How and when do researchers apply for APC (Article Processing Charge) funding? New Oxford policy August 2017
First check pre-submission that funds are available in our block grant. Then apply at the point of article submission. Oxford’s policy, procedure and form were revised in August 2017, and are at: http://openaccess.ox.ac.uk/applying-for-funding-from-oxfords-rcuk-open-access-block-grant/. Please don’t pay the invoice yourself. The APC will be paid directly from the RCUK block grant to the publisher.
We also ask you to ‘Act on Acceptance’ and deposit the manuscript into ORA via Symplectic; go to https://oxris.ox.ac.uk/ and log in with Oxford single-sign-on. Rule of thumb – deposit your final peer-reviewed version, before type-setting.
How much is our RCUK Block Grant and what does it cover?
The OA Block Grant from RCUK to Oxford was £1.1m and £1.3m for the two years from 1st April 2013. RCUK’s policy states:
The RCUK OA block grant is intended principally to support the payment of APCs. However, Research Organisations may use the block grant in the manner they consider will best deliver the RCUK Policy on Open Access, as long as the primary purpose to support the payment of APCs is fulfilled. The payment of colour charges and page charges may also be taken from the block grant at the discretion of the managing research organisation which should keep in mind the overall purpose of the block grant which is to support the payment of APCs.
For costs associated with the production of other types of research outputs that are not covered currently by the RCUK OA policy’ (e.g. publication costs for outputs such as monographs, books, critical editions, volumes and catalogues), you should continue to request these on your grant proposal.
Please note: If you applied for Article Processing Charges (APCs) or other article-related charges, such as the costs of illustrations, colour figures or excess pages, etc in their research grant proposals to the Research Councils UK (AHRC, BBSRC, EPSRC, ESRC, MRC, NERC, STFC) and you already have these costs allocated on your grant, you should use your existing research grant funds to pay those costs. If you have questions about applying for APCs, please contact firstname.lastname@example.org in the Bodleian Library for more information.
Does Oxford’s RCUK Block Grant pay for colour charges or page charges?
Our policy (updated August 2017) is to pay the following article-related charges if non-payment would prevent publication: page charges and publishing fees; and colour charges in fully OA journals only
For other situations you will need to look elsewhere for funds, or ask the journal about opting to have your charts and graphics published in colour in the online version only and B&W in the print version.
A free way to make the colour versions of your figures/tables/images available is to deposit them into ORA either as part of your AAM (Author Accepted Manuscript) or as separate files, which you could then link to.
Can the block grant be used to pay charges for books or chapters to be open access?
No. Researchers should use their own grant to cover these costs.
See RCUK policy section 3.11, Allowable costs within Research Applications: ‘It remains permissible for grant proposals to request publication costs associated with the production of other types of research outputs that are not covered currently by the RCUK OA policy. Publication costs for outputs such as monographs, books, critical editions, volumes and catalogues may be requested but, as with any cost, they will still need to be fully justified within the application.’
RCUK policy (and the block grant) applies only to peer‐reviewed research articles (including review articles not commissioned by publishers) and conference proceedings that acknowledge funding from the UK’s Research Councils. It does not cover monographs, books, critical editions, volumes and catalogues, or forms of non‐peer‐reviewed material (although authors are encouraged to consider making them OA where possible).
My paper is co-authored – how does applying for an APC work?
Specifically the question focuses around eligibility for APC payment when a paper has been written in collaboration with authors from other UK universities in receipt of RCUK OA Funding, and from other countries. The University’s APC policy (revised August 2017) states:
Where a paper has been written in collaboration with authors from other UK universities in receipt of RCUK OA Funding, Oxford will pay the whole APC where the Oxford author is the corresponding author (or equivalent). It is anticipated that UK universities will take a similar approach but where this is not the case and an Oxford co-author (who is not the corresponding author or equivalent) is approached to contribute to the cost of an APC, the University will pay a proportion of the cost relative to the number of UK authors supported by Research Council funding. Where a paper has been written in collaboration with authors from other countries, Oxford will pay the whole APC upon request from the Oxford co-author.
I am a biomedical author and must make my work OA within 6 months via PubMed Central – yet my journal will not let me deposit the author-accepted version (green). How will I be catered for?
Check with the APC team if you are eligible for gold funds from the University’s block grant from RCUK. Eligibility is summarised in the University’s APC policy and on the APC application form, both of which are available here.
