleasure to be the moderator of this exciting webinar on the landscape of big deal contracts across Europe this is the presentation of a first of a kind study that we have done in collaboration with our national writers conferences that are members of the European University Association this is the result of two years of study it will be presented by the chair of the expert group on open science of the Open University Association professor general finance former director at the University in an event in France and also former president of CPU we French press conferences following and his explanation on the main results of this project we have the pleasure to introduce miss Anna Linton who is the member of the you a high-level group on big bills and a head of the division for National Coordination of libraries at the National Library of Sweden we will then have hopefully some 20 minutes for questions and discussion we will collect your questions or comments that you can introduce at any time during this webinar in the chat area of your screen at the lower part of your screen and we will collect them and cluster them so that we can frame the questions properly and address them properly to either an jean-pierre or myself so before we listen to jam Pierre and the main results of the survey I like to introduce the work that we do anyway the strategy towards what we call science 2.0 and open science this is a way to address a number of issues that are related to the conduct of research and that have generated considerable attention with the with the progress of open science we all agree that open science is changing the way that scientific research is being conducted assessed and utilized it is generating alternative ways for the Church to conduct and use the outcomes of the research its fostering interdisciplinary more interdisciplinary research and it affects the Korean progression of researchers or is starting to affect the career production of researchers affects the way comes mainly the publication's are assessed it affects the scientific reputation systems it also affects the way the society and academia interact or we interact in the future and Paulo is calling out on the attention of politicians more than ever before we think so as this movement towards open science is gaining momentum at political academic and societal level we think it is about time to move on towards a more open and transparent and sustainable scientific but we call ecosystem we don't do scientific considerations for that one anyway we started back in 2012 to address beyond open science issues and in 2016 15 we created the extra group on open science 2-0 which I will now talk about but basically the EU a council a Greek EA had to take how to take real to adopt open science and as a new strategic line for action and with the commitment to issue guidelines and recommendations to institutions to raise awareness of the importance of open science to support institutions in negotiating with publishers the main subject of today and to make efforts to accelerate the transition towards a more open scientific system and based on all these activities also the e way wants to enforce the divorce of universities in policy development we plan then to approach open science in a very broad way and as we are sure that the issues of stakes very many and complex all modus operandi is to keep the broad vision and then gather expert input and focused on specific actions of which we can take our good conclusions for our universities and for Elaine membership and then for in order to do that over the years we have created three main groups one is as I said before the expert group on open science science 2.0 it is active since 2015 and their members are designated by the national directors conferences they include directors by directors other high-level experts in open science legislation etc we then have what we call the high-level group on big deals this is a specific group to assist universities and national vectors conferences in their negotiations with publishers they also include vectors and high-level experts heads of libraries has of negotiating teams etc and last but not least we have a negotiator group which we established last year gathering expert negotiators from 30 countries in Europe the idea is that with these extra groups we foster enough interaction between the actors and between the university sector and the negotiators to help them move on towards society for a better fair system and a way is able to cope with the needs of the university sector regarding the update of legislation regarding requesting support to the person supports national governments or to the institutions and etcetera in general to support well the work of the university sector in Europe regarding open science so I would like to now move on present you a few selected outcomes of your activity EU a runs here in a survey on open access and for example one in graph shows how universities almost half of the universities in Europe have policies institutional policies on open access and some 20% are in the process of developing them this is a survey that we the results of a survey we conducted last year with 338 universities across Europe and it is figure that it is consistent over the years then another outcome of our activities is the numerous policy positions that we are able to produce based on these outcomes and based on the discounted discussions of the experts in groups that I mentioned before I of course will not enter into any details but you can consult all these positions in the EU a website just to focus on the last position we issued last year was a series of recommendations to the EU institutions and national governments to raise awareness of the importance of developing legislations that are first of all compatible between EU directive and national policies but also on the need to embed open science you know research assessment survey in all research programs and last but not least develop new research assessment exercises so that we can guarantee the good career progress of our scientists being very fair and transparent on the way their scientific outputs are measured that is it from my part just to remind you that the results of every year survey are freely available in our website we have the two previous reports and also to let you know