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International Network for the Availability of Scientific Publications

Guide to managing and publishing a journal on the LAMJOL

Document Notes

Author Sioux Cumming, INASP

Date October 2010

Summary These notes are intended as a guide to managing and publishing a journal using the JOL system

The guidelines may be updated at any time

If any users find any errors, or would like to make any suggestions for improvements, please send these to [email protected]

Your username: ...........................................................................................

Your password: ............................................................................................

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© 2010 International Network for the Availability of Scientific Publications (INASP) Author: INASP First published 2010 The INASP mission is to enable worldwide access to information, and we therefore welcome re-use of our materials for non-commercial purposes. Please always credit INASP when you download and use our materials. We publish under the Creative Commons Attribution-Non-Commercial-ShareAlike Licence

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Contents

Chapter 1: The structure of the JOL .......................................................... 5 1. User types and access levels..................................................... 6 2. What is in/on the JOLS............................................................... 9

Chapter 2: Journal Administration - log on instructions..............10 1. Introduction............................................................................... 11 2. How to log in............................................................................. 11 3. Journal administration .............................................................. 12

Chapter 3: Journal Setup ................................................................13 1. Introduction............................................................................... 14 2. Journal Management................................................................ 14 3. Setup 1 – Getting down the details .......................................... 18 4. Setup 2 – Journal policies ........................................................ 20 5. Setup 3 – Guiding submissions................................................ 21 6. Setup 4 – Managing the journal ............................................... 22 7. Setup 5 – Customising the look ............................................... 23 8. Finishing and checking............................................................. 24 9. Pictures..................................................................................... 24

Chapter 4: Managing an online journal..........................................25 1. Workflow for an online journal.................................................. 26 Chapter 5: Submitting new articles ................................................27 1. Introduction............................................................................... 28 2. Submitting articles .................................................................... 28 3. Step 1: Starting a submission .................................................. 28 4. Step 2: Enter metadata ............................................................ 29 5. Step 3: Uploading the submission............................................ 32 6. Step 4: Supplementary files ..................................................... 32 7. Step 5: Confirming the submission .......................................... 33 8. Step 6: Completion of the submission...................................... 33 9. Step 6: Completion of the submission if you have an Author/Editor role ..................................................................... 33 10. How to add the next article....................................................... 34 11. Tracking the status of a submission......................................... 35

Chapter 6: Editing submitted articles ............................................37 1. Introduction............................................................................... 38 2. To access the metadata........................................................... 38 3. To delete an article................................................................... 39 4. Caution ..................................................................................... 39

Chapter 7: The peer review process ..............................................40 1. Editor role ................................................................................. 41 2. Copyeditor role ......................................................................... 49 3. Layout Editor role ..................................................................... 50 4. Proofreader role ....................................................................... 52 5. Reviewer role ........................................................................... 53

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Chapter 8: Publishing an issue on the JOL................................... 56 1. Introduction ...............................................................................57 2. Basic steps to publishing an issue............................................57 3. Creating a new issue ................................................................57 4. Changing issue numbers..........................................................58 5. Digital Object Identifiers............................................................59 6. Removal of PDF files ................................................................59 7. Replacing a PDF file .................................................................60 8. Table of contents ......................................................................62 9. Publishing the issue..................................................................63 10. Notifying registered readers of the journal................................63 11. To delete an issue ....................................................................63

Chapter 9: Good Practice – JOLS and online publishing ............ 64 1. Introduction ...............................................................................65 2. Content .....................................................................................65 3. The homepage..........................................................................66 4. Individual data protection – registered users............................66 5 Timeliness.................................................................................67 6. File sizes...................................................................................67 7. Layout .......................................................................................67 8. Viruses......................................................................................67 9. Bad – unacceptable – practice .................................................67

Chapter 10: HTML Codes.................................................................. 68 1. Introduction ...............................................................................69 2. Text format bar .........................................................................69 2. To format characters.................................................................69 3. To add special characters.........................................................70 4. To add layout instructions.........................................................70

Chapter 11: Troubleshooting............................................................ 71 1. Introduction ...............................................................................72 2. Display problems ......................................................................72 3. Adding and editing problems ....................................................72 4. Internet problems......................................................................74 5. General problems .....................................................................74

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Guide to managing and publishing a journal on LAMJOL

Chapter 1: The structure of the JOL

Document Notes Author Sioux Cumming Date October 2010 Summary An overview of JOL structure

Contents

1. User types and access levels ............................................................6 1.1 Types of users ............................................................................6 1.2 Readers / Public access .............................................................6 1.3 Authors........................................................................................6 1.4 Reviewer.....................................................................................7 1.5 Copyeditor ..................................................................................7 1.6 Layout Editor...............................................................................7 1.7 Proofreader.................................................................................7 1.8 Section Editor .............................................................................8 1.9 Editor...........................................................................................8 1.10 Journal Manager.........................................................................8 1.11 Site Administrator .......................................................................8

2. What is in/on the JOLs .......................................................................9 2.1 “Static” pages..............................................................................9 2.2 User profile pages.......................................................................9 2.3 Journal pages .............................................................................9 2.4 Management pages ....................................................................9

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1. User types and access levels

1.1 Types of Users There are various roles within the JOL system. Each has a different level of access within the system. They are listed below from the lowest level of access, to the highest level of access • Readers • Authors • Reviewers • Copyeditors • Proofreaders • Layout Editors • Section Editors • Editors • Journal Managers • Site Administrator

1.2 Readers / Public access Casual users/researchers and registered users/researchers

1.2.1 What they can do • Browse the web pages • Register their details for particular journals and sign up for email alerts • Search within one journal, or over the entire JOL website, or within the PKP harvester * • Use the research support tools provided against each abstract • View the full text of an article

1.2.2 How they log in • Simply open the website – http://www.vjol.info OR http://www.nepjol.info, or bookmark

individual journal homepages • Use the Register screen to sign in for a particular journal

1.2.3 How they log out

Either close the website, or click on log out on the right hand side

1.2.4 What are the benefits of registration • Name and address recognition • Ability to sign up for email alerts from all the journals • Ability to email authors • Can be assigned other roles on the journal

1.3 Authors Any registered user (see Section 1.2.4) can be an author of a journal for which they have registered

1.3.1 What can they do • Do all the same activities as a Reader • Submit their papers online and the peer review process will be conducted online (when

implemented)

* The PKP Open Archives Harvester is a free metadata indexing system developed by the Public Knowledge Project to expand and improve access to research. The PKP OAI Harvester creates a searchable index of the metadata from Open Archives Initiative-compliant archives See http://pkp.sfu.ca/?q=harvester.

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1.3.2 How they log in • Open the website • Fill in username and password and click log in • Select the Author role for their selected journals

1.3.3 How they log out

Either close the website, or click on log out on the right hand side

1.4 Reviewer Any registered user (see Section 1.2.4) can be an reviewer of a journal for which they have registered

1.4.1 What can they do • Do all the same activities as a Reader • Review papers online (or by email) when requested to do so by either the Section Editor or

the Editor

1.4.2 How they log in and out • As for Authors but select the Reviewer role

1.5 Copyeditors Any registered user (see Section 1.2.4) can be given rights by the Journal Manager to become a Copyeditor of a journal for which they have registered

1.5.1 What they can do • Do all the same activities as a Reader • Copyedit submissions sent to them by the Section Editor

1.5.2 How they log in and out • As for Authors but select the Copyeditor role

1.6 Layout Editor Any registered user (see Section 1.2.4) can be given rights by the Journal Manager to become a Layout Editor of a journal for which they have registered

1.6.1 What they can do • Do all the same activities as a Reader • Layout the submissions sent to them by the Section Editor according to the style of the

journal

1.6.2 How they log in and out • As for Authors but select the Layout Editor role

1.7 Proofreaders Any registered user (see Section 1.2.4) can be given rights by the Journal Manager to become a Proofreader of a journal for which they have registered

1.7.1 What they can do • Do all the same activities as a Reader • Proofread the submissions sent to them by the Editor or Section Editor according to the style

of the journal

1.7.2 How they log in and out • As for Authors but select the Proofreader role

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1.8 Section Editor Any registered user (see Section 1.2.4) can be given rights by the Journal Manager to become a Section Editor of a journal for which they have registered

1.8.1 What they can do • Do all the same activities as a Reader • Supervise the peer review process for the section to which they have been assigned (when

implemented)

1.8.2 How they log in and out • As for Authors but select the Section Editor role

1.9 Editor Any registered user (see Section 1.2.4) can be given rights by the Journal Manager to become an Editor of a journal for which they have registered

1.9.1 What they can do • The same activities as Readers • Edit existing data on their own journal(s) • Supervise the online submission process (when implemented) • Create new issues • Send email alerts • Publish issues

1.9.2 How they log in and out • As for Authors but select the Editor role

1.10 Journal Manager Any registered user who has been given rights by the Site Administrator to manage specific journal(s)

1.10.1 What they can do • The same activities as Readers • Assigns Readers to the role of Copyeditor, Layout Editor, Proofreader, Section Editor or

Editor • Create new journal sections • Create, edit and remove users • Edit/update the journal homepage and other journal information • Change the standard emails • View statistics relating to their own journal(s) • View users registered to receive email alerts to their own journal(s) • Export article metadata to CrossRef for allocation of DOIs

1.10.2 How they log in • As for Authors but select the Journal Manager role

1.11 Site Administrator The overall manager of the JOLs (currently INASP)

1.11.1 What they can do • The same activities as Readers • Manage the settings and appearance of the site • Accept and load new journals onto the JOL • Remove journals from the JOL • Request changes to the website and report problems to the web manager • View statistics for the entire website • Appoint Journal Managers

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1.11.2 How they log in and log out • As for the Journal Manager but select the Site Administrator role

2. What is in/on the JOLs

2.1 "Static" pages • The JOL homepage listing all the journals • About the JOL • How to register • Search screen

2.2 User profile pages • A page for everyone who is registered on the system (Reader, Editor, Journal Manager, or

Site Administrator), listing details (name, email, passwords, etc.) – accessible only by the individual, and the Site Administrator

2.3 Journal pages • Journal homepage

◊ Image of journal ◊ Short descriptive text ◊ Contents of the most recent issue

• Previous issues are listed under Archive Issues • For each issue, a page of contents, with links to the abstracts, and the PDF of the full text if it

is available • For each article

◊ an abstract page with the Title/authors/abstract, Research Support Tool, link to full text if available

• Journal "Static" pages ◊ Contact details ◊ About the journal (including author guidelines, etc.)

