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WikiJournal User Group/Editorial guidelines/Technical editor summary

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This is a summary of WikiJournal's editorial guidelines for technical editors of WikiJournal, outlining key processes.

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  • Current task list
  • Passwords and confidential links
  • Full editorial process guidelines
  • Template emails, these are only suggestions so you are welcome to adapt whenever relevant
  • Useful emails:
    • WJMboard@googlegroups.com - WikiJournal of Medicine editorial board
    • WJSboard@googlegroups.com - WikiJournal of Science editorial board
    • WJHboard@googlegroups.com - WikiJournal of Humanities editorial board
    • admboard@googlegroups.com - WikiJournal User Group admin board
    • wikijournal-technical@googlegroups.com - WikiJournal User Group technical editors

Newly submitted articles

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  1. Page to monitor: (confidential link listed here as ‘Author declaration form responses’)
    • When new items are submitted they'll appear as a new row at the bottom of the Author declaration form response spreadsheet and the googlegroup will be emailed
  2. Add the submission date to the template at the top of the submission's wiki page using |submitted=
  3. Create the discussion page for peer reviews (link to create it should appear on the right of the article as "create peer review location")
    • Perform the plagiarism check from the link at the top of that discussion page (link)
    • If any plagiarism/copyvio detected, email the relevant editorial board for them to look into
  4. Create new wikidata item for the submitted preprint (link to create it should appear on the right of the article as "QID: create wikidata item") (info to add)
  5. Update author items (info to add)
  6. Add a new row to the bottom of the relevant tracking table (link)
  7. Send an email to relevant editorial board (template)

New editorial applications

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  1. Page to monitor: Current task list (will be added by a board member)
  2. For new applications, send an email to relevant editorial board (template) including pasting the application text
  3. Update editor items (info to add)
  4. When an application has reached 5 or more votes and has been open for at least 2 weeks, implement the consensus.
    • Accepted: Follow processing steps for board member (link) or associate editor (link)
Accepted application processing steps
For editorial board applications (link)
  1. Send a welcome message and confirm their preferred email address (usually in their provided website link, else via Special:EmailUser)
    Onboarding email template
  2. If they do not yet have a Wikidata item, create one
  3. Copy their information over to editorial board page using the {{Editor info}} template (including their Wikidata QID)
  4. The above step will create a button that will update the relevant editorial board on Wikidata
  5. Direct-add them to the WJMboard mailing list (via this link) which will grant them access to the private page only visible to board members
  6. Welcome them at the WJMboard mailing list so that they are informed
  7. Finally, move the application to this year's archive page
For associate editor applications (link)
  1. Send a welcome message and confirm their preferred email address (usually in their provided website link, else via Special:EmailUser)
    Onboarding email template
  2. If they do not yet have a Wikidata item, create one
  3. Copy their information over to the associate editor page using the {{Editor info}} template (including Wikidata QID)
  4. The above step will create a button that will update the relevant associate editor list on Wikidata
  5. Email the WJMboard mailing list so that they are informed
  6. Finally, move the application to [[Talk:WikiJournal User Group/Editors/Archive_{{subst:CURRENTYEAR}}|this year's archive page]]

  • Declined: Follow processing steps here (link)

Suggesting potential peer reviewers

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In some cases, an editorial board member may request help in identifying potential peer reviewers. When returning these suggested reviewers to the board member, is best to list: their name; their email; and a link to one of their relevant publications. Suitable peer reviewers can be found by the following methods:

  1. Authors may recommend suitably qualified peer reviewers to review their submitted manuscript. The peer review coordinator should look at this item in the authorship declaration form (access via editorial board googlegroup).
  2. Check the recent papers cited by the submission.
  3. Search the submission's keywords on Scholia
  4. Search scholarly databases using key phrases to find recent publications (e.g. G-Scholar, Pubmed, Scopus, zbMATH Open (for Mathematics))
  5. Search by field or keyword in Publons
  6. Search by abstract or key phrases in JANE database.
  7. Search by key phrases at semanticscholar

In general, prioritise contacting reviewers who've published during the last 5 years. In addition to contacting the corresponding authors, the less senior authors often have a higher response rates when contacted. The response rate of the first round of reviewer invitations can inform how many emails will be needed in the second round of invitations. It is worth considering whether to ensure that one of the peer reviewers was not specifically recommended by the authors (peer review coordinator's discretion).