that the questionnaire of this year is still open until 27th of April that's for the universities that may be listening to this webinar and that you are invited yet done so I thank you very much for your attention in this part of the webinar and now I have a pleasure to give the floor to Professor jumpy a finance that will present us the main results of the big wheel survey so jumpy on the floor is yours okay Thank You Lydia and it's my pleasure to summarize the spirit and the results out cuts of this stuff waiting okay the IDs is based on the need to for a way to better understand what is the state of beliefs in Europe and we decided to start this survey it was a very long way but we had the support as big deals appreciate us nominated by the : orange recommendation I I live the presentation do you see okay sorry and we had the support of the engagement of very various negotiator and at the end of the day we got we get what God's about exactly 28 response from across Europe with this result that is for national actor conveyances disclose features under contract and Phil only provided vigil for one of their big – compact the conclusion the general outcomes were where high response demonstrates need University to be strongly committed to dialogue and implication about national legislation and project dilation which has some side effects about the collection we were aware to keep confidential the answer of all countries and just to have a look about the consortia and the whole of the university its involvement of a very very high number of universities of library government representative and scientific relation the leadership of university is starting to take an active all in steaming and governance for example the university leadership and negotiation is no more at this time of 37 prasad and at the same time the source of big deal contract Damon was mainly supported by universities the cost estimated are conservative and potential cost-saving in rant to a full open access environment are considerable nearly total expenditure report it's of periodical database an e-book because we had survey on periodical databases and mainly Scopus and the world of science and also ebooks and you can see total is more than four hundred thousand million euro it is a minimal amount we can consider today and for the only politicals it's more than 380 million of euro which is quite important you know the total national expenditure chair big deals contract bar i varies widely from 1 million an al you two just the 100 Leon no 90 97 million yo and the relationship between big disgust and GDP per capita also vary from 31 to 2055 hundred person per year which is a very large scale after changing the first mapping explained also that university hesitancy about a PC article processing charge and the question is do we are not have to associate negotiation about a PC and negotiation on subscription at this time the association of a PC in current big deal contracts are quite low you can see on the total through a PC are offsetting pollution it's 50/50 result but the whole and willingness of the negotiator and national writer contentious is to make more and more important the percentage Liberty to a PC in the negotiation that is about more van in the overall 17% and if we look ahead the weekends we know all of us that the LCV gold oops Oh a sight somebody will okay as I said the total expenditure reported by country as already said a is very very large and a very large scale between 100 million at most and less and 20 thousand at least and if we compare with GDP per capita the cost of big deal between reported compared with the GDP per capita is already always very very larger scale finely I can explain the general outcomes we had very high response rates which demonstrates University commitment to dialogue national registration and product evaluation has effect data collection as I said and moreover it's not always easy for a university to be completely transparent in the negotiation but we have to preserve the confidentially the university leadership is starting to take an active role in steering and governance and I think it's very important that more and more representative of university involved in the negotiation committee and to note that the university are more or less funding the health amount of the contract which is very very important I already explained this one the position the place of admission as I said is not very high today but becoming certainly higher in the future and you can see in the report mail main detail on responses and synthesis we tried to do the last information is next visually will be launched in April 2011 to national anthem our hands and to note also that I said Lydia that the open access additional survey is underway and if you want to to participate you have to click here so thank you very much and we will have also equation after recommendation of Anna I think we can give immediately the world to Anna Anna London please remember that you can start placing your comments and suggestions in the chat corner of your screen it's Anna the floor is yours oh thank you very much and thank you for the opportunity to tell you a bit more about the current situation in Sweden and the importance of the university's engagement in the negotiations with publishers and the focus as the title of my presentation indicate will be on advancing the Oh a transition so to give you a bit of a background the bibs on consortium was formed in 1996 and has been administrated by staff at the National Library of Sweden since then we have currently 80 plus participating institutions from higher education institutes government agencies and Research Institute we negotiate +40 agreements which concludes the 280 plus e resource packages and the turnover for the BIP some consortium in 2018 is approximately 36 million euros and the bids on consortium was initially formed to support the university libraries in the parody gift from print to e-journals them from individual subscriptions to big deeds but now we are of course focusing on the transition to open access so my next slide shows you that ten years after in 2006 the open access dot SC program was started as a project it was focusing on providing information policy coordination and promoting and supporting open access in Sweden open access table se is the Swedish node