• Search (to search within the selected journal)

2.4 Management pages • Various pages for managing the JOL which have different content depending on the level of

access. (See Chapter 2, Section 3 Journal administration)

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Chapter 2: Journal Administration – log on instructions

Document Notes

Author Sioux Cumming Date October 2010 Summary Instructions on how to log in, and options available

Contents

1 Introduction....................................................................................... 11

2 How to log in ..................................................................................... 11

3 Journal administration..................................................................... 12

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1. Introduction

During this workshop, you will be working on a test site which is NOT the real JOL assigned several different roles on your journal

2. How to log in • Open http://www.lamjol.info • Select the journal given to you at the workshop • Find your username and password from the list which will be supplied in the workshop • Fill in your username and password in the login boxes on the right, and click Log in button • You will be able to see the roles which are available to you for the journal you registered for

To log in either register or fill in your username and password

Tip: once you are logged in, you can move out of the "Administration" area to the "browse" area using the "Home" links at the top of the screen – you can return to the Administration area by clicking on the “My Journals” button

These are the roles a User has been allocated for this journal – they control the tasks the user can perform

User “admin” is logged in

User can register for other journals

User can edit their profile, sign up for email alerts and change their password

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3. Journal administration

This is the main index page for working on a journal. You need select the role appropriate for the task that you wish to undertake—not all roles will be available to you

• Site Administrator: this allows you to create a new journal and manage all the administrative users on the system

• Journal Manager: this allows you to edit the information about the journal – homepage, contact information, etc. and to review the journal statistics. It allows you to create and view users of the system

• Editor: this allows you to create new issues, review the status of articles with regard to publication and to allocate articles to issues, and to edit issues. You can also send email alerts when an issue is published

• Section Editor: this allows you review the status of articles and edit articles in the section to you have been allocated (by the Editor)

• Layout Editor: this allows you to transform the final copyedited manuscript into the housestyle of the journal and save it in various file formats as the galley proofs required for the web

• Proofreader: this allows you to read through the final galley proofs to identify any final errors

• Author: this allows you to submit new articles and to list the articles that you have already been submitted

• Subscription Manager: this allows you to manage the subscriptions to the journal if this facility is enabled

This page also allows you to Log out, change your password and to go to the JOL homepage list of journals (Home in top menu), and to search your journal content

Note: Some users will only have access in one of these roles - e.g. they may only be an author

All possible roles—not available to all users

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Chapter 3: Journal Management

Document Notes Author Sioux Cumming Date October 2010 Summary Instructions for Journal Managers on how to set up journal information –

journal "static" pages – on the JOLs

Contents

1. Introduction .......................................................................................14

2. Journal Management ........................................................................14 2.1 Journal Sections .......................................................................14 2.2 Masthead ..................................................................................15 2.3 Reading Tools...........................................................................16 2.4 Journal Setup............................................................................17

3. Setup 1 – Getting down the details .................................................18

4. Setup 2 – Journal policies................................................................20

5. Setup 3 – Guiding submissions ......................................................21

6. Setup 4 – Managing the journal.......................................................22

7. Setup 5 – Customising the look ......................................................23

8. Finishing and checking....................................................................24

9. Pictures..............................................................................................24

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1. Introduction

It is not possible to edit any articles without logging on, and you can only edit the journals where you are authorised to do so. To work on Journal Management, you must be able to select the role of a Journal Manager

The Journal Manager sees to all aspects of Journal Management, in consultation with the Editors, including setting up and configuring the journal system, enrolling users in the various roles needed to run the journal, setting up the various Sections of the journal, and many other managerial tasks. The management of the journal can be changed at any time as the circumstances of the journal change

2. Journal Management

2.1 Journal Sections The Journal Manager is able to create different sections within the journal in Journal Sections, under Journal Management. A journal might typically include such sections as Articles, Book Reviews, Research Notes, Clinical Applications, Commentary, Editorial, etc. To create a new section, click on Create Section

Sections may be presented in different formats or layout design within the journal. The Table of Contents, which the Editor arranges for each issue, will be divided into the Sections that have been created here, although if there is no content for a particular Section in a given issue, the Section will not appear in the Table of Contents

Creating a Section policy. In setting up a Section, the Journal Manager should enter a brief Policy Statement for the Section, which will be made available to authors and readers in About the Journal under Section Policies. The statement should describe the scope of the Section and type of submissions sought.

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It should include information on whether submissions to the section are peer reviewed and indexed, whether the Section is open or restricted to invited work (or to Editors), the desired length for the articles, etc.

Indexing the contents of a Section. Items in a section should be indexed if they contribute to the literature (which is not the case, for example, with a section devoted to conference announcements or job notices). The indexing option will enable authors to enter the relevant metadata for indexing the items which they submit. The metadata will be made available to research search engines that adhere to the Open Archives Initiative Metadata Harvesting Protocol and to other indexing services once the item has been published. Items in Sections that are indexed will also have their authors added to the Author List on the Search page and will be accompanied by the Reading Tools selected by the Journal Manager for this journal

Enabling or disabling abstracts. Some sections, such as Book Reviews, will not require abstracts; this option allows the Journal Manager to disable abstracts for the section. When abstracts are disabled, they will not be requested in the article submission process, or displayed in the Table of Contents

Configuring item identification. When presenting metadata to viewers or to external systems (e.g. via OAI harvesting), the item's type must be identified. For example, an item could be a peer-reviewed article, non-refereed article, invited article, etc.

Restricting the contents of a Section. The Restrictions box should be checked for Sections of the journal (such as Editorials or Interviews) that are not open to author submissions in an unrestricted way. Restricted submissions must come from the editors or are invited. Such a section can only be submitted to by authors who are also registered as Editors or Section Editors

Hiding the section title in the Table of Contents. It may be desirable to solicit submissions for a section and/or organize published articles into a section but hide the name of the section when presenting it to readers

About. You may wish to remove information about this section from appearing in About the Journal. This is useful if, for instance, you have a Journal Section that only updates very occasionally, or an errata section

If Section Editors are to be used, the Journal Manager is able to specify Section Editors who may be assigned to see through the editorial process those submissions that have been submitted to the Section.

2.2 Masthead There are two methods the Journal Manager can use to define the Masthead for the journal, which appears in the Editorial Team page under About the Journal: using assigned editorial roles, and creating custom editorial team titles

Generating The Editorial Team Using Assigned Editorial Roles

When this option is selected, the Editorial Team information in About the Journal will be automatically generated using the editorial roles defined in the Journal Manager's Roles pages. Users registered as Editors, Section Editors, Layout Editors, Copyeditors, and Proofreaders will be listed. This option should not be used until the full peer-review process is used

Available Section Editors can be added to a section

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Generating The Editorial Team Using Custom Editorial Team Titles

If a Journal Manager wishes to have more control over the information presented in the Editorial Team page under About the Journal, they can enable this option from the Masthead page (see Journal Management). When this option is enabled, the various titles created under the Masthead page will be used to generate public Editorial Team information as well as information about other people related to the journal, if desired. If not titles are created, the Editorial Team will be left blank. Use this option until the peer-review process is used

2.3 Reading tools The Journal Manager can select one or all of the optional links. These links will appear as part of the set of tools, in a frame to the right of the screen for all items in sections of the journal that are indexed (e.g., Articles and not Conference Announcements). The Journal Manager can also select a discipline- or area-based set of Reading Tools, shown as Related Items to be displayed The Journal Manager can examine, edit, delete or add to the tools in each Related Items set by going to Related Item Sets, under Reading Tools

The same set of Reading Tools appears with every item in the indexed sections of the journal. However, the Reading Tools use the indexing terms provided by the author to ensure that the materials found in the databases provided are relevant. The Journal Manager can change the selected Reading Tools at any point

Use this option until full peer-review process is used

Select the items which will appear to the right of the browser screen

Select a discipline-based set of reading tools

Enable the reading tools by clicking in the check box

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2.4 Journal Set up The Journal Setup section captures the "static" information about the journal – i.e. the information about its aims and scope, the contact details, instructions for authors, etc.

When a journal is added to the JOL it requires the setup to be done immediately (even if there is no article content). This can only be done by the Journal Manager

The Journal Setup can be edited at any point, to update details, or change the "notices" on your own homepage. It is very important that the information given about the journal is kept up-to-date, in particular contact details

The Journal Setup screens contain some boxes for which you will not have any information so there is no a need to fill in every box within these pages – however mandatory information and recommended information is indicated

There are five stages to the Setup and each of them will be summarised over the next few pages

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Heading Notes

1.1 General Information

Journal Title * The journal title in full (as it has already been created by the Site Manager)

Journal Initials * When the journal is originally set up by the Site Manager, the journal initials will be input – these are used as a shortcut code by the database – e.g. http://www.lamjol.info/index.php/ENCUENTRO

DO NOT edit this field – if you do edit it, it does not update the shortcut code, and will no longer find the journal from the shortcut as it cannot match within the database

Journal Abbreviation A shortened version of the title e.g. J. Inst. Agric. Sci. This must be entered (even if it is just the journal initials) so that the CrossRef export will work

Print ISSN You should have an ISSN for your title. The ISSN (International Standard Serial Number) is an eight-digit number which identifies periodical publications as such, including electronic serials. It is managed by a world wide network of National Centres coordinated by an International Centre based in Paris, backed by Unesco and the French Government. A number can be obtained from the ISSN web site www.issn.org. This can be done at any point in operating the journal

Online ISSN All online journals should have their own separate ISSN

DOI Prefix The DOI (Digital Object Identifier) Prefix is assigned by CrossRef www.crossref.org and is in the format 10.xxxx. There will be one prefix for all the journals on AJOL.

Mailing Address This is the journal’s physical location and mailing address

1.2 Principal Contact Name * Title Affiliation Email * Phone Fax Mailing address

Only one person is permitted here: Name: required Title: Editor in Chief, Executive Editor Not required, but desirable Email MUST be entered – only one Not required, but desirable Not required, but desirable Not required, especially if it is the same as the mailing address above

3. Setup 1 - Getting down the details

• On this page enter the following data: (NB anything with an * is required)

• Use capitals and lower case as you want them to display on the page

• Some items do not display, but may be useful to record on the database – use your own judgement

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When you have added this information, click on the Save and continue button at the foot to save the information. You will then be given a screen saying that the data has been updated correctly. To continue with the setup, click on the Next Step link on the screen. If you want to change anything on the previous page you can return to it by clicking Previous Step

Tip: if you do not click on Save and continue, when you move to another screen all the information you have entered will be lost

Tip: When you copy information from a Word document into a text box, click the ‘Paste from Word icon’ so that the formatting becomes consistent with the fonts used on the website

1.5 Publisher This will appear in About the Journal

Note Use the Note field to insert any text you wish to display against the publisher—for example “This journal is published out of the Faculty of Science at …”

Institution Insert the name of the organisation publishing the journal. This must be entered so that the CrossRef export will work

URL If the publisher has one, insert the full URL to make it a link

1.6 Sponsoring Organisations The name of the organisations (e.g. scholarly associations, university departments, cooperatives, etc.) sponsoring the journal will appear in About the Journal and may be accompanied by a note of acknowledgement. More than one can be added

1.7 Sources of Support Optional, but useful to acknowledge financial support provided to the journal

1.8 Search Engine Indexing

Description Keywords

Optional but recommended to help the journal indexing when other organisations use the JOL to locate data

