1.1

1.2

1.2.1

1.2.2

1.2.3

1.2.4

1.2.5

1.2.6

1.2.7

1.3

1.3.1

1.3.2

1.4

1.4.1

1.4.2

1.4.3

1.4.4

1.5

1.5.1

1.5.2

1.6

1.6.1

1.6.2

1.6.3

1.6.4

1.7

1.7.1

1.7.2

1.8

1.8.1

1.8.2

1.8.3

1.9

1.9.1

1.9.2

1.10

1.10.1

1.10.2

1.10.3

TableofContentsPreface

Chapter1:Introduction

Background

OJSFeatures

What'sNewinOJS3

ReaderInterface

EditorialInterfaceakatheDashboard

CommunityContributions

Support

Chapter2:InstallingandUpgrading

Installation

Upgrading

Chapter3:UserAccounts

RolesinOJS

RegisteringwithaJournal

ViewingandChangingyourProfile

ResettingyourPassword

Chapter4:SiteAdministration

SiteManagement

AdministrativeFunctions

Chapter5:Settings

JournalSettings

WebsiteSettings

WorkflowSettings

DistributionSettings

Chapter6:Issues

FutureIssues

BackIssues

Chapter7:UsersandRoles

Users

Roles

SiteAccessOptions

Chapter8:Tools

Import/Export

Statistics

Chapter9:Subscriptions

SubscriptionPolicies

SubscriptionTypes

PaymentTypes

2

1.10.4

1.10.5

1.10.6

1.11

1.11.1

1.11.2

1.11.3

1.11.4

1.11.5

1.11.6

1.12

1.12.1

1.12.2

1.12.3

1.12.4

1.12.5

1.13

Payments

IndividualSubscriptions

InstitutionalSubscriptions

Chapter10:Authoring

RegisteringwiththeJournal

SubmittinganArticle

RespondingtoaReview

Re-submittingforReview

RespondingtoaCopyeditingRequest

RespondingtoaProofreadingRequest

Chapter11:EditorialWorkflow

Tasks

Submissions

Review

Copyediting

Production

Chapter12:Reviewing

3

LearningOJS3.1:AVisualGuidetoOpenJournalSystems

Copyright:SimonFraserUniversityholdsthecopyrightforworkproducedbythePublicKnowledgeProjectandhasplaceditsdocumentationunderaCreativeCommonsAttribution4.0InternationalLicense.

Preface

4

Chapter1:IntroductionOpenJournalSystems(OJS)isanopensourcesolutiontomanagingandpublishingscholarlyjournalsonline.OJSisahighlyflexibleeditor-operatedjournalmanagementandpublishingsystemthatcanbedownloadedforfreeandinstalledonalocalWebserver.

Ithasbeendesignedtoreducethetimeandenergydevotedtotheclericalandmanagerialtasksassociatedwitheditingajournal,whileimprovingtherecord-keepingandefficiencyofeditorialprocesses.Itseekstoimprovethescholarlyandpublicqualityofjournalpublishingthroughanumberofinnovations,includingenhancingthereaderexperience,makingjournalpoliciesmoretransparent,andimprovingindexing.

ThisbookcoversOJSversion3.1,releasedinOctober2017,andfeaturessignificantenhancementsoverthepreviousversionsofthesoftware.Wehopeyoufindithelpfulforyourpublishingprojects.

Chapter1:Introduction

5

BackgroundOJSisajournal/websitemanagement/publishingsystem.OJScoversallaspectsofonlinejournalpublishing,fromestablishingajournalwebsitetooperationaltaskssuchastheauthor'ssubmissionprocess,peerreview,editing,publication,archiving,andindexingofthejournal.OJSalsohelpstomanagethepeopleaspectsoforganizingajournal,includingkeepingtrackoftheworkofeditors,reviewers,andauthors,notifyingreaders,andassistingwiththecorrespondence.

OJSisflexibleandscalable.AsingleinstallationofOJScansupporttheoperationofoneormanyjournals.EachjournalhasitsownuniqueURLaswellasitsownlookandfeel.OJScanenableasingleeditortomanageallaspectsofajournalandthejournal'swebsite,orOJSwillsupportaninternationalteamofeditorswithdiverseresponsibilitiesforajournal'smultiplesections.

OJSsupportstheprincipleofextendingaccess.Thissystemisintendednotonlytoassistwithjournalpublishing,buttodemonstratehowthecostsofjournalpublishingcanbereducedtothepointwhereprovidingreaderswith"openaccess"tothecontentsofthejournalbecomesaviableoption.ThecaseforopenaccessisspelledoutoverawideseriesofarticlesstemmingfromthisprojectwhicharefreelyavailableunderResearch>PublicationsonthePublicKnowledgeProjectwebsite.

TheoriginsofOJS.Thesystemwasfirstreleasedin2001asaresearchanddevelopmentinitiativeattheUniversityofBritishColumbia,withthesupportoftheSocialSciencesandHumanitiesResearchCouncilofCanada,theMaxBellFoundation,thePacificPressEndowment,andtheMacArthurFoundation.ItscontinuingdevelopmentiscurrentlyoverseenbytheSimonFraserUniversityLibrary.Formoreinformation,seethePublicKnowledgeProjectwebsite.

Background

6

OJSFeaturesOJSincludesthefollowingfeatures:

1. OJSisinstalledlocallyandcontrolledlocally2. Editorsconfigurerequirements,sections,reviewprocess,etc.3. Onlinesubmission,double-blindreview,andmanagementofallcontent4. Comprehensiveindexingofcontent5. Responsive,themablereaderinterface6. Emailnotificationforreaders7. Supportforarticle-processingcharges,subscriptions,andonlinepayments8. Completecontext-sensitiveonlineHelpsupport9. Multilingualsupport

OJSFeatures

7

What'sNewinOJS3.1OJS3.1buildsonthechangesintroducedwithOJS3,andissignificantlydifferentthanitspredecessor,OJS2.Itincludesenhancementsandnewfeaturesdevelopedfromcommunityfeedback,extensiveusabilitytesting,andnewsoftwaredesigncapabilities.

What'sNewinOJS3

8

ReaderInterfaceBydefault,OpenJournalSystemsisinstalledwithaverysimple,functionaluserinterface.Thisincludesatopheader,navigationbar,navigationblockstotheright,andamaincontentblockinthemiddleofthepage.

ThefollowingimageisascreenshotofanOJSDemonstrationJournalTableofContents.

Youcanseefromthescreenshotthattheuserfunctionsnowexistfromyourprofilemenuatthetoprightofthescreen.ThistakesthemanagerialcontentinOJS3.xawayfromgeneraluserview.Sidebarinformationisclearlybrokenout,aswellasyourtopnavigationbarwithcollapsiblemenusforthe"About"functions.LikeOJS2,eacharticlehasalinkedtitleforviewingobjectmetadataandabstracts,andgalleysarenowclearlylabeledbelowthetitleswithclearerlogos.

ReaderInterface

9

EditorialInterfaceakatheDashboardOJS3.xnowhasaseparateinterfaceonceyoulogintotheeditorialsystem.Thisnotonlymakesiteasiertocustomizethereaderinterface,butalsoprovidesOJSusersofdifferentjournalsaconsistentexperience.

Theeditorialinterfaceisknownasyourdashboardandconsistsofthefollowingelements:

1. TopNavigationBar:Totheleft,youwillfindthenameofthejournalyouarecurrentlyworkingwith(e.g.,JournalofPublicKnowledge).IfyouareenrolledinmorethanonejournalonthisOJSinstallation,youcanusethistoswitchbetweenjournals.NexttothatareyourTasks(itemsneedingimmediateattention).Totheright,youcanswitchlanguagesifthejournalismultilingual,viewthereaderinterface,orclickonyourusernametoviewyourprofileorlogout.

2. LeftMenuPanel:Thesearethemajorsectionsofthedashboard,includingthesubmissions,issuemanagement,subscriptionmanagement(ifyouarerunningajournalusingsubscriptions),settings,userandrolemanagement,andtools.Userswithfewerpermissions(e.g.,Authors,Reviewers,Copyeditors,etc.)willseefewerlinkshere.

3. BlueNavigationBar:Thesemenuchoicesarespecifictothedifferentsectionsoftheeditorialworkflow.Metadata,EditorialHistory,andSubmissionLibraryareallpartofthesubmissionrecordvisiblebelow.

4. MainPanel:Inthemainpanelyouwillseethecurrentworkarea.Intheimageabove,youarelookingatasubmissionrecordintheProductionstage.

5. MainPanelSub-Menus:WithintheMainPanel,youwilloftenseetabsthatallowyoutoviewdifferentinformationaboutthecontentbeingworkedon.Inthisexample,thesubmissionrecordisbrokenfoursections(Submission,Review,Copyediting,Production).NoticetheHelptabtotheright,whichprovidescontext-sensitivehelpforthepageyouarecurrentlyviewing.

6. RightPanel:Fromhere,youcanseetheactionbuttons,suchasScheduleforPublication.Differentpageshavedifferentactionbuttons.BelowtheactionbuttonsistheParticipantstable,whichlistseveryone(exceptReviewers)involvedinthesubmission.

EditorialInterfaceakatheDashboard

10

EditorialInterfaceakatheDashboard

11

CommunityContributionsTheOJSteamencouragescontributionsfromthedevelopercommunity.IfyouareinterestedingettinginvolvedinmakingOJSevenbetter,wewelcomeyourparticipation.

ExcellentexamplesofcommunitycontributionsincludethevastarrayoflanguagesthatOJSisavailablein;andthird-partypluginspostedtothecommunityforumandthearchivedforumpage.

Wealsowelcomesoftwaretestingandbugreportingcontributions.

CommunityContributions

12

SupportAcommunityforumandissuereportingsystemfortechnicalissuescanbeaccessedviathePKPwebsite.

Forquestionsaboutaparticularjournalsite,suchassubmissionrequirements,contactthatjournaldirectly,usingthecontactinformationlistedonthejournal'sAboutpage.

Support

13

Chapter2:InstallingandUpgradingThischaptercovershowtoinstallOJS3forthefirsttime,andhowtoupgradeanexistinginstallationrunningOJS2.x.

Chapter2:InstallingandUpgrading

14

InstallationOpenJournalSystems(OJS)hasbeendevelopedbythePublicKnowledgeProject.ForgeneralinformationaboutOJSandotheropenresearchsystems,visitthePKPwebsiteathttp://pkp.sfu.ca/.

LicensingOJSislicensedundertheGNUGeneralPublicLicensev2.Seethefiledocs/COPYINGforthecompletetermsofthislicense.

ThirdpartiesarewelcometomodifyandredistributeOJSinentiretyorpartsaccordingtothetermsofthislicense.PKPalsowelcomespatchesforimprovementsorbugfixestothesoftware.

SystemRequirementsRecommendedserverrequirements:

PHP>=5.5withMySQLorPostgreSQLsupportMySQL>=4.1orPostgreSQL>=9.1.5Apache>=1.3.2xor>=2.0.4xorMicrosoftIIS6Operatingsystem:AnyOSthatsupportstheabovesoftware,includingLinux,BSD,Solaris,MacOSX,Windows

AsPKPdoesnothavetheresourcestotesteverypossiblecombinationofsoftwareversionsandplatforms,noguaranteeofcorrectoperationorsupportisimplied.WewelcomefeedbackfromuserswhohavedeployedOJSonsystemsotherthanthoselistedabove.

RecommendedConfigurationAsecuredeploymentcanbebestachievedbyusingthefollowingpolicies:

DedicateadatabasetoOJS;useuniquecredentialstoaccessit.Configurethisdatabasetoperformautomatedbackupsonaregularbasis.Performamanualbackupwhenupgradingorperformingmaintenance.

ConfigureOJS(config.inc.php)touseSHA1hashingratherthanMD5.

ConfigureOJS(config.inc.php)touseforce_ssl_loginsothatauthenticateduserscommunicatewiththeserverviaHTTPS.

InstallOJSsothatthefilesdirectoryisNOTasubdirectoryoftheOJSinstallationandcannotbeaccesseddirectlyviathewebserver.Restrictfilepermissionsasmuchaspossible.Automatedbackupsofthisdirectoryshouldberoughlysynchronizedwithdatabasebackups.Thesestepsarecriticaltomaintainingasecureenvironmentandavoidingthemisuseorhackingofyourjournal.

Download

Installation

15

OJScanbedownloadedfromthePublicKnowledgeProjectwebsite.

InstallationPleasereviewthisdocumentandtheRELEASEdocumentpriortoinstallingOJS.Ifyouencounterproblems,pleasealsoseetheFAQdocumentinthisdirectory.

ToinstallOJS:

1. ExtracttheOJSarchivetothedesiredlocationinyourwebdocumentsdirectory.

2. Makethefollowingfilesanddirectories(andtheircontents)writeable(i.e.,bychangingtheownerorpermissionswithchownorchmod):

config.inc.php(optional--ifnotwritableyouwillbepromptedtomanuallyoverwritethisfileduringinstallation)publiccachecache/t_cachecache/t_configcache/t_compilecache/_db

3. Createadirectorytostoreuploadedfiles(submissionfiles,etc.)andmakethisdirectorywriteable.Itisstronglyrecommendedthatthisdirectorybeplacedinanon-web-accessiblelocationtoensureasecureenvironment(orotherwiseprotectedfromdirectaccess,suchasvia.htaccessrules).

