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Scholarly Journal Publishing Guide

Resources for McGill journal editors

Using OJS

McGill University Library supports open access journals by providing a free journal hosting service using the OJS (Open Journal System) platform. 

If your journal is interested in being hosted on the OJS, see our website for additional information. 

This section of the guide is intended for editors currently using OJS. It provides a basic guide to some of the technical FAQs in using the system. 

FAQs

How do I create a new issue?

How do I do a quick submit for an issue?

How do I schedule an article for an issue? 

How do I publish an issue? 

Can I make changes after an issue is published?

How do I extract usage statistics?

How can I publish articles in HTML?

What are the different roles in OJS (e.g. editor, section editor etc.)?

How can I publish articles as they are ready (rather than releasing an issue all at once)?

 

 How do I create a new issue?

  1. Login.
  2. On the editor homepage click CREATE NEW ISSUE (note the default is Future issue).This is helpful as articles can be assigned to future issues as they are ready. It’s helpful to have at least one future issue created. You can change any of the information found on this page.
  3. To edit this information later select: Editor home→Future issueSelect issueIssue data.​

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How do I do a quick submit for an issue?

  1. Login as journal manager
  2. Under MANAGEMENT PAGES select System pluginsImport/export pluginsQuick submit Import/export data
  3. Select the appropriate issue.
  4. Select the appropriate journal section.
  5. Select the file and hit UPLOAD.
  6. Fill in the remaining fields. Hit SAVE AND CONTINUE.
  7. Return to the homepage and change to editor role. The article should be in the queue to review and make any last minute changes. Under Submissions, click on In Editing.
  8. Click on the title of the article you uploaded. You will now be taking to the Editing page.
  9. To view the file you uploaded, scroll down to Layout.
  10. Under Galley Format, click view Proof
  11. Schedule for publication (see previous FAQ)

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How do I schedule an article for an issue? 

  1. Check metadata of article and galley to confirm everything is correct.
    1. Under Copyediting see Review Metadata.
    2. Under Layout, View proof

i.If the article has not gone through layout, this step must be completed and a proof available before the article can be published.

  1. Schedule the article for an issue.
    1. Under Scheduling, select the issue from the drop-down.

i.Note: If no future issue is present, the Editor must create one. This is the task of the principal Editor. The Section Editor cannot create issues.

  1. Once the issue is selected hit RECORD.
  2. You do not need to change the information under Published unless the article had been published previously (e.g. a back issue that has been digitized)

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How do I publish an issue? 

  1. Login as editor

  2. Under ISSUES→Future issues
  3. Select appropriate issue.
    • Use the arrows to arrange the article order. The editor can also elect to Remove an article from the issue. This will send it back to the section editor and it can be scheduled for another issue.
  4. Review the Issue data to make sure it’s correct.
  5. Use Preview the issue to ensure the issue is correct.
  6. Once the editor is happy with all the information and the preview, click PUBLISH ISSUE.
  7. The editor can now notify readers the issue has been published (Return to User home→ Editor →Notify users).
  8. Select the appropriate recipients and hit SEND.

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Can I make changes after an issue is published?

From the editor homepage, click Back issues.

A couple options:

  1. Unpublish the issue
  2. Remove an article
  3. Edit the article (e.g. upload a revised version)
    1. Click on the article title
    2. Go to Editing.
    3. Under Layout→ Galley Format, select Edit (note: do NOT delete the original file – this will remove any statistics that have been gathered on the item)
    4. Upload the revised copy and hit SAVE. The article has now been updated with the newer version. 

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How do I extract usage statistics?

Only Journal Managers have the ability to generate statistics for the journal. Using the 'Generate a custom report' option, journal managers can view the top article downloads, top issues, as well as country download information. 

This document provides a good step-by-step overview of generating statistics. 

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How do I publish articles in HTML?

Once the article is ready for layout, you can elect to publish it as either a PDF, HTML, or both. To create an HTML file, save the final document in Microsoft Word. Click SAVE AS →Web Page, Filtered. You can then upload the HTML document to OJS. 

This is the simplest, most cost-effective method however it does have limitations. Web design software like DreamWeaver etc. could also be used but would require a subscription. 

Note: You may still need to make slight formatting adjustments once the document has been converted. Also, columns are not supported in the HTML conversion. 

To publish pictures, when you are uploading the HTML file, make sure to upload each individual picture under IMAGES

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What are the different roles in OJS (e.g. editor, section editor etc.)?

ROLE*

DESCRIPTION

Editor Oversees the entire review, editing and publishing process. The Editor, working with the Journal Manager, typically establishes the policies and procedures for the journal. In the editorial process, the Editor assigns submissions to the Section Editors to see through Submission Review and Submission Editing. The Editor keeps an eye on the submission's progress and assists with any difficulties. The Editor also creates the journal issues, schedules submissions for publication, arranges the Table of Contents, and publishes the issue as part of the Publishing Process. Same as editor-in-chief
Section Editor Manages the review and editing of submissions to which they have been assigned. In some cases, a Section Editor who is assigned to see submissions through the Review Process will also be responsible for seeing the submissions that are accepted through the Editing process (that is, through copyediting, layout editing, and proofreading). Often, however, Section Editors only work with the review process, and an Editor, acting in the role of Section Editor, sees the submissions through the Editing process. The journal will have a policy on how the tasks are divided. Optional role. 
Journal Manager Sets up the journal web site, configures the system options, and manages user accounts. Also enrolls the Editors, Section Editors, Copyeditors, Layout Editors, Proofreaders, Authors, and Reviewers.The Journal Manager also has access to the journal's other management features, and can create new Sections for the journal, set up Review Forms, edit the default Emails, manage the Reading Tools, view Statistics and Reports, and more.
Copyeditor  Edits submissions to improve grammar and clarity, ensures adherence to the journal's bibliographic and textual style; produces a clean copy for the Layout Editor to turn into the galleys that will be in the published format of the journal. 
Layout Editor Transforms the copyedited versions of the submission into galleys in HTML, PDF etc. OJS does not provide software for converting word processing documents to galley formats, so the Layout Editor should have access to and be able to use third-party software to create galleys for the articles to appear on the screen in a well-formatted and readable layout. 
Proofreader Carefully reads over the galleys in the various formats in which the journal publishes (as does the author). The Proofreader (and the Author) record any typographic and formatting errors for the Layout Editor to fix. 
Reviewer  Selected by the Section Editor to review a submission. Reviewers are asked to submit reviews to the journal's web site and are able to upload attachments for the use of the Editor and Author. Reviewers may be rated by Section Editors, again depending on the journal's policies. 
Author Submit manuscripts to the journal directly through the journal's website. The Author is asked to upload a submission file and to provide metadata or indexing information. The Author is able to track the submission through the review and editorial process — as well as participate in the copyediting and proofreading of submissions accepted for publication — by logging in to the journal's website.
Reader Registered Readers receive a notification email with the publication of each issue, which includes the Table of Contents for that particular issue.

*Note: A user may have more than one role. For example, the editor might also be the journal manager. 

Table adapted from: PKP. Roles in OJS. Retrieved from: https://pkp.sfu.ca/wiki/index.php?title=Roles_in_OJS 

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How can I publish articles as they are ready (rather than releasing an issue all at once)?

Once you've created and published an issue (see previous FAQ), you can assign articles to that issue as they are ready. If you don't want articles to be made public yet, you can assign them to a future issue or to an issue that has yet to be formally published.

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