Crossref Similarity Check news: iThenticate v2.0 ready for launch
Last year, we announced the upcoming launch of a new version of iThenticate, the product from Turnitin that powers Crossref Similarity Check. We know some of you have been waiting a long time for this upgrade and we are very happy to share with you that we are now ready to release it.
We will be rolling out this new version in stages, so not everyone will be able to upgrade to the new version immediately.
TL;DR We missed an error that led to resource resolution URLs of some 500,000+ records to be incorrectly updated. We have reverted the incorrect resolution URLs affected by this problem. And, we’re putting in place checks and changes in our processes to ensure this does not happen again.
How we got here Our technical support team was contacted in late June by Wiley about updating resolution URLs for their content. It’s a common request of our technical support team, one meant to make the URL update process more efficient, but this was a particularly large request.
Crossref Conversations is an audio blog we’re trying out that will cover various topics important to our community. This conversation is between colleagues Anna Tolwinska and Rosa Morais Clark, discussing how we can make research happen faster, with fewer hurdles, and how Crossref can help. Our members have been asking us how Crossref can support open science, and we have a few insights to share. So we invite you to have a listen.
We’ve just added to our input schema the ability to include affiliation information using ROR identifiers. Members who register content using XML can now include ROR IDs, and we’ll add the capability to our manual content registration form, participation reports, and metadata retrieval APIs in the near future. And we are inviting members to a Crossref/ROR webinar on 29th September at 3pm UTC.
The background We’ve been working on the Research Organization Registry (ROR) as a community initiative for the last few years.
As a not-for-profit membership organization, we are sustained by fees. We have a duty to remain sustainable and manage our finances in a responsible way. Financial sustainability means we can keep the organization afloat and keep our dedicated service to scholarly communications running.
As a member (or a Sponsor who represents members), you’ll receive your annual membership fee invoice each January. If you participate in Similarity Check, this invoice will contain your Similarity Check annual service charge, and you’ll also receive a separate Similarity Check document-checking invoice for the documents you’ve checked in the previous year. We invoice for content registration on a quarterly basis.
If you are a member through a sponsor, all Crossref billing goes to your Sponsor.
If you are a service provider or use a paid-for metadata retrieval service, you’ll receive your annual invoice in January too.
We send out invoices by email to the billing contact on your account - please do update us immediately if you need to change your billing contact. Invoices have a due date of net 45 days, and you can always view both paid and unpaid invoices in our payment portal. You’ll need login credentials for the payment portal - these are different from the account credentials that you use to register your content with us. The billing contact for each member account is automatically sent credentials for the portal, and you can request payment portal login credentials for others at your organization too.
When you receive invoices from us you will see a pay now link in the body of the email. This link takes you to our payment portal where you can pay using a credit/debit card or by ACH. You’ll also be able to see any outstanding invoices in one central place. If you aren’t able to pay using the payment portal, you have the option to pay by wire or check from a US bank.
An important part of our accounting process is the automated invoice reminder schedule. We send out automated reminders to the billing contact 7 days before the due date, and then 15 days past the invoice due date. If you still have unpaid invoices after this, we’ll send a further email to all the contacts we hold on your account (Billing, Primary, Voting, Technical and Metadata Quality) to notify you that your service is at risk of suspension. If your invoices remain unpaid after this, we suspend your account and remove your access to register content.
If an account becomes suspended for non-payment, then your membership of Crossref becomes at risk of being ‘terminated’. If your membership is terminated, you need to contact our membership specialist to discuss whether you can rejoin Crossref. You would need to pay any outstanding invoices before you can re-apply.
We understand there are many factors that can make prompt payment a challenge for some people: international transfer delays or fees, funding for your publishing operations may end, change of contacts, problems receiving our emails, etc. We really don’t want to see you go, so our billing team works closely with members to make sure they can pay their invoices promptly. We send numerous notifications/reminders before suspension or termination takes place, and we can always be reached at firstname.lastname@example.org for any invoice inquiries you may have - please include your account name, prefix, and invoice number.
Tips for smoother payments
Here are some things you can do to help speed up, or simplify payments:
Pay with a credit card, using our online payment portal. This is fast, convenient, and lower in fees.
Always reference an invoice number on the payment to ensure that it’s applied to your account efficiently.
Be sure to make email@example.com a ‘safe’ email address, so that you receive our invoices and reminders.
Always keep us up-to-date with any contact changes at your organization, to ensure that we have accurate information for invoicing and other communication.
We recommend giving us a generic email address for your accounts payable team, such as firstname.lastname@example.org so that if somebody leaves that job, invoices can still get through.