in the EU funded project open air and the open access expert in the Swedish advocacy platform for horizon 2020 and I have included some links in my presentation so you can read more in English after if there's some interest and I would like to draw your attention to some important political steps taking towards open access and in 2012 the recommendations from the EU Commission to the member state actually resulted in 2012 year's Swedish research bill to be the first time we addressed open access in this and in 2015 there was a proposal for national guidelines for open access and submitted by the Swedish research council together in in collaboration with the National Library of Sweden in there we identified opportunities for and obstacles to a transition to open access in 2016 when the competitiveness Council of the EU ministers for research and innovation agreed on conclusions for open science it was followed in 2016 by the Swedish research bill called knowledge in collaboration and in that research build it was clearly stated that all scientific publications resulting from research financed with public funds shall be published immediately open access open access is the default and tole our access is an exception and the transition to open access shall be fully realized within 10 years so meaning 2026 and it was underlined that all stakeholders within the Swedish research system shall work towards this common goal and as a result of this research built it was stated that the National Library of Sweden got an appropriation directive from the government to coordinate open access to scholarly publications and the key stakeholders in the Swedish research system is then the Swedish rector's conference and I will give you some more information in the coming slide together with a Swedish Research Council and the National Library of Sweden we have a steering committee for the Big Sam consortium and there is a group for open access and these groups are both shared by vice-chancellor of stockholm university professor astrid said by bidding and it's her that you see on the picture here it's of course very important that we have a vice-chancellor in charge of the steering group or leading the steering group the steering group consists of six representative library directors nominated by the swedish research conference by the swedish directors conference sorry and the steering committee is focusing on developing strategies and overall principles regarding negotiations price model and content and they take active part in high-level negotiations with publisher and approximately I would say three publishers per year the Swedish rector's conference called the Swedish Association for higher education su H F was founded in 1995 and it consists of 37 university and university colleges in Sweden and the decisions on principle issues are taking by the General Assembly comprising of all member institutions and they meet twice a year and during these last meeting now big days negotiation has been an important topic on their agenda furthermore a specific forum for library directors within SU hf was established in 2006 and a group for coordination of open science was formed in 2017 and they did that within the SU hf to ensure that the development of these of this issues is coordinated by a director's conference and also to monitor the developments and submit proposal to the board on strategic priorities and all these three stakeholders have assigned the Oh a 2020 initiative for the necessary large-scale transformation to open access but what does that actually mean well it means that we aim to transform a majority of today's scholarly journals from subscription to open access publishing in accordance with community specific publication preferences it also means that we pursue this transformation process by converting resources currently spend on journal subscriptions into funds to support sustainable open access business models it means that we cooperate with all stakeholders for Swift and efficient transition both from national but very important like within the EU a on a European and international level and we also support new and improved forms of open access publishing all this demands new ways and methods of working for example the licensing and the open access team at the National Library Sweden are working very closely together they actually sit in the same room in the same office space they have a common goal for 2020 which is to lead the work moving from subscription-based to immediate open access publishing we are negotiating oay parameters with all journal publishers and if if acceptable terms regarding open access cannot be met an agreement should be limited to a single calendar year and this is a principled decision made by the steering committee new open access terms and conditions are brought into these agreements and very important we have started to collect the publishing data output analyzed it and we are using it in the publisher negotiations one example of this is that we have started a pilot called open a PC Sweden it was set up together with five higher education institutes in Sweden and it's an aggregation of the Swedish APC cost at github added model from the German intact project open a PC and as a result of this pilot the Swedish rector's conference introduced the following recommendation that you can see on the slide that all higher education Institute's should use a specific code when registering invoices for a pcs in their local finance system and this was very important since it will make it much easier to collect this data both at the university level and nationally to get an overview of these increasing costs furthermore we need to monitor the total cost of publication and as of 2018 the National Library of Sweden has been assigned to monitor and report on the total cost of publication for all the higher education institutes subscription fees mainly the bit some consortium adidas but also local subscription and the publication fees meaning at the APCs and associated administrative costs this will demand an increased cooperation between us and all the higher education institutes in order to gather this data but it is important to see that there is actually enough money in the system according to the white paper by the Max Planck digital library which is proving this we have also