Spring 2016 Copyright & Publishing Workshops Are Here!

We are thrilled to announce our lineup of Copyright & Publishing workshops for Spring 2016. Join the Scholarly Communication team and our colleagues in the Libraries, the IU Press, and the Office of the Vice Provost for Undergraduate Education to learn about copyright for visual artists, creating a research poster, scholarly metrics, and more!

Schedule of copyright and publishing workshops

Meet the New Faces of IUScholarWorks

The IUScholarWorks team is growing! We recently welcomed several new faces to the Libraries’ Scholarly Communication Department, including one full-time staff member and two student employees. I’d like to introduce you to Richard, Miko, and Erica.

New team members (from left to right) Erica Hayes, Richard Higgins, Miko Siewenie
New team members (from left to right) Erica Hayes, Richard Higgins, Miko Siewenie

Richard Higgins, Open Access Publishing Manager

Richard spent a good deal of his childhood wandering the stacks of a small college library in his hometown. After moving to the midwest, he worked in publishing and taught English and Digital Humanities while completing a Ph.D. in literary studies at IU. Since then he has specialized in ways that digital and computational technologies can enrich scholarship in the Humanities. He still loves books, in whatever form.

Miko Siewenie, IUScholarWorks Technology Assistant

Miko Siewenie is a senior majoring in Informatics with a Computer Science cognate and minors in Spanish and Marketing. On campus, she’s actively involved with Indiana University Student Association as the student government’s Co-Chief of Marketing and Webmaster and the Indiana University Journal of Undergraduate Research as Information Technology Chair and Webmaster. Miko also works for the Office of the Vice Provost for Undergraduate Education as the Student Coordinator of the Indiana University Undergraduate Research Conference, the School of Informatics and Computing as a Supplementary Instruction Leader, and last, but not least, IU Libraries as IUScholarWorks Technology Assistant. When she finally escapes campus, she enjoys cooking, skiing, crosswords, and bad movies.

Erica Hayes, IDEASc Fellow

Erica Hayes is a second-year MLS/MIS dual degree student at Indiana University–Bloomington, where she specializes in scholarly communication and digital special collections.  Her student library jobs span digital publishing, instruction, outreach, and project management.  Erica is currently a graduate assistant to Dr. Milojovic and Dr. Sugimoto.  In addition, she also works as the Web Development Assistant at the Lilly Library.  This year she was given the opportunity to work as the Master’s student research assistant as part of the IDEASc (Integrated Doctoral Education with application to Scholarly Communication) Fellowship Program.  She is excited to work with IUScholarWorks and learn more about open access publishing.

IUScholarWorks Welcomes Primary Source

I am pleased to announce the launch of a new student publication in IUScholarWorks: Primary Source: The Undergraduate Journal of History at Indiana University. The journal was previously published on a standalone website until Vianna Newman, current editor-in-chief, initiated the transition to IUScholarWorks in fall 2014. In the following interview, Newman shares some of her experiences as the editor of an undergraduate publication and the journal’s move to IUScholarWorks:

Shayna Pekala: Tell me a little about Primary Source.

Vianna Newman: A group of undergraduate history students founded Primary Source in the spring of 2011. They wanted to give undergraduates around Indiana and the Big 10 the opportunity to publish their work, which is pretty rare for undergrads. We publish an issue every semester with articles on a wide range of historical topics. The journal has been in its second generation – with none of the original members still on staff – since spring of last year.

How long have you been involved with the journal and in what capacity?

I joined the journal as an editor in January of 2012, and became editor-in-chief in August 2013.

Why did you decide to migrate the journal to IUScholarWorks?

I realized IUScholarWorks would help us with the editing process, specifically in keeping track of our edits and facilitating communication between editors, authors, and myself. Also, since IUScholarWorks hosts so many other journals, I know the website will be a good long-term home for the journal, more so than our previous one. The association with the other journals will also, I hope, increase awareness and readership of Primary Source.

How has the journal benefited since the move to IUScholarWorks?

I’ve been able to keep closer tabs on the progress that’s being made, and it’s been easier to look at and compare edits at various stages. I’ve been more in touch with how the editors are doing, which helps smooth the process.

What do you find most challenging/rewarding about being a journal editor?