4. Openawebbrowsertohttp://yourdomain.com/path/to/ojs/andfollowtheon-screeninstallationinstructions.

Alternatively,thecommand-lineinstallercanbeusedinsteadbyrunningthecommand"phptools/install.php"fromyourOJSdirectory.(Note:withtheCLIinstalleryoumayneedtochown/chmodthepublicanduploadedfilesdirectoriesafterinstallation,iftheApacheuserisdifferentfromtheuserrunningthetool.)

5. Recommendedadditionalstepspost-installation:

Reviewconfig.inc.phpforadditionalconfigurationsettingsReviewtheFAQdocumentforfrequentlyaskedtechnicalandserverconfigurationquestions.

Installation

16

UpgradingNote:Beforeupgradingyourinstallation,performacompletebackupofyourdatafilesanddatabase.Iftheupgradeprocessfails,youwillneedtorecoverfrombackupbeforecontinuing.

IfyouareusingPHPSafeMode,pleaseensurethatthemax_execution_timedirectiveinyourphp.iniconfigurationfileissettoahighlimit.Ifthisoranyothertimelimit(e.g.Apache's"Timeout"directive)isreachedandtheupgradeprocessisinterrupted,manualinterventionwillberequired.

UpgradingfromOJS2.0.x,2.1.x,2.2.x,or2.3.xInordertoupgradefromtheseolderbranchesofOJS,youwillfirstneedtoupgradetoanintermediateversionofOJS2.4.x.DownloadthelatestcopyofOJS2.4.xandfollowtheupgradeinstructionsincludedthere,thenreadthedocs/UPGRADEdocumentincludedinthispackagetocontinuetheupgradefromthere.

UpgradingfromOJS2.4.xOJS3.xisamajorrewriteofOpenJournalSystems,introducingnumerousnewconceptsanddifferentapproaches.Theupgradeprocessfrom2.xto3.xdoesitsbesttoadaptoldcontenttothenewstructures,butwestronglyrecommendperformingatestupgradeandexploringthenewsystembeforecommittingyourcontenttotheupgrade.Downgradesfrom3.xto2.xwillnotbesupported.

UpgradingtothelatestversionofOJSinvolvestwosteps:

-ObtainingthelatestOJScode

-UpgradingtheOJSdatabase

Itishighlyrecommendedthatyoualsoreviewthereleasenotes(docs/RELEASE)andotherdocumentationinthedocsdirectorybeforeperforminganupgrade.

ObtainingthelatestOJScodeTheOJSsourcecodeisavailableintwoforms:acompletestand-alonepackage,andfromread-onlygithubaccess.

1)FullPackage

ItisalsopossibletoupgradebydownloadingthecompletepackageforthelatestreleaseofOJS:

-DownloadanddecompressthepackagefromtheOJSwebsite

-Makeacopyoftheconfig.inc.phpprovidedinthenewpackage

-MoveorcopythefollowingfilesanddirectoriesfromyourcurrentOJS

installation:

-config.inc.php

-public/

-Youruploadedfilesdirectory("files_dir"inconfig.inc.php),ifit

resideswithinyourOJSdirectory

-ReplacethecurrentOJSdirectorywiththenewOJSdirectory,movingthe

oldonetoasafelocationasabackup

-BesuretoreviewtheConfigurationChangessectionofthereleasenotes

indocs/release-notes/README-(version)forallversionsbetweenyour

originalversionandthenewversion.Youmayneedtomanuallyadd

newitemstoyourconfig.inc.phpfile.

Updatingfromgithubistherecommendedapproachifyouhavemadelocalmodificationstothesystem.

Upgrading

17

2)git

IfyourinstanceofOJSwascheckedoutfromgithub(seedocs/README-GIT),youcanupdatetheOJScodeusingagitclient.

ToupdatetheOJScodefromagitcheck-out,runthefollowingcommandfromyourOJSdirectory:

$gitrebase--onto<new-release-tag><previous-release-tag>

Thisassumesthatyouhavemadelocalchangesandcommittedthemontopoftheoldreleasetag.Thecommandwilltakeyourcustomchangesandapplythemontopofthenewrelease.Thismaycausemergeconflictswhichhavetoberesolvedintheusualway,e.g.usingamergetoollikekdiff3.

"TAG"shouldbereplacedwiththegittagcorrespondingtothenewrelease.OJSreleaseversiontagsareoftheform"ojs-MAJOR_MINOR_REVSION-BUILD".Forexample,thetagfortheinitialreleaseofOJS3.0.0is"ojs-3_0_0-0".

ConsulttheREADMEofthelatestOJSpackageortheOJSwebsiteforthetagcorrespondingtothelatestavailableOJSrelease.

Notethatattemptingtoupdatetoanunreleasedversion(e.g.,usingtheHEADtagtoobtainthebleeding-edgeOJScode)isnotrecommendedforanyoneotherthanOJSorthird-partydevelopers;usingexperimentalcodeonaproductiondeploymentisstronglydiscouragedandwillnotbesupportedinanywaybytheOJSteam.

UpgradingtheOJSdatabaseAfterobtainingthelatestOJScode,anadditionalscriptmustberuntocompletetheupgradeprocessbyupgradingtheOJSdatabaseandpotentiallyexecutingadditionalupgradecode.

Thisscriptcanbeexecutedfromthecommand-lineorviatheOJSwebinterface.

1)Command-line

IfyouhavetheCLIversionofPHPinstalled(e.g.,/usr/bin/php),youcanupgradethedatabaseasfollows:

-Editconfig.inc.phpandchange"installed=On"to"installed=Off"

-RunthefollowingcommandfromtheOJSdirectory(notincludingthe$):

$phptools/upgrade.phpupgrade

-Re-editconfig.inc.phpandchange"installed=Off"backto

"installed=On"

2)Web

IfyoudonothavethePHPCLIinstalled,youcanalsoupgradebyrunningaweb-basedscript.Todoso:

-Editconfig.inc.phpandchange"installed=On"to"installed=Off"

-OpenawebbrowsertoyourOJSsite;youshouldberedirectedtothe

installationandupgradepage

-Selectthe"Upgrade"linkandfollowtheon-screeninstructions

-Re-editconfig.inc.phpandchange"installed=Off"backto

"installed=On"

Upgrading

18

Chapter3:UserAccountsOJSusesacomprehensiverolessystemtodivideworkbetweenusers,assignworkflows,andlimitaccesstodifferentpartsofthesystem.

SinceoneinstallationofOJScanhostmultiplejournals,userscanbeenrolledindifferentrolesformorethanonejournal.Forexample,onepersoncouldbebothaneditorandauthorforthesamejournal,aswellasbeingonlyanauthorinonejournal,areviewerinanother,andaneditorinathird.

Whenauserlogsintothesystem,theywillbetakentotheirDashboard.Fromhere,theywillseeallofthefunctionsofthesystemtowhichtheyhaveaccess.Forexample,aReviewerwillonlyseethesubmissiontheyhavebeenassignedtoreview,whileanEditorwillseeallofthesubmissionsintheeditorialworkflow.

Chapter3:UserAccounts

19

RolesinOJSTheOJSworkflowrevolvesarounddifferentrolesfordifferentusers,allowingthemaccesstodifferentpartsoftheworkflow,anddifferentpermissionsandresponsibilities.

MajorrolesincludeSiteAdministrator,JournalManager,Editor,SectionEditor,Author,Reviewer,Copyeditor,LayoutEditor,Proofreader,andReader.

OJS3alsoincludesadditionalrolessuchasTranslatorandDesigner.Youcanalsocreatenewrolesorrenameexistingones.MoreinformationonconfiguringrolesisavailableinChapter5.

SiteAdministratorTheSiteAdministratorisresponsiblefortheoverallOJSinstallation,ensuringtheserversettingsareaccurate,addinglanguagefiles,andcreatinganynewjournalsontheinstallation.TheSiteAdministratoraccountiscreatedaspartoftheinstallationprocess.UnlikeallotherOJSroles,therecanonlybeoneSiteAdministrator.

SeeChapter4:SiteAdministrationformoredetails.

JournalManagerTheJournalManagerisresponsibleforsettingupthejournalwebsite,configuringthesystemoptions,andmanagingtheuseraccounts.Thisdoesnotinvolveanyadvancedtechnicalskills,butentailsfillingoutweb-basedformsanduploadingfiles.

TheJournalManageralsoenrollstheEditors,SectionEditors,Copyeditors,LayoutEditors,Proofreaders,Authors,andReviewers.

TheJournalManageralsohasaccesstothejournal'sothermanagementfeatures,andcancreatenewSectionsforthejournal,setupReviewForms,editthedefaultEmails,managetheReadingTools,viewStatisticsandReports,andmore.

ManyJournalManagersalsoenrollasEditors,allowingthemtoeasilymanageboththejournalsettingsaswellassubmissionsintheeditorialworkflow.

Note

AlthoughtheJournalManagerisajournal-specificrole,journalmanagersshouldgenerallybeconsideredsystem-widetrustedusers,astheyhavetheabilitytoassumetheidentitiesofotheruserswhomaybeenrolledinotherjournals.

SeeChapter5:SettingupaJournalformoredetails.

AuthorAuthorsareabletosubmitmanuscriptstothejournaldirectlythroughthejournal'swebsite.TheAuthorisaskedtouploadsubmissionfilesandtoprovidemetadataorindexinginformation(themetadataimprovesthesearchcapacityforresearchonlineandforthejournal).TheAuthorcanuploadmultiplefiles,intheformofdatasets,researchinstruments,orsourcetextsthatwillenrichtheitem,aswellascontributetomoreopenandrobustformsofresearchandscholarship.

TheAuthorisabletotrackthesubmissionthroughthereviewandeditorialprocess—aswellasparticipateinthecopyeditingandproofreadingofsubmissionsacceptedforpublication—byloggingintothejournal'swebsite.

SeeChapter9:Authoringformoredetails.

RolesinOJS

20

EditorTheEditoroverseestheentirereview,editingandpublishingprocess.TheEditor,workingwiththeJournalManager,typicallyestablishesthepoliciesandproceduresforthejournal.

Intheeditorialprocess,theEditorassignssubmissionstotheSectionEditorstoseethroughSubmissionReviewandSubmissionEditing.TheEditorkeepsaneyeonthesubmission'sprogressandassistswithanydifficulties.

Oncereviewiscompleted,theEditortypicallyseesthesubmissionthroughtheEditingprocess(includingcopyediting,production,andproofreading)althoughinsomejournalsthisremainstheresponsibilityoftheSectionEditorinchargeofthesubmission'sreviewprocess.

TheEditoralsocreatesthejournalissues,schedulessubmissionsforpublication,arrangestheTableofContents,andpublishestheissueaspartofthePublishingProcess.TheEditorcanrestorearchivedsubmissionstotheactiveInRevieworInEditinglists.

ManyEditorsalsoenrollasJournalManagers,allowingthemtoeasilymanageboththeeditorialworkflowaswellasthejournalsettings.

SeeChapter10:EditorialWorkflowformoredetails.

SectionEditorTheSectionEditormanagesthereviewandeditingofsubmissionstowhichtheyhavebeenassigned.Insomecases,aSectionEditorwhoisassignedtoseesubmissionsthroughtheReviewProcesswillalsoberesponsibleforseeingthesubmissionsthatareacceptedthroughtheEditingprocess(thatis,throughcopyediting,production,andproofreading).

Often,however,SectionEditorsonlyworkwiththereviewprocess,andanEditor,actingintheroleofSectionEditor,seesthesubmissionsthroughtheEditingprocess.Thejournalwillhaveapolicyonhowthetasksaredivided.

SeeChapter10:EditorialWorkflowformoredetails.

ReviewerTheReviewerisselectedbytheEditororSectionEditortoreviewasubmission.Reviewersareaskedtosubmitreviewstothejournal'swebsiteandareabletouploadattachmentsfortheuseoftheEditorandAuthor.ReviewersmayberatedbySectionEditors,againdependingonthepoliciesforthisjournal.

SeeChapter8:Reviewingformoredetails.

CopyeditorTheCopyeditoreditssubmissionstoimprovegrammarandclarity,workswithauthorstoensureeverythingisinplace,ensuresstrictadherencetothejournal'sbibliographicandtextualstyle,andproducesaclean,editedcopyforaLayoutEditororProductionAssistanttoturnintothegalleysthatwillbeinthepublishedformatofthejournal.

SomejournalshaveanEditororSectionEditorplaythisrole.

SeeChapter10:EditorialWorkflowformoredetails.

LayoutEditorTheLayoutEditortransformsthecopyeditedversionsofthesubmissionintogalleysinHTML,PDF,XML,etc.--fileswhichthejournalhaselectedtouseforonlinepublication.

RolesinOJS

21

Note

OJSdoesnotcurrentlyprovidesoftwareforautomaticallyconvertingwordprocesseddocumentstogalleyformats(althoughaprojectisindevelopment),sotheLayoutEditorshouldhaveaccesstoandbeabletousethird-partysoftwarepackagesforcreatinggalleys.

Insomecases,theEditororSectionEditorwillalsoserveasLayoutEditor.

SeeChapter10:EditorialWorkflowformoredetails.

ProofreaderTheProofreadercarefullyreadsoverthegalleysinthevariousformatsinwhichthejournalpublishes(asdoestheauthor).TheProofreader(andtheAuthor)recordanytypographicandformattingerrorsfortheLayoutEditortofix.

Inthecaseofsomejournals,theEditororSectionEditorwillalsoserveasProofreader.

SeeChapter10:EditorialWorkflowformoredetails.