carried out calculation on a national level that is showing that this hypothesis holds true also for Sweden and you can see that the average articles associate or affiliated with Swedish higher education Institute's amounts to around 17,000 and if you take that times assuming a mean a PC of 2,000 euro the total exponential of a PC would amount to 34 million euro and if you recall in the beginning I mentioned that the bid some consortium has a turnover of 36 million euros so yes there is enough money in the system what we are using as guidelines for our national license negotiation are for example the five principles that were set out by the labor in this very clear and straightforward way to do what I told you we've done licensing and open asks this should go hand in hand and transparency is important and keep access sustainable and so forth so this has been a great help since its known both by the publisher in us too to guide us furthermore we have developed a joint Nordic checklist for open access terms which is intended for the use of consortium and/or library staff negotiating open access agreements with publishers it's build upon a checklist made by our colleagues in the Netherland and it's aligned with the exact recommendations so in this checklist as a negotiator you can take off if the open access model includes all the costing content you need which article types are being accepted which license types are acceptable and very important that there is no non-disclosure clause and that the eligible author are being verified and confirmed in a streamlined way which metadata is included and which information on the reports and invoices can you find so to the results the bibs and consortium has successfully negotiated five national licenses including open access parameters you can see them here on the screen Springer's bring a compact Institute of Physics de Gruyter Royal Society of Chemistry and tail Frances and it is clear I would say that these are currently but there is no not currently any perfect or really satisfying open-access business model on the market the prepaid read and publish models with these large publishers containing both the license to read and read the content and an option to publish a set number of projected articles are only to be regarded as pilots or transitional models since there is a risk of such agreements to become permanent which in turn would threaten to replicate the current login with a bundle journals collections tying up substantial part of the library budgets today so and no ideal solution yet but we are experimenting and learning as we are going moving forward current negotiations or the ongoing and upcoming and negotiations for the Swedish people some consortium is bill Elsevier Cambridge University Press Oxford University Press spring and nature needs to be renewed and with Wiley of course negotiations with Elsevier has proven difficult but very interesting due to the special situation in Germany and also after the Finnish agreement model because that kind of agreement has not been accepted by the Swedish rector conference and I hope to be able to talk more about this at the end of April as we stated regarding the Oh a 2020 initiative it's important to not only focus on these big publisher and the subscription and the subscription deals we have we do also support pure away initiatives and both away content services like you see the list below and open access infrastructure services and I think this is important that we all can in this kind of crowdfunding make sure that these initiatives survive and develop in sustainable open access services um the steering committee of the big song consortium are currently discussing to sign an agreement with pure open access publisher so we have made an overview of these where we publish the most and we will also discuss evaluation criteria for gold open access publisher but with that said it can be concluded that there is enough money in the system in the current subscription system for transition to open access and that it's not only a marriage on the horizon but in fact currently underway in Sweden but in order to reach the target of immediate open access for all the publicly funded research output by 2026 as set out by the Swedish government there is a strong need for institutional reallocation of fund these main stakeholders in Sweden must not lose momentum in this process but make a concerted push forward in all the negotiations with the publisher to achieve a sustainable scholarly publishing system in unison with our international counterparts and I've listed some challenges ahead in the last slide so to continue the support from the University level in the negotiations are very important as I said to redirect funding stream from the solutions to open access from funders to higher education institutes and and last but not least we also like to mention that we need to engage much more in the communication with the research community to inform about these things that we do so with that said thank you and I would also of course like to try to answer any questions you might have thank you very much Anna and also for your two excellent presentations I we we have received a clarification question actually for you Anna yeah it is related to the potential savings someone who does not really understand how the balance between what you said about the 30 million euro to read literature from all over the world in relation to the 34 million euro to get 17 thousand articles particle collisions yes well I mean we of course would like other countries to follow and that is what the oay 2020 initiative is all about so is if every country paid for their affiliated authors output and it would all be made open access immediately then that would be sufficient but of course since we still have a large part of the output behind paywalls it's not a one-to-one solution currently so but as I said if we were to pay in a in a pub pay as you publish model we would pay less for our output and we currently are for reading the rest of the world sounds very good another question is coming up anything about the AP sees the APC payments the person is saying that individual APC payments are coupled with heavy administrative overhead at the University and and it's called quality on front the incentives of the publisher and so quickly