In the Description box, use the journal title

In the Keywords box, provide 4 or 5 keywords that describe the journal content – use nouns (e.g. agriculture) and not verbs (e.g. agricultural). Separate each keyword with a semi-colon

1.4 Email Identification You should not need to edit these fields. They refer to the automated emails sent by the system on behalf of the journal

1.3 Technical Support Contact This person will be listed on the journal's Contact page for the use of editors, authors, and reviewers, and should have experience working through the system from the perspective of all of its roles. As this journal system requires very little technical support, this should be seen as a part-time assignment. There may be occasions, for example, when authors and reviewers have difficulties with the instructions or file formats, or there's a need to ensure that the journal is regularly backed up on the server

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4. Setup 2 - Journal policies

2.1 Focus and Scope of Journal Enter whatever text you would like to display

Tip: this is very important information as it describes the mission of the journal and is one of the first things that new authors and readers will look for

2.2 Peer Review If you are going to use the online peer review system, then information needs to be inserted in these sections

Review Policy Outline the journal's peer review policy and processes for readers and authors, including the number of reviewers typically used in reviewing a submission, the criteria by which reviewers are asked to judge submissions, typical time taken to conduct the reviews, and the principles for recruiting reviewers. This will appear in About the Journal

Review Guidelines The Review Guidelines provide reviewers with criteria for judging a submission's suitability for publication in the journal, as well as any special instructions for preparing an effective and helpful review

Review Process and Options The Editorial Board of the journal should decide the process they wish to follow in the review process. This section allows you to choose the best method of peer-review for your journal. By default, the standard review process is selected and is recommended, but you may prefer to bypass this internal OJS process and rely on email attachments

Review Options The JOL allows for the configuration of a number of review options, including how long reviewers have to complete their review, automated emails to reviewers, use a rating system for reviewers (visible only to the editors), and setting up one-click access for reviewers

One-click access allows editors to send reviewers an email message with a secured URL, taking them directly to the appropriate section of the JOL, without the need to create an account or login. This option was created to reduce any technical barriers to reviewer participation

2.3 Privacy Statement The privacy statement tells users what use you intend to make of their contact details and it is important that contact details are used ethically

We recommend that you use the text provided

2.4 Editor Decision When selected, any emails sent to the Author will also be sent to the email addresses of all the co-authors. This should only be selected if the emails for co-authors are different from that of the principal author

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When you have added this information, click on the Save and continue button at the foot to save the information. You will then be given a screen saying that the data has been updated correctly. To continue with the setup, click on the Next Step link on the screen

5. Setup 3 – Guiding submissions

2.5 Add Item to appear in “About the Journal”

Sometimes you may have additional information about the journal that you want to display – for example information about the association who publish the journal, or perhaps a list of the editorial board members – to add anything, give it a title (e.g. Editorial Board) and insert the text into the content box. You can add as many additional items as you wish

2.6 Journal Archiving Not necessary because the whole service will be backed up

2.7 Potential Reviewer Database A link can be inserted to a database of potential reviewers. This link will appear on the page where reviewers are selected by the Editor

3.1 Author Guidelines These can be as long as you require (longer than the box appears to hold). You can cut-and-paste from a Word file, but you should use the Paste from Word button below the text box so that the text consistent with the website

Submission Preparation Checklist Authors must confirm that they have complied with each of these items before the can submit any article to the journal. The checklist appears on the first page of the Author Submission process. The content of the items can be edited and items can be added or removed

3.2 Copyright Notice It is important that you state who owns copyright for anything published within the journal – the journal, the publisher, the association, etc.

3.4 For Authors to Index Their Work Carefully selecting the most appropriate disciplines, classification system and keywords will enhance the ability of others to find your articles

In the JOL, authors index their own submissions, but this information can be changed by the editors prior to publication

At the very least, you should select Keywords, but preferably you should check each of these items. The text you insert here should be in the same format as the examples given, but should include examples relevant to your journal. These are the examples which submitting authors will see

3.4 Register Journal for Indexing The JOL service is already registered

3.5 Notification of Author Submission Optional

3.3 Competing Interests This section is for Biomedical journals which require their authors and reviewers to declare if they have competing interests. You can make authors and/or reviewers file a competing interest statement. Guidelines can be submitted in the textbox

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6. Setup 4 – Managing the journal

4.1 Security Settings Open Access Policy

At this time all journals will be using open access, so the default should be left User Registration: This controls the amount of access users will have to the site. For the editorial process to take place online, enable users to register as Readers, Authors and Reviewers

Site Access: In order to collect information about the users of the site, you might want to make users register before they can view the journals. The default is to allow uncontrolled access but this means that you do not know anything about the users of the site

Article Access: Decide whether you want users to register before they can access the full text of articles. You might want to allow open access to the site, but require registration for articles

Reader Comments: Decide whether you want readers to be able to post comments, and if so, the conditions required

Logging and Auditing: Submission event logging and email logging should both be enabled so that a record is kept of all actions on a submission during the editorial process

4.2 Publication Scheduling The statement about the expected frequency of publication will appear in About the Journal

Format The default is Volume, issue and year, but you can select whichever is appropriate

Starting Point and Frequency This is the first issue that you publish on the JOL (it may not be the first issue that you have published, but it is where the available issues on the JOL will start their numbering). Earlier issues can be included later on by using Create Issue and typing in the correct issue and year

4.3 Identification of Journal Content

Unique Identifier

The unique identifier will be used when the system is registered with CrossRef and the articles will each have a (Digital Object Identifier) DOI

Page Number Option This should be checked so that the page number will appear on the table of contents

4.4 Announcements When this is enabled, it will add an item to the top menu bar of the journal. You can use it to make announcements about changes to the journal, or use it for your community to communicate activities and events

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When you have added this information, click on the Save and continue button at the foot to save the information. You will then be given a screen saying that the data has been updated correctly. To continue with the setup, click on the Next Step link on the screen

7. Setup 5 – Customising the look

5.1 Journal Homepage Title

Title and Logo Image If your journal has a small logo that you want to appear on the top of the page in the coloured bar - add it here

5.2 Homepage Content Enter the text you want to appear on your homepage – our suggestions are:

A short description of the journal

Any “news” about the journal (e.g. new editor, etc)

Add an image or graphic file to the middle of the page

Select an illustration of your cover to insert here – click the Browse button. This will display your own files, click Open in the dialogue box when you have selected the file). The click on the Upload button

Tip: you can only upload either jpg or gif files – and ensure that they are small files sizes – the larger they are, the slower it will be to load them – both for you and also for users of the website

Tip: see Section 9: Pictures

When you have uploaded the file, a small thumbnail image of your illustration will appear

To change the illustration, click in the box next to the delete existing picture, and the image will be removed. Then select a new illustration as instructed above

Tip: sometimes the thumbnail image does not change when you upload a new illustration – you may need to refresh the page by clicking the refresh button in the browser bar

Insert a description of the image into the Alternate text box e.g. Cover of ENCUENTRO

Click the check box to have the contents of the current issue to the homepage

Additional Content Do not use unless absolutely necessary

5.3 Journal Page Header Do not use

5.4 Journal Page Footer You should insert the name of the journal and its ISSN e.g. Discovery and Innovation ISSN:1015-079X

4.5 Copyeditors 4.6 Layout Editors 4.7 Proof Readers

These sections refer to the online submission and review of articles. If your journal employs people as copyeditors, layout editors and proof readers, then these options should be enabled as appropriate. If the Editor performs all these tasks, then leave the default settings

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When you have added this information, click on the Save and continue button at the foot to save the information. You will then be given a screen saying that the data has been updated correctly and the setup is complete. You can return to edit any of this information at any time

8. Finishing and checking

At this point, you have completed the setup. We recommend that you now check the appearance of the changes you have made.

To view what the users will see, either • Click on Home from the links at the top of the screen, or • Open a second internet window and select your journal to view

9. Pictures

When you insert any illustrations on the web, they must be in either Gif or Jpeg format ( or Png – but this is not currently recommended, as some browsers may not view them) – and ideally should be under 50Kb in size (the smaller the better)

A good package for re-sizing images can be downloaded from the web for free from IrfanView http://www.irfanview.com/. After scanning the cover, open it in IrfanView and crop it to remove back-ground information. Then go to the image drop down menu and select Resize/resample and you can resize the image by number of pixels or by percentage size. We would suggest a picture of 350 x 250 pixels produces an image of appropriate size, but you can experiment until you are happy with the result. The image should not be too large because it moves information down the screen and readers are likely to miss is if they don’t scroll down the screen.

If you still have problems, then you should contact a local IT support.

5.5 Navigation Bar Used to add additional items to the top level menu. Do not use unless very necessary, because it adds to complexity

5.6 Journal Layout Each journal can chose a style for their own individual journal from the choices given. This will not affect the appearance of the other journals on the site. It will not affect the homepage of the whole website. We would suggest that custom style sheets are not used because of the effect they may have on the rest of the site. A theme can be selected from the dropdown menu. Once a theme is chosen it should not be changed—users like to recognise a site and constant changes in appearance are confusing

5.7 Information Information for Readers, Authors and Librarians will appear in the ‘Information’ sidebar. The default text can be edited to make it more relevant to your audience

5.8 Lists This refers to the number of items which will appear on a page. Should not need to be changed

350 pixels

250 pixels

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Chapter 4: Managing an online journal

Document Notes Author Sioux Cumming Date October 2010 Summary Outline of the structure of the JOL journal management system

Contents

1. Workflow for an online journal ........................................................26

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OJS Workflow Chart

Submission Author uploads file to journal Website, and enters metadata for OAI indexing

1. Submission Queue Editor assigns submission to Section Editor to see through the editorial process

Journal Management Setup and configure journal; enroll editors, reviewers, copyeditors, proofreaders

Submission Review Author can track process, see files, reviews, revise and resubmit, at editor’s request

2. Submission Review a) Check submission b) Conduct peer review c) Reach editorial decision

Select Reviewers Editor invites reviewers from database with interests, load

Review Conducted Reviewer submits review and recommendation (which may be rated by editor)

Copyediting

Layout Layout Editor prepares galleys in HTML, PDF, PS, etc.

Submission Editing Author reviews, copyedits and proofreads galleys

3. Submission Editing a) Copyedit submission b) Layout of formatted

galleys c) Proofread galleys

4. Issue Management a) Create issues b) Schedule submissions c) Organise Table of

Contents

5. Publication Offering immediate open access or delayed open access, with subscriptions

Current Issue Items appear with Reading Tools linking to related internal and external sources

Proofreading

Submission Archive Complete records kept of submission process for published and declined items

Journal Archive Browsing issues, with indexing by OAI search engines, as well as Google, etc.

