TDL Electronic Journals
Creating an Online Scholarly Journal Using Open Journal Systems
(OJS)
Texas State University, March 5, 2014
Kristi Park
Marketing Manager
Texas Digital Library
kristi.park@austin.utexas.edu
This work is licensed under a Creative Commons Attribution-NonCommercialShareAlike 3.0 Unported License.
Goals
– Get comfortable in the OJS interface
– Understand some of the more advanced capabilities of OJS
– 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.)
Today’s agenda
• Intro
E-journals, OJS, and the TDL
• Section 1: The Basics
Roles in the OJS world
Features of an OJS journal
• Section 2: Journal Management
Configuring the e-journal
• Section 3: Editorial Process
Creating an issue
The Texas Digital Library is
a consortium of libraries
that works together to
support greater access to
the riches of Texas
academic institutions.
About OJS
–
–
–
–
Journal management and publishing system
Facilitates Open Access publishing
More than 6,500 installations worldwide
Assists with every stage of the refereed publishing process
Submission
Peer
Review
Editing
Publication
(& online
indexing of
content)
What you get with an OJS journal
 Journal website where viewers/readers see published articles and issues, information about journal
policies, processes, and staff
•
Optimized for search engine discovery (Google, etc.)
•
Optional “reading tools” that extend content of your journal
•
Email notification and commenting ability for readers (optional)
 Online submission tool for authors
 Backend editorial workflow and peer review tools that manage communications and track manuscript
versions.
•
Export tools for exporting content to other systems (CrossRef, DOAJ, etc.)
•
Google Analytics plugin for monitoring site traffic
 Secure user accounts for anyone touching the journal system (editors, reviewers, authors, etc.)
OJS is brought to you
by:
http://pkp.sfu.ca/?=ojs
TDL’s online journal service
TDL responsibilities
User responsibilities
•
•
Hosted OJS installation for your
journal
– Maintenance, upgrades, backup
•
TDL Helpdesk Support
(support@tdl.org)
– For journal staff
– For readers, authors, and other users
•
Training and other resources
•
•
•
•
Editorial policy-making and workflow
tasks
Maintenance of site content
Notification of major changes to the
journal
Extensive site customization (i.e. CSS
modifications)
Maintenance of an Open Access
policy
Roles; OJS from a reader’s perspective
OJS BASICS
Roles
OJS uses roles to organize activities and spaces within the journal’s management and
publishing website.
• Users may have more than one role (e.g. Journal Manager and Editor).
• Multiple users can hold the same role (e.g. a team of 6 Editors).
Roles in OJS
Journal Manager
Sets up journal and journal policies, manages users
Editor
Oversees editorial workflow, creates and publishes issues
Section Editor (optional)
Manages editorial process for assigned articles
Reviewer
Reviews assigned articles and makes recommendation for
publication
Author
Submits article through online submission interface
Additional roles – copyeditor, layout editor,
proofreader, subscription manager (optional)
Optional roles that may be used depending on journal
needs and size of journal staff.
OJS from a reader’s perspective
– About the journal
– Viewing articles
– Registering for a journal
Do this!
• Register with the Texas State University Training Journal as a Reader and
Author
• Go to http://training-ojs-tdl.tdl.org/training/ and select the journal. Click
Register and fill out the form. (Take note of your username and
password.)
Submitting an article
• Author must be registered with journal as Author
• 5-step process
–
–
–
–
–
Start – copyright agreement, submission checklist, etc.
Enter metadata
Upload submission
Upload supplementary files
Do this!
Confirm submission
Submit an article to the
Texas State University
Training Journal.
Do this!
First steps to configuring a new journal
JOURNAL SETUP
1. Go to
http://training-ojstdl.tdl.org/training/
and go to your
Student Journal.
2. Log in with student
login credentials.
3. Go through the 5step journal setup
process.
Initial Setup – some things to think about
– Basic info about the journal (name, etc.)
