Making the Most of Your Publisher Search Process: A Society Perspective April 18, 2019 Andrea Kunz, Managing Editor Journal for ImmunoTherapy of Cancer

Outline Through this presentation, we will go over how to: determine if there is a need to undergo a formal search process, identify who needs to be involved in each stage, develop a realistic timeline, and plan for the society’s role in each stage of the search process.

Determine the Need A few reasons why a society may choose to undergo a formal search process: To launch a new journal To make a change when a current contract ends To gather intelligence on latest trends and advancements available in publishing

Parties Involved Society Representatives Journal Representatives Consultant Society Publisher Journal Society Representatives Committees, Leadership, Staff Journal Representatives Editors, Staff, Journal Users Publisher Representatives RFP Teams, Publishers Consultants Publishing Consultant, Attorney

Develop a Realistic Timeline Give yourself plenty of time! RFP and Proposal Review: 4-6 months Finalist Selection & Approval: 2-3 months Contract Negotiations: 2-3 months Publisher Transition: 6 months minimum Staying with current publisher: 8 to 12 months Transitioning to new publisher: 14 to 18+ months Transitioning to new publisher: 14 to 18+ months

Preparations for Publisher Search RFP and Proposal Review Preparations for Publisher Search Needs Assessment and RFP Development Evaluate key data from the journal Survey/interview current and past representatives from the journal and society Journal: Editors, Authors, Readers, and Managing Staff Society: Leaders, Members, and Search Committee Representatives Identify goals, “must-haves”, and areas where improvements are of greatest interest to the journal and society

Proposal Management Proposal Collection Proposal Review RFP and Proposal Review Proposal Management Proposal Review Society Review Request More Information Proposal Collection Intent to Bid (~4-6 weeks*) Formal Proposal (~8-10 weeks*) *From the time the RFP is initially extended to the publisher

RFP and Proposal Review Proposal Management Schedule Calls with Search Committee Early Set calls to review proposals and select finalists with the search committee months in advance. If society leadership approvals are needed along the way, be sure to take their call schedules into consideration when setting committee calls. Send regular reminders and updates throughout process. Use a Rubric Often developed in conjunction with RFP development Ensures committees are evaluating each publisher with the same mindset as to which questions/concerns are of greatest priority

Evaluation of Finalists Finalist Selection & Approval Evaluation of Finalists In-person at a society meeting or elsewhere Allow 1.5 hours per publisher with plenty of time between each publisher Publisher Presentations Schedule calls with two societies publishing with the top two candidates Ask the same questions of each society Reference Checks

Contract Considerations Contract Negotiations Contract Considerations RFP Proposal In-Person Presentation Takeaways Legal Team Previous Contract(s)

Publisher Transition Transitioning Facilitate the relationship between publishers while transitioning. Prepare journal editors and society leadership for the transition. Note that subscription-based journal transitions tend to take longer than open access journal transitions – pad your timeline!

Summary Determine if and when a publisher search is necessary Identify the key parties involved in the process – from the society, journal, publishers, and consultant Develop a timeline that takes into consideration the schedules of the many parties involved throughout the process and send regular reminders/updates Remember: Everyone wants to see the journal succeed!