Author Editor and

Section Editor

Journal Manager, Reviewer, Copyeditor,

Layout Editor, and Proofreader

Key Journal Manager

Editor

Section Editor

Reviewer

Copyeditor

Layout Editor

Proof reader

Author

Reader Open Journal Systems is an open Source development of the Public Knowledge Project: http://pkp.sfu.ca

1. Workflow for an online journal

The chart below illustrates the relationships and activities of the different roles in the online editorial environment. These will be discussed in more detail in the coming chapters

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Chapter 5: Submitting new articles

Document Notes Author Sioux Cumming Date October 2010 Summary Instructions for Author/Editors on how to submit new articles Contents

Contents

1. Introduction .......................................................................................28

2. Submitting articles............................................................................28

3. Step 1: Starting a submission .........................................................28

4. Step 2: Enter metadata .....................................................................29 4.1 Form items................................................................................29

5. Step 3: Uploading the submission..................................................32

6. Step 4: Supplementary files.............................................................32

7. Step 5: Confirming the submission ................................................33

8. Step 6: Completion of the submission ...........................................33

9. Step 6: Completion of the submission If you have an Author/Editor role ...................................................................33 10. How to add the next article ..............................................................34 11. Tracking the status of a submission ..............................................35

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1. Introduction

Only Authors can submit new articles to the journals with which they are registered. Normally Authors will register for a journal on the JOL from a remote location and will submit their papers for consideration by the Editor of the journal. Sometimes, however, it is necessary for the Editor to submit papers to the journal—e.g. already published articles in back issues, news items, or when an author submits a paper by email independently of the website submission process. Therefore, this section will explain the article submission process.

2. Submitting articles

• Log in to the JOL and go to the relevant journal and select the Author role • The Active Submissions screen (shown below), shows all the articles submitted by the

author which have not been published yet. On the screen below, this author has already submitted an article which is awaiting assignment

• To begin the submission of a new article, click on the CLICK HERE to go to step one of the five-step submission process below the submissions box

3. Step 1: Starting a submission • Select a journal section from the drop down menu (see diagram on page 29) • Tick all boxes in the Submissions Checklist – you cannot proceed until this is done. The

Journal Manager can edit these as required in Journal Setup • Copyright—for information • Save and Continue

Start another article submission by clicking here

There is only one submission for this author

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4. Step 3: Uploading the submission

• Uploading the submission – the Author clicks Browse to find the correct Word file on his/her computer and then Upload it and Save. Authors must load Word files only so that they can be changed during the course of the editing process

• If you are an editor loading already published back issues of your journal, you should only load PDF files because the files will be loaded directly into the table of contents

Tick all the checkboxes

The technical contact

Select a section for the article

Author inserts information for the Editor (rather like an email)

Editor can edit the copyright text

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NOTE: If you are loading already published back issues as an Author/Editor, you MUST load a PDF file here even if there is no full text. This enables a shortcut to by-pass the reviewing process. This will be explained further in Section 8, Section 6: Removal of PDF files

5. Step 2: Enter metadata

5.1 Form items To enter data into the web form boxes, you can type, cut-and-paste or drag-and-drop from a Word document or from a PDF file. If there is an editing toolbar then you should click on the Paste from Word button so that the formatting is converted to HTML code. You can view the HTML by clicking on the HTML link

Enter the article elements within the web form as instructed (tips below), and when you have completed it, click on Save and continue at the foot of this page – if you do not have all elements, it is OK to leave boxes blank as long as they are not mandatory. Mandatory boxes are marked with an asterisk (*) (First name, Last name, Email, Article Title, Abstract)

Style tips: • What you type will display as you type it (upper/lower case, etc.) – for advice on style see the

sections below • If you wish anything to appear in italic, bold, underlined or a list, you can use the editor menu

below the submission box. For special characters e.g. ±, sub/superscript, Greek characters etc. – you will need to use HTML to code the special characters – see Chapter 10: HTML codes

Browse to find the Word file on your computer and then click Upload. To complete the process click Save and continue

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5.1.1 Submission of Author(s)

• The User’s name who has registered as an Author will automatically appear in these boxes • If you are an Editor, you will need to log as an Author and then type in the Authors’ names

instead of your own. • Put in the Affiliation – the organisation where the author works • Select the Country where the Author is based from the drop down menu • It is mandatory to include an Email for each author. If the author does not have an email,

then you are advised to create an email address for this purpose, such as [email protected] which will be redirected to the editor of the journal so that they can direct the journal to the appropriate person

• A URL for the author can be included if there is one. This will appear as a hyperlinked URL at the bottom of the bio statement on the About the author pop-up

• The Bio statement can be used if you want to put in the author’s department and his rank or any other background information about him/her

• If there is more than one author, then click Add Author and repeat this section

Style tips

• Use Capitals consistently within an issue – it makes the articles look more professional: CAPITALS are not acceptable for CrossRef metadata and should not be used for the entire author’s name

• Even if authors are all at the same institution, every author should have an institution/affiliation against them – this is both for the metadata capture, and also because the address displays next to each name

• Each author must have an email address—you can copy of that for the corresponding author

5.1.2 Submission of Title

• Enter the Title

Style tip – Use Capitals consistently within an issue – it makes the articles look more professional: CAPITALS are not acceptable for CrossRef metadata and should not be used for the entire title

5.1.3 Submission of Abstract

• Enter the Abstract. If there is no abstract then put “No abstract available.” • The DOI for the article should be inserted below the abstract (See Chapter 8 Section 5)

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• The article citation should appear at the bottom of the abstract so that if a reader copies the abstract, they will have all the information about the article. e.g. African Journal of Biotechnology Vol.5(17), pp.1519-1523, 2006

5.1.4 Submission of Indexing

• It is important to fill in the indexing information because this is part of the metadata used in the search process.

5.1.5 Submission of Supporting Agencies

These are rarely used – usually only in medical fields where “conflict of interest” occurs – for example a research project funded by a pharmaceutical company. Usually this field can be left blank Complete the submission of the metadata by clicking Save and continue You will now need to go back to the top of the form and select Spanish as the form language and then enter the title and the abstract in Spanish.

Remember to click this button to paste an abstract from Word. Do not just paste directly into this abstract box

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6. Step 4: Supplementary files

• If there is a supplementary file such as a data set or a large appendix which is not part of the paper, then load it in the same way as the submission file described in Section 5 above.

• If there are no supplementary files then just Save and continue

7. Step 5: Confirming the submission

Confirm that the correct file is listed, then click Finish Submission

8. Step 6: Completion of Submission • Click on the Active Submissions and you will be taken back to the first screen of the

submission process • You will be able to see a list of all the articles you have submitted

• To submit another article, click on the CLICK HERE to go to step one of the five step

submission process

9. Step 6: Completion of submission if you also have an Editor Role

• If you have both an Author and an Editor role on the journal, you will be able to by-pass the

editing process by clicking on the CLICKING HERE button on the final page of the submission (see over)

New article just submitted is now listed as being received and awaiting assignment to a Section Editor

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• The system will now recognise you in the role of an Editor • Clicking on the CLICKING HERE button, takes you to the article editing page which will show

all the stages of the editing process. However, you only need to go to Scheduling in the middle of the page

• The drop-down box shows the issues which are available and you can select the one you want and Record

10. How to add the next article

If you are an Author/Editor, once you have completed the submission of an article, click on User from the “breadcrumbs” menu which will take you back to the beginning of the administration process. You can then select the role of Author and begin another submission (Sections 2-8). You can always identify your role and location in the system from “breadcrumbs”

Click here to by-pass the review and editing process

Scroll to the middle of the page

Click here to Record the changes

The article is assigned to this issue

Role changes to an Editor

Breadcrumbs

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11. Tracking the status of a submission

The Active Submissions page allows an Author to track the status of all his/her submissions to the journal. In the example below, the article has been processed by the Editor and is queued for review

Click on the title of the article to see its status.

The Summary shows the number of the article as it will be identified in the JOL system. It shows the original file name in the system (6-17-1-SM.DOC). The first number is the unique identifier of the article in the JOL system (6) and SM stands for “Submission Manuscript” thus identifying the file as one which the Author submitted. This identifier will change as the file moves through the editorial system

The Summary shows when the article was submitted, its status in the system (queued for review) and the Metadata – the title, the abstract and any other information included in the prompt boxes at the time of submission. The metadata can be edited at any time and supplementary files can be added

Submission identifier

File number

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Below the heading Summary, there are two other pages to view.

Click on Review to see • the status of the peer review process for the article • the Editor’s decision on the paper – this will only be available once a decision has been made

Click on Editing to see the status of the article in terms of • copyediting • layout • proofreading

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Chapter 6: Editing submitted articles

Document Notes Author Sioux Cumming Date October 2010 Summary Instructions for Journal Editors on how to edit articles already submitted

onto the database – either after publication or before publication.

Contents

1. Introduction .......................................................................................38

2. To access the metadata ...................................................................38

3. To delete an article ...........................................................................39

4. Caution...............................................................................................39

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1. Introduction

The correct terminology for editing an article on JOL is "editing the article metadata"

It is not possible to edit any articles without logging on, and you can only edit the journals where you are authorised to do so. An Author can only edit the metadata for his/her own articles. An Editor can edit the metadata and the full text for any of the articles submitted to the journal. The information below assumes that you are an Editor of a journal

2. To access the metadata

If you know which issue the article is in:

• Select User from the “breadcrumbs” or select My journals from right-hand side bar • Select the Editor role • If the issue has already been published, then click on Back issues, otherwise click on Future

issues • Click on the issue in which the article appears • You can change the page numbers here • To change other information, click on the title of the article • This will take you to the Editing page for the article and you need to select the Summary

page

• On the Summary page, scroll down to the Submission metadata and click on Edit Metadata

• The metadata page is then more or less the same as that for loading an article and all the information (except page numbers) can be changed here

If you don’t know which issue the article is in: • Select User from the “breadcrumbs” or select My journals from right-hand side bar • Select the Editor role • Click on Archives • Find the relevant article and the Volume and Issue number will be given alongside. To

change the page numbers, you will need to go to the relevant issue (Back Issues) • To change other information, click on the title of the article • This will take you to the Editing page for the article and you need to select the Summary

page • On the Summary page, scroll down to the Submission metadata and click on Edit

Metadata • The metadata page is then more or less the same as that for loading an article and all the

information (except page numbers) can be changed here

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3. To delete an article • Select User from the “breadcrumbs” or select My journals from right-hand side bar • Select the Editor role • Locate the article in Back issues (if it has been published), or Future issues (if it has not

been published) or in the Archives • Click on the title of the article • This will take you to the Editing page for the article and you need to select the Summary

page • On the article Summary page, scroll down to the Status and click on Archive Submission.

