Embargo refers to a period of time defined by the publisher, calculated from the publishing time of the original publication, during which the author has no permission of publishing a self-archived open access copy of a publication
APC (article processing charge) refers to a fee often gathered to cover the costs of gold open access publishing, e.g. the costs of the peer-review process.
Pre-print refers to the work as it was when submitted to the publisher for peer-review, i.e. pre-peer-review version of the article.
Post-print (also final draft or author accepted manuscript) refers to the post-peer-review version of the work as it was before the publisher created the final layout for the work (logos, etc.)
Final published version (also publisher PDF) refers to the work in the form in which the publisher disseminates it.
Open access when applying for funding
Research funders are setting increasingly high expectations and requirements for open access publishing. To meet these expectations, open access has to be taken into account when planning a research project, and the measures to ensure open access publishing have to be specified also in grant applications. Open access can be achieved in various ways, and it is important to comply with the specific requirements of the funding agency. Make sure to take into account all the open access requirements of the funding agency, e.g. the requirements of the European Commission as stated in the section Open access in research project agreements.
The article processing fees required for gold open access are usually considered eligible costs by funding agencies. Article processing fees have to be considered when planning the budget of the research project.
Open access in research project agreements
Compliance with the open access requirements of the funding agency may be specified in the agreements of the research project. Since open access requirements are binding, compliance with them and reporting on the measures taken to ensure compliance is essential in research projects.
The open access requirements of the European Commission are specified in the H2020 Model Grant Agreement: Multi-beneficiary General MGA, 29.2 Open access to scientific publications: Each beneficiary must ensure open access (free of charge, online access for any user) to all peer-reviewed scientific publications relating to its results. In particular, it must:
a) as soon as possible and at the latest on publication, deposit a machine-readable electronic copy of the published version or final peer-reviewed manuscript accepted for publication in a repository for scientific publications; Moreover, the beneficiary must aim to deposit at the same time the research data needed to validate the results presented in the deposited scientific publications.
b) ensure open access to the deposited publication — via the repository — at the latest:(i) on publication, if an electronic version is available for free via the publisher, or(ii) within six months of publication (twelve months for publications in the social sciences and humanities) in any other case.
c) ensure open access — via the repository — to the bibliographic metadata that identify the deposited publication. The bibliographic metadata must be in a standard format and must include all of the following: the terms ["European Union (EU)" and "Horizon 2020"], the name of the action, acronym and grant number; the publication date, and length of embargo period if applicable, and a persistent identifier.
Reporting on meeting open access obligations
Researchers have open access obligations, and reporting on the measures taken to meet these obligations is mandatory in externally funded research projects, as funding agencies monitor the fulfillment of these obligations actively. Researchers should bear this in mind and make sure to report on open access in accordance with the grant agreements of the project. Project Services will advise applicants on the correct reporting practices for each project type.
openaccess.aalto.fi national website of open access publishing
RECODE (Policy RECommendations for Open Access to Research Data in Europe)
FOSTER (Facilitate Open Science Training for European Research)
SPARC Europe (Scholarly Publishing and Academic Resources Coalition)
European Commission background note on open access to publications and data in Horizon 2020