Peer reviewers must fulfill the following criteria:

  • Public contact information, or be willing to be contacted by a Wikimedia volunteer by peer review verification if necessary, wherein only trusted participants know the identity.
  • Expertise in the specific field of the article to be reviewed and be willing to confirm their credentials if requested
  • Open identity recommended, but may remain anonymous

Prospective peer reviewers should also state any conflicts of interests if applicable. For example, if the peer reviewer is an author of an article that is used as a reference in the article submission at hand, this should be mentioned among conflicts of interest.

Submitted peer reviews

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  1. Page to monitor: (confidential link listed here as ‘Peer reviewer form responses’)
    • When new items are submitted they'll appear as a new row at the bottom and the googlegroup will be emailed
  2. Copy the review over to the relevant article's talkpage
    • The left hand cell of the spreadsheet should have the relevant wikitext formatted
    • If the review was submitted as a PDF, then upload the file and add the link in the |pdf= parameter (confidential link listed here as ‘Peer reviewer submitted pdfs’)
  3. Update Wikidata
    • Update (or create if necessary) the peer reviewer's wikidata item (info to add)
    • Add the peer reviewer's wikidata QID to the peer review comment in the |Q= parameter
    • Update the preprint's wikidata item using the button that then appears (info to add)
  4. Send an email to the relevant peer review coordinator (link) (template)

Accepted articles

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Accepted article processing steps (turn on captions)
  1. Page to monitor: Current task list (will be added by a board member)
  2. Update the published article's wikidata item (info to add: WikiJMed / WikiJSci / WikiJHum)
  3. Move the page from WikiJournal Preprints/Articlename to WikiJournal of XYZ/Articlename
  4. Assign DOI via crossref (password listed here)
    Crossref doi information details: WikiJMed / WikiJSci / WikiJHum
  5. Enter artice's reference in crossref (link)
  6. Enter article metadata in DOAJ (link)
  7. Email the authors and cc in the relevant peer review coordinator (template)
  8. If article intended for Wikipedia-integration, copy contents over to corresponding Wikipedia page (or ask authors) and add template to refs section (link)
  9. Format and upload the PDF (steps below)

PDF formatting

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Accepted article PDF formatting (turn on captions)
  1. First, the article's {{Article info}} template should be checked to make sure that the information is up to date
  2. The PDF should be formatted using the standardised blank template (MS word 2013 or later recommended)
    Article formatting templates (.docx): WikiJMed / WikiJSci / WikiJHum
  3. Copy the article's material from the wiki page into the docx template
    • Text sections and publication data (e.g. date) are copied and pasted from the wiki page into the docx template. Pasting with the "Merge formatting" option should keep source formatting but use the font and text size of the template.
    • Wiki links and hyperlinks to references should be preserved when copying from the wiki page into the docx template (in blue color but not underscored).
    • Figures should be pasted from the full-resolution versions on Wikimedia commons (not the lower-resolution previews shows on article wiki pages)
  4. Use Ctrl+H to find-replace space with space (WikiMarkup often includes non-breaking spaces)
  5. Remove "↑ Jump to" from reference list
  6. File > Options > Advanced > Image Size and Quality > "Do Not Compress images in file" (retain full-resolution images)
  7. File > Save as > docx
  8. File > Save as > PDF (avoid PDF "printing" since this can lead to misformatting)
  9. Final PDF chacks: zoom in on figures to confirm resolution, test a selection of hyperlinks, look for any misformatted or overlapping text, and compare overall formatting against a previously published article.

PDF upload

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  1. Upload the docx file to WikiJSci docx folder / WikiJMed docx folder / WikiJHum docx folder
  2. Upload the PDF file to Wikiversity. Name the PDF the exact same as the article title (omit any : characters, since they can't be included in filenames)
    • On the file page, in stead of {{Information}}, use {{subst:InformationQ|Q1234568}} using the article's Wikidata QID.
  3. Update the published article's wikidata item (info to add)

Further reading

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