The Open Science and Scholarship Policy of the University of Warsaw
of 31 July 2025.
Practical Guide
Table of contents
Open Science and Scholarship Policy of the University of Warsaw
Open science
Publications
Research data
Recommendations
Proxies for Open Science and Scholarship
Contact
Open science
The definitionof open science
according to UNESCO Recommendation on Open Science from 23 November 2021 is broad and comprehensive.According to this document, open science has been defined as a concept that brings together various movements and practices which aim to:
- making multilingual scientific knowledge openly available and reusable for everyone,
- strengthening scientific cooperation and sharing information for the benefit of science and society,
- opening up the processes of generating and evaluating scientific knowledge and communicating with social entities outside the traditionally understood scientific community.
Elements of open science according to UNESCO recommendations https://doi.org/10.54677/UTCD9302
Open science
Ordinance No. 136 of the Rector of the Universityof Warsaw of 31 July 2025on the introduction of the Open Science and Scholarship Policy of the University of Warsaw
The Open Scienceand Scholarship Policy of the University of Warsaw
The document sets out the policy of open access to publications and research data at the University of Warsaw. It introduces detailed rules and procedures for sharing research results. It also regulates other commitments of the University of Warsaw community in the field of open science, creating a coherent system of academic knowledge management. This policy is in line with global trends towards democratising access to scientific knowledge.
Important dates Paragraphs 2 and 3 (depositing obligation) apply on 1 February 2026.
Open science
The Open Scienceand Scholarship Policy of the University of Warsaw
Depositing obligation Ensuring open access to research results by depositing an electronic version of the full text of publications in the University of Warsaw Institutional Repository and placing research data in selected open data repositories.
Key objectives
Universal nature The obligation applies to all publications and research data affiliated with the University of Warsaw, not only those published in open access.
Open licences The deposited publication should be licensed under an open access licence. Metadata describing the publication should be made available in accordance with the CC0 declaration (public domain).
Open science
The Open Scienceand Scholarship Policy of the University of Warsaw
University staff All employees affiliated with the University of Warsaw: those employed in research and teaching positions, as well as non-academic staff, regardless of the form of employment and amount of working time.
Subject scope
Doctoral studentsand undergraduates Individuals participating in doctoral programmes and students at all levels of study conducting research activities.
University staff
Doctoral studentsand undergraduates
Interns and trainees
External associates
Interns and trainees, external associates Individuals participating in internships, apprenticeships, receiving scholarships, and students of various forms of education offered by the University of Warsaw, as well as visiting academics and other individuals with whom the University has signed agreements, provided that such agreements so specify.
Open science
Publications in scholarly journals Regardless of their scope, prestige, and place of publication, all articles in scientific journals are subject to open access requirements.
The Open Scienceand Scholarship Policy of the University of Warsaw
Doctoral dissertations They are subject to specific regulations concerning open access, ensuring public access to the scientific achievements of young researchers.
Object scope
Publications in conference papers Peer-reviewed materials from conferences, symposia, and other scientific events that present research findings.
Research data All data generated as a result of research conducted at the University of Warsaw that can be used by other scientists.
Monographs and chapters in monographs Scientific monographs and chapters in monographs, both authored and edited.
Important!The policy does NOT encompass students' course works, bachelor’s or master's theses.
Publications
Open accessto publications
Green Route
UW Scientific Publications Repository Depositing publications in ReIn UW – an institutional repository that enables independent archiving and sharing of your work.
Authors ensure open access to publications by choosing one of two paths designed to maximise the reach of their research:
Gold Route
§2
OA journals and publishers Publishing in journals and publications offering immediate open access to all publications.
Publications
- The policy recommends depositing publications in their final published version (VoR – Version of Record) or in their final author version (AAM – Author Accepted Manuscript).
- The deposited publication should be covered by an open access licence.
- Metadata (bibliographic data, abstract, keywords) describing the publication should be made available in accordance with the CC0 declaration (public domain).
- The publication should be deposited immediately after publication (counting from the date of publication) or after the expiry of the embargo period imposed by the publisher, taking into account the specific nature of different fields of science.
Open accessto publications
Publications affiliated with the University of Warsaw, regardless of the publication path chosen (open or closed model) must be deposited in full text in the UW Institutional Repository.
Embargo – a period during which a scientific publication is not publicly available due to restrictions imposed by the publisher; the publisher adopts a specific publishing policy for self-archiving and specifies in a particular agreement with the author the period during which the author may not publish their work in a digital repository, on their home website or on other websites.
