WikiJournal of Humanities/Editorial guidelines/Message templates

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WikiJournal of Humanities
Open access • Publication charge free • Public peer review

Journal Issues
Current
Issue 1 - Forthcoming

WikiJournal of Humanities is an open-access, free-to-publish, Wikipedia-integrated academic journal for humanities, arts and social sciences topics. WJH WikiJHum Wiki.J.Hum. WikiJHum WikiHum WikiHumanities Wikijournal of Humanities Wikiversity Journal of Humanities WikiJournal Humanities Wikipedia Humanities Wikipedia Humanities journal Free to publish Open access Open-access Non-profit online journal Public peer review

This is a collection of message templates to act as a guide for ways to make contact and followup with potential authors and peer reviewers.

These are guidelines only, and messages should be tailored to the recipient where possible. For example, non-Wikipedians will need the readership size of Wikipedia emphasised, especially for the topic discussed (e.g. via pageview stats).

Emails to Authors[edit]

Article submission invitation[edit]

Dear [RECIPIENT NAME],

The WikiJournal of Humanities is a Wikipedia-integrated academic journal. It is also open-access with no publication charges of any kind. It couples the rigour of academic peer review with the extreme reach of the encyclopedia. It is therefore an excellent way to achieve public engagement, outreach and impact public understanding important topics (articles often get >100,000 views per year).

Peer-reviewed articles are dual-published both as standard academic PDFs, as well as directly into Wikipedia. This improves the accuracy of the encyclopedia, and rewards academics with citable, indexed publications. It also provides much greater reach than is normally achieved through traditional scholarly publishing.

We would therefore like to commission you to write a review on [TOPIC]. This topic is [currrently absent from the encyclopedia / mentioned in a 'stub' article in the encyclopedia / covered in the encyclopedia but in need of an update/overhaul].

You may either write a Focused Review of 400-800 words, which will be incorporated into the main article, or you may write an Encyclopedic Review of 2000-5000 words which will be published as its own page.

If you would be interested in this, please reply within two weeks. You may set your own submission deadline, after which the work will go through public peer review. If you would prefer to write on a different topic, please let us know and we may be able to accommodate you.

We look forward to your reply,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

More information about the journal can be found at:

WikiJHum.org/About


Article submission invitation (wikipedia page)[edit]

Dear [RECIPIENT NAME],

I thought I'd email you about the idea of putting the [TOPIC] page that you are a main contributor to through external, academic peer review for publication in the WikiJournal of Humanities. It couples the rigour of academic peer review with the extreme reach of the encyclopedia. Peer-reviewed Encyclopedic Review articles are dual-published both as standard academic PDFs, as well as directly into Wikipedia. This improves the accuracy of the encyclopedia, and rewards authors with citable, indexed publications.

Since you developed the page on Wikipedia, it can be submitted to the journal (with only minor formatting edits) by copying it onto our pre-print server.

You may set your own submission deadline, after which the work will go through public peer review. If you would prefer to write on a different topic, please let us know and we may be able to accommodate you.

When you submit the article, you may recommend up to 6 suitable peer reviewers, and exclude up to 6 reviewers. We aim to ensure peer review within 4 weeks when possible.

Let me know whether you'd be interested in putting that, or any of your articles, through academic peer review (either solo, or with a team of coauthors).

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

Article submission confirmation[edit]

Dear [RECIPIENT NAME],

Thank you for your response. When you are ready, we encourage article drafting and submission through our pre-print server, however you may alternatively submit your article as a word document by email. If you choose, you may incorporate any, some or none of the existing images on Wikipedia, and the same is true of any text.

When you submit the article, you may recommend up to 6 suitable peer reviewers, and exclude up to 6 reviewers. We aim to ensure peer review within 4 weeks when possible.

If the article is published, we will then help you to incorporate suitable material into Wikipedia.

We look forward to your submission,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

More information about the journal can be found at:

WikiJHum.org/About


Review coordinator introduction[edit]

Example email for peer review coordinators when first introducing themselves to authors:

Dear [RECIPIENT NAME],

My name is [SENDER NAME], I am the Editorial Board member of WikiJournal of Humanities who will be responsible for handling the Peer Review of your submission.

