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Pursuing transparency: How research performing organizations in Germany collect data on publication costs

T0 review · 2 major / 5 minor · reviewed 2026-08-03 · deepseek-v4-flash

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Pith's one-line read This survey finds that German research institutions record publication costs only partially and mostly through non-binding workflows, despite viewing such data as important for the open access transition.

desk verdict Straightforward, transparent survey write-up whose main caveat is that the results already appeared in German; the variable response rates are a real but secondary limitation. read the letter →

arxiv 2601.08340 v2 pith:7QLQ555M submitted 2026-01-13 cs.DL

Dorothea Strecker , Heinz Pampel , Jonas Höfting This is my paper · ORCID
classification cs.DL
keywords openaccesstransformationpublicationcostscosttransparencyinformationbudgetresearchperformingorganizationsGermanysurveymonitoring
verification ladder T0 review T1 audit T2 compute T3 formal

The pith

A machine-rendered reading of the paper's core claim, the machinery that carries it, and where it could break.

The reading

The paper reports the first comprehensive survey of how German research-performing organizations record their publication costs. Based on 258 responses from 583 invited institutions, it claims that a majority record publication costs at least in part, but that procedures are often non-binding and data reliability varies sharply by funding source. Only about one in four institutions has a systematic overview of publication costs, and fewer than half of those have binding workflows. Although 80% of respondents call cost recording important for the open access transformation, only 59% of institutions with such data use it for strategic decisions. The paper concludes that the information budget concept, recommended for 2025, remains largely unrealized.

What carries the argument

The survey questionnaire itself is the key instrument, built around three loaded concepts: 'systematic overview of publication costs' (Question 3), 'binding workflows, procedures or instructions' (Question 14), and a funding-source reliability matrix (Question 20). These operationalizations let the authors measure transparency along two axes—whether data are collected at all, and whether collection is mandatory and reliable across different funding channels. The institution-type sampling frame and response-rate table carry the argument that the results approximate the German research landscape, despite uneven participation.

What would settle it

Compare survey answers against actual financial records for a random sample of both responding and non-responding institutions: if a substantial share of non-respondents or departmental finance offices turn out to have binding cost-recording workflows, the paper's conclusion that procedures are 'often non-binding' would not hold.

Watch

Extended reading notes

Core claim

The central empirical claim is that German research-performing organizations lack uniform, binding cost-transparency practices. As of 2024, 26.7% of surveyed institutions report having achieved a systematic overview of publication costs, and 43.8% say one is planned but not yet achieved. Among institutions with at least some overview, only 42.7% have binding workflows, while 38.8% have workflows without binding specifications. Reliability ratings are high for funds managed centrally—74.2% call them very reliable—but much lower for third-party funds acquired by research departments and for departmental budget funds. The paper also shows that 80% of respondents view collecting publication cost

Load-bearing premise

The survey assumes that the 258 responding institutions represent all 583 invited German research-performing organizations, and that a single respondent—most often a library staff member—can accurately report how costs are recorded across finance, research departments, and central administration.

Editorial extensions

If this is right

  • If the survey's estimates are correct, Germany's open access transformation is proceeding without a reliable national baseline for total publication expenditures.
  • Cost figures based only on centrally managed publication funds understate true spending because third-party and departmental funds are recorded far less reliably.
  • Most collected cost data are not yet feeding into strategic decisions, so the potential of transparency for reshaping publisher negotiations remains unrealized.
  • The 2025 information budget recommendation will not be met on a broad scale without stronger mandates or institutional support.
  • Integrating publication-output monitoring with cost monitoring could improve both, since output tracking is more advanced and can serve as a scaffold for cost data.

Reading between the lines

Editorial extensions of the paper, not claims the author makes directly.

  • Interpretation: the large gap between perceived importance (80%) and actual strategic use (59%) suggests that reported attitudes may overstate institutional commitment; testing actual behavior against survey answers would sharpen the picture.
  • Extrapolation: because response rates vary widely by institution type, non-response bias may be substantial; a quick audit of non-responding institutions' finance offices could shift the headline percentages.
  • Implication: pooled, centrally managed funding channels are where transparency is easiest; expanding such pooling, even before full information budgets exist, would directly improve data reliability.
  • Consequence: national or international cost-transparency aggregators will likely have incomplete data as long as departmental and third-party funds are not consistently captured at the source.
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Editorial analysis

A structured set of objections, weighed in public.

Desk editor's note, referee report, and a circularity audit.

