APC waiver open access

By Dr. Zubair Khalid, DVM, MS, PhD · 2026-08-27

Quick Answer

• Major publishers offer APC waivers for researchers from low-income countries, with eligibility based on the corresponding author's institutional country classification.
• Apply through the journal's submission system before or during manuscript submission, and check whether your institution has a transformative agreement with the publisher.
• Waiver policies differ by publisher, journal, and funding source, so verify current terms directly with the publisher before committing to a submission.

Understanding Article Processing Charges and Waivers

Article processing charges (APCs) are fees that publishers charge authors to make their work openly available. These fees can range from several hundred to several thousand dollars per article. For researchers in low-income countries or those with limited grant funding, these charges create a significant barrier to publishing in open access journals.

Waivers and discounts are formal mechanisms that publishers use to reduce or eliminate these fees for eligible authors. The eligibility criteria typically depend on the country where the corresponding author's institution is located, though some publishers also consider individual financial circumstances.

The Committee on Publication Ethics Core Practices establish that journals should have clear policies on fees and that these policies should be transparent to authors. Publishers that follow these practices typically publish their waiver policies openly on their websites.

At a Glance: Major Publisher Waiver Policies

This table represents general patterns across major publishers. Each publisher maintains its own specific list of eligible countries and its own application procedures. You must verify the current policy on the publisher's website because these lists change periodically.

How Publishers Determine Waiver Eligibility

Country-Based Classification Systems

Most publishers use the country classification systems developed by major international organizations. The World Bank's income classifications and the United Nations Human Development Index are the most common reference points. Publishers typically grant full waivers to authors from low-income countries and partial discounts to authors from lower-middle-income countries.

The corresponding author's institutional affiliation determines eligibility. If you are a researcher from an eligible country but your institution is in a different country, the publisher will use the country of your institution instead of your nationality or country of origin.

Corresponding Author Requirements

The corresponding author serves as the main point of contact between the journal and the research team. Publishers use the corresponding author's affiliation to determine waiver eligibility because this person is responsible for the submission and communication throughout the peer review process.

If you are a co-author from an eligible country but the corresponding author is from a non-eligible country, the waiver typically does not apply. Some publishers allow you to designate a different corresponding author during submission, but you should check whether this is permitted before making changes.

Institutional Agreements and Transformative Deals

Many institutions and national consortia have negotiated agreements with publishers that cover APC costs for their researchers. These agreements are often called transformative agreements or read and publish deals. Under these arrangements, the library or consortium pays a single fee that covers both subscription access and open access publishing for affiliated researchers.

Before applying for a waiver, check with your institution's library to determine whether such an agreement exists. If your institution has a transformative agreement with the publisher, you may not need a waiver at all because the APC is already covered.

Step-by-Step Process for Applying for an APC Waiver

Step 1: Verify Your Eligibility

Visit the publisher's website and locate the open access or APC policy page. Look for the list of eligible countries and compare your institution's country against that list. Pay attention to whether the publisher offers full waivers, partial discounts, or both.

Some publishers provide a searchable tool where you can enter your country to determine eligibility. Others publish a static list. If you cannot find the information, contact the publisher's editorial office or customer service team directly.

Step 2: Check Your Funding Sources

Review your grant agreements and institutional funding to determine whether you have funds available for publication costs. Some funders, including the National Institutes of Health, expect researchers to include publication costs in their grant budgets. The NIH Grants and Funding pages describe how researchers can request funds for publication expenses as part of their research budgets.

If you have funding that can cover the APC, you may not need a waiver. If your funding is limited or does not include publication costs, proceed with the waiver application.

Step 3: Prepare Your Submission Materials

Before you begin the submission process, prepare your manuscript according to the journal's author guidelines. Use the appropriate reporting guideline for your study type, which you can identify through the EQUATOR Network. Following these guidelines ensures your manuscript meets the journal's expectations and reduces the likelihood of delays during peer review.

Step 4: Apply During Submission

Most publishers ask you to indicate whether you are requesting a waiver during the online submission process. You will typically find a checkbox or a question about funding and waiver requests in the submission form.

