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DOAJ Application Guide for OJS Journals

Publishers who wish to have their journal included in the Directory of Open Access Journals (DOAJ) have to fill out an application form to indicate that the journal meets DOAJ’s criteria. This appendix provides guidance for journals using Open Journal Systems (OJS) on how to represent and link to information in OJS that is relevant for DOAJ inclusion and the DOAJ application.

What is DOAJ and why should I apply? #

DOAJ is a directory that indexes and provides access to high quality, open access, peer-reviewed journals. Open access journals from all countries and in all languages can apply for inclusion. There is no cost for journals to apply or be listed in DOAJ. The service aims to raise the reputation and visibility of open access journals from around the world. For more details on benefits for journals, see (Why Index Your Journal in DOAJ?)

Before you apply (DOAJ readiness) #

Are you ready? Your journal must:

  1. Be online and fully open access.
  2. Have a confirmed journal title and ISSN.
  3. Have published at least 5 research articles in the last year.
  4. Have a Creative Commons or equivalent license applied to all articles. See Copyright and Licensing and Journal Policies and Workflows to learn more.

See the DOAJ’s Guide to Applying for a full list of DOAJ’s basic criteria for inclusion.

The DOAJ Application #

This section will help you to complete the DOAJ application for your OJS journal. You will be required to register an account with basic information (a name and email address) in order to use the online form.

All of the questions must be answered in order for the application to be complete; however, some of the questions only provide supplemental information to DOAJ and are not required for acceptance to DOAJ. The questions that are required for acceptance to DOAJ are marked with the letter D. Some additional questions are required for being awarded the DOAJ Seal. These are marked with the letter S. Questions that are not marked should still be answered. You can save your form’s progress and return to complete it at a later date if needed.

This list of items was adapted from the Library Publishing Coalition’s How-To Guide for Library Publishers: Directory of Open Access Journals Application.

Next to each item is information about how to enter this information in OJS and, where applicable, where to link to it on your OJS site.

If you are looking for further explanation on what the questions mean, please refer to the LPC Guide or the help text included alongside the online form.

Open Access Compliance #

Does the journal adhere to DOAJ’s definition of open access? [D]

The DOAJ requires journals to adopt a form of Libre Open Access—a type of open access that not only removes price barriers to content but also relaxes limitations on users’ rights. The DOAJ recommends that copyright of articles be retained by authors, but will also accept journals where copyright is held in full or in part by the publisher, so long as articles are offered under an open license. Read more about DOAJ’s definition of open access.

The journal website must display its open access statement. Where can we find this information? [D]

  • Enter this information in Journal Settings > Masthead > About the Journal. See Chapter 5: Journal Settings.
  • You may want to create a section in the text box for the Open Access statement.
  • An example of an acceptable OA statement is: “This is an open access journal which means that all content is freely available without charge to the user or his/her institution. Users are allowed to read, download, copy, distribute, print, search, or link to the full texts of the articles, or use them for any other lawful purpose, without asking prior permission from the publisher or the author. “
  • If your journal has a Creative Commons license, this Open Access statement is true of your journal. For instructions on where to add your CC license, see #14.

About the Journal #

Journal Title [D]

Alternative title (including the translation of the title) [Optional]

  • If the journal has an acronym or abbreviated title, or if your journal is multilingual and uses a translated title, include it here. This field can be left blank.

Link to the journal’s homepage [D]

  • Enter the URL for your journal

Journal ISSN (print) (only add if you have one) [D]

  • This information needs to be added in two places:
  • The ISSN will appear on the footer on every page of your site.

ISSN (online) [D]

  • This information needs to be added in two places:
  • The ISSN will appear on the footer on every page of your site.

Up to 6 subject keywords in English

  • The keywords should describe the subject matter of the journal. They do not need to be entered in OJS. Do not enter terms like open access, peer reviewed, multidisciplinary etc.

  • Languages in which the journal accepts manuscripts.**

  • You can select multiple languages.

Publisher #

Publisher’s name [D]

  • Enter this information in 2 places:
    • Journal Settings > Masthead > Publisher (it will be supplied to 3rd party metadata services, but will not appear publicly on your site). See Chapter 5: Journal Settings.
    • Journal Settings > Contact > Mailing Address (the Publisher name will appear on the Contact page of your site, which is required by DOAJ). See Chapter 5: Journal Settings.

