DergiPark Publication Process

 

DergiPark Journal Publication Processes

TÜBİTAK ULAKBİM In 2024, improvements were made regarding the Publisher Page and the Scientific Publication Coordinator role. Upon the addition of the article “Clear definition of the publisher name, providing a verifiable, physical address” to the journal application conditions in international authority indexes and open access platforms, the Publisher Page architecture and software were worked on by DergiPark and a page was created for each publisher. Because a “Scientific Publication Coordinator” account created in the DergiPark system with an e-mail officially defined by each publisher is needed to manage this page, our university has established the Scientific Journals and Publication Coordination and assigned a Scientific Publication Coordinator for DergiPark Publisher operations.

Scientific Publication Coordinator in the DergiPark Process
General Authority and Responsibilities

To make the applications of the journals by fulfilling the conditions determined according to the publisher type,

To enter the basic information belonging to the journal during the application and to make the appointment of the Editor-in-Chief who is responsible for the creation of the journal page contents and the making of the journal settings,

To fill in the publisher page contents and keep them up to date,

Regarding their journals:

    • To perform application/withdrawal to DergiPark,journal name/ISSN changes,
    • To determine the fee policy,
    • To convey the information that the publication life has been terminated to the T.R. Ministry of Culture and Tourism and to DergiPark,
    • To perform Editor-in-Chief authorization,  
    • To sign the participation agreement,
    • To be in communication with journal users and DergiPark employees,
    • To fulfill other responsibilities required by publishing.


Editor-in-Chief Authority and Duties

  • The Editor-in-Chief is appointed by the BYK (Scientific Publication Coordinator). The user who is in the Editor-in-Chief authority cannot appoint a new Editor-in-Chief (BE) and cannot leave the Editor-in-Chief role.
  • After a journal's DergiPark application is accepted, the BE fills in the mandatory fields. 
  • In an archived journal, the archive of the journal is requested from the BYK role during the application. It is the responsibility of the BE that the archive is copyable and proper. If an error is received during the transfer, the archive is requested again from the BE role. 
  • After the journal is moved to the In Publication status (It is moved to In Publication status after filling the mandatory fields for a new journal, and for an archived journal after filling the mandatory fields and signing the Participation Agreement), the BE role organizes the fields on the journal homepage and assigns the users who will take part in the journal. (The editor role can also perform user assignment.)
  • The BE role is responsible for the e-ISSN number. A journal that has newly started its publication life publishes its first issue with the condition of 5 articles and reports it to the T.R. Ministry of Culture and Tourism. If the e-ISSN number of the journal is not entered and the participation is not signed, the system does not allow the journal to publish the next issue.
  • DOI application is made only by the Editor-in-Chief. Messaging about the application is done using the DOI Application message channel from the messages page.
  • Period selection and request are made by the Editor-in-Chief role. Approved applications become valid for the following 1 year. Request are followed by DergiPark. If the journal does not comply with the period, it is detected by the system and a warning mail is sent to the BE role.
  • Issue Correction Request is sent by the Editor-in-Chief from the three-dot menu next to the relevant issue on the issues page. When the journal sends an issue correction request and when the request is answered by the Administration, an information mail is sent to the BE role. The requests made can be followed from the 'Issue Correction Requests' page. 
  • If a new feature comes to DergiPark, it falls on the Editor-in-Chief and Editor screen; this feature must be filled by the Editor-in-Chief or Editor; if information entry for this feature is not made within 1 month, the journal is removed from DergiPark.
  • The BE role must stay in communication with DergiPark and the BYK role. The responsibility of the journal belongs to the BE role. In case ethical problems or conflicts of interest occur regarding the journal, the BE and BYK are responsible. 
  • Messaging is carried out between DergiPark Management, BYK, and BE roles. Communication about the journal is the responsibility of the BE and BYK.
  • The user who receives Editor-in-Chief authority can also carry out editorial processes by being recorded to the journal with the Editor role at tha same time.
  • Flags added to the journal by DergiPark can be viewed by the Scientific Publication Coordinator and the Editor-in-Chief. 

 

New Journal Application

 

