What Happens When the Library Receives an APC Waiver Request?

From a researcher’s point of view, submitting an Article Processing Charge (APC) waiver request may seem like a simple administrative step—submit the request and wait for a response. Behind the scenes, however, each request goes through a careful review process designed to ensure that APC waiver quotas are used fairly, consistently, and in accordance with publisher agreements. 4 Feb 2026 [2 min read]

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When the Library receives an APC waiver request, the first step is to review the article in its full context. This typically involves checking the journal title, the corresponding author’s institutional affiliation, the article’s acceptance date, and the remaining APC waiver quotas available—both at the publisher level and for the applying author. While these details may appear straightforward, they form the foundation for determining whether an article is eligible under an APC waiver agreement (also referred to as a Transformative Agreement, Read‑and‑Publish Agreement, or Open Access Agreement).

The eligibility assessment is often the most time‑consuming part of the process. Library staff need to verify whether the corresponding author meets the affiliation requirements set out in the agreement, whether the author has sufficient quota remaining, and whether the article’s acceptance date falls within the agreement’s effective period. Even if an article is published during the agreement period, an earlier acceptance date may place it outside the agreement’s scope.

In practice, a single missing or unmatched detail can pause the review. The library staff may need to consult publisher platforms, or contact the author directly for clarification. These follow‑ups are not obstacles; they are essential checks that help prevent errors, unexpected charges, or disputes with publishers at a later stage.

Once all required information has been confirmed, the Library proceeds with a decision. If the article meets the agreement’s requirements, the Library approves the request and notifies the publisher, enabling the article to be published as open access without the author paying the APC directly. If the article is found to be ineligible, the Library will explain the reason clearly and, where possible, suggest alternative options, such as Green Open Access through repository deposit, e.g. CityUHK Scholars.

Authors sometimes wonder why this process cannot be fully automated or completed instantly. The reason is that APC waiver approvals involve contractual obligations and shared institutional quotas. Libraries are responsible for applying approvals consistently across all researchers and ensuring that quotas are managed responsibly and not exhausted prematurely. Each approval must also withstand later auditing and reporting, both internally and with publishers.

Researchers can help the process run more smoothly by providing complete and accurate information when submitting a request. Ensuring that CityUHK affiliation details and emails are correctly stated in the manuscript, noting the acceptance date, and responding promptly to clarification emails can significantly reduce turnaround time. Contacting the Library early, especially when working with tight publishing deadlines, also makes it easier to identify suitable open access options in advance.

Ultimately, the APC waiver approval workflow is a collaborative process. While it may involve several checks behind the scenes, the shared goal is to support open access publishing in a way that is sustainable, equitable, and compliant with publisher and funder requirements. Understanding what happens at the Library end can help set expectations and foster smoother cooperation between authors, publishers, and library support teams.

For any OA enquiries, feel free to contact the Library’s Open Access Services at lbopen@cityu.edu.hk.