ReaderTheReaderroleisthesimplestroleinOJS,andhasthefewestcapabilities.Readersreceiveanotificationemailwiththepublicationofeachissue,whichincludestheTableofContentsforthatparticularissue.

RolesinOJS

22

RegisteringwithaJournalUnregisteredvisitorstoajournalcannormallyregisterasaReader,Author,and/orReviewer.JournalManagersareabletoremovetheabilityforvisitorstoself-register,inwhichcaseanoticewillappearstatingthatregistrationiscurrentlyclosed(seeJournalSettings),butJournalManagerscanalwaysregisterusersatanytime,andforanyrole.

Toregisterwithajournal,clicktheRegisterlinkontheupperrightcorner.

ThiswillopentheRegistrationFormforyoutocompletewithallrequiredinformation.

Allfieldswithanasterisk(FirstName,LastName,Affiliation,Country,Email,Username,Password,RepeatPassword)aremandatory.Ifthejournalismultilingual,youwillneedtoselectyourpreferredlanguage.

YouwillbeautomaticallyregisteredasaReaderandanAuthor.YouwillbegiventheoptiontoregisterasaRevieweraswell.

Youwillnotbeabletoself-registerforanEditorialRole(e.g.,Editor,SectionEditor,Copyeditor,LayoutEditor,Proofreader,orJournalManager).Ifyouneedtobeenrolledatthatlevel,contactacurrentJournalManagerorSiteAdministrator.

RegisteringwithaJournal

23

RegisteringwithaJournal

24

ViewingandChangingyourProfileToviewandedityourprofile,loginandclickyourUsernamelinkfromtheupperrightcorner.ChoosetheViewProfilelink.

Fromhere,bychoosingthedifferenttabs,youcanupdateyourpersonaldetails,contactinformation,changeyourroles,addapersonalimage(whichsomejournalsmaypublishalongwithyourarticleoronalistofeditors),determineyournotificationsettings,orupdateyourpassword.

ViewingandChangingyourProfile

25

ResettingyourPasswordYoucanresetyourpasswordby:

1. Loggingintothejournal2. SelectingyourusernameandViewProfilefromtheupperrightcornerofthescreen3. ChoosingthePasswordtab4. Enteringyourcurrentpasswordandthenyournewpasswordtwice5. HittingSave

Yourpasswordisnowchanged.

ResettingyourPassword

26

Chapter4:SiteAdministrationAspartofinstallingOJS,youwillhavecreatedaSiteAdministratoruseraccount.WhenyoulogintoOJSwiththataccountyouwillhaveaccesstoSiteAdministratorsettingsfromtheDashboard.

Youwillbeabletocreatenewhostedjournalinstances,managelanguagesupportacrossyoursystem,andperformotheradministrativefunctions.

Chapter4:SiteAdministration

27

SiteManagementTogettoSiteManagement,loginastheSiteAdministrator,andchooseAdministrationfromtheleftmenu.

HostedJournalsFromhere,chooseHostedJournals.Onetheresultingpage,youwillseeallofthejournalsinthisOJSinstallation.Intheexample,below,thereisonlyone.

SiteManagement

28

Toedittheexistingjournal,clickonthebluearrowtotheleftofthejournalname.Youwillseeoptionstoedit,remove,orupdatethesettings.

Editwillletyouchangethetitle,description,orpath.

Removewillletyoudeletethejournalfromtheinstallation.Youwillbeaskedtoconfirmthatyoureallydowanttodothis,asitisirreverisible.

SiteManagement

29

SettingsWizardwilltakeyoutothevarioussettingsoptionsforthatjournal.We'llgooverthesesettingsindetailinChapter5.

Userswillallowyoutoaddandmanageusersassociatedwiththisjournal.

SiteManagement

30

BackontheHostedJournalspage,youcanusetheCreateJournallinktoaddanewjournaltothisOJSinstallation.Fromtheresultingform,fillinthefieldswiththenewinformation.

SiteManagement

31

Note:Ifyoudonotwantthenewjournaltobevisibleyet,unchecktheEnablethisjournaltoappearpubliclyonthesitebox.

SiteSettingsThissectionwillappearifyouhavetwoormorejournals,andallowyoutoaddinformationregardingyouroverallOJSinstallation,notindividualjournals.

SiteSetup

Thisincludesthenameofyoursite,asitelogo,anintroductorystatementaboutyoursite,asitefooter,aredirectoption(ifyouonlyplantohaveonejournalonthisinstallation),contactinformation,aminimumpasswordlengthforregisteredusers,stylesheetandthemeoptions,andsidebarmanagement.

Youwillhavetheopportunitytoprovidedetailsaboutyourindividualjournal(s)atalaterstage.

SiteManagement

32

Languages

OJSisamultilingualsystemandyoucanaddadditionallanguagestoyoursitehere,makingthemavailabletoallofthejournalsonyourinstallation.

OJS3.1doesn'tyethaveasmanytranslationsasOJS2,butweexpecttohavemorecontributedovertime.Contributionsarealwayswelcome.

PluginsFromhere,youcanchoosetoenableordisablevariousplugins,makingthemavailable(ornot)toallofthejournalsonthisOJSinstallation.

SiteManagement

33

NavigationMenus

Usethissectiontomodifyyoursite-widemenus.YoucanlearnmoreaboutconfiguringmenusinChapter5.

NextStepsOnceyou'vecreatedajournalandconfiguredthesitesettings,youmaywanttocreateauseraccountfortheJournalManagerorEditor--seeChapter7fordetails.

SiteManagement

34

SiteManagement

35

AdministrativeFunctionsThissectionprovidesdetailedinformationabouttheserveronwhichyourOJSinstallationisrunning.

SystemInformationUsethissectiontofindoutdetailsabouttheserverrunningyourinstallation.

OJSVersioninformationshowswhichversioniscurrentlyinstalled,andyourversionhistoryincludinganyupgrades.YoucanclicktheCheckforupdateslinktoseeifyouareusingthemostrecentversionofOJS.

TheServerInformationprovidesdetailsabouttheserverenvironmenthostingyourOJSinstallation.

TheOJSConfigurationsectiondisplaysalloftheconfigurationoptionsandtheirvaluesastheyareinconfig.inc.php.

AdministrativeFunctions

36

Youcanfindmoreinformationaboutconfig.inc.phpconfigurationparametersinthefileitself.

Thefinalsectiononthispagedisplaysadditionalserverinformation:youroperatingsystem,PHPversion,serveranddatabaseinformation.YoucanalsoviewextendedPHPinformationbyclickingtheExtendedPHPinformationlink(thisdisplaystheoutputofphpinfo()).

Allofthisinformationcanbeusefulwhentryingtotroubleshootaproblem.

ExpireUserSessionsClickingExpireUserSessionsimmediatelyclearsallactiveusersessionsinthesystem,requiringanyuserthatiscurrentlyloggedintosignintothesystemagain.Thiscanbeusefulbeforeanupgrade,toensureallusersareloggedout.

ClearDataCachesClickingClearDataCachesclearsallcacheddata,includinglocaleinformation,helpcache,andsearchcache.Thisfunctionmaybeusefultoforcedatatobereloadedaftercustomizationshavebeenmade.

ClearTemplateCacheClickingClearTemplateCacheclearsallcachedversionsofHTMLtemplates.Thisfunctionmaybeusefultoforcetemplatestobereloadedaftercustomizationshavebeenmade.

ClearScheduledTaskExecutionLogsIfscheduledtaskshavebeenenabledforyourjournal,clickingClearScheduledTaskExecutionLogswilldeletethetaskexecutionlogfilesfromyourserver.Theexecutionlogfilesincludedatesthatcorrespondtopreviouslycompletedscheduledtasks(e.g.sendingautomaticemailreviewreminders).

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Chapter5:SettingsTheSettingssectionallowsyoutoconfigureyourOJSinstallationtobestmeetyourpublishingneeds.

YoucanfindtheSettingsintheleftmenupanelwhenyouareloggedinasauserwithJournalManagerpermissions.

ItconsistsofJournalSettings,WebsiteSettings,WorkflowSettings,andDistributionSettings,eachofwhichwillbecoveredinthischapter.

Chapter5:Settings

38

JournalSettingsTheJournalSettingspageincludesdetailsaboutthejournal.

UsethetabstonavigatetothedifferentsectionsofJournalSettings:Masthead,Contact,Sections.

MastheadJournalNameisthenameofyourjournal.E.g.,JournalofSoftwareDocumentation

JournalInitialsaretheinitialsofthejournal.E.g.,JSD.

JournalAbbreviationistheabbreviationofyourjournalname.E.g.,JSoftDoc.

Publisheristhenameoftheorganizationpublishingthejournal.

ISSN(InternationalStandardSerialNumber)isaneight-digitnumberwhichidentifiesjournals.ItismanagedbyaworldwidenetworkofNationalCentrescoordinatedbyanInternationalCentrebasedinParis,backedbyUnescoandtheFrenchGovernment.AnumbercanbeobtainedfromtheISSNwebsite.Thiscanbedoneatanypointinoperatingthejournal.

OJSjournalswilltypicallyhaveanonlineISSN,butsomemayalsopublishaprintversion,whichrequiresadifferentprintISSN.

JournalSummaryisabriefdescriptionofyourjournal.IfyouareonanOJSinstallationwithmultiplejournals,thistextwillappearwithyourjournallisting.

Mastheadallowsyoutoaddthenamesofyoureditorialteamoranyoneelseyouwishtomention.ThiswillappearonthepublicwebsiteunderAbout>EditorialTeam.

AbouttheJournalisaspacetoaddanyinformationaboutyourjournalwhichmaybeofinteresttoreaders,authors,orreviewers.

Thiscouldincludeyouropenaccesspolicy,thefocusandscopeofthejournal,copyrightnotice,sponsorshipdisclosure,historyofthejournal,aprivacystatement,andinclusioninanyLOCKSSorCLOCKSSarchivalsystem.

HittheSavebuttontosaveyourchanges.

JournalSettings

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ContactUsethissectiontoaddjournalcontacts.

MailingAddress:Addyourjournal'sofficialmailingaddresshere.Thiswillappearonthejournal'sContactpage.

PrincipalContact:Addcontactinformationforthejournal'smaincontactperson.

TechnicalSupportContact:Addcontactinformationforthejournal'stechnicalsupportperson.Thisinformationwillappearonthejournal'sContactpageandalsoindifferentpointsintheworkflowtoofferassistancetousers.

HittheSavebuttontosaveyourchanges.

SectionsUsethispagetoconfigurethedifferentsectionsofyourjournal.E.g.,Articles,Editorials,Reviews,Commentary,etc.

Allofyourexistingsectionswillappearhere.OJSrequiresatleastonesection,andcreatesan"Articles"sectionbydefault.

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Youcanmodifysectionsbyclickingonthebluearrowtotheleftofthesectionname.Thiswillrevealoptionstoeditordeletethesection.

EditingaSection

Selectingtheeditlinkwillopenanewwindowwithdifferentconfigurationoptions.

Fromhere,youcanchangethenameorabbreviationofthesection.

SectionPolicy:Usethisfieldtoaddimportantdetailssuchassubmissionrequirements,peerreview,etc.

WordCount:Usethistolimitthenumberofwordsforabstractsinthissection.

ReviewForm:Youcanselectspecificreviewformsforeachsection.LearnmoreaboutReviewFormshere.

Indexing:Eachsectioncanhavedifferentindexingsettings.Forexample,anEditorialsectionwillnottypicallybepeer-reviewed.

Identifyitemspublishedinthissectionasa(n):Thisusedbysomeindexingsystems.Notethatitisnotarequiredfield.

HittheSavebuttontosaveyourchangesandreturntotheSectionspage.

CreateSection

JournalSettings

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Fromthesectionspage,selecttheCreateSectionlinktoopenablankwindow,exactlythesameasthewindowusedforeditingasectiondescribedabove.

FillinthedetailsandhitSavetorecordyourwork.

OrderingSectionsWhenyouhavemorethanonesectioncreated,youwillseeanOrderlink.Usethattoreorderhowthosesectionsdisplayonyourjournalwebsite.

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HittheDonebuttonwhenyouarefinished.

JournalSettings

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WebsiteSettingsTheWebsiteSettingsallowyoutoconfigurehowyourjournal'swebsitelooksandoperates.ItconsistsoftabsforAppearance,Information,Archiving,Languages,Plugins,Announcements,andNavigationMenus.

AppearanceLogo:Usethisspacetouploadajournallogototheupperleftcornerofyourreaderinterface.

PageFooter:Thisallowsyoutodisplaytextatthebottomofeachpageofyourwebsite.

Theme:Asnewthemesbecomeavailable,youcanenablethemhere.

Typography:Quicklychoosethefontsforyourjournal.

Colour:Quicklychangethecolourofyourjournal'sheader.

JournalStyleSheet:Usethistouploadauniquestylesheetforyourjournal.

SidebarManagement:Thisallowsyoutomovedifferentblocksinoroutofthesidebarinthereaderinterface.

HomepageImage:Uploadinganimageherewillwillplaceitonyourjournal'shomepage.

JournalFavicon:Addafavicontodisplayinthereader'sbrowseraddressbar.

AdditionalContent:Anytextenteredherewillappearonyourhomepage.

Lists:Limitthenumberofitems(forexample,submissions,users,oreditingassignments)toshowinalistbeforeshowingsubsequentitemsinanotherpage.Also,limitthenumberoflinkstodisplaytosubsequentpagesofthelist.

