TDL Electronic JournalsTDL Electronic JournalsCreating an Online Scholarly Journal using OJS
Kristi ParkTexas Digital Library
Welcome and IntroductionWelcome and Introduction
Welcome TDL members!
Goals◦ Get comfortable in the OJS interface◦ Set up a basic OJS journal and create a first issue (Journal
Manager and Editor roles)◦ Gain a general understanding of other roles (Author,
Reviewer, Section Editor, etc.)
Reference:◦ Journals on the TDL Wiki: http://wikis.tdl.org/tdl/Journals ◦ OJS in An Hour 2.2.0
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Today’s agendaToday’s agenda
Intro E-journals, OJS, and the TDL
Section 1: The BasicsRoles in the OJS worldFeatures of an OJS journalClaiming an e-journal
Section 2: Setup Configuring the e-journal
Section 3: Editorial ProcessCreating an issue
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What is OJS?What is OJS?
OJS = Open◦ Open Journal Systems◦ Open source software◦ Open Access
OJS = Online◦ Online submission◦ Online management◦ Online publication
OJS = Scholarly◦ peer-review compatible
OJS = Non-technical (mostly)
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OJS and the TDLOJS and the TDL
Integrated with TDL Web site and other services
Multiple journals supported on one OJS installation
TDL is Site Administrator for all TDL journalshttp://pkp.sfu.ca/?=ojs
http://www.tdl.org
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The TDL Electronic PressThe TDL Electronic Press
All TDL e-journals: http://journals.tdl.org/index
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E-journals and the TDL missionE-journals and the TDL mission
Transformation of scholarly communication in the 21st century
Tools for doing and publishing scholarship that increase access
Other TDL toolsBlogs RepositoriesWikis ETD managementConference management
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Section1 :The BasicsOJS features; OJS roles and editorial processes; OJS from a reader’s
perspective; Claiming a journal8
OJS FeaturesOJS Features
Editor controlComprehensive indexingReading ToolsE-mail notification and commenting ability
for readersContext-sensitive HelpOpen Access or Subscription Models (TDL
encourages Open Access journals)
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RolesRoles
Site administrator (TDL)Journal ManagerEditorSection editorCopyeditorLayout editorProofreader
And lest we forget…•Authors •Reviewers•Readers
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Task: Explore a TDL journalOJS from a reader’s perspective
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Spend a few minutes exploring one of the following TDL Electronic Journals:
Journal of Virtual Worlds Researchhttp://journals.tdl.org/jvwr
Journal of Digital Informationhttp://journals.tdl.org/jodi
Journal of Texas Women Writershttp://journals.tdl.org/JTexwomenwrit
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Reading ToolsReading Tools
Ways of searching for related works
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About the JournalAbout the Journal15
Register for a journalRegister for a journal
STEP 1: From journal page, click Register.
STEP 2:Enter login credentials.
STEP 3: Select roles.
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Task: RegisterRegister yourself as a Reader and Author for a TDL e-journal.
Register as a READER and AUTHOR for TDL Training Journal.
Use the Student User login credentials on your handout.
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Claiming a journalClaiming a journal
Go to the TDL Contact form and choose “I want to request a new electronic journal.”
