Information Services

Roles and responsibilities

Find out what you can expect from the journal hosting service and understand your editorial obligations.

Edinburgh University Library will:

  • Provide the service free of charge on the condition that journal requirements can be met without additional cost or time to the Library
  • Host the journal on the Library’s Open Journal Systems (OJS) platform, perform updates and daily backups, and ensure long-term preservation
  • Provide technical support as needed
  • Provide limited customisation of the new journal site
  • Assess requests for site features and functionality and investigate whether they can be accommodated using existing OJS capabilities
  • Provide advice and support to help editors set up their journal and develop journal policies
  • Provide documentation and initial training on using OJS. Additional training can be provided as required for new editors
  • Provide advice and best practice guidelines on issues pertaining to academic publishing
  • Provide guidance on the publication of full-text HTML, multimedia files and supplementary material
  • Consult with experts in the Library to offer copyright advice
  • Apply for an ISSN on behalf of the journal
  • Manage, and pay for, Digital Object Identifiers (DOIs) through the Library’s Crossref member account. DOIs will have the Library’s prefix
  • Provide access to usage statistics and set up a Google Analytics account for the journal. Please note, the Library may make appropriate use of the statistical data
  • Apply for inclusion in the Directory of Open Access Journals (DOAJ) and help the journal meet the requirements for being awarded the DOAJ Seal of Approval for Open Access Journals
  • Work with editors to identify and apply to suitable abstracting and indexing services and bibliographic databases to increase the visibility and discoverability of the journal

Journal Editors will:

  • Have complete editorial control over the journal and the content published in it
  • Be responsible for updating the journal website and managing the editorial workflow, including:
    • submissions
    • peer review
    • copyediting
    • proofreading
    • page layout
    • handling illustrations and multimedia files
  • Publish content online, ensuring bibliographic information is complete and correct
  • Manage journal promotion, including any social media accounts

Journal Editors must also:

  • Confirm they agree to follow policies that the Library requires as standard – guidance will be provided as needed:

    • the hosted journal is fully Open Access
    • the Committee on Publication Ethics (COPE) guidelines are followed
    • the journal site includes a Take Down policy, a statement regarding publication charges and a note on copyright and permissions – see example of a Journal Policies page
    • for journals that use DOIs, the article DOI is included in the full-text PDF and authors are asked to add DOIs to the list of references
  • Ensure published content does not infringe third-party copyright and that publishing practices comply with privacy legislation including GDPR – the Library reserves the right to make published items temporarily unavailable while we investigate complaints
  • Publish content as per the journal’s publication schedule
  • Respond to communications from the Library in a timely fashion
  • Inform the Library of any significant changes in the management of the journal
  • Provide names and contact details for two individuals who will be the primary contacts – at least one primary contact has to be based at the University of Edinburgh
  • Provide the name of the School with which the journal is affiliated – the School will be listed as the publisher of the journal
  • Seek the support of their School in publishing the journal – this is mandatory for student-led journals and recommended for academic-led journals
  • Have a succession plan in place – this is mandatory for student-led journals and recommended for academic-led journals

Leaving the service

In the event that a journal ceases publication or moves to a different platform, the Library reserves the right to keep published journal content available on the hosting platform and/or via the institutional repository. We will help Editorial teams manage the transition provided sufficient notice is given.

Interested in hosting your journal with us?

How to request the hosting service

Scholarly Communications Team

Contact details

Address

Street

Information Services
Floor F East, Argyle House
3 Lady Lawson Street

City
Edinburgh
Post Code
EH3 9DR