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</o:shapelayout></xml><![endif]--></head><body lang=EN-ZA link=blue vlink=purple><div class=WordSection1><p class=MsoNormal>Colleagues <i>(IT people – please scroll to end of e-mail where it says Thank you)<o:p></o:p></i></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Good news! Finally the day has arrived …. The first journal (SPIL) has been created, and I will create the rest during the afternoon. See <a href="http://spil.journals.ac.za">http://spil.journals.ac.za</a> <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Just a few things:<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Journal Manager<o:p></o:p></b></p><p class=MsoNormal>I will register each one of you as a Journal Manager, after which you will receive an e-mail with the request to change your password. Please read the e-mail carefully, and continue with the journal setup once I have informed you that your journal is now available. Where you don’t know what to fill in, please leave open, and we can get back to it at a later stage<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Later on, as a Journal Manager, you will then have the responsibility to:<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Register users or ask them to register<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Assign roles<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Create journal sections<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Check the review forms, and add changes if you wish to<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Check the e-mail wording, and change if you wish to<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Create issues<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Prepare the articles <o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Get articles submitted<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Add the doi to the galley version of each article before publishing an issue<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Assign articles to relevant issues and sections<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Publish the issue when completed<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>There are excellent video tutorials available at <a href="http://pkp.sfu.ca/tutorials">http://pkp.sfu.ca/tutorials</a> I will however compile a simple tutorial for you on how to make your current and retrospective articles available, and get it published. The Help files will also be documented at: <a href="http://wiki.lib.sun.ac.za/index.php/SUNJournals">http://wiki.lib.sun.ac.za/index.php/SUNJournals</a> <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Journal Setup<o:p></o:p></b></p><p class=MsoNormal>I will create the journal, and will do a basic <b>Setup</b> and will complete the following fields: <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoListParagraph style='margin-left:18.0pt;text-indent:-18.0pt;mso-list:l1 level2 lfo1'><![if !supportLists]><span style='mso-list:Ignore'>1.1<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>General Information (doi (please do not change), contact details)<o:p></o:p></p><p class=MsoListParagraph style='margin-left:18.0pt;text-indent:-18.0pt;mso-list:l0 level2 lfo2'><![if !supportLists]><span style='mso-list:Ignore'>5.4<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Customizing the Look (footer). Please do not change (except for your ISSN or eISSN – we will customise it with time, to look more professional).<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Journal URL<o:p></o:p></b></p><p class=MsoNormal>The journal URL’s have been assigned as indicated previously, and as listed at: <a href="http://wiki.lib.sun.ac.za/index.php/SUNJournals">http://wiki.lib.sun.ac.za/index.php/SUNJournals</a> You will already be able to go to the URL’s, but except for SPIL, you will only be able to start working on it once I have registered you as a Journal Manager.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Server Specifications<o:p></o:p></b></p><p class=MsoNormal>Each journal will be hosted on a separate server, and each OJS installation will host one journal only. If the one server goes down, it won’t impact on the rest at all. Also – if the journal changes ownership for some reason, it will be very easy to move.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Each journal has been assigned the following:<o:p></o:p></p><p class=MsoPlainText><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>1 CPU<o:p></o:p></span></p><p class=MsoPlainText><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>512 MB RAM<o:p></o:p></span></p><p class=MsoNormal>10GB Disk Space<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>eISSN<o:p></o:p></b></p><p class=MsoNormal>It is recommended that we differentiate between printed journals and online journals. If your journal has been online before, it will probably have an eISSN. If not, please apply for one through <a href="mailto:scholar@sun.ac.za">scholar@sun.ac.za</a> <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Digital Object Identifier (doi)<o:p></o:p></b></p><p class=MsoNormal>Each journal has its own doi prefix, as indicated at <a href="http://wiki.lib.sun.ac.za/index.php/SUNJournals/Journal_Managers">http://wiki.lib.sun.ac.za/index.php/SUNJournals/Journal_Managers</a> . The system will automatically generate the doi, and in the end one will be able to view it via the “Reading Tools”, which I will also activate for each journal.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>We would strongly suggest you to embed the recommended citation incl. the doi as part of the galley pdf before going live, so that people who cite articles can do it the correct way. It should preferably be added to the header section of each page, so that it catches the eye easily and people won’t need to search for it when wanting to cite it.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>The doi will be generated as follows:<o:p></o:p></p><p class=MsoNormal>volume - issue - article id<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>E.g. the hyperlinked doi for an article from SPIL, published in vol. 20 issue 3, and with the OJS generated article id 77, will look as follows:<o:p></o:p></p><p class=MsoNormal><span class=mini><a href="http://dx.doi.org/10.5774/20-3-77">http://dx.doi.org/10.5774/<b>20-3-77</b></a></span><b> </b>(just an example - not real article yet)<b> <o:p></o:p></b></p><p class=MsoNormal><b><o:p> </o:p></b></p><p class=MsoNormal>I will also compile a tutorial to assist you with this very easy process.