Guidelines for Editors

1. Deliver the journal to the SPC as you wish it to appear to online readers.

2. The files that comprise your journal should be: ASCII, HTML, or Acrobat PDF. If you submit files from a word-processor files, please save them as Microsoft Word documents.

Fonts -- Tell us what font you used IF it is NOT standard, true type, or Adobe type

Easier to read and convert fonts include

• Arial, Arial Narrow
• AvantGarde
• Bookman
• Courier
• Helvetica
• Palatino
• New Century Schoolbook
• Symbol
• Times
• Times New Roman
• Zapf Chancery
• Zapf Dingbats
• If you submit the journal/articles/sections (e.g., table of contents or front matter) in MSWord format, please break the articles/sections into separate files. Journals that are one long file take longer for us to process and longer for your readers to download.
1. Notify indexing and abstracting services that a new journal is available for them to review. When possible send a sample issue.
2. ISSN, International Standard Serial Number, the equivalent of a social security number for serials, is assigned by the Library of Congress.

A 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 /issn/issnhome.html#forms

1. Each article and the table of contents should be a separate file. Providing access to individual articles, rather than the 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 organization(s), editorial board, ISSN, how to subscribe, access to back issues, statement of purpose, how to submit an article, and guidelines for authors.
   • Keeping information up-to-date is each editor's responsibility (e.g., changes in the editorial board.
2. 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 appropriate credit.

Copyright resides with the author, unless s/he assigns it to someone else. Since 1989 it has not been necessary to include a visible statement of copyright ownership. However, SPC recommends that editors at least include a statement like the following.

Copyright 1996 JTE

or

(c) 1996 Scott Eldredge

Examples of e-journal copyright statements are below.

1. Recommended line length: 75 characters
2. Double space between paragraphs for easier on-screen readability.
3. Left-justify and do not use tabs or indents. This makes the document most easily translatable by the variety of systems your readers will use.
4. Do not include page breaks or page numbers. This information will more than likely vary for each reader's printer and cause odd looking printouts.
5. Graphics/Illustrations

When tables are made with the same word processor as the text, the SPC staff will do its best to make them display well. But, it takes extra time! Preferably, give these to us as camera-ready copy or as a graphics files: TIFF, GIFF, JPEG, or PICT. The SPC also has facilities for scanning graphics and illustrations when necessary.

1. Notify the SPC when a new issue of the journal is ready for publication.
2. Send the files to the SPC—They can be attached to an e-mail addressed to spc@byu.edu or you can FTP the files to us quite easily also. This method will be activated for your use each time you notify us that you are ready to send a new issue. You may also bring 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 spc@byu.edu with the following information:

• Title of the journal
• Whether SPC will publish individual articles or a compilation of articles.
• 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 SPC.
• ISSN International Standard Serial Number
• Is it predominantly text? Does it contain tables, pictures, or other graphics?
• Inform the SPC about the potential for inserting Internet links
  • to other parts of the same issue
  • to other articles in the same title
  • to other e-journals the SPC publishes
  • to collections outside the SPC

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 citation itself. (Applies only to HTML versions)

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 SPC receives the ASCII, HTML, or Acrobat PDF files.

The first issue of a new title may take up to three weeks depending on the start-up time for SPC. Things that could delay the initial publication include:

• Converting word processed documents to HTML
• Scanning images
• Reformatting tables
• Processing multimedia data

Copyright and Fair Use Law (a PDF slide presentation): "Is It Fair Use or Is It Criminal Use?"

Sample statements and warnings from other electronic 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 permitted for academic or research purposes but not for commercial purposes. Libraries are permitted to distribute the journal electronically to institutional faculty, students and employees via local area networks or institutional mainframe computers.
• 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 resources

• 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. [from Bill Drew (drewwe@snymorva.cs.snymor.edu) 7/2/94]
• 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 dan@info.hwwilson.com from Bill Drew 7/20/94]]
• Copyright (C) [year] [name of copyright holder].
  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. [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 Reserved.
  The Public-Access Computer Systems Review is Copyright (C) 1993 by the University Libraries, University of Houston. All Rights Reserved.
  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 form, provided that the editors are notified and no fee is charged for access. Archiving, redistribution, or republication of this text on other terms, in any 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]