Snapshot journal/section editors

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Lecturers as Editors


Lecturers and other academic staff involved with Snapshot will be allocated the role of Editor within the Online Journal Management System (OJS). Explore the OJS help pages on being an editor with an OJS journal.

Following an experimental pilot stage in 2014, Snapshot will be directed by the lecturers who elect to undertake the Editor role from 2015 onwards. See below.

Stage 2 editorial and production processes - lecturer only[edit]

Editors are recommended to follow the Snapshot journal workflow chart [RJ to insert link when finalised and uploaded]. Where editorial processes differ from what is recommended on OJS help sites, instructions here will guide lecturers through the process.

When you first join the Snapshot project, the journal manager will assign you the roles of Editor and Copyeditor in OJS (Open Journal Software). Different roles will give you access to different functions. You can switch roles by navigating back to User Home.

Managing a submission through the editorial process[edit]

After a submission is uploaded, log in to OJS and check the submission. Under Editors, select Add Self. This will activate editing functions. If it can proceed directly to copyediting stage without any changes (this will be rare), you can select Accept Submission from the drop-down menu under Editor Decision. See the OJS help pages for more information on this process. Ensure the author is notified, so the next step can be undertaken.

If revisions are required (if anything needs to be fixed up, including grammar, structure and referencing) select Revisions Required under Editorial Decision. Step 1 of editorial decision recording on OJS

Click the green envelope icon next to Notify to email the author to outline what revisions are required. Once the author has made the changes, they will upload the revised file, which will show up as 'Author version'. If you are happy to accept this, select 'Accept submission' from the drop-down menu Step 2 of editorial decision recording on OJS and click 'Record decision'.

Then you must notify the author. Next, select the Author version and click 'Select file for copyediting' Step 3 of editorial decision recording on OJS.

From here you can follow the instructions for editor/section editor as copyeditor. Use the copyediting stage to prompt the author to create the layout version. In order to progress through the preset stages in OJS, you will need to push the submission through the system without making any changes to the file. As per the OJS instructions, complete step 1. When you reach step 2 - notifying the author - this will prompt the author to format their article following the Snapshot article template. Ensure you click the green envelope under the 'Request' column to inform them they must commence formatting.

The author will then upload the formatted version as the 'author copyedit' file. (If you notice that the Author copyedit stage is listed as Underway, and that date passed several weeks ago, this may indicate that the author has uploaded the file but not clicked 'Complete' to send the acknowledgement email. You can ask the author to log in and complete this step, or contact the Journal manager (snapshot@latrobe.edu.au) and ask them to log in as the author and complete that step on the author's behalf.)

Download and check the author's file. Ensure it matches the styles set out in the template. If any corrections need to be made, you will either need to do it yourself and proceed to the next step, or ask the author to make the corrections and email you a revised file (independently of OJS). Upload the final formatted file, when you are satisfied with it, to copyediting step 3.

You will then notice that you have access to upload a file as Layout Version or Galley. OJS layout for Snapshot journal step 1

Upload the final formatted Word file as the Galley (skip Layout Version stage). OJS layout for Snapshot journal step 2

Once you click Upload, you will be required to provide metadata for the file. The Label* field must contain the file type (e.g. Doc or Docx).

The Public Galley Identifier field should be the author's surname.

OJS layout for Snapshot journal step 4

Save the metadata. If any corrections need to be made to the proof and a new version uploaded, follow these instructions.

You can now proceed to the final stage, which is checking the file prior to publication. The author should be given one last chance to proofread their submission. Follow the instructions about the proofreading stage on the OJS help pages.

When you are satisfied with the final Word file (.doc or .docx format), you will need to save it in HTML and PDF formats for accessibility. The HTML format allows users to view the article in the web browser like a plain text webpage, which is useful for those who use screen-reader assistive technologies. The PDF format allows users to download a file and save it for reading later, while preserving all formatting. This is a portable file format that can be read easily on a range of platforms and mobile devices. The Word format allows users to edit and reuse the article freely, as permitted under the journal's Creative Commons licence.

Creating HTML file[edit]

  1. Open the file in Microsoft Word.
  2. Go to File -> Save As.
  3. Select Web Page.
  4. In the Save As dialog box, look for the Tools drop-down menu (on Windows platform) or Web options (Apple Mac platform).
  5. Under the Encoding tab, select Unicode (UTF-8).

Repeat the Galley upload process. Ensure the Public Galley Identifier Field is labelled as 'HTML'.

Creating PDF file[edit]

  1. Open the file in Microsoft Word.
  2. Go to File -> Print (IMPORTANT: do not use Save As PDF function, as this introduces postscript errors).
  3. Select printer from the drop-down menu as Adobe PDF (on Windows platform) or Save as PDF option (on Apple Mac platform).

Repeat the Galley upload process. Ensure the Public Galley Identifier Field is labelled as 'PDF'.


Pilot stage processes with a dedicated editorial advisor[edit]

In 2014, Ruth Jelley was the dedicated editorial advisor for Snapshot and managed the editorial process.

As part of this process, and to ensure compliance with editorial policies, lecturers were allocated the role of Reviewer, so that they could provide editorial staff with notes about the work they asked their students to submit. Lecturers were asked to complete the review form and also rank the work on a scale of 1 to 5, where 5 is the highest and 1 is the lowest. Scores 5-1 should correspond with grades the work was given during semester, i.e. work ranked 5 was A-grade, 4 was B-grade, 3 was C-grade. Work submitted for publication should sit within the A- to C-grade range.