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FP7 post-grant Open Access publishing funds

The basics about the European Commission’s post-grant Open Access Pilot and how to apply for funding.


1 - How to apply for funding?

"The OpenAIRE central service for funding requests at https://postgrantoapilot.openaire.eu collects requests for funding from eligible FP7 projects. Researchers can request funds either directly through this system, or ask their project coordinator pr research library staff to submit on their behalf.

Upon every submission, the project coordinator will get notified via an automated e-mail - if necessary, they can object to the funding via an e-mail  to the pilot.

Institutions and research libraries have been briefed about this pilot and can help out with submission and eligibility criteria. 

2 - Until when will the FP7 Post-Grant Open Access Pilot run?

The first phase of the pilot, which was set to end on April 30th, 2017, has been extended with another 10 months. This means that the pilot will continue until February 28th, 2018. As this is an extension, the conditions and eligibility criteria remain the same and will be applied for the whole duration of the Pilot.

3 - What are the criteria to be eligible?

  • Projects are eligible to receive funding after the project has ended and up to 2 years after the project official end date.
  • A maximum of 3 publications per project can be funded throughout the entire pilot.
  • The maximum funding amount for an article, book chapter or conference proceedings is 2000€ and 6000€ for a book.
  • We do not fund hybrid journals.
  • The funding by the European Commission needs to be acknowledged in the metadata of the article (mentioning the article acronym and the grant number).
  • The Pilot is not aimed at retroactively reimbursing fees for papers that have been published already - request for funding should ideally happen upon acceptance of the manuscript.
  • A suitable invoice needs to be provided.
For more information on each criterium, please consult the other questions in this FAQ or contact the FP7 Pilot contact point

4 - What journals can I publish in?

Researchers are free to publish where they want, but in order to be eligible for funding from this post-grant OA Pilot, the journal will need to be a fully Open Access one. Publications submitted to hybrid journals are not supported by the Pilot (hybrid journals are those which do not offer all their content Open Access, but only the articles where a specific fee has been paid for the purpose, while keeping the rest of them under a subscription model).

5 - What are 'hybrid' journals and how do I recognise them?

Hybrid journals are journals which do not offer all their content Open Access, but only the articles where a specific fee has been paid for the purpose, while keeping the rest of them under a subscription model. Usually, these journals offer authors the choice to publish either Open Access or in the  traditional subscription model. The Pilot does not support this type of journals as they generate revenue from both the article processing charges and the subscription fees. 

Hybrid journals will not be listed in Open Access Journals aggregator sites such as https://doaj.org.

If you don’t know whether a journal is a hybrid or a fully Open Access one, please check with your Library or Research Office, your National Open Access Desk (NOAD) or send a question to the FP7 Post-Grant OA Pilot contact point.

6 - How many publications can I submit?

"There is a maximum of 3 publications, regardless of the type, per project - and this for the entire duration of the Pilot, including the extension. Once 3 publications have been approved, any following submission will receive a notification that it is not eligible anymore.

The Pilot reviewers deals with submissions on a 'first come, first serve' basis - once the '3 publications approved' treshold has been reached, submission is not possible anymore. Therefore, it is advisable to check with the project coordinator which publications should be submitted before applying for funding.

As the project coordinator gets notified of each submitted, they will get the final say when there are more than 3 publications submitted at the same time. 

There is no limitation as to the amount of publications per researchers, coordinator or institution. 

7 - What is the maximum funding amount?

"The maximum funding amount for an article is 2000€ and 6000€ for a book.This funding cap has not been chosen arbitrary, and is in line with many international OA funding schemes.

If the invoice states another currency, the system will convert the amount to €

If the processing charge exceeds this amount, you are encouraged to notify your publisher about this funding scheme and ask for a discount to meet with this funding cap.

If a lowering of the fee is not possible, researchers may claim the maximum available funding from the Pilot and consider using other funds to cover the remainder. A specific invoicing procedure will need to be applied in this case, either by having the invoice split between the Pilot and the institution, or by paying for the full fee upfront from the institution and issuing a reimbursement invoice limited to the cap to OpenAIRE. The submission dashboard offers the possiblity to indicate split funding.

8 - When are publications eligible for funding?

The FP7 Post-Grant Open Access Pilot policy guidelines state that eligible FP7 projects are those "finished no longer than two years ago at funding request submission time". 

"Projects are eligible to receive funding after the project has ended and up to 2 years after the project official end date (based on project information in the CORDIS database http://cordis.europa.eu).

If the project is no longer eligible to receive funding, there will be a notification upon submission. This can be overruled by the administrator if the acceptance and invoice date prove that the publication falls within the eligibility window, despite the date of submisson falling out of it.

Occasional exceptions may be made to this rule when a project was extended or had an early termination. Please get in contact with us in order to suggest a system update if this is the case for your project.

The funding needs to be requested upon acceptance of the manuscript. The Pilot is not aimed at retroactively reimbursing fees for papers that have been published already.

"

9 - What kind of information will be requested upon submission of a funding claim?

The system will request information about the FP7 project and the publication metadata. A lot of this information can and will be generated automatically from the OpenAIRE databases and, if possible, via the doi provided. An invoice and the necessary bank information will need to be provided as well.

