Submission Fee

Submission Fee
Journal Type: Peer-Review Open Access Mode of Publication: Online Frequency: Monthly, 12 issues per year Subject: Multidisciplinary
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In a previous post I discussed fees that journals charge for colour printing, per page or for supplementary material. All those fees are charged only to authors whose papers are accepted. Here I’ll look at fees that are charged to the authors of all submissions, included those that are rejected.
In 2010 a report on submission fees by Mark Ware was published by the Knowledge Exchange , a collaboration of the UK Joint Information Systems Committee (JISC) with similar organisations in Denmark, Germany and the Netherlands. This followed a study investigating whether submission fees could play a role in a business model for open access journals. They concluded that for journals with a high rejection rate in particular, submission fees can help to make the open access publication fee more reasonable and could thus make the transition to open access easier.
Although the report focuses on submission fees in the transition to open access, they also noted:
In certain disciplines, notably economic and finance journals and in some areas of the experimental life sciences, submission fees are already common.
The Knowledge Exchange report includes a table of journals that already charge a submission fee. For biology journals, these fees are listed as mostly being around US$50-75.
I’ve checked on the journal websites for a selection of those listed in this report, and some seem to no longer charge for submission – in particular, the US$400 submission fee that Ideas in Ecology & Evolution charged when it launched in 2008 seems to have now been dropped, and I can’t find any mention of submission fees on the websites of Journal of Biological Chemistry or FASEB Journal .
The journals that I could verify as charging submission fees are:
Elsevier say in their FAQ that you need to look in each journal’s guide to authors to find out if they charge submission fees (as with other charges ).
All the above except Hereditas are subscription journals.
The Knowledge Exchange report interviewed publishers about the pros and cons of submission fees. Unfortunately, they don’t give any details of who was interviewed, except that they were ‘stakeholders including publishers, libraries, research funders, research institutions and individual researchers’, or the text of the interviews, so it is difficult to interpret the results. However, from these interviews the report identified the following advantages:
The disadvantages mentioned included:
Given the findings of this report, I’m surprised that more journals don’t charge a submission fee. I would be surprised if it put off speculative submissions (the time it takes for a paper to be reviewed is surely a bigger cost to the authors than a charge at the level of US$50-100). But for open access journals with high rejection rates, as the report says, it seems particularly appropriate. Is the risk of seeming uncompetitive with other journals the only reason why these fees aren’t being widely tried?
This is interesting in the context of the statements by Nature Publishing Group that Nature couldn’t go open access because they would have to charge a very high publication fee. I’ve heard this most recently from Alison Mitchell at the debate ‘Evolution of Science’ in Oxford in February: she said that the publication fee would need to be about £10,000 (US$15,850) for Nature research journals and £30,000 (US$47,550) for Nature (see the video of the debate – this statement is at 17 minutes 30 seconds).
A conversation on Twitter with Heather Piwowar (@researchremix, a postdoc with Dryad studying data use among researchers) and Ethan Perlstein (@eperlste, an evolutionary pharmacologist at Princeton University) about this NPG statement led me to Jan Velterop (@Villavelius, a director of Aqcknowledge.com and a former colleague of mine at BioMed Central), who has written on submission fees several times on his blog . He kindly emailed me with further thoughts.
Jan’s most recent blog post summarises his reasons for liking submission fees:
The basic reason I am in favour of submission fees is that it makes scientific publishing really the service industry that it is, its main task nowadays having nothing to do with publishing per se , but mainly with arranging peer review and quality assurance of one sort or another.
Of course, this might not be what publishers want their main task to be…
Another argument for them that he lists is:
It removes the suspicion that OA journals might be tempted to accept more than they should just because of the money that accepted articles bring
And what about the disadvantages? Jan tells me that journal publishers are wary of introducing new fees that other journals don’t charge (see the ‘competitiveness’ point above). They are particularly wary because of a bit of history I didn’t know about:
One of the reasons why commercial journals dominate STM these days is the fact that society journals, still mostly independent in the 1960’s, charged page charges. Commercial journals made much of the fact that (then) they didn’t, and so attracted a growing percentage of authors, who could publish with them for free…
Among the reasons publishers are not too keen are:
1) The risk that authors ‘defect’ to journals without charges. After all, that happened before.
