Repository and Self-Archiving

1. Introduction

Magistra Andalusia: Jurnal Ilmu Sastra (MAJIS) is committed to the broad dissemination, accessibility, discoverability, and long-term availability of the scholarly work it publishes.

As an open-access journal, MAJIS supports responsible self-archiving and the deposit of scholarly work in institutional repositories, subject repositories, personal academic websites, and other appropriate scholarly platforms. Self-archiving enables authors to increase the visibility and accessibility of their research while supporting the preservation and dissemination of the scholarly record.

This policy defines the versions of a manuscript that may be deposited, the locations where they may be shared, the applicable licensing conditions, and the attribution and linking requirements that authors should follow when depositing their work.

The policy applies to manuscripts submitted to and articles published by MAJIS and should be read together with the journal's Open Access Policy, Intellectual Property, Copyright, and Licensing Policy, and Archiving and Digital Preservation Policy.

MAJIS has adopted this policy with reference to the principles of open scholarly communication, the relevant practices reflected in JOSI's Repository Policy, and the Committee on Publication Ethics (COPE) Core Practices and related publication-ethics guidance. The policy does not constitute or imply COPE approval, certification, or endorsement.

MAJIS currently permits the sharing of preprints, accepted manuscripts, and the Version of Record subject to the conditions specified in this policy. The journal's current Publication Ethics page states that preprints may be deposited anywhere at any time, postprints may be deposited in personal, institutional, and subject repositories after acceptance, and the Version of Record may be shared under the CC BY-SA 4.0 licence.

2. Description

2.1 Purpose

The purposes of this policy are to:

  • support the widest responsible dissemination of research published by MAJIS;

  • clarify authors' rights to share different versions of their manuscripts;

  • distinguish clearly between manuscript versions;

  • establish transparent conditions for self-archiving;

  • ensure that repository copies remain properly connected to the MAJIS publication;

  • protect the integrity and identity of the Version of Record;

  • facilitate compliance with institutional and funder open-access requirements where applicable; and

  • reduce ambiguity concerning copyright, licensing, attribution, and repository deposition.

2.2 Scope

This policy applies to:

  • authors submitting manuscripts to MAJIS;

  • authors whose manuscripts have been accepted for publication;

  • authors of articles published by MAJIS;

  • institutional repositories;

  • subject repositories;

  • personal academic websites;

  • non-commercial scholarly repositories and platforms; and

  • other legitimate repositories hosting copies of MAJIS-related scholarly work.

2.3 Definition of Self-Archiving

Self-archiving refers to the practice of depositing a scholarly manuscript or published article in a repository or other permitted online location so that it can be accessed independently of the journal's primary website.

Self-archiving may involve:

  • a preprint;

  • an accepted manuscript; or

  • the final published Version of Record.

Self-archiving is complementary to, rather than a replacement for, MAJIS's official publication and digital-preservation infrastructure.

2.4 Article Versions

For the purposes of this policy, MAJIS distinguishes three principal versions.

2.4.1 Submitted Version / Preprint

The Submitted Version, also referred to as a Preprint, is the author's manuscript as originally submitted to MAJIS before completion of peer review and editorial revision.

A preprint:

  • has not yet undergone the complete MAJIS peer-review and editorial process;

  • may differ substantially from the subsequently accepted manuscript;

  • does not constitute the Version of Record; and

  • should be clearly identified as a preprint when deposited.

2.4.2 Accepted Manuscript / Postprint

The Accepted Manuscript, also referred to as the Author's Accepted Manuscript (AAM) or Postprint, is the version of the manuscript that has been accepted for publication following peer review and completion of the required author revisions, but before final journal production.

The Accepted Manuscript does not normally contain the final:

  • copyediting;

  • typesetting;

  • journal layout;

  • pagination;

  • publication metadata; or

  • final article design

applied to the Version of Record.

2.4.3 Version of Record

The Version of Record (VoR) is the definitive version of the article formally published by MAJIS.

It is the version that appears on the official journal website and includes the final publication information, including the DOI and applicable licensing information.

The Version of Record should remain identifiable as the authoritative published version of the article.

3. Policy Details

3.1 General Self-Archiving Principle

MAJIS permits and encourages authors to self-archive their scholarly work in accordance with this policy.

There is no general embargo period for the versions covered by this policy.

Authors may therefore deposit permitted versions immediately when the relevant conditions are satisfied.

