A comprehensive guide to publishing agreements: Why we need them, why many African universities don’t have them, and why this matters.
A publishing agreement is a contract between academic institutions and publishers that outlines the terms for accessing, distributing, and sometimes financing the publication of research outputs.
These agreements allow academic institutions to make research available to their students/ researchers and also help them to publish or disseminate their research.
Publishing agreements: Why we need them, why many African universities don’t have them, and why this matters
Publishing agreements between academic institutions and publishers are essential in shaping how research is disseminated, accessed, and consumed. These agreements—ranging from traditional subscription models to open access and hybrid models—carry significant implications for universities, their students, and the broader research community.
While they provide important benefits, these agreements also come with financial challenges, particularly for institutions in Africa.
Benefits of Publishing Agreements for Students
- Access to Research
One of the primary advantages of publishing agreements for students is the access they provide to academic journals and research papers. Universities often enter into large-scale agreements with academic publishers—transformative agreements—that allow students, faculty, and researchers to access scholarly publications without paying for individual articles. This is especially crucial for students working on coursework, thesis projects, or research that requires up-to-date and specialized information. Without such agreements, the cost of accessing individual articles could pose a significant financial burden. - Open Access Publications
Many publishing agreements now focus on open access models, where research is made freely available to the public upon publication. This model benefits students, as it ensures that they can access research without any paywalls. Open access agreements also foster greater knowledge-sharing and collaboration, particularly important for students in fields that require the latest data and publications. - Support for Emerging Scholars
Some agreements include provisions that help early-career researchers—such as graduate students—publish their work without incurring excessive fees. This is crucial, as article processing charges (APCs) for open-access journals can range from a few hundred to several thousand dollars, a cost that many students cannot afford. Such provisions help promote a more inclusive academic environment for emerging scholars.
Costs and Financial Strains for Institutions
While publishing agreements provide clear benefits for students, they also come with significant financial implications for institutions, particularly in the context of African universities.
- High Subscription Fees
Traditional subscription-based models often require institutions to pay large sums to academic publishers for access to journals. These subscription fees can run into the hundreds of thousands or even millions of dollars annually, placing a heavy strain on university budgets. In some cases, subscription costs have risen steadily, making it increasingly difficult for institutions to maintain these agreements. - Open Access Fees
Open access arrangements come with their own financial challenges. Universities may be required to cover APCs for their researchers, which can range from $500 to $5,000 per article. While some universities negotiate discounts or allocate funds to assist with these costs, it remains a significant burden, particularly in disciplines with high publication rates. - Hybrid Models
In hybrid models, institutions must pay for both subscription-based access and contribute to APCs for open-access articles. While this offers flexibility, it can also result in unpredictable costs, as researchers may choose to publish open access without prior institutional approval. This unpredictability can make financial planning difficult for universities.
Affordability Challenges for African Universities
For many African universities, the financial barriers associated with publishing agreements are particularly challenging. The high costs of subscription fees and APCs are often beyond the reach of institutions operating under tight budgets.
- Limited Budgets for Research
Many African universities struggle with limited funding for research activities. Public funding for higher education is often insufficient, and private funding options are scarce. As a result, the costs associated with publishing—whether for subscriptions or APCs—are often prohibitively expensive, creating a significant barrier for African researchers and students. - Knowledge Gap and Inequities
Due to the high costs of accessing global academic research, many African universities face a knowledge gap. Students and researchers may find it difficult to keep up with the latest global developments in their fields, placing them at a disadvantage compared to their peers in wealthier countries. This disparity also affects the ability of African scholars to publish their own research, contributing to the underrepresentation of African perspectives in global academic conversations.
Alternative Approaches for African Universities
Despite these financial challenges, African universities are exploring alternative approaches to ensure greater accessibility to research and reduce the financial strain associated with traditional publishing models.
- Institutional Repositories and Open Access Platforms
One of the most effective strategies is the development and promotion of institutional repositories and open-access platforms. Many African universities are investing in repositories that allow their researchers to deposit their work for free public access. Platforms such as Africa Open Archives (AOA) and the Directory of Open Access Repositories (OpenDOAR) are playing a key role in this effort. These initiatives help mitigate the high costs of commercial publishing while ensuring that research is freely available to a wider audience. - Collaborative Publishing and Regional Journals
Collaborative publishing efforts and the support of regional journals are another promising approach. Many African institutions are pooling resources to support the creation and sustainability of regional academic journals that focus on topics relevant to the continent. Journals like the African Journal of Educational Studies in Mathematics and Sciences are examples of this approach. By collaborating on local publishing initiatives, African universities can produce high-quality journals that are both academically rigorous and financially sustainable. - Partnerships with Global Initiatives
Some African universities have entered into partnerships with global open-access initiatives such as the Open Access Scholarly Publishers Association (OASPA) and the Global Open Knowledge Hub. These collaborations often secure discounts on APCs or provide access to a larger pool of free or low-cost publications, alleviating some of the financial burdens faced by African institutions. - Advocacy for Systemic Change in Publishing
On a broader scale, African universities can advocate for reform within the global publishing industry. Initiatives such as Plan S, which calls for the mandatory open-access publishing of publicly funded research, are gaining traction worldwide. By participating in these global movements, African universities can push for changes that will make academic publishing more equitable and affordable.
Conclusion
Publishing agreements between academic institutions and publishers are critical in ensuring access to research for students and scholars. While these agreements offer significant benefits—such as expanded access to research and support for emerging scholars—they also come with substantial financial costs that can place a strain on university budgets.
For African universities, these costs present unique challenges, given their limited financial resources and the knowledge gap that exists between Africa and wealthier regions.
However, by adopting alternative publishing models, such as institutional repositories, regional journals, and partnerships with global initiatives, African universities can work towards more sustainable and accessible research dissemination practices.
Through continued advocacy for change in the global publishing landscape, African universities can reduce the barriers to academic access, ensuring that students and researchers across the continent can participate in and contribute to the global academic community.
