Grantee and Contractor Requirements: Frequently Asked Questions
What is the Institute of Education Sciences Policy Regarding Public Access to Research?
Beginning in FY 2012, the Institute of Education Sciences (IES) requires its grantees and contractors to submit their peer-reviewed research publications to ERIC. Grantees and contractors are required to submit the electronic version of their final manuscripts upon acceptance for publication in a peer-reviewed journal or as a final deliverable, unless the grantee or contractor has published their work in a source that has agreed to submit the work on their behalf. For more information, see the IES Policy Regarding Public Access to Research, the video on the IES Public Access Policy, and the recorded webinar Submitting Federally Funded Research to ERIC.
How do I know if I have to submit work to ERIC? This flow chart should help with your decision:
How many publishers have agreed to submit final, peer-reviewed manuscripts on the author's behalf?
Publishers of almost 700 sources have agreed to submit work on behalf of IES grantees and contractors. To see the list of participating sources, click here.
Our organization produces materials (e.g., research reports) that are funded by the U.S. Department of Education. How should they be submitted to ERIC?
U.S. Department of Education grantees and contractors producing reports and related research published in fulfillment of work requirements should submit these materials to ERIC through our Online Submission System. Select 'Yes' to the question "Has your work been funded (in whole or in part) by a U.S. government research grant or contract?" Please also specify the funding source within the Department. This information may be used as an indexing aid and will not necessarily appear in the ERIC record.
I have received a grant or contract from IES. What if my publisher does not give me permission to deposit my work in ERIC
It is the awardee’s responsibility not to sign away the right to deposit their work in ERIC. Because submission to ERIC is a condition of award, this must be negotiated prior to being accepted for publication.
How can I get a waiver?
There are no waivers for this policy. Please contact your project officer for any questions about the conditions of your award.
What is the final, peer-reviewed manuscript?
The author's final manuscript is defined as the final version accepted for journal publication, and includes all modifications from the peer review process. This is different from the journal version in that it may not have final formatting and editing.
The journal I am publishing in already is indexed in ERIC, do I still need to submit this work to ERIC?
Yes. In order to be in compliance with your grant or contract, you must submit your work to ERIC unless the source has agreed to submit the work on your behalf. To see the list of participating sources, click here.
When do I need to submit my work to ERIC?
The citation of your work will be available within 90 days of submitting work to ERIC. Then full text will be available after 12 months after publication for journal articles. Contractor- produced work will be available immediately.
When will my work be visible in ERIC?
The citation of your work will be available within 90 days of submitting work to ERIC. Then full text will be available after 12 months after publication for journal articles. Contractor- produced work will be available immediately.
Do all deliverables need to be submitted to ERIC?
If you produce work that is funded by IES that is peer-reviewed and not published by IES, then it should be submitted through the online submission system. Please contact your Contracting Officer’s Representative for more information and to discuss how the public access policy applies to your work.
How will my work be displayed in ERIC?
Grant-funded work submitted through the Online Submission System will be displayed with 'Grantee Submission' as the source in ERIC. The citation will be available immediately and the full text will be displayed after a 12-month embargo. If the journal is indexed by ERIC, there will also be a journal citation for that article as well. For an example, see here.
Contractor funded work will be displayed by the contractor name or the program name as the source. This will be identified by the contract number entered in ERIC. For example, see here.
Contractor funded work will be displayed by the contractor name or the program name as the source. This will be identified by the contract number entered in ERIC. For example, see here.
Can my submission be considered a Grantee Submission if the funding comes from some other entity than the U.S. Government?
No. This publication type is only used for work funded by the U.S. Government. Work that is funded by countries outside of the United States, U.S.-based foundations or other private organizations, or state governments will be indexed with Online Submissions as the source. Their funding information will not be included in the record.
Is there general information I need to know for submitting my work to ERIC?
Please see the Online Submission FAQs for additional information on how to prepare your work for submission to ERIC. These FAQs provide important details about the data and abstract you should have on hand prior to using the Online Submission System.
