Guidelines for Editors of Electronic Journals
Scholarly Communications Project
- Deliver the journal
to the SCP as you wish it to appear to online readers.
- The files
comprise your journal should be: ASCII, HTML, or Acrobat PDF. If you
submit files from a word-processor files, please save them as Microsoft
- Notify indexing and abstracting services that a new journal is
them to review. When possible send a sample issue.
International Standard Serial Number, the equivalent of a social
security number for serials, is assigned by the Library of Congress.
serial is a publication issued in parts, usually bearing issue numbers
and/or dates, and expected to continue indefinitely.
The ISSN application form is at http://lcweb.loc.gov
Recommendations for Preparing Files for Electronic
- Each article and the table of contents should
be a separate file. Providing access to individual articles, rather than
entire issue will improve the time it takes the reader's computer to
download (i.e., display) and print.
- Include with the table of
contents the information that is usually found on the front/back
inside/outside of the covers, such as statement of purpose, sponsoring
editorial board, ISSN, how to subscribe, access to back issues, statement
purpose, how to submit an article, and guidelines for authors.
information up-to-date is each editor's responsibility (e.g., changes in
the editorial board.
- Include instructions for accessing your
from the World Wide Web
- Each file should include
- the name of the journal and issue no. and/or date
- Displaying this information at the top of the first screen, makes
the article easily
associated with the journal, especially on a printout.
- Copyright statement
- This may be a warning about possible infringements, a statement
about who owns the copyright, or an invitation to readers to freely
reproduce the information if they give the author and the journal
Copyright resides with the author, unless s/he assigns it to someone
else. Since 1989 it has not been necessary to include a visiblestatement
of copyright ownership. However, SCP recommends that editors
atleast include a statement like the following.
Copyright 1996 JTE
(c) 1996 Gail McMillan
Examples of e-journal copyright statements are below.
- Recommended line length: 75 characters
- Double space
between paragraphs for easier on-screen readability.
- Left-justify and do not use tabs or indents. This makes the
document most easily translatable by the variety of systems your readers
- Do not include page breaks or page numbers. This information will
more than likely vary for each reader's printer and cause odd looking
- When tables are made
with the same word processor as the text, the SCP staff will do its best
make these display well. But, it takes extra time! Preferably,
these to us as camera-ready copy or as a graphics files: GIFF, JPEG, or
Submitting Files for SCP Publication
- Notify the SCP
when a new issue of the journal is ready for publication.
the files to the SCP--If you are on the VT campus, we can give you access
to a drop box via
AppleShare so that you can electronically send a new issue of the journal
to us. If you are not connected to our campus Ethernet, you can FTP the
files to us
quite easily also. These two methods will be activated for your use each
you notify us that you are ready to send us a new issue. You may also
us your diskette or send it to us via US mail.
Two weeks prior to submitting the first issue of a new electronic
journal, notify email@example.com with the following information:
- Title of the journal
- Whether SCP will publish individual articles or a compilation of
- When the first issue/article will be available.
- How frequently
each issue will be published.
- The typical size of an issue.
- What submission method you prefer for sending files to SCP. (See also
"Publishing Services of the Scholarly
Communications Project" below)
International Standard Serial Number
- Is it predominantly text? Does it contain tables, pictures, or
- Inform the SCP about the potential for inserting
- to other parts of the
- to other articles in the same title
- to other e-journals the
- to collections outside the SCP
If you tell us about citations within an article (such as in the End
Notes and References), we will install the links so that readers using
Web browses can move easily between the article with the citation and the
Publishing Services of the
Scholarly Communications Project
- Provides Internet
to its publications through the World Wide Web
WAIS access will be
available as long as the editors do not submit files in PDFs or
- Display and provide access for Internet users to files
just as they are received from the journal editors
SCP will convert ASCII to HTML. This arrangement is fairly standard
operating procedure because once on the World Wide Web, the documents can
available through text-only browsers such as LYNX (as well as being
full graphic format through more capable graphics browsers such as
- Maintain uninterrupted access for worldwide access 24 hours per day
asmuch as possible
- Regularly back-up the documents, images, and databases
- Word index all files (currently using freeWAIS) for each unique title
(or sets of similar files (e.g., Virginia News, but not separate
searches for each newspaper and television station) and provide online
- Give editors at least annual statistics for their journal(s). These
statistics will reflect number of accesses via World Wide Web. Daily
statistics are cumulated and are available at
- Register all of its journals with emerging directories of
electronic journals. Currently these include InterNIC Directory
and ARL's Directory of Electronic Journals, Newsletters, and Academic
- Catalog all new titles for the international bibliographic database,
OCLC, and for our local public access catalog, VTLS.