What has been RCUK Open Access policy since April 2013?
RCUK, in line with many other funding bodies, published a new policy as a direct outcome of the July 2012 Finch report . It requires RCUK-funded papers to be open access within 6 months of publication (Science & Medicine) / within 12 months of publication (Humanities & Social Science).
RCUK’s Expectations for Researchers:
Researchers, as the generators of all of the research papers and responsible for much of their peer review, are expected to publish any peer‐reviewed research papers which acknowledge Research Council funding in journals that are compliant with the RCUK policy on Open Access. All papers must include details of the funding that supported the research and, if applicable, a statement on how the underlying research materials – such as data, samples or models – can be accessed.
Where researchers used to apply on specific grants for funds to cover Article Processing Charges (APCs), these are no longer eligible costs on grant – instead RCUK allocates a Block Grant to universities (like Oxford) who have a threshold level of RCUK funding. The notion of a ‘RCUK-compliant’ journal was introduced, as was the RCUK stated preference for Gold OA. If a fee is paid the article must be published under the CC-BY attribution licence.
Procedures at the University are in place to enable researchers to comply with RCUK’s policy on Open Access where possible. Essentially there are two ways to comply – by going ‘green’ and self-archiving the post-print (author-accepted version) in our repository ORA or a funder-mandated repository (eg. Europe PMC) or by going ‘gold’ and applying for funds from the University’s block grant. To find out more please see ‘What do I need to do – Meeting RCUK OA Requirements at Oxford University‘
What are RCUK-compliant journals?
A journal is ‘RCUK-compliant’ if it allows the author to deposit a peer-reviewed version in a repository within RCUK timeframes (6 months for STEM, 12 months for Humanities and Social Sciences) or it allows immediate open access (Gold) with CC-BY attribution – normally this requires payment of an APC. You could use the SHERPA/FACT tool to find information about whether a journal offers a compliant option.
Will this affect my freedom to choose where I publish?
Continued freedom to publish where you choose is central to the University of Oxford’s response to funders’ open access policies. Discussions between academic divisions, University Research Committee, Prof Ian Walmsley (PVC-R) and others about how best to distribute the RCUK block grant have taken place and Oxford’s policy on allocating it (revised August 2017) has been made available – see http://openaccess.ox.ac.uk/applying-for-funding-from-oxfords-rcuk-open-access-block-grant/. It is clear that the grant is insufficient to cover all research publications that come under the RCUK policy. Articles in fully open access journals will be prioritised for the block grant. Authors of articles in ‘hybrid’ journals (subscription journal with an OA option) can comply with the RCUK policy by depositing a copy in ORA (and in any mandated subject repository such as EuropePMC). There is usually no cost to the author for this option and the author can usually choose to publish where they wish. If your chosen journal does not comply with RCUK policy, contact your subject librarian.
What happens if the RCUK block grant runs out?
Whilst the Wellcome Trust has indicated that it is willing to increase its OA block grant if the costs of APCs rise, the RCUK allocations are fixed. Our RCUK allocation is insufficient to cover all research publications that come under the policy. In complying with funder mandates, therefore, we favour, now and for the foreseeable future, open access by means of the Green Route. This enables authors to publish in a journal and to self-archive a version of the article for free public use. Thus the Green approach provides most of the benefits for a much smaller additional cost than Gold Open Access (which often involves paying Article Processing Charges).
RCUK policy allows longer embargoes for green route if the block grant runs out: 12 months for Science, 24 months for Humanities & Social Science (para 3.6.iii, ‘where funding for APCs is unavailable…longer embargo periods will be allowable’. Also RCUK’s FAQ 2.2, ‘What happens if there is no money to pay…?’).
In August 2017 the University’s Research Committee approved a revised policy for allocating funds from the RCUK Open Access block grant for APCs and article-related charges (see Oxford’s RCUK OA block grant allocation policy), in order to best manage the limited funds remaining in our 2017/18 RCUK block grant. The new policy took effect on Monday 21st August 2017 and prioritises APCs for fully open access journals.
For hybrid journals, RCUK-funded authors should therefore not choose the (paid) Open Access option but use the green route (even if the journal’s embargo is too long), by depositing the accepted manuscript in ORA for Act on Acceptance.
What we do not wish to see is for the RCUK policy to dictate publication venue; this must remain the author’s decision. We do not wish to see financial issues dictate academic choice, and materially damage the standing of the research.