Canadian research funding · Author checklist
Canada’s Tri-Agency open access policy: a journal submission checklist
For research supported by CIHR, NSERC or SSHRC, check the policy in force, the manuscript version you can share and the journal’s deposit terms before submitting.
Sources checked: · Current policy distinguished from proposed revisions
Is the revised immediate-open-access policy already in effect?
At the source check above, the Government of Canada’s open access hub still described the revised policy as forthcoming. It says release is anticipated in 2026, followed by a transition period before new requirements take effect. Do not treat the 2025 draft as an operative requirement simply because it appears in search results. Official policy hub and revision status.
Before acting on this guide, open that hub again. Save the policy version and effective dates that your research office confirms apply to your award. This is especially useful when an article spans a policy transition.
What does the published 2015 policy require?
Covered peer-reviewed journal publications must be freely accessible within 12 months of publication. The policy provides a journal route and a repository route using the final peer-reviewed manuscript. It applies to CIHR grants awarded from January 1, 2008 and NSERC/SSHRC grants awarded from May 1, 2015. Consult the full scope for your funding rather than applying the rule to every Canadian author. Tri-Agency policy: publication routes and implementation dates.
Do I have to pay for open access?
A repository route may be available without an author fee. Check the journal’s permission for the required manuscript version and release timing. A personal website alone does not replace the repository or journal route. The official FAQs also distinguish research grants from training and salary awards. Tri-Agency FAQs: scope, versions, costs and repositories.
Ask your library to identify a suitable repository and compare the actual agreement with the publisher’s public policy. Write down any discrepancy before signing.
Build a submission evidence sheet
This practical worksheet helps a librarian or coauthor see which questions remain unresolved. It is not an agency certification.
| Check | What to record |
|---|---|
| Award and policy | Agency, grant date, relevant policy version and research-office advice. |
| Journal identity | Exact title, ISSN, official website and publisher contact. |
| Sharing permission | Accepted manuscript or published version; the agreement paragraph allowing deposit. |
| Release plan | Repository or journal URL, publication date, release date and responsible coauthor. |
| Cost decision | Itemised quotation, confirmed budget and any available repository alternative. |
Attach the source pages or dated correspondence. A short written decision trail is easier to check later than a folder of unexplained screenshots.
Example: the publisher’s agreement has a longer embargo
Hypothetical case: a researcher checks the current policy with the library, then discovers that the agreement delays repository access beyond the applicable deadline. Send the exact clause to the library and request clarification from the publisher before submission. Discuss whether written permission, another available publication route or a different journal can resolve the conflict.
A policy mismatch is a specific problem to resolve; it does not by itself establish deceptive publishing. Separately examine editorial and peer-review evidence, journal identity and author-rights terms.
Can collaborators use the same checklist for every funder?
Start with all acknowledged awards, rather than the corresponding author’s country. The linked policies have different scope and timing tests. Share the complete funding list with your research office and record how the chosen route meets each applicable requirement.
For a funded collaboration, read the NIH public access checklist and UKRI open access checklist as relevant. For the wider journal decision, use our before-submission guide.