Here are the answers to some frequently asked questions about:
When you first apply to join Crossref, you’ll receive a pro-rated Subscription Order for the remainder of that calendar year. So depending on when you join, you’ll only pay for the remaining months of that year.
The calculation will also reflect whether you apply in the first or second half of the month. For example, if you join before the middle of July (15th of the month), your membership order will be for six months. If you join after the middle of July, your membership order will be for five months.
Then, in the following January, you’ll receive an invoice for the whole of that calendar year, and will continue to receive invoices every subsequent January.
Unfortunately, no, we cannot change the document type. We have hundreds of organizations that apply for membership with good intentions, but then decide that timing, or other factors, delay them from completing the joining process. For this reason, we issue a Subscription Order instead of a Subscription Invoice, as an order more accurately reflects the status of the joining process in our accounting system.
There are two different types of invoice that all members receive from us. If you participate in Similarity Check, there’s a third invoice you’ll receive.
If you are a member of Crossref through a Sponsor, your Sponsor will pay these invoices on your behalf. They may charge you for their services, so you need to discuss their invoicing schedule with them.
Your annual membership fee invoice
This allows you to remain a member of our organization and take advantage of our services and the reciprocal relationship with other members. Members receive this invoice in January each year to cover their membership for that year - so in January 2021 you’ll receive a membership invoice for 2021. If you participate in Similarity Check, your annual service fee for Similarity Check will also be included in this invoice.
Content registration invoices
There’s a charge for each item you register with Crossref, and we invoice for this in arrears - this means that we send you the invoice after you’ve registered the content, so we know exactly how much to charge.
These invoices are usually sent out on a quarterly basis and cover the deposit fees for the content you registered with us during the previous quarter:
In April, you’ll receive an invoice for the content you registered in the first quarter of the year (January - March)
In July, you’ll receive an invoice for the content you registered in the second quarter of the year (April - June)
In October, you’ll receive an invoice for the content you registered in the third quarter of the year (July - September)
In January you’ll receive an invoice for the content you registered in the fourth quarter of the previous year (October - December)
However, you may not receive an invoice every single quarter. If your content registration charges are below USD 100 for a quarter, those charges will roll forward to the next quarter. This is to avoid members having to pay lots of smaller invoices which may incur international charges.
These charges don’t roll on past a full year though - so even if your total content registration fees haven’t hit USD 100 by the end of the year, you’ll receive a content registration invoice in January to cover all your content registration fees for the previous year.
To put it another way - you’ll be invoiced when your total charges exceed USD 100, or in the last quarter of the year, whichever occurs first.
Similarity Check document checking invoices
If you participate in the Similarity Check service, you’ll receive an extra invoice each January to cover the fees for all the documents you’ve checked in the previous year. Your first 100 documents are free though, so if you check fewer than 100 documents, you won’t receive an invoice.
You’ll receive your annual subscription invoice each January.
We usually send out invoices by email to your named billing contact. The email will include full payment details including account numbers, but here are the basic payment methods. Please note we can only accept payment in US dollars.
Credit card payments are made via our payment portal. We send out credentials to the billing contact on each new member account. If you don’t already have credentials for our payment portal, please contact email@example.com. Please note: your username and password for the payment portal is different from the Crossref account credentials you use to register your content with us.
Bank transfers/wires and Automated Clearing House (ACH) - please add USD 35 for wire transfer fee.
Checks from banks - we prefer checks drawn on US banks. If you are sending payment from a USD bank account outside the US, please add USD 50 to your payment to cover processing fees. Please mail checks, with a copy of the invoice or with the invoice number referenced on the check, to: Crossref, PO BOX 719, Lynnfield, MA 01940.
If you have not been receiving invoices, please contact us to update the email address for your account. We recommend you give us a generic departmental email address such as firstname.lastname@example.org to avoid emails bouncing back from the accounts of colleagues who have left your organization. Thank you!
What we can change
If the invoice hasn’t yet been paid, we can make the following changes:
We can update your organization name or address if this has changed.
We can update the detail if there’s an error on the invoice. For example, if you’ve been charged for current content when you should have been charged for backfile content (due to an error in registering the publication date), we can amend the invoice once you’ve updated your metadata.
What we can’t change
We can’t change dates and due dates, so please pay the invoices as soon as you receive them.
We can’t add wire fees into the invoice as they aren’t a standard charge for everyone - only for those who use wire transfer as a payment method. Wire fees are USD 35, so you’ll need to add this to your total if you’re paying by wire transfer.
Unfortunately not. A suspension is not a termination of your membership, it just temporarily suspends your ability to register content with us. As soon as payment for past due balances is received, your service will be restored and you will be able to register content again.