Referee Report

2 major / 5 minor

Summary. The paper reports a 2024 survey of German research performing organizations (RPOs) on how they record publication costs. Among 583 invited institutions, 258 completed the questionnaire (44.3%). The authors describe their sampling frame, questionnaire development (including an 11-person pretest), field phase, and open-ended coding. Main findings: 26.7% of respondents report a systematic overview of publication costs already achieved (Q3), 42.7% of those with an overview have binding workflows (Q14), 59% use the collected data for strategic decisions (Q22), and 80% view cost recording as important for the open access transformation (Q23). The paper interprets these results as evidence that German RPOs lack uniform, binding cost-transparency workflows, while central publication funds are recorded more reliably than departmental or third-party funds (Q20). The anonymized data are deposited on Zenodo.

Significance. This is a well-documented empirical contribution to the open access cost-transparency debate. The survey is, to my knowledge, the first comprehensive attempt to map cost-recording workflows across all major German RPO types. The methodology is transparent: the mailing-list construction is described in detail, the questionnaire was pretested and is provided in an online appendix, the field phase is documented, and the data are openly deposited. The results, if generalizable, would be directly useful for science policy and for institutions considering information budgets. The main caveat is that the population-level generalizability of the unweighted percentages is not established, given strongly heterogeneous response rates and the reliance on a single respondent per institution.

major comments (2)
  1. [§2.5, Table 1; §3.2; §3.6; §3.8] The central descriptive claims (Q3: 26.7% systematic cost overview; Q14: 42.7% binding workflows; Q22: 59% strategic use) are reported as simple unweighted percentages. Table 1 shows response rates from 6.6% (Fraunhofer) to 78.4% (universities). The raw sample overrepresents universities (69/258 = 26.7%) relative to their population share (88/583 = 15.1%) and underrepresents Fraunhofer institutes (5/258 = 1.9% vs 76/583 = 13.0%). If cost-recording practices are correlated with institution type, these unweighted estimates may not generalize to 'RPOs in Germany.' §4.6 acknowledges variable response rates but does not provide design-weighted estimates or a non-response analysis; the 'maximum sampling error' of 4.56% (§2.5) assumes simple random sampling and is not directly applicable. Please add weighted estimates or a bounding exercise (e.g., worst-case assumptions for non-responders) and
  2. [§2.2; §2.4; §3.1; Q20 (Figure 7)] Single-respondent validity is a second load-bearing issue. §3.1 reports that 84.1% of respondents are library staff, and §2.2 prioritized open access officers, publication department staff, and library directors. Q20 asks about reliability of data collection for departmental and third-party funds; the 16.9–18.5% non-response on those sub-items suggests limited knowledge outside the library domain. Additionally, 91.9% of respondents are in DEAL contracts (§3.4), and the survey was promoted via DEAL mailing lists (§2.4), likely oversampling institutions already engaged with centralized cost workflows. The manuscript should discuss how single-respondent error and this selection channel could bias the reliability ratings and the Q3/Q14 distributions, and ideally validate a subset of responses against independent institution-level data.
minor comments (5)
  1. [§1.4] Typo: 'RPO’s' should be 'RPOs' in 'researchers at German RPO’s'.
  2. [Table 1] The 'Institutions on mailing list' column sums to 600 while 583 were invited; the text describes removals, but a brief note in the table caption would help readers understand the discrepancy.
  3. [§3.6] Q14 percentages (42.7%, 38.8%, 16.9%) are conditional on respondents who had at least a planned or achieved overview (n=178). A sentence clarifying the conditional denominator when these figures are cited in the abstract or discussion would prevent misinterpretation.
  4. [References] In the reference list, 'Haustein et al. (2024=' contains a typo ('2024=' should be '2024').
  5. [§3.7, Figure 6] The estimated number of publications with costs has a median of 35, a mean of 226.4, and a standard deviation of 407.6; consider reporting a trimmed mean or a log-scale visualization to reduce the impact of outliers.

Circularity Check

0 steps flagged · score 0.0 of 10

No significant circularity: descriptive survey study with no derivation chain that reduces to its own inputs.

full rationale

This paper is a descriptive survey report, not a derivation-based study. There is no fitted parameter, predictive model, or formal argument whose conclusion is equivalent to an input by construction. The headline findings (e.g., 26.7% of respondents report a systematic overview of publication costs, 42.7% report binding workflows) are direct tabulations of questionnaire responses. The survey does not assume its conclusions: question routing and filters are transparently stated, and the limitations section acknowledges variable response rates and possible question-order effects. The only self-references are citations to the authors' prior German-language publication of the same survey, the linked Zenodo dataset, and the OA Datenpraxis project description. These are disclosures of provenance and data availability, not load-bearing evidence that forces a result. The paper's claim to be the 'first comprehensive study' is a scope claim about prior literature, not a circular reduction. No self-citation chain, imported uniqueness theorem, or renamed empirical pattern is used to generate the findings. Therefore the appropriate verdict is no circularity, score 0.