Goals for Processing
Goals for Indexing
- Make available to the public each new issue of an electronic
journal within one week of receipt if there are not unusual
circumstances. This will be the norm for on-going issues of an
established electronic journal when SCP receives the ASCII, HTML, or
Acrobat PDF files.
- The first issue of a new title may take up to three weeks depending
start-up time for SCP. Things that could delay the initial publication
- Converting word processed documents to HTML
- Scanning images
- Reformatting tables
- Processing multimedia
within two days of public access--for electronic journals [1 week for
newspapers and other
extremely large files]
Copyright and Fair Use Law
slide presentation): "Is It Fair
Use or Is It Criminal Use?"
Sample statements and warnings
from SCP publications
- Copyright Journal of Technology Education ISSN 1045-1064.
Permission is given to copy any article or graphic provided credit is
given and the copies are not intended for sale.
- Copyright [year] by the National Council on Community Services &
Continuing Education. Permission is given to copy any article provided
credit is given and the copies are not intended for sale.
- Copyright [year] by The American Society of Mechanical Engineers. JFE
[from the Journal of Fluids Engineering
- This journal [JIAHR] is registered with the Copyright Clearance
Center, Inc., 27 Congress Street, Salem, MA 01970, USA. Duplication is
academic or research purposes but not for commercial purposes. Libraries
permitted to distribute the journal electronically to institutional
faculty, students and employees via local area networks or institutional
- A manuscript published in the journal is subject to copyright by the
American Library Association for the two sponsoring divisions of the
journal. In granting rights of publication to the Journal of Youth
Services in Libraries, the author(s) guarantees that the manuscript has
not been published or accepted for publication elsewhere. [from the
"Guidelines for Authors"]
Samples of copyright statements from other Internet
- Copyright (C) [year] by [name] All rights
reserved. This work may be copied in its entirety, without modification
and with this statement attached. Redistribution in part or with
modifications is not permitted without advance agreement from the
copyright holder. [fromBill Drew (firstname.lastname@example.org)
- Copyright [name] [year] Permission is hereby granted for the
redistribution of this material over electronic networks so long as this
item is redistributed in full and with appropriate credit given to the
author. All other rights reserved. [Dan Robinson email@example.com
from Bill Drew 7/20/94]]
- Copyright (C) [year] [name of copyright holder].
This work may be copied in its entirety, without
modification and with this statement attached. Redistribution in part or
modifications is not permitted without advance agreement from the
copyright holder. [from Walt Crawford to Bill Drew 7/20/94]
- Copyright [year] Communication Institute for Online Scholarship, Inc.
[from EJC/REC vol. 3, no. 2, 1993]
- Copying of this document, without alternation of the text, is
permitted for noncommercial use by computer bulletin
board/conference systems, individual scholars, and libraries. Any
reproduction -- whether partial or complete--must include an appropriate
citation. [ICPSR Bulletin, vol. 14, no. 1, Sept. 1993]
- This article is Copyright (C) by Dana Rooks. All rights
The Public-Access Computer Systems Review is Copyright (C)
1993 by the University Libraries, University of Houston. All Rights
Copying is permitted for noncommercial use by academic
computer centers, computer conferences,
individual scholars, and libraries. Libraries are authorized to add the
journal to their collection, in electronic or printed form, at no charge.
This message must appear on all copied material. All commercial use
requires permission. [from PACS-R 4, no. 5, (1993): 22-29]
- Copyright (c) 1993 by Lynda Hart, all rights reserved. This text may
be used and shared in accordance with the fair-use provisions of U.S.
copyright law, and it may be archived and redistributed in electronic
provided that the editors are notified and no fee is charged for access.
Archiving, redistribution, or republication of this text on other terms,
medium, requires the consent of the author and the notification of the
publisher, Oxford University Press. [from "That was Then: This is Now:
Ex-Changing...Postmodern Culture, vol. 4, no. 2, Sept 1993]
Comments? Questions? Contact Gail
McMillan at firstname.lastname@example.org
updated May 21, 1996