Dashboard Features

The Wiley Open Access Account Dashboard is Wiley's web tool designed to centrally handle open access publication fees: it is administered on the institutional side by a designated administrator / team. In the dashboard, Wiley provides author information and article publication data to the institution for their accounts (please note this could be gold and/or hybrid, depending on the type of agreement in place), which can be used to verify that an article is eligible for open access publication funding. This information is always included in the dashboard when an author selects open access and submits a request for reimbursement: this request appears in the dashboard as a "pending request". The administrator has the task of promptly checking all entries in order to either approve them or deny them. The entire data history is collected in the dashboard and can be downloaded for review at any time as a report.

A request will show in your dashboard, whenever an author chooses your institution as a paying institution, confirms the option to publish open access at no cost, and completes the process by selecting a Creative Commons license. The prerequisites are firstly that the author decides to publish open access and secondly that they follow the steps of the open access workflow exactly as described in the diagrams 'OA Workflow' and 'Hybrid Open Access Workflow'. Please contact accountdashboard@wiley.com if an author reports a workflow issue or if you can not find an expected request in the dashboard.

Yes, the affiliation is displayed both in the "Order Detail View" window and in the "Article Report".

For hybrid journals, the affiliation details are included in the "Affiliations" field that the author entered or confirmed in the Author Services platform.

For open access journals, the affiliation statement is included in the "Submitting Author Institutions" field that the author entered in the electronic editorial submission system during the submission of his manuscript.

Workflow for Authors

Hybrid open access: Wiley's own author services platform.
>>Download: Workflow for authors: Publishing in an hybrid open access journal
External electronic manuscript submission systems (Electronic Editorial Office), such as: ScholarOne (Clarivate) or Editorial Manager (Aries).
>>Download: Workflow for authors: Publishing in a fully OA journal

For articles in hybrid open access journals, the author must indicate their institution affiliation when submitting their manuscript in the electronic editorial submission system or when accepting via Wiley's own publication platform (Author Services). For this purpose, only the simple instructions described here are to be followed.
>> Download: Workflow for authors: Publishing in an hybrid open access journal
If the author is one of several corresponding authors, they must be appointed as the primary author, ie. they must meet the above criteria for a corresponding author. The administrative process of submission may be done by another person, but the primary corresponding author must be clearly identified.
Once the article is accepted for a Wiley hybrid open access journal, the corresponding author should confirm, or add and confirm their affiliation to the previously chosen hybrid open access option on their Wiley Author Services dashboard and sign the appropriate Creative Commons license.
The details of the artic;le will then be sent to your institution's Wiley Open Access Account Dashboard for review and approval.
For items for full or gold open access journals, this process takes place as part of the manuscript submission in the electronic manuscript submission system (Electronic Editorial Office) of the journal. When asked who pays the publication fee, the corresponding author should choose the following option: "My institution or funder has an agreement with Wiley and will pay the publication fee). The corresponding author then navigates to the http://www.wileyauthors.com/accountcodes page to select their institution from the Wiley Open Access Accounts list and find the appropriate institution code, which is then copied and inserted in the space provided in the field labelled "Payment".
The article information will be sent to your institution's Wiley Open Access Account Dashboard for review and approval. Once the manuscript has been approved, this update will be visible on your Wiley Open Access Account Dashboard.
>> Download: Workflow for authors: Publishing in a gold open access journal

The RingGold Identifier (ID) is a unique numerical identifier for all institutions involved in the scientific publishing process. Ringgold currently offers the largest global coverage of IDs for scientific organizations. Wiley uses Ringgold IDs in the hybrid open access Workflow to uniquely identify the affiliation of a corresponding author.

If the author is asked to name their affiliation(s), they will be offered the RingGold Institutions for selection in a list ("Institution Picker"). It does not matter whether the author chooses the local language, English language of the institution name, a common acronym, or even an institution affiliated with your institution (so-called "child" in the ringgold hierarchy). As a result of all the input options mentioned above, the author always gets the standard option "Yes, I would like to make my article hybrid open sccess" displayed on the screen. In very rare cases, it may happen that an author instead of correctly selecting an entry from the list ("Institution Picker"), falsely enters the affiliation as free text - such free text entry can then be assigned to any WOAA account. Always make sure that only eligible items are in your accounts.

No. Although each institution has a Ringgold ID, it is not necessary for the institution itself to have a ringgold license.

OA is not mandatory in a hybrid journal (hybrid open access), but is selected by default: In the view for the author, the following option is already set under "hybrid open access":
"Yes, I would like to make my article hybrid open access" (Yes, I would like to publish my article hybrid open sccess).
If they do not want an hybrid open access publication, the author must choose the following option:
"No, I do not want to make my article hybrid open access" (No, I do not want to publish my article hybrid open access).
Please note that the decision of the author for or against OA has no influence on the costs.

If the author rejects the hybrid open access option, a warning message will appear, and the author will have to confirm that they do not want to publish the article open access and that they are aware that they will not benefit from the agreement between Wiley and their institution. The article will be published without open access.

