Institutional Policy Model for OA Journals

Owned by Kristi Park
Last updated: Aug 03, 2023
2 min read

About this policy model:

This Institutional Policy Model is designed for Texas Digital Library members using its Open Access Journal Hosting service run by faculty or staff on their campus. It was created by the TDL OJS User Group based on common policies that multiple institutions have adopted over time. It is intended to be modified on a case-by-case basis for use between the sponsoring library and individual journal teams to delineate roles and responsibilities, and provide clear expectations around services the library can or cannot provide. 

Section I: Purpose

The purpose of this User Agreement is to clearly identify the roles and responsibilities of each party as they relate to the [University’s Library Publishing Program] and any associated services provided by the [Publisher]  at [University]. This will ensure that our service remains sustainable and operates within our current staffing limits. 

Section II: Background

  • Description the journal project proposed

  • Who will be the journal manager?

  • Who is the library/publisher contact? 

  • Continuity plan

    • [Suggestion: Create a journal email via campus IT that can be accessed by subsequent journal managers. This also prevents old emails remaining in the system.]

Section III: Responsibilities of the Library or Publisher

The Library/Publisher will provide services beyond what is listed in the TDL OJS Service Policy (link). These services are as follows: 

  • Host the OJS service

  • Provide technical support and contact to Texas Digital Library

  • Providing DOIs (optional)

  • Providing ORCID integration (optional)

  • Migration. TDL can provide support for migration of OJS journals hosted elsewhere. It does not currently provide system administration support for journals currently housed in other platforms (such as WordPress or BePress). 

  • Analytics (Google Analytics) 

Services the Library or Publisher cannot provide

Section IV: Responsibilities of the Journal Manager and Editorial Staff

Journal managers will want to refer to the TDL guide for setting up a journal in OJS: Setting Up an Open Access Journal  

  • Editorial overview and creation of an editorial board

  • Filling out journal information on the website. 

    • [COAPI or COPE information can go here.]

  • Staffing

  • Copyediting/typesetting

  • Peer review workflows and policy (single blind, double blind, open) 

  • Website customization (refer to the TDL OJS Service Policy (link) to see limits on customization available). 

  • Copyright policy and Creative Commons license assignment 

    • SPARC offers guidance on Publishing Program Policies:

      • Examples for Submission and Content Policy are included

      • Examples for Access and Preservation Policy are also included

  • Migration. OJS does come with import tools and a Quick Submit plugin that can help Journal Teams move issue and article archives from a previous journal system into a new TDL-hosted journal. TDL cannot provide support for this migration during the initial journal setup. 

  • Awareness of plans for indexing and listing the journal. For example, DOAJ or SCOPUS inclusion will have certain requirements that the editor will want to have in mind very early.

  • Maintaining user accounts

    • Deleting old user accounts periodically (recommended once per year). 

    • Using a journal email address for workflow and continuity. 

    • Reporting any suspicious user registration behavior to TDL Help Desk or Library contact. 

Section V: Signatures

[Signatures of all parties]

 

Resources / Examples