For publishers that require a separate application, complete the waiver request form and submit it with your manuscript. Some publishers require you to apply before submission, while others accept applications at any point before acceptance.

Step 5: Document Your Request

Keep a record of your waiver request, including the date, the method of submission, and any confirmation numbers. If you apply by email, save the correspondence. This documentation helps you track your request and provides evidence if you need to follow up with the publisher.

Step 6: Follow Up After Submission

If you do not receive confirmation of your waiver within a reasonable time, contact the journal's editorial office. Ask for written confirmation that your waiver request has been received and is being processed. Some publishers confirm the waiver decision at submission, while others wait until the manuscript is accepted.

Choosing a Journal with Favorable Waiver Policies

Journal Selection Criteria Beyond Waivers

While waiver availability is an important consideration, it should not be the only factor in your journal selection. Consider the journal's scope, audience, peer review process, and reputation in your field. A journal that offers a waiver but has a poor fit for your research will not serve your career or your readers well.

The EQUATOR Network provides reporting guidelines that help you identify journals that require transparent reporting. Journals that enforce these guidelines tend to have more rigorous editorial standards, which can benefit your work's credibility.

Using Journal Finder Tools

Many publishers offer journal finder tools that help you identify suitable journals for your manuscript. These tools typically ask you to enter your title and abstract, then suggest journals based on scope and topic match. Some of these tools also display APC information and waiver eligibility.

When using these tools, remember that they only cover journals from that specific publisher. For a broader search, consult databases like Scopus or Web of Science, or ask colleagues in your field for recommendations.

Checking Journal Policies Directly

Before you submit, visit the journal's homepage and locate the open access or APC information page. Look for specific language about waivers and discounts. Some journals have policies that differ from their parent publisher's general policy.

If the journal's policy is unclear, email the editorial office and ask for clarification. A journal that cannot clearly explain its APC and waiver policy may not have well-established administrative processes.

Practical Steps for Managing Publication Costs

Budget for Publication Fees Early

When you plan a research project, include potential publication costs in your budget. Even if you plan to apply for a waiver, having a contingency plan for publication fees helps you avoid delays if your waiver is denied.

The NIH Grants and Funding resources describe how to budget for research expenses, including publication costs. If you are applying for grant funding, check whether the funder allows publication fees as a budget item.

Explore Alternative Publishing Models

Some journals operate on a subscription model and do not charge APCs. These journals may still offer open access options for individual articles, but the default publishing model does not require payment. If your research does not require open access, a subscription journal may be a practical option.

Other journals use a diamond open access model, where the publisher or a sponsoring institution covers all publication costs. These journals do not charge authors any fees. You can find diamond open access journals through directories like the Directory of Open Access Journals.

Consider Preprint Repositories

Posting your manuscript on a preprint server before journal submission makes your work publicly available without any APC. Preprint servers like bioRxiv, medRxiv, and arXiv allow you to share your findings immediately while you pursue journal publication.

The NIH Data Management and Sharing Policy describes expectations for sharing research outputs. While this policy focuses on data, the same principles of transparency and accessibility apply to sharing your research findings through preprints.

Records and Documentation for Waiver Applications

What to Track

Maintain a record of the following information for each manuscript submission:

• Journal name and publisher
• Submission date and manuscript ID
• APC amount and currency
• Waiver or discount requested
• Waiver application method and date
• Waiver decision and date
• Confirmation number or reference for the waiver
• Correspondence with the editorial office

This record helps you manage multiple submissions and provides documentation if you need to escalate a waiver issue.

How to Organize Your Records

Create a spreadsheet or table to track your submissions and waiver requests. Include columns for each of the data points listed above. Update the record each time you receive a communication from the publisher.

Keep copies of all correspondence in a dedicated folder in your email or file storage system. If you apply for a waiver through an online form, save a screenshot or PDF of the confirmation page.

Using Your ORCID Record

Your ORCID record provides a persistent identifier that connects your research outputs to your professional profile. The ORCID for Researchers pages explain how to maintain your record and link your publications. Keeping your ORCID record current helps publishers and funders verify your identity and track your publication history.