No. For magazines that offer CC-BY for all authors, the CC-BY license is listed first. Some journals currently only offer CC-BY to authors whose research sponsors have mandated the CC-BY license. Wiley provides a list of these journals and will work with them to determine whether it is possible to offer CC-BY to all authors in the future. The CC license chosen by the author is already included in the metadata in your account dashboard.

Such fees are not managed through your account, but charged separately to the author.

If an author specifies multiple affiliations in Wiley Author Services, it will display those institutions that have an account: The author will then be prompted to select and confirm their primary affiliation, i.e. the institution which was instrumental in promoting the scientific research and in which most of the research relevant to the article was carried out. This ensures that the publication costs are allocated to the account of the institution responsible for this article.

Affiliation to the journal article will be determined by the author's input during submission to the Electronic Editorial Office and any changes made during the proofing process.

The institution that the author chooses when applying for hybrid open access in the Ringgold Picker List is used exclusively for the assignment to your account and therefore the selected institution is not specified in the published journal article.

Dashboard Operation

Yes, you can add more than one person at the beginning or at any later time. It has been proven to specify a common e-mail inbox. To add a new user, click Account Info in the upper right corner of your account home page, and then click Add User. This will open a window in which you can enter the email address of the new user. Once entered, the Wiley Open Access Account Dashboard will send a message to this email address with a link to a registration page that will provide username and password.

Please check the item details for the following criteria:
1. Does the corresponding author belong to your institution at the time of acceptance ("Acceptance Date")? It is recommended to check the published article if your institution appears correctly under the author's name.
2. Is the acceptance date of the publication (Acceptance Date) in accordance with your contract?
3. Is the article type a legitimate "Article Type", i.e. primary research articles or review articles?
In the dashboard you will encounter different article names. As a rule, only authorized article types are automatically included in the dashboard. Articles that, despite possibly different names, belong to the two main categories of primary research articles or review articles. However, it may happen that an unauthorized article was not filtered out by the system. Therefore, in case of doubt, you should contact our support team.

The term "affiliation" basically refers to the authors' affiliation to one or more scientific institutions. For publications, authors should always specify at least the so-called Primary Affiliation. This is the institution where the research has been done. This is important because the article of this institution is also allocated financially.

In this case, you should not approve the application or classify it as unauthorized. If the corresponding author clearly does not belong to one of the institutions in the consortium or if the article type is not an original study or review, the application may be rejected. If you have a question about the affiliation of the corresponding author (or if you suspect that they belong to any other entity in the consortium), it may be helpful to refuse by clicking Deny, and contacting the Wiley Open Access Account Dashboard team. You can do this by using the "Add new note" function in the "Order Details View" pop-up. You can also contact the Account Dashboard team if you are unsure whether an article fits any of the qualifying article types. If the acceptance date of the article is outside the start date for the contract, please decline the request.

The author receives an e-mail informing them of the rejection of their application for funded OA through the terms of the agreement. At the same time they are given the option to publish the article hybrid open access / OA and to pay the APC themself. Please always enter the reason for the rejection in the text field that appears after clicking the "Deny" button before you confirm the rejection. This will then be forwarded to the author.

Such an application will be displayed as "Rejected" in the "Publication Status" column, the article will not be published in that journal, and your Wiley Open Access Account (WOAA) will not be charged the article publication charge (APC).

If the article is covered by the agreement, please contact accountdashboard@wiley.com, provide the details of the article, and also indicate if the author has requested an invoice. If the bill has not been paid yet, we can cancel it and add the item to your Wiley Open Access Account.

The dashboard displays only those articles eligible for coverage under your specific agreement. This means that you will only see original studies and review articles there. Since not all journals are based on the same naming conventions for articles, the decision on the authorization is not based solely on the name of the article type, but on the characteristics of an article type in the journal concerned.

The author selects the article type from the list of types published in a particular journal. The editors check before acceptance for publication whether the article type matches the content of the article. This means that you only ever see the items eligible for coverage in your dashboard.

OA Journals

There is a Full Price, a Referral Price and a Society Member Price. The Full price applies if the manuscript is submitted directly to an open access journal. The Referral Price is used if the manuscript was first submitted to a "sister" journal and forwarded to the open access journal in case of rejection (with the author's consent). The Society Member Price does not apply if the institution pays the APC through its WOAA account, and therefore it never flows into your dashboard.

The discount is credited to the full price and to the referral price.

License selection or change:

No, a rejection for this reason is not in line with the contract.

Wiley can change the license until the article is published in Early View (EV). If a change is desired, it should be requested as soon as possible after the original license selection. After the article has appeared in the EV, the license can only be changed in case of a mistake on the part of Wiley.

Only the licensor, i.e. the author, is authorized to request a change. If a change request is required the authors should email accountdashboardsupport@wiley.com as soon as possible.

A small number of journals fall into this category.