Publisher’s country [D]

  • Enter this information at Journal Settings > Contact > Mailing Address. A full mailing address is preferred. See Chapter 5: Journal Settings.
  • The country will appear on the Contact page of your site.

Society or institution, if applicable [Optional] #

Society or institution’s name

Society or institution’s country

  • Information about a society or institution that sponsors the journal can be entered in Journal Settings > Masthead > About the Journal. See Chapter 5: Journal Settings.
  • You may want to create a special section on the About the Journal page about a sponsoring organization. Both fields can be left blank.

Licensing #

License(s) permitted by the journal [D][S]

  • Choose from the following options:
    • CC BY
    • CC BY-SA
    • CC BY-ND
    • CC BY-NC
    • CC BY-NC-SA
    • CC BY-NC-ND
    • CC0
    • Public domain
    • Publisher’s own license
  • For more information see the Creative Commons page on licenses.
  • Enter this information in OJS at Distribution Settings > Permissions > License. See Chapter 8: Distribution Settings.
  • The license you select here will not be displayed on your site automatically. You can add it to your About the Journal page, to the footer of your site, or another place.
  • You can also enter license information on a per article basis when you schedule an article for publication and it will be displayed on the article page. See Chapter 14: Editorial Workflow.
  • If you allow more than one type of license, please select all licenses used by the journal.

Where can we find this information? [D][S]

  • If you add this information to your About the Journal page (see question 14), you can link to it in About > About the Journal.
  • If you add this information to your footer you can provide a link to your home page.
  • If you include it elsewhere on your site, provide a link to that page.
  • This must be a link on your own site, not a link to Creative Commons.

Embedded licenses #

Does the journal embed and/or display licensing information in its articles? [S]

  • Select “Yes” or “No”.
  • Answer Yes only if you include the CC license in the full text PDFs. If “Yes”, please include the URL of a recent example article in the box that appears once “Yes” is selected.
  • Select the Creative Commons license you will use in: Settings > Distribution > Permissions. See Chapter 8: Distribution Settings.
  • If you wish to embed license information for articles, you must add it to all PDF galley files you upload to submissions during the Production stage.

For all the licenses you have indicated above, do authors retain the copyright and full publishing rights without restrictions? [S]

  • Select “Yes” or “No”. Answer No if authors transfer copyright or assign any exclusive rights to the publisher (including commercial rights).
  • In OJS you can select the designated copyright holder for the article metadata as the Author, Journal, or Other. To select the Author as the designated copyright holder, go to: Settings > Distribution > Permissions

Where can we find this information? [D]

  • Enter the URL of the journal’s copyright statement.
  • You can enter your copyright statement in the Copyright Notice box. See Chapter 8: Distribution Settings and select the copyright holder (Author, Journal, or Other).
  • The Copyright Notice will be displayed with each published article. To provide a link to your statement, you can add it on the About the Journal page, in Journal Settings > Masthead > About the Journal. See Chapter 5: Journal Settings.

Editorial #

Peer Review #

DOAJ only accepts peer-reviewed journals. Which type(s) of peer review does this journal use? [D]

  • Choose from the following options:
    • Editorial review
    • Peer review
    • Blind peer review (known as “anonymous review” on OJS)
    • Double blind peer review (known as “double anonymous” review on OJS)
    • Post-publication peer review
    • Open peer review
    • Other
  • The type of review must be clearly labeled and described. “Editorial Review” is only valid for journals in Arts or Humanities. Non-humanities journals may not use this option with the DOAJ.
  • Enter this information in Journal Settings > Masthead > About the Journal. See Chapter 5: Journal Settings.
  • You may want to create a special section on the About the Journal page to describe the review process.

Where can we find this information? [D]

  • Information entered following the instructions in #19 will appear publicly under About > About the Journal.

Plagiarism #

Does the journal routinely screen article submissions for plagiarism?

  • Select “Yes” or “No”.
  • If you use a plagiarism checking service please ensure this information is given online. It can be included in the peer review section. Currently plagiarism checking is not mandatory for inclusion in DOAJ.
  • If “Yes”, please include the URL to the plagiarism policy in the box that appears once “Yes” is selected. If you included it in the peer review section, it will appear publicly under About > About the Journal.

