The SCOSS initiative: DOAJ receives first funding, from the University of Alberta Libraries.

As reported in November, a coalition has been formed called SCOSS which is running a pilot project aimed at generating a sustaining model of funding for DOAJ and SHERPA/RoMEO.

scoss-1The iniative sets out to attract funding from around the world and it is with great delight that DOAJ can announce it has now received its first funding via this model.

 

ua-lib-colourThe University of Alberta Libraries group was the first to respond to the call for funding and by doing so has made a clear commitment, not only to the sustainability and development of DOAJ, but to the sustainability and success of open access. Denise Koufogiannakis, Associate University Librarian at University of Alberta, said:

“The University of Alberta Libraries (UAL) is committed to building open infrastructure for scholarly communication and is pleased to support DOAJ and SHERPA/RoMEO via the SCOSS funding initiative. Both these services are essential to the success of UAL’s open access initiatives, including our digital repository and our journal hosting and publishing service. They are a vital part of enabling UAL to provide quality open scholarship services that reflect the University of Alberta’s commitment to ‘uplift the whole people’. ”

DOAJ is hopeful that the commitment of UAL is the first of many such actions and is looking forward to hearing from the many other institutions that have been approached under this new model.

 

 

Publishers Report: 2017 in Summary

As a publisher who supports DOAJ, either as a member or as a sponsor, you are part of a growing global network of publishers who have unequivocally stated a firm commitment to support open access through DOAJ’s work. On behalf of the entire DOAJ Team and supporters of open access the world over, I would like to thank you for your continued support. Your contributions are always spent directly on improving DOAJ’s infrastructure; maintaining high levels of recency and accuracy of the DOAJ metadata; and increasing the awareness of issues surrounding open access. The team at DOAJ ensures that all of this happens in a way that keeps DOAJ relevant around the globe, and not just in the Global North.

This report briefly covers our main achievements in 2017, as well as developments for the year ahead. If you have any questions on its content, or would like to know more, then drop me an email: dom@doaj.org.

With very best wishes for the new year ahead,

Dom Mitchell
Operations Manager


What We Achieved in 2017

2017 saw the end of the Reapplications project and the extension of our Ambassador program. We made improvements to our workflow to reduce our turnaround times on new applications and we launched our education and outreach program. Finally, we carried out a series of small projects to internationalise DOAJ as much as possible.

The reapplication project and updates to journals

All publishers were asked to submit new applications for all of the journals which were already included in DOAJ. 6359 reapplications were sent to us. Of those, 4031 were accepted as meeting the high standards required to be indexed in the Directory. This also means that, for the first time since launch in 2003, more than 99% of all the journal information in DOAJ is less than two years old. For those journals which didn’t make the grade, DOAJ offered feedback on how to improve the journal’s practices and, unless otherwise stated, those journals may send in new applications 6 months after the last decision from us, provided that they can show that they have implemented the changes recommended to them.

Also, our predictions at the start of the project came true and we never heard from 2860 journals; they all failed to resubmit reapplications to us. After repeated reminders, these journals were removed from the Directory which meant that, in total, the reapplication project resulted in a 40% cull of titles from DOAJ.

One of the inherent problems with the reapplications project, which we identified at the start, was that DOAJ relies heavily on journal representatives (publishers, journal owners, editors) to keep the information in the Directory up to date, including cotact details. Currently, a journal representative must contact the DOAJ Team with any updates to the journal information which are then verified and applied on behalf of the publisher. This means that, more often than not, journal information is never updated. To combat this, DOAJ reviews journal information regularly but to make this whole process easier, we will be launching a new system which will enable journal representatives to update information themselves. Submitted updates will be reviewed by the DOAJ Team before being published immediately to the site.

Extension of the Ambassador program, education and outreach

The Ambassador program, launched in 2016 and financed by the IDRC, was a huge success, so much so that we received further funding to extend the program into 2017. The DOAJ Ambassadors were able to continue their excellent work in their home territories. It also meant that, in those countries where we suffered a heavy loss of titles after the Reapplication Project, DOAJ was able to target efforts and encourage new applications from many of the local open access journals. This most recently happened in Korea, Japan and Indonesia and further countries are planned for 2018. We extended the Editor-in-Chief’s role to concentrate specifically on Education and Outreach and in 2018, we will be launching a series of training videos, specifically aimed at improving the quality of applications sent to us. More on that below.

Improved workflow and reduced turnaround times

Something that we hear a lot at DOAJ is that our turnaround times for processing new applications are too long. In 2017, this was certainly due to the number of reapplications which we had to process but, unfortunately, we have always had lengthy processing times. In the hope that this will encourage more applications from titles not yet in DOAJ, we took steps to correct this and reduce the time to first decision.

Never before has DOAJ been in a position where it has had so many people working for it and processing applications for us. We created a new role, Senior Managing Editor, whose is specifically tasked with monitoring throughput; we expanded our Triage role which, essentially, removes all of the rubbish applications from the queues, allowing the editorial team to focus on those applications which matter; we identified and pooled our most dedicated volunteers to give greater processing power; we have started a system whereby applications can be allocated directly to a reviewer rather than sitting in a holding pattern awaiting assignment; we re-focused our editorial team and allocated resource to those countries submitting the most applications to us; we introduced a reporting system which allows us to track applications and alerts us when the workflow slows for whatever reason.

All of these changes combined will see a greater throughput of new applications in 2018.

