University of Tokyo

The key element of change, at this stage, is the increased awareness, public commitment and internal alignment to the principles of DORA, particularly the one stating not to use JIF in evaluating researchers for hiring, promotion, or funding.  The university's official public statement on its website after signing DORA signifies this commitment. There's a recognition of the importance of promoting diverse scholarship and aligning with the international movement towards responsible research assessment. 

No department at UTokyo was using only JIF for research evaluation: diverse and multifaceted evaluation axes centering on peer review were already being conducted. The university also aims to further align with its basic policy, the UTokyo Compass, which emphasizes promoting responsible and diverse research.

The University of Tokyo's decision to sign DORA was influenced by a combination of internal and external factors. Internally, the initial proposal came from Dr. Yukiko Gotoh, a steering committee member of DORA, who played a crucial role. Her personal conviction and international exposure emphasized the need to tackle issues related to the role of journals in research evaluation. This prompted her to suggest signing DORA to the Vice President of Research. The Vice President's background in life sciences and shared concerns with Dr. Gotoh regarding the JIF and journal issues further propelled the initial momentum for DORA adoption. Strong alignment with the goals of the UTokyo Compass, the university vision since 2021, which promotes responsible research and diverse scholarship, also provided a strong internal justification for signing DORA. The university's ambition to expand its international presence also played a role, as did the desire for a shared international understanding of research evaluation. Increased dialogue between academia and society on this topic also emerged as motivations during internal discussions.

External factors, such as the movements for open science and open access, also contributed to the decision to sign DORA. MEXT's 2021 summary of deliberations on scholarly communication already cautioned against the misuse of the JIF and its negative effects on researchers’ submission behavior. The Science Council of Japan also urged that quantitative assessment methods not be overemphasized, and the need to introduce international trends to help find ways to carry out research assessment exercises. The 2023 G7 Science and Technology Ministers’ Meeting in Japan, where the government expressed its commitment to open access, served as another external motivator.

The University of Tokyo's journey towards signing DORA was a multi-year process marked by careful deliberation, internal and external consultation, and an ongoing engagement by leadership and staff.

The initial effort was to have RU11, a consortium of 11 research-intensive universities in Japan, sign DORA. The initiative did not succeed due to a lack of consensus, differing interpretations of DORA's recommendations concerning the use of the JIF in research assessment, and a perceived lack of pressing need at the time. This led to a shift in strategy, focusing on the University of Tokyo's individual adoption of DORA.

Within the university, the Life Science Network played a key role in advocating for DORA. Recognizing the declaration's origins in the life sciences and its alignment with the university's broader research goals, the Vice President at the time asked the network to consider DORA’s signature. The Life Science Network proposed that the university should sign DORA, recognising among other reasons that the scientific content of articles should be the focus of research evaluation and that this would help address the rising cost of Open Access and e-journal subscriptions and publication fees. This proposal sparked university-wide discussions and the establishment of a dedicated working group to consider the matter further.

A crucial step in the process was the university's decision to conduct an opinion inquiry among its schools. This inquiry served to gather diverse perspectives and raise awareness about DORA within the university community. While the majority of opinions were positive, some concerns were raised, mainly regarding the potential negative impact of eliminating the use of JIF and other quantitative indicators in research assessment. These concerns often stemmed from misunderstandings about DORA's principles and recommendations.

To address these concerns and foster a deeper understanding of DORA, and given the strong independence of schools and institutions within the university, a series of dialogues and discussions involving the president, deans, administrative staff, and faculty members were organized. One of the large dialogues with the university President was attended by over 250 members of professional and academic staff. While these discussions revealed a largely positive attitude towards DORA, the resistance or cautious opinions from some schools highlight the need for discipline-specific considerations. A questionnaire administered after the dialogue with the President confirmed this sentiment, with 98% of respondents in favor of the University of Tokyo signing DORA.

Following this overwhelming support, the University of Tokyo officially signed DORA. The university then took steps to communicate this decision to its members by publishing information internally in its university magazine. This communication highlighted the university's commitment to responsible research assessment and its intention to continue the dialogue on this important topic.

The University of Tokyo recognizes that signing DORA is just the first step in a broader journey towards fully embracing responsible research assessment. The university aims to lead by example and explore how responsible research assessment can contribute to improving Japan's research capacity.

In the 2020 financial year, Dr. Gotoh initiated the University of Tokyo's adoption of the DORA agreement, suggesting the vice president of research sign the declaration. The Vice President advanced the process in March 2021 by involving the University Life Science Network, which formally proposed signing DORA in October 2021, leading to university-wide discussions and the establishment of a dedicated working group.

Throughout the 2022 financial year, the university conducted a survey to gather opinions on DORA, and in the 2023 financial year, high-level discussions continued with a crucial public dialogue between the President and the Deans, and between the President and faculty and staff, culminating in strong support for signing DORA. The University of Tokyo officially signed the DORA agreement, followed by internal communication to inform its community. 

The process of reaching the signature itself involved raising awareness about DORA and responsible research assessment within the university through various dialogues and an opinion inquiry. The university's public statement after signing DORA serves as a key element, signaling its commitment to the academic and broader community. The internal communication published in the university magazine to inform members about the signing, the discussions, and the open access movement are also significant elements of UTokyo's journey.