The most challenging thing is keeping all the balls in the air. Every semester I’ve worked with anywhere from four to eight editors and five to seven authors. The most rewarding thing is being able to present these students’ great work to the world, even better than when they sent it to us, and knowing that you’ve helped turn something from an essay for a class into a published piece of scholarship.

What advice do you have for students who are interested in becoming involved with the editorial functions of a journal?

Find an existing student publication that really grabs your interest, for example Primary Source if you’re into history, and apply for an editorial position. Or start such a publication if there isn’t one! There are other university journals as well that will take on students as assistants and interns. But in order to secure such a position, the most important thing is to be a skilled writer and to have some experience with peer editing, or tutoring, or helping others with writing in any way.

What advice do you have for authors who are interested in submitting an article to Primary Source?

History is a very broad subject, and we encourage breadth in submission topics! In addition to well-written papers, we are looking for a good amount of analysis, and not just summarization of facts. Authors should take the time to make sure they’ve really developed a good argument. We receive a lot of papers that have great ideas or start well, but don’t quite go as far as we’d like them to. Finally, if authors have any questions, they shouldn’t hesitate to email at primary@indiana.edu.

XML Publishing in OJS

Journal publishers are increasingly using XML to improve the discoverability and long-term accessibility of their content. At IUB Libraries, the Digital Collection Services and Scholarly Communication departments have helped two open access journals, Indiana Magazine of History and The Medieval Review, establish and maintain XML workflows. Recently, we migrated one of these journals (and are in the process of migrating the other) to our Open Journal Systems (OJS) platform and have been using the XML galley plugin to streamline the XML publishing process. My colleague Nick Homenda and I presented on these efforts last week as part of the Digital Library Brown Bag Series. A recording of the presentation is available here: http://hdl.handle.net/2022/19773.

If you edit an open access journal at IUB and are interested in integrating XML into your workflows, please contact us – we’d love to work with you!

Workshop recap: Should I embargo my dissertation?

Last week, The IU Scholars’ Commons sponsored a workshop on the hotly contested topic of whether or not soon-to-be PhD’s should embargo their dissertations. Attendees learned the many ways that this seemingly minor decision may have significant implications for their academic careers. The workshop brought together panelists representing a variety of stakeholder groups to share their viewpoints, which are summarized below.

Dissertation Panel
Celestina introduces the panelists for the workshop, “Should I embargo my dissertation?”

Introduction

At Indiana University, graduate students are required to submit their dissertations to ProQuest, a commercial database provider, where they have a choice of two publishing options: Traditional or Open Access. With the Traditional Publishing option, only those with access to ProQuest through a library subscription or who purchase an individual copy of the dissertation will be able to view the full text. With the Open Access Publishing option, anyone with an internet connection will be able to read the entire dissertation. To avoid the $95 fee for Open Access Publishing in ProQuest, students can submit their dissertations to IUScholarWorks, a free service provided by the IU Libraries.* In addition to choosing between Traditional and Open Access Publishing, students may also select an embargo length of up to two years (or more, with special permission from the Graduate School). Placing an embargo on a dissertation means that no one in the world will be able to able to view its contents for the specified length of time. So, to embargo or not to embargo?

*Submitting to IUScholarWorks alone does not fulfill the requirements for graduation; the dissertation must also be submitted to ProQuest. Students who wish to make their dissertation Open Access are advised to select the Traditional Publishing option in ProQuest and then submit to IUScholarWorks. Learn how at https://scholarworks.iu.edu/deposit.

Reasons to embargo

  • Your dissertation contains patentable intellectual property for which you have not yet received a certificate.
    • While you automatically own the copyright to your dissertation upon its creation, copyright only protects the fixed expression of your work as a whole, NOT any of the ideas or facts presented within it.
  • You want to avoid getting “scooped.”
  • Your dissertation contains sensitive data.
  • Your dissertation contains work that is still in copyright that belongs to a third-party who has not given permission to redistribute it and your use in the dissertation is not a fair use.
  • A publisher is interested in turning your dissertation into a book and has expressly told you they will not do so if the dissertation is available online. Read more about future publication concerns.

