Open AccessPublishing Workflow
For authors at institutions
that have an Open Accessagreement with Wiley

Wiley Publishing Japan(updated Feb 2024)

Introduction
This guide is for authors affiliated with institutions that have an Open Access (OA) agreement withWiley. There are three types of journals, and your OA publishing workflow will be different according
to which type of journal you publish in.
Please refer to a section relevant for you and follow instructions.
(1) Hybrid OA … p. 4 if you publish your article in a Hybrid journal, which means a subscription journal that also offers
the option of publishing articles open access(2) Full Gold OA … p.27 if you publish your article in a Full Gold OA journal that publishes all articles open access only(3) Hindawi … p.39if you publish your article in a journal published by Hindawi, which was acquired by Wiley in 2021
and publishes about 260 Full Gold OA journals

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OA Publishing Workflow at a Glance(2) Full Gold OA
Author submits an OA
request when submitting
a manuscript througha submission system(3) Hindawi
No special action is required.
OA request is automaticallycreated by Wiley, based on
the author’s affiliation onsubmission

Administrator
approves OA request(1) Hybrid OAAuthor submits a request after an article
is accepted, on Wiley’s Author Services
website2

(1) Hybrid OA

Hybrid OA – Workflow of Submitting an OA Request
Article is accepted

Corresponding Author
is invited to Author
Services by email
Note: Before starting the steps on Author
Services, please check that the email address
registered on Author Services is up-to-date. Ifan outdated address is registered, theaddress is displayed on your OA request andmay cause difficulty when your institution
verifies your affiliation.
To check or update your email address onAuthor Services, go to ‘EMAIL’ section in MyProfile.

Steps on Author Services
 Confirm Responsible
Corresponding Author(RCA) Enter funding information
 Confirm RCA’s affiliation
 Confirm copyrightownership Select open access

OA request is
submitted to institution

OA admin approves
or denies request

 Select CC license type
 Sign license

Author is notified

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Get Started for OA Request
Author Services
invitation
You are invited to Author
Services when yourarticle has been acceptedby a journal, regardlessof institutional affiliation.
To begin the author
workflow for the article,
click on the ‘Manage
article’ button.

Test article

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Step 1:
Confirm Responsible
Corresponding Author (RCA)

Author Services

Confirm Corresponding Author(s)Corresponding Author
The author list will show
all authors registeredwhen manuscript issubmitted.
You have two options:select one or more
Corresponding Authors
from the author list andconfirm, or select “Thislist is incorrect” to makeany change to the list.

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Confirm Responsible Corresponding Author

Important!

On ly o n e RCA fo r e a ch a rt icle
This screen displays Corresponding
Author(s) selected from the previousscreen.
The padlock icon next to author names
indicates the author may be eligible for
APC coverage.
Only one author can be selected as theResponsible Corresponding Author(RCA). RCA will be the only author
responsible for the entire publication
process including license signing, andwho can submit an OA request to
their institution for APC coverage.

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Step 2:
Confirm Funders & Grant Details

Confirm Funders & Grant Details
Funder Name & Grant Number
If you have received grants for research
your article is based on, select thename of the funder from the list, andenter a grant number (if any) in thenext screen.

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Step 3:
Confirm Affiliations

Confirm RCA’s Institutional Affiliation
Confirm affiliation
As RCA, you need to confirm oredit your institutional affiliation.
This information is prepopulated based on your details
provided through oursubmission systems, at the pointof submission of the article.

Test article

If the information is correct,
please confirm it by clicking‘Confirm & proceed’.
If you need to add any
affiliations, click ‘Add affiliation’.

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Enter Additional Affiliation
Choose from list
As you start typing youradditional affiliation,
possible matches will
auto-populate below for
you to choose from.