When you submit a manuscript, include your ORCID identifier in the submission form. This practice helps ensure that your publications are correctly attributed to you, which is important when you apply for waivers based on your institutional affiliation.

Common Failure Patterns in Waiver Applications

Applying After Acceptance

Some publishers only accept waiver requests during the submission process. If you wait until after your manuscript is accepted, the publisher may deny your request because the APC has already been invoiced. Always apply for a waiver at the time of submission.

Incorrect Corresponding Author Designation

If the corresponding author is from a non-eligible country, the publisher will deny the waiver even if other co-authors are from eligible countries. Before submission, confirm that the corresponding author's institutional country qualifies for the waiver.

Missing Documentation

Some publishers require proof of eligibility, such as a letter from your institution confirming your affiliation. If you do not provide the required documentation, the publisher may deny your request or delay processing. Check the waiver policy for required documents before you submit.

Assuming Automatic Waivers

While some publishers automatically apply waivers based on country, others require an explicit request. Do not assume that the publisher will apply a waiver without your action. Always indicate your waiver request during submission.

Not Checking Institutional Agreements

If your institution has a transformative agreement with the publisher, you may not need a waiver. Submitting a waiver request when your institution already covers APCs can cause confusion and delays. Check with your library before applying.

Limitations and Important Considerations

Waiver Policies Change

Publishers update their waiver policies periodically. A country that is eligible for a full waiver this year may only receive a discount next year, or may lose eligibility entirely. Always check the current policy on the publisher's website before you submit.

Waivers Do Not Guarantee Acceptance

A waiver only addresses the publication fee. It does not influence the editorial decision or peer review outcome. Your manuscript must still meet the journal's standards for quality and relevance.

Waiver Eligibility Does Not Cover All Fees

Some journals charge additional fees beyond the APC, such as page charges, color figure charges, or submission fees. Waivers typically apply only to the APC and may not cover these additional costs. Review the journal's fee schedule carefully.

Funding Agency Requirements

Some funders require that research they support be published in open access journals. If your funder has such a requirement, you must find a journal that offers open access, which may require a waiver if you lack publication funds. Check your funder's policy before selecting a journal.

Safety and Regulatory Context for Research Publication

Research Integrity and Publication Ethics

The Committee on Publication Ethics Core Practices outline the responsibilities of authors, editors, and publishers in maintaining research integrity. These practices cover authorship, peer review, data access, and conflicts of interest. When you submit a manuscript, you are expected to follow these practices.

Waiver requests should not affect the editorial process. Journals should evaluate manuscripts based on their scientific merit, not on the author's ability to pay. If you believe a journal has treated you unfairly because of a waiver request, you can report the concern to the publisher or to COPE.

Data Management and Sharing

The NIH Data Management and Sharing Policy describes expectations for sharing data from NIH-funded research. While this policy applies to NIH-funded projects, the principles of data sharing are relevant to all research. When you publish in an open access journal, consider how you will share the underlying data to maximize the value of your publication.

Authorship and Attribution

Accurate authorship attribution is essential for research integrity. The COPE Core Practices emphasize that all authors must have made substantial contributions to the work and must approve the final manuscript. When you apply for a waiver, the corresponding author takes responsibility for the submission and communication with the journal.

Professional Escalation Criteria

When to Contact the Publisher

Contact the publisher's customer service or editorial office if:

• You have not received a response to your waiver request within two weeks
• The publisher denies your waiver but you believe you meet the eligibility criteria
• The publisher applies an incorrect APC amount to your invoice
• You need clarification about the waiver policy or application process

When to Contact Your Institution

Contact your institution's library or research office if:

• You are unsure whether your institution has a transformative agreement with the publisher
• You need assistance identifying journals with favorable waiver policies
• You need help budgeting for publication costs in a grant application
• Your institution has a policy that affects how you can publish your research

When to Escalate to COPE

The Committee on Publication Ethics handles complaints about ethical breaches in publishing. If you believe a journal has acted unethically in its handling of your waiver request or any other aspect of the publication process, you can submit a complaint to COPE. The COPE Core Practices provide the framework for evaluating such complaints.