Journalthumbnail:UploadasmalllogoorimagerepresentativeofthejournalthatwillbeusedinlistsofjournalsonthisOJSinstallation.ThiswillonlybeusedonOJSinstallationswithmultiplejournals.

HitSavetorecordyourchanges.

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InformationUsethesefieldstomodifythetextintheForReaders,ForAuthors,ForLibrarianspagesonthejournalwebsite.

RemembertohitSavetorecordanychanges.

ArchivingIfyouareamemberofaLOCKSSorCLOCKSSnetwork,usethispagetoactivateyourjournal.

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LanguagesUsethispagetoconfigurethelanguagesusedbyyourjournal.

PrimaryLocale:Onelanguagemustbesetasprimary.

UI:Thiswillenableallselectedlanguagestoappearonthereaderinterface.

Submission:Thiswillenableallselectedlanguagestobeavailabletosubmittingauthors.

Forms:Thiswillenableallselectedlanguagestobeavailablewhenfillinginonlineforms.

Ifalanguageisunavailableonthispage,contacttheSiteAdministratortoadditforyou.SeeSiteAdministrationfordetailsinChapter4.

PluginsUsethispagetoseealloftheinstalledpluginsandfindnewplugins.

InstalledPluginsAllofthepluginslistedhereareavailableinyourOJSinstallation.UsetheEnablelinktousethem.

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Youwillnoticethatsomepluginsarerequiredforthesystemandcannotbedisabled.

PluginGallery

ThePluginGalleryprovidesaccesstoexternally-createdplugins,thatmaynotbeincludedinyourOJSinstallation,butareavailablefordownloadandactivation.

Selectingtheplugintitlewillprovideadditionaldetails,includingtheauthor,status,description,andcompatibility.

AnnouncementsThissectionallowsyoutocreateanddisplaynewsannouncementsonthejournal'swebsite.

WebsiteSettings

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Announcements:Configurehowannouncementswillappearonyourjournalwebsite.

AnnouncementTypes:Youcancreatedifferenttypesofannouncements(e.g.,News,NewIssueAlert,etc.).UsetheAddAnnoucmentTypelinktocreatethem.

Announcements:UsetheAddAnnouncementlinktocreateanewannouncementforyourAnnouncementspage.

NavigationMenus

Thissectionallowsyoutoconfigureyournavigationmenus,suchasincludingnewlinks.

NavigationMenus:ConfiguretheUserMenu(whichincludesLanguage,ViewSite,andUsername)orthePrimaryMenu(onthejournalhomepage,includingCurrent,Archive,About,etc.).

NavigationMenuItems:Theseareprogrammedlinksyoucanaddtoeithermenuabove.IfyouwishtoaddalinktothePrimaryMenu(e.g.,"OurSociety"),addithereusingtheAddItemlink.

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ItwillnowappearinthelistofNavigationMenuItems.Next,gotothedesiredNavigationMenu(e.g.,Primary),usethebluearrowtorevealtheoptions,andchooseEdit.YoucannowdraganddropitfromUnassignedMenuItemstoAssignedMenuItemsandintotheappropriatelocationonthemenu.

WebsiteSettings

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HitSavetorecordthechange.

WebsiteSettings

50

WorkflowSettingsTheWorkflowSettingsallowyoutoconfigurevariouspartsofthejournal'seditorialworkflow.ItstabsincludeComponents,Submission,Review,PublisherLibrary,andEmails.

ComponentsWhenanauthormakesasubmission,theycanuploadmultiplefiles.Typically,onefilewillbethearticletext,andotherscanincludeinterviewtranscripts,data,images,etc.Eachofthesefilesisacomponentofthesubmission.Thecomponentsavailablefortheauthortochoosefromwhenmakinghersubmissionarelistedhere.

Usingthelinksprovided,youcanchangetheOrderofthecomponents(howtheywillbelistedtothesubmittingauthor),AddaComponent(ifsomethingyouneedisnotincludedbydefault--e.g.,Video),orRestoretheDefaults(ifsomeonehasmadetoomanymodificationsandyoujustwanttoreseteverything).

EditComponentYoucanalsoediteachcomponentbyselectingthebluearrowtotheleftofthecomponentname.ThiswillrevealanEditlinkandaDeletelink.

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Name:Thisisthenameofthecomponent,aspresentedtotheauthor.

Options:Choosehowthefilesassociatedwiththiscomponentwillbetreatedanddisplayed.

FileTypeGrouping:Determinewhetherthiscomponentisassociatedwiththesubmissiondocument,artwork,orisasupplementaryfile.

SubmissionUsethissectiontoconfigurethesubmissionprocess.

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AuthorGuidelines:Usethisfieldtoaddguidelinesforyourauthors.Thisinformationwillbedisplayedonthejournalwebsite.

SubmissionPreparationChecklist:Authorsmustcheckoffthattheyagreewitheachitemonthislist.UsetheOrderlinktochangetheorderoftheitems,usetheAddItemlinktocreateanewitem,andusethebluearrowtotheleftoftheitemnametoEditanexitingitem.

NotificationofAuthorSubmission:Addanemailaddressheretobecontactedwheneverthereisanewsubmission.

SubmissionMetadata:Thissectionallowsyoutodeterminewhichmetadatafieldstouseforyourjournal.

WorkflowSettings

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Eachentryisadifferentmetadatatypeavailableforeveryarticleinyourjournal.

Somejournalsmaywanttoactivateallofthem,butmanywillwishtokeepitsimpleandjustchooseKeywords.

IfyouchooseEnabled,thatmetadatatypewillbeaddedtoyoursubmissionsforcompletionbyaneditor.

IfyouchooseSubmissionForm,thatmetadatatypewillalsobepresentedtoyourauthorsforthemtofillinduringtheirsubmission.

RemembertohittheSavebuttontorecordanychangestothispage.

PrivacyStatement:Thedefaultprivacystatementcanbemodifiedifyouwish.

ReviewThistaballowsyoutoconfigureyourjournal'sreviewprocess.

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DefaultReviewDeadlines:Indicatehowlongreviewershavetodecidetoacceptordeclineareviewrequestfromtheeditor,andhowlongtheyhavetomakearecommendation.

AutomatedEmailReminders:Setautomaticreminderemailmessagestobesenttolatereviewers.NotethatsomesystemsettingsmustbeconfiguredbytheSiteAdministrator.

ReviewForms:Reviewformsprovidereviewerswithasetofquestionstorespondto.Thiscanhelpfocustheirfeedbackinwaysthatismoreusefultoyou.

CreateReviewForm:UsetheCreateReviewFormlinktomakeanewform.

WorkflowSettings

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TheDescriptionandInstructionsprovideinformationabouttheformandwhentouseitforJournalManagersandEditors.Thiscontentisnotincludedontheformthatreviewerssee.YoucanaddinstructionsandguidelinesforreviewersunderReviewGuidelines(below).

BackattheReviewFormspage,selectthebluearrowtotheleftoftheformnametorevealtheEditlink.

SelecttheEditlinkandcompletetheform.

WorkflowSettings

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Itemsareformquestions.

Youcanchoosewhethertomakethequestionrequiredandvisibletotheauthor.

Youcanthenchoosethetypeofresponse,including:

asinglewordtextboxasinglelinetextboxanextendedtextbox(forlongeranswers)checkboxes(wherethereviewercanselectmultiplepossiblereponses)radiobuttons(wherethereviewercanonlyselectonepossibleanswer)dropdownmenu(alsowherereviewerscanonlyselectonepossibleanswer)

ResponseOptionsaretheselectionsyoumakeavailableforthecheckboxes,radiobuttons,ordropdownmenus.AgoodexampleofacheckboxresponseisaLikertscale,wherethereviewermustchooseonlyoneoption:E.g.,Good,Neutral,Bad.

RemembertohittheSavebuttontorecordyourchanges.

UsethePreviewtabtotestouttheform.

WorkflowSettings

57

Onceyousendtheformtoarevieweryouwillnolongerbeabletoedititbecausethatwouldchangetherecordforexistingreviewsusingthatform.Ifyouwanttomakechangestothereviewformatthatpointyoucancopytheexistingformandcreateanewupdatedversion.

BlindReview:Checkthisboxtodisplayalinkforinstructionsonensuringallsubmissionfilesareanonymized.

CompetingInterests:Addyourcompetinginterestdisclosurepolicystatementhere.

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ReviewerCompetingIntereststatement:Addacheckboxthatreviewersagreetocomplywithyourcompetingintereststatement.

ReviewGuidelinesProvideyourreviewerswithcriteriaforjudgingasubmission'ssuitabilityforpublicationinthepress,whichmayincludeinstructionsforpreparinganeffectiveandhelpfulreview.

ReviewOptions:Selectwhetheryourjournalwillfollowandoubleblind,blind,oropenreviewprocess.

ReviewerAccess:Enablethefirstoptiontoprovidereviewerswithone-clickaccesstothereview,by-passingtheneedtogotothewebsite,login,andfindthesubmission.Forsecurityreasonswiththisoption,editorsarenotabletomodifyemailaddressesoraddCCsorBCCspriortosendinginvitationstoreviewers.

Enablingthesecondoptionwilllimitaccesstosubmissionfilesuntilafterthereviewerhasagreedtodothereview.

HittheSavebuttontorecordyourchanges.

PublisherLibraryUsethePublisherLibrarytostoreimportantdocuments,suchasyourjournal'sMarketingPlan,andsharethemwithyoureditorialteam.

EmailsThesectionallowsyoutoconfiguretheemailsthataresentoutfromthesystem.

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Signature:Theinformationinthisfieldwillbeaddedtothebottomofeveryemailsentoutbythesystem.

BounceAddress:Anoticewillbesenttothisemailaddressofanysystem-sentemailsthatfailtodeliver,suchaswhenthetargetedemailaddressisnolongervalid.

PreparedEmailTempates:Pre-writtenemailsareanimportantpartofOJS.Youseeallofthemhere,andusetheEditlink(asalways,foundbyselectingthebluearrowtotheleftofthetemplatename)tomakeanymodifications.

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DistributionSettingsTheDistributionSettingsfocusonhelpingtoraisethevisibilityofyourjournal.ThetabsconsistofIndexing,Access,Payments,andPermissions.

IndexingThissectionhelpsyouenhanceyoursearchengineoptimization.

UseDescriptiontoprovideabriefdescriptionofyourjournalforsearchengines.

UseCustomTagstoaddcustomHTMLheadertagstotheheaderofeverypageofyourjournal(e.g.,METAtagstotemporarilyblocksearchengineindexing).

AccessOJSprovidesanumberofsecurity-relatedoptionsthatcanbeusedtorestrictthejournal'scontents,andmaintainadditionalinformationaboutsubmissionsforauditingpurposes.

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Bydefault,theopenaccessoptionisselected.However,ifyouwishtoonlyuseOJSforasubscriptionjournal,choosethesecondoption.ThiswillalsoenabletheSubscriptionsectionintheleftsidebar(moreonSubscriptionManagementinanupcomingchapter).

Foreditorialmanagementandnotforpublishing,selectthelastoption.

PaymentsOJSprovidestheabilitytocollectonlinepayments.UsethissectiontodeterminethedefaultCurrencytype(e.g.,CanadianDollars,Euros,etc.)andPaymentMethod(e.g.,Paypal).

ChoosingManualFeePaymentwillallowyoutotypeinsomeinstructionstoyourusers(e.g.,wheretomailacheque).

ChoosingPaypalFeePaymentwillenablesomeadditionalsettingswhereyoucanaddthedetailsfromyourPaypalaccount.

PermissionsThissectioncoverscopyrightissuesforyourjournal.

DistributionSettings

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CopyrightNotice:Addyourjournal'scopyrightstatementhere.Itwillbevisibleonthejournalwebsite.

Checktheboxtorequireauthorstoagreetoyourcopyrightstatement.

Basenewarticle'scopyrightyearon:Choosewhetherthecopyrightdateisbasedontheissue(underatraditional,issue-basedpublishingmodel)oronthearticle(basedonacontinuouspublishingmodel).

CopyrightHolder:Selectwhoholdscopyrighttothearticlespublishedbyyourjournal.Thetrendinopenaccesspublishingistoallowauthorstoretaincopyrightoftheirwork.

License:Selectthelicenseforyourjournal.CCAttribution4.0isawidelyusedlicenseforopenaccessjournals,allowingformaximumsharingandreuse.

ResetArticlePermissions:Ifyoujournallaterchangesitslicensingpolicy,usethisbuttontoresetthecopyrightonallpublishedcontent.

DistributionSettings

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Chapter6:IssuesFromtheleftmenu,selectIssuestomanagealloftheissuesforyourjournal.

Chapter6:Issues

64

FutureIssuesFutureIssuesareallofyourunpublishedissues.Youcancreateasmanyoftheseasyouwish,andschedulesubmissionstoanyofthem.

CreateIssue

Tocreateanewissue,usetheCreateIssuelinkandfillintheform.

Therearespacestoaddvolume,number,year,andtitleinformation(e.g.,SpecialIssue#1),aswellasadescriptionandacoverimage(ifneeded).

EditIssueYoucanalsoeditanexistingfutureissuebyselectingthebluearrowtotheleftoftheissueentryontheFutureIssuespage.

FutureIssues

65

ThiswillrevealanEditlink,whichwillopenanewwindowofinformation.

TableofContents:Foranewissue,thiswillbeempty,butforissuesthathavehadsubmissionsscheduled,theywillbelistedhere.

