TDL Electronic Journals
Creating an Online Scholarly Journal using OJS
Kristi Park
Texas Digital Library
kristi.park@austin.utexas.edu

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
Welcome and Introduction
2
 Intro
E-journals, OJS, and the TDL
 Section
1: The Basics
Roles in the OJS world
Features of an OJS journal
Claiming an e-journal
 Section
2: Setup
Configuring the e-journal
 Section
3: Editorial Process
Creating an issue
Today’s agenda
3

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)
What is OJS?
4

Integrated with
TDL Web site and
other services

Multiple journals
supported on one
OJS installation

TDL is Site
Administrator for
all TDL journals
http://www.tdl.org
http://pkp.sfu.ca/?=ojs
OJS and the TDL
5
All TDL e-journals:
http://journals.tdl.org/index
The TDL Electronic Press
6

Transformation of scholarly
communication in the 21st century

Tools for doing and publishing scholarship
that increase access

Other TDL tools
Blogs
Repositories
Wikis
ETD management
Conference management
E-journals and the TDL mission
7
Section1 :The Basics
OJS features; OJS roles and editorial processes; OJS from a reader’s
perspective; Claiming a journal
8
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Editor control
Comprehensive indexing
Reading Tools
E-mail notification and commenting ability
for readers
Context-sensitive Help
Open Access or Subscription Models (TDL
encourages Open Access journals)
OJS Features
9
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Site administrator (TDL)
Journal Manager
Editor
Section editor
Copyeditor
Layout editor
Proofreader
And lest we forget…
•Authors
•Reviewers
•Readers
Roles
10
Spend a few minutes exploring one of the following TDL Electronic
Journals:
Journal of Virtual Worlds Research
http://journals.tdl.org/jvwr
Journal of Digital Information
http://journals.tdl.org/jodi
Journal of Texas Women Writers
http://journals.tdl.org/JTexwomenwrit
Task: Explore a TDL journal
OJS from a reader’s perspective
11
12
13
Ways of
searching
for
related
works
Reading Tools
14
About the Journal
15
STEP 1: From journal page, click Register.
STEP 2:
Enter login credentials.
STEP 3: Select
roles.
Register for a journal
16


Register as a READER and AUTHOR for TDL
Training Journal.
Use the Student User login credentials on
your handout.
Task: Register
Register yourself as a Reader and Author for a TDL e-journal.
17
 Go to the TDL Contact form and
choose “I want to request a new
electronic journal.”
 Or e-mail
TDL at
info@tdl.org
Claiming a journal
18
Section 2: Setup
How to configure a new journal as Journal Manager
19
1. Details
2. Policies
3. Submissions
4. Management
5. The Look
Initial Five-step setup
20

General info
◦
◦
◦
◦
Titles
Print and online ISSN
DOI prefix
Address
Contact information
 Publisher
 Sponsoring organization(s)
 SEO

Journal Setup Step 1:
Details
21
Focus and Scope
 Peer review policies
 Journal Archiving (LOCKSS)
 Potential reviewer databases

Journal Setup Step 2:
Policies
22
Review Process models
23
Option to enable LOCKSS archiving
 LOCKSS – Lots of Copies Keep Stuff Safe
 OJS instructions for recruiting libraries to
register and cache your journal
 Includes e-mail templates

Archiving: LOCKSS
24

Author guidelines
◦ Submission prep checklist
Copyright Notice
 Competing Interests policy (biomedical
journals)
 Indexing guidelines
 Metadata harvesting

Journal Setup Step 3:
Submissions
25
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.**
Metadata Harvesting
26
Access and security settings
 Publication schedule
 Identification of journal content

◦ Unique identifiers for DOI registration
◦ Page numbering
Announcements
 Instructions and templates for
copyeditors, layout editors, and
proofreaders

Journal Setup Step 4:
Management
27

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These roles do not have
to be staffed by distinct
people
Can be undertaken by the
editor or section editor
Copyeditor, Layout editor, and
Proofreader roles
28
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Add homepage header and content
Add journal page headers and footers
Add an item to the navigation bar
Move blocks of information between the
left and right sidebars
Edit info for Readers, Authors, and
Librarians
Journal Setup Step 5:
The Look
29

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
Further customizations
30
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.

