WikiJournal User Group/Editorial guidelines/Technical editor summary

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WikiJournal User Group
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WikiJournal User Group is a publishing group of open-access, free-to-publish, Wikipedia-integrated academic journals. <seo title=" Wikiversity Journal User Group, WikiJournal Free to publish, Open access, Open-access, Non-profit, online journal, Public peer review "/>

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

Relevant links[edit | edit source]

  • 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[edit | edit source]

  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 and the googlegroup will be emailed
  2. Send an email to relevant editorial board (template)
  3. Add the submission date to the template at the top of the submission's wiki page using |submitted=
  4. 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
  5. 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)
  6. Update author items (info to add)
  7. Add a new row to the bottom of the relevant tracking table (link)

New editorial applications[edit | edit source]

  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)
  2. Copy their information over to editorial board page using the {{WikiJournal editor summary}} template
  3. 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
  4. Welcome them at the WJMboard mailing list so that they are informed

Finally, move the application to [[Talk:WikiJournal User Group/Editors/Archive_{{subst:CURRENTYEAR}}|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)
  2. Copy their information over to the associate editor page using the {{WikiJournal editor summary}} template
  3. Email the WJMboard mailing list so that they are informed

Finally, move the application to [[Talk:WikiJournal User Group/Editors/Archive_{{subst:CURRENTYEAR}}|this year's archive page]]

  • Declined: Follow processing steps here (link)

Submitted peer reviews[edit | edit source]

  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 the preprint's wikidata item (info to add)
  4. Update reviewer item (info to add)
  5. Send an email to the relevant peer review coordinator (link) (template)

Accepted articles[edit | edit source]

  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. Add the template {{article info|Q=wikidata number}} to the top of the current issue page (link)
  6. Email the authors and cc in the relevant peer review coordinator (template)
  7. If article intended for Wikipedia-integration, copy contents over to corresponding Wikipedia page (or ask authors) and add template to refs section
  8. Format and upload the PDF (steps below)

PDF formatting[edit | edit source]

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. Text sections and publication data (e.g. date) are copied and pasted from the wiki page into the docx template
  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)


PDF upload[edit | edit source]

  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.
  1. Update the published article's wikidata item (info to add)

Further reading[edit | edit source]