Department: Electronic Services

Purpose: To give an overview of the process to set-up a new journal in ValpoScholar

Overview: This document gives the major steps/components needed in order to set-up a new journal in ValpoScholar.

Required Knowledge/Skills: Access to S:\CCLS\ValpoScholar

Responsibility: Scholarly Communication Committee (or Scholarly Communications Librarian, if the committee is dormant)

Step 1: Potential editor(s) has indicated an interest in starting a journal

Step 2: Meet with the potential editor(s) to discuss the level of interest

Step 3: Immediately notify the Dean of the Library to inquire about the possibility of a new journal

Step 4: Verify any additional fees with Bepress (as of 12/16/2019, there are no added fees associated with starting a new journal)

Step 5: If interest is high and the Dean of the library gives initial approval, give the potential editor(s) the following documentation:

Journal Set-up Form (https://www.bepress.com/wp-content/uploads/2016/12/DC-Journal-Setup-Form.pdf)
- The faculty member(s) should begin drafting this document, but they may have questions
ISSN registration form (https://www.loc.gov/issn/form/)
Design Customization Guide (https://www.bepress.com/reference_guide_dc/design-customization-guide/)
Peer Review Tools (https://www.bepress.com/reference_guide_dc/3150/)
MOU template (S:\CCLS\ValpoScholar\Administration\MOUs

Step 6: Draft MOU, while the potential editor(s) draft the Journal Set-up form

Step 7: Once the potential editor(s) submit the journal set-up form, review and submit the form to Bepress

Bepress will begin creating several possible website layouts

Step 8: Review layouts with the potential editor(s) and agree to a layout design

Bepress will then create a demonstration site (a.k.a. test site or sandbox site)

Step 8: While the test site is being built, review MOU with the potential editor(s); revise if necessary

Step 9: Once the MOU has been approved by the potential editor(s) and the Scholarly Communications Librarian, send MOUs to relevant parties for review and approval. If the journal has a VU-affiliated editor, relevant deans should sign the internal MOU. If the journal has no VU-affiliated editor, then the MOU must be reviewed and approved by the University's Contract Review process (contract.review@valpo.edu)

- If an editor leaves the institution, but continues to affiliate with the journal, a new (external) MOU will need to be drafted and replace the old (internal) MOU. This new MOU must be reviewed and approved by the University's Contract Review process (contract.review@valpo.edu)

Step 10: Have a training session conference call with Bepress, which will use the test site

Step 11: Once the potential editor(s) have been trained, notify Bepress to launch the live website

Step 12: Once MOUs are received, file a signed copy within S:\CCLS\ValpoScholar\Administration\MOUs

Step 13: Once the live site is accessible, notify the editor(s)

Step 14 (if necessary): Complete and Submit ISSN form, if no ISSN has been assigned already

Step 15 (if necessary): Scholarly Communications Librarian (or another library representative) will upload previous issues of the journal if they exist

Step 16: Correspond and troubleshoot issues with the editor(s) as outlined in the MOU

Some editors will need more guidance and support than others, but most require less support with each new issue

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