Scholarly Communications

Open Access Publishing Support Fund: Frequently Asked Questions

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Who is eligible to receive reimbursement from the Open Access Fund?

Current GVSU tenure-track, visiting, affiliate and adjunct faculty, staff, and currently registered graduate students are eligible to receive funds.

What types of fees are covered by the fund (e.g., publication charges, illustration and color fees)?

Fees associated with the cost making an article freely available are covered by the fund.  Costs for reprints, color illustration fees, non-open access page charges, administrative charges and other fees are not applicable. 

Why does each GVSU coauthor on a single article have to submit a separate application to receive funding?

Funding is granted and tracked at the author-level, not the article level.  As a result, each author seeking funding must submit their own application.  

In addition, each application must be approved by an applicant's unit head.  Many articles published at GVSU are coauthored by faculty in different units, necessitating a separate application for each author.

Are there any limits to the amount that can be requested, either per article or cumulatively?

There is no limit to the per article amount that can be funded, but an author may not receive more than $3,000 in one fiscal year.

How can I make my research freely available to readers if I have used up my grant allotment for the academic year or if the fund has run out of money?

As an author you have the power to reserve some of your copyrights when signing the publication agreement with a journal.  You can request to reserve the rights that will allow you the option to post the article on your personal website and in the University's ScholarWorks repository. This is easily done with an author’s addendum, which can be attached to the the publisher's copyright transfer agreement you will be asked to sign when your paper is accepted.  The Science Commons copyright addendum gives the publisher all the rights needed to publish the article, while you reserve the right to make the article available and to reuse it in a variety of ways.  Your liaison librarian can help you understand the different options that are available.

What types of journals are eligible for the Fund?

Funding is available for newly published (within the past six months), peer reviewed articles in open access or hybrid journals that charge a publication fee associated with the cost making an article freely available.  These journals must make open access articles freely available on the internet at the time of publication, with no embargo period.  Eligible journals must make be listed in the Directory of Open Access Journals (DOAJ) or meet the DOAJ’s selection criteria and they must make their fee schedule publicly available online.  The Libraries has compiled a selective list of open access and hybrid publisher fees for quick reference.

What is an open access journal?

An open access journal is one that provides free global online access with minimal or no copyright limitations.  That means anyone, anywhere with access to the Internet may read, download, copy, and distribute that article with attribution to the original author.

Do open access journals employ peer review? 

Yes, there are thousands of peer-reviewed open access journals.  Currently, nearly one thousand open access journals are indexed in Web of Science, which conducts a rigorous review of journals for quality and only includes journals with high impact factors.  

What is a hybrid journal?

A “hybrid journal” is published by a traditional subscription-based publisher; articles can immediately be made freely available to the public if the author pays an additional publication fee (also referred to as “paid access,” “open choice,” sponsored article,” etc.).  “Hybrid open access” differs from the true open access in that hybrid publishers often have restrictions on redistribution and reuse.  A fully open access journal, on the other hand, has limited copyright restrictions which means anyone, anywhere with access to the internet may read, download, copy and distribute that article. 

Can the Open Access Fund be used to cover formats other than journal articles that are openly accessible, such as conference presentations and monographs?

 Currently the Open Access Fund may only be applied to peer-reviewed journal articles.

Does the Open Access Fund cover "hybrid" Open Access publishers that offer authors open access to their article for a fee?

Yes, hybrid journal fees are eligible for funding. See the question “What is a hybrid journal?” for more information on hybrid journals.

Are Grand Valley State University authors being told to publish in certain journals?

No, GVSU authors are welcome to publish in any journal they wish.  This fund is in place to assist those authors who wish to publish in open access journals or journals with an open access option.

Do authors need to exhaust other funding sources that can be used to pay for submission fees before applying to the Open Access Fund?

Yes, authors with alternate sources of funding, such as grants, should use those sources before applying to the fund.

What happens in the case of multiple authorship, when some authors are from our institution and others are not?

For articles with multiple authors, each author is responsible for a prorated portion of any publishing fees.  For example, for an article with three authors that is to appear in a journal with a $3,000 publication fee, each author is responsible for $1,000 of that fee.  If two of the authors are from GVSU, each may separately apply for $1,000.  If both apply, up to $2,000 of the fees will be reimbursed, with $1,000 being applied to each person’s $3,000 annual award limit.  Graduate and undergraduate coauthors publishing with faculty do not count toward proration.

Are undergraduate students eligible for the fund?

Articles co-authored by faculty and undergraduates are eligible to receive full funding under the faculty’s name.  Undergraduates are not counted as co-authors for the purpose of calculating an author’s share of the publication fee.  So a faculty member applying for a grant for an article co-authored with an undergraduate student would be able to receive up to $3,000 for that article. 

What is the procedure for reimbursement or payment?

All reimbursements are processed directly through the Center for Scholarly and Creative Excellence (CSCE) office.  Grant recipients should submit the Travel and Expense Form-Miscellaneous Expenses form with original receipts, invoices, PO's, etc., to CSCE, 301C DEV.

Grantees wanting to arrange payment by direct invoice to the University should contact CSCE to make arrangements.

Who decides which applications are funded?

Applications are reviewed by the applicant's unit head, the University Libraries’ Head of Collections and Scholarly Communications, and the Executive Director of the Center for Scholarly and Creative Excellence.  Applications meeting eligibility requirements are funded on a first-come, first-served basis until funds for that year are depleted.

From where does the money for the Open Access Fund come?

The open access fund is sponsored by the University Libraries.  Funds allocated for this support cannot be used for and have no impact on monies allocated for journal subscription.

Do other institutions have this kind of fund?

Yes, similar programs are in place at many universities, including the University of WisconsinHarvard University, the University of North Carolina-Greensboro, and the University of Oregon.

Are there other ways to make my research freely available to readers?

Yes, as an author you have the power to reserve some of your copyrights when signing the publication agreement with a journal.  You can request to reserve the rights that will allow you the option to post post the article on your personal website and in the University's ScholarWorks repository. This is easily done with an author’s addendum, which can be attached to the the publisher's  copyright transfer agreement you you will be asked to sign when your paper is accepted.  The Science Commons copyright addendum gives the publisher all the rights needed to publish the article, while you reserve the right to make the article available and to reuse it in a variety of ways.  Your liaison librarian can help you understand the different options that are available.

How do I apply?

You can apply online on the CSCE website.

Where can I get further information?

For further information or assistance, contact Doug Way, Head of Collections and Scholarly Communications, in the University Libraries.

 

Page last modified January 9, 2014