We strive to make the peer review process as transparent and useful for our authors as possible. You can find a recent (openly accessible) example of our peer review process here.

Next stepsː

As a first step in our Peer Review process, your submission will be reviewed by the handling Editor (myself) and possibly other Editorial Board Members. This allows us to unify the papers we publish in terms of style, fix minor spelling and grammar issues etc. as well as allow a thorough first assessment as early as possible in the review process. After that, we will send the manuscript out for external peer review. The final decision for publication lies with the Editor in Chief and the rest of the Editorial Board.

  1. At this point, we kindly ask you to review the Editorial Comments, which you can find here: [LINK TO PEER REVIEW PAGE]
    Please provide a Response and/or make changes to your submission as appropriate (or alternatively, we can make changes for you e.g. if you need to change the Title of your work).
  2. After these points have been addressed, we will invite external peer reviewers. You may choose to suggest 3-6 candidate external peer reviewers for your submission, although the choice of peer reviewers lies with the handling editor.
  3. We will let you know when your reviewers have returned their comments.

Thank you for choosing WikiJournal of Humanities. I hope you value our peer review process, please do not hesitate to contact me should you have any further comments or questions.

Kindest regards,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

More information about the journal can be found at:

WikiJHum.org/About


Reviewer comments complete[edit]

Dear [RECIPIENT NAME],

The peer reviewers have now submitted their comments on your submitted article. You can see their recommendations here:

[LINK TO PEER REVIEW PAGE]

Please update the article and write a response to their comments (which you may post directly at the review page, or email to us).

We look forward to seeing your responses,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

More information about the journal can be found at:

WikiJHum.org/About


Article accepted for publication[edit]

Dear [RECIPIENT NAME],

We are pleased to inform you that your manuscript has been accepted for publication in the WikiJournal of Humanities. It has been assigned the DOI [DOI number], which will be connected in the coming days.

It has been added to the journal's main page, and will be formatted into a PDF within the next week.

The final three steps are:

  1. Format the PDF version
  2. Re-integrate any updates into the Wikipedia article
  3. Suggest a post for the journal's twitter account (examples)

Let us know if you are happy to assist in any of these, otherwise journal editors will perform these in the coming weeks. If you would like to do so, please reply to this email so that we do not accidentally duplicate the work.

Sincerely,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

Emails to Reviewers[edit]

Note that reviewers will often respond to a second email even if they did not respond to the first.

Inviting a review[edit]

Dear [RECIPIENT NAME],

I am an editor of WikiJournal of Humanities, a Wikipedia-integrated, open access journal with no publication fees. I am writing to request if you would be a peer reviewer for a recently submitted article (located at [THIS LINK]):

[TITLE]

[IF RELEVANT: This submission is adapted from Wikipedia's article on the same topic.] If accepted for publication, it will be published in the journal, and any amendments will be used to correct the Wikipedia page (used extensively by students, teachers and researchers). These articles gain high exposure (>100,000 reads per year), so ensuring their accuracy through expert peer review is extremely important.

Our peer review guidelines can be found at: WikiJHum.org/Peer_reviewers.

  • You may review anonymously or choose to reveal your name
  • Peer reviews for accepted articles are public
  • Since the review is quite broad, you may review a subsection of it so long as you clearly indicated which sections were reviewed
  • You can submit your comments directly via the "Reviewer Comments" link on the right of the article's page, or email them to us and we will add them.

If you are able to review the article on this occasion, please let us know at your earliest convenience. We aim to complete peer review for articles within one month ([DUE DATE]).

Please feel free to contact us if you have any questions,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

More information about the journal can be found at:

WikiJHum.org/About


Reminding a reviewer[edit]

Hello,

I would like to ask if your circumstances have changed for availability to peer review the submitted article on [TOPIC] at:
[FULL LINK].

Since Wikipedia pages are such a highly accessed resource, we are keen to have this article accurately peer reviewed. Our peer review guidelines can be found at: WikiJHum.org/Peer_reviewers.