Reasons not to embargo

  • The more accessible your dissertation is, the more likely it is to be cited.
  • Making your dissertation accessible allows it to be scrutinized by others in the field, promoting collegiality.
  • You don’t want to be plagiarized.
    • If you’re worried about copyright infringement and/or plagiarism, then you should get your idea out there as soon as possible so that it’s publicly documented and accessible. That way, you have proof that the idea originated from you and that the alleged infringer had access to your work. While copyright protection is automatic, people who are concerned about copyright infringement can also register a copyright in it with the U.S. Copyright Office. ProQuest will do this for you for an additional fee of $55, or you can do it yourself for $35 at http://copyright.gov/eco/. Registration provides statutory damages and attorneys’ fees in the event of infringement.
  • Having dissertations available helps teach future scholars about the process of scholarship.
  • You do not intend to pursue a tenure-track position.

A note about future publication

Many students and their advisors have unfounded fears that publishers will not publish a book that is based on a dissertation, yet there are no facts to support this. When a dissertation goes through the publication process, at least 50% of the information changes in some shape or form. Dee Mortensen, Senior Sponsoring Editor at the IU Press, compares the relationship between a dissertation and a book to that of a chrysalis and a butterfly. Furthermore, Ellen McKay, Associate Professor of English, relates that faculty are now expected to be able to statistically describe the difference between their dissertation and book, and less than a 50% difference is considered an insufficiently edited work. Because of the substantial alteration involved in the transformation of book to dissertation, there is no commercial disadvantage in having the original dissertation available. The study “Do Open Access Electronic Theses and Dissertations Diminish Publishing Opportunities in the Social Sciences and Humanities?” supports this claim, finding that most publishers (93% of university presses) do not consider an ETD a prior publication that would completely disqualify the revised version from publication.

Final thoughts

Deciding whether or not to embargo your dissertation is an extremely personal decision that should not be taken lightly. In the end, the question really comes down to what you want to do with your dissertation. Many of the reasons to embargo assume that the author intends to turn it into a book to fulfill the requirements of tenure and promotion. If this is not your intention, then by all means free your dissertation and let it be unembargoed. The topic of dissertation embargoes also brings into question whether the current system of tenure and promotion should place so much value on the book, when new technologies afford alternative possibilities that permit broader and more efficient knowledge dissemination.

A big thank you to all of the panelists: Judith Allen (Professor, Department of History), Ellen McKay (Associate Professor and Director of Graduate Studies, Department of English), Dee Mortensen (Senior Sponsoring Editor, IU Press) Nazareth Pantaloni (Copyright Librarian, IU Libraries), and Shayna Pekala (Open Access Publishing Manager, IU Libraries). Thank you also to Shelly-Gerber Sparks and Celestina Savonius-Wroth for their contributions to the event.

OA Week 2014 Wrap-Up

On October 20-24th, IU Bloomington celebrated Open Access Week 2014 with a series of workshops and events to increase the local research community’s understanding of open access. Moira Marsh and Dee Mortensen kicked off the week with a session on the “Road to Publishing for Students,” where they relayed the steps in the publishing process and shared tips on how to (and how not to) get published.

Tuesday’s events began with a student roundtable discussion on open access moderated by ILS professor Cassidy Sugimoto. The four student panelists shared their thoughts on a variety of issues in open access, including types of OA, quality control, activism, power dynamics of publishers, disciplinary differences, and more. In the afternoon, Nicholas Wyant, Theresa Quill, and Christina Sheley showcased three different tools for finding open access resources in the social sciences: SSRN, American Fact Finder, and Open Street Map.

Shayna Pekala led a workshop on Wednesday morning introducing Open Journal Systems (OJS) software as a tool for publishing your open access journal. Jen Laherty followed on Thursday afternoon with an informative workshop on how to write a data management plan for an NSF grant proposal (for those of you who missed it, a recording is available here). She also explained the various options for storing data at IU and where to go for help with managing your data.

Naz Pantaloni gears up for his presentation on journal publishing agreements.
Naz Pantaloni gears up for his presentation on journal publishing agreements.

Naz Pantaloni wrapped the week up with a session on negotiating journal publishing agreements. He talked about the basics of copyright, what rights are typically negotiable, and how authors can use an Author Addendum to maximize their rights.

Overall it was a successful week with ample learning opportunities for students and faculty alike. A big thank you to all of the presenters, the Scholars’ Commons, and the Libraries for making these events possible!