– Journal policies and procedures
•
•
•
•
•
•
Focus and scope
Review policy
Submission guidelines for authors
Review guidelines (for peer reviewers)
Copyright notice/Open Access policy
Privacy statement
– Editorial workflow decisions
• Standard or email-attachment review process
• One person or multiple people working on each submission
– Customization – i.e. “the look”
Review Process models
E-mail Attachment Process
Standard Review Process
•
•
Reviewers log in to the OJS journal
(or are taken directly to the journal
interface via one-click access).
Reviewers enter comments and
recommendations directly into the
system.
•
•
All communication with reviewer is
handled by e-mail outside the OJS
system
Editor enters reviewer comments
and recommendations into the OJS
system.
Customizing OJS
•
•
•
•
Using available themes
Adding static web pages
Using the Custom Block plugin
More about customizing OJS:
– http://pkp.sfu.ca/wiki/index.php/Customizing_OJS
•
•
•
•
•
•
•
Add announcements
Create sections
Configure Reading Tools
Create masthead
User management
Plugins
Advanced capabilities
MORE JOURNAL MANAGEMENT
Create sections
Configure Reading Tools
Create a masthead
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
Enroll John Smith as a
• Create new users
Do this!
Reviewer.
Create a new (fake)
user and enroll
him/her as a Reviewer.
Plugins
• Plugins = software modules that add specific features to OJS.
• Found in Journal Management -> System Plugins
• Divided into categories.
– Generic Plugins (Statis Pages, Custom Block Manager, Google Analytics,
Announcement Feed)
– Block Plugins (to edit custom blocks)
– Import/Export Plugins (QuickSubmit)
QuickSubmit Plugin
• One-step submission plugin to bypass peer
review/editorial workflow.
– Assign to existing issue to publish immediately.
– Assign to unpublished issue to send into editorial
workflow.
– “Leave unpublished” to send to archive.
Editing submissions and creating an issue
THE EDITORIAL PROCESS
Editorial processes and roles
Issues
Submissions
Take manuscript from the
submissions queue.
Reviewers
Send manuscript out for
PEER REVIEW.
Agree to do review.
Make EDITORIAL DECISION
(accept, reject, etc.)
Submit review and
recommendation.
CREATE ISSUE
Assign
article to an
issue.
EDITING. Copyedit, lay out,
and proofread.
PUBLISH ISSUE
(when process is complete for all articles in an
issue).
Create an issue
Do this!
Create a future
issue.
Select a reviewer
Do this!
Select your fake
Reviewer as a
Reviewer.
What a Reviewer sees: email request
What the Reviewer sees, cont.
Do this!
Log in as your fake
user to see the
Reviewer interface.
What the Reviewer sees, cont.
Recommendation options:
• Accept submission
• Revisions required
• Resubmit for review
• Resubmit elsewhere
• Decline submission
• See comments.
The Editing Process
• Copyediting
– Download last version, do work, upload to next step.
• Scheduling
– Decide which issue an article belongs to. (Haven’t created the issue
yet? Go to “Create issue.”)
• Layout
– Download final copyedited version of manuscript, create and upload
proof.
• Proofreading
– Download proof, review for mistakes, enter comments. Create
corrected proof and re-upload in “Layout.”
Things OJS doesn’t do
• No tools for doing the copyediting or layout (only tools for
managing the process)
– Must have PDF or HTML creation tools for making proofs
of articles
– Must do copyediting outside the system and re-upload
copyedited manuscripts
• Not set up to host documents or images outside of prescribed
places in the workflow.
Resources
• OJS in an Hour - http://pkp.sfu.ca/files/OJSinanHour.pdf
• OJS demo site - http://pkp.sfu.ca/ojs/demo/testdrive/
(admin/testdrive)
• Video tutorials - http://pkp.sfu.ca/tutorials
• TDL Helpdesk
– support@tdl.org
– http://www.tdl.org/support/helpdesk/
– 1-855-495-4317 (toll free)
Contacts
– Kristi Park
• kristi.park@austin.utexas.edu
• 512-495-4417
– Helpdesk
• http://www.tdl.org/support/helpdesk/ or
• support@tdl.org
• 855-495-4317 (toll free)
This work is licensed under a Creative Commons Attribution-NonCommercialShareAlike 3.0 Unported License.