This approach is consistent with the current MAJIS Publication Ethics statement, which permits:

  • preprints at any time;

  • accepted manuscripts after acceptance; and

  • the Version of Record under the applicable CC BY-SA 4.0 licence.

3.2 Preprint Deposition

Authors may deposit the Submitted Version / Preprint:

  • before submission to MAJIS;

  • during the MAJIS review process; or

  • after submission,

provided that the deposition does not falsely represent the manuscript as having been peer reviewed or formally published by MAJIS.

A preprint deposited before or during submission should be clearly identified as a preprint.

3.3 Postprint Deposition

Authors may deposit the Accepted Manuscript after the manuscript has been formally accepted for publication by MAJIS.

The Accepted Manuscript may be deposited in:

  • an institutional repository;

  • a recognised subject repository;

  • a personal academic website;

  • an appropriate non-commercial scholarly repository; or

  • another legitimate repository that permits scholarly self-archiving.

No general embargo applies to the Accepted Manuscript.

3.4 Version of Record Deposition

Authors may share and deposit the Version of Record under the terms of the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) licence applicable to MAJIS publications.

The Version of Record may be deposited in:

  • institutional repositories;

  • appropriate subject repositories;

  • personal academic websites;

  • recognised scholarly platforms; and

  • other locations where distribution under the applicable licence is permitted.

MAJIS's published articles currently display the CC BY-SA 4.0 licence, and the journal states that readers and authors may share and distribute the published work provided that appropriate attribution is given and derivative works are distributed under the same or compatible licence.

3.5 No Embargo

MAJIS does not impose a general embargo period on:

  • Submitted Versions / Preprints;

  • Accepted Manuscripts; or

  • Versions of Record,

subject to the applicable conditions of this policy and the relevant licensing terms.

3.6 Permitted Repository Locations

Authors may deposit permitted versions in:

3.6.1 Institutional Repositories

Authors may deposit their work in repositories operated by:

  • their university;

  • research institution;

  • library;

  • faculty; or

  • other recognised academic institution.

3.6.2 Subject Repositories

Authors may deposit manuscripts in appropriate discipline-specific repositories where the repository's policies permit such deposits.

For literary and humanities research, appropriate subject or multidisciplinary repositories may be used where relevant.

3.6.3 Personal Academic Websites

Authors may share permitted versions on:

  • personal academic websites;

  • university profile pages;

  • institutional staff pages; or

  • personal research webpages.

3.6.4 Scholarly Platforms

Authors may use legitimate scholarly platforms that permit distribution under the applicable licence.

Authors remain responsible for ensuring that the platform's terms do not conflict with the rights and licensing conditions applicable to the deposited work.

3.6.5 Preprint Servers

Preprints may be deposited in recognised preprint repositories or servers appropriate to the field, provided that the deposited manuscript is accurately identified as a preprint.

4. Conditions for Self-Archiving

4.1 Proper Attribution

Every deposited version that is associated with a MAJIS publication should provide an appropriate acknowledgement of the original publication.

At minimum, the citation should identify:

  • author(s);

  • article title;

  • journal title;

  • volume and issue where applicable;

  • publication year;

  • DOI; and

  • a link to the official MAJIS article.

4.2 DOI Linking

Authors should provide a persistent link to the official Version of Record whenever a DOI has been assigned.

The preferred link is the article's DOI.

A repository copy should therefore direct readers to the official MAJIS publication whenever feasible.

4.3 Identification of Manuscript Version

Authors should clearly identify the version being deposited.

Recommended labels include:

  • Submitted Version / Preprint

  • Author's Accepted Manuscript

  • Published Version / Version of Record

This distinction is important because repository users should be able to determine whether a document has undergone peer review and whether it represents the definitive published article.

4.4 Preprint Disclaimer

Where a preprint has not yet undergone peer review, authors should make this status clear.

A recommended statement is:

“This manuscript is a preprint and has not undergone peer review.”

Authors may use equivalent wording that accurately communicates the status of the manuscript.

4.5 Accepted Manuscript Statement

Where the Accepted Manuscript is deposited, authors are encouraged to identify it as the manuscript accepted for publication by MAJIS and to provide the DOI or official article link once available.

4.6 Version of Record Identification

When the Version of Record is deposited, authors should preserve the article's:

  • title;

  • author information;

  • bibliographic information;

  • DOI;

  • copyright and licensing information; and

  • acknowledgement of MAJIS as the original publisher.