Articles can only be deleted when they have been “Archived” • (Skip the option to email the author if you are submitting the article as an editor) • Go to Archives • Click Delete which will now be available alongside the relevant article

Tip: the articles listed within Archive are in chronological order – the date you originally entered them with oldest first, and newest last

4. Caution

Prior to publication you can make any changes you wish to make (ensuring that you do not introduce errors). However, if you are making a correction after publication (either online, or in print), beware of making changes that will affect references and citations to the article – see Chapter 9: Good Practice – JOLs and online publishing within this manual – you could invalidate the work of future researchers

Click on the title to edit the article

Click to delete the article entirely

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Chapter 7: The peer review process

Document Notes Author Sioux Cumming Date October 2010 Summary Instructions for the Editor/Section Editor on how to manage the peer

review process

Contents

1. Editor role.......................................................................................... 41 1.1 Unassigned articles.................................................................. 41 1.2 Assigning an Editor/Section Editor........................................... 42 1.3 Assigning a Reviewer............................................................... 44 1.4 Making a decision on an submission ....................................... 47 1.5 Copyediting a submission ........................................................ 48

2. Copyeditor role................................................................................. 49 2.1 Step 1 ....................................................................................... 49 2.2 Step 2 ....................................................................................... 50 2.3 Step 3 ....................................................................................... 50

3. Layout Editor role............................................................................. 50

4. Proofreader role ............................................................................... 52

5. Reviewer role .................................................................................... 53 5.1 Accepting/not accepting the review ......................................... 55 5.2 Review guidelines .................................................................... 55 5.3 Reading the submission........................................................... 55 5.4 Preparing the review ................................................................ 55 5.5 Uploading files.......................................................................... 55 5.6 Recommendation ..................................................................... 55

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1. Editor role

• Register as a User with the journal for which you will be the Editor • You can register as an Author and a Reviewer for the journal, but the Journal Manager will

need to assign you as an Editor of the journal • When you Login with your journal, you will be able to see all the roles available to you –

select the Editor role

On the Editor’s Homepage you will be able to see a summary of the status for all the articles submitted to your journal by remote authors:

Unassigned (3) – shows how many articles have been submitted by Authors and which have not yet been assigned to reviewers

In Review (82) – these are articles which are already in the review process

In Editing (3) – these are articles which have been through the review process and have been accepted for publication in the journal. They are now in the editing process (copyediting, layout and proofreading)

Archives – these are articles which have already been published or those that have not been accepted for publication in the journal

1.1 Unassigned articles Click on the Unassigned link to see a list of the articles submitted to your journal. The information shown is: • The article identifying number on the system (e.g. 481) • The date on which it was submitted by the Author (e.g. 06-01 = 1 June) • The section of the journal to which it has been submitted (this depends on whether or not you

have defined sections in your journal – if you have not, then this will be the default ART (articles).

• The surname of the submitting Author • The title of the article

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You can display the submitted articles by using the drop-down box at the top of the list so that you can see all the articles assigned to a particular Section Editor or, if you want to work on a particular section (e.g. Case Studies), the articles can be sorted so that the case studies are grouped together. If there are a lot of submitted articles, you can also search them according to their: • Title • Author • Editor • Reviewer You can also search the submitted articles according to the dates on which the article was submitted e.g. you could search for articles submitted in the month of August.

1.2 Assigning an Editor/Section Editor If the Journal Manager has not already assigned a Section Editor to particular sections (see Section 2.1 Journal Sections page 14), Articles in the Unassigned queue need to be assigned to an Editor or Section Editor who will take responsibility for the article through the Review process • Click on the title of the article • On the Summary page the Original file gives the identification label assigned to the file which

was loaded by the Author (481-11935-1-SM.DOC) • 481 = the article identifier in the system • SM = the submission manuscript • DOC = a Word document

• No supplementary files were loaded—but the Editor can add them at this point if necessary • The submission was assigned to the Articles section by the Author, but the Editor can change

this if necessary • Under the Editors section – no Editor has been assigned. You can choose to add a Section

Editor, an Editor, or yourself to this article

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• If you choose to Add Editor or Section Editor you will be shown a list of the people who are registered as editors for this journal and you can click Assign to allocate the submission to a person

• An email will be sent to the chosen editor to inform them that they are now responsible for the editorial process on this submission and a hyperlink to the article will be given. The email is generated automatically with all the relevant information and can be sent as it is, or it can be edited at this stage by the Editor if some more personal comments are required (see over)

• If you choose to assign yourself as an editor for the submission, then click Add self • The Editor/Section Editor will now be listed for this submission • Under the Status section, the submission will now have changed from being “unassigned” to

“queued for review”.

These editors have not been assigned any submissions yet

Details about the submission

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Link to the article

Now one article In Review

Editor assigned

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1.3 Assigning a Reviewer The Editor/Section Editor who has been assigned to an article will need to assign reviewers to it. • Beneath the heading with the identification number of the article, click on the menu item

Review to show the review status of the article • It is possible here to load a revised version of the paper. If the author did not remove the

names of the authors and their affiliations the Editor will need to do so and then load the revised paper so as to ensure a blind review

• To assign a reviewer, go down to the Peer Review section and click on Select Reviewer and assign one of the reviewers from the list – if you want to add more reviewers to the list click on Enroll existing user or Create a new Reviewer

• If the article is in the second stage of reviewing, you might want to look at the View Regrets, Cancels, Previous Rounds in order to see which reviewers have already been asked to review the article

• If you need two reviewers per article, then click on Select Reviewer again. Some reviewers on the list may already be assigned and you will not be able to use them for this article. As soon as the second reviewer is assigned, you will be returned to the Review page where both reviewers will be listed

Click here to assign reviewer

Information about reviewers available to the Editor. Reviewers should indicate their interest when registering

More reviewers can be enrolled from the list of users or a new user can be registered and assigned as a reviewer

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• “Due” refers to the date

on which the review is required from the reviewer – by default it is set at one month from the date of assignment, but you can change the date if you wish by clicking on it

• The Review must now be invited by clicking on the envelope icon to send a request email

• The date of the request will be shown and when the reviewer agrees to do the review, the date will appear in the “Underway” column – this shows that the review is being done. The Editor can also click on Will do the Review or Unable to do the Review

• If the reviewer is late in sending the review the system will send an automated reminder (if this is enabled by the Journal Manager in Setup)

• When the Reviewer has completed the review and sent a decision, it will be automatically inserted against the Recommendation with the date on which the decision was made

• The reviewer’s comments can be read by clicking the Review document • If the Reviewer submitted a file with comments on it, or other information relevant to the

submission, this would be available as an “Uploaded file” • Once the review has been received, click on the envelope icon under Acknowledge

column to send an email to the Reviewer to thank them for their contribution • Finally, rank the reviewer on the basis of the quality of the report and their punctuality.

This ranking is for internal use by the journal when using reviewers again in the future

Example of an automatic email sent to the reviewer contains a link to the paper and the abstract

Anne Powell: I believe that you would serve as an excellent reviewer of the manuscript, "Conductive variation of electrolytes," which has been submitted to Sri Lankan Journal of Physics. The submission's abstract is inserted below, and I hope that you will consider undertaking this important task for us. Please log into the journal web site by 2009-06-09 to indicate whether you will undertake the review or not, as well as to access the submission and to record your review and recommendation. The web site is http://www.sljol.info/index.php/SLJP The review itself is due 2009-06-29. If you do not have your username and password for the journal's web site, you can use this link to reset your password (which will then be emailed to you along with your username). http://www.sljol.info/index.php/SLJP/login/resetPassword/ Submission URL: http://www.sljol.info/index.php/SLJP/reviewer/submission/3 Thank you for considering this request. Anne Powell [email protected] "Conductive variation of electrolytes" Abstract This is an empirical study which demonstrates that there is extreme variation in conductivity of electrolytes when the temperature varies.

Reviewer comments can be read

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The above process is repeated for as many Reviewers as you need for an article

1.4 Making a decision on a submission After receiving all the recommendations and comments from the reviewers, the Editor must make a decision about the article.

1.4.1 Accepting a submission

If the reviewers recommended that the submission should be accepted, then select that option and Record Decision • Send an email to the Author informing

them of the decision. • You will then be asked to send an edited

version to the copyeditor and you have the option to upload another version at this stage

1.4.2 Requesting Revisions or Resubmit for Review

If the Editor makes the decision that revisions are required, then select that option and Record Decision • Send an email to the Author informing them of the decision. The message part of the

automatic email is empty because the Editor will need to make suggestions to the Author about the changes that will need to be made

• After making changes, the Author uploads a revised version of the submission • This new Author version appears below the Editor’s decision • If the Editor accepts the revised submission, the Editor Decision can be changed to Accept • You will then be asked to send an edited version to the copyeditor and you have the option to

upload another version at this stage • If the Editor thinks that the submission should be Peer Reviewed again he can select the

version of the article which will become the review copy and resubmit it to the review process. • The Peer Review process now becomes Round 2.

• The Reviewers from Round 1 will still be in place, although their reviews and recommendations will have been cleared and placed under "Regrets, Cancel, and Earlier Rounds of this Submission." (see screenshot on page 48)

• The Editor can activate the request for each of the Reviewers from Round 1 by clicking on the email icon under Request, or

• The Editor can use Clear Reviewer and select another Reviewer for Round 2. The Editor/Author Correspondence for Round 1 is placed under "Regrets, Cancels, & Previous Rounds" of this submission, where the Editor can review it as needed.

Editor selects the file version to be reviewed again and clicks Resubmit

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1.5 Copyediting an submission When a submission is accepted, the Editor will be asked to send an edited version to the Copyeditor. The Editor also has the option to upload another version at this point

You will be taken directly to the editing section. If the Editor of the journal performs the task of copyeditor then this will be shown as being complete. If your journal employs people as copyeditors, then the Journal Manager will need to enable this in the Setup (Step 4.5) and then allocate this role to the relevant people

The Section Editor must then assign a Copy-editor. Note that the file extension has now changed to CE (copy editing) but that the number of the article remains the same throughout the editorial process

A second round of reviewing for a resubmitted paper

Previous reviewer can be used again

Previous reviewer can be cleared and a new one assigned

All previous Editorial decisions are cleared

1

2

Click to assign the copyeditor

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Once the copyeditor has been assigned, click on the request icon to send an email request for them to do the copyediting

The copyeditor will receive an email with an embedded link to the submission. The copyeditor can also login, select the copyeditor role and see a list of the active submissions requiring attention

2. Copyeditor role

On the submission's Editing page, there is a section for Copyediting which is divided into three steps. The copyediting is done directly on the submission file loaded by the Section Editor, with suggestions to improve the flow of language and communication of meaning, and with changes to ensure the submission adheres to the journal's style and format.

2.1 Step 1 In the first step, the Copyeditor clicks on the file name to download the file and open it. After opening the submission in Step 1, the Copyeditor then copyedits the text, following the agreed copyediting standards for the journal. (These can be customized by the Journal Manager in Setup.) The Copyeditor records all suggested changes and corrections, as well as Author Queries

Copyeditor opens file

Copyeditor loads new file

Email sent to Author at end of Step 1

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(e.g., missing page numbers) and/or Editor Queries (e.g., matters of journal style and standards). When finished with the initial copyedit, the Copyeditor saves the file to the computer and uploads it for the next step, which is the Author copyedit.