IUScholarWorks Journals: More than Just a Hosting Service

The IUScholarWorks journal service helps you, the prospective journal editor, publish your journal in open access. While IUScholarWorks does not identify as the publisher of any of the journals we support, we do so much more than simply host your content. Here are some of the services we provide:

  • Indexing – We’ll make sure your journal articles show up in Google and Google Scholar.
  • ISSN registration – We’ll apply for an International Standard Serial Number (ISSN) to uniquely identify your journal.
  • DOI registration – As a member of the DOI registration agency, CrossRef, we will help you assign and register Digital Object Identifiers (DOIs) to uniquely identify your articles.
  • Editorial workflow management – We’ll train you how to use Open Journal Systems (OJS) software to effectively manage your editorial workflows.
  • Cataloging – We’ll create a record for your journal in IUCAT and WorldCat.
  • Content preservation – We are committed to maintaining the content of your journal in perpetuity, even if ownership of the journal moves outside of IU. All of our journals are archived with CLOCKSS.
  • Copyright & Licensing – We will work with you to draft your journal’s copyright policy and can advise on how to license outside content for reuse in your journal.
  • Multimedia content support – Want to include audio or video content alongside your journal articles? We’ll help you use the Avalon Media System to make this possible.
  • Usage statistics –We’ll provide annual reports on article views for your journal.

As you can see, IUScholarWorks strives to go above and beyond simply providing a home for your journal on our server. If you are thinking about starting a new journal, or are interested in migrating your current journal to an open access publishing platform, please contact us at iusw@indiana.edu.

When Can I Deposit What? Everything You Need to Know about Permissions and Versions When Submitting to the Repository

Every time you submit an item to the IUScholarWorks repository, you must accept the IUScholarWorks License. By accepting our non-exclusive license, you acknowledge that you either own the copyright to the work you are depositing, or you have been granted permission by the copyright holder to deposit it. If you are depositing material that has already been published, you will first need to find out if you hold the copyright.

When you publish an article in a journal, copyright is typically transferred to the publisher (this will be indicated in your original publishing agreement). If the publisher owns the copyright to your work, you will need to check whether they allow you to deposit it in the institutional repository. Fortunately, most publishers have developed explicit policies that speak to this, so you often won’t need to contact them directly. You can search for a publisher’s copyright policy on their website, or use the Sherpa/Romeo database.

When publishers do allow you to deposit your work in an institutional repository, they frequently impose restrictions, such as an embargo period and/or the type of version permitted.

Embargoes

Publisher embargo periods can range anywhere from 6 to 24 months (and sometimes longer). If a publisher requires you to embargo your work, you can still deposit it in the institutional repository now and designate the amount of time after which it can be made openly available.

Version types

There are three types of versions that a publisher may or may not allow you to submit to the institutional repository:

Pre-print – a draft of an article before peer review

Post-print – the final, peer-reviewed article submitted for publication

Publisher PDF – the final, peer-reviewed article in the publisher’s typesetting and formatting

It’s important to note that content-wise, the post-print and the publisher PDF versions are identical. Many more publishers allow authors to deposit the post-print version in the repository than they do the publisher PDF version.

If you are ever unsure about what work you can or can’t deposit, please contact the IUScholarWorks Team.

IUScholarWorks Journals Now Minting DOIs

An example of an article with a DOI in the Journal of the Scholarship of Teaching and Learning.
An example of an article with a DOI in the Journal of the Scholarship of Teaching and Learning.

IUScholarWorks is pleased to announce that we are now offering the ability to mint DOIs for IUScholarWorks journal content in partnership with CrossRef.

A DOI, or Digital Object Identifier, is a string of characters that uniquely identifies an online item and serves as a stable, permanent URL. This functionality makes it easier for online content to be discovered, used, and cited.

As part of IUScholarWorks’s agreement with CrossRef, journals that use this service are required to check for and include existing DOIs for all article citations. Therefore, we encourage journals with back content to issue DOIs only for prospective content (if your needs extend beyond this, please contact us).

Within OJS, the DOI plugin allows journal managers to configure the journal’s DOI settings, and the CrossRef XML Export plugin enables them to export metadata for deposit into the CrossRef database. Additionally, editors have the ability to add DOIs to article PDFs prior to publication.

To start issuing DOIs for your IUScholarWorks journal, please contact us at iusw@indiana.edu. Detailed instructions are also available on the IUScholarWorks wiki.