Building a Waiver Decision Framework for Multiple Submissions

Creating a Structured Decision Matrix

Researchers often manage several manuscripts at different stages simultaneously, each with distinct waiver considerations. A structured decision matrix helps you compare journals systematically before committing to a submission. This approach prevents the common mistake of selecting a journal solely because it offers a waiver, only to discover later that the journal's scope or standards do not fit your work.

Start by listing your candidate journals in a spreadsheet with columns for the following criteria: journal scope fit, peer review model, APC amount, waiver eligibility for your country, waiver application method, institutional agreement coverage, and reporting guideline requirements. Assign a simple rating to each criterion, such as high, medium, or low suitability. This matrix gives you a visual comparison that supports consistent journal selection across multiple manuscripts.

The EQUATOR Network provides reporting guidelines that can inform your journal selection. Journals that require specific reporting guidelines for your study type demonstrate a commitment to transparent research reporting. Include this factor in your decision matrix because it affects both your manuscript preparation effort and the journal's editorial standards.

Applying the Decision Matrix in Practice

For each manuscript, work through the matrix in a fixed order. First confirm that the journal's scope genuinely matches your research topic. A waiver cannot compensate for a poor topical fit that leads to desk rejection. Second, verify the waiver policy directly on the publisher's website instead of relying on third party summaries. Third, check with your institution's library about transformative agreements before you consider waiver applications at all.

Document your matrix results for each manuscript. Record the date you checked each publisher policy and the specific page where you found the information. This documentation becomes valuable when policies change between submissions or when you need to justify your journal selection to collaborators or funders.

Building a Waiver Application Timeline

A timeline approach helps you manage waiver applications alongside your research and submission activities. Work backward from your target submission date to allocate time for each step. Begin checking waiver policies and institutional agreements at least four weeks before submission. Prepare any required documentation, such as institutional affiliation letters, two weeks before submission. Submit your waiver request with your manuscript on submission day. Schedule a follow up check for two weeks after submission if you have not received confirmation.

This timeline prevents the common failure pattern of discovering eligibility issues after acceptance. It also creates natural checkpoints where you can verify that your waiver request was received and is being processed.

Troubleshooting Waiver Application Problems

When a waiver application fails or stalls, work through a systematic troubleshooting sequence. First confirm that you applied through the correct channel for that publisher. Some publishers require requests during submission, while others use separate forms. Second, verify that the corresponding author's institutional country matches the eligibility list. Third, check whether the publisher requires additional documentation that you did not provide.

If these checks do not resolve the issue, contact the publisher's editorial office with your manuscript ID and the date of your waiver request. Ask specifically what information or action is needed to process your request. Keep a record of this correspondence, including the date and the name of the person who responds.

Comparing Waiver Policies Across Publishers

When you have multiple viable journals for a manuscript, compare their waiver policies using a consistent set of questions. Does the publisher offer a full waiver or only a discount for your country? Is the waiver automatic or does it require an application? Does the waiver cover all article types or only research articles? Are there additional fees beyond the APC that the waiver does not cover?

The Committee on Publication Ethics Core Practices state that journals should have transparent policies on fees. Use this principle as your benchmark. A publisher that clearly documents its waiver policy, eligibility criteria, and application process is easier to work with than one that requires extensive email correspondence to obtain basic information.

Recording Waiver Outcomes for Future Submissions

Maintain a cumulative record of your waiver applications and their outcomes. For each submission, record the publisher, journal, manuscript ID, waiver type requested, application date, decision date, and any notes about the process. This record becomes a personal reference that speeds up future submissions to the same publisher.

Your ORCID record supports this documentation practice by providing a persistent identifier that connects your publications and professional activities. The ORCID for Researchers pages explain how to maintain your record and link your research outputs. When you correspond with publishers about waivers, include your ORCID identifier so that your publication history and institutional affiliations are verifiable.