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Image files
Layout template
Task: Setup
You are the Journal Manager
31
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Journal Sections
Masthead
Prepared e-mails
Reading tools
Plugins
Export/Import data
A Journal Manager’s work is never done…
32
•Click Save.
•Click Edit section.
Create
sections
33
Masthead
34
Time = 10-15 minutes
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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.
Task: Other journal configuration tasks
Explore other Management Pages of the Journal management menu
35

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
User management
36
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!

PSA about users and the TDL
Electronic Press
37
List of all users
enrolled in any
TDL journal
38
Time: 5-10 minutes

Enroll Sven Sectioneditor as Section Editor
Task: Enroll users for your journal
Staff Section Editor role
39
Section 3: The Editorial Process
Creating an issue of your journal
40
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
OJS Editorial Processes
41
Author must be registered with journal as
Author
 5-step process
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◦
◦
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◦
Start – copyright agreement, submission checklist, etc.
Enter metadata
Upload submission
Upload supplementary files
Confirm submission
Author submission
Step 1: Start the submission
Step 1: Start the submission, cont.
Step 2: Enter metadata
Step 2: Enter metadata, cont.
Step 2: Enter metadata, cont.
Step 3: Upload the submission (before)
Step 3: Upload the submission (after)
Step 4: Upload supplementary files
Step 5: Confirm the submission
Finished!
Skip the Review & Editing queues and
submit a proof-ready article.
 Must be enrolled as both EDITOR and
AUTHOR
 Use 5-step Author submission
 Upload proof-ready document (PDF file,
etc.)
Shortcut: Expediting Submission
53

After completing Step 5, choose option to
place submission “directly in the last
stage of the Editing queue.”

Submission will appear as the INITIAL
COPYEDIT file and as a GALLEY file.
Expediting Submission, cont.
54
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.
Task: Make an author submission
Submit an article to TDL Training Journal
55
The Editor
56
Unassigned submissions
57
Submission
summary
58
Submission
Review
Process
59
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.
Task: Send submission for review
Select and notify reviewer for an article submission in the
submission queue.
60
What the reviewer sees: e-mail with link
61
What the Reviewer sees: in the system
62
Recommendation options:
• Accept submission
• Revisions required
• Resubmit for review
• Resubmit elsewhere
• Decline submission
• See comments.
What Reviewer Sees in the system (pt. 2)
63
Back to the Editor
64
Task: Editor decision
Accept a submission and send for copyediting
65
Copyediting
 Scheduling
 Layout
 Proofreading

Editing Process
66
Copyediting
67
To Be Assigned
Current Issues
Future Issues
Back Issues
Scheduling
68
Layout
69
Proofreading
70
Task: Prepare and upload galleys
Make PDFs out of Word docs for production-ready proofs.
71
Creating an Issue
72
Create Issue
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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.

Add Items to an Issue
74
Publish an issue
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Publish an issue (cont.)
76
Task: Create and publish an issue
Create an issue, assign articles, and publish!
77

Indexes
◦ Commercial indexes (e.g. Web of Science,
PsycInfo)
◦ Open databases
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Open indexes (e.g. PubMed, ERIC)
Directories (e.g. DOAJ)
Search Engines (e.g. Google)
Metadata Harvesters (e.g. OAIster)
Your library
 The media
 Professional networks

Getting Found: Developing a
Readership
78
Produce a professional, high-quality journal
◦
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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
Getting Found, cont.
79

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=d096834ec88898f6213
0c605226806b0

TDL Helpdesk
◦ Web form: http://support.tdl.org
◦ E-mail: support@tdl.org
Finding help
80

Contact Info:
◦ Kristi Park – kristi.park@austin.utexas.edu
 512-495-4417
◦ Ryan Steans – rsteans@austin.utexas.edu
 512-495-4403
More info
81