I can see that given this history, journals might be more cautious than otherwise.
Jan goes on to mention a reason I hadn’t heard before:
2) The risk that authors might expect transparency with regard to the speed, peer-review, and acceptance/rejection procedure. If you only have to pay when accepted (as is the case for the current author-side payment OA journals), you may not care too much about the speed, quality of the peer review, and acceptance processes, but if you have to pay even if you are rejected, then that becomes a very different story. Publishers know that they cannot guarantee any quality in that regard – with a few exceptions, perhaps – and fear the pressure of quality requirements on them if they were to move in that direction.
This is a very good point. It is certainly difficult to give guarantees about the speed or quality of peer review, which relies on voluntary work by researchers. It is related to a disadvantage listed in Jan’s recent blog post :
The need to be able to justify rejections properly, particularly if challenged (after all, submitters have paid for an assessment)
Jan also gives a third reason that intrigues me: that the level of submission fees might reveal information about a journal’s rejection rate that they would rather be kept quiet:
if they reject only about a tenth of the submissions, then obviously the submission charge cannot be very much lower than 9/10th of the publication charge for the same revenue to be achieved
So a journal might want to be seen as very selective, rejecting a high proportion of submitted articles, but they might actually have a lot lower rejection rate than this. For example say a journal with a rejection rate of 90% was considering a submission fee of $50 and a publication fee of $1000 (and all authors pay the submission fee, whether accepted or not). Then for every 9 articles accepted, the journal would receive $9000 in publication fees, plus $4500 for the 90 articles submitted, making $13500. But if the same fees were applied to a journal that rejects only about 10%, then for every 9 articles accepted, they would get only $9000 plus $500 for the 10 submitted articles ($9500). The number of articles accepted is public, whereas the number rejected isn’t. To get the level of fees they would receive if they had a 90% rejection rate they would need to charge a submission fee of ($13500 – $9000)/10 = $450. This level of submission fee is unlikely to be acceptable to authors.
(My calculation comes out with a submission fee half what Jan estimates, which I think is because I am assuming both a submission fee and a publication fee are charged, whereas he is assuming only a submission fee.)
In conclusion, the main advantage of submission fees is also their main advantage in other circumstances: that they would reduce the number of submissions. So if a journal has a high rejection rate, it makes sense to charge a submission fee, but otherwise it doesn’t. This actually applies to subscription and open access journals equally – in both cases a submission fee provides extra revenue, which could be used to reduce other charges, included subscriptions, page charges or publication fees (or to increase profits of course). The main reason why high-rejection-rate journals aren’t currently charging submission fees seems to be because it would make them less competitive, but given that these journals are by definition the place that people want to be published, this doesn’t seem a very strong argument. I wouldn’t be surprised if one journal tries submission fees and other then followed suit in the next few years.
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She saw that what publishers wanted was different from what researchers submitted, and wanted to help researchers navigate the publication process.
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5 Best Practices for Submission Fees and Application Fees
• Compensation and honoraria for submitters and applicants • Event and venue costs • Employee time and reviewer compensation • Prizes and awards (including cash, merchandise, and opportunities) • PR, marketing, advertising, and publication costs • Operational expenses and technical resources (including software)
• Offer free submissions during certain periods and fee submissions otherwise • Offer free submissions in combination with a “tip jar” option to encourage support and reserve more free submissions for those who need it • Keep free submission open all the time—if you hit your plan limit, have a “tip jar” option ready to keep your submission or application call open • Keep some submission or application calls free and charge a fee for others as needed. For example, a quarterly fee-based contest might allow you to support more free submissions year-round.