  • Journal Applications are made by the Scientific Publication Coordinator (BYK) from the BYK panel under the heading of new journal application.
  • Relevant fields in the application form are filled by the BYK and the Apply button is clicked.
  • The Editor-in-Chief appointment process is done during the journal application.
  • After application is evaluated by DergiPark, an information e-mail is sent by the system to the BYK and the Editor-in-Chief. 
  • After the Editor-in-Chief logs into DergiPark, the fields he/she needs to fill regarding the journal appear before him/her. The system does not allow the Editor-in-Chief to perform any other action before these mandatory fields are filled.
  • If the journal is a New Journal: After the Editor-in-Chief fills the mandatory fields, the status of the journal is changed to In Publication by DergiPark.
  • At this stage, the registration of the journal is formed but the journal is not yet published. 
  • If the journal is Archived: The participation agreement automatically falls to the Scientific Publication Coordinator role. If the Scientific Publication Coordinator signs the participation agreement and the Editor-in-Chief fills the mandatory fields, the "ready for publication" flag is added to the journal. The journal is checked and moved to the "In Publication" status. When it is moved to the "In Publication" status, an information e-mail is sent to the Editor-in-Chief and the Scientific Publication Coordinator. For it to be moved to the "In Publication" status, both Editor-in-Chief must fill the mandatory fields and the Participation Agreement must be signed by the BYK.
  • If the Journal is New:  Mandatory fields are filled by the Editor-in-Chief and the "ready for publication" flag is added to the journal. The journal is checked and moved to the "In Publication" status. When it is moved to the "In Publication" status, an information e-mail is sent to the Editor-in-Chief and the Scientific Publication Coordinator. For it to be moved to the "In Publication" status, both the Editor-in-Chief must fill the mandatory fields and the Participation Agreement must be signed by the BYK.
  • In this mail, the condition of publishing the first issue with 5 articles is stated to the Editor-in-Chief. (The 5-article condition is checked by the system.)
  • After the journal publishes its first issue, an information e-mail is sent by the system to the Scientific Publication Coordinator and Editor-in-Chief roles regarding the fact that the journal must receive an e-ISSN and the participation agreement must be signed after the e-ISSN information is entered by the Scientific Publication Coordinator role.
  • 1 month after the issue publication date of the journal, if the e-ISSN field has not been filled by the Scientific Publication Coordinator, a mail is sent to the BYK role.
  • The BYK receives the e-ISSN from the T.R. Ministry of Culture and Tourism, General Directorate of Libraries and Publications, e-ISSN Turkey Center, and enters it into the system. 
  • The "DergiPark Participation Agreement" of the journal whose e-ISSN is entered is prepared by the system and takes its place in the Agreements tab.
  • The BYK signs this agreement using the e-signature application.
  • If these processes are not done, the journal cannot create or publish its next issue.

 

Things to be Done for Journals Newly Starting Publication Life and
 Having No ISSN Registration

 

  • New journals will not be shown in DergiPark searches unless the following conditions met.
  • It publishes its first issue with at least 5 articles.
  • ISSN is obtained from the T.R. Ministry of Culture and Tourism, General Directorate of Libraries and Publications.
  • E-ISSN information is entered into the DergiPark system by the Office of Scientific Publication .
  • When the conditions are met, the journal starts to be displayed on the DergiPark search page and the BYK signs the Participation Agreement. (A journal whose participation agreement is not signed cannot publish its next issue)
  • DergiPark Management also signs this agreement.

 

Re-application for Journal

 

  • If the journal is removed from DergiPark, rejected, or left status; the Re-application type must be used for this journal. 
  • The journal must have a current issue on another page. Otherwise, it is evaluated as a journal whose publication has stopped and the application is rejected.
  • Re-application processes are done by the BYK.
  • After the application is evaluated by DergiPark, an information e-mail is sent by the system to the BYK and Editor-in-Chief. 
  • After the application is approved;
    • The Editor-in-Chief fills the journal mandatory fields,
    • The BYK signs the Participation Agreement from the Agreements page.
  • After the Editor-in-Chief fills the mandatory fields and the Participation Agreement is signed, the status of the journal is changed to In Publication by DergiPark .

 

Name Change Application

 

  • In a name change, an ISSN change is mandatory.
  • Journal name change application processes are done by the BYK.
  • The application is checked by the DergiPark. When the application is approved, the journal passes to the accepted status and an automatic e-mail is sent to the BYK role. At this stage, the Editor-in-Chief information is filled by the BYK and the journal starts publication.
  • When the journal is taken into publication, the name change process is provided. 
  • The homepage of your journal is kept over its new name in a way that it will be a single view. When searched with both old links and new links, it redirects to the single page with the new name. On the homepage belonging to the new name of your journal, the archive belonging to the old journal is shown and history is included. Subsequent article submissions and issue release proccesses can be made from your page with the new name.
  • To protect the citations of the articles located in the previous journal name, your previous archive is kept on the Issues page under the old name of the journal. 
  • Users registered in the journal with the old name are transfered to the journal with the new name (this process takes 1 day).
  • Articles and processes in the old journal are not automatically transferred to the new journal by the system. The processes of these articles continue to be kept in the old journal. 
  • For the articles whose process is completed in the old journal to be published in the new journal, the editors need to add the articles to the new journal.

