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The purpose of thid this document is to articulate the scope of TDL’s staff support for its Open Access Journal Hosting service. By defining what is “in scope” for TDL staff, this policy (1) enables TDL member libraries subscribed to the Open Access Journal Hosting service to develop their own policies and documentation around library service and support levels and (2) informs faculty and other journal managers about baseline support they can expect from TDL. |
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Hosting and professional management of an OJS installation in the Amazon Cloud, which includes:
A journal website
Online submission tools
Editorial administration tools for managing the peer review and copy-editing workflows, and for creating online issues
Reporting on acceptance rates and journal usage, including via optional integration with Google Analytics
The ability to configure submission requirements, sections, and review processes
Indexing of content with search engines
A default set of OJS plugins. SeeJournal plug-ins. Users may request additional plugins through a Helpdesk ticket.
A default set of theme options. Journal teams may use these theming options or adapt and upload customized CSS for their journal site. TDL does not at this time provide theme customization services.
All system administration tasks -- including upgrades to the OJS software and maintenance of backups and security protocols -- are handled by TDL staff. See System Security for OA Journal Hostingfor more about Security Protocols.
TDL Helpdesk support for library staff, Journal Teams, and other users (e.g. peer reviewers, readers, etc.).
Coordination of the TDL OJS User Users Group and Journal Manager list.
Financial support of the Public Knowledge Project (the open source home of OJS) to facilitate on-going development of the Open Journal Systems software.
Asynchronous training and documentation available for Journal Teams via PKP. See OJS Training for more information.
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Inactive Journals. TDL periodically reviews its hosted journals for recent activity . After one year of inactivity (defined as a full calendar year without publication), TDL may contact the journal team to determine if the journal has ceased publication. If it has ceased publication, TDL staff will work with the Journal Team and Library contacts and reserves the right to cease hosting services for inactive journals, according to the guidelines detailed below. TDL will work with journal teams and library liaisons to determine an appropriate archive for the journal content. If the journal intends to continue publishing, TDL will continue hosting for an additional year.A journal site that is inactive for two years may be deprecated and archived, after TDL Staff have sent any legacy issues and articles in the event that a site is deprecated.
Newly deployed journals that have not published a first issue within 3 years of their deployment date are eligible for deprecation.
Other journal sites that have not published an issue within 2 years of their last issue are eligible for deprecation, unless a publishing frequency of less frequent than every two years is clearly stated on the journal website.
For journal sites eligible for deprecation, TDL Staff will send a notification of deprecation to the Journal Team and Library Liaison. Journal Teams and/or Library Liaisons may request continued hosting of an inactive journal beyond the two-year mark, assuming the Library is willing to continue sponsoring the journala reasonable rationale for continued hosting and the Library’s willingness to continue as a sponsor.
Tombstones and redirects. At the time of deprecation, Journal Teams and/or the Library Liaison may request a “tombstone,” which is a static html page that is shown whenever one of the former journal’s pages are accessed.
Additionally, if a journal site moves to a different hosting service, the journal may request that TDL place a redirect on the deprecated URL so that users are redirected to the new journal site in a different location.
Changes in Affiliation. Sometimes a journal begins its life affiliated with one institution, but the editorial board and journal management operations transfer to individuals affiliated with another institution. When this happens, it is the responsibility of the sponsoring Library and its liaison to determine whether the institution will continue sponsoring the journal via the TDL hosting service or require transfer to another hosting service.
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Serving as a point of contact for TDL staff and for TDL-hosted journal teams affiliated with their institution.
Authorizing (or declining to authorize) TDL to begin and continue hosting services for any journal site requested by faculty, staff, and students of their member institution.
Maintaining one or morea more user accounts with Journal Manager privileges in each sponsored journal hosted by TDL.
Contributing to the OJS User Group and initiatives it prioritizes, as able.
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