Coordinating Waivers with Funding Agency Requirements

Funding agencies may impose open access requirements that interact with your waiver strategy. The NIH Grants and Funding pages describe how researchers can budget for publication costs within grant applications. If your funder requires open access publication, you need a journal that offers open access and either a waiver or available funds to cover the APC.

Check your funder's policy before you select a journal. Some funders allow publication costs as a budget item, which means you may not need a waiver even if you qualify for one. Other funders require open access but do not provide publication funds, which makes waiver eligibility a critical factor in journal selection.

The NIH Data Management and Sharing Policy describes expectations for sharing research outputs. While this policy focuses on data, it reflects a broader trend toward transparency in research dissemination. Consider how your waiver strategy supports or conflicts with these expectations when you plan your publication approach.

Reviewing Your Decision Framework Periodically

Waiver policies, institutional agreements, and funding requirements change over time. Review your decision framework at least once per year or whenever you begin a new manuscript. Check whether your institution has signed new transformative agreements. Verify that your country's eligibility status has not changed with your target publishers. Confirm that your funding sources still cover publication costs or that waiver policies remain available.

This periodic review keeps your decision framework current and prevents you from relying on outdated information. It also helps you identify new publishing opportunities that may have become available through institutional agreements or changes in publisher policies.

Frequently Asked Questions

What is the difference between a full waiver and a discount?

A full waiver eliminates the entire APC, while a discount reduces the fee by a percentage, typically 50%. Publishers grant full waivers to authors from low-income countries and discounts to authors from lower-middle-income countries. The specific percentages and eligibility lists vary by publisher.

Do I need to apply for a waiver before or after submitting my manuscript?

Most publishers require you to request a waiver during the submission process. Some accept requests after submission but before acceptance. A few publishers allow requests after acceptance, but this is uncommon. Check the publisher's policy and apply as early as possible.

Can I request a waiver if my institution is in an eligible country but I am a citizen of a different country?

Yes. Publishers base waiver eligibility on the corresponding author's institutional affiliation, not on citizenship or nationality. If your institution is in an eligible country, you qualify for the waiver regardless of your citizenship.

What happens if my waiver request is denied?

If the publisher denies your waiver, you can either pay the APC from available funds, withdraw your manuscript and submit to a different journal, or appeal the decision if you believe the denial was made in error. Some publishers allow appeals with additional documentation.

Do waivers apply to all article types?

Waiver policies often vary by article type. Some publishers offer waivers for research articles but not for review articles, editorials, or commentaries. Check the journal's policy for the specific article type you plan to submit.

How do I know if my institution has a transformative agreement with a publisher?

Contact your institution's library or research office. Libraries maintain current information about transformative agreements and can tell you whether your institution participates in any such arrangements. You can also check the publisher's website for a list of institutions covered by agreements.

Will requesting a waiver affect my manuscript's chances of acceptance?

No. Journals should evaluate manuscripts based on scientific merit, not on the author's financial situation. The Committee on Publication Ethics Core Practices require that editorial decisions be independent of financial considerations. If you believe a waiver request influenced an editorial decision, you can report the concern to the publisher or to COPE.

Can I list a co-author as corresponding author to qualify for a waiver?

You can designate any author who meets the journal's criteria as corresponding author. However, the corresponding author takes responsibility for the submission and communication throughout the review process. You should only designate a co-author who is willing to take on this responsibility and who meets the journal's requirements.

Using the Evidence

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• Open Access Practices for Researchers: A Guide
• The Role of the Research Ethics Committee: What Researchers Need to Know
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References and Further Reading

• Research Methods Resources. National Library of Medicine.
• EQUATOR Network. EQUATOR Network.
• Core Practices. Committee on Publication Ethics.
• NIH Grants and Funding. National Institutes of Health.
• ORCID for Researchers. ORCID.
• Data Management and Sharing Policy. National Institutes of Health.
• NCBI Literature Resources. National Center for Biotechnology Information.
• PubMed. National Library of Medicine.

This article is educational and does not replace institutional policy, professional advice, or applicable safety and regulatory requirements.