Usethebluearrownexttoeachsubmissiontoreveallinkstogodirectlytothesubmissionrecord(moreaboutthisinChapter10)orremoveit.

YoucanalsousetheOrderlinktoreordertheentries.

IssueData:Thisprovidesaccesstothevolume,issue,numberdatayouenteredwhenfirstcreatingtheissue.

IssueGalleys:Thisallowsyoutouploadgalleyofthecompleteissue--e.g.,onePDFcontainingallarticles.Thiswillbelinkedfromtheissuewebpage.

Identifiers:UsethisspacetoaddaDOIfortheissue,ifyourjournalsupportsissue-levelidentifiers.

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PreviewIssue

UsingthatsamebluearrowwillalsorevealaPreviewlink,lettingyougetalookattheissuebeforepublishingit.

PublishIssue

OnceyouarehappywiththeissuehitthePublishIssuelinktopublishitonyourjournalwebsite.

DeleteIssue

YoucanusetheDeletelinktoremovetheissue.Anyassignedarticleswillreverttotheirunpublishedstatus.

FutureIssues

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BackIssuesThistablistsallofyourpublishedissues.

AswithFutureIssues,usingthebluearrowwillrevealsimilaroptionsasdescribedabove(Edit,Preview,etc.).

BackIssues

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Chapter7:UsersandRolesThissectionprovidesaccesstoalloftheuseraccountsassociatedwithyourjournal,aswellastheopportunitytomanagerolesandpermissions.

Chapter7:UsersandRoles

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UsersInadditiontomanagingthejournalwebsite,theJournalManagerisalsoresponsibleforalloftheuseraccountsinthesystem.

Toviewtheuseraccounts,selectUsers&Rolesfromtheleftmenu.

UsersUsersaredisplayedinlastnameorder.

Youcaneditauseraccountbyselectingthebluearrowtotheleftofanentry.

ThisopenstheoptionstoEmail,EditUser,Disable,Remove,LoginAs,MergeUser.

Emailopensawindowallowingyoutoquicklysendamessagetothatuser.

Users

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EditUserallowsyoutomakechangestothatuser'saccount.

Users

71

Disablekeepstheaccountinplace,butblockstheuserfromaccessingit.

Removeclearstheuseraccountoutofyourjournalrecordsandtheusercannolongerlogin,buttheaccountremainsinthesystem.

LoginAsallowsyoutotemporarilyloginasthatuser,forexample,tocompleteanoutstandingtask.

MergeUserletsyoufoldthisuseraccount,includinganysubmissionsorassignments,intoanotheruseraccountonyoursystem.

Note:Thisistheonlywaytocompletelydeleteanaccountfromthesystem.

Youmaywanttocreateadummyuseraccount(e.g.,DeletedUsers),andusethattomergeunwantedaccountsinto.

Search

Whenyouhavealargenumberofusers,youwillwanttotakeadvantageofthesearchfeature.

Thiscanhelpyouquicklyfindauserbyfirstname,lastname,oremailaddress,ortoseeallusersinaparticularrole.

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Note:IfyouleavetheSearchfieldblank,selectaRole,andhitSearch,youwillgetalistofallusersinthatrole(e.g.,allcopyeditors).

AddUser

Toaddanewusertoyourjournal,selecttheAddUserlink.Thiswillopenanewwindowwithasetoffieldstofillin.

OncethesefieldsarecompletedandyouhitSave,youwillthenbeaskedtoassignrolestothenewaccount.UsetheAddRolelinktoopentheroleselector.

Users

73

Onceyouhaveaddedalloftheroles,hittheSavebutton.

Users

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RolesUsersinthesystemmusthaveoneormoreroles.

Rolesdefinewhatausercandowithinthesystem.AnAuthorcanmakesubmissionsandlittleelse.AnEditorcanmanagesubmissions,andaJournalManagercanconfigurethejournal'ssettings.

Oneusercanhavemorethanonerole,forexample,beingaJournalManager,Editor,andAuthorinthesamejournal.

OJS3hasmultiplerolesavailable,eachwithdifferentpermissionlevels.

Fromthispage,youcanseeeachrole,andtheeditorialstageeachrolecanaccess.AgoodexampleofthisistheCopyeditorrole,whichcanonlyaccessthecopyeditingstage.CopyeditorscannotjumptotheReviewstagetoseewhathappenedduringthepeerreviewprocess.SeeChapter10formoreinformationaboutthedifferenteditorialstages.

EditingRoles

Uncheckingaboxremovesaccesstothatstageforuserswiththatrole.

Selectingthebluearrowtotheleftoftherolenamerevealstheeditlink.Clickingthisopenstheeditingwindow.

Roles

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PermissionLevel:Thisindicateshowmuchauserwiththisrolecandoinanystage.TheJournalAssistantlevelcancommunicatewithotherusersanduploadandrevisefiles.

RoleName:Youcanusethisfieldtoeasilyrenameanyrole.

Abbreviation:Eachrolemusthaveauniqueabbreviation.

StageAssignment:Thisallowsyoutodeterminewhichstageuserswiththisrolecanaccess.

RoleOptions:Usethesecheckboxestoshowanyonewiththisroleinthecontributorlist(e.g.,theauthorlist).

Usethesecondoptiontodeterminewhetheruserscanself-registerinthisrole.AuthorsandReviewersaregoodcandidatesforself-registration.YouwoulddefinitelyNOTwanttoallowuserstoself-registerasJournalManagersorEditors!

Thethirdoptionisusefulforguesteditorsorpossiblysectioneditors,dependinguponyourpreferredworkflowandauthoritychain.

CreateNewRolesUsetheCreateNewRoleslinktoopenawindowwhereyoucancreateanewroleforyourjournal,includingsettingwhichstagesitcanaccessandhowmuchpermissionitshouldhave.

Roles

76

Roles

77

SiteAccessOptionsThispageallowsyoutodeterminehowreaderscanaccessyourjournal.

AdditionalSiteandArticleAccessRestrictions:Choosefromtheseoptionstolimitaccess.

Keepinmindthatwhilerequiringregistrationtoreadopenaccesscontentcanbeconvenientforyourtracking,itcandissuadesomepeoplefromreadingyourcontent.Usewithcare.

UserRegistration:ThisoptionallowsyoutodeterminewhetheruserscancreatetheirownaccountsormustbeenrolledbyaJournalManager.

Allowinguserstoregisterthemselves,butonlyintoAuthor,Reviewer,orReaderroles,isagoodchoice.

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Chapter8:ToolsTheToolssectioncanbeaccessedfromtheleftsidebarmenu.

ToolsconsistofanImport/ExporttabandaStatisticstab.

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79

Import/ExportImport/ExportallowsyoutoeasilygetdataoutofyourOJSjournalandgetdataintoit.

Someofthetoolsallowyoutoexporttothird-partysystems,suchasPubMedortheDOAJ.

Othersallowyoutoimportorexportuserorarticledata.

FormoreinformationontheCrossrefXMLExportPlugin,seethePKPCrossrefGuide.

Import/Export

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StatisticsTheStatisticspageprovidesaccesstoavarietyofreportsfromyourjournal.

Thesystemgeneratesreportsthattrackthedetailsassociatedwithsiteusageandsubmissionsoveragivenperiodoftime.ReportsaregeneratedinCSVformatwhichrequiresaspreadsheetapplicationtoview.

ViewReport:Providesareportongalleyandabstractviewsbyreaders(i.e.,howmanytimesaPDFforanarticlehasbeenviewed).

ReviewReport:Providesaspreadsheetofallreviewactivity.

SubscriptionsReport:Providesaspreadsheetofsubscriptionactivity.

COUNTERReports:ProvidesCOUNTERdata.

ArticlesReport:Providesaspreadsheetofallpublishedarticles.

PKPUsageStatisticsReport:Providesbasicusagestatisticsforyourjournal.

GenerateCustomReportUsethisfeaturetobuildyourownreports.

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Statistics

82

Chapter9:SubscriptionsOJS3.1allowsyoutorestrictsomeorallofyourcontenttosubscribers.ToenableSubscriptions,firstgotoSettings>Distribution>Access.

Chapter9:Subscriptions

83

SubscriptionPoliciesFillindetailsaboutyoursubscriptionpoliciesonthispage.

SubscriptionManager:Addpersonaldetailsfortheresponsibleperson.

SubscriptionInformation:Addpolicydetailstodisplayonthejournalwebsite.

SubscriptionExpiry:Determinewhetherpastsubscribersshouldcontinuetohaveaccesstooldercontent.

SubscriptionExpiryReminder:Configureautomatedrenewalreminders.

OnlinePaymentNotifications:KeeptheSubscriptionManagerinformedofpaymentactivities.

OpenAccessOptionsforSubscriptionJournals:Ifappropriateselectthenumberofcurrentmonthsforrestrictingaccess.Oldercontentwillbeautomaticallymadeopen.

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SubscriptionTypesThenextstepinsettingupsubscriptionmanagementistodesignatethetypesofsubscriptionsthejournaloffers.

Journalstypicallyofferindividualsubscriptionandinstitutionalsubscriptionrates.Somejournalsmayhavespecialoffersformembersofanorganizationorstudents.OJSwillsupportthemanagementofprintand/oronlinesubscriptions.Morethanonetypeofsubscriptioncanbecreatedtocoverlongerperiodsoftime(12months,36months).

SelectCreateNewSubscriptionTypetoaddanewone.

NameofType:Givethisnewsubscriptiontypeauniquename(e.g.,Student).

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Description:Provideabriefdescriptionthatwillappearonthewebsite.

Cost:Selectthecurrencytypeandamount.

Format:Choosetheappropriateformat(e.g.,Online)

Duration:Enterthenumberofmonthsthistypeofsubscriptionwillcover(e.g.,12).

Subscriptions:Indicatewhetherthistypecoversindividualsorinstitutions.

Options:Selecttheappropriateoptions(ifany).

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PaymentTypesIfyouhaven'talreadydoneso,gotoSettings>Distribution>Paymentsandsettheappropriatecurrencyandpaymentmethod(e.g.,Paypal).

Usethispagetosettheamountschargedforvarioustypesoffees.

GeneralOptions:Checkthistoallowforpaymentstobecollected.

AuthorFees:Settheamounttochargeforanarticleprocessingcharge(APC).

ReaderFees:Usethistochargereaderfeesdistinctfromsubscriptions.

GeneralFees:Usethistochargeotherfees,suchasmemberships.

PaymentTypes

87

PaymentsAsvariouspaymentsarereceived,theywillbelistedunderthistab.

Payments

88

IndividualSubscriptionsAlltypesofindividualsubscriptionswillappearhere.

YoucancreateanewindividualsubscriptionbyusingtheCreateNewSubscriptionlink.First,however,youwillneedtocreateanewaccountforthatpersonunderUsers&Roles(seeChapter7).Oncethatisdone,youcansearchfortheaccounthere,andapplythedifferentconfigurations.

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SubscriptionType:Selecttheappropriatetypeforthisnewsubscriber(e.g.,Student)anditsstatus(e.g.,Active).

SubscriptionTypeswereconfiguredearlierinthischapter.

Date:Setthestartandenddatesforthissubscription.

Membership:Ifthesubscriberisassociatedwithanyrelevantmemberships,addthatinformationhere(optional).

ReferenceNumber:Ifthesubscribeisassociatedwithanyrelevantreferencenumber(suchasaninvoicenumberforpayment),addthatinformationhere(optional).

Notes:Ifyouhaveanyrelevantnotestoadd,recordthatinformationhere(optional).

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90

InstitutionalSubscriptionsAlltypesofinstitutionalsubscriptionswillappearhere.

Institutionalsubscriptionsaremanagedsimilarlytoindividualsubscriptions,butareusedforlibraries,researchinstitutes,andotherorganizesthatsubscribetoyourjournal.

YoucancreateanewindividualsubscriptionbyusingtheCreateNewSubscriptionlink.First,however,youwillneedtocreateanewaccountfortheinstitution'scontactpersonunderUsers&Roles(seeChapter7).Oncethatisdone,youcansearchfortheaccounthere,andapplythedifferentconfigurations.

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SubscriptionType:Selecttheappropriatetypeforthisnewsubscriber(e.g.,Library)anditsstatus(e.g.,Active).

SubscriptionTypeswereconfiguredearlierinthischapter.

Date:Setthestartandenddatesforthissubscription.

Institution:Addthenameoftheinstitutionforthissubscription(e.g.,SimonFraserUniversityLibrary).

MailingAddress:Addtheaddressoftheinstitution.

Domain:Readerscomingfromacomputerwiththisdomainwillautomaticallyreceiveaccess(e.g.,sfu.ca).Thiswillapplytoon-campususers.

IPRanges:TheinstitutionmayprovideyouwithIPranges.ReaderscomingfromacomputerfromthisIPrangewillautomaticallyreceiveaccess.

Notes:Ifyouhaveanyrelevantnotestoadd,recordthatinformationhere(optional).

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Chapter10:AuthoringInthischapter,youwilllearnabouthowanauthorworksinOJS3.1fromregistrationthroughtoproofreadingthefinalgalley.

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RegisteringwiththeJournalTomakeasubmissiontoanOJS3.1journal,youwillfirstneedtoregisterasanAuthor(seeRegisteringwithaJournal).Afterthat,whenyoulogin,youwillbetakentoyourDashboard.

Itiscurrentlyemptyasyouhavemadenosubmissions.

