Conforming to policy

What needs to be done to align with the policy?

The policy operates automatically to give the Politecnico di Milano a non-exclusive licence for all the academic articles by all the institutional professors and researchers with effect from its activation, 1st October 2014.

The Politecnico di Milano recommends that this policy is communicated to each publisher with which it intends to publish and that an addendum is added to each copyright licence or attribution for academic articles that declares that the agreement is first of all subject to this licence. In this way, by accepting, no publishing rights will be granted that are incompatible with the Politecnico di Milano's priority licence, which authorises open access distribution.

The Politecnico di Milan provides a type of Addendum for this purpose. 

Whether the addendum is used or not, the licence to the Politecnico di Milano will continue to have effect. A standard letter will also be prepared, that will inform publishers about the existence of an institutional mandate that provides for the granting of a non-exclusive user licence to the university. The university is preparing an official letter to send to all the larger publishing companies with which it deals.

What happens if the publisher of a journal refuses to publish an article because prior consent has been given to the Politecnico to submit to this policy?

There are several possibilities.

  • One is to try and convince the publisher that it should accept the Politecnico di Milano non-exclusive licence, so that it can publish the article.
  • Another option is to look for a different publisher.
  • A third possibility is that of consulting the Polimi work group about open access to scientific research set up by the university policy on which measures to take in order to respond to the publishing company's specific concerns.
  • A fourth choice is to obtain an exemption for the article, provided for as part of the policy (see below in the section "waiving - obtaining an exemption").

When, where and how is a document filed in order to adhere to this policy?

The data entry point is still U-GOV Research Catalogue. The U-Gov form allows attachments to publications to be entered. The files are ALWAYS IN U-GOV attachments, which then transit automatically onto Re.Public. 

The Politecnico di Milano provides that, as of 1st October 2014, each researcher must enter:

  •  The product metadata, which will always be visible in open access in Re.Public.
  • The digital copy of the product in the version used for internal and national evaluation, which will remain in a reserved access area;
  • The digital copy of the product in the version allowed by the publisher for open access diffusion, that will be made available to the public free of charge in Re.Public.

 According to what is established in the university Open Access policy: "The Author proceeds directly, or with the help of the work group, with self-archiving the permitted editorial version in the institutional archive, via the research registry, favouring the final refereed version in the institutional archive, with all basic metadata and linked to the context it belongs to".

To fill out the fields regarding the attachments in U-GOV, refer to the following definitions and indications:

Pre-print o pre-refereed

A scientific article that has not yet been approved by a peer review board (pre-refereeing).

Enter any other type of non-published document in this type, including its parts (e.g. the chapter of a book).

Relations with Publishers. Not all publishers accept publishing a document whose pre-print version has already been made public on the internet. Check the relevant publisher's policies.


A published scientific article, or one that has already been accepted for publication by a publisher after being subjected to the peer review process (post-refereeing). Enter any type of published document in this type, including its parts (e.g. the chapter of a book).

Relations with Publishers. The publisher can indicate the conditions and which version of the post-print can be filed in a repository and be made public in the internet:

- Author's Accepted Manuscript (AAM) or Draft: non-publishable version of the article, also known as Manuscript or Author version (without page numbering and graphic layout as it appears in the magazine) and indicated as the final refereed version in the policy text.

- Publishable Version: a copy of the published version comes under this definition, also known as Author copy.

Check the publisher's policies, remembering that almost all the publishers allow only the draft version to be filed.


Summary of the conceptual content of a document.

Other attached material

Indices, tables, graphs, images, preliminary parts of the text (front cover, frontispiece, contents and bibliography) and any other type of document or type of document that does not come under the definitions above.

For definition of visibility of the attachment in U-GOV

  • Not public

Choose the option Not Public when you intend to make the attachment on Re.Public not visible.

The attachment will be visible on U-GOV for the author and co-authors of the product, for the system administrators and the members of the evaluation committee.

  • Public

Choose the option Public when you intend to make the attachment on Re.Public visible. The Public option implies the author's choice regarding the copyright policies (and relative restrictions) that the attachment is subject to.


Creative Commons (CC) Licences

The licence that is granted to the Politecnico di Milano non-exclusively corresponds to the Licence: Attribution- CC BY (Creative Commons Attribution License 4.0).

The Creative Commons licences respond to the "Some reserved rights" model where the author chooses to grant some rights to the public, in order to increase usability of its own intellectual work. To publish under the CC licence, the author must have maintained the rights for himself, and not have transferred them to the publisher, or must have obtained express authorisation from the publisher for publication under CC licence.

There are 6 types of Creative Commons licences:

  1.  Attribution - CC BY: allows others to copy, distribute, show and carry out copies of the work and other works deriving from it, on the condition that the indications of who the author of the work are maintained.
  2. Attribution - NonCommercial: CC BY - NC: allows others to copy, distribute, show and carry out copies of the work and other works deriving from it, only for non commercial purposes.
  3. Attribution - Share Alike: CC BY - SA: allows other to only distribute works deriving from the work with an identical or compatible licence to the one granted with the original work.
  4. Attribution - No Derivative Works: CC BY-ND: allows both commercial and non commercial redistribution of the work, until it is transmitted in full and unchanged, giving credit to the author.
  5. Attribution - NonCommercial/ Share Alike: CC BY-NC-SA: allows third parties to modify, redistribute, optimise and use a work as a non-commercial basis, to the point that credit and licence is given to their new creations via the same terms.
  6. Attribution - NonCommercial/ No Derivative Works: CC BY-NC-ND: this is the most restrictive of our six main licences, allowing third parties to download the works only and share them with others, so that the right credit is given, but they cannot change them in any way or use them commercially.