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Septentrio Academic Publishing uses Open Journal Systems (OJS), a free and open source journal management and publishing system developed by the Public Knowledge Project (PKP). The version we currently operate is OJS 3.3.
OJS allows you as an editor to manage the entire editorial workflow, from submission and review to production and publication. Using OJS for as many of your editorial tasks as possible will make your workflow more straightforward, transparent and trackable. You can use OJS, for example, to:
In the first instance, consult PKP's comprehensive Learning OJS 3.4: A Visual Guide to Open Journal Systems. You may also wish to take PKP School’s course on Setting up a Journal in OJS 3.3.
This guide supplements PKP’s resources with guidance specific to journals on the Septentrio platform. Contact the Septentrio team for further assistance.
Journal Settings is where important information about your journal is entered and updated. See PKP's guide to Journal Settings.
In addition, in the Masthead tab:
The Website Settings allow you to configure the appearance of your journal’s website. See PKP’s guide to Website Settings.
In addition, please note the following:
The Workflow Settings enable you to configure the editorial workflow for your journal. Check out PKP’s guide to Workflow Settings.
The elements listed below are particularly important.
We encourage use of the Submission Preparation Checklist (Submission > Checklist). Authors have to confirm each item on the list before submitting their manuscript.
If you have a publishing ethics statement or similar, we recommend you link to this page from your checklist. Feel free to adapt this model:
- The submission has not been previously published, nor is it currently before another journal for consideration, as per the Journal’s Intellectual property policy;
- All authors meet the Journal’s criteria for authorship as described in our Authorship and contributorship policy;
- Any potential conflicts of interest will be disclosed in the Comments to the Editor box on submission, as set out in our Conflicts of interest policy;
- The submission uses [or will use if accepted for publication] the Journal’s article template and adheres to the stylistic and bibliographic requirements detailed therein [Alternatively: The Submission is in an accepted file format and adheres to the stylistic and bibliographic requirements detailed in the Journal’s Author Guidelines];
- DOIs have been provided for all references in the reference list, where possible
- Permission has been obtained for use of third-party content (notably images) and the submission adheres to any licence restrictions, as per the Journal’s Intellectual property policy; and
- The submission [if submitted to a double-blind peer-reviewed section of the Journal] has been anonymized, as set out in the Author Guidelines.
We recommend providing authors with an article template, rather than setting out detailed stylistic and bibliographic requirements in your Author Guidelines. You may wish to provide several templates corresponding to the various article types or languages that your journal accepts.
An article template is formatted according to your journal’s standard and uses preset styles for text. It can be locked so that your journal’s formatting standards are the only available choices.
You might require authors to use the template to submit their manuscript. Alternatively, you could instruct them to use the template only after their manuscript has been accepted for publication.
See guidance from Microsoft on customizing and creating styles in Word, and setting up your own templates, or get in touch with the Septentrio team for assistance. Consult Septentrio’s Guide to creating accessible content to ensure your template meets requirements for accessibility.
Remember to include the following elements in your article template (if applicable):
Keep your Author Guidelines (Submission > Author Guidelines) as concise as possible.
Bear in mind that these guidelines are intended to apply to all article types your journal accepts. Information about each of the different article types you publish (your various Section Policies) will be displayed immediately under the Author Guidelines, and it is best to put section-specific guidelines (e.g. recommended article length in words) in the relevant section. To edit a Section Policy, go to Settings > Journal > Sections.
Consider including the following in your Author Guidelines:
We suggest that you create a separate page for your journal entitled Reviewer Guidelines (Setup > Navigation > Navigation menu Items > Add item). Add a link to this page in the Primary Navigation Menu under "About". See, for example, the Reviewer Guidelines for NAMMCO Scientific Publications.
When drafting your guidelines, take as a starting point COPE’s Ethical guidelines for peer reviewers. The Septentrio team can also provide assistance.
In particular, you may wish to cover:
Note, in particular, the following:
OJS streamlines communication through the use of prepared emails (email templates). It is possible to modify these templates, but exercise extreme caution to avoid deleting necessary elements or modifying the wrong template.
These settings aim to help increase the visibility of your journal. Check out PKP’s guide to Distribution Settings.
We draw your attention to the following:
Authors who publish with this journal agree to the following terms:
- Authors retain copyright and grant the journal right of first publication with the work simultaneously licensed under a Creative Commons Attribution License that allows others to share the work with an acknowledgement of the work's authorship and initial publication in this journal.
- Authors are able to enter into separate, additional contractual arrangements for the non-exclusive distribution of the journal's published version of the work (e.g., post it to an institutional repository or publish it in a book), with an acknowledgement of its initial publication in this journal.
- Authors are permitted and encouraged to post their work online (e.g., in institutional repositories or on their website) prior to and during the submission process, as it can lead to productive exchanges, as well as earlier and greater citation of published work. (See The Effect of Open Access.)
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