10 - How does the invoicing/reimbursement work?

A submission will only be approved when a suitable invoice, with correct bank information, is attached to the request.

Ideally, you request from the publisher that they address the invoice to OpenAIRE, using the following billing information:

"Athena" Research Centre
Artemidos 6 & Epidavrou
GR-151 25, Athens - GREECE
Phone: +30 210 6875 300 Fax +30 210 6875 485
VAT NUMBER: EL999723442

If the publisher has already issued an invoice but this has not been paid yet, a simple request to update the invoice with ARC billing information is usually sufficient. Simply attach this updated version to the record. (see example below)

If your institution has already paid the invoice and you require a reimbursement, OpenAIRE needs a combined pdf document with the original invoice and a 'request for reimbursement' from your institution to Athena Research Centre (same information as above). Make sure that the bank information entered in the submission form is your institution's and not the publisher (as they have already been paid)!

Invoices and requests for reimbursement should always mention our VAT number, but can under no circumstance contain VAT.

Regardless of whether the invoice has already been paid, a funding request should always be submitted through the central system for any payment to be made from the FP7 Post-Grant OA Pilot.

apc payments openaire example

11 - What if the invoice has already been paid for by me or my institution?

If your institution has already paid the invoice and you require a reimbursement, OpenAIRE needs a combined pdf document with the original invoice and a 'request for reimbursement' from your institution to Athena Research Centre, using the following billing information:

"Athena" Research Centre
Artemidos 6 & Epidavrou
GR-151 25, Athens - GREECE
Phone: +30 210 6875 300 Fax +30 210 6875 485
VAT NUMBER: EL999723442

Make sure that the bank information entered is your institution's and not the publisher (as they have already been paid!)

Invoices and requests for reimbursement should always mention our VAT number, but can under no circumstance contain VAT.

Regardless of whether the invoice has already been paid, a funding request should always be submitted through the central system for any payment to be made from the FP7 Post-Grant OA Pilot."

12 - What if the publishing fee exceeds the 2000€/6000€ cap that has been set by the Pilot?

If the processing charge exceeds this amount, you are encouraged to notify your publisher about this funding scheme and ask for a discount to meet with this funding cap.
This funding cap has not been chosen arbitrary, and is in line with many international OA funding schemes.

If a lowering of the fee is not possible, researchers may claim the maximum available funding from the Pilot and consider using other funds to cover the remainder. A specific invoicing procedure will need to be applied in this case, either by having the invoice split between the Pilot and the institution, or by paying for the full fee upfront from the institution and subsequently issuing a reimbursement invoice to OpenAIRE. The submission dashboard offers the possiblity to indicate split funding.

13 - What are the technical requirements for book publishers and which publishers are eligible?

The first time a funding request arrives for publishing a monograph, edited volume or conference proceedings with a publisher that hasn't been funded before, a list of five questions is sent out to the book author/editor so that they're jointly answered by the author and the publisher. These technical requirements must be met in order for a funding request for a book to be accepted. Besides this, it's always useful to provide a link to any Open Access book that the publisher may have published previously in order to double-check the publishing standards that were applied to it.

  • Will a DOI be provided to the book upon publication?
  • Will the FP7 project be acknowledged in the book?
  • What CC licence will the book be published under?
  • The policy guidelines for this funding initiative mention the requirement to make available a text-minable version (ideally an XML version) besides the standard PDF one. For books, Epub could be an alternative to XML, but some text-minable version should be made available.
  • There is a requirement in the guidelines to have the final version of the funded output deposited in an OpenAIRE-compliant repository. Could we confirm if the publisher is able to do this on its own, and otherwise, if there would be any problem with our depositing it ourselves?

Publishers in the list below have already been checked for compliance with the technical requirements, so a funding request for publishing a book with them would be directly accepted if the standard eligibility criteria are met. There are of course many other eligible book publishers, but before agreeing to fund a specific book we would first need to check whether they meet these specific requirements. When a book publisher is not featured in this list, the project reviewer will ask for a confirmation of the publisher that they will meet our technical requirements. 

  • Amsterdam University Press
  • EDP Sciences Forum
  • Editrice Universitaria Udinese
  • InTech International Water Association (IWA)
  • IOS Press
  • Liverpool University Press
  • Multilingual Matters
  • Policy Press
  • River Publishers
  • Rumbo Sur
  • Silva Slovenica
  • Springer
  • Taylor & Francis/Routledge
  • Ubiquity Press
  • University of Manchester Press
  • Vilnius Gediminas Technical University (VGTU)

14 - Is an 'accepted pending minor revisions' notification enough for submitting a funding request?

This FP7 Post-Grant Open Access Pilot is typically asking for a funding request to be submitted upon manuscript acceptance. However, in cases where the final acceptance date may be very close to the limit of the project eligibility time-window it may be possible to submit a funding request a bit earlier so that we'll be able to take the invoice when it's made available upon final manuscript acceptance even if it's a bit beyond
the 2-year deadline for the project eligibility. This should always be checked with the coordination of the initiative at postgrantpilotinfo [at] openaire.eu, and we will always ask for the 'accepted pending minor revisions' notification to be shared with us before agreeing to take a funding request.