Test article(This information comes fromthe Ringgold database of
research institutions)

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If Multiple Affiliations Have OA Agreement with Wiley
Se le ct ‘p r im a r y a ffilia t io n ’

Note: if only one institution has an OAagreement with Wiley, you will not be presented
with this screen

If you enter affiliations withmultiple institutions and morethan one of the institutions has
an OA agreement with Wiley,
you will be presented with anadditional screen and asked to
select your ‘primaryaffiliation’ where research
for the article was conducted.
Select one and click ‘Confirm &proceed’.
Once it is confirmed, you cansubmit your OA request tothe ‘primary affiliation’ only,
not to any other institution.

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Step 4:
Copyright Ownership Selection

Copyright Ownership
Copyright
You are presented
with the CopyrightOwnership selection.
If you are affiliatedwith a university, themost common
choice will be“Contributor-ownedwork”.

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Step 5:
Confirm Open Access Option

Open Access Option

Important!

Make article OA
You are notified thatyour institution has
an OA agreementwith Wiley. Choose“Yes” to make yourarticle open accessand request yourinstitution to cover
the article
publication charge(APC).
If not, select ”Keepmy article
subscription-only”.
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Step 6:
License Agreement Type

License Type Selection
CC license types
If open access is selected, youare asked to select a Creative
Commons license from license
types available for the journal..
A short description of eachCreative Commons license typeis made available per license
type to aid authors when
deciding which license to sign.
The most common license typechosen by authors is CC-BY,
which is also the leastrestrictive.

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Step 7:
License & OA Request Submission

Signing License Agreement
Sign & submit

Test article

The next step is licensesigning. Review a license
agreement based on yourchose in the previous
screen. If you agree:• Check a box to confirm
your agreement• And enter your name23
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License & OA Request Submission
Co n firm a t io n
Once you, as RCA, have signed
and submitted your license forthis article, your OA request will
be submitted to your institution.
When this happens, you will begreeted with this confirmation
screen.
Your OA request will be
reviewed by your institution's
OA administrators. Once therequest is approved, your article
will go thorough the regularpublication process, like typesettings and copy-editing, andthen published in open access.

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If your OA request was denied by your institution (1)Denial notification
If your OA request wasapproved or denied by yourinstitution, you receive anotification email from Wiley. Ifyou receive a denial notification(right), you have two options:
1. Publish the article as
subscription-only, without
paying APC
2. Make the article open accessby paying APC on your own
See the next page for steps foreach.

[Denial notification email]Dear Author,
We are responding to your request for your institution or funder to pay thearticle publication charge for the following article.
Article Title:
Article DH_ID:
Article DOI:
Journal Code:Institution/Funder Name:
ABC University denied your Open Access payment request. Denial reason:
If you still want to make your article Open Access, please visit yourhttps://authorservices.wiley.com/home.html either arrange for payment
yourself or submit a new funding request to a different institution.
Sincerely,The Wiley Open Access Account Teamaccountdashboardsupport@wiley.com

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If your OA request was denied by your institution (2)Your steps after denial
1. Publish the article as
subscription-only, without
paying APC
2. Make the article open
access by paying APC on
your own
Visit the Author Services andfollow the steps describedhere for each.

Log into the Author Services
and click on Manage article

1. Publish the article as
subscription-only, without
paying APC
Click on Sign License and sign
CTA (license agreement for nonOA articles)

2. Make the article open accessby paying APC on your own
Click on Order Open Access andpay APC by invoice or credit card

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(2) Full Gold OA

Full Gold OA – Workflow of Submitting an OA Request
Steps on Submission System
When submitting an article,
select ‘institution pays
APC’ and copy and paste‘Account Code’Author Services上での手続き Note: Before starting the steps on Author(If OA request is denied by OAadmin, author is given
options to pay APC on theirown or withdraw submission)

Author is notified
OA request issubmitted to institution

OA admin approves ordenies request

Article is accepted

Corresponding Author
is invited to Author
Services by email

Services, please check that the email address
registered on Author Services is up-to-date. If
an outdated address is registered, theaddress is displayed on your OA requests inthe future and may cause difficulty whenyour institution verifies your affiliation.
To check or update your email address onAuthor Services, go to ‘EMAIL’ section in MyProfile.