tell us Anna and Gambia could we avoid this would you like to go first from here yes yes maybe I think we we need to avoid that to pay a PC lead to new source absolutely out of control forty wishes so it's a reason why certainly it's necessary now to have a global negotiation about the total amount and I could just add that I I do think that library consortium play a role to support on the national level to support this administration of a PC if it's necessary in during a transition no question for you on because you mentioned in your finished model is not good for the Swedish this isn't making situation so can you explain a little bit main reason for one wider piece yes the Swedish rector's conference would like to see transformative agreements so not seeing a subscription fee that is the same as it is today and increasing every year and the APC discounts then may be going down as we move in a transition so we saw that that model is not as transformative as we wanted and therefore we have declined that and are now discussing a more consolidated model I would say mmm okay okay another question for you Anna is how the okay I'm reading a text early how are the transactional / administrative costs respected in the calculation of total cost of publications yes no I can't answer that yet we are actually just starting to explore that but we have received that as an assignment from the government to monetary but we're not sure yet how to actually get in control of those figure or to gather those so we are open for any suggestions that other countries have it's all new to us actually but we will try to start look at it with good cooperations with the University Libraries okay here a question about the way I think this for both of you and Jean Pierre and Donna is what is the rationale for accepting an average APC of 2000 the I asked this because it is known that there are other institutional base or other type of nonprofit publishing initiatives that provide the same type of publishing service for much less amounts with significant savings to the system as a whole okay Pandu's yes raise several calculation explaining that the APC should be around to 2000 euro my point of view is not a direct result of the survey is we are in a negotiation I'm talking with negotiation with finishes big finish's I think we are in a negotiation form of immaterial implying that it's absolutely not easy to really define a cost of such services of such data so I think it's certainly a question of negotiation as we had in the case of software and the cost of software was decreasing depending on the relationship between the company and a client so I think we could we can start with an average evaluation estimation of a PC but I think it's just a starting point in future negotiation yeah no I have nothing further to add I think it was answer I kind of kind of a provocative question Kay – as usual there was providing this answer says could not we just pay one long song of a pcs per country and per publisher for access to read and mine and for full open access . i mean that's a dream scenario maybe not so provocative but a dream scenario that we could or all countries come together or at least in in the european union to start and and sit down and discuss where would we end up price was price if we were to pay according to that model i think it would be a very interesting workshop to see where we would end up and another question regarding abc's that seems to be the topic which many our participants are acting the question is will you I think I mentioned global eight pcs so would you do you think that countries which publish more than they read would support an open access transformation as well because they would have to pay more AP C's than they pay for subscriptions so do you see or jumpy do you think that we can help we could address this situation III think it's possible but I think it just for my point of view is deeply a question of negotiation from one side and from the other side developing of other kind of platforms for publishing through of models and pushing forward the concept of biblio w diversity that is the need to have a strong diversification of the system because at this time we are thinking on the old fashioned system and it certainly will apply new ways introducing fair concurrency between publication I read one silicon and so on but main question on this with under this point is as you said the motivation and support of research journals and for which we need to both promote the concept of openness but at the same time we need to develop new method to assess scientific outcomes society's actions scientific projects in researcher and to have modification the behavior of reception but also of institution in all aspect of evaluation yeah and I think this can only be challenged when our merit system when when we can change that when the research assessment and allocation systems are not based on Journal in journals so I think that is where we have to do a lot of homework within the universities and within the research funders to ask for other incentives regarding open access publishing just mentioning here is a question since what about the role of offer incentives and metrics do you see this as a barrier to individuals choosing to open access options or publishing platforms yes do you break this down we the transition towards open access will be faster yes yes I I do but I do see that there are changes going on and and that we need to work on that in Sweden when we got the coordinating mission or assignment we work on that we have initiated five different studies and one of them are looking at metric system and how we should assess research together with the research funders and researchers themselves so how to look at that is of very big importance hmm let's look for the last few minutes of the webinar as we would like to finish up at 3:00 some questions about publishers there is a publication I think question here saying non-eu countries who come more than half of STM publications unfortunately do not have anything like horizon 2020 51st so do you think that publishers take this into account when they fix subscription fees and what about the developing countries developing and emerging countries who cannot afford descriptions or AP seems so this is a moral kind of global question how could we not how can