Editorial #

Link to the journal’s Aims & Scope [D]

  • Enter this information in Journal Settings > Workflow > Submissions > Author Guidelines. See Chapter 5: Journal Settings.
  • You may want to create a section in the text box for the journal’s Aims & Scope. It will appear publicly on the About > About the Journal page.

Link to the journal’s Editorial board [D]

  • Enter this information under Journal Settings > Masthead > Editorial Team. See Chapter 5: Journal Settings.
  • This will appear publicly under About > Editorial Team.

Link to the journal’s Instructions for authors [D]

  • Enter this information in Journal Settings > Workflow > Submission > Author Guidelines. See Chapter 7: Workflow Settings.
  • Information entered in Author Guidelines and Submission Preparation Checklist will appear publicly on the About > Submissions page.

Average number of weeks between article submission & publication

  • You should include a number here for the average number of weeks taken by your journal from submission of the paper to online publication.

Business Model #

Publication Fees #

Does the journal charge fees for publishing an article (APCs)? [D]

  • Select “Yes” or “No”.
  • If “Yes”, please select the currency and amount for the highest fee charged by the journal in the fields that appear when “Yes” is selected.
  • Enter this information in two places:

Where can we find this information? [D]

  • Article processing charges will appear on the About/Submissions page on your site and on the Information/Authors page on your site. DOAJ requires that you include information about charges even if they are zero.

Publication Fee Waivers #

Does the journal provide a waiver or discount on publication fees for authors?

  • Select “Yes” or “No”. Answer “No” if you have also answered No to Publication Fees.
  • Enter this information in two places:
  • If “Yes”, please enter the URL where the waiver policy can be found in the box that appears when “Yes” is selected. The waiver policy will appear on the About/Submissions page on your site and on the Information/Authors page on your site.

Other Fees #

Does the journal charge any other fees to authors?

  • Select “Yes” or “No”.
  • If “Yes”, please enter the URL where information on additional fees can be found in the box that appears when “Yes” is selected.

Best Practices #

DOAJ recommends adoption of the following best practices, but these are not required for inclusion in DOAJ.

Archiving policy #

Long-term preservation service(s) where the journal is currently archived? [S]

  • Select all that apply from the following:
    • CINES
    • CLOCKSS
    • LOCKSS
    • Internet Archive
    • PKP PN
    • PubMed Central (PMC)
    • Portico
    • A national library
    • Other
    • The journal content isn’t archived with a long-term preservation service
  • Institutional archives and publishers’ own online archives are not valid.
  • If you are a member of LOCKSS or CLOCKSS, enable this here in Settings > Website > Archiving. See Chapter 6: Website Settings.
  • The PKP PN is available as part of OJS. Please read the PKP Preservation Network Guide for more information.
  • If any service(s) are selected, you will be prompted to enter the URL with information on your preservation policy. If you are archiving your content in a LOCKSS network, this will not automatically be displayed on your OJS site. You can add your archiving policy to the About page or another page and link to it here.

Repository policy #

Does the journal have a policy allowing authors to deposit versions of their work in an institutional or other repository of their choice? Where is this policy recorded? [S]

  • Select all that apply from the following:
    • Sherpa/Romeo
    • Dulcinea
    • Héloïse
    • Diadorim
    • Other
    • The journal has no repository policy
  • In OJS, enter the journal’s Author Self-Archiving Policy in: Settings > Distribution > Permissions.
  • If any repository policy is selected, please enter the URL where the information can be found in the box that appears.

Unique identifiers & structured data #

Persistent article identifiers used by the journal [S]

  • Select from the following:
    • DOIs
    • ARKs
    • Handles
    • PURLs
    • Other
    • The journal does not use persistent article identifiers
  • OJS can generate DOIs as part of the metadata and allows deposit of those DOIs directly to CrossRef (you must be a member of CrossRef to register DOIs). Go to Tools > Import/Export > CrossRef XML Export Plugin. See the Crossref OJS Manual for more details.

Does the journal allow for ORCID iDs to be present in article metadata?

Does the journal comply with I4OC standards for open citations?

  • Select “Yes” or “No”. See https://i4oc.org for more information.

[D] This is a basic requirement for entry into DOAJ

[S] This is a DOAJ Seal requirement

DOAJ SEAL #

For journals following best practice in OA publishing. Read more about the DOAJ Seal

During the application process, you can be awarded the DOAJ SEAL if these 7 criteria are all met. A journal can be indexed in the DOAJ without meeting the DOAJ seal requirements.