§2
Legal restrictions
Publications
Publication versions
The publisher acquires the economic rights to the work
The author holds the economic rights to the work
PDF
Editing and typesetting
Application
Reviews
Proofreading
(peer review)
preprint
final author's version (AAM / postprint)
final published version (VoR)
May be published ina repository or on a platform such as arXiv, bioRxiv, or OSF.
Approved for publication
Publication
§2
The rules are specified in the agreement with the publisher. The policies are described in theOpen Policy Finder catalogue (formerly SHERPA/RoMEO). Publishers usually allow this version to be made available in an institutional repository after the embargo period has expired.
The version uploaded by the publisher to the website.The publisher's policy determines whether the publication can be made available in an institutional repository. If the APC (article processing charge) has been paid and the CC BY licence has been selected, the author may deposit this version in an institutional repository.
Publications
Licences
Open Access licences (OA) are legal rules that determine what users may do with a scientific publication made available in open access.
They replace the traditional ‘all rights reserved’ model with the principle of ‘some rights reserved’. With this type of licence, the author allows readers to use their work in certain ways — for example, copying, sharing, printing or creating derivative works — often without the need for additional permission.
What are OA licences for?They guarantee:
- clear definition of users' rights,
- protection of the author (e.g. required citation method),
- the possibility of free dissemination of scientific knowledge.
§2
Creative Commons (CC) licences are the most commonly used.
More about licences is available on the website
Publications
The author should:
- Check the agreement or the publisher's website for provisions regarding copyright, open access and self-archiving of publications in the university repository.
- Deposit the full text of publications affiliated with the University of Warsaw in the University of Warsaw Institutional Repository (ReIn UW). This also applies to publications from traditional ‘closed’ journals and those that are available elsewhere.
- Upload the file with the appropriate version of the publication to ReIn UW: VoR or AAM, or possibly a preprint.
- preferred: VoR – Version of Record,
- alternative: AAM – Author Accepted Manuscript,
- when the agreement with the publisher does not allow depositing: preprint + a link to the publisher's version,
- in the case of embargo: deposit in advance, make available after the embargo period.
- Select the appropriate open licence (CC BY preferred).
- Complete the metadata, which will be made available under a CC0 licence.
§2
Research data
Open accessto research data
They achieve this by:
- preparing data in accordance with FAIR principles,
- developing and (if necessary) updating the Data Management Plan (DMP) along with documentation,
- depositing the DMP in ReIn UW – this ensures open access to its content,
- depositing data in the DB UW (UW Research Data Repository) or another trusted domain repository and making metadata available under CC0 terms, which ensures open access to data – in compliance with regulations on personal data protection, trade secrets and classified information.
Research data creators make their data available in accordance with the principle of as open as possible, as closed as necessary.
What does this principle mean?
§3
Research data
Open access to research datain the Open Science and Scholarship Policyof the University of Warsaw
Inter-institutional cooperation The rules for sharing research data from inter-institutional cooperation should be set out in the Data Management Plan (DMP), taking into account the regulations in force at the partner institutions.
Grant requirements In the event of any discrepancies between the University of Warsaw Open Science Policy and funding agreements, the provisions of the agreements shall prevail.
Sensitive data If full disclosure of data is not possible, a temporary embargo or restricted access is permitted.
§3
Informational website
Recommendations
Journals and monographs published at UW
Recommendations concerning journals and monographs published at the University of Warsaw are also included in the University of Warsaw's Open Science and Scholarship Policy:
Open publishing Journal editors and monograph publishers are recommended to transition to open publishing models and use free and open licences.
Agreements with authors It is recommended that agreements with authors allow them to make their works available in open repositories without embargo, and if this is not possible, that such embargoes be clearly specified.
§4
DOAJ and DOAB It is recommended to submit open journals to the Directory of Open Access Journals and open books to the Directory of Open Access Books.
Proxies for Open Science and Scholarship
Proxies for Open Science and Scholarship
It is permitted to appoint Proxies for Open Science and Scholarship in organisational units of the University to coordinate activities in the field of open science.
The UW Rector's Proxy for Open Science and Scholarship is responsible for coordinating open science activities across the entire University. Their main tasks include:
UW Rector
Rector’s Proxy for Open Science and Scholarship
UW unit proxy
UW unit proxy
UW unit proxy
UW unit proxy
- informing interested parties about the Policy and advising them,
- coordinating work related to the UW's open science infrastructure,
- educating,
- monitoring the implementation of the Policy and reporting results,
- conducting analyses and presenting proposals concerning the implementation of open solutions at various stages of the research process,
- coordinating the work of Proxies for Open Science and Scholarship.