we address disparities at a global level and how do you think publishers would react to that reason one of the reason why we did we organized surveys we need to share data to share information and maybe later my hope is to to offer to become the national approach of this question and to have a more common region and more joint actions in order to develop both open access and to master the prices yeah and the follow-up question our relation to this now thinking of the negotiations is how how would you we should consider to avoid the current lock with with large commercial publishers while restoring the big Bill's model what would be the breaking points of that blocks with publishers sorry I didn't understand the quest what would be there maybe I would say the the breaking points to avoid the yeah with with the current negotiations with publishers pursuing a big deal so how I guess that the question is how we could make real progress in the current system we have of course asked about when is the flippin point when do we film it and in current agreements where we have our parameters we discussed that with the different publishers how large percentage of the articles open access when do a subscription journal then become open access and there's no straightforward answer to that but we need to push and as Jean Pierre said earlier gather the data I haven't follow up on it in order to get to make sure that there will be more open access journals thanks to this that we haven't mentioned scope 3 in my presentations but I mean that's a good example of also working on a really global level when you have a strong player like CERN to be able to negotiate and and to represent also those countries that are not there yet but I mean there we have managed in some kind of democratic way to support this so I think there are always discussion if it's in if that's a scalable model but but it's interesting to try to replicate it no I agree in fact which is not easy is we are in a transition system and it's absolutely not easy to to have a common vision but if we have a bit of imagination we can see the situation in I don't know four seven ten years in the future and at this time I'm pretty sure they will have only open access publication system and forests we have to both continue to master the cost because it's very very important question and at the same time to develop fair as I said fair concurrency between several systems allowing to publish very very good and replicated optical engines one question for you also Anna what about yeah yeah could you tell a bit more about the plan contract with open access publishers in Sweden yes as i shortly said we did an analysis of the output with pure gold open access publisher and we looked at that and then had some first conversations with these publishers to discuss if they are interested in entering to some kind of con social agreement and there is a great interest so I just came home from the UK s G serious group meeting yesterday evening and we had some interesting meetings there so that would have I mean an agreement with a pure gold publisher would have to talk about as I said then maybe discounts on the APCs or centralized invoicing which would enhance or or make it easier for both researchers and the institutions and the pure gold open access publisher so that's what we're looking at and Austria has already signed an agreement with frontiers a couple of months ago so they are the first one out there as I know of yeah that which can be said and as I said we're looking into the criterias how to evaluate this but there's a strong interest from the Swedish rector's conference to show that we actively work with the gold open access publishers as well good I think we are almost at the end of our conversation and I think and I would be very interested in following up these developments from the part of the Swedish context a question for you a whether the big deal cost per countries could be disclosed I'm I'm afraid that in the report we have disclosed as much as we can disclose that this report is the result of extensive discussion with those who provided the information and we that's what we agreed that should be published so only the data that you see in the report is disclosable if you ever see any other data I don't know but it will not be out it will not become our part this is as far as we can go and to respond to the least ever a question as well yes from the part of the way we think it's the first time I don't know if it is the first time that the data on big deals at EU level is collected but definitely is the first time that I see it is disclosed in this way so I cannot speak for others I can only speak for you am for what I've seen I think that there anyone will ask me that question because I think we need to close if not yeah I think wow well a little bit of a provocative question too to any and food for thought how long can libraries – to continue to support the static pool meaning dealing with the big deal agreements right investing in new ways of providing a different services to us for researchers to access scientific information but then maybe what what do you think could be done in that sense in the library system to facilitate that breakthrough point as well to provide services to find alternative access ways to open access because there is a lot of open access material out there we haven't touched upon preprint archives and so forth so I mean if it's just an information retrieval thing then maybe the the last copy of the article is not though of highest importance so I think we need to be much better at using those facilities in a structured way no we are just to continue okay I think then I can only send the participants for their pro being here even in a virtual way for the questions thank you very much Anna for your great contribution and jumpier as well just to say that for those interested the universities log in there will be a new webinar in two weeks time on the institutional evaluation program aiming at supporting the institutions in developing their strategic goals and mounting change so thank you very much for your attention great presentations and the recording of the video recording of this webinar will be sent to you as a link in the coming days and if you have any questions please contact us or PM or Anna thank you very much and