The deposited copy should not be modified in a manner that could make it appear to be a different or unauthorised version of the published article.

5. Licensing and Copyright

5.1 Applicable Licence

MAJIS publishes its articles under the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) licence.

The licence permits reuse, sharing, and adaptation subject to the conditions of the licence, particularly:

  • appropriate attribution;

  • indication of changes where applicable; and

  • distribution of adaptations under the same or a compatible licence as required by CC BY-SA 4.0.

The MAJIS website currently identifies CC BY-SA 4.0 as the licence applicable to its published articles.

5.2 Attribution to MAJIS

Repository copies of published MAJIS articles should clearly acknowledge MAJIS as the original publication venue.

The preferred citation format is the official bibliographic citation provided by the journal.

5.3 Third-Party Material

Self-archiving rights under this policy do not automatically extend to third-party materials contained within an article where such material is subject to separate copyright restrictions.

Authors remain responsible for ensuring that repository deposition does not unlawfully redistribute third-party material.

Where an article contains material with separate rights restrictions, the relevant material should be treated in accordance with the applicable permission or licence.

5.4 Author Responsibilities

Authors are responsible for ensuring that their self-archiving activities comply with:

  • this policy;

  • the applicable CC BY-SA 4.0 licence;

  • third-party copyright restrictions;

  • institutional requirements;

  • funder requirements; and

  • applicable law.

6. Repository Metadata and Linking

6.1 Required Metadata

Where technically possible, repository records should include:

  • author names;

  • article title;

  • journal title;

  • publication year;

  • volume and issue;

  • DOI;

  • article type;

  • manuscript version;

  • abstract where permitted;

  • keywords where applicable; and

  • licensing information.

6.2 Link to the Version of Record

Repository records for accepted manuscripts and published articles should contain a link to the official MAJIS publication.

The DOI should be used whenever available.

6.3 Metadata Accuracy

Authors and repository administrators should make reasonable efforts to ensure that metadata remain accurate.

Changes in:

  • article title;

  • authorship;

  • publication status;

  • article version;

  • correction status; or

  • retraction status

should be reflected in repository records where feasible.

7. Changes to the Published Record

7.1 Corrections

If an article receives a formal correction, authors should update repository records where possible.

The repository copy should provide a link to the corrected MAJIS publication or correction notice.

7.2 Expression of Concern

If MAJIS publishes an Expression of Concern relating to an article, repository records should, where feasible, identify the existence of the notice and link to the relevant MAJIS publication.

7.3 Retraction

If an article is retracted, authors and repository administrators should update repository records to reflect the article's retracted status.

The original article should not continue to be presented in a repository as an unrestricted, current, valid research publication without an indication of its retracted status.

The repository should link to the official MAJIS Retraction Notice where available.

7.4 Preservation of Publication History

A correction, Expression of Concern, or retraction should not normally result in the silent deletion of the publication record.

The purpose of repository updating is to maintain an accurate scholarly record and prevent readers from being misled about the current status of the work.

8. Preprints and Subsequent Publication

8.1 Preprints Are Permitted

MAJIS permits authors to distribute manuscripts as preprints.

The existence of a preprint does not by itself prevent submission to MAJIS.

The journal's current Publication Ethics policy expressly states that preprints are allowed and should be disclosed at submission.

8.2 Disclosure at Submission

Authors should disclose the existence of a related preprint when submitting the manuscript to MAJIS.

The disclosure should include:

  • the preprint title;

  • repository or platform;

  • DOI or persistent identifier, if available; and

  • link to the preprint.

8.3 Linking After Publication

Once the article has been published by MAJIS, authors are encouraged to update the preprint record to include:

  • the final publication citation;

  • the MAJIS DOI; and

  • a link to the Version of Record.

This enables readers to locate the definitive published article.

8.4 Relationship Between Preprint and Version of Record

The preprint should not be represented as the final published version.

Where the published article differs materially from the preprint, readers should be directed to the Version of Record for the authoritative published text.

9. Accepted Manuscript and Version of Record

9.1 Accepted Manuscript

The Accepted Manuscript may be shared immediately after acceptance without a general embargo.

Authors should identify it clearly as an accepted manuscript rather than as the final published article.

9.2 Version of Record

The Version of Record may be shared immediately upon publication under CC BY-SA 4.0.

The deposited Version of Record should retain the publication information supplied by MAJIS.

9.3 Preference for the Version of Record

Although authors may deposit the Accepted Manuscript, authors are encouraged to link to the Version of Record once it becomes available.

