From January* 2026 onwards, a new framework will be introduced for managing reuse conditions in HAL. The ‘licence’ metadata field will be required to clarify the reuse conditions for each deposited file. To support this major development, the CCSD organised a webinar on 21 October. The event provided an opportunity to present the initiative’s goals, updates to the deposit form and TEI, and the full range of support measures available to different user groups.
As part of the HAL Partner Assembly‘s activities, the webinar was open to a broader audience and brought together more than 300 participants, demonstrating strong interest in the topic.
The webinar aimed to present the key issues, technical changes and support mechanisms. The webinar also enabled interaction with members of the CCSD team and representatives of the HAL Partner Assembly.
A preliminary note: the term ‘licence’ is generic. When we think of licences, we often think of Creative Commons licences, which are widely used in our communities. However, they represent only one part of the available options. Filling in the licence metadata does not necessarily mean choosing a Creative Commons licence. For example, if you have the publisher’s permission to deposit the published version of your work, which is under copyright (© publisher name), you should select ‘Copyright’ when completing the licence metadata for the deposit.
This post provides a summary of the presentations.
A licence aligned with the FAIR principles
A licence specifies the conditions of reuse, facilitates reuse of the data, and protects the rights of the authors.
From January 2026 onwards, the ‘Licence’ metadata field will need to be completed for all files deposited in HAL.
CCSD Director Nathalie Fargier explained that the change in licence management aims to standardise the rules governing the reuse of files deposited in HAL. Currently, assigning a licence is mandatory for certain types of files, such as code, software and images, but optional for others. However, more than 75% of files in HAL have no clear licence, which hinders the optimal and responsible reuse of these resources. The CCSD and the Steering Committee are defining a licence policy: this governing body recommends systematically associating a licence with every file deposited in HAL. The goal is to facilitate the circulation of academic content while respecting the legal framework and associated rights. Another key objective is to reinforce HAL’s position within the open science ecosystem by aligning with the FAIR principles — particularly the “R” for reusable — and by securing file reuse.
The guiding principle is to reconcile authors’ freedom to choose the most appropriate licence from a validated list (e.g. Creative Commons, Etalab, Copyright) with compliance with publishers’ dissemination agreements. It is recommended that the Creative Commons CC-BY licence be used, as this is compatible with open science principles.
It is impossible to assign licences retroactively to files already in HAL without an associated licence in the metadata without the explicit consent of the authors. Instead, the CCSD will rely on the conditions validated by each depositor before finalising their deposit. The HAL authorisation confirms that all documents are protected by copyright and that, by depositing a document, the depositor grants HAL permission to publish and distribute the document online. Therefore, a file with HAL authorisation (indicated on the cover page) signals to users that they may read, consult and cite it (provided they credit the author(s) and source), but they must request permission from the author or rights holder to reproduce, adapt or use the work beyond legal exceptions. This HAL authorisation enables the retrospective treatment of existing files by completing the licence metadata.
For SWORD imports, a more gradual timeline is planned, starting in the second half of 2026, to allow time for applications to be updated.
Technical developments
Yannick Barborini presented the technical updates to the deposit interface. The licence can only be entered in the “File” section, but improved features will allow users to apply a licence to several files if needed. The licence metadata field in the ‘Main Information’ section will be removed. A reminder of the selected licence (or a shortcut to select one) will be added to the validation block before the deposit is saved.
He then detailed the updates to licence management in the XML-TEI format. The teiHeader section indicates the licence for the metadata (CC0), while the licence for each file is recorded in the publicationStmt > availability section. HAL’s search API will also display licence information for each file.
A more gradual timeline is planned for SWORD imports, starting in the last quarter of 2026, to give services time to update their XML-TEI formats. HAL will apply the HAL authorisation by default whenever no licence is indicated until depositing systems update their workflows.
Supporting users
The CCSD is fully aware that this change may raise questions and create challenges during the deposit process. Hélène Bégnis presented the structured and gradual support system designed to respond to the diverse needs of users. This system is based on three principles: supporting all users regardless of their level; providing a wide range of resources such as documents, video tutorials, interactive training and infographics; and fostering a participatory approach by drawing on questions and user feedback. Six levels of support are planned, ranging from introductory guidance to technical expertise. Some resources are already available, including a self-training module dedicated to choosing a licence. A video tutorial and an interactive infographic are also in development. Webinar participants were provided with a link to a shared document so they could share questions and use cases. Validation guidelines will be provided to technical validators, and a dedicated information webinar will be organised for them.
CCSD is responsible for ensuring that the conditions of use of the data available in HAL are clear for both machines and humans.
Let’s all be FAIR!
Update 2026.01.26: Production is scheduled to begin in the first week of February.