Managing journals: challenges and opportunities How to get started (with OJS) Jackie Proven

Why and how did we get started? What did we have to think about and what have we learnt? How would a hosting service work for you? How does OJS help?

University of St Andrews journal hosting service Journal hosting service – the early years

Journal hosting service – pre-history Pilot journal and its subsequent development Hugely valuable learning experience – ‘soft’ issues more important than ‘technical’ issues

Journal hosting service – the practicalities Technical support from IT Services Free, open source software, easy to install ×What about upgrades and development? User support from the Library Thorough knowledge of OJS easily gained through good documentation and strong user community Library happy to act as electronic distributor ×TIME required! Support needs vary greatly. Is it a core service? Publishing and management devolved to Schools The journal is responsible for all content, polices and processes ×The journal is responsible for all content, polices and processes Additional services ?Repository for preservation; open access advocacy; advice for metadata, harvesting, indexing, reading tools etc…

Journal hostingJournal managementEditor(s) Technical supportSet up functionalityDefine policies OJS user trainingConfigure templatesManage review process Advice on copyrightCustomise look and feelTrack submissions Support for access and preservation Register users and assign roles Create and publish issues Open Access advocacyAdministrationCreate author guidelines Library (with IT services) Library / SchoolSchool + Editorial board Journal hosting service – our model

Preparing for setting up a journal… What resources do you have in your team? Is there existing content, can it be made OA? How often will you publish? Have you defined journal’s scope, editorial policies, author guidelines? How will copyright and licences be handled? Will you have multiple sections, different formats, supplementary material? Setting up the journal: iterative process

OJS steps you through the process with tips and recommendations Setting up the journal: iterative process

OJS prompts you to think about your journal policies and how to communicate them effectively Setting up the journal: iterative process

Framework of the hosting setup process encourages additional dialogue Setting up the journal: iterative process

The most common queries –Are there any costs? –How can I customise the look of the journal? –How do I upload content? The less common queries –How do we manage copyright? –How do we let authors and readers know what our journal policies are? –How will readers find our journal? Setting up the journal: iterative process

Relevance of open access to underlying mission, e.g. –Knowledge sharing / visibility / impact / benefit to global economy / educational Fully open access (standard for inclusion in DOAJ ) –freely available on the internet, allowing users to "read, download, copy, distribute, print, search, or link to the full texts of these articles…" –Creative Commons licences support full OA and proper attribution Partial or delayed open access possible with OJS –Requires configurations Think creatively about Open Access models –Could you support your journal through institutional subsidy; sponsorship; advertising; charging for print copies; fundraising; membership? –Is it appropriate to charge submission / publication fees? Running the journal – Open Access

General principles –Be explicit about responsibilities, embed in Author Guidelines –Consider your own use of copyright material, eg Cover images Copyright agreements and statements –Your publishing agreement with authors –Transfer of copyright v Licence to publish –Responsibility for 3 rd party copyright –Making author rights explicit in any licence or policy statement Copyright and reuse –Creative Commons licences supporting full Open Access –Making readers reuse rights explicit on your website We can help, other Editors can help, OJS can help! Running the journal – Copyright

Submissions – offline or through the system? Peer-review processes – how rigorous? Editing – offline or through the system? Editorial team – how will you manage people? Publication - can you keep to a schedule? Publishing – would a “Quick Submit” option be for you? Formats – Are PDFs searchable? Are PDFs enough? OJS can help! – You choose how much functionality you want to use. Running the journal – Processes

Running the journal – your readers Promoting the journal –Marketing and publicity –Web links, social media –Subject liaison, academic contacts Making the journal content ‘discoverable’ –Cataloguing - ISSN –Searching - Metadata and keywords –Indexing – subject specific, DOAJ –Deposit in repositories –DOIs

Running the journal – your readers JanFebMarAprMayJunJulAugSepOctNovDecYTD Total Journal of Terrorism Research* ,042 Theology in Scotland ,891 Ethnographic Encounters ,153 North Street Review ,298 Journal of Sustainability ,409 Aporia Proceedings of AMPAL ,193 Syria Studies ,416 Yearbook in Cosmopolitan Studies (launched Oct 2014) [*JTR has HTML versions as well as PDFs] Monthly article downloads 2014

Journal hosting service – where are we now Aporia Convocamus Ethnographic Encounters Journal of Sustainability Journal of Terrorism Research North Street Review Proceedings of AMPAL 2013 Syria Studies Theology in Scotland Yearbook in Cosmopolitan Studies

Journal hosting service – coming soon

Journal hosting service – what next New features Clearer setup tips

Journal hosting service(s) – we are not alone

Aporia Convocamus (launching soon)Convocamus Ethnographic Encounters Journal of Sustainability Journal of Terrorism Research North Street Review Proceedings of AMPAL 2013 Syria Studies Theology in Scotland Yearbook in Cosmopolitan Studies (launched Oct 2014)Yearbook in Cosmopolitan Studies Hosted journals