§6
Advisory Committee for Open Science and Scholarship
Advisory Committee forOpen Science and Scholarship
The Committee's tasks include:
- providing support to the Rector, Vice-Rectors and heads of organisational units of the University of Warsaw in adopting open scholarship solutions that comply with legal regulations, the University’s internal regulations and the recommendations of national and international bodies concerning openness policies, technical solutions and information and communication technologies (ICT),
- formulating recommendations and opinions on proposals regarding the implementation of open solutions at various stages of the research process.
The Advisory Committee for Open Science and Scholarship shall be appointed by the Rector at the request of the Rector’s Proxy for Open Science and Scholarship.
§7
Contact
UW Scientific Publications Repository (ReIn UW)
Rector’s Proxy for Open Science and Scholarship
repozytorium.buw@uw.edu.pl
Karolina Minch
otwarta.nauka@uw.edu.pl
UW Research Data Repository (DB UW)
danebadawczeuw@icm.edu.pl
Images used: Storyset
PON UW — Manual
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
Solutions for legal restrictions (§ 2)
Preprint as an alternativeIf it is not possible to deposit the final published version or the final author's version due to the provisions of agreements with publishers, authors are required to deposit a preprint of the publication in ReIn UW and grant an open or free licence. The preprint, along with a link to the journal or publisher's website, should be made available after the publication is released.
Procedure in the case of an embargo In the case of an embargo imposed by the publisher, authors are required to make the VoR (Version of Record) or AAM (Author Accepted Manuscript) available in ReIn UW after the embargo expires. It can be deposited earlier, access will be opened automatically.
PDF
final published version (VoR)
final author's version (AAM / postprint)
preprint (first, non-reviewed version of the text sent to the publisher)
DOAJ, or Directory of Open Access Journals, is the largest database collecting information about scientific journals published in open access. Thanks to its procedures, which involve thorough verification of each journal, DOAJ is the most trusted catalogue of open access journals. The selection of journals for the database is based on an assessment of the journal's scientific merit and its openness.. DOAB, or Directory of Open Access Books, is an open infrastructure committed to open science. It contains full-text books from many fields of knowledge (including earth sciences, mathematics, economics, social sciences and humanities) from various publishers.
Availability of doctoral dissertations within the framework of the Open Science and Scholarship Policy of the University of Warsaw
Protection of confidential information In the case of doctoral dissertations the subject matter of which is covered by legally protected confidentiality, ReIn UW only makes reviews available, excluding content covered by such confidentiality. This solution balances the principle of openness with the requirements of confidential information protection.
Copyright statement Authors of doctoral dissertations are required to submit a statement granting or refusing to grant the University of Warsaw an open or free licence to make the dissertation available in ReIn UW after its defence.
Automatic transfer from APD Electronic versions of doctoral dissertations, together with reviews and metadata, will be downloaded from the University of Warsaw Thesis Archive (APD) to ReIn UW 30 days prior to the defence.
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
It introduces default openness. This means that research results, data, publications, software and methods should be made publicly available to support transparency, replicability and the advancement of science. Restrictions are only applied where justified – only when there are valid reasons, such as: personal data protection (GDPR),
- intellectual property or patent rights protection,
- security considerations,
- trade secrets,
- ethical issues (e.g. sensitive data).
UW Open Science and Scholarship Policy
BUW
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Transcript
The Open Science and Scholarship Policy of the University of Warsaw
of 31 July 2025.
Practical Guide
Table of contents
Open Science and Scholarship Policy of the University of Warsaw
Open science
Publications
Research data
Recommendations
Proxies for Open Science and Scholarship
Contact
Open science
The definitionof open science
according to UNESCO Recommendation on Open Science from 23 November 2021 is broad and comprehensive.According to this document, open science has been defined as a concept that brings together various movements and practices which aim to:
Elements of open science according to UNESCO recommendations https://doi.org/10.54677/UTCD9302
Open science
Ordinance No. 136 of the Rector of the Universityof Warsaw of 31 July 2025on the introduction of the Open Science and Scholarship Policy of the University of Warsaw
The Open Scienceand Scholarship Policy of the University of Warsaw
The document sets out the policy of open access to publications and research data at the University of Warsaw. It introduces detailed rules and procedures for sharing research results. It also regulates other commitments of the University of Warsaw community in the field of open science, creating a coherent system of academic knowledge management. This policy is in line with global trends towards democratising access to scientific knowledge.
