OA Publishing Checklist

Research Support - Open Access

Research Support | Open Access | Open Access publishing checklist

Open Access publishing checklist

Check what you can do to publish your paper Open Access without APC costs.

Do you know the demands of your funder? Or are you looking for the available APC discount? Maybe Green Open Access?  We created a simple checklist for Maastricht University (UM) and Maastricht University Medical Centre (MUMC+) scholars who want to publish an Open Access article using the services of the University Library.

Open Access publishing

Although Open Access publishing is preferred by our university and the government and mandated by research funders, the steps to take and workflows to follow are sometimes complicated.

Moreover, if you do not have funding to pay for the article processing charges (APC), you may think that OA publishing is impossible. However, there may still be plenty of opportunities available with no costs involved for you.

Via our Open Access portal, this guide, workshops, and support team help researchers like you daily.

To make OA Publishing even easier for you, we will maintain this checklist based on your frequently asked questions.


OA Publishing Checklist

1. At project proposal

1. Check funder for an OA policy or directive

Check if the research funding body has an OA policy or directive you need to comply with.

2. Check funder budget for Article Processing Charges (APCs)

Check if a budget for Article Processing Charges (APCs) can be included in the proposal.

3. Check funder arrangements with publishers or repositories

Check if the research funding body has made arrangements with publishers or repositories for research output.

2. During writing/submission of a manuscript

1. Make Open Access a selection criterium

Make Open Access publishing one of the relevant selection criteria when selecting the best journal for your article. See Select the right journal for your paper.

2. Check our APC discount

Check the journal of your choice in our Open Access Journal Browser and find out if we have an APC discount deal. We have APC deals with many publishers who often give 100% discount on the APC to submitting/corresponding authors of our institution. See Open Access Journal Browser.

3. Check terms and workflows

Check the information on the publisher’s terms and workflows that may apply. See Open Access publishing deals.

4. Use the correct email address

Ensure the submitting/corresponding author has an affiliation with UM or MUMC+. Always use your UM or MUMC affiliation email address when communicating with the publisher.

5. Need a waiver or voucher?

In some cases, you need to apply for a waiver code or voucher for submission. See the details listed for the different publishers. Please get in touch with us in these cases.

6. Need help?

If in doubt, don’t hesitate to get in touch with us.

3. At submission

1. Use the correct email address

Always use your UM or MUMC+ email affiliation email address when communicating with the publisher.

2. Opt for Open Access

Indicate during submission that you wish to publish Open Access and/or provide your waiver code.

3. Select Creative Commons (CC) license

Select the appropriate Creative Commons (CC) license. Selection is based on the funder’s requirements, options offered by the publisher and your personal/group publishing strategy. The selected CC version tells a reader/user how to (re)use your publication without asking your permission first. In general, the standard CC-BY license is preferable from an Open Access point of view, and some research funders require this option.

More about CC-BY licenses: Open Access publishing and copyright. A more extensive overview: Guide to Creative Commons for Scholarly Publications and Educational Resources.

4. APC Discounts

All of our deals with publishers include a discount on the APC. If there is a right to a discount, this will be processed during publication, and the final amount must show this discount (like a shopping cart). If an unexpected final amount remains, it means that something may have gone wrong, and the publisher should be contacted. Approving a final amount means that the submitting author (you) receives an invoice and must settle it via the research budget.

Maastricht University has no central budget to declare APC invoices.

4. After publication

In the unfortunate case that you were unable to publish Open Access through the golden route described in steps 1-3, Green Open Access and You share, we take care [Taverne] offer a fail-safe solution.

1. Share the allowed version of your article

Check the Open Access Journal Browser (or SHERPA/RoMEO); what version of your article (e.g. submitted, accepted or published) is free to be made publicly available at which time.

2. Green OA: deposit your accepted version

Upload the best version allowed of your article in a reliable and sustainable repository like Maastricht University Research Publications (Pure). This version will become available to everyone without access to the paywalled version on the publisher’s website.

3. Taverne: share the publisher’s version

Make sure to participate in “You share, We take care“, so we can make the published version of paywalled publications you register in Pure findable and accessible to the world. It only takes one minute to fill in the consent form via UM Intranet.

More information

Do you want to successfully write and publish a journal paper? If so, please sign up to receive our Open Access updates and guides.

Contact an expert

Would you please use the contact form below to contact our experts or to comment on this guide?

Contact form for questions and comments

Our experts

Ron Aardening

  • Scholarly Communication
  • Open Access & Publishing
  • Taverne
  • Ron's profile

Mariëlle Prevoo

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