Completion of Step 1. Once the copyedited file is uploaded and the metadata reviewed, the Copyeditor clicks the email icon under Complete for Step 1. This sends an email to the Author and the Editor, informing them that Step 1 is complete. The Copyeditor should note in the email if there are any Editor Queries for the Section Editor to consider.

2.2 Step 2 The Author downloads and opens the copyedited version from Step 1 and reviews the copyediting, responding to any Author Queries directly on the file. The Author saves the file and uploads it in Step 2, which makes the file available to the Copyeditor for the final copyedit. The Editor will respond to any Editor Queries by email to ensure that Author and Editor do not upload versions of the file on top of one another. The Author sends a completed email to the Copyeditor and Editor, initiating, in effect, the third step

2.3 Step 3 The Copyeditor downloads and opens the copyedited file in Step 2 and creates a clean version (with all traces of the copyediting process removed) based on the responses of the Author and Editor, which is ready for the Layout Editor to turn into the published version of the submission. The Copyeditor uploads the clean copy in Step 3, which also becomes the Layout Version for the Editing page. The Copyeditor then uses the email icon under Complete to notify the Layout Editor and Section Editor that copyediting for the submission is now complete. At each stage of the process, the Editor will send an acknowledging email

3. Layout Editor role

When the copyediting has been completed, the latest version of the file will automatically be available in the layout editing process. The Layout Editor is responsible for preparing galleys for

Author’s view of the copyediting process. Uploads file in Step 2 and sends email back to copyeditor

Copyeditor uses the Author’s file to make final corrections and then uploads final version and sends an email to the Editor

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the submission in each of the publishing formats used by the journal (PDF, HTML, PS etc.). The Supplementary files (if there are any) are kept in the format in which they were submitted, but the Layout Editor does review them to make sure that they have basic formatting and conform as closely as possible to the format of the journal

The Editor begins the layout process by assigning a Layout Editor from the list created by the Journal Manager

After assigning them, their participation is requested using the “Request” icon.

As each of the formatted files is completed, the Layout Editor selects Galley and uploads the file from his computer. If it is a PDF file it will show as a PDF, if it is HTML, it will show as an HTML file. The Order arrows will change the order in which the files will appear in the published journal i.e. PDF first or HTML first. If the file is incorrect or needs to be removed, it can be done at this point with the Edit/Delete. Comments from the Layout Editor can be viewed at any time. “Views” records the number of times a PDF is viewed. This information is very useful for monitoring usage of the article once it is published

After receiving the galley proofs, the Editor should send an acknowledgement to the Layout Editor

Select “Galley” to upload the PDF file

Comments from Layout Editor

“Views” records the number of times a PDF is viewed

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4. Proofreader role

When the Layout Editor has loaded the galley proofs, they should be checked by the Editor by clicking on View Proof and then a Proofreader can be assigned in the same way that the Layout Editor was assigned

If the journal does not employ a proofreader, and the editor has this role, then it is not possible to assign a proofreader

• Send an email asking the Author to read through the Proof and make a note of any corrections or typos in the Proofreading Corrections text-box (shown above)

• Send a Request email to the Proofreader, or Initiate the proofreading process • The Proofreader reads the paper, OR the Editor can proof read it • The Proofreader sends an email to the Layout Editor (copied to the Section Editor) who then

makes any final changes to the galleys • Finally, the Layout Editor informs the Section Editor that the article is ready to be scheduled

for publication • Section Editor assigns the article to a future issue of the journal and Records it (to create a

new issue, see Chapter 8

Author records corrections here

Author can view the proof of the article and make comments

Author then completes the process by sending email to Editor

Author’s view of Proofreading

Author can see views of his/her article

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5. Reviewer role

Any user can choose to be a Reviewer for a journal as they go through the registration process (Chapter 1, Section 1.4 and Chapter 2, Section 2). The Section Editor and Editor can also assign any user as a reviewer, or they can create a new user and assign them a Reviewer role

During the registration process, a Reviewer can indicate the subject areas in which he is willing to review articles and this information will be available to the Section Editor when selecting reviewers for an article

After selecting a Reviewer, the Editor will send an email to the Reviewer (see page 46) which contains the title of the article, its abstract and a link to it on the website. • Click on the emailed link and fill in the login information OR

• Login to the website and select the role of Reviewer • On the Submissions page, select the article to be reviewed—the list

will also indicate the Round of the review process

Information about reviewers available to the Section Editor. Reviewers should indicate their interests when registering

Editing is complete

Editor assigns article to a future issue and clicks Record

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There are then 6 stages to the review process

5.1 Accepting/Not Accepting the review Reviewer has first to indicate to the Section Editor whether they will undertake the review. The decision should be made after reviewing the submission's Abstract and perhaps looking at the submission, by clicking on the file name in Step 3 (depending on the journal's policies, the file may not be available prior to the Reviewer agreeing to review it)

Reviewer can see submitted metadata but not authors names

Reviewer has loaded an annotated copy of the submission

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If unable to do the review. The Reviewer who is unable to do the review clicks on "Unable to do the review" which leads to a standard email to the Section Editor, which the Reviewer can revise to indicate, if they wish, why they are cannot do the review (e.g., timing, conflict of interest, lack of expertise, etc.)

If able to do the review. The Reviewer who is able to do the review clicks on "Will do the review," which leads to a standard email to the Section Editor, and which will indicate to Section Editor and Author that the review is underway

5.2 Reviewer Guidelines Consult the Reviewer Guidelines, found at the bottom of the Review page. The Reviewer Guidelines have been prepared by the Editors of the journal to ensure that the Review is as helpful as possible to them and the author

5.3 Reading the Submission The Author has uploaded the submission as a file, which the Reviewer can download from the journal's web site to the Reviewer's computer by clicking on the file name. The file can be opened or saved to the computer and opened, using typically available programs such as Word or Acrobat. It can be printed out or read on the screen. The Supplementary Files refer to materials the Author may have uploaded in addition to the submission, such as data sets, research instruments, or source texts

5.4 Competing Interests In some cases, the journal may require the Reviewer to declare whether or not they have competing interests with the article being reviewed. If this is the case, Step 4 becomes a form requesting a declaration of Competing Interests, and all following steps change their step number accordingly. The Journal Manager can toggle this setting in Journal Setup Step 3.3

5.5 Preparing the Review The Reviewer clicks on the Review icon and is presented with two Review text-boxes where the Review can be either entered by hand or pasted: one for the Editor and Author, and one visible to the Editor only. The Reviewer may enter or paste partial reviews into these boxes and click the Save button at the bottom of the form to return and make changes later. The Reviewer may return to make such changes until a recommendation on the main Review pages is chosen, at which time the Review process is complete.

5.5 Uploading file The Reviewer also has the option, in addition to entering a Review, of uploading files for the Section Editor and/or the Author to see. These files may be a Reviewer-annotated version of the submission or some relevant data or other materials that will assist Editor and/or Author. It will be at the Editor's discretion whether these files are shown to the Author, but Reviewers can certainly comment on this in the Review (Step 4)

5.6 Recommendation The Reviewer must select a Recommendation for the submission from among the following options: Accept, Revisions Required, Resubmit for Review, Resubmit Elsewhere, Decline Submission, See Comments. When the Reviewer clicks "Submit Review to the Editor," it leads to a prepared email to the Section Editor, as well as making visible to the Editor the Recommendation, the saved Review (which are now locked) and any uploaded files. The email can be edited by the Reviewer before sending.

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Chapter 8: Publishing an issue on the JOL

Document Notes Author Sioux Cumming Date October 2010 Summary Instructions for Editors on how to publish an issue on JOL

Contents

1. Introduction....................................................................................... 57

2. Basic steps to publishing an issue ................................................ 57

3. Creating a new issue........................................................................ 57

4. Changing issue numbers ................................................................ 58 4.1 How the database calculates unpublished issue numbers ...... 58 4.2 Changing the issue number ..................................................... 58

5 Digital Object Identifiers .................................................................. 59 5.1 Viewing the DOI ....................................................................... 59

6. Removal of PDF files........................................................................ 60

7. Replacing a PDF file......................................................................... 61

8. Table of Contents ............................................................................. 62

9. Publishing the issue ........................................................................ 63

10. Notifying registered readers of the journal ................................... 63

11. To delete the issue ........................................................................... 63

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1. Introduction

Only Editors can publish issues on the JOL

• Select User from the “breadcrumbs” or select My journals from right-hand side bar • Select the Editor role

2. Basic steps to publishing an issue

To publish an issue the following steps are required: • Create the issue with the role of an Editor (See Section 3 below Creating a new issue) • Submit the articles with the role of an Author (See Chapter 5, Submitting articles) • Assign each article to the correct issue as they finish the editing process • Ensure that the articles appear in the correct order • Insert Digital Object Identifiers into the abstract • Insert page numbers • Publish the issue – i.e. make it "live" on the JOL website – this is a "single click" action

3. Creating a new issue

Only Editors can create new issues. A new issue should be created so that as the editing process is completed, submissions can be assigned to the correct issue • Create Issue is available on the Editor’s homepage. The next issue in the numbering

sequence will be available, but can be changed (see Section 4 Changing issue numbers). Some of the check boxes for issue identification must be ticked.

• If Title is selected, the issue will not be identified by Vol. Number or Year but will be identified

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by the Title. This is used if the numbering system of the journal is non-standard

• A separate cover image can be used for each issue if different photographs are used on each issue. The caption can be put in the Cover Caption box. Make sure to click the check box to make the cover visible

• Remember to Save at the bottom of the page after creating an issue

4. Changing issue numbers

4.1 How the database calculates unpublished issue numbers The database begins the numbering of issues from the volume and issue number of the initial issue which is entered in the Setup (see Chapter 3: Journal Setup). It will number subsequent issues consecutively from this

4.2 Changing the issue number It is possible to renumber any issues – whether they have been published or not – but be very careful of renumbering published issues – see the Chapter 9: Good Practice – JOLs and Online Publishing

To renumber an issue • Volume and issue numbers can be changed by

clicking on the Issue Data when on the Table of Contents page of the issue you want to change (see Section 6) and then typing in the correct information and Save

Non-numeric issue numbers Due to a restriction in the database, it can only record numeric volume and issue numbers – so it cannot accept 1/2 or 5b as an issue. You can select what information you want displayed by clicking on the check boxes. You must have numbers in at least one of the boxes or else select the title and give the issue a title (which may be a non-standard numbering system) Volume

• Volume • Number • Year • Title (use on its own when the issue number is

non-numeric, or use for a special issue title)

Issue title

If your issue has a title (for example "Special issue: Malaria", "Proceedings of …", etc.), you can type this into the box Title on the Issue Data page – and then click on Save – button at foot of the page.