There’s a charge for each item you register with Crossref and we invoice for this in arrears - this means you receive the invoice after you’ve registered the content so we know exactly how much to charge.
These invoices are usually sent out on a quarterly basis, and cover the deposit fees for the content you’ve registered with us during the previous quarter. However, we do sometimes roll smaller charges on to the next quarter, so you may not receive an invoice every single quarter - and the next quarter you might find charges in your invoice from previous quarters.
The information on your Content Registration invoice will look something like this:
BY Journal 09/2020: 10.5555: BY Journal article (users: aelt, fort)
You’ll see there are different lines on the invoice, and a total at the end.
Your content registration fees are split out onto separate lines on your invoice by:
Month the content was registered
Whether the content is current (CY) or backfile (BY).
This is because there are different charges for different content types, and different charges depending on whether the publication date of the content is current or backfile. Learn more about content registration fees.
You can also see on the invoice which role or roles were used to register the content you’re being charged for.
Here’s a bit more information about each section of the invoice.
This part of the invoice shows the type of content that this charge relates to, and whether the content is current or backfile. In the example above, the charge is for current year (CY) journal articles.
This part of the invoice shows the month that this content was registered. In the example above, this content was registered in August 2020.
This part of the invoice shows which prefix the content was registered with. In the example above, the content was registered under the prefix 10.5555.
This part of the invoice shows which role was used to register the content. In the example above, the role was aelt.
Sometimes more than one role has been used to register content. In the example above, both aelt and fort have been used.
All prices are in USD, and we can only accept payment in USD.
We send invoices for the metadata you register with us on a quarterly basis. However, if the amount comes to less than USD 100, we roll it on to the next quarter. If you haven’t reached USD 100 in fees by the last quarter of the year, we send out an invoice anyway.
This is to avoid members having to pay lots of ‘small’ invoices, which may incur international charges.
CY stands for current content (Current Year), and BY stands for backfile content (Back Year). You’re charged a different amount depending on the content type you’re registering, and also whether the content is current (CY) or backfile (BY).
Current content is anything registered with us with a publication date in the current year, or up to two years previously. For example, in 2021, current content is anything with a publication date in 2021, 2020 or 2019. In 2022, this will change to anything with a publication date in 2022, 2021 or 2020.
Backfile content is anything registered with us with a publication date older than this. So in 2021, backfile content is anything published in 2018 or earlier. In 2022 this will become anything published in 2019 or earlier.
Content Registration fees differ according to whether the content you register is current (published during this year or the previous two years) or backfile (older than that).
A record is determined to be either backfile or current based on the publication date in your metadata. If you have different dates for print and online (for example, if you’re registering archival content), then we look at the print date.
If you use our web deposit form, the system looks at the information you’ve entered into the publication date field. If you deposit XML directly with us, the system looks at the date in the <publication_date> element. And we look at each individual item separately—so even if you’ve put a publication date at the journal level, you still need to put it at the journal article level too.
If you’ve been charged ‘current’ fees for content that is actually backfile, it’s probably because the wrong date was put in the publication date field. We have had instances where members have accidentally put the date they registered the content into that field, rather than the date of publication.
Users of our Similarity Check service receive an invoice each January for the documents they’ve checked in the previous year. The Similarity Check administrator for each organization can monitor their spend throughout the year by checking the reports section of the iThenticate platform (under the Manage Users tab).
However, sometimes you may see a difference between the number of documents that you’re invoiced for and the number that the report in iThenticate tells you that you’ve checked. There are a few possible reasons for this.
Documents above a certain size are considered more than one document
For billing purposes, a single document is considered anything of 25,000 words or fewer.
So if you check a document of 25,001-50,000 words, it will be considered 2 document checks. If you check a document of 50,001-75,000 words, it will be considered 3 document checks. And so on.
Check the ‘documents’ column in the iThenticate report and not the ‘submissions’ column as you are invoiced for the number of documents checked and not files submitted.
No charge for accidental duplicates
If you accidentally check the same document several times, we treat this as a duplicate and don’t charge you for it. This includes any documents with exactly the same filename and exactly the same Similarity Score that are submitted within the same 24 hour period. The ‘Manage Users’ report in iThenticate isn’t able to detect this but these are detected and removed from your invoice before we send it.
This means that you may see slightly fewer document checks on your invoice than you see in your iThenticate report.
Your first 100 documents are free of charge
Your first 100 documents are free of charge, so you’ll see 100 fewer document checks on your invoice than you see in your iThenticate report.
Page owner: Amanda Bartell | Last updated 2021-May-13