• Set a “standard” fee to work from for submissions received on or near your deadline • Create an early-bird option (or various pre-deadline options) to reward timeliness • Offer late- or extended-deadline submissions (or multiple late options) for a higher fee
• Offer subscriptions and memberships • Suggest services and opportunities, such as education, consultation, or critique • Sale price your backstock, like media created as a result of past year’s events or contests • Offer branded merchandise (tees, totes, pint glasses…the options are endless) • Sell event entry and tickets, perhaps at a discount from other outlets
Submittable’s integrated payment feature offers customers the ability to charge submission and application fees on any form. If you’re thinking about building fees into your business model, these are some of the best practices for submission fees that we encourage all of our clients to consider.
Submitters and applicants appreciate knowing what their funds are contributing to. Not only does transparency around fees build trust but it can also help eliminate money-related inquiries and damaging misconceptions. Even if charging an entry fee is the industry standard—as is often the case with awards, nominations, and prizes—you can set your organization apart by being explicit about the role fees play in your budget.
Examples of what Submittable organizations charge fees to support:
Many groups will clearly state why they charge and what each fee goes toward on their website, submission form, or both.
Your organization has unique goals and distinct measurements for success. Financial practices, especially around fee submissions or applications, are an important extension of this. The following are cases where strategy can help your submission process align with your mission.
For organizations hoping to giving back, it can be challenging to generate sufficient means. Inspiring submitters and applicants who can afford to share resources to do so can be a successful approach. For example, you might ask those enrolling in a course to optionally contribute an additional amount towards a scholarship for a student in need, or encourage artist residency applicants, who are able, to pay for otherwise included food in order to support less affluent residents.
Perhaps you are committed to paying accepted submitters or applicants, for their time, content, or effort. Charging a fee (in any form) can be a way to help generate the revenue required to do this. Clearly stating on your submission or application form that your fee collection goes toward paying, for example, published contributors, will encourage submitters to feel good about their spend (not to mention their chances of potentially being paid as well). If you are unable to pay accepted submitters but do offer other forms of compensation, be sure to say so.
It may be important to you that anyone who wants to apply for your opportunity or submit to your organization can, regardless of cost. There are plenty of ways to approach this, especially if your plan has limited free submissions.
Many organizations offer tiered pricing based on timeline. Early submitters or applicants pay a lower fee than those who submit closer to the deadline. There are several ways to approach a similar fee schedule for your organization, with the added benefit that staggering submissions and applications can greatly help your team manage workload.
You might also consider the early birds on your own team. Are there reviewers who consistently finish the process ahead of time and offer smart critique? Consider engaging these individuals to offer submitters or applicants feedback for an additional charge.
It’s safe to assume that people who submit to or apply for your opportunity are interested in your organization. Why not take this chance to share more of what you’re about with them? Many Submittable clients use submission form fees and add-on payments to sell merchandise and services.
Ideas for featuring your organization’s wares while generating revenue:
Hone in on what sets your organization apart and what you can offer that will allow individuals to represent, support, and better familiarize themselves with what you do.
Some organizations find that charging even a small submission or application fee improves their review process. How?
Submitters and applicants that are required to pay are more likely, for example, to double-check their responses and fine-tune their work sample. Because they want to get the most for their money, it behooves paying submitters to ensure they’re sending in the best possible work. Fees tend to dissuade inappropriate submissions and applicants that disregard guidelines. Individuals who have a serious interest in your opportunity are the ones more likely to submit or apply when a fee is involved.
This is not to say that people who are unable, for whatever reason, to pay a fee cannot or will not create a high-quality submission or application, one you want to receive. For this reason, if you do charge a fee, consider offering free or discounted entries on a case-by-case basis—many groups will ask that individuals with special circumstances reach out to them directly for this type of consideration.
Please be in touch anytime if you’d like to explore how Submittable software can serve your organization or if we can assist you in setting up forms with required fees or Add-on Payments. We can also help you integrate these best practices for submission fees into your submission or application process.
Rachel Mindell is a Special Projects Editor at Submittable. She also writes and teaches poetry. Connect with her on LinkedIn.
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