TDL Electronic JournalsCreating an Online Scholarly Journal Using Open Journal Systems (OJS)

Texas State University, March 5, 2014

Kristi ParkMarketing ManagerTexas Digital Library

kristi.park@austin.utexas.edu

This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 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 worldFeatures of an OJS journal

• Section 2: Journal Management Configuring the e-journal

• Section 3: Editorial ProcessCreating 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

Publication (& online

indexing of content)

EditingPeer ReviewSubmission

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.)

http://pkp.sfu.ca/?=ojs

OJS is brought to you by:

TDL’s online journal serviceTDL 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

User responsibilities• 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

OJS BASICSRoles; OJS from a reader’s perspective

RolesOJS 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

• 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.)

Do this!

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– Confirm submission

Submit an article to the Texas State University Training Journal.

Do this!

JOURNAL SETUPFirst steps to configuring a new journal

1. Go to http://training-ojs-tdl.tdl.org/training/ and go to your Student Journal.

2. Log in with student login credentials.

3. Go through the 5-step journal setup process.

Do this!

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

Standard Review Process E-mail Attachment 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

MORE JOURNAL MANAGEMENT

• Add announcements• Create sections• Configure Reading Tools• Create masthead• User management• Plugins• Advanced capabilities

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

• Create new users Enroll John Smith as a Reviewer.Create a new (fake) user and enroll him/her as a Reviewer.

Do this!

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.

THE EDITORIAL PROCESSEditing submissions and creating an issue

Editorial processes and roles

Submit review and recommendation.

CREATE ISSUE

PUBLISH ISSUE (when process is complete for all articles in an

issue).

Agree to do review.

Take manuscript from the submissions queue.

Send manuscript out for PEER REVIEW.

Assign article to an

issue.

Make EDITORIAL DECISION (accept, reject, etc.)

EDITING. Copyedit, lay out, and proofread.

Issues Submissions

Reviewers

Create an issue

Create a future issue.Do this!

Select a reviewer

Select your fake Reviewer as a Reviewer.

Do this!

What a Reviewer sees: email request

What the Reviewer sees, cont.

Log in as your fake user to see the Reviewer interface.

Do this!

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-NonCommercial-ShareAlike 3.0 Unported License.