Guide for Publishing a New Journal at LiU E-Press
Combined by Peter Berkesand
Translated from Swedish to English by David Lawrence
A journal can be published in printed or electronic forms (or both). At LiU E-Press we publish a number of peer reviewed journals online.
Starting a New Journal
In Sweden, all citizens have the right to produce journals and other periodicals. To produce a journal with a printed version, one requires formal approval from the Patent and Registration Authority (PRV). It is the journal’s formal owner who makes the application. Application forms can be obtained from PRV’s web site. If the journal is to only to be produced electronically, no application to PRV is required, however, it is a good idea to protect the trademark of the journal, which is also done via PRV.
It is also possible to apply for permission to produce a journal from The Swedish Press and Broadcasting Authority. Permission from RTVV ensures that databases (which journals are stored in) are protected by the Freedom of the Press Act. This means that it is protected by the Freedom of the Press Act, which means that the General Data Protection Regulation (GDPR) does not affect the publication of personal data such as name and address and you do not need permission from the persons in question.
Under the Royal Library’s definition of a periodical, at least four issues are required per year. However, for many smaller electronic journals, two issues is more common.
The application to PRV requires payment of a small fee. As it currently stands, publishing at LiU E-Press is cost free (under the publishing policy that someone on the main editorial staff is an LiU employee).
Preparations before PublishingA good start is to read Developing Open Access Journal: A practical guide (pdf) by David J. Solomon (pdf). The publication is a short version of the original book published in England. The paper brings up the most important subjects about starting a new journal. Launching (and Sustaining) a Scholarly Journal on the Internet: The International Journal of Baudrillard Studies is also recommended.
Journals’ Web Site
As soon as approvals have been received, a web site for a journal should be set up. Initially it serves an advertising role for the upcoming startup, later it is the access point for readers and authors. LiU E-Press offers help with the graphical design of the homepage and we also update the information on the website including the publishing of the articles. The website should also contains information about aims and scope, copyright, open access, publication ethics and publication malpractice statement, instruction for authors.
A journal requires an Editor-in-Chief who takes ultimate responsibility for the journal. It is usually best to have a small number of Associate Editors (two or three) who assist with the overall operation of the journal. It is often best if the Editors are senior academics, well known internationally.
Editorial Committee and Administration
An editorial committee is required for a journal. Membership should reflect the full breadth of scientific field in terms of geographic location and subject areas. While administration can be located in one location or shared over several places, it is absolutely crucial that an administrative person (with around 25% of their time allocated to journal work, for a journal that has two or three issues per year) be part of the editorial team, to take care of the daily routine work.
Journal’s Scientific Area
A description of the scientific area covered by the journal is essential for attracting authors and readers. This text should be included on a journal’s home page.
For a journal to be considered scientific, the articles must undergo a scientific review, peer-review, ie. a collegial review of the articles. The review should be double blind, meaning that each article should be reviewed by at least two independent researchers in the journal's research area and that the articles should be anonymized so that the reviewers do not know the identity of the authors and vice versa.
The journals, for which LiU E-Press are hosting, are all Open Access ie. freely available to anyone who has internet access. It is therefore important to clearly indicate on the journal website that the journals are published Open Access. We apply the Creative Commons licensing system that shows what is allowed and not allowed for the reader. LiU E-Press applies Creative Commons CC BY NC, which means attribution and non-commercial ie. Full reference must be given to the original publication and reuse may not be commercially available. On the journal's website there should also be clear information about open access.
Publication Ethics and Publication Malpractice Statement
On the journal's website there should be clear information about publishing ethics and how the journal prevents irregularities in connection with the publication. It may be information about eg plagiarism and what measures the journal takes for example plagiarism check of submitted manuscript.
In Sweden, copyright rules are the same for electronically published material as they are for printed documents. Authors who publish at LiU E-Press retain the copyright to their articles. More information about copyright can be obtained from our page about Copyright. On the journal's website there must be clear information about copyright issues concerning the journal.
