Purpose and guiding principles
AAAI recognizes that the ability to pay APCs varies widely across institutions, disciplines, and countries. The journal therefore maintains a waiver system to reduce barriers for authors who have limited funding, while preserving the integrity and sustainability of open access publishing.
The legacy waiver page states that waivers are considered on a case-to-case basis depending on author country classification and institutional funding constraints. In addition, the APC page clarifies that authors from countries listed by the World Bank as low income and lower-middle-income may be eligible for a fee waiver.
Separation from editorial decisions
Waiver review is an administrative process. Editors and reviewers assess manuscripts based on quality, ethics, and scope—not on the author’s ability to pay.
We aim to make the waiver process: Fair Transparent Consistent Fast Respectful
Eligibility for waivers and discounts
Waivers and discounts are intended for authors who have a genuine inability to pay and for authors who are based in countries where institutional research funding is limited. Eligibility is assessed using documented constraints and country classification, consistent with the journal’s legacy policy language.
| Country-based eligibility (World Bank classification) | Authors based in the World Bank list of low income and lower-middle-income countries are described on the APC page as eligible for a fee waiver. |
|---|---|
| Institutional funding constraints | The waiver page notes that some institutions have limited research funding and that the journal’s waiver system aims to ease payment in such cases. |
| Case-to-case assessment | Waivers are considered individually, depending on author country classification and circumstances. |
| Partial discounts (legacy references) | Legacy guidance includes partial waiver/discount concepts (e.g., discounting publishing cost for authors in underdeveloped countries or with limited institutional funding). |
Important: eligibility is based on the payer’s reality
If the payer is a funder or institution, their ability to pay may differ from the corresponding author’s personal situation. Provide the most accurate payer context when requesting a waiver.
When to request a waiver
AAAI’s APC page states that waiver/discount requests must be made at the time of manuscript submission. Legacy “Guide for Contributor” content similarly instructs authors to request a waiver during the submission process and indicates that waiver decisions are normally made during publication/processing.
Best practice: submit your waiver request when you submit your manuscript, not after acceptance.
Why: early requests allow the office to record eligibility and avoid delays between acceptance and publication readiness.
If you missed it: contact the editorial office immediately with the manuscript ID—late requests may require additional administrative review.
No fees for rejected articles
The APC page states there are no charges for rejected articles and no surcharges based on figures or supplementary data.
How to apply (step-by-step)
The legacy Waiver Policy page indicates that waiver decisions are made case-by-case and that requests relate to country classification and funding constraints.
The waiver workflow below modernizes that instruction into a practical and complete submission pathway while keeping the same intent.
Step 1: Include the waiver request at submission
- In your cover letter, include a short “Waiver Request” section.
- In the submission comments (if available), write:
Waiver requested at submission — see cover letter. - Ensure the corresponding author email is accurate for follow-up.
Step 2: Email the waiver application (recommended)
The waiver policy expects the application to be sent to the journal email and to include the manuscript number and the reason for the waiver request.
Use the following format:
| Subject line | AAAI Waiver Request — Manuscript ID: [ID] |
|---|---|
| Body (minimum) | Manuscript title; corresponding author; institution; country; manuscript ID; payer details; a brief explanation of inability to pay; request type (full waiver / partial discount). |
| Optional attachments | Letter from department head or finance office (if available), grant status statement, or institutional policy excerpt showing no APC support. |
Step 3: Provide evidence (what helps decisions)
Waivers are “case-to-case,” so concise evidence improves decision speed. Provide only what is necessary and avoid sending sensitive personal data.
- Country and institutional context (e.g., low-resource setting; limited APC budgets)
- Funding status (no grant / exhausted grant / funder does not cover APCs)
- Institutional policy (if the university/hospital does not reimburse APCs)
- Special issue role (if applicable: editor/guest editor discounts)
Privacy-first documentation
Do not send passports, bank statements, or unrelated personal financial documents. A short official letter or a simple funding statement is usually sufficient.
Decision process and expected timelines
The legacy contributor pages indicate that waiver decisions are typically made during the manuscript processing/publication process. In practice, AAAI can evaluate waiver eligibility at submission (administratively) and confirm it once the manuscript reaches the billing stage.
What the editorial office will check
- Whether the corresponding author (or payer) is based in a country eligible under the described classification approach
- Whether the explanation indicates genuine inability to pay
- Whether any applicable discount pathway applies (e.g., special issue editor/guest editor rules)
- Whether the request was made at submission, as stated in the APC guidance
How decisions are communicated
Waiver/discount decisions are communicated to the submitting author via email and recorded internally for billing. Keep that confirmation for institutional reimbursement and funder reporting.
Special Issue discounts and fee waivers
AAAI’s Special Issue FAQ indicates that discounts may be provided to Lead Guest Editors, Guest Editors, and deserving authors, and encourages authors with economic constraints to contact the journal management team. The “Guidelines for Special Issue” page provides more specific discount/waiver rules for special issue editorial roles.
| Special Issue Editors (first article) | Complete publication fee waiver on the first article if the Special Issue Editor is the corresponding author. |
|---|---|
| Special Issue Editors (subsequent articles) | Eligible for a 20% discount on publication fees for subsequent articles. |
| Editor-referred authors | If a Special Issue Editor refers an author, the referred author’s article may receive a 30% discount on publication fees. |
| Guest Editor (as corresponding author) | Guest Editor acting as corresponding author can avail a 20% discount. |
Best practice for Special Issue submissions
Identify your role (Lead Guest Editor / Guest Editor / referred author) in the cover letter and include the Special Issue title. This allows correct discount routing and avoids billing confusion.
Examples of waiver requests (realistic templates)
Use short, factual language. Strong requests are specific about the payer constraint and provide the minimum evidence needed.
Example 1: Country-based eligibility (World Bank low income / lower-middle-income)
“We request a fee waiver at submission. The corresponding author and payer institution are located in a country classified as low income/lower-middle-income under the World Bank list referenced in the journal APC policy. Our institution does not have an APC budget. We respectfully request a waiver so the work can be published open access.”
Example 2: No grant coverage (high-need clinical work)
“We request a partial waiver at submission due to lack of grant support and institutional APC restrictions. This clinical manuscript reports findings relevant to resource-limited asthma care. We can provide an institutional letter confirming APC non-coverage.”
Example 3: Special Issue Editor discount/waiver
“This manuscript is submitted to the [Special Issue title]. The corresponding author serves as Special Issue Editor and requests the applicable fee waiver/discount as per the Special Issue guidelines.”
Frequently asked questions
How do I know if my country qualifies?
AAAI’s APC policy states that authors based in World Bank low income and lower-middle-income countries are eligible for a fee waiver. If you are unsure, contact the editorial office with your country and institution and ask for an eligibility confirmation.
When should I request a waiver?
At the time of manuscript submission. This timing requirement is stated on the APC policy page and is also consistent with legacy contributor guidance.
Do I need to submit personal financial documents?
No. Provide a brief institutional/funding statement and, if available, a simple official letter. Avoid sending sensitive personal documents.
Is there a fee for rejected papers?
No. The APC page states there are no charges for rejected articles.
Do special issues have separate discount rules?
Yes. AAAI’s Special Issue guidance outlines discount/waiver rules for Special Issue Editors and Guest Editors and related referrals.