1. Digital preservation #

This demonstrates that the journal ensures the long-term availability and preservation of published content for the future. The DOAJ will accept preservation service providers registered in the Keepers Registry (e.g., LOCKSS/CLOCKSS. Portico, British Library, etc.), Internet Archive, and/or PubMed Central. Please note that institutional servers and repositories do not qualify as long term archival preservation.

If you are a member of LOCKSS or CLOCKSS, enable this here: Settings > Website > Archiving

See Chapter 6: Website Settings for more details.

2. Persistent article identifiers #

These ensure articles may continue to be found even when URLs change. The most common form of persistent identifier is the Digital Object Identifier DOI, but there may be others in use for a journal.

OJS can generate DOIs as part of the metadata and allows deposit of those DOIs directly to CrossRef (you must be a member of CrossRef to register DOIs):

Tools > Import/Export > CrossRef XML Export Plugin

See the Crossref OJS Manual for more details.

3. Metadata supply to DOAJ #

Provide greater visibility and discoverability of journal content by providing article-level metadata and links to the full text. Metadata must be provided to the DOAJ within 3 months via article-level xml file uploaded to the DOAJ interface or by the DOAJ API.

You can use the OJS DOAJ Import/Export Plugin at Tools > Import/Export > DOAJ Export Plugin.

See PKP Administrator Guide for more details.

4. License type #

To allow for generous reuse and remixing of the content. The DOAJ Seal allows for 4 of the Creative Commons licenses: CC-BY, CC-BY-SA, CC-BY-NC, CC-BY-NC-SA. The DOAJ Seal does not consider any of the Creative Commons licenses that restrict remixing or the creation of derivative products of the published content (e.g. CC-BY-ND, CC-BY-NC-ND).

In OJS, when selecting the license to be embedded with the article metadata and displayed on its webpage, be certain to select one of the following license types: CC Attribution, CC Attribution-ShareAlike, or CC Attribution-Noncommercial.

In OJS select the Creative Commons license you will use in Settings > Distribution > Permissions

5. License information in articles #

To ensure readers (users) know and understand what they are permitted to do with the content, license information must be embedded into each published article, in all its outputs - e.g. on the HTML article webpage, in the XML/metadata and PDF version.

OJS offers the Creative Commons license options that are acceptable for the DOAJ seal: CC BY, CC BY-SA, CC BY-NC, or CC BY-NC-SA. This license will be embedded in the metadata of published items and displayed on the item’s webpage. Select the Creative Commons license you will use in Settings > Distribution > Permissions

See Chapter 8: Distribution Settings for more details.

The DOAJ Seal expects journals to allow copyright to be retained by the author and not be transferred to the journal or publisher. The journal and publisher must not obtain exclusive publishing rights to the content. DOAJ Best Practice recommends the terms of any license agreement should be made freely available to clarify author rights and what, if anything, authors are required to sign when submitting to the journal.

In OJS you can select the designated copyright holder for the article metadata as the Author, Journal, or Other. To select the Author as the designated copyright holder, go to Settings > Distribution > Permissions.

7. Self-archiving policy #

Provide information on authors’ self-archiving rights, which should cover their rights to self-archive preprint, accepted, final publisher versions of the article, usually in places like their own website or institutional repository. For the Seal, authors must be permitted to deposit all versions of their paper in an institutional or subject repository and no embargo can be applied. DOAJ prefers a policy to be listed on services like SHERPA/RoMEO.

In OJS enter the journal’s Author Self-Archiving Policy in Settings > Distribution > Permissions

Upgrading from OJS 2 to 3 #

If you have upgraded from OJS 2 to OJS 3 after your DOAJ application was accepted, you will need to do the following:

  • Check that the journal information required in the application is still present on your journal website and in the same places. Information about the journal is included on different pages in OJS 2 and OJS 3.
  • Submit an update request to DOAJ where page URLs have changed (e.g. About, Contact, etc.).
  • If you send article metadata to DOAJ, check that the DOAJ export plugin is enabled and the API key is entered.

Copyright: Simon Fraser University holds the copyright for work produced by the Public Knowledge Project and has placed its documentation under a Creative Commons Attribution 4.0 International License.

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