Erudexa Publishing

Purpose & principles

Erudexa’s APC & Waiver Policy exists to:

• Sustain open access publishing and preservation (Zenodo, Internet Archive, SSRN).
• Ensure equitable access to publishing irrespective of authors’ ability to pay.
• Maintain editorial independence: payment, waiver requests, or ability to pay have no influence on editorial decisions.
• Provide transparent, auditable records for indexers and stakeholders.

Who pays and when

• The APC is invoiced only after final acceptance of the article.
• The corresponding author or their institution/funder is responsible for payment unless a waiver has been approved.
• Authors who expect difficulty paying must request a waiver during submission; waivers requested after acceptance may be considered but are not guaranteed.

Waiver & discount types

We offer three primary forms of APC relief:

1. Full waiver (100%) — covers the full APC amount.
2. Partial waiver (25%–75%) — contributor pays a portion of the APC.
3. Discounts / fee waivers for invited content or editorially commissioned pieces — may be granted in full or part at editor/publisher discretion.

Waiver allocation is limited and prioritized according to needs-based criteria (see Eligibility below).

Eligibility criteria (examples of common cases)

Waivers are awarded on the basis of need and fairness. Typical eligible categories include, but are not limited to:

• Authors who can demonstrate no access to institutional or funder publishing support (self-funded researchers).
• Authors based in low- and lower-middle income countries (as commonly recognized by international development indicators).
• Students (undergraduate/graduate) and early-career researchers without grant support.
• Unfunded independent scholars and researchers affiliated with small non-profit institutions.
• Authors of invited or commissioned articles where the editorial team approves a waiver.
• Cases of extreme personal hardship or exceptional circumstances supported by documentation.

Note: Eligibility criteria are applied flexibly and equitably; meeting a criterion does not automatically guarantee a full waiver.

How to apply for a waiver

1. When to apply: Submit waiver requests at the time of manuscript submission (or immediately if circumstances change). Waivers submitted only after final acceptance may face delays or be declined.
2. Where to apply: Include a Waiver Request as part of your submission package or email editorial@erudexapublishing.com with subject: Waiver Request — [Journal name] — Manuscript title.
3. Required information:
   • Manuscript title and manuscript ID (if available).
   • Corresponding author name, affiliation, country.
   • Clear statement of the reason for waiver (funding status, institutional constraints, country of residence, student status, invited article, etc.).
   • Supporting documentation (one or more as applicable): institutional letter stating lack of funds, copy of student ID, grant award/denial letter, bank statement or signed declaration of hardship, government/funder correspondence, or institutional policy denying APC coverage).
   • Requested relief level (full / percentage).
4. Optional: Brief CV or ORCID to support eligibility claims.

Decision timing: We aim to respond to waiver requests promptly (applicants receive a written decision). Approved waivers will be recorded and an invoice (if any balance remains) issued as usual.

Criteria for assessment & prioritisation

Waiver requests are considered on the basis of:

• Demonstrated inability to pay (objective evidence preferred).
• Geographic and institutional context.
• Author role (student / early-career / corresponding author with no funding).
• Editorial considerations (e.g., invited content).
• Availability of limited waiver funds or publisher support at the time of decision.

Decisions are made by the Editorial Office and Publisher and recorded for transparency. Editors involved in editorial decisions are not apprised of waiver applications to preserve editorial independence.

Special cases

• Institutional agreements: Where an institution or funder has an agreement with Erudexa, invoicing and payment follow that agreement and waivers are not required. Institutional arrangements are documented in publisher records.
• Multiple authors / split payments: Co-authors may split APC responsibility; all payment arrangements must be agreed and clearly stated to the editorial office.
• Sponsored or invited special issues: APCs may be waived or discounted for special issues at the publisher’s or guest editor’s discretion; the policy will be stated in the special issue call.

Invoicing, payment, currency & taxes

• Invoice issuance: After acceptance (and waiver decision), we issue an invoice in USD (or local currency on request), with bank transfer details and online payment instructions.
• Currency conversion: If paying in a different currency, authors are responsible for conversion fees and any additional transaction charges.
• Tax/VAT: Where applicable, taxes or VAT will be charged in accordance with local regulations and clearly itemized on the invoice.
• Payment timeframe: Payment methods and due dates are specified on the invoice. Failure to settle invoices within the stated period may delay publication and DOI assignment.

Refunds & withdrawal

• Prior to acceptance: No APC is charged. If authors withdraw before acceptance, no fee is due.
• After acceptance but before publication / DOI minting: Refunds are exceptional and considered case-by-case (processing fees may apply). Authors should contact the Editorial Office immediately.
• After publication and DOI assignment: APCs are non-refundable. Corrections, retractions, or removals do not trigger automatic refunds.

Editorial independence & ethical safeguards

• No influence: Waiver requests and payments are handled separately from editorial workflows. Editors do not know whether a waiver was requested or granted.
• Non-discrimination: Approval or denial of waivers does not reflect on the scholarly quality of a manuscript. Decisions are based solely on documented need and fairness.

Record-keeping & transparency for indexers

To support DOAJ, Scopus, Web of Science and other auditing bodies, Erudexa maintains records of:

• Waiver requests, supporting documentation and final decisions.
• APC invoices, payments, and any discounts applied.
• Policies and public statements on APCs and waivers (this page).

Records are retained in accordance with our retention policy and made available on request for legitimate auditing purposes.

Appeals & complaints

If an author believes a waiver decision was handled incorrectly or unfairly, they may appeal in writing to editorial@erudexapublishing.com within 30 days of the decision. Appeals should include grounds and any new supporting evidence. The Publisher will review appeals impartially and issue a final determination.

Contact & next steps

For waiver requests, billing queries, institutional arrangements or payment support:

Editorial Office — Erudexa Publishing
Email: editorial@erudexapublishing.com · contact@erudexapublishing.com
Phone: +91 6001635710
Please include: journal name, manuscript title (or submission ID), corresponding author name and clear subject line.