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Institutional Membership FAQ
1. The membership is free for the first year, but will the institute be charged upon completion of the first year? How is the membership fee for the second year calculated?
MDPI keeps its membership program as simple as possible: There is no fee for the first year and no obligation to prolong the membership after the initial 12 months.
Upon completion of the first year, members can choose between two options: Option 1: Continue with a 10% discount on Article Processing Charges (APCs) for free Option 2: Continue with a 25% discount on APCs for an annual membership fee
The annual membership fee is based on the amount of papers published by all affiliated authors in MDPI journals during the last year, as well as in all journals covered in Web of Science in the last two years.
2. What other benefits, apart from the APCs discount, do institutions receive as part of the membership?
Members will receive free access to the MDPI Submission System “SuSy”, where metadata on all articles being processed from affiliated authors and articles published since 2010 can be viewed and exported to Excel. This allows for central control over the papers that have been submitted to our journals, including information on authors, co-authors, submission date, title, current status, article processing information, and more.
The aim is to provide libraries and central offices additional control and transparency over papers submitted to our journals, and provide early notification of potential costs involved with the submissions.
The system also allows for an e-mail alert whenever a new paper is submitted to an MDPI journal. SuSy also allows members to export CSV reports containing all information on published articles and to view a list of our Editorial Board Members and Guest Editors who are affiliated with your institution. The Excel exports reduce the administrative burden of handling APCs, bundling invoices and monthly invoicing.
Also, members are listed on our website and will receive promotional material on request, such as notepads, mousepads, pens, brochures and journal flyersto distribute at their respective institutions, institution library and/or at relevant conferences and events.
3. Does the discount apply for all authors or the corresponding author only?
The discount applies for authors affiliated with the institutional member, regardless of whether they are corresponding authors or co-authors. For institutes with central payment, we only invoice the institute’s central address if the corresponding author is affiliated with the institute.
Central payment means we invoice a central address of the library/institution for papers where the corresponding author is affiliated with the institute. This requires the institution to have a central budget for open access. Author payment means we continue to invoice the authors directly. To support with simplifying the payment processes, we can adjust our invoicing procedure to meet the needs of each institution. We are able to customize invoices as required, bundle them, or issue them only on a specific day each month. We can continue to send invoices to the corresponding author (author-distributed payment) or issue invoices centrally to an address of choice (central payment).
5. For institutions with central billing, how does MDPI check the eligibility of authors and how can the institution check?
During the submission process, authors are able to select the membership in the last step of the submission process. If the e-mail domain or the IP address of the institution is detected, then the membership is automatically preselected and the author confirms. In case the institute has chosen the central payment option, authors are also required to confirm that they are eligible for central payment.
6. Why do some members receive higher discounts?
Upon completion of their first year, members can choose to continue for free with a 10% discount on APCs (Option 1) or with a 25% discount for an annual fee (Option 2). We will provide members a comparison of both options to show when Option 2 leads to more savings.
The calculation of the membership fee is based on three factors:
- The amount of papers published by affiliated authors in Web of Science journals in the last two years
- Articles published in MDPI journals during the last year
- The assumed MDPI average invoice rate from the previous year
7. Where can the list of APCs of MDPI journals be viewed?
A list of the MDPI article processing charges (APCs) is available at the following page: http://www.mdpi.com/about/apc
8. Does the institute receive information on published papers by affiliated authors?
Yes, all information on published articles can be viewed and exported to Excel (*.csv file) by logging in to the MDPI Submission System.
9. Do members get notified when an affiliated author submits a paper?
Yes, members receive a notification email by default whenever an affiliated author submits a paper. The email alert settings can be changed according to the preferences of the member by logging into their account in the MDPI Submission System.
10. How can we ensure that only affiliated authors receive the discount?
Authors are prompted, in the last step of submission, to determine if they are eligible for discounts under the membership program. If the institution provides the IP-range, then the membership is pre-selected if authors are submitting from within the network of the institute (IP range detection). Our staff cross-check all incoming submissions and members receive notifications by email whenever a paper has been submitted. If a paper has been wrongly submitted to your institute, please contact our membership institutes support team and the respective editorial office by email.
11. Can members receive promotional material (brochures, flyers, etc.,) to hand out to their students?
Members will receive promotional material on demand, such as notepads, mousepads, pens, brochures and journal flyers to distribute at their respective institutions, institution library and/or at relevant conferences and events.
12. Central billing: What are the eligibility criteria for authors to qualify for central billing?
In principle, corresponding authors affiliated with the institute are eligible for central billing. However, in the UK, more stringent eligibility criteria are common for most open access funds. Therefore, members can specify their eligibility criteria as part of setting up their membership with MDPI, and we then prompt authors to confirm these in our submission system.