Tip: you do not need to type the word "Vol" – as the database automatically generates these – if you do so, you will see the new title will display as "Vol Vol 4 No.7 (2006)

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5. Digital Object Identifiers

At the moment, AJOL does not assign DOIs, but it is hoped that in the near future, this will happen. The following functionality is therefore not yet available on AJOL but is for information only and is taken from Sri Lanka Journals Online

Journals which are including full text articles will automatically have Digital Object Identifiers (DOIs) allocated to each of the articles. These are not easily found by readers and therefore it is good practice to include them in the abstract of the article. The DOI is only generated after an article has been submitted and assigned to an issue, so each of the abstracts will need to be re-edited in order to insert the DOI

5.1 Viewing the DOI • An issue can be viewed by clicking on the Editor’s role for the journal • On the Editor’s homepage, select the Future issues (because the issue has not yet been

published) • The unpublished issues will be displayed and the next

issue to be published can be selected by clicking on the issue number

• The Table of Contents for the issue will be displayed • Click on the Preview Issue link in order to see what

the issue will look like to the reader • Click on the Abstract link • On the Abstract page, the Reading Tools are

displayed on the right • Click on the Indexing Metadata • In the pop-up box, there are two items labelled 10,

and the second one is the DOI • The DOI can be copied and pasted into the Abstract

box

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6. Removal of PDF files

In Chapter 5, Section 5 Uploading the submission it was pointed out that you MUST load a PDF even if there is no full text for the article. These “phony” PDF files must now be removed before the issue is published

• Articles submitted to an issue can be viewed by clicking on the Editor’s role

for the journal • On the Editor’s homepage, select the Future issues (because the issue has

not yet been published) • The unpublished issues will be displayed and the next issue to be published

can be selected by clicking on the issue number • The Table of Contents for the issue will be displayed • On the Table of Contents click on the title of article • This will take you to the Editing page for the article • Scroll down to the Layout section where it will show Galley format with a

PDF listed • Click the Delete button alongside the PDF • Record the page at the bottom • This process will need to be repeated for each of the articles which has a “phony” PDF • See Screenshot on next page

7. Replacing a PDF file

If corrections need to be made to the PDF after it has been loaded, you can replace the PDF file. Follow the directions given above in Section 6 but instead of deleting the PDF, click the Edit link and then replace the file and Save

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Deleting a PDF File

Make sure that you are on this page (it should be bold)

Delete the PDF

Replace the PDF using EDIT

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8. Table of contents • Articles submitted to an issue can be viewed by clicking on the Editor’s role for the journal • On the Editor’s homepage, select the Future issues (because the issue has not yet been

published) • The unpublished issues will be displayed and the next issue to be published can be selected

by clicking on the issue number • The Table of Contents for the issue will be displayed • The page numbers can be inserted now • The order of articles can be changed by clicking on the up and down arrows on the left of the

articles • See how the page will appear to the public with Preview Issue. You can make sure that page

numbers are correct and that the PDFs of full text have all been inserted

It is important to check the display of the published issue to make sure nothing has gone wrong – Preview Issue provides the opportunity to immediately correct any errors.

Common errors: ◊ Incorrect page numbers ◊ Missing line breaks within the abstract ◊ Incorrect catchline at the end of the abstract ◊ Missing special characters (including formatting) ◊ Articles out of order To correct these, go back to the Table of Contents in administration and click on the title of the article to edit the metadata.

• Save all changes

Order of articles can be changed by clicking on the arrows

View how the TOC will appear to the public by clicking on Preview Issue

Any changes to the page must be saved BEFORE publishing

An article can be removed from this issue by clicking the Remove checkbox. This does not completely remove the article from the system only from this issue

Insert page number for each article

Order of section can be changed by clicking on the arrows

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9. Publishing the issue • Once you are sure that all the information on the Table of Contents is correct, then you can

publish the issue by clicking on the Publish Issue at the bottom of the Table of Contents • As soon as you publish an issue, you should create another issue so that when articles are

added, they can be assigned to the correct issue (See Section 3: Creating a new issue)

Tip: if you make a mistake and then publish the issue – do not worry – you can correct already-published issues: you can re-order articles, or add and delete articles after publication – but see Chapter 9: Good Practice – JOLs and Online Publishing

10. Notifying registered readers of the journal

As soon as an issue is published, a standard email should be sent to all the registered readers of the journal. This can be done by going to the Editor homepage, or the right hand side-menu when in the Editor role and clicking on Notify Users. You can customise the standard email

11. To delete an issue

You can delete an entire issue by going to Back Issues or Future Issues, by clicking the DELETE link. This will delete the issue and all the articles associated with it so you need to be very sure this is what you want to do

Be VERY SURE this is what you want to do—it will delete the issue AND all the articles

You can include the TOC for the issue in the email if you wish

You can change the subject line or the content of the email if you wish.

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Chapter 9: Good Practice – JOLs and online publishing

Document Notes Author Sioux Cumming Date October 2010 Summary Guidelines on good practice for all online publishing – and especially for

JOL journal management

Contents

1. Introduction....................................................................................... 65

2. Content .............................................................................................. 65 2.1 Editing good practice (version control)..................................... 65 2.2 Metadata content ..................................................................... 66 2.3 Appropriate content.................................................................. 66 2.4 Different electronic or print journal content .............................. 66

3. The homepage .................................................................................. 66

4. Individual data protection – registered users ............................... 66

5. Timeliness......................................................................................... 67

6. File sizes............................................................................................ 67

7. Layout................................................................................................ 67

8. Viruses............................................................................................... 67

9. Bad – unacceptable – practice........................................................ 67

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1. Introduction

Within any job there are accepted rules of "Good practice", and within online publishing there are internationally accepted practice standards that an online publication and publisher should do, may do, and should not do

These guidelines are not extensive, but are aimed at raising awareness of new elements that online publishing introduces to the journal publishing, and items that need consideration

In addition there are some good practice guidelines that may be unique to the JOLs, and are guidelines for all Journal Managers to adhere to

2. Content

Good practice with regard to content is similar to the good practice associated with the printed journal, but because of some of the opportunities offered by online publishing there are additional considerations

2.1 Editing good practice (version control) Since it is possible – and easy – to correct online content, some thought is required to ensure there are no problems associated with online content changing from the published version that an author may have already used in their research and cited in their publications

Any correction that affects the interpretation of the article should be indicated to future readers

It is recommended that any correction that changes either the sense of the article, or the citation information, should be appended with a note to indicate that the correction is an erratum – giving a date when the change was made – for example:

Response of kangkang to various levels and methods of nitrogen application [erratum 2 November 2007 – changed k to kangkang to kangkong] M Moniruzzaman, MR Islam, SN Mozumder [author added 2 November 2007]

The instance of mildew was not found. [erratum 5 June 2006 – changed "now" to "not"] It has a

Use your judgement as to what requires notes such as these, and what can simply be changed without any note (e.g. simple spelling errors)

Errata In the print environment if an error is found within an article, all that can be done is to include an erratum note in the following issue – but in the e-environment it is possible to actually correct the article – this is far more useful to the user, but needs to be treated with care

It is advised that the erratum should still be included within the issue in which it was printed – perhaps with a note to advise the reader that the online article has been corrected

2.2 Metadata content When you submit an article into the database it is possible for it to only include the author, an email and a title. We would recommend (and encourage) you to always include the following: • The full citation at the end of the article abstract (to assist readers to cite it correctly) • A note saying “No abstract available” if there is no abstract

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• If you do not know the author, then put "The Editor" • Key words for the article if available (these help with indexing on other systems) • An indication at the start or the end of the article title if it is a specific type of article – e.g.

"Practice Note" "Editorial", etc. • Create sections for the content if they are included in the print copy (must be done by the

Journal Manager)

2.3 Appropriate content The journal will already have decided what content was appropriate to include within the printed issues, and the same judgement should be applied to the electronic environment – and remember this includes the "Static" journal pages, as well as the articles

Example of content which is inappropriate within the online journal: • Advertising • Endorsement • Anything which could lead to legal action • Anything that infringes the moral rights of an individual

2.4 Different electronic or print journal content It is possible to include different material within the electronic or print journal. However this should be treated with caution

Different material may include, for example, • a colour picture online that appears in black and white in the print journal (due to cost or print

restrictions) • lengthy appendices (data tables etc.) that could not be fitted into the restricted number of

print pages • additional articles not included within the journal – e.g. reviews, letters to the editor, etc.

If anything additional appears online, it should be identified as belonging only to the online journal

3. The homepage

The homepage of a journal is the first page that people visit when they come from the JOL homepage, and you should make best use of it to attract their attention, and give them a quick summary about the journal

We encourage you to use the homepage as follows: • Include a short "aims and scope" to inform users what the journal's objective is – and what

they can expect to find when they open the issues • If the journal is available online on another website, include a link to it from this page • Use the homepage as a dynamic "news" page for the journal – it is a good place to add items

such as "now publishing monthly" "new editorial team" and other items such as this • You could highlight particularly important articles that the journal has published • You could use the homepage to thank people who have worked on the journal – for example

the reviewers

4. Individual data protection – registered readers

When dealing with any external (or internal) contacts during publishing your journal, certain rules of politeness, confidentiality and respect are expected, and the same is true within the online environment

When any reader registers with the JOL they expect their contact information to be treated with respect, and not to be abused. Therefore it is unacceptable to use the contact details available to each journal for the following purposes: • To pass the reader contact details to another organisation (whether for profit, or not) without

first asking the permission of the reader

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• To make use of the contact details for any other purpose than to make communication with the readers for the purposes of discussing the journal, for example: ◊ you must not use the contact details to try and sell the readers anything, but ◊ it is acceptable to contact them to ask them questions about the journal, and to ask if

they would like to take out a print subscription

Remember, it is in your interest not to abuse these contact details, since readers can remove their registration and then you have lost a reader – and the journal will gain a bad reputation

5. Timeliness

Because online publishing does not need to wait for printing schedules, or for budgets to be found for paying the printer, it is possible and quite acceptable to publish the online journal in advance of the print journal

Equally, if any author or reader reports an error on the journal website, they will expect a correction within a short period – within a week – and if corrections are not made quickly, this reflects badly on the journal

6. File sizes

Regardless of bandwidth, large online files slow downloading of a page and are discouraged. With regard to the JOLs, we strongly advise that all file sizes are kept to the minimum possible – especially remember that this service is used extensively by people with poor (and expensive) connectivity. It is bad practice to make any page too "heavy" to download quickly

7. Layout

Layouts online should be kept very simple – as complex use of letter sizes, colour and formatting makes the text increasingly difficult to read. Similarly, reading on-screen is not easy, so paragraphs and sentences should be kept short. CAPITALS ARE DIFFICULT TO READ – so we strongly advise you to avoid over-use

It is good practice with regard to the JOLs to retain the basic formatting which is embedded within the site design (typeface, typesize, etc.), and only to use italic and bold for emphasis

8. Viruses

It is not possible (at present) to accidentally add a virus to the JOLs when you are inputting the metadata – when you cut-and-paste text into the JOL it will not carry a virus (if you see something that looks strange, it will be a character that the website does not recognise – not a virus)

It will be possible to accidentally add a virus when you attach a file (e.g. an illustration for the journal setup, or full text articles as attachments) – whenever you upload a file to the JOL, you must ensure that it has been virus-checked, and to the best of your knowledge it does not contain a virus

9. Bad – unacceptable – practice

All Journal Managers and Editors are expected to be aware of viruses and to take care that they do not infect any part of the JOL. Similarly, any hacking of the website is totally unacceptable. If the Site Administrator of the JOL considers any Journal Manager or Editor to be abusing their ability to load and edit text, then their access rights may be taken away, and the journal taken down from the JOL. We hope this will only take place in extreme circumstances

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Chapter 10: HTML Codes

Document Notes Author Sioux Cumming Date October 2010 Summary A short guide to HTML codes most likely to be required by Journal

Managers and Editors

Contents

1. Introduction....................................................................................... 69

2. Text format bar ................................................................................. 69

3. To format characters........................................................................ 69

4. To add special characters ............................................................... 70

5. To add layout instructions .............................................................. 70

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1. Introduction

The system has been set up so you do not need to be a programmer or web designer to use it. However, there are places where some HTML codes are useful. These are where you either want to format the text you are entering (e.g. set it in italic), or you need to use special characters (e.g. Greek characters). The following codes should be of use – and should be the maximum you require, unless the content of your journal is very complex (e.g. maths.)