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Or e-mail TDL at [email protected]
Section 2: SetupHow to configure a new journal as Journal Manager
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Initial Five-step setupInitial Five-step setup
1. Details2. Policies3. Submissions4. Management5. The Look
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Journal Setup Step 1: Journal Setup Step 1: DetailsDetails
General info◦Titles◦Print and online ISSN◦DOI prefix◦Address
Contact informationPublisherSponsoring organization(s)SEO
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Journal Setup Step 2:Journal Setup Step 2:PoliciesPolicies
Focus and ScopePeer review policiesJournal Archiving (LOCKSS)Potential reviewer databases
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Review Process modelsReview Process models23
Archiving: LOCKSSArchiving: LOCKSS
Option to enable LOCKSS archivingLOCKSS – Lots of Copies Keep Stuff SafeOJS instructions for recruiting libraries to
register and cache your journalIncludes e-mail templates
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Journal Setup Step 3: Journal Setup Step 3: SubmissionsSubmissions
Author guidelines◦Submission prep checklist
Copyright NoticeCompeting Interests policy (biomedical
journals)Indexing guidelinesMetadata harvesting
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Metadata HarvestingMetadata Harvesting
Register journal with the PKP metadata harvester
Collects metadata, enabling searching on OAI-PMH sites
Provides wider dissemination of journal
**TDL Electronic Press is not registered with the PKP harvester, but is registered
with other harvesters like OAIster.**
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Journal Setup Step 4:Journal Setup Step 4:ManagementManagement
Access and security settingsPublication scheduleIdentification of journal content
◦Unique identifiers for DOI registration◦Page numbering
AnnouncementsInstructions and templates for
copyeditors, layout editors, and proofreaders
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Copyeditor, Layout editor, andCopyeditor, Layout editor, andProofreader rolesProofreader roles
These roles do not have to be staffed by distinct people
Can be undertaken by the editor or section editor
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Journal Setup Step 5:Journal Setup Step 5:The LookThe Look
Add homepage header and contentAdd journal page headers and footersAdd an item to the navigation barMove blocks of information between the
left and right sidebarsEdit info for Readers, Authors, and
Librarians
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Further customizationsFurther customizations
OJS stylesheet◦http://pkp.sfu.ca/ojs/download/common.css
Customizing OJS◦http://pkp.sfu.ca/files/CustomizingOJS.pdf
OJS Technical Reference◦http://pkp.sfu.ca/ojs/OJSTechnicalReference.pdf
Examples of customized OJS journal sites
◦http://pkp.sfu.ca/ojs-customization
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Task: SetupYou are the Journal Manager
Time: ~30 minutes
Log in to your assigned test journal using the login credentials on your handout.
Take your journal through the 5-step “setup” process.
Use files in “OJS training” folder on your desktop. Image files Layout template
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A Journal Manager’s work is never done…A Journal Manager’s work is never done…
Journal SectionsMastheadPrepared e-mailsReading toolsPluginsExport/Import data
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Create Create sectionssections
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•Click Save.•Click Edit section.
MastheadMasthead34
Task: Other journal configuration tasksExplore other Management Pages of the Journal management menu
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Time = 10-15 minutes
Add an announcement. Create journal sections. Create a masthead. Alter prepared e-mails. Activate the Reading Tools. Take a look at the available system plugins.
User management User management
Users Enrolled in this Journal◦Edit user accounts, log in as other users,
remove users, or disable accounts◦Enroll existing users into new roles (editor,
reviewer, etc.)◦E-mail multiple users at once
One thing you can’t do: create a new user
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PSA about users and the TDL PSA about users and the TDL Electronic PressElectronic Press
There is one user database across all TDL journals.
One user may be enrolled in multiple journals◦Can’t edit account or log in as these users
Access to sitewide list of users (JMs only)Even in the “labs” OJS, you are seeing the
LIVE user database -- use caution when enrolling!
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List of all users List of all users enrolled in any enrolled in any TDL journalTDL journal
Task: Enroll users for your journalStaff Section Editor role
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Time: 5-10 minutes
Enroll Sven Sectioneditor as Section Editor
Section 3: The Editorial ProcessCreating an issue of your journal
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OJS Editorial ProcessesOJS Editorial Processes
Process Roles
Submissions queue Author; Editor
Submission review Editor or Section Editor; Reviewer
Submission editing Editor or Section Editor; Copyeditor; Layout Editor; Proofreader
Scheduling queue Editor
Table of Contents Editor
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Author submissionAuthor submission
Author must be registered with journal as Author
5-step process◦Start – copyright agreement, submission checklist, etc.
◦Enter metadata◦Upload submission◦Upload supplementary files◦Confirm submission
Step 1: Start the submissionStep 1: Start the submission
Step 1: Start the submission, cont.Step 1: Start the submission, cont.
Step 2: Enter metadataStep 2: Enter metadata
Step 2: Enter metadata, cont.Step 2: Enter metadata, cont.
Step 2: Enter metadata, cont.Step 2: Enter metadata, cont.
Step 3: Upload the submission (before)Step 3: Upload the submission (before)
Step 3: Upload the submission (after)Step 3: Upload the submission (after)
Step 4: Upload supplementary filesStep 4: Upload supplementary files
Step 5: Confirm the submissionStep 5: Confirm the submission
Finished!Finished!