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SubmittinganArticleStartanewsubmissionbyclickingtheNewSubmissionbuttonontherightsideofthescreen.YouwillbetakentoStep1ofa5-Stepprocesstouploadanddescribeyoursubmission.

Step1InStep1youwillprovidepreliminaryinformationaboutyoursubmission.

Tobeginselecttheappropriatesectionforyoursubmission(e.g.,article,review,etc.).Ifyouaren’tsurewhichsectionisappropriate,makeyourbestguess.

Readandagreetothestatementsinthesubmissionchecklistbycheckingeachbox.Includeanycommentsfortheeditor,readthejournal’sprivacystatement,andthenclicktheSaveandContinuebuttontomovetoStep2.

Step2OnStep2,awindowwillopenallowingyoutouploadyoursubmissionfile.

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First,youMUSTselectanArticleComponent.Thisletsthesystemknowwhetherthefileisthebodyofthemanuscript,animage,adataset,etc.Thismustbeselectedbeforeyourfilewillupload.

Onceyou’vemadethatselection,youcanthenuploadyourfirstfile.Itisimportanttonotethatyoucanonlyuploadonefileatatime.Additionalfilescanbeuploadedlaterintheprocess.Typically,thisfirstfilewillbethebodyofyourmanuscript.HittheContinuebuttononcethefileuploads.

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Afteruploadingthefile,youwillbeaskedtoreviewthenameofthefile.UsetheEditlinktomakeanychanges.

ClicktheContinuebutton.

Next,youhavetheoptiontorepeattheprocesstouploadadditionalfiles(e.g.,adatasetoranimage).

Onceyouhavefinisheduploadingallofyourfiles,clickComplete;thiswillclosetheuploadwindow.

YouwillbebroughtbacktotheSubmitanArticlescreenwhereyouwillseethefilesyou’veuploaded.Ifyouneedtomakechanges,expandthebluearrowtotheleftofyourfileandmakeanychangesusingtheEditlink.

Click‘SaveandContinue’tomovetoStep3.

Step3OnStep3,youwillbeaskedtoaddmoreinformationaboutthesubmission,includingthetitleofthesubmission(brokendownintoprefix,title,andsubtitle),theabstract,andscrollingdown...

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...anyadditionalcontributors.

Youcanaddmorecontributors(e.g.,co-authors),byclickingtheAddContributorslink.Thiswillopenanewwindowwithfieldstoentertheirinformation.

HitSave,andthenewcontributorwillappearonthescreen.

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Dependingonthejournalyouaresubmittingto,youmayseeadditionalfieldstocomplete,suchaskeywords.

Toenterkeyword,simplytypethewordorphraseandhityourEnterkey.Thewordorphrasewillbeformattedasakeyword.

ClickSaveandContinuetomoveforward.

Step4OnStep4,youwillbeaskedtoconfirmthatyouarehappywithyoursubmission.

ClickFinishSubmission.

Aboxwillpopupaskingyoutoconfirmyouarefinished.ClickOK.

Step5

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Yoursubmissionisnowcomplete!Theeditorhasbeennotifiedofyoursubmission.Atthispoint,youcanfollowthelinksto:

ReviewthissubmissionCreateanewsubmissionReturntoyourdashboard

DashboardAndhereisyoursubmissioninyourDashboard.YoucanseethatitiscurrentlyintheSubmissionstage.

Overthecomingdays,itwillmoveintotheReviewstage,andifaccepted,intotheCopyeditingandProductionstagesbeforebeingpublished.

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RespondingtoaReviewOncethereviewprocesshascompleted,youwillbenotifiedviaemailbytheeditoroftheirdecision.

Afterreceivingtheemail,logintoyourdashboard.

SelecttheReviewlinknexttoyoursubmissiontoviewthedecision.

Fromhere,youcanseethedecision(revisionsrequested)andalinktotheeditor'snotification.

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Basedontheinformationintheeditor'smessage,youmustnowprepareyourrevisions.

UploadingtheRevisedFileByscrollingdownthepage,youwillfindapanelforRevisions.

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UsetheUploadaFilelinktouploadyourrevisedmanuscript.

Usethedropdownmenutochoosethatyouareuploadingarevisionofanexistingfile.

ThenuploadtherevisedfileandhitContinue.

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CheckthefiledetailsandhitContinueagain.

Ifyouhaveanyadditionalfilestoupload,dosonow.Otherwise,hitComplete.

YourrevisedfileisnowvisibleintheRevisionspanel.

InformtheEditorYournextstepistoinformtheeditorthattherevisedfileisnowavailable.Todoso,gototheReviewDiscussionpanel.

Fromthere,selecttheAddDiscussionlink.

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UsetheAddUserlinktoaddtheeditor.

Addasubjectlineandamessage.

HitOKtosendthemessage.

Anemailhasnowbeensenttotheeditorandyou(andtheeditor)canseethemessageintheReviewDiscussionspanel.

Atthispoint,theauthorneedstowaittohearbackfromtheeditorastowhethertherevisionsareacceptable.

RevisionsAcceptedYouwillreceiveanemailthatyourrevisionshavebeenaccepted.

Inaddition,notificationswillappearonyourdashboard.

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Thelaternotificationisthecurrentone.Clickonittoopenthemessage(whichisthesameastheemailyouwouldhavealsoreceived).

UsetheXintheupperrightcornertoclosethewindow.

Furtherdownyourdashboard,youwillalsoseeadiscussionreplyfromtheeditor.

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Clickingthediscussiontitlewillopenitup.

Congratulations!You'vebeenacceptedandyoursubmissionfileismovingontotheCopyrightstage.

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ResubmittingforReviewIftheeditor’sdecisionistoresubmitforreview,youwillneedtologinandselectthearticleinyoursubmissionspage.Theresubmissionisdoneinthereviewstage,thereisnoneedtostartanewsubmission.

Atthereviewstageyouwillneedtodotwothingstoresubmitonceyouhaverevisedyourdocument:

Uploadthenewfileintherevisionssection.Touploadanewfileclickon‘Uploadfile.’Anewwindowwillopenallowingyoutouploadyourfile(s).Selecttheappropriateoptionfromthedropdownmenutoindicateyounotsubmittingarevisionofanexistingfile.

Addadiscussiontonotifytheeditorthatyouhavere-submitted.

Thepeerreviewprocesswillberepeated,andyouwilllikelyreceiveadditionalrevisionstomake.Oncethesearecompletedandaccepted,youwillthenbemovedtothenextstage.

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RespondingtoaCopyeditingRequestThenextstepintheworkflowistoinspectyoursubmissionfilesthathavebeencopyedited.

Youwillreceiveanemailindicatingthatfilesareavailable.Toseethem,logintothejournalandgotoyourdashboard.

YoucanseeyourentryintheMyAuthoredpanel.SelecttheCopyeditinglinktogotothefullsubmissionrecord,includingthenotificationintheCopyeditingDiscussionspanel.

Clickonthelinkeddiscussiontoopenit,readthemessage,andopentheattachedfile.

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Onceyouhavereadtheattachedfile,youcanrespondtothecopyeditorindicatinganrequiredchangesoryourapproval.

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Ifneeded,youcouldattacharevision,butforthisexamplewewillsimplyapprovethechangesandhitOK.

Onyourdashboard,youcanseethatyouwerethelastpersontoreplytothemessage.

Yourroleinthecopyeditingprocessisnowcompleteandyoucanwaitfortherequesttoproofreadthefinalgalleys(e.g.,PDFs,HTML,etc.)beforepublication.

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RespondingtoaCopyeditingRequest

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RespondingtoaProofreadingRequestThenextstepintheworkflowistoinspectyoursubmissionfilesthathavebeenconvertedintogalleys(e.g.,PDF,HTML,etc.).

Youwillreceiveanemailindicatingthatfilesareavailable.Toseethem,logintothejournalandgotoyourdashboard.

YoucanseeyourentryintheMyAuthoredpanel.SelecttheProductionlinktogotothefullsubmissionrecord,includingthenotificationintheProductionDiscussionspanel.

Clickonthelinkeddiscussiontoopenit,readthemessage,andopentheattachedfile.

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Onceyouhavereadtheattachedfile,youcanrespondtotheLayoutEditorindicatinganyrequiredchangesoryourapproval.

That'sit!Yourroleintheeditorialworkflowisnowcompleted.

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Chapter11:EditorialWorkflowInthischapter,youwillfollowassubmissionthroughouttheworkflow,fromfirstsubmissiontofinalpublication.

Theworkflowisdividedinto4stages:

Submission:ThisiswherenewsubmissionslandwhilebeingassignedtoSectionEditorsandconsideredformovingintotheReviewstage.

Somesubmissionsareclearlyinappropriateandnevermakeitbeyondthisstage.

Review:Thisiswherethepeerreviewhappens,aswellasanyrevisionsrequiredbytheauthor.

Somesubmissionwillnotpassreviewandendhere.Thosethatareacceptedmovetothenextstage.

Copyediting:Acceptedarticlesmovetothisstage,wheretheyareimprovedbytheworkofacopyeditor.Authorscanbegiventheopportunitytoreviewthecopyedits.

Production:Oncethecopyeditsarecompletedandapproved,thesubmissionmovestothisstage.InProduction,thecopyeditedfilesareconvertedtogalleys--HTML,XML,PDF,etc.Againtheauthorhastheopportunitytoproofreadthegalleys.Onceeveryoneissatisfied,thesubmissionisscheduledforpublicationinafutureissue.

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TasksYourTasksareavailablefromthetopleftmenuofyourDashboard.Notethenumber"1"intheimagebelow.Thisindicatesthatthereiscurrently1taskinyourlist.

Tasksprovideaquicklookatitemsthatneedyourattention.Boldentriesareunread,andunboldentrieshavebeenread.

Usethecheckboxtomarktasksfordeletion(thedeletelinkisavailableatthebottomofthelist).

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SubmissionsWhenanauthormakesanewsubmissiontoyourjournal,theeditorisautomaticallyemailed.WhenyoulogintoyourDashboard,youcanfinditeitherfromyourTasks,orfromoneofthequeues(MyQueue,Unassigned,AllActive,andArchives).

MyQueueMyAssigned:Thispanelincludessubmissionsaddedtosectionswhereyouareasectioneditorortoyourownsubmissionsifyouarealsoanauthorwiththisjournal.

TheSearchtoolforeachqueuecansometimesbehelpfulintrackingdownsubmissions.

TheFiltertoolallowsyoutolimityourbrowsingtospecificstatus(e.g.,incomplete,overdue)stages(submission,review,copyediting,production),orsections(e.g.,articles,reviews)forfastersearching.

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Notethatyoucanusethebluearrowstotherightofeachsubmissiontorevealmoredetails,includinghowmanyreviewsareoutstanding,newdiscussions,andmore.Italsorevealsbuttonstotakeyoutothesubmissionrecord,viewtheactivitylogandnotes,andtodeletethesubmission.

UnassignedThispanelincludessubmissionsaddedtosectionswithoutsectioneditors.

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Intheaboveexample,therearenounassignedsubmissions,sothepanelisempty.

AllActiveThissectionincludesalistofallsubmissions,withoutbeingorganizedintoqueues.

ArchivedThissectionincludesalistofallsubmissionseitherrejectedoralreadypublishedbythejournal.

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DemonstrationSubmissionForthisdemonstration,wearelookingfortheWilliamsonandSerletissubmission,entitledTheOfficialKnowledgeandAdultEducationAgents.ItcanbefoundatthetopoftheMyAssignedqueue,aswellasintheAllActivequeue.

Onceyoufindthesubmission,youcanusethebluearrowtorevealoptionstoseeifthereareanyopendiscussion(therearenone),aswellastoviewthesubmission,viewtheactivitylogsandnote,ortodeletethesubmission.

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DeletewillmovethesubmissiontotheArchivesandActivityLog&Noteswillbringupthesubmission'shistory.

SubmissionRecordToviewthesubmissioninmoredetail,selectViewSubmissionbutton.Thiswilltakeyoutothesubmissionrecord.

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Fromhere,youcansee:

SubmissionFiles:Thispanelliststhefilesthathavebeensubmitted.Inthisview,thereisjustonefile,butmultiplefilescouldhavebeensubmitted.

Pre-ReviewDiscussions:Thispanelallowstheeditortocommunicatewiththeauthor,orwithothersontheeditorialteam.Forexample,toasktheauthorforsomeadditionalinformation,ortoaskasectioneditortotakeresponsibilityforthissubmission.

ActionButtons:TheseincludeSendtoReview,AcceptandSkipReview,andDeclineSubmission.

Note:Ifyoudon'tseethesebuttons,youlikelyhavenotyetassignedthesubmissiontoaneditor.

Participants:Thispaneliswhereyouwillseethelistofparticipantsinvolvedinthesubmission,includingtheeditor,sectioneditors,andauthor.Othernames(copyeditors,layouteditors,etc.)willappearhereastheyareaddedinsubsequentsteps.

Inaddition,inthebluebaralongthetop,youcansee:

Metadata:Whereyoucanviewandrevisethesubmissionmetadata.

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UsetheIdentifierstabtoalsovieworaddauniqueidentifier.

EditorialHistory:Whereyoucanviewthehistoryandanynotesaboutthesubmission.

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UsetheNotestabtoalsovieworaddanyeditorialnotes.

SubmissionLibrary:Whereyoucanaddanyrelevantdocumentstothesubmission'slibrary.

