Waiver Policy

1) Purpose and scope

  • Access & fairness: Reduce cost barriers so authors from diverse settings can publish open access.
  • Focus on need: Direct limited waiver resources to cases with genuine financial constraints.
  • Integrity: Maintain a clear firewall between financial assistance and editorial decisions.
  • Transparency: Explain criteria, documentation, and timelines upfront so authors can plan.

This policy applies to all accepted article types at CJNCP. There are no submission fees; waiver decisions only relate to the APC. Waivers do not cover optional third-party services (e.g., external language polishing, print reprints) or stage-based administrative fees in the rare event of author-initiated withdrawal (see the Withdrawal and Refund Policies).

2) Definitions

  • APC (Article Processing Charge): A fee collected after acceptance to support production, open access hosting, identifiers/metadata, and preservation.
  • Waiver: A reduction applied to the APC. At CJNCP, the maximum typical reduction is 50%.
  • Discount: A partial reduction awarded under the same policy framework as waivers.
  • Applicant: The corresponding author or designated payer requesting assistance at submission or during initial checks.

3) Eligibility framework

Eligibility is assessed holistically. The following tracks illustrate common circumstances in which CJNCP may grant a waiver or discount. Evidence of need strengthens the case; please be concise and factual.

Track Illustrative signals of eligibility Typical reduction Notes
A. Economy-based Lead/corresponding author based in an economy where access to APC funding is constrained (e.g., limited grant mechanisms, systemic budget caps); institutional letter confirming lack of APC support. 25–50% Consider co-author affiliations and funding; priority given when no co-author has APC funds.
B. Funding-constrained projects Study conducted without external grant; explicit statement from department or PI indicating absence of APC funds. 15–40% Provide brief budget context (e.g., small internal seed funds that exclude APCs).
C. Trainee-led submissions First/corresponding author is a student, resident, or early-career practitioner with no access to APC support. 20–50% Advisor/mentor letter or enrollment proof helpful.
D. Public-interest or time-sensitive topics Urgent patient-safety, outbreak, or health-systems guidance where rapid open access benefits the community. Up to 50% Expedited review of the waiver request may be considered.
E. Editorial initiatives Special issues, thematic calls, or invited educational resources that expand practice-relevant knowledge. Varies Terms are announced in the call for papers where applicable.
F. Extraordinary disruption Documented crises (e.g., disasters) that render institutional support temporarily unavailable. Up to 50% Provide brief context; privacy-sensitive details may be summarized.

Generally ineligible

  • APC funds exist (grant or department) but the team prefers to save them for future use.
  • Commercial or sponsored research with budgeted publication costs.
  • Requests submitted after invoicing except in rare, documented cases.

4) What waivers do and do not cover

Covered by a waiver

  • A percentage reduction (up to 50%) applied to the APC for an accepted article.
  • Waiver reflected directly on the acceptance invoice or documented via a revised quote.

Not covered

  • Author-initiated withdrawal fees (stage-based, if applicable).
  • Third-party services (translation, advanced illustration, external editing).
  • Bank charges, currency conversion fees, or taxes assessed by local authorities.

Waivers are not retroactive once an invoice has been paid. If you anticipate needing assistance, request it at submission or during initial checks.

5) How to apply (simple, auditable process)

Application steps

  1. Timing: Indicate your waiver request during submission or email the editorial office during initial checks. Late requests—after invoicing—may be declined.
  2. Summary of need: Provide a short paragraph (100–200 words) describing your circumstances (e.g., no grant, trainee-led, institutional budget constraints).
  3. Optional supporting note: A brief departmental or supervisor confirmation strengthens eligibility for Tracks A–C.
  4. Contact details: Name of intended payer (individual, department, or grant) to ensure that the invoice reflects any approved reduction.
  5. Acknowledgment: You will receive a written confirmation of the request and, once evaluated, a decision with the applicable percentage.

Do not include patient identifiers or sensitive data in waiver requests. Keep institutional documents general (e.g., “no APC funds available for this project”).

6) Editorial independence & confidentiality

Firewall between finances and editorial decisions

Waiver decisions are handled by designated staff. Editors and peer reviewers do not know whether a waiver has been requested or granted. Acceptance decisions are based solely on scholarly merit and clinical relevance.