Internationalisation of DOAJ

Despite our aim to be as global as possible, much of what we write is in English, or is generated from our offices across Europe. DOAJ aims to be as global as possible and be as relevant as possible to all parts of the world. In 2017, we extended the range of our translated materials, hoping to encourage more interaction and participation from all around the world. We also invited guest blog posts from our Ambassadors, a series which focussed on how open access works and some of the issues facing open access in different parts of the world.

 

Coming Down The Pipe in 2018

Our three focus areas for 2018 are:

  1. Sustainability
  2. Scalability and stability
  3. Education and outreach

Sustainability

We have partnered with agents working in Europe who are approaching institutions on our behalf to secure more funding. DOAJ is also one of the beneficiaries of the SCOSS pilot which launched late 2017 with an aim to establishing a sustainable funding model for DOAJ and SHERPA/RoMEO. As our operations grow, we require more funding and so we need to fund DOAJ in a more sustainable way than the hand-to-mouth model we survive on currently.

Also, more attention is being paid, both by potential funders as well as the community, to what DOAJ is, how we are set up and how we operate. People are looking to us for more transparency and structure in our business model and our processes, and as a community-driven organisation, our supporters are expecting to have more of an influence in DOAJ’s direction. We will be formalising a new governance model in early 2018 to meet these demands.

Scalability and stability

With our technical partners, Cottage Labs, we are about to start a huge infrastructure project which will completely rebuild the underlying platform, making it more stable and easier to develop in the future. Traffic to DOAJ has more than doubled over the last 3 years and we must ensure that the platform remains fit for purpose for the next 5 years at least, particularly as traffic will increase even more as we add new metadata and new ways to connect to the site to harvest it.

Over the latter half of 2017, we saw spikes in usage from crawlers, usage through our API and had to throttle some of these to make sure that users on the site were able to use the site normally. We want to expand and stabilise the platform so that we can accommodate all traffic sources without any adverse effects.

Education and outreach

As mentioned above, DOAJ will be launching a series of training videos, to encourage better quality applications. We are currently putting together the first one which will be an introduction to DOAJ. We will then publish a series of videos, aimed at editors, publishers and researchers, to help simplify some of the more obscure aspects of open access publishing. One such area will be copyright retention versus [Creative Commons] licensing.

Our Editor-in-Chief will continue to target areas of the world from which we receive few or low quality applications. DOAJ will firm up its presence in the open access arena both as an educator and an influencer. We also hope to increase the number of Social Science and Humanities journals in DOAJ.

Presenting the DOAJ Ambassadors

Further to our announcement of the start of our IDRC-funded project focussing on the improvement of open access journals in the global south, I am delighted to present to you the list of 15 DOAJ Ambassadors. These Ambassadors will be working on behalf of DOAJ until April 2017 and will be operating in 11 regions or sub-regions across the globe. DOAJ is very lucky to have such a great list of names: people who have a wide-ranging set of skills and will bring huge amounts of experience to the DOAJ organisation.

After two members of DOAJ were invited recently to present at the NEICON/ASEP conference in Russia, we are very lucky to be able to extend the program’s work to the Russian Federation.  Three volunteers, led by Olga Kirillova, have also joined the list of DOAJ Ambassadors, extending the work of the program outlined to IDRC but on a self-funded basis. This is a hugely beneficial development for open access and DOAJ.

The final list of DOAJ Ambassadors are:

Region Name Based in
Southern Africa Ina Smith South Africa
East Africa Solomon Mekonnen Ethiopia
West Africa Pascal Soubeiga Burkina Faso
North Africa Kamel Belhamel Algeria
China Yanhong Zhai China
China Cenyu Shen Finland
China Xin Bi China
Middle East & Persian Gulf Mahmoud Khalifa Egypt
East India Sridhar Gutam India
West India Vrushali Dandawate India
South India Leena Shah India
Latin America Ivonne Lujano Mexico
Russian Federation Olga Kirillova Russia
Russian Federation (West) Maxim Mitrofanov Russia
Russian Federation (East) Natalia Popova Russia

Welcome to all of you!

The biographies for the DOAJ Ambassadors are posted here.

The majority of the Ambassadors will be converging on the island of Crete, in the beautiful village of Vamos, for an intensive 4-day training retreat starting next week. The outcome of that meeting will be an initial 2-month action plan for each Ambassador to implement as soon as s/he is back on home turf. That plan will then inform the actions for the rest of the year. It is really exciting that developments will start to take shape so soon after the retreat.

Each region will present its own challenges to the Ambassadors and to DOAJ but there will be exciting milestones to reach. For example, can DOAJ gain an online presence in China via the huge social media networks there? Will we see an increase in quality journal applications from India, a country sadly linked to questionable publishing practices and author spamming? Will we see an increase in the number of applications from East and West Africa, two regions of the continent that are sadly under-represented in DOAJ today? In Latin America, where a relatively large number of journals are already indexed in DOAJ, will we be able to increase the number of journals from the smaller countries like Bolivia, Ecuador or Guatemala?

In all of the regions, language can be a barrier. Almost all of the DOAJ site is in English and we haven’t yet found a good-enough piece of software that will translate the most important parts of the site for us. We will be addressing that as part of the IDRC project but having our Ambassadors on the ground will be hugely influential in increasing awareness of the site and our criteria.

DOAJ will be reporting on the progress of our Ambassador program regularly and I hope to be able to share some exciting statistics with you soon.