tdl electronic journals creating an online scholarly journal using ojs kristi park texas digital...

TDL Electronic JournalsTDL Electronic JournalsCreating an Online Scholarly Journal using OJS

Kristi ParkTexas Digital Library

kristi.park@austin.utexas.edu

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

2

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

3

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)

4

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

5

The TDL Electronic PressThe TDL Electronic Press

All TDL e-journals: http://journals.tdl.org/index

6

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

7

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)

9

RolesRoles

Site administrator (TDL)Journal ManagerEditorSection editorCopyeditorLayout editorProofreader

And lest we forget…•Authors •Reviewers•Readers

10

Task: Explore a TDL journalOJS from a reader’s perspective

11

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

12

13

Reading ToolsReading Tools

Ways of searching for related works

14

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.

16

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.

17

Claiming a journalClaiming a journal

Go to the TDL Contact form and choose “I want to request a new electronic journal.”

18

Or e-mail TDL at info@tdl.org

Section 2: SetupHow to configure a new journal as Journal Manager

19

Initial Five-step setupInitial Five-step setup

1. Details2. Policies3. Submissions4. Management5. The Look

20

Journal Setup Step 1: Journal Setup Step 1: DetailsDetails

General info◦Titles◦Print and online ISSN◦DOI prefix◦Address

Contact informationPublisherSponsoring organization(s)SEO

21

Journal Setup Step 2:Journal Setup Step 2:PoliciesPolicies

Focus and ScopePeer review policiesJournal Archiving (LOCKSS)Potential reviewer databases

22

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

24

Journal Setup Step 3: Journal Setup Step 3: SubmissionsSubmissions

Author guidelines◦Submission prep checklist

Copyright NoticeCompeting Interests policy (biomedical

journals)Indexing guidelinesMetadata harvesting

25

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.**

26

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

27

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

28

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

29

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

30

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

31

A Journal Manager’s work is never done…A Journal Manager’s work is never done…

Journal SectionsMastheadPrepared e-mailsReading toolsPluginsExport/Import data

32

Create Create sectionssections

33

•Click Save.•Click Edit section.

MastheadMasthead34

Task: Other journal configuration tasksExplore other Management Pages of the Journal management menu

35

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

36

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!

37

38

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

39

Time: 5-10 minutes

Enroll Sven Sectioneditor as Section Editor

Section 3: The Editorial ProcessCreating an issue of your journal

40

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

41

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.)

53

Expediting Submission, cont.Expediting Submission, cont.

After completing Step 5, choose option to place submission “directly in the last stage of the Editing queue.”

54

Submission will appear as the INITIAL COPYEDIT file and as a GALLEY file.

Task: Make an author submissionSubmit an article to TDL Training Journal

55

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

58

Sub-Sub-mission mission ReviewReviewProcessProcess

59

Task: Send submission for reviewSelect and notify reviewer for an article submission in the submission queue.

60

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

61

What the Reviewer sees: in the systemWhat the Reviewer sees: in the system

62

What Reviewer Sees in the system (pt. 2)What Reviewer Sees in the system (pt. 2)

63

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

65

Editing ProcessEditing Process

CopyeditingSchedulingLayoutProofreading

66

CopyeditingCopyediting67

SchedulingScheduling68

To Be AssignedCurrent IssuesFuture IssuesBack Issues

LayoutLayout69

ProofreadingProofreading70

Task: Prepare and upload galleysMake PDFs out of Word docs for production-ready proofs.

71

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.

74

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!

77

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

78

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

79

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: support@tdl.org

80

More infoMore info

Contact Info:

◦ Kristi Park – kristi.park@austin.utexas.edu 512-495-4417

◦ Ryan Steans – rsteans@austin.utexas.edu 512-495-4403

81