  • Confidentiality: Waiver information is kept in administrative records and is not shared with reviewers.
  • No influence: Requesting or receiving a waiver has no bearing on acceptance decisions or publication timelines.

7) Decision timelines & validity

  • Acknowledgment: Within 1–3 business days of receiving a request.
  • Decision window: Typically 5–10 business days after complete information is received.
  • Validity: Approved waivers remain valid for the specific manuscript ID. If the manuscript is transferred to a different journal or substantially revised as a new submission, a new assessment may be required.
  • Quotes: On request, we provide a formal quote reflecting the approved waiver for grant budgeting or purchase orders.

8) Annual limits & fairness

Waiver resources are finite. To ensure fairness and broad access:

  • Distribution: Resources are distributed across disciplines, regions, and manuscript types to avoid concentration.
  • Caps: Reasonable caps may apply per individual or institution within a given year to share support broadly.
  • Review cycle: Aggregate waiver data (counts and percentages) are reviewed periodically to maintain equity.

9) Appeals, resubmissions, and changes

  • Appeals: If circumstances change materially (e.g., loss of anticipated funding), you may request reconsideration with a brief explanation.
  • Resubmissions: A new submission generally requires a fresh waiver assessment.
  • Payer change: If the payer changes (e.g., from a personal card to a department), inform us before invoicing so the waiver can be applied correctly.

10) Responsibilities of authors & institutions

Authors

  • Request a waiver early and provide concise, accurate information.
  • Disclose any funder or institutional mandates that affect licensing or deposit.
  • Notify the office promptly if your funding status changes between submission and acceptance.

Institutions

  • Where possible, provide a brief confirmation when APC support is unavailable.
  • Ensure purchase orders or internal approvals reflect the post-waiver amount to prevent duplicate payments.

11) Interactions with related policies

  • APC: Waivers reduce the APC payable upon acceptance. See the Article Processing Charges page for the current rate and what the APC covers.
  • Refunds: Waivers are not refunded as cash; they reduce the invoiced amount. See Refund Policy for handling of payment errors and journal-initiated cancellations.
  • Withdrawal: Waivers do not apply to stage-based administrative fees if authors withdraw after certain editorial milestones.
  • Repository & Licensing: Waivers do not alter licensing terms. Deposit rights are governed by the Repository Policy and the article’s license.

12) Examples (illustrative)

Example A — Trainee-led QI report

A postgraduate nursing student leads a QI project without grant funding. The department confirms no APC budget. A 40–50% waiver is approved and reflected on the acceptance invoice.

Example B — Multi-institutional study

Co-authors span institutions; one partner has APC funds. After brief review, a 20% discount is granted to bridge a partial shortfall, with the remainder covered by the funded partner.

Example C — Public-interest guidance

Editors invite a rapid guidance piece on a medication safety alert. The article qualifies under Track D; the waiver is expedited and applied to the acceptance invoice.

Example D — Late request after invoicing

An author seeks a waiver after the invoice has been issued. The request is declined as untimely, but a short extension for payment is offered.

13) Frequently asked questions (FAQ)

Common questions

Do waivers affect editorial decisions?
No. Editorial assessment is independent. Reviewers and handling editors are not informed of waiver requests or outcomes.

When should I request a waiver?
At submission or during initial checks. Late requests may be declined once invoicing begins.

What is the maximum waiver?
Typically up to 50%, depending on need and annual budget. Some editorial initiatives may specify different terms.

Can a waiver be combined with institutional funds?
Yes. Waivers may reduce the APC to an amount that an institution or grant can cover.

Can I transfer an approved waiver to a different manuscript?
No. Approvals apply to a specific manuscript ID; a new request is required for new submissions.

Are waivers available for already published articles?
No. Waivers are not retroactive and cannot be applied after payment or publication.

14) Governance, updates, and contact

  • Versioning: This policy is versioned, and the date modified above indicates the current version.
  • Review cycle: CJNCP periodically reviews waiver distribution and criteria to maintain fairness and sustainability.
  • Contact: To request a waiver or obtain a quote for budgeting, contact the editorial office through the journal’s official contact page. Include your manuscript type, working title, anticipated payer, and a short rationale (100–200 words).