KOALA ("Konsortiale Open Access Lösungen aufbauen") was initially the name of a BMBF-funded project (2021–2023) that developed a consortial funding model for Diamond Open Access publishing. During this phase, the foundational KOALA model was conceptualized, and two pilot consortia were launched. Since 2023, the TIB Hannover has continued the initiative as a regular service under the KOALA name. More broadly, "KOALA" now refers to the underlying funding approach and serves as the umbrella term for various DOA consortia coordinated by institutions such as SLUB Dresden and the Specialized Information Service (FID) Media.

KOALA-AV ("Konsortiale Open Access Lösungen aufbauen, ausbauen und verankern") is the current follow-up project (2023–2025), which aims to expand and solidify the KOALA model. It focuses on improving participation conditions for journals, libraries, and other potential consortium leads, strengthening the KOALA community, and supporting the internationalization of the model.

In May 2025, two journal meet-ups brought together editorial teams from Open Access journals supported by KOALA. These events provided a valuable opportunity for participants to network, share experiences, and collaboratively reflect on their partnerships with KOALA. With KOALA-AV entering its final project phase, the meet-ups served as timely forums for evaluating current workflows, addressing ongoing challenges, and charting paths toward sustainable, cooperative publishing models.

The meet-ups’ primary aim was to encourage exchange among journals funded through KOALA and to strengthen the network of editorial teams working under a shared funding framework. Participants had the chance to voice their perspectives on collaborating with KOALA. Along these lines, they had the opportunity to discuss operational concerns, and to identify opportunities for improvement. At the same time, KOALA provided strategic feedback on how journals could optimize their approaches to institutional pledging and to improving communication processes.

A wide range of topics emerged over the course of the two sessions, covering both everyday management and larger strategic considerations: A central point of discussion was how journals can better support the pledging process through engagement with authors. Specifically, they explored how authors can serve as important multipliers within their academic environments regarding funding requests. This could include raising awareness of the KOALA initiative at their home institutions, initiating conversations with relevant departments or decision-makers, and advocating for institutional support. Their disciplinary credibility and personal affiliations can thus significantly strengthen outreach efforts and contribute to building a sustainable funding base.

This tied in with the topic of affiliation lists: Journals were encouraged to record in a detailed fashion which authors had published with them and which institutions these authors had been affiliated with. These lists serve as a valuable tool to identify potential funding institutions, allowing for more a targeted outreach by KOALA and by the journals themselves. Moreover KOALA elaborated on what kind of documentation the journals are expected to provide to show that they have made appropriate use of KOALA funding. Along these lines, questions about financial reporting and acceptable forms of evidence were addressed, emphasising clarity and consistency in documenting how the journals have used the funding.

Another major theme was the importance of clear internal structures within journal teams. Participants highlighted the need to establish clear responsibilities with regards to invoicing, communication, and reporting, and to ensure that KOALA always has current contact information. This tied in with many journals observing that in the past delays and miscommunication had often been traced back to unclear responsibilities, making this a recurring issue. Moreover, invoicing and financial management were identified as areas of both progress and challenge. Some journals reported having had difficulties with issuing invoices or dealing with VAT (Value Added Tax) due to limited financial expertise, while others appreciated KOALA’s flexibility and support in these matters. Some participants noted that having a functioning workflow for invoicing and reporting has been beneficial for both sides but also pointed to the need for more guidance in complex or unclear financial scenarios. Beyond that, timely decision-making and communication processes were emphasized as crucial for the funding process to run smoothly. Both KOALA and the journals acknowledged that delays in information-sharing could hinder institutional pledging cycles, which follow annual timelines in most libraries. Furthermore, there was a discussion about how to handle unspent funds. One journal expressed interest in being allowed to transfer unused funds into subsequent years. Here, KOALA clarified that while minor transfers are acceptable, funds should ideally be spent within the designated year to support consistent planning and accountability.

The sustainability of the KOALA model featured prominently in the meet-ups’ strategic discussions. Many participants reflected positively on KOALA’s role in supporting their journals, describing it as a “wonderful surprise,” “a godsend,” and even as the reason their journal could continue operating in the first place. The simplicity of the funding process, the efficiency of communication with KOALA-AV, and the clarity of cooperation agreements were frequently praised. Apart from that, KOALA’s minimum standards were seen as helpful to increase transparency and to improve editorial quality. At the same time, journals voiced concerns about the long-term availability of funding, particularly in light of limited institutional budgets and the growing number of initiatives seeking support under the KOALA umbrella. As pain points, the complexity of internal communication processes within editorial teams, frequent staff changes at KOALA, and a lack of timely updates on contact persons or new project phases were all mentioned. Furthermore, some considered the process for extending funding into a new financing period unclear, stating that this had created uncertainty for future-related planning steps. At the same time, the opportunity to connect with peers, exchanging best practices and learning from each other’s challenges, was highly valued.

KOALA-AV offered a series of recommendations aimed at improving collaboration and ensuring a more efficient workflow for all involved. The importance of aligning communication and planning with library acquisition cycles was emphasized: Since libraries often follow a set sequence—information acquisition, consultation, pledging, and accounting—journals need to respond in a timely and structured manner to ensure success. Along these lines, KOALA urged journals to play a more proactive role in supporting pledging by motivating their authors to contact their institutional libraries and by sharing up-to-date affiliation lists. These efforts can significantly improve the likelihood of acquiring funding successfully. Another key topic was transparency: Journals were advised to publish simple, publicly accessible statements on their use of KOALA funds—ideally on their websites—including the total amount of funding they had received, and a basic breakdown of how the funds are spent. This not only builds trust but also demonstrates accountability to institutions, authors and the wider Open Access community. Finally, KOALA emphasized the importance of managing annual funding effectively: While some transfer-related flexibility is allowed, KOALA’s general expectation is that funds are used within the allocated year, maintaining budgetary discipline and supporting clearer financial cycles.

Although KOALA-AV did formally conclude by the end of August 2025, the underlying KOALA service and model will continue to operate. KOALA now encompasses both the initial project phase (2021–2023) and the ongoing consortium approach to Open Access support. Looking ahead, the KOALA service hosted at TIB will remain active, particularly in the STEM disciplines, and is exploring ways to extend current funding bundles beyond the standard three-year cycle. At the same time, SLUB Dresden will continue its pilot efforts and provide support for participating journals. For subject areas not yet covered, solutions are being developed, including the transfer of funding responsibilities to two Specialized Information Services (Fachinformationsdienste). Currently, new pledging phases are in preparation to ensure a smooth transition into the next funding round. Besides that, KOALA plans to expand its coordination infrastructure to support more journals. It also pursues international partnerships to broaden its reach and impact.

The KOALA journal meet-ups highlighted the importance of dialogue, transparency, and mutual support in sustaining a community-driven Open Access infrastructure. While some challenges remain, the participants’ overall feedback was one of appreciation, collaboration, and determination. Through shared learning and collective problem-solving, KOALA and its partner journals continue to pave the way for a more equitable and sustainable publishing landscape.

Perspectives of the journals that participated in the meet-up:

Stork, K. (2025). KOALA & KOALA-AV: Advancing Consortial Open Access Models. open-access.network. doi.org/10.64395/n75kq-jjh19.