Important dates Paragraphs 2 and 3 (depositing obligation) apply on 1 February 2026.
Open science
The Open Scienceand Scholarship Policy of the University of Warsaw
Depositing obligation Ensuring open access to research results by depositing an electronic version of the full text of publications in the University of Warsaw Institutional Repository and placing research data in selected open data repositories.
Key objectives
Universal nature The obligation applies to all publications and research data affiliated with the University of Warsaw, not only those published in open access.
Open licences The deposited publication should be licensed under an open access licence. Metadata describing the publication should be made available in accordance with the CC0 declaration (public domain).
Open science
The Open Scienceand Scholarship Policy of the University of Warsaw
University staff All employees affiliated with the University of Warsaw: those employed in research and teaching positions, as well as non-academic staff, regardless of the form of employment and amount of working time.
Subject scope
Doctoral studentsand undergraduates Individuals participating in doctoral programmes and students at all levels of study conducting research activities.
University staff
Doctoral studentsand undergraduates
Interns and trainees
External associates
Interns and trainees, external associates Individuals participating in internships, apprenticeships, receiving scholarships, and students of various forms of education offered by the University of Warsaw, as well as visiting academics and other individuals with whom the University has signed agreements, provided that such agreements so specify.
Open science
Publications in scholarly journals Regardless of their scope, prestige, and place of publication, all articles in scientific journals are subject to open access requirements.
The Open Scienceand Scholarship Policy of the University of Warsaw
Doctoral dissertations They are subject to specific regulations concerning open access, ensuring public access to the scientific achievements of young researchers.
Object scope
Publications in conference papers Peer-reviewed materials from conferences, symposia, and other scientific events that present research findings.
Research data All data generated as a result of research conducted at the University of Warsaw that can be used by other scientists.
Monographs and chapters in monographs Scientific monographs and chapters in monographs, both authored and edited.
Important!The policy does NOT encompass students' course works, bachelor’s or master's theses.
Publications
Open accessto publications
Green Route
UW Scientific Publications Repository Depositing publications in ReIn UW – an institutional repository that enables independent archiving and sharing of your work.
Authors ensure open access to publications by choosing one of two paths designed to maximise the reach of their research:
Gold Route
§2
OA journals and publishers Publishing in journals and publications offering immediate open access to all publications.
Publications
Open accessto publications
Publications affiliated with the University of Warsaw, regardless of the publication path chosen (open or closed model) must be deposited in full text in the UW Institutional Repository.
Embargo – a period during which a scientific publication is not publicly available due to restrictions imposed by the publisher; the publisher adopts a specific publishing policy for self-archiving and specifies in a particular agreement with the author the period during which the author may not publish their work in a digital repository, on their home website or on other websites.
§2
Legal restrictions
Publications
Publication versions
The publisher acquires the economic rights to the work
The author holds the economic rights to the work
PDF
Editing and typesetting
Application
Reviews
Proofreading
(peer review)
preprint
final author's version (AAM / postprint)
final published version (VoR)
May be published ina repository or on a platform such as arXiv, bioRxiv, or OSF.
Approved for publication
Publication
§2
The rules are specified in the agreement with the publisher. The policies are described in theOpen Policy Finder catalogue (formerly SHERPA/RoMEO). Publishers usually allow this version to be made available in an institutional repository after the embargo period has expired.
The version uploaded by the publisher to the website.The publisher's policy determines whether the publication can be made available in an institutional repository. If the APC (article processing charge) has been paid and the CC BY licence has been selected, the author may deposit this version in an institutional repository.
Publications
Licences
Open Access licences (OA) are legal rules that determine what users may do with a scientific publication made available in open access.
They replace the traditional ‘all rights reserved’ model with the principle of ‘some rights reserved’. With this type of licence, the author allows readers to use their work in certain ways — for example, copying, sharing, printing or creating derivative works — often without the need for additional permission.
What are OA licences for?They guarantee:
§2
Creative Commons (CC) licences are the most commonly used.
More about licences is available on the website
Publications
The author should:
§2
Research data
Open accessto research data
They achieve this by:
Research data creators make their data available in accordance with the principle of as open as possible, as closed as necessary.
What does this principle mean?
