Academic publishing is an essential aspect of scientific research enabling scholars to share their findings with the wider community. However, publishing operations entail significant costs including journal development, peer review administration, and article production. To cover these expenses, publishers often impose article processing charges (APCs) on authors. In this article, we will briefly discuss APCs, when authors need to pay them, how to pay them, and what options are available for authors who are unable to pay them.
What Are APCs?
APCs are fees that authors pay to make their articles open access (OA) immediately after publication allowing anybody to view the study without a subscription or payment. These costs vary greatly depending on the publisher and magazine, ranging from a few hundred to several thousand pounds per article.
When authors pay APCs, the money received is utilised by publishers to cover the expenses of different publishing operations. These operations include journal development — planning and creation of a journal, branding, marketing, and editorial policies.
Another crucial component of publishing, peer review administration, involves finding suitable experts to review and evaluate the quality and relevance of submitted manuscripts.
Further, article production includes copyediting, typesetting, and formatting of articles which is an additional expense that publishers must cover. The cost of article production can vary depending on the complexity of the article, as well as the extent of multimedia features that are included. In some cases, publishers may also offer post-publication services, such as indexing or archiving, which can also be funded through APCs.
When and How to Cover APC Fees?
Authors may need to pay APCs when they want to make their research articles available through open access. In traditional subscription-based publishing models, access to research articles is limited to those who have paid for a subscription. However, open access publishing makes research articles freely available to anyone with an internet connection.
APCs are usually paid at the point of publication, either by the author, the author's institution, or through a grant or funding agency. The exact timing of payment may vary depending on the publisher and journal so it is important to check with the specific publisher or journal for details.
In certain circumstances, writers may be given the choice of paying an APC to make their paper open access or having their article available only through a subscription. Some publishers may also have a policy of releasing particular papers open access after a specified embargo period during which the work is only available through subscription.
Authors must carefully assess their alternatives and be aware of the fees involved with APCs. APCs may be supported by some funding sources, and publishers may grant reductions or exemptions to writers who are unable to pay the entire charge. Certain funders such as UKRI and Wellcome require that the research they finance should be made open access which may necessitate the payment of APCs. In addition, the "Nelson Memo" issued by The Office of Science and Technology Policy expresses the stance of the United States government to guarantee that federally funded research is available to all promptly without any impediments or delays. This policy applies to all federal agencies and encompasses both peer-reviewed publications and fundamental scientific data.
12 Steps Authors Should Follow When Paying APCs
If an author decides to make their article open access and their target journal charges APCs, they will need to follow a specific process to pay the fees. While the exact steps may vary depending on the publisher and journal, there are some general guidelines authors can follow.
Check the journal's website or the publisher's instructions to confirm if APCs are required for publication.
1. Determine if the chosen journal charges APC for publication.
2. Check if the research funding can cover the APC or if an alternative funding source is required.
3. Contact the institution or funding agency to determine if they can cover the APC.
4. Research if the journal offers any waivers or discounts for authors based on their circumstances or location.
5. Determine the amount of the APC and any additional fees such as taxes or page charges.
6. Calculate the total amount of APCs based on the journal's fee schedule.
7. Determine the payment method accepted by the journal or publisher.
8. Fill out any necessary forms or provide any required information such as billing details or institutional affiliations.
9. Submit the payment using the chosen method which could be a credit card or invoice.
10. Keep records of the payment and any associated receipts or documentation for future reference.
11. Ensure that the payment has been processed and confirmed by the journal or publisher.
12. Check the published article to ensure it is available online and has open access to readers.
Who Is Eligible for Discounts and Waivers on APCs?
APC discounts and waivers are mechanisms that help authors with financial constraints to publish their research without incurring the full cost of publication. Typically, APCs are paid by authors or their institutions to make research freely accessible to everyone. However, some publishers offer discounts or waivers to authors who meet certain criteria.
Discounts are typically given to authors from low-income nations, early-career scholars, and writers from institutions with a restricted budget for publishing costs. For example, some publishers provide a lower APC rate to writers from countries classified as poor or lower-middle-income by the World Bank. Several publishers provide discounts to authors who are members of a certain group or association.
Waivers, on the other hand, are granted to writers who are unable to pay the APC. Most publishers provide complete exemptions to writers who can demonstrate that they do not have the financial ability to pay the APC. Waivers are often provided depending on the author's salary or the country's gross domestic product (GDP).
Some publishers also offer a combination of discounts and waivers. For example, an author from a low-income country who is also an early-career researcher may be eligible for both a discount and a waiver.
It's important to note that not all publishers offer APC discounts or waivers and eligibility criteria may vary among publishers. Authors should carefully review the publisher's guidelines and policies on discounts and waivers before submitting their manuscript for publication.
Choosing Between Paying APCs or Publishing for Free
What if an author wants to publish open access but cannot afford APCs or does not want to pay them? Not all OA journals charge APCs and many will waive the fees for researchers who cannot afford them. There are still options for making research openly available.
The Directory of Open Access Journals (DOAJ) and Enago’s Open Access Journal Finder (OAJF) are useful resources for finding OA journals that do not charge APCs.
Another option is the Diamond OA route where authors publish their work in an OA repository or platform without going through a traditional publisher. Diamond OA does not require payment of APCs and provides free access to research. However, this route may not be suitable for all disciplines as some fields have a strong preference for publishing in established peer-reviewed journals.
Final Thought!
APCs play a crucial role in academic publishing by allowing researchers to openly share their findings. However, these costs can be substantial, prompting authors to carefully consider their options when opting for open access publication. By adhering to the steps provided by the publisher and investigating opportunities for discounts and waivers, authors can publish their work without incurring significant financial burdens. Additionally, different options, such as Diamond OA routes, can help mitigate these expenses enabling authors to reach a wider audience while staying within their budget.