Assumptions & free parameters 0 free parameters · 3 assumptions · 0 invented entities

The paper is a descriptive survey with no fitted model parameters or invented entities. Its claims depend on the sample being representative and on self-reports being accurate; both are only partially supported, as noted in the axioms above.

assumptions (3)
  • domain assumption Respondents' self-reports accurately reflect each institution's actual publication-cost recording practices
    All descriptive findings are based on a single informant per institution (84.1% library staff, §3.1); library staff may not know departmental or finance-office data flows.
  • domain assumption The mailing list of 583 institutions adequately operationalizes 'research performing organizations in Germany'
    Compiled from selected directories with manual exclusions (§2.2); coverage of Fraunhofer is weak (6.6% response, Table 1).
  • domain assumption The sample is not systematically biased by DEAL-affiliated promotion
    The survey was promoted via DEAL mailing lists (§2.4) and 91.9% of respondents are in DEAL contracts (§3.4), suggesting possible over-representation of institutions engaged with transformative agreements.

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Cite this review

Pith. "Pith review of Pursuing transparency: How research performing organizations in Germany collect data on publication costs." pith.science (2026). https://pith.science/paper/7QLQ555M

@misc{pith2026260108340,
  author       = {Pith},
  title        = {Pith review of: Pursuing transparency: How research performing organizations in Germany collect data on publication costs},
  year         = {2026},
  howpublished = {\url{https://pith.science/paper/7QLQ555M}},
  note         = {Machine review of arXiv:2601.08340}
}
read the original abstract

This article presents the results of a survey conducted in 2024 among research performing organizations (RPOs) in Germany on how they collect data on publication costs. Of the 583 invitees, 258 (44.3%) completed the questionnaire. This survey is the first comprehensive study on the recording of publication costs at RPOs in Germany. The results show that the majority of surveyed RPOs recorded publication costs at least in part. However, procedures in this regard were often non-binding. Respondents' ratings of the reliability of the collection of data on publication costs varied by the source of publication funding. Eighty percent of respondents rated the contribution of collecting data on publication costs to shaping the open access transformation as "very important" or "important." Yet, these data were used as a basis for strategic decisions in only 59% of the surveyed RPOs. Moreover, most respondents considered the implementation of an information budget at their institutions by 2025 unlikely. We discuss the implications of these findings for the open access transformation.

Figures

Figures reproduced from arXiv: 2601.08340 by the authors.

Figure 1
Figure 1. Locations of institutions on the mailing list by institution type. 13 https://ror.org/about/ [PITH_FULL_IMAGE:figures/full_fig_p012_1.png] view at source ↗
Figure 3
Figure 3. Extent of coverage of members’ publication costs requirements by publication funds. Questions 9 and 10 were administered only if respondents answered “No, but this is planned” or “No, this is not planned” to Question 5 (“Can publication costs at your institution be paid fully or partially by a publication fund?”). Responses to Question 9, “What funds are used to pay publication costs at your institution?” (n = 46), … view at source ↗
Figure 4
Figure 4. Assessment of (1) problem awareness of and (2) support from management for the recording of publication costs. Asked to what extent they agreed with the statement in sub-question 13.1, “The leadership of the institution has a keen awareness of the problem of recording publication costs,” 23.1% of respondents (n = 56) selected “agree,” 21.1% (n = 51) “strongly agree,” 19.4% (n = 47) “undecided,” 13.6% (n = 33) “disag… view at source ↗
Figures from the paper (6 more)
Figure 5
Figure 5. Figure 5: Recording of publication costs. Question 16, “How many publications by members of your institution do you estimate have incurred publication costs charged to your institution in 2023?” (n = 123), was an open￾ended question. Respondents provided estimates ranging from 1…
Figure 6
Figure 6. Figure 6: Estimated number of publications incurring publication costs charged to the institution in 2023. 3.7 Workflows – Practice Questions 17 to 21 on the specific design of workflows for recording publication costs. These questions were administered only to those respondents…
Figure 7
Figure 7. Figure 7: Assessment of the reliability of the recording of data on publication costs financed from (1) funds managed by a central service unit, (2) third-party funds raised by research and teaching, and (3) institutional budget funds allocated to research and teaching. Respondi…
Figure 8
Figure 8. Figure 8: Continuous recording of publication costs during the reporting year. 3.8 Contribution to the Open Access Transformation Questions 22 to 24 of the questionnaire addressed the perceived contribution of recording publication costs to the open access transformation overall…
Figure 9
Figure 9. Figure 9: Assessment of the contribution of recording publication costs to shaping the open access transformation [PITH_FULL_IMAGE:figures/full_fig_p029_9.png]
Figure 10
Figure 10. Figure 10: Assessment of the likelihood of the implementation of an information budget by 2025. 4. DISCUSSION The fragmentation and obfuscation of financial flows in the context of academic publishing outlined in the Introduction poses a challenge to RPOs. Library budgets are no…

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Pith tools

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