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Concordia Open Access Author Fund

 

Eligibility criteria and procedures for Concordia’s Open Access Author Fund have recently been updated. Please read the information below in full to determine whether you meet the eligibility requirements for reimbursement from the Fund. The details below come into full effect on July 1st, 2020.

Introduction

The Concordia Open Access Author Fund is a joint initiative of the Library and the Office of Research.

The Library and the Office of Research have established this fund to support Concordia authors who have published a peer-reviewed journal article in an open access journal that charges author processing fees, or who have published an open access monograph or monograph chapter requiring author processing fees.

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Details about the fund

  • Submission of a request does not guarantee reimbursement – authors are responsible for any and all charges resulting from the publication of their work.
  • The Fund is open to all full-time and part-time faculty members, staff, emeritus faculty, currently registered graduate students, and postdoctoral fellows affiliated with Concordia.
  • Reimbursement is dependent on availability of funding, and is made on a first come first serve basis until the funding is expended. Once the yearly allocation has been expended for the fiscal year, no further requests for reimbursement will be accepte.
  • Reimbursements for graduate students come from a specific allotment of this Fund to improve the chances of graduate students being reimbursed during any given fiscal year. This does not however, mean that graduate students are guaranteed reimbursement.
    • Article processing charges for articles on which a graduate student is the corresponding author, should not be paid for by a faculty member.
  • The request for reimbursement must be made by the corresponding author of the article or the author of the monograph or monograph chapter.
  • The maximum amount that will be reimbursed to an author is $3000 per fiscal year from the Fund. Authors are limited to a maximum of one (1) request per fiscal year, regardless of the total of the amount requested for reimbursement.
  • Peer-reviewed journal articles, monographs, and monograph chapters accepted for publication after June 1, 2011 are eligible.
  • In an effort to reduce Article Processing Charges being paid to publishers that make additional profits off of university budgets for large quantities of subscription based resources, articles published in open access journals from the following publishers will not be eligible for reimbursement from this Fund:
    • Cambridge
    • Elsevier
    • Oxford
    • Sage
    • Springer/Springer Nature
    • Wiley
  • To be eligible for reimbursement, the article must be published in a fully open access journal. Traditional subscription-based or 'hybrid' journals that offer an open access option for a fee are not eligible.
  • To be eligible for reimbursement, the monograph or monograph chapter must be published by non-profit scholarly presses that are either open access, or have a dedicated open access imprint. Books or book chapters must be fully open access and not be behind any kind of paywall.
  • Eligible Open Access journals will be listed in the Directory of Open Access Journals; be a member of the Open Access Scholarly Publishers Association or adhere to its Code of Conduct; provide unfettered access to all peer-reviewed articles; have publicly available a standard article fee schedule; and have a policy to waive fees in the case of economic hardship. Eligible open access book publishers will be listed in the Directory of Open Access Books. Publishers are also eligible if they meet the criteria for open access journals.

It is the researcher's responsibility to confirm that their submission meets these eligibility requirements. If in doubt, please contact Joshua Chalifour (joshua.chalifour@concordia.ca).

  • The Fund covers only the costs and fees associated with Open Access publishing. Costs for reprints, colour illustration fees, non-open access page charges and other fees are not eligible for reimbursement.
  • Researchers who receive research funds that explicitly include publication or submission support will be required to use those funds before applying to the Open Access Author Fund.
  • Fund recipients must enable the deposit of their article, monograph, or monograph chapter in Spectrum: Concordia University Research Repository.
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Applying for reimbursement

Authors are responsible for paying author fees directly to the publisher before applying for reimbursement from the Concordia Open Access Author Fund. The fund manager will verify that the request meets the policies of the fund.

1. All applicants must complete the Concordia Open Access Author Fund Request for Reimbursement Form (currently unavailable). Additional documentation is required depending on how the publication fee was originally paid.

2. For payments made from a personal credit card, your application must include:

  • Concordia Open Access Author Fund Request for Reimbursement Form (currently unavailable)
  • Concordia Expense Report Reimbursement Form (available in the myConcordia portal, under 'Financial Services'). You will need the following information when filling out the form:
    • Fund: OA3000
    • Account code: 12345
    • Approval Name: Joshua Chalifour
    • Department: Library
  • a copy of the publisher's invoice
  • a copy of a credit card statement, bank document, or other proof of payment showing the amount paid in Canadian dollars

For payments made from a grant, your application must include:

  • Concordia Open Access Author Fund Request for Reimbursement Form (currently unavailable)
  • a copy of the publisher’s invoice
  • a copy of a credit card statement, bank document, or other proof of payment showing the amount paid in Canadian dollars
  • a copy/printout of the ledger showing the grant fund number, original charges and tax rebates

3. Send completed forms and documentation to:

Joshua Chalifour
joshua.chalifour@concordia.ca

4. Once the Fund Manager has received the application, and determined that the request is eligible, reimbursement will be made by direct deposit.

For more information about the Concordia Open Access Author Fund, contact Joshua Chalifour, at joshua.chalifour@concordia.ca.

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Open Access Author Fund annual report and fund tracking

The annual report for the Open Access Author Fund is produced at the end of each fiscal year:

The Open Access Fund tracking spreadsheet contains three tabs: (1) an introduction, (2) a list with the reimbursement requests per fiscal year, (3) the amount of money in the fund per fiscal year. It will be updated once a year, at the same time as the annual report.

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Updated: Monday 29 June 2020
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