This helps:

  • maintain accurate citation;

  • preserve the definitive publication record;

  • provide readers with the latest official version; and

  • ensure that corrections or post-publication notices can be identified.

10. Repository and Open Access

Self-archiving complements MAJIS's open-access publishing model.

MAJIS provides immediate access to its published articles through the official journal website. The journal's published articles are openly accessible and carry the CC BY-SA 4.0 licence.

Repository deposition provides additional routes through which readers may discover and access the research.

It does not alter:

  • the official publication status of the article;

  • the Version of Record;

  • the article's DOI;

  • the journal's publication history; or

  • the applicable licence.

11. Repository and Digital Preservation

Self-archiving should be understood as complementary to MAJIS's formal digital-preservation arrangements.

MAJIS currently preserves published content through the PKP Preservation Network (PKP PN) and maintains regular server and database backups.

The journal's formal Archiving and Digital Preservation Policy governs these preservation mechanisms.

Authors' repository copies should therefore not be regarded as the sole preservation mechanism for the MAJIS scholarly record.

12. Funder and Institutional Requirements

MAJIS recognises that authors may be subject to:

  • institutional open-access requirements;

  • funder mandates;

  • national research policies; or

  • repository-deposit requirements.

The journal's immediate self-archiving permissions are intended to facilitate compliance with such requirements where possible.

Authors remain responsible for reviewing the specific conditions imposed by their funder or institution.

Where a funder requires particular:

  • metadata;

  • repository;

  • licence;

  • acknowledgement;

  • version; or

  • reporting information,

authors should comply with those requirements provided that doing so is consistent with the applicable rights and legal conditions.

13. Responsibilities

13.1 Authors

Authors are responsible for:

  • selecting the correct manuscript version for deposit;

  • accurately identifying the deposited version;

  • providing appropriate bibliographic attribution;

  • including the DOI when available;

  • linking to the official MAJIS publication;

  • displaying the applicable licence where required;

  • respecting third-party rights;

  • updating repository records when significant post-publication changes occur; and

  • ensuring that repository deposition does not misrepresent the publication status of the work.

13.2 Corresponding Author

The corresponding author should coordinate repository-related responsibilities among co-authors where necessary.

The corresponding author should ensure that:

  • the deposited version is accurate;

  • the author list is consistent with the publication;

  • the DOI and citation are correct; and

  • significant publication-status changes are communicated to the repository where appropriate.

13.3 Editorial Office

The Editorial Office is responsible for:

  • maintaining a clear self-archiving policy;

  • communicating the policy to authors;

  • maintaining accurate licensing information;

  • preserving the Version of Record;

  • supporting DOI and metadata accuracy; and

  • updating the policy when relevant legal, technological, or publishing standards change.

13.4 Repository Administrators

Repository administrators are encouraged to:

  • preserve accurate metadata;

  • identify the manuscript version;

  • retain the DOI;

  • link to the MAJIS Version of Record;

  • respect applicable licensing terms; and

  • update records when notified of corrections, Expressions of Concern, or retractions.

14. Technicalities to Achieve and Materialise the Policies

14.1 Repository Record Structure

A repository record for a MAJIS article should, where possible, contain:

Title: Full article title

Authors: Complete author list

Journal: Magistra Andalusia: Jurnal Ilmu Sastra

Version: Submitted Version / Accepted Manuscript / Version of Record

Publication Status: Preprint / Accepted / Published

DOI: Official article DOI, where assigned

License: CC BY-SA 4.0, where applicable

Official Publication: Link to the MAJIS Version of Record

14.2 Recommended Attribution

For an accepted manuscript or Version of Record, authors should provide a citation substantially equivalent to:

This article has been published in Magistra Andalusia: Jurnal Ilmu Sastra. Please cite the published version using the official bibliographic information and DOI provided by the journal.

The exact citation should be updated once final publication details are available.

14.3 Recommended Preprint Label

A repository record containing a Submitted Version should clearly state:

Preprint — not the final published version.

Where appropriate, authors should also indicate that the manuscript has subsequently been submitted to or published by MAJIS.

14.4 Recommended Accepted Manuscript Label

A repository record containing an Accepted Manuscript may state:

Author's Accepted Manuscript — accepted for publication in Magistra Andalusia: Jurnal Ilmu Sastra. This version has not undergone final journal production and typesetting.