In preparation for the first issue, it is important to decide on the details of the format of publication (e.g. heading styles, font type and size, referencing system, table and figure formats, cover page graphics, web page layout and graphics, etc.). All of this information should be available through the journal’s web site. It is often advisable to have theme issues for the first couple of issues, with significant numbers of invited articles. This helps to ensure sufficient quantity and quality at the start of operation.
Editorial Support System
It is strongly recommended that a journal make use of an Editorial Support System - a web-based system which helps editors to keep track of articles from submission through to publication. LiU E-press provides support for using Open Journal System on our own server.
If the journal is university-based, it is important that there is support from the relevant department (support is most likely to be a small allocation of time towards the work, but it could be more if the journal is of significant importance to the department as a whole).
It is essential that the journal be of interest to and supported by the relevant international scientific community.
The Practical Work
To produce a journal requires a lot of working time. It is important to not underestimate this. If a journal is published by a commercial publisher, the publisher often takes care of such things as proof-reading, layout editing, reference checking. At LiU E-Press we do not have the personnel to offer this level of service. Instead, we require that we receive publication-ready pdf files. LiU E-Press takes care of the technical side of publication but is not involved in the process up to that point.
In principle, all printed documents which are produced in Sweden have an ISBN (International Standard Book Number). One exception to this is journals, even if they are issued in a printed format: ISBN is not required.
Instead, an ISSN (International Standard Series Number) is issued by the Royal Library in Stockholm. LiU E-Press can help with obtaining an ISSN. The purpose with ISSN is to develop reliable register of series. The international ISSN central, which administrate the register The ISSN International Centre, is situated in Paris. In Sweden it is The Royal Library (National Library) who allot the numbers.
LiU E-Press helps you with applications of ISSN for the journal.
CrossRef and DOI Links
Since the Autumn of 2007, LiU E-Press has been a member of CrossRef, which is a non-commercial organization where members (university publishers, commercial publishers) set up cross-linking between their publications.
Membership in CrosRef means also that all articles are assigned a DOI (digital object identifier). A DOI provides a system that ensures a permanent link to an article (i.e. the www address for the article remains the same irrespective of changes to computer servers etc.). DOIs also play an important role in tracking citations.
Directory of open Access Journals, DOAJ
DOAJ is an international database that contains quality-reviewed scientific journals with full text covering all subjects and languages. If the journal is published Open Access, the editorial staff should apply for the journal to be included in the database. To be included, at least three numbers of the journal should be published.
Under the Statutory Deposit of Copies Act in Sweden, seven copies of any printed publication must be sent to the Royal Library in Stockholm, Lund University Library, Stockholm University Library, Uppsala University Library, Linköping University Library, Gothenburg University Library and Umeå University Library. Generally, it is the printer who sends the copies.
Electronic Archive Copies
From the 1st of July 2012 a legal requirement for archiving electronic materials was applied for electronically material published from the 1st of January 2015. Since spring 2015 all journals, hosted by LiU E-Press, are electronic copies automatically delivered to the Royal Library for archiving.
Any author who publishes his article in a journal must sign a publishing agreement. If there is more than one author of an article, all authors must sign the same agreement.
Publishing via LiU E-Press
All journals that hosted by LiU E-Press can be found at the web page https://www.ep.liu.se/ej/. The articles for each issue of a journal are published as full text in pdf format. On a journal’s home page, there is a table of contents for each issue with links to the full text. This link page also includes full bibliographical information about the article. Even if the journal is to be published only electronically, it is still a good idea to have a cover and back page so that those who wish to create their own printed copy, have a complete document.
On the journal's webpage we present statistics such as the number of citations (Information retrieved from Crossref) h-index, citation average and list of cited articles with the highest-cited article first.
Because of the amount of work involved in running an international, peer-reviewed journal, it is important that the operation be guided by a business plan dealing with the number of issues per year that are to be published, the number of personnel together with how their time is to be compensated, administrative activities and costs, travel costs for editorial meetings, proof-reading, etc.
It is possible to get some financing from Vetenskapsrådet (Swedish Research Council) and Forskningsrådör Arbetsliv och Socialvetenskap (Swedish Council for Working Life and Social Research), as two examples for some of the costs of running a journal. Few of these agencies, however will provide on-going support over a long period of time.