Steps on Author Services
 Confirm affiliation
 Confirm copyrightownership Select CC license type
 Sign license
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Step 1:
Author submits manuscript to Open
Access Journal and indicatesaffiliation in payment question

Author Services

Submission to Full Gold OA Journal

Important!

P a ym e n t Op t io n
You will be presented with apayment question during
manuscript submission tothe OA journal, through a
submission system such as
ScholarOne Manuscripts.
Choose the option “Myinstitution has … anagreement with Wiley” andfollow a link to the AccountCode Finder Tool.

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Find Your Account CodeImportant!

Se le ct a cco u n t co d e
Search for your institution
and then copy and paste thecode into the appropriate
field in the previous screen.
Once submission of amanuscript is completed,your OA request is sent toyour institution.

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[Exception] Submission to Open Access Journals via Research Exchange
No Need for Account CodeFor journals using the new Research
Exchange submission system, instead of
institution account codes, authors will simply
be asked to type in and select their affiliatedinstitutions. Eligibility for institutional
funding coverage is determined by theCorresponding Author’s affiliation (You can only
select a single Corresponding Author for one article)

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Step 2:
Author receives notification that
OA request has been approved byinstitution

Author Services

Request Approval Provided
Request Approval
You will receive an email
confirmation that your OA
request has been approvedby your institution.

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Wiley Green 2021-10.potxStep 3:
When article is accepted, author
signs license agreement on Author
Services. No payment steps arenecessaryAfter Acceptance of Article (excerpt)
Author Services
invitation
You are invited to Author
Services when yourarticle has been acceptedby a journal.
No APC payment steps
are necessary since thearticle publication charge
has already been
approved by yourinstitution.

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License Type Selection
CC license types
Follow steps on Author Services.
You are asked to select aCreative Commons license fromlicense types available for thejournal.
A short description of eachCreative Commons license typeis made available per license
type to aid authors when
deciding which license to sign.
The most common license typechosen by authors is CC-BY,
which is also the least
restrictive.
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Signing License Agreement
Sign & submit

Test article

The next step is licensesigning. Review a license
agreement based on yourchose in the previous
screen. If you agree:• Check a box to confirm
your agreement• And enter your name38
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License & OA Request Submission
Co n firm a t io n
Once you, as RCA, have signed
and submitted your license forthis article, your OA request will
be submitted.
When this happens, you will begreeted with this confirmation
screen.
No APC payment is requiredsince your OA request has
already been approved by yourinstitution.

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(3) Hindawi
Gold Open AccessHindawi – How to Submit OA Request
Hindawi, a Full Gold OA publisher under Wiley, publishers about 260 journals in a wide range ofdisciplines. Authors submit articles to Hindawi journals through its submission system called Phenom.
Your institution’s OA agreement with Wiley covers both of Wiley and Hindawi journals. If your OA
request is approved by your institution’s administrators, your APC (article publication charge) will becovered by the agreement.
When an author submits an article to a Hindawi journal and makes an OA request, the author goes
through a slightly different workflow than that for Wiley journals.
 During the submission process, authors enter author information in “3. Manuscript & Author
Details” (screenshot in the next page). If the information indicates that the Corresponding Author (CA)is affiliated with an institution that has an OA agreement with Wiley, the article will be automaticallycovered by the agreement.
 Please note that, in Hindawi journals, each article has only one CA. And each author cannot enter
more than one affiliation.
 Once author details are entered, move on to the next step and complete the submission process.
There is no specific step for submitting an OA request. Hindawi creates an OA request based on theaffiliation information provided by the author, and forwards it to the author’s institution.
 The author will be notified by email of the decision (approved/denied) by their institution.
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Hindawi – How to Submit OA Request (screenshot)

Enter author and affiliation

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