Shortcut: Expediting SubmissionShortcut: Expediting Submission
Skip the Review & Editing queues and submit a proof-ready article.
Must be enrolled as both EDITOR and AUTHOR
Use 5-step Author submissionUpload proof-ready document (PDF file,
etc.)
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Expediting Submission, cont.Expediting Submission, cont.
After completing Step 5, choose option to place submission “directly in the last stage of the Editing queue.”
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Submission will appear as the INITIAL COPYEDIT file and as a GALLEY file.
Task: Make an author submissionSubmit an article to TDL Training Journal
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Submit an article to the TDL Training Journal.
Go to the TDL Electronic Press (labs) page: https://labs.tdl.org/ojs.
Under TDL Training Journal, select AUTHOR.
Complete the 5-step process. Use docs in desktop folder for upload.
The EditorThe Editor56
Unassigned submissionsUnassigned submissions57
Submission Submission summarysummary
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Sub-Sub-mission mission ReviewReviewProcessProcess
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Task: Send submission for reviewSelect and notify reviewer for an article submission in the submission queue.
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Assign two unassigned articles to editors-assign first to Sven Sectioneditor-assign second to yourself
For the second submission, assign to a reviewer and send e-mail notification.
What the reviewer sees: e-mail with linkWhat the reviewer sees: e-mail with link
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What the Reviewer sees: in the systemWhat the Reviewer sees: in the system
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What Reviewer Sees in the system (pt. 2)What Reviewer Sees in the system (pt. 2)
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Recommendation options:Recommendation options:• Accept submissionAccept submission• Revisions requiredRevisions required• Resubmit for reviewResubmit for review• Resubmit elsewhereResubmit elsewhere• Decline submissionDecline submission• See comments.See comments.
Back to the EditorBack to the Editor64
Task: Editor decisionAccept a submission and send for copyediting
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Editing ProcessEditing Process
CopyeditingSchedulingLayoutProofreading
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CopyeditingCopyediting67
SchedulingScheduling68
To Be AssignedCurrent IssuesFuture IssuesBack Issues
LayoutLayout69
ProofreadingProofreading70
Task: Prepare and upload galleysMake PDFs out of Word docs for production-ready proofs.
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Creating an IssueCreating an Issue72
Create IssueCreate Issue73
Add Items to an IssueAdd Items to an Issue
Go back to Editor Home Look at submission “In Editing”Select the item you wish to add to the
issue and go to the editing tab.Add it to your issue under SCHEDULING
and hit RECORD.
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Publish an issuePublish an issue75
Publish an issue (cont.)Publish an issue (cont.)76
Task: Create and publish an issueCreate an issue, assign articles, and publish!
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Getting Found: Developing a Getting Found: Developing a ReadershipReadership
Indexes◦Commercial indexes (e.g. Web of Science,
PsycInfo)◦Open databases
Open indexes (e.g. PubMed, ERIC) Directories (e.g. DOAJ) Search Engines (e.g. Google) Metadata Harvesters (e.g. OAIster)
Your libraryThe mediaProfessional networks
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Getting Found, cont.Getting Found, cont.
Produce a professional, high-quality journal◦ Use secure hosting (TDL servers!)◦ Create a professional layout◦ Recruit some big names◦ Register for standardized journal identifiers (ISSN, DOI)
Most importantly…◦ Keep a reliable publication schedule◦ Publish the highest-quality content possible – quality is
more important than quantity.
For more: Getting Found, Staying Found, Increasing Impact by Kevin Stranack
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Finding helpFinding help
E-journals in the TDL Wiki – ◦ https://wikis.tdl.org/tdl/Journals
OJS Web site – ◦ http://pkp.sfu.ca/?q=ojs
OJS Editorial Support and Discussion Forums◦ http://pkp.sfu.ca/support/forum/viewforum.php?
f=2&sid=d096834ec88898f62130c605226806b0
TDL Helpdesk◦ Web form: http://support.tdl.org◦ E-mail: [email protected]
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More infoMore info
Contact Info:
◦ Kristi Park – [email protected] 512-495-4417
◦ Ryan Steans – [email protected] 512-495-4403
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