Open Access Fund - Eligibility & Guidelines

Eligibility & Guidelines

About: The UCSF Open Access Publishing Fund is supported by the Academic Senate, and managed by the Library

Eligibility: Current UCSF faculty at the Instructor, Assistant, Associate, or Full professor ranks who lack funds for open access publishing may apply. Eligible series include: Professor, Professor in Residence, Professor of Clinical X, Health Sciences Clinical Professor, Adjunct Professor, and Professional Researcher.

UCSF personnel in all other categories (students, staff, and professors without salary) may apply on behalf of a faculty co-author. Each application must have a sponsor from one of the six series listed above. An awarded application will constitute that faculty member's allocation for the year (journal article) or for two years (book). See amounts covered below.

Because this fund is limited, please only apply for funds if you have no alternative funding source such as grant or departmental funds to cover the open access (OA) publishing fee.

UCSF scholars are encouraged to include open access article processing charges (APCs) in their grant proposals. See this guide to biomedical funder policies on covering OA-related charges.

Publication Criteria: Publications must be made freely available at the time of initial publication. Embargo periods for open access will not be covered. OA articles may be either in fully OA journals or in hybrid OA journals - subscription journals whereby authors pay a fee to make their article OA.

  • Journal articles must be published in a peer-reviewed, scholarly journal.
  • OA journals must be listed in the Directory of Open Access Journals.
  • Whether fully or hybrid OA, journals must apply policies and practices consistent with the OASPA's Code of Conduct.
  • The publisher must award a Creative Commons or equivalent copyright license that allows for generous author re-use and redistribution of the published material.
  • Books must be peer-reviewed and edited.
  • Book publisher must apply policies and practices consistent with the OASPA's Code of Conduct.

Types of Publications & Amounts Covered:

  1. Open access journal article processing charges (APCs):
    • Up to $2,000 per article in a fully OA journal or in a hybrid OA journal.
  2. Open access books:
    • Up to $5,000 for author or institutional charges to publish a monograph as open access.
  3. Publications that otherwise meet the criteria but that charge to download file formats other than HTML may be funded at up to half the amount in the respective category.

Eligible faculty may be awarded funds toward one open access article in a 12-month period, or towards one OA book every other year, so long as funds are available. OA books costing $2,000 or less may be funded once per year. Funds are awarded on a first-come, first-served basis.

Application Process: Requests for funding may be made at the point of manuscript submission to the publisher, or upon acceptance but before publication. The Library will review your application and provide you with a funding decision within five business days.

To find out whether a publication meets the criteria for funding before preparing your manuscript, please contact us. Reimbursements will not be granted for previously published works.The fund is effective May 1, 2015.

If you decide to submit your work to a different publisher than the one in the original application form, or if you determine you no longer need funds, be sure to provide us with the new information by email as soon as possible.

Apply for funds

Payment Process: The Library can either pay on a publisher invoice, or reimburse a payment made by the author or author's department. Payments directly to the publisher are made by check through campus accounting (net 30). This is the Library's preferred method. Reimbursements to the author are handled through MyExpense and require coordination through the payee's MyExpense approver. Reimbursement to the department is through campus recharge.

Reimbursement/payment will only be honored for the publication matching an approved application. For approved awards that are not claimed within three months, the Library will contact you to determine if the funds are still needed.

N.B. The UCSF Open Access Publishing Fund is subject to the ongoing availability of funds through the Academic Senate. Based on demand, the Academic Senate and the Library reserve the right to revise the funding caps for any unapproved applications. The Academic Senate has reviewed and consented to the guidelines and the application process outlined on this page.

Reporting & Feedback: Names of award recipients and information about publications funded will be included in selected announcements about the fund. Your feedback about this fund is invaluable to our evaluation, so we will send a brief survey to all participants.

Contact the Library with any questions about the fund.