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Digitizing retrospective articles<o:p></o:p></b></p><p class=MsoNormal>When digitizing retrospective articles only available in print, please remember to OCR it, to make it machine readable. This way search engines will be able to pick it up, and properly index it.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Outstanding issues<o:p></o:p></b></p><p class=MsoNormal>The following will be addressed ASAP:<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Back-up’s (next week – Hilton)<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Firewall to be opened so that journals will be accessible off-campus (next week – IT & Hilton)<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>Preservation on LOCKSS (from August)<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>And all the rest listed at <a href="http://wiki.lib.sun.ac.za/index.php/SUNJournals/To-do">http://wiki.lib.sun.ac.za/index.php/SUNJournals/To-do</a> <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Lastly - Thank you<o:p></o:p></b></p><p class=MsoNormal>We are still in a very early stage, and hopefully we will have some proper journals to showcase soon! Prof Arnold van Zyl visited on Tuesday, and is very excited about this new initiative. He is also fully aware of the 7 journals participating as part of the pilot project, and we have his full support!<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>At this stage, a word of thanks ….<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>To all of you – for being prepared to take baby steps with us, for your patience, and for not complaining once!<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>To IT (especially Joe and Danie) – for their assistance in securing journals.ac.za for us, approving RTAD requests, their patience with me asking dumb questions (a non-IT person) and all the other IT related things.<o:p></o:p></p><p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span style='mso-list:Ignore'>-<span style='font:7.0pt "Times New Roman"'> </span></span><![endif]>To our Library IT, and specifically to Hilton – he did an incredible job behind the scenes to get all sorted out, and I personally would be forever thankful to him and the level of IT support he provided and will provide in future.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>I will be on leave during next week, but Paulette and Hilton will be available to assist if needed. Please do not hesitate to contact them at any stage.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>With kind regards<o:p></o:p></p><p class=MsoNormal>Ina<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><b>Ina Smith<o:p></o:p></b></p><p class=MsoNormal><a href="http://twitter.com/#!/usscholar"><span style='color:blue;text-decoration:none'><img border=0 width=21 height=25 id="Picture_x0020_1" src="cid:image001.jpg@01CC47B0.0311DBE0" alt=twitter></span></a> <a href="http://www.facebook.com/pages/University-of-Stellenbosch-Scholar/181640938009"><span style='color:blue;text-decoration:none'><img border=0 width=23 height=22 id="_x0000_i1027" src="cid:image002.jpg@01CC47B0.0311DBE0" alt=facebook></span></a> <a href="http://blogs.sun.ac.za/sunscholar/"><span style='color:blue;text-decoration:none'><img border=0 width=23 height=24 id="Picture_x0020_3" src="cid:image003.jpg@01CC47B0.0311DBE0" alt=wordpress></span></a><b><o:p></o:p></b></p><p class=MsoNormal style='line-height:115%'><span lang=EN-GB style='font-size:8.0pt;line-height:115%;color:black'>E-Research Repository Manager (SUNScholar) | </span><span style='font-size:8.0pt;line-height:115%;color:black'>Library and Information Service | University of Stellenbosch | Private Bag X5036, 7599 | South Africa<o:p></o:p></span></p><p class=MsoNormal style='line-height:115%'><b><span style='font-size:8.0pt;line-height:115%;color:red'>http://scholar.sun.ac.za</span></b><span style='font-size:8.0pt;line-height:115%;color:black'> | </span><b><span style='font-size:8.0pt;line-height:115%;color:red'>http://oa.sun.ac.za</span></b><span style='font-size:8.0pt;line-height:115%;color:black'> </span><span style='font-size:8.0pt;line-height:115%;color:#002060'>| </span><span style='font-size:8.0pt;line-height:115%;color:black'>E-mail: </span><b><span style='font-size:8.0pt;line-height:115%;color:#002060'><a href="mailto:ismith@sun.ac.za"><span style='line-height:115%;color:#002060'>ismith@sun.ac.za</span></a> </span></b><span style='font-size:8.0pt;line-height:115%;color:#002060'>|<b> </b></span><span style='font-size:8.0pt;line-height:115%;color:black'>Tel: +27 21 808 9139 | </span><b><span style='font-size:8.0pt;line-height:115%;color:#002060'>Skype: smith.ina </span></b><span style='font-size:8.0pt;line-height:115%;color:#002060'>| </span><span style='font-size:8.0pt;line-height:115%;color:black'>Office hours: Mo-Fr: 08h00-16h30</span><b><span style='font-size:8.0pt;line-height:115%;color:#002060'><br><br></span></b><span style='font-size:8.0pt;line-height:115%;color:black'><o:p></o:p></span></p><p class=MsoNormal style='line-height:115%'><span lang=AF style='font-size:8.0pt;line-height:115%;color:black'>E-Navorsingsbewaarplekbestuurder (SUNScholar) | Biblioteek- en Inligtingsdiens | Universiteit van Stellenbosch | Privaatsak X5036, 7599 | Suid-Afrika<o:p></o:p></span></p><p class=MsoNormal style='line-height:115%'><b><span style='font-size:8.0pt;line-height:115%;color:red'>http://scholar.sun.ac.za</span></b><span style='font-size:8.0pt;line-height:115%;color:black'> | </span><b><span style='font-size:8.0pt;line-height:115%;color:red'>http://oa.sun.ac.za</span></b><span style='font-size:8.0pt;line-height:115%;color:black'> </span><span style='font-size:8.0pt;line-height:115%;color:#002060'>| </span><span style='font-size:8.0pt;line-height:115%;color:black'>E-pos: </span><b><span style='font-size:8.0pt;line-height:115%;color:#002060'><a href="mailto:ismith@sun.ac.za"><span style='line-height:115%;color:#002060'>ismith@sun.ac.za</span></a> </span></b><span style='font-size:8.0pt;line-height:115%;color:#002060'>| T</span><span style='font-size:8.0pt;line-height:115%;color:black'>el: +27 21 808 9139 | </span><b><span style='font-size:8.0pt;line-height:115%;color:#002060'>Skype: smith.ina | </span></b><span 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Should the reader hereof not be the intended recipient, kindly notify the sender immediately by return e-mail, delete the original message and do not use, disclose, distribute or copy it.<o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>