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AssigningtheSubmissionDependingonhowyouhaveyoursectionsconfigured,somenewsubmissionsmaycomeinunassigned.Ifthisisthecase,thenextstepistoassignaneditororsectioneditor.Todoso,selecttheAssignlinkintheParticipantspanel.

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Youwillhavetheoptiontolocateauserbyrole,chooseanindividual,andsendthemamessagerequestingtheirassistance.

Note:Ifyouaren'tsureofthenamesofthesectioneditors,simplychoosethatrolefromthedropdownmenuandthenhittheSearchbutton.AllSectionEditorswillbedisplayedandavailableforselection.

HittheOKbuttontomaketheassignmentandsendthemessage.

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NotethenewPre-ReviewDiscussionthatwasautomaticallycreatedaspartoftheassignment.

YoucannowseethattheSectionEditorislistedunderParticipants,andtheActionbuttonsareavailable:

SendtoReview:Movesthesubmissionontothenextstage.

AcceptandSkipReview:SkipstheReviewStageandmovesthesubmissiondirectlyintoCopyediting.

DeclineSubmission:Rejectsthesubmissionbeforegoingthroughthereviewprocess.Thesubmissionwouldthenbearchived.

Althoughinthisexample,theeditorassignedasectioneditor,itwouldalsobepossiblefortheeditortoassignherselftothesubmission.

SectionEditorNowthattheSectionEditorhasbeenassigned,shecanloginandviewherdashboard.ThesubmissioncanbefoundatthetopoftheMyAssignedqueue.

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Clickingonthearticletitleopensthefullsubmissionrecord.

AcceptingtheAssignmentItisnotrequired,buttheSectionEditorcouldreplytothePre-ReviewDiscussiontoinformtheeditorthatshewillbeproceedingwiththeassignment.

CommunicatingwiththeAuthorIftheSectionEditorhasanyquestionsfortheauthor,shecanusethePre-ReviewDiscussions.

SendingtoReviewOncetheSectionEditorissatisfiedthatthesubmissionisappropriateforthejournal,shecanselecttheSendtoReviewbuttontomovethesubmissiontothenextstage.

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Keepthefilesthataretobereviewedcheckedoff.

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ReviewWhenthesubmissionenterstheReviewStage,anotificationindicatesthatReviewersneedtobeassigned.

Note:Inthescreenshotabove,weseetheSectionEditor'sview.NoticethelimitedActionbuttons(onlyMakeRecommendationisavailable).IfwewereloggedinasanEditor,wewouldseemoreActionbuttons(RequestRevisions,ResubmitforReview,SendtoCopyediting,DeclineSubmission).

FromtheReviewerspanel,youcanselectAddReviewertoassignanewReviewer.

Thisopensanewwindow,whereReviewersarelistedandcanbeselectedoneatatime.

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NotethedetailsvisibleabouttheReviewers,includingtheirinterests,pastassignments,etc.

Atthebottomofthisform,youwillseeoptionsto:

SelectReviewer:UsethistoconfirmyourselectiononceyouhavepickedaReviewerfromthelist.

CreateNewReviewer:IfnoneoftheReviewersaresuitable,youcanusethisbuttontocreateanewReviewer.Thisisanewaccountinthesystem.

EnrollExistingUser:IfnoneoftheReviewersaresuitable,youcanenrollanexistinguserasaReviewer.

Forthisdemonstration,wewillpickAdelaasourReviewerandhittheSelectReviewerbutton.

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ThisinitiatesanewwindowwithamessagefortheReviewer.

Youcanreviseanyofthepreparedtext.

IfyouareusingaBlindReviewmethod,ensurethatthefilesyousendtotheReviewerarestrippedofanyidentifyinginformationabouttheAuthor.

Furtherdowntheform,youwillseetheadditionaldetailsthataresenttotheReviewerincludingtitle,abstract,importantdates,andalinktothefilestobereviewed.

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Bydefault,Reviewerswillbeprovidedwithanextendedtextboxtotypeintheircomments.However,theJournalManagercancreateReviewFormsinWorkflowSettings>Reviewtoaskmorefocusedquestions.IfyouwouldliketheReviewertofilloutareviewform,selectitunderReviewForm.

HittheAddReviewerbuttontosendthemessageandassigntheReviewer.

BackontheReviewStage,wecanseetheReviewerisnowlisted.

YoucanmakeadditionalchangesusingthebluearrowtogglenexttotheReviewer'sname.

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ReviewDetails:Providesdetailsonthereview.

EmailReviewer:AllowsyoutosendamessagetotheReviewer.

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EditReview:Allowsyoutochangethereviewdatesandfiles.

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UnassignReviewer:AllowsyoutounassigntheReviewer.

History:Providesabriefhistoryofthereview.

Atthispoint,wecouldaddadditionalReviewers,andthenwaitfortheirrecommendationstocomein.

RespondingtoReviewsOncetheReviewershavecompletedtheirwork,theSectionEditorcanseetheresultsintheirdashboard.Heretheywillseenotificationsthatnewreviewshavebeensubmittedandwhetherallreviewsarein.

UsetheReadReviewlinkintheReviewerspaneltoreadthecommentsfromtheReviewers,includingthoseforboththeAuthorandEditoraswellasfortheEditoronly.

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SelecttheConfirmlinkatthebottomofthescreen.

IntheReviewerspanel,youcannowseeaThankReviewerlink.ChoosethattothanktheReviewer.

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HittheThankReviewerbuttontosendthemessage.

MakingtheDecisionBasedontheReviewerrecommendations,youcanusetheactionbuttonstomakeadecision.

Optionsinclude:

RequestRevisions:ThiswillrequiretheAuthortomakeminorchanges,butnofurtherpeerreviewisrequired.

ResubmitforReview:ThiswillrequiretheAuthortomakemajorchangesandanotherroundofreviewwillneedtotakeplace.

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SendtoCopyediting:ThismeansthesubmissionisacceptedwithoutrevisionsandcanproceedtotheCopyeditingstage.

DeclineSubmission:Thismeansthatthesubmissionhasnotpassedpeerreviewandisunsuitableforfurtherconsideration.ThesubmissionwouldthenmovetotheArchives.

RequestRevisionsInthisdemonstration,wearegoingtorequestthattheAuthormakesomeminorrevisionsbeforeacceptance.

Todoso,selecttheRequestRevisionsbutton.Thisresultsinanewmessagewindow.

Youcanmodifyanyofthetextbeforesendingthemessage.

UsetheAddReviewsbuttontoimporttheReviewer'scommentsfromtheEditorandAuthorfield.CommentsintheEditoronlyfieldwillnotbedisplayed.

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Ifthereareanyattachments,suchasmarkedupfilecreatedbyaReviewer,youcanattachithere(aslongasithasbeenanonymized).

HittheRecordEditorialDecisionbuttontosendthemessage.

YoumustnowwaitfortheAuthortorespondwithherrevisions.

AuthorRespondsOncetheAuthorhasmadetherevisions,youshouldreceiveamessage(viaemailandtheReviewDiscussionspanel).

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YouwillalsoseetherevisedfileintheRevisionspanel.

Atthispoint,youcandownloadtherevisedfile,checktomakesureitisready,andcommunicatewiththeAuthorusingtheReviewDiscussionspanel.

Inthiscase,we'regoingtoinformtheAuthorthatweareacceptingtherevisions.Todoso,clickonthelinkedtitleofthediscussion.Thiswillopenthediscussionbox.

UsetheAddMessagebuttontoreply.

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Anotheroptionwouldbetoaskforfurtherrevisions,butatthispoint,we'rereadytomoveon.

MovingtoCopyeditingThesubmissionisnowreadytobemovedtocopyediting.Todoso,usetheblueSendtoCopyeditingbutton.

Thiswillopenanewwindow.

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HittheRecordEditorialDecisionbuttonatthebottomofthewindow.

ThesubmissionisautomaticallymovedtotheCopyeditingstage.

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CopyeditingWhenasubmissionisapprovedintheReviewStage,itwillautomaticallymovetotheCopyeditingstage.

AddingaCopyeditorWhenthesubmissionenterstheCopyeditingStage,anotificationindicatesthataCopyeditorneedstobeassigned.CopyeditorscanbeassignedusingtheAddlinkontheParticipantspanel.

Thiswillopenanewwindow.

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YoucanusetheroledropdowntochooseCopyeditorandhittheSearchbutton.ThiswillbringupallCopyeditors.

SelectoneoftheCopyeditorsforthissubmission.

Chooseapreparedmessage.

Makeanychangesneededtothemessage.

HitSend.

Youcannowseethenewnotificationthatthesubmissionisawaitingcopyedits,theCopyeditorisnowincludedintheParticipantslist,andtherequestisvisibleintheCopyeditingDiscussions.

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YoucannowwaitfortheCopyeditortodoherwork.

CopyeditorTheCopyeditorwillreceiveanemailmessagefromtheSectionEditorrequestinghertotakeonthesubmission.

Togetstarted,shemustloginandfindthesubmissionfromherdashboard.

Then,shecanclicktheCopyeditinglinknexttothesubmissionname.ThiswilltakeherdirectlytotheCopyeditingstageforthissubmission.

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Fromhere,shecanseetheDraftFiles.Thesearethefilesthatrequirecopyediting.Clickingonthelinkedtitlewilldownloadthefiletoherdesktop.

OutsideofOJS,shewilldohercopyeditingwork.

Tocheckthesubmissionmetadata,usetheMetadatalinkinthebluebaratthetop.

Thiswouldincludecheckingthearticletitle,abstract,authornames,keywords,etc.

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Ifanychangesaremade,hittheSavebuttonbeforeexitingthiswindow.

ConsultwiththeAuthor

Onceshehasfinishedcopyediting,shewillrunthechangespasttheAuthorbyaddinganewdiscussion,usingtheCopyeditingDiscussionspanel'sAdddiscussionlink.

FromtheAddDiscussionwindow,shemustchoosetheAuthorandaddasubjectlineandmessage.

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Furtherdownthatsamewindow,shemustuploadacopyofhercopyeditedfile.

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Todoso,usetheUploadFilelink.ThiswillopenanewwindowwhereyoumustchoosetheArticleComponent(e.g.,articletext)anduploadthefile.

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HitContinuetoproceed.

Thiswillopenthenextstep,whereyoucaneditthefilenameifneeded.

Next,youcanuploadmorefilesifnecessary,orhitComplete.

BackontheAddwindow,youcannowseetheattachedfile.

HitOKtosendthemessagetotheauthor.

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ItisnowvisibleintheCopyeditingDiscussions.

Youcannowwaitfortheauthor'sresponse.

AuthorRespondsOnceyouhearbackfromtheauthor,youcanreviewhisfeedbackbycheckingthediscussionreply.

Fromhere,youcanseenofurtherchangesarerequired.

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TheFinalCopyeditedFileNowyoucangoaheadanduploadthefinalcopyeditedversiontotheCopyeditedpanel,nearthebottomofthescreen.

UsetheUpload/SelectFileslinktouploadthefinalcopyeditedversion.

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Itisimportanttonoteherethatyouhaveafewchoices.

1. YoucanusetheUploadFilelinktouploadanewfile(e.g.,afilewithsomerecentchangessinceyoushowedittotheauthor).

2. YoucanselecttheAuthor'soriginalversion(unlikely).3. YoucanselecttheCopyeditorversion,whichistheversionyousenttotheauthor(ifyoumadenofurtherchanges,

choosethisone).

Forthisdemonstration,wewillselecttheCopyeditorversionbycheckingtheboxtotheleftofthatfile.

HitOK.

ThefileisnowvisibleintheCopyeditedpanel(nearthebottomofthescreen),indicatingtotheeditorthatthisisthefinalversion,whichisreadyfortheProductionstage.

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InformtheSectionEditorThefinalstepisforyoutoinformtheSectionEditorthatthecopyeditingiscomplete.

Todoso,startanewCopyeditingDiscussionbyusingtheAddDiscussionlink.

Inthediscussionwindow,addtheSectionEditor,asubjectline,andamessage.

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HitOKtosendthemessage.

ReturningtotheCopyeditingstage,youcanseethemessageisposted.

YouworkastheCopyeditorisnowcomplete!

MovingtoProductionTheSectionEditorwillreceiveanemailthatthecopyeditingiscomplete,andseeanotificationinthediscussions.

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YoucandownloadandreviewthefinalcopyeditedversionfromtheCopyeditedpanel.

AtthispointyoucouldcommunicatefurtherwiththeCopyeditor,or,ifyouaresatisfied,movethesubmissiontotheProductionstage.

Todoso,selecttheblueSendtoProductionbutton.

ThiswillgenerateanofficialnoticetotheAuthorsthatthesubmissionismovingtothenextstage.

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Noticethattheappropriatefile,fromtheCopyeditedpanel,isincludedandwillbeautomaticallytransferredtoProduction.

HitRecordEditorialDecisiontoproceed.

TheCopyeditingstageisnowcomplete.

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ProductionWiththecompletionoftheCopyeditingstage,thesubmissionnowmovestoProduction.Fromhere,thecopyeditfiles(oftenMicrosoftWordfiles)willbeconvertedtopublishableformats(e.g.,PDF,HTML)andproofreadbeforepublishing.

TostartworkinginProduction,theSectionEditormustlogintothesystemandchoosethesubmissionfromherdashboard.

ChoosingtheProductionlinkwillopenthesubmissionrecord.

YouwillseethecopyeditedfilesarenowavailableintheProductionReadyFilespanel.