If you are unable to act as reviewer, please consider recommending suitably qualified alternatives.

As always, please feel free to contact us if you have any questions,

Thank you again,

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

Confirming a reviewer[edit]

Dear [RECIPIENT NAME],

Thank you for agreeing to perform this peer review. Let me know if you prefer to have the article in a different format.

You may submit your comments via this form

Alternatively you may email them to me by including the following information:

  • The title of the work being peer reviewed
  • Date of the peer review
  • A disclosure of any competing interests, or simply state "none declared"
  • Whether you would like your identity to be open
  • Since peer reviews for WikiJournal of Humanities are public, please include "This text is available under the Creative Commons Attribution License" at the bottom

We prefer to display your name online with the review as believe this builds trust in the review process (~65% of reviewers choose to do so). However, you may remain anonymous upon request. We recommend that comments are constructive, and include both strengths and areas for improvement, and be referenced whenever possible. Otherwise, the journal has no strict rules regarding the structure and length of a peer review, but guidelines can be found at: WikiJHum.org/Peer_reviewers

Please don’t hesitate to ask me if you have any questions.

[SENDER NAME]

On behalf of the WikiJournal of Humanities editorial board

Second check by a reviewer if requested[edit]

Dear [RECIPIENT NAME],

The authors of the article you reviewed for WikiJournal of Humanities have responded to your comments.

  • [Updated article link]
  • [Author response comments link]

Please let me know if you are satisfied that they have addressed your comments, or if you recommend further revisions.

Thank you again for your work as a reviewer,

[SENDER NAME]

Emails to Editors[edit]

Confirming an applicant's identity[edit]

Thank you for your application to join the editorial board of the WikiJournal of Humanities. Please respond to this email to confirm that you are the person making this application. I will then bring the application to the editorial board for consideration.

Onboarding a new board member[edit]

Dear [Recipient name],

Welcome to the editorial board of WikiJournal of Humanities! Please add a short bio of yourself here (or email it to me and I'll add it), as well as upload a photograph of yourself to this page.

I've added you to the board mailing list (WJHboard@googlegroups.com) using this email address. Let me know if you'd prefer to use a different one.

Here is some further information, if you haven't read already:

  • Process guidelines for editors here
  • Private board information (login details etc) here
  • List of articles in the pipeline here

We look forward to working with you, [SENDER NAME] On behalf of the WikiJournal of Humanities editorial board

Email invitation to a potential guest editor[edit]

Subject: [Article title] @ WikiJournal

Dear [Recipient name],

I am looking for a guest editor who would organize peer review of an encyclopedic article on [Article title]. I am contacting you following a recommendation by [Recommending person].

Up to a few changes, the submitted article is identical to the Wikipedia article with the same title. It was submitted to the WikiJournal of Humanities, a pluridisciplinary journal that seeks to improve Wikipedia's articles across a range of disciplines, and to give credit to their authors for their work. In this case, the article was submitted by [Submitting author name], who made major contributions to the Wikipedia article under the pseudonym [Wikipedia pseudonym].

The editorial board of the WikiJournal of Humanities does not yet include an expert of [Field]: this is why I am looking for a guest editor, who would in turn invite at least two academics to review the article, and would make recommendations based on their reports. (The reports are publicly available, but their authors may remain anonymous.) The guest editors and the reviewers may work by email, I would do the interfacing with the journal's website.

The submitted article attracts over 4000 daily pageviews on Wikipedia: it is therefore important to check that it is reliable, and to correct it if appropriate. Would you be interested to be the guest editor for this article? Do not hesitate to ask me any question that you may have.

Best regards,

[Editor's name, affiliation, contact details]



Submitted article: [Link]

Corresponding Wikipedia article: [Link]

WikiJournal of Humanities: www.WikiJHum.org

Example of a published article: https://en.wikiversity.org/wiki/WikiJournal_of_Science/Radiocarbon_dating

Example of a declined submission: https://en.wikiversity.org/wiki/WikiJournal_Preprints/Surface_tension