§3
Research data
Open access to research datain the Open Science and Scholarship Policyof the University of Warsaw
Inter-institutional cooperation The rules for sharing research data from inter-institutional cooperation should be set out in the Data Management Plan (DMP), taking into account the regulations in force at the partner institutions.
Grant requirements In the event of any discrepancies between the University of Warsaw Open Science Policy and funding agreements, the provisions of the agreements shall prevail.
Sensitive data If full disclosure of data is not possible, a temporary embargo or restricted access is permitted.
§3
Informational website
Recommendations
Journals and monographs published at UW
Recommendations concerning journals and monographs published at the University of Warsaw are also included in the University of Warsaw's Open Science and Scholarship Policy:
Open publishing Journal editors and monograph publishers are recommended to transition to open publishing models and use free and open licences.
Agreements with authors It is recommended that agreements with authors allow them to make their works available in open repositories without embargo, and if this is not possible, that such embargoes be clearly specified.
§4
DOAJ and DOAB It is recommended to submit open journals to the Directory of Open Access Journals and open books to the Directory of Open Access Books.
Proxies for Open Science and Scholarship
Proxies for Open Science and Scholarship
It is permitted to appoint Proxies for Open Science and Scholarship in organisational units of the University to coordinate activities in the field of open science.
The UW Rector's Proxy for Open Science and Scholarship is responsible for coordinating open science activities across the entire University. Their main tasks include:
UW Rector
Rector’s Proxy for Open Science and Scholarship
UW unit proxy
UW unit proxy
UW unit proxy
UW unit proxy
§6
Advisory Committee for Open Science and Scholarship
Advisory Committee forOpen Science and Scholarship
The Committee's tasks include:
The Advisory Committee for Open Science and Scholarship shall be appointed by the Rector at the request of the Rector’s Proxy for Open Science and Scholarship.
§7
Contact
UW Scientific Publications Repository (ReIn UW)
Rector’s Proxy for Open Science and Scholarship
repozytorium.buw@uw.edu.pl
Karolina Minch
otwarta.nauka@uw.edu.pl
UW Research Data Repository (DB UW)
danebadawczeuw@icm.edu.pl
Images used: Storyset
PON UW — Manual
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
Solutions for legal restrictions (§ 2)
Preprint as an alternativeIf it is not possible to deposit the final published version or the final author's version due to the provisions of agreements with publishers, authors are required to deposit a preprint of the publication in ReIn UW and grant an open or free licence. The preprint, along with a link to the journal or publisher's website, should be made available after the publication is released.
Procedure in the case of an embargo In the case of an embargo imposed by the publisher, authors are required to make the VoR (Version of Record) or AAM (Author Accepted Manuscript) available in ReIn UW after the embargo expires. It can be deposited earlier, access will be opened automatically.
PDF
final published version (VoR)
final author's version (AAM / postprint)
preprint (first, non-reviewed version of the text sent to the publisher)
DOAJ, or Directory of Open Access Journals, is the largest database collecting information about scientific journals published in open access. Thanks to its procedures, which involve thorough verification of each journal, DOAJ is the most trusted catalogue of open access journals. The selection of journals for the database is based on an assessment of the journal's scientific merit and its openness.. DOAB, or Directory of Open Access Books, is an open infrastructure committed to open science. It contains full-text books from many fields of knowledge (including earth sciences, mathematics, economics, social sciences and humanities) from various publishers.
Availability of doctoral dissertations within the framework of the Open Science and Scholarship Policy of the University of Warsaw
Protection of confidential information In the case of doctoral dissertations the subject matter of which is covered by legally protected confidentiality, ReIn UW only makes reviews available, excluding content covered by such confidentiality. This solution balances the principle of openness with the requirements of confidential information protection.
Copyright statement Authors of doctoral dissertations are required to submit a statement granting or refusing to grant the University of Warsaw an open or free licence to make the dissertation available in ReIn UW after its defence.
Automatic transfer from APD Electronic versions of doctoral dissertations, together with reviews and metadata, will be downloaded from the University of Warsaw Thesis Archive (APD) to ReIn UW 30 days prior to the defence.
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
Creative Commons (CC) Licences
This diagram was created by Shuana Niessen (2025) and is licensed under CC BY-NC.
It introduces default openness. This means that research results, data, publications, software and methods should be made publicly available to support transparency, replicability and the advancement of science. Restrictions are only applied where justified – only when there are valid reasons, such as: personal data protection (GDPR),