14.5 Recommended Version of Record Label

A repository record containing the publisher's final PDF should identify it as:

Version of Record — published by Magistra Andalusia: Jurnal Ilmu Sastra under a Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) licence.

14.6 DOI Resolution

Authors should verify that the DOI link resolves correctly before or shortly after depositing the Version of Record.

Where the article has not yet received a DOI at the time of Accepted Manuscript deposition, the DOI should be added once it becomes available.

14.7 Repository Updates

Repository records should be updated when:

  • the article is published;

  • a DOI becomes available;

  • a correction is issued;

  • an Expression of Concern is issued;

  • the article is retracted; or

  • another material change affects the publication status.

14.8 Duplicate Records

Where several versions of the same article are deposited, authors should ensure that the repository clearly distinguishes among them.

Multiple records should not create the impression that they represent separate publications.

Where repository infrastructure permits, different versions should be linked.

15. Summary of Self-Archiving Rights

Article Version Self-Archiving Embargo Permitted Locations Key Conditions
Submitted Version / Preprint Permitted None Personal website, institutional repository, subject repository, appropriate preprint server Clearly identify as a preprint and not as the final published article
Accepted Manuscript / Postprint Permitted after acceptance None Personal website, institutional repository, subject repository, appropriate scholarly repository Identify as Accepted Manuscript; provide MAJIS citation and DOI when available
Version of Record Permitted None Personal website, institutional repository, subject repository, appropriate scholarly platforms CC BY-SA 4.0 applies; provide attribution and DOI/link to MAJIS

The above summary reflects the current MAJIS Publication Ethics statement, which permits preprints anywhere and anytime, accepted manuscripts after acceptance, and the Version of Record under CC BY-SA 4.0.

16. Relationship with Other MAJIS Policies

This policy should be read in conjunction with:

  • Open Access Policy;

  • Intellectual Property, Copyright, and Licensing Policy;

  • Archiving and Digital Preservation Policy;

  • Post-Publication Discussions and Corrections Policy;

  • Retraction and Expression of Concern Policy;

  • Data and Reproducibility Policy; and

  • Publication Ethics Policy.

The respective functions of these policies are distinct:

Repository and Self-Archiving Policy

Defines what authors may deposit and where they may share different versions of their work.

Open Access Policy

Defines public access to the Version of Record and the applicable reuse licence.

Intellectual Property, Copyright, and Licensing Policy

Defines copyright ownership, publication rights, licensing, and third-party material.

Archiving and Digital Preservation Policy

Defines how MAJIS preserves its scholarly record independently of author self-archiving.

Retraction and Expression of Concern Policy

Defines how the status of repository copies should be handled when the published article is formally corrected, subject to an Expression of Concern, or retracted.

17. Policy Review

MAJIS will periodically review this policy to ensure that it remains consistent with:

  • developments in open-access publishing;

  • repository practices;

  • copyright and licensing requirements;

  • institutional and funder mandates;

  • DOI and metadata standards;

  • digital preservation practices;

  • relevant COPE guidance; and

  • applicable national and international legal requirements.

Any substantive revision should be approved through the journal's established editorial governance procedures.

18. Final Statement

MAJIS supports responsible self-archiving as an important mechanism for increasing the accessibility, visibility, discoverability, and long-term use of scholarly research.

Authors may deposit their Submitted Version / Preprint, Accepted Manuscript / Postprint, and Version of Record subject to the conditions established in this policy. MAJIS imposes no general embargo on these versions.

The Submitted Version should be clearly identified as a preprint and should not be represented as peer reviewed or formally published. The Accepted Manuscript may be deposited after acceptance, while the Version of Record may be shared under the CC BY-SA 4.0 licence.

Repository copies should provide appropriate bibliographic attribution to Magistra Andalusia: Jurnal Ilmu Sastra and, whenever available, a persistent link to the official Version of Record through its DOI.

Authors and repository administrators should also update repository records when an article receives a correction, Expression of Concern, or retraction so that readers are not misled about the current status of the publication.

Self-archiving complements rather than replaces MAJIS's formal digital-preservation arrangements. MAJIS maintains preservation through the PKP Preservation Network and regular server and database backups.

Through this policy, MAJIS seeks to balance open dissemination, author sharing rights, copyright and licensing requirements, accurate scholarly attribution, and the integrity of the published record.

This policy has been developed with reference to relevant publication-ethics principles, including the COPE Core Practices, and to established open-access and repository practices. It does not constitute or imply COPE approval, certification, or endorsement.