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Anotificationbanneralsoindicatesthatyoumustassignsomeonetocreatethegalleyfiles(e.g.,thePDFs,HTML,etc.)fromthoseproductionreadyfiles.

Thiscanvaryfromjournaltojournal--youmayhavelayouteditorsorproductionassistantstodothiswork.

Tomaketheassignment,usetheAddlinkintheParticipantslist.Thiswillopenanewwindow.

Usetheroleselectorandsearchbuttontofindappropriateusers,selectone,chooseapredefinedmessage,andhitOKtosend.

Theuserhasnowbeennotifiedviaemailandinhisdashboard.

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Noticethatthenotificationnowindicatesthesubmissionis"AwaitingGalleys".YoucanseethelayouteditorintheParticipantslist,andyoucanseetherequestnoticeintheProductionDiscussionspanel.

YoucannowwaitfortheLayoutEditortocompletehistasks.

LayoutEditingAstheLayoutEditor,youwillhavereceivedamessageinvitingyoutocreatethegalleysforthesubmission.

Togetstarted,logintothesystemandgotoyourdashboard.

Fromhere,findthesubmissionandselecttheProductionlink.

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Thiswilltakeyoutothesubmissionrecord.

FromtheProductionReadyFilespanel,downloadthefilestoyourdesktopandworkoutsideofOJStoconvertthemtotheformatsappropriateforyourjournal(e.g.,HTML,PDF,etc.).

Note:PKPiscurrentlyworkingonaprojecttoautomatetheconversionofMicrosoftWorddocumentsintootherformats,includingXML,HTML,PDF,EPUB,etc.Keepaneyeonourblogforupdates.

DecidingonArticleFileFormatsOnlinejournalstodaypublishtheirarticlesinavarietyoffiletypes.MostcommonarethePDFandHTML,butincreasinglyadditionalformatsarebeingused,suchasePub,MP3,andXML.

ThemajorityofauthorsubmissionscomeinasMicrosoftWorddocuments(.docor.docx),andtypicallymovethroughtheOJSworkflow(review,revision,copyediting)inthatformat.Otherformatssometimesincludetext(.txt),richtextformat(.rtf),orOpenOffice(.odt).Thesearen'tsuitableforfinalpublication,sowillneedtoeventuallybeconvertedintoamorereader-friendlyformat.

WorkingfromTemplatesRequiringallsubmissionstouseatemplatethatispre-formattedwithyourjournal'spublicationstyles(e.g.,thefontface,fontsize,boldness,placement,etc.oftheheader,body,footers,etc.)willmakeyourdocumentconversionmucheasier.

Microsoftprovidesabriefoverviewforcreatingtemplateshere.

Onceyou'vecreatedatemplatethatmatchesyourjournalstyle,youshouldlinkitfromyourAuthorGuidelines,alongwithabriefexplanationoftheneedtousethetemplate.Thismeansthatallofyoursubmissionswillcomeinalreadyformatted,savingyourlayouteditorasignificantamountofwork.

Here'sanexampleofanOJSjournalthatrequiresauthorstodownloadanduseatemplatefile:Paideusis.

Ideally,yourtemplateshouldbecreatedusingstylesratherthandirectformatting.Thisnotonlyensuresconsistencythroughoutyourdocuments,butwillalsoaidinanyconversionstootherformats(e.g.,HTML).Here'sanexplanationofthedifferencebetweenstylesanddirectformattinginWord.

CreatingPDFfiles

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APDFistheeasiesttypeoffiletocreatefromaWorddocument.CurrentversionsofMicrosoftWord(andotherwordprocessors)letyousimply"SaveAs"aPDF.ThemajorityofOJSjournalspublishtheirarticlesasPDFs.

PDFsarealsopopularwithmanyreaders,astheymostcloselyrecreatetheprintedpage.However,PDFsareoftenlessflexibleonmobiledevicesanddonotalwayshandlelinksorembeddedmedia(suchassoundorvideofiles)particularlywell.Withthegrowingimportanceofmobilecomputing,ensuringyouraudiencecaneasilyreadyourarticlesontheirphonesortabletsisincreasinglyimportant.

Example(seePDFlinkatbottomofpage):IrishJournalofTechnologyEnhancedLearning

CreatingHTMLFilesHTMLfileshavetheadvantageofflexibility.Theyhandlelinkingandmultimediaverywell,andcanfitonjustaboutanyscreen-includingphonesandtablets.Theydo,however,lookdifferentthanaprintedpage,sosomereaderscontinuetopreferaPDF.TheidealsituationistoprovidebothPDFandHTMLfilestobestmeettheneedsofyourdifferentusers.

WesawintheprevioussectionthatcreatingaPDFfromasubmittedWordfileiseasy.Unfortunately,creatingHTMLfilesisalittlemoretimeconsuming.Wordprocessorsdonothaveeffectivetoolsfordoinga"SaveAs"toHTML.MicrosoftWordtriestodothis,buttheresultsarenotusefulforuploadingtoOJS.Instead,tryfollowingthisworkflow:

1. ConverttheWorddocument.Youcanusethisfreeonlinetooltodoaninitialconversion.2. OpentheresultingHTMLfilesinatexteditor(e.g.,NotePadinWindows)orHTMLeditor(e.g.,AdobeDreamweaver).

Fromhere,youwillneedtomakeanyfinalcleanuporformatting.UnderstandingthebasicsofHTMLisrequired.Itsnothardandtherearemanyfreetutorials,butitdoestakesometime.

3. KeeptheHTMLformattingbasic.Justfocusonparagraphs,linebreaks,headings,andlinks.Don'tworryaboutfonts,colours,orotherdesignelements-OJSwilltakecareofallofthatautomaticallyaspartoftheoveralljournaldesign.

4. UploadtoOJSasanHTMLgalleyfile

Example(seeHTMLlinkatbottomofthepage):ForumQualitativeSozialforschung

CreatingePUBFiles

SimilartoHTMLfiles,ePubfilesareidealformobiledevices,butrequirespecializedcodingtocreate.Conversiontoolsareavailable,suchasCalibre.MoredetailedHOWTOinstructionsforcreatingePubfilesareavailablehere.

LikeHTMLfiles,someadditionalcleanupmayberequiredafterconversionandrequiresomeknowledgeoftheformat.

Example(seeEPUBlinkatbottomofthepage):InternationalReviewofResearchinOpenandDistanceLearning

CreatingAudioFilesAlthoughnotcommon,somejournalsalsocreateaudiofilesoftheirarticles,toallowforuserstolistentothecontent.Thisisparticularlyhelpfultothevisuallyimpaired,butmanypeopleenjoypodcastsandaudiobookswhiletravelingordoingotheractivities.

Creatingaudiofilescaneitherbedonemanually,byhavingsomeonereadthearticleintoavoicerecorder,orautomaticallyusingTexttoSpeechsoftware.

Example(seeMP3linkatbottomofthepage):InternationalReviewofResearchinOpenandDistanceLearning

CreatingXMLFilesCreatingXMLfilesisaveryefficientwaytopublishinmultipleformats.WhenyoucreateanXMLfile,youcanthenautomaticallygeneratePDFs,HTML,ePub,andotherformats.PKPisdevelopinganXMLconversiontoolcalledtheOpenTypesettingStack,whichiscurrentlyavailableinbeta.YoucanalsolearnhowtocreateXMLfilesyourself.Excellenttutorialsareavailableonline,butwillrequireasignificanttimeinvestmenttobecomeproficient.

Example(seeXMLlinkontoprightofthepage):JournalofMedicalResearchandInnovation

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ContacttheAuthorNext,youwillwanttosharethePDFwiththeauthorforafinallookandsign-off.

Toso,usetheAddDiscussionlinkintheProductionDiscussionpanel.Thiswillopenanewwindow.

Remembertoaddtheauthoratthetopofthewindow,andthenaddasubjectandamessage.

Beforesending,however,attachacopyofthePDFfileusingtheUploadFilelink.Thiswillmakeitavailabletotheauthor.

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RemembertoselectthecorrectArticleComponent,andthenuploadthePDF.

HitContinue.

Next,makeanychangestothefilename(usuallyyoudon'tneedtodoanythinghere).

Andthen,youcanuploadadditionalfiles,ifnecessary.

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Onceyouaredone,hitComplete.

ThefileisnowattachedandyoucansendthemessageusingtheOKbutton.

TheAuthorhasnowbeennotifiedandyoucanawaithisresponse.

AuthorResponse

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Oncetheauthorhashadachancetoreviewthegalleysandrespond,youwillreceiveanemailnotificationandwillseeareplyintheProductionDiscussions.

AddGalleysNowthattheAuthorhasproofreadthegalleys,youcanmakeanyfinalchanges,anthenuploadthemtotheGalleyspanel.

Todoso,usetheAddGalleylink,whichwillopenanewwindow.

Addanappropriatelabel(e.g.,PDF,HTML,etc.)andHitSave.

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Fromthiswindow,choosetheappropriatearticlecomponenet(e.g.,articletext)anduploadthegalleyfile.HitContinue.

Ifnecessary,changethefilename.HitContinue.

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Ifyouhavemorefiles,uploadthemnow.OtherwisehitComplete.

YoucannowseethegalleysintheGalleypanel.

Youcanmakechangestotheuploadbyselectingthebluearrowtotheleftofthegalleylabel,whichrevealsoptionstoedit,changethefile,ordelete.

InformtheSectionEditorFinally,youwillneedtoinformtheSectionEditorthatthegalleyshavebeencompleted.Todoso,usetheProductionDiscussionpanelandchoosetheAddDiscussionlink.

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AddtheSectionEditortothetopofthepage,andthenincludeasubjectlineandmessage.HitOKtosendthemessage.

Youcannowseethefinaldiscussion.

SectionEditorInformsEditorAtthispoint,theSectionEditorreceivesthenotificationfromtheLayoutEditorandreviewsthegalleyfiles.

ShecaneitherasktheLayoutEditortomakeadditionalchanges(usingtheProductionDiscussions)orinformtheEditorthatthegalleysarereadyforpublication.

ToinformtheEditor,usetheProductionDiscussionpanel'sAddDiscussionlink.

SchedulingforPublicationUponreceivingnotificationofthecompletedgalleys,theeditorlogsintothesubmissionrecord,andcheckstheuploadedgalleyfiles.

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Ifthegalleyslookready,theeditorcanhittheblueScheduleforPublicationactionbutton.

SelectingthisbuttonopensaPublicationwindow.

Usethistoaddthesubmissiontoafutureorbackissueofthejournal.

Youalsohavetheoptiontoaddpagenumbers,permission,andlicensinginformation.

HittingSavewillpublishthesubmissiontotheselectedissue.Iftheissueisalreadypublished,thesubmissionwillbeimmediatelyavailabletoreaders.

Congratulations!Youhavenowcometotheendoftheeditorialworkflow.

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Chapter12:ReviewingAsareviewer,youwilllearnofthereviewrequestviaemailorbycheckingyourdashboard:

FromtheMyAssignedlist,findthetitleandReviewlink.Noticethelackofanyauthorinformationinthisdouble-blindpeerreviewprocess.

SelectingtheReviewlinkwilltakeyoutothefirstreviewstepinthesubmissionrecord,whichismuchmorelimitedthantheeditor’sview,andcontainsnoauthorinformation.

Thisfirststepconsistsofthefollowingsections:

RequestforReview:providessometextinvitingyoutoactasareviewer.

ArticleTitle:providesthetitleofthearticle.

Abstract:providestheabstracttext.

Furtherdownthescreen,youwillfindadditionalinformation.

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TheViewAllSubmissionDetailslinkwillopenawindowwithadditionalinformation,includingallofthenon-authormetadata:

Notethatnoneofthesefieldsareeditablebythereviewer,andareonlyprovidedtohelpyouconductathoroughreview.

Closethiswindowandmovefurtherdownthescreen.FromhereyoucanseetheReviewSchedule,includingalloftherelevantduedates.

Fromhere,youcandeclineoracceptthereview.Ifyoudecline,youwillbedroppedfromtheprocess.Ifyouaccept,youwillmovetoreviewstep2,whereyouwouldbeabletoreadanyreviewerguidelinesprovidedbythejournal.

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HitContinuetomovetostep3.Fromhereyoucandownloadacopyofthereviewfilesandenteryourreviewcomments.Thefirstwindowisforcommentstotheeditorandtheauthor;thesecondwindowisjustfortheeditor.

Onceyouhavereadthepaperandaddedyourcomments,scrolldownthepagetooptionallyuploadamarkedupcopyofthereviewfile(remembertostripanypersonalidentificationfromthefilebeforeuploadingit).

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Next,youmustthenmakeyourrecommendationusingthedropdownmenu.

Yourchoicesinclude:

AcceptSubmission:itisreadytogotoCopyeditingasis.

RevisionsRequired:itrequiresminorchangesthatcanbereviewedandacceptedbytheeditor.

ResubmitforReview:itrequiresmajorchangesandanotherroundofpeerreview.

ResubmitElsewhere:itdoesn’tseemlikeagoodfitforthefocusandscopeofthisjournal.

DeclineSubmission:ithastoomanyweaknesstoeverbeaccepted.

SeeComments:ifnoneoftheaboverecommendationsmakesense,youcanleaveacommentfortheeditordetailingyourconcerns.

Finally,hittheSubmitReviewbuttontocompleteyourtask.You’llbeaskedtoconfirm.

HitOK.Youwillbetakenthefinalconfirmationscreenthankingyouforyourwork.

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That'sit!Thereviewisnowcomplete.

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