2. Text format bar

The text format bar allows you to quickly format basic display text (bold, italic, underline and lists). There are two ways to do this:

• Type your text directly into the text box and then highlight text which you would like to format into bold or italic

• Cut and past from Word and then click on the Paste from Word button. Your text will then be converted into HTML and displayed correctly. You can see the HTML codes by clicking on the HTML button

Tip: Sometimes strange text will appear after pasting in the Pop-up box after clicking on the Paste from Word Button. This is caused by formatting from the Word document and it should be deleted by clicking on the HTML button and then deleting the extra formatting codes which will appear at the start of the abstract. All you need to leave is the opening paragraph marker ().

3. To format characters

If you have any problems or you need to do any other types of formatting, the following guidelines will be useful.

To format characters, you need to add a tag before the text, and a closing tag at the end of the text (to "start" the formatting, and then to "stop" the formatting)

Example: The growth of zea mays is slow to

Will display on screen as: The growth of zea mays is slow to

Other useful formatting codes

 superscript

 subscript

 bold

 italic

you can also combine tags – for example The mean derivation of 4534 is taken as true

will display on screen as:

The mean derivation of 4534 is taken as true

remember to "close" the tag – otherwise the formatting will continue to the end of the text!!

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4. To add special characters

You do not need a start and end tag for special characters – simply type in the code for the character – for example:

The given quantity was 7 μg – or 7 μg2 for maize

Will display on screen as

The given quantity was 7 μg – or 7 μg2 for maize

Character Type in

α α β β γ γ δ δ ε ε ζ ζ θ θ κ κ λ λ μ μ π π ρ ρ σ σ φ φ χ χ ψ ψ ω ω ± ±

For a full set, see http://htmlhelp.com/reference/html40/entities/symbols.html

And for a short tutorial on HTML see - http://www.w3schools.com/html/default.asp

5. To add layout instructions

Although we would not encourage complex design within the metadata, some layout codes may be useful – as with special characters there is a single code to insert which will change or add a layout instruction

 Adds line break (and can be doubled up - adds a line space)

<hr> Adds a rule across the width of the text For example:

The end of the text. The start of the next line with more text and a double line break. <hr>And then the next text

Will display on screen as

The end of the text. The start of the next line with more text and a double line break. And then the next text

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Chapter 11: Troubleshooting

Document Notes Author Sioux Cumming Date October 2010 Summary Guidance for Journal Managers and Editors on problem-solving within the

JOLs

Contents

1. Introduction .................................................................................................72

2. Display problems ........................................................................................72 2.1 The URLs I have added do not link ....................................................72 2.2 The picture I have added for the journal image is too big for the screen......................................................................................72 2.3 Special characters are not displaying properly...................................72 2.4 The name of the institution is repeated within the contact details ......72 2.5 Whole blocks of text appear in bold/italic ...........................................72

3. Adding and editing problems ....................................................................72 3.1 How can I delete an article from the JOL? .........................................72 3.2 I have mistakenly allocated an article to the wrong issue ..................73 3.3 I thought I had entered an article, but it is not appearing in the table of contents ...........................................................................73 3.4 Do I have to add all articles for an issue, or can I stop work when I have only added one?.............................................................73

4. Internet problems........................................................................................74 4.1 I started to enter an article and then my online connection was interrupted – have I lost it?..........................................................74 4.2 What happens if my internet connection is lost when I am in the middle of working................................................................74 4.3 After logging on, I have been using the Preview screen for a long time – am I still logged on? ......................................................74 4.4 When is the best time to work on the JOL?........................................74 4.5 I think someone has discovered my username and password and is entering data on the JOL.........................................74 4.6 Is it all right if I share my username/password with one of my colleagues?...............................................................................74 4.7 Can I access the JOL from anywhere in the world?...........................74

5. General problems .......................................................................................74 5.1 What do I do if I have a problem I cannot solve? ...............................74 5.2 We now have another journal, can I add this? ...................................74 5.3 How can I see what the email alerts say about my journal? ..............75 5.4 How do I stop one of the registered users receiving email alerts for our journal? ................................................................75

INASP

1. Introduction

Although the JOLs have been designed to be as easy to use as possible, you may discover problems when you are working. The following may help to resolve your problems – if you have any other questions, please contact the Site Manager and/or INASP so that we can update these notes

2. Display problems

2.1 The URLs I have added do not link

Make sure that you have inserted the full URL—it must have the http:// prefix.

2.2 The picture I have added for the journal image is too big for the screen

You will need to adjust the image file. To do this, either open it within a graphics package, or you may need to re-scan it. A good package for re-sizing images can be downloaded from the web for free from IrfanView http://www.irfanview.com/. After scanning the cover, open it in IrfanView and crop it to remove background information. Then go to the image dropdown menu and select Resize/resample and you can resize the image by number of pixels or by percentage size. We suggest using 230 x 300 pixels as an appropriate size, but you can experiment until you are happy with the result. If you still have problems, then you should contact a local IT support

2.3 Special characters are not displaying correctly

Have you coded them correctly with HTML codes? Remember that HTML is not an efficient coding system, and items can appear differently on different platforms, and within platforms depending on how the user has set them up

2.4 The name of the institution is repeated within the contact details

You have probably included the name of the institution within the mailing address – delete it from the address

2.5 Whole blocks of text appear in bold/italic

This is because you added some HTML formatting, and forgot to include the "closing" code – you start bold or italic by or and you need to stop bold or italic by or 

3. Adding and editing problems

3.1 How can I delete an article from the JOL?

There are three ways that articles can be mistakenly added to the JOL: • You start to add an article, but change your mind and do not save the article • You fully add an article, then realise that it should not have been added for some reason • You fully add an article, assign it to an issue, and realise that either it is a duplicate, or for

another reason needs to be removed

To delete the article:

If the article has not been saved, it will appear in Active Submissions (Author Role) with Incomplete/Delete against it – you can delete the article by clicking on the Delete link

If the article has been fully added and saved • Go to Archives to locate the article • Click on its Title

INASP

• On the editing page, go to the Summary on the menu • Scroll down to Status • Click on Archive Submission which will remove the article from any active part of the journal • Go to Archives where the article can now be deleted by clicking Delete

Even if an article has been allocated to an issue and published, it can be removed in this way and will no longer appear on the live site

3.2 I have mistakenly allocated an article to the wrong issue

If an article appears on the Table of contents check the small box in the right-hand column Remove, and then Save. The article will disappear from this list

The article will go back into the Editing queue and by going to the bottom of the page, you will be able to re-allocate it to the correct issue from the drop-down menu

3.3 I thought I had entered an article, but it is not appearing in the table of contents

If you have added an article but it does not appear in the table of contents of the issue you think you have selected for it – you need to do a bit of hunting… • Go to the Author submission page – is the article there but with a note

incomplete (this may happen if for some reason you have missed the Save and continue part of the submission – or for some reason there was a problem with the database and it did not accept the submission)

• Go to the Editor’s homepage • Under to Submissions, and check all Unassigned articles – does it

appear there? • Check the articles In Review and In Editing – does it appear there – if

is against the wrong issue, you can change this by deleting it from the issue – see 3.2

• Go to submissions, and check all "archive" issues – does it appear here? – if is against the wrong issue, you can change this by removing it from the issue – see 3.2

INASP

3.4 Do I have to add all articles for an issue, or can I stop work when I have only added one?

You can add articles individually at times to suit yourself as the database will save them until you want to select and publish them

4. Internet problems

4.1 I started to enter an article and then my online connection was interrupted – have I lost it?

It is possible that it may have saved – see the instructions below in point 4.2 – but if you had not saved the first screen (where you click on the check boxes), then nothing will be saved – if you had saved this first screen, the article will probably appear within Author Submissions – but without any information – you can either delete the "empty" article and start again, or click on Incomplete and edit the "empty" article

4.2 What happens if my Internet connection is lost when I am in the middle of working?

Do not worry – you will not have caused a problem to the JOL. Simply remember what you have done, and when you get your Internet connection go back into the JOL to see how much of your work it has saved

4.3 After logging on, I have been using the Preview screen for a long time – am I still logged in?

Your login status will always be shown at the top of the right hand side bar

4.4 When is the best time to work on the JOL?

It is generally accepted that the Internet works fastest while America is asleep (as they are the largest user community on the web), so try to plan your work to take place when most Americans will not be on the web

4.5 I think someone has discovered my username and password and is entering data on the JOL

First, change your password immediately. Then contact the Site Administrator to report the problem

4.6 Is it all right if I share my username/password with one of my colleagues?

No. Each user should have their own username and password. If you want your colleagues to be able to enter and edit information on the JOL then you should apply to the Journal Manager to have that role assigned to them. It is a good idea to have several colleagues working on the JOL so that more than one person knows how to so it, and you can take some time off!

4.7 Can I access the JOL from anywhere in the world?

Yes, you can access and edit content on your JOL from anywhere with internet connection – the website and your username and password remain the same.

5. General problems

5.1 What do I do if I have a problem I cannot solve?

Put the problem in writing and email it to AJOL ([email protected] or send it to the Site Administrator. Make sure you describe the problem as clearly as you can, and we will help you as much as we are able

INASP

5.2 We now have another journal, can I add this?

No, only the Site Administrator can add a new journal onto the database. You need to submit the journal to the Co-ordinating Committee for the JOL and they will assess it and decide whether or not it should be included on the JOL. However if it is accepted you will be able to edit both journals with only one username/password

5.3 How can I see what the email alerts say about my journal?

Register yourself as a user and sign up to receive an email alert for your own title – then you will receive the email every time you publish a new issue

5.4 How do I stop one of the registered users receiving email alerts for our journal?

First, ask why you want to stop them? If you really do not want them to receive email alerts, contact the Journal Manager, who can make the change to their registration – do not delete them from the list of Readers for your journal

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