15 - Will the Pilot provide funding for already published papers from eligible FP7 projects?

No it won’t. The Pilot aims to collect the funding requests at publication acceptance time in order to be able to put together a live request database and negotiate the best possible deals for their funding with publishers.

16 - Which publishers have a pre-payment agreement with OpenAIRE and how does it work?

OpenAIRE has now signed pre-payment agreements with BioMed Central, BMJ, Copernicus, Ubiquity Press and Wiley on behalf of the EC FP7 Post-Grant Open Access Pilot. These will allow APCs for eligible articles published in any of their fully Open Access journals to be charged to the pre-paid account upon manuscript acceptance. In case the publisher has them in their portfolio, submissions in hybrid journals will not be accepted. 

Some publishers share information with us on submitted manuscripts which have acknowledged FP7 projects, but not all of them are able to do it. To ensure that your request will be processed and transferred to the publisher pre-paid fund, it is advised to submit a request through our system, but you don't need to upload an invoice. Upon revision, the reviewer will notify the publisher that the publication can be moved to the pre-paid fund. 

The same requirements apply to this type of funding than through the regular system.

17 - Are ERC grants and Marie Curie actions eligible for this funding?

Yes, as part of the FP7’s IDEAS resp. PEOPLE program they are eligible for reimbursement of post-grant OA publishing fees.

18 - What kind of document types will be eligible for funding?

The post-grant OA Pilot funding will cover research articles, contributions to conference proceedings, book chapters and monographs, and data and software publications. All these need to be peer-reviewed publications to be eligible for funding.

19 - Who decides whether a funding request is accepted?

Funding request eligibility will be subject to specific criteria, both administrative and technical. Verification of such criteria will be automatic wherever possible, eg provided that the FP7 project end-date makes it eligible and that the requested funding falls within the Pilot´s funding threshold. In case of doubt a manual validation will be carried out.

20 - Is there a list of the book publishers that the Pilot has funded so far?

Yes there is, please find it below. Book publishers need to meet a specific set of technical requirements we check with them the first time a funding request arrives for publishing a monograph, edited volume or conference proceedings with them. Publishers in the list below have already been checked for compliance with the technical requirements, so a funding request for publishing a book with them would be directly accepted if the standard eligibility criteria are met. There are of course many other eligible book publishers, but before agreeing to fund a specific book we would first need to check whether they meet these specific requirements.

  • Amsterdam University Press
  • Editpress
  • EDP Sciences
  • Forum Editrice Universitaria Udinese
  • InTech
  • International Water Association (IWA)
  • IOS Press
  • Liverpool University Press
  • Multilingual Matters
  • Policy Press
  • River Publishers
  • Rumbo Sur
  • Silva Slovenica
  • Springer
  • Taylor & Francis/Routledge
  • Ubiquity Press
  • University of Manchester Press
  • Vilnius Gediminas Technical University (VGTU)

The list will be kept updated as new Open Access books get funded.

21 - What additional technical requirements will the post-grant OA Pilot issue?

Final versions of the publications will need to be deposited into an OpenAIRE-compliant repository or in Zenodo. Publishers should deal with this requirement whenever possible, but the institutions or the researchers themselves may also perform the deposit. More information on which version to deposit, together with a number of additional technical requirements, is available in the post-grant OA Pilot policy guidelines.

If not done so upon submisson, permanent identifiers (such as doi's and repository links) can always be added to the record after approval.

22 - How do I submit a funding request for a book if I only have an agreement with a publisher but not a date of acceptance yet?

The acceptance process for books is often different from the one that's followed for research articles, with a final date of acceptance not being available until the peer-review of the manuscript has been performed. If you have an early-stage agreement with a publisher, the FP7 Post-Grant OA Pilot will collect the data for the FP7 project and the publication and store it in its records (including the estimated final date of acceptance) and keep the funding available for the time when the monograph or edited volume is accepted for publication.

The design of the central system at https://postgrantoapilot.openaire.eu/ was specifically updated to be able to handle these early-stage requests from book authors, editors or publishers.

23 - Will there be a specific licence requirement for publications to be funded by the post-grant OA Pilot?

Yes, depending on the document type. An open content licence will always be required, ideally a Creative Commons CC BY or CC BY-SA license.

24 - Are Horizon 2020 projects eligible for funding?

No. As the European Commission Open Access to Publication policy has become mandatory at the start of Horizon 2020, any potential publishing costs should have been incorporated in the project budget. This is not the case for most FP7 projects, which may have started before the policy became mandatory.

25 - Can I request funding for an article in a journal that has not been released yet?

Yes – although it’s not the ideal way to proceed. If an acceptance notice has been collected for a manuscript, the funding request will be taken provided that the to-be OA journal meets the Pilot’s technical requirements on peer-review, licensing and file versions among others. All these details will need to be checked with the journal editors before the request gets approved.

The recommended way to proceed is to wait until the journal is live before submitting a funding request. However, a notification of the manuscript acceptance via email is encouraged in such cases.