Publishing Articles Whose Process Was Completed in the Old Journal
in the New Journal

 

  • To publish the articles whose process was completed in the old journal in the new journal:
  • Download the final file of your articles that remained in the old journal name and need to be published to your computer.
  • Then, from the Menu>>Issues and Articles>>Add page of your journal with the new name, fill in the form for the article,upload the file, and save.
  • Create you issue sections from the Menu>>Issues and Articles>>Issue Section page.
  • By passing to the Menu>>Issues and Articles>>Issues page, create your issue and assignt the articles you have added to the issue. 
  • Thus, you can assign the article to the issue in your new journal and publish it.
  • Article processes should not be deleted form the journal with the old name. In case you need it, you can check the process by passing to the journal with the old name.
  • If the old name of the journal is benefiting from the DOI service, the Editor-in-Chief must make a DOI application from the new journal name to continiue this service in the new journal name as well. For this process to be done, the new journal must have published its first issue and must have reported the e-ISSN information to DergiPark. One of the mandatory fields requested by Crossref to request a DOU is the ISSN information.
  • The journal for which the new name change process has been provided must publish its first issue with at least 5 articles.
  • E-ISSN information is entered by the Scientifi Publication Coordinator.
  • After these conditions are met, the journal starts to be displayed on the DergiPark search page and a warning is sent to the Scientific Publication Coordinator role to sign the Participation Agreement for the relevant journal.
  • After the agreement is signed by the Scientific Publication Coordinator, the process order passes to the DergiPark Administrator role and the agreement is also signed by the DergiPark Management.

 

Past Name Change Notification

 

  • This process will be carried out by journals that made a name change before joining DergiPark. If the journal has an archive from the old name and this archive is not located in DergiPark, a past name change application must be made.
  • The user registered in the BYK role clicks on the Name Change Application option from the Journals page.
  • He/she clicks on the Past Name Change Notification option, fills out the application form, and the application record is formed.
  • The application is checked by DergiPark. When the application is approved, the journal passes to the accepted status. When accepted, an automatic e-mail is sent to the BYK role. At this stage, mandatory fields are listed on the panel to the Editor-in-Chief assigned by the BYK. The listed mandatory fields must be filled. Also, the participation agreement automatically falls to the BYK role. When the processes of both roles are completed, the old journal record is formed and an automatic e-mail is sent.
  • The homepage of your journal is kept over its new name in a way that it will be a single view. When searched with both old links and new links, it redirects to the single page with the new nameç On the homepage belonging to the new name of your journal, the archive belonging to the old journal is shown. History is included.
  • The creation of the old journal and its association with the new journal is only related to the archive display. To protect the citations of the articles located in the old journal name, your archive is kept on the Issues page under the old name of the journal. 
  • The archive is checked by DergiPark. If the archive of the old journal is to be transferred by DergiPark, an archive transfer record is created. 
  • If the archive is to be transferred by the journal, the editor must upload  the archive.
  • If the archive is to be added by the editor, fill in the form for the article from the Menu>>Issues and Articles>>Add page, upload its file, and save.
  • Issue sections are created from the Menu>>Issues and Articles>>Issue Section page.
  • By passing to the Menu>>Issues and Articles>>Issues page, an issue is created, and the added articles are assigned to the issue.
  • Thus, the article can be assigned to the issue in the journal and published.
  • Published articles take place under the old journal name on the issues page of the new journal.
  • Registered users in the current journal are not transferred to the journal with the old name.

 

DergiPark Follow-up

  • DergiPark is not an index. However, within the scope of the free service provided, it is followed whether the journals comply with certain academic publishing rules and when necessary, journal are removed from DergiPark. When the determined rules are not complied with, a flag will be added to the journals by the system and an information e-mail will be sent to the Editor-in-Chief and Scientific Publication Coordinator according to the flag. When necessary, flags will be evaluated by DergiPark and warning messages will be conveyed from the Messages page.
  • Flags
  • Flags added by DergiPark are shown on the journal inner page. These flags are viewed by the Scientific Publication Coordinator and the Editor-in-Chief.
  • Added flags ensure that the journal can be followed more easily.

DergiPark Follow-up /Flags and Their Workings

 

Flag

Working

Issue Correction processes

A flag is added for every correction request made by the Editor-in-Chief. Since making changes after publishing an issue may lead to ethical violations, journals with flags on this subject are taken under follow-up.

Waiting for response

In case a response to a message is expected from the Editor-in-Chief or Scientific Publication Coordinator roles, the waiting for response flag is added.

Archive status

It is added to follow the journal archive transfer status. Follow-up for archive transfer can be done by both Editor-in-Chief and the Scientific Publication Coordinator. (Transfer to be Made, Waiting for Transfer Data, Transfer being Made, Transfer Cancelled, Editor Transferred, and Transfer Completed )

No board

The no board flag is added to the journal that does not have a board. When the journal publishes its board, the flag is automatically removed.

Journal changed fee policy

It is added when the journal makes a change in the Fee Policy. The administrator follows the changes the journal has made about the fee policy. 

ISSN/e-ISSN

1 month after the issue publication date, if the e-ISSN number has not been filled by the journal, an information e-mail will be sent to the Scientific Publication Coordinator and a flag will be added. When the e-ISSN number is entered into the journal, the flag will be automatically removed.

Issue follow-up

At the end of 1 year after the new and name-changing journals are published, if they still have not published an issue, the issue follow-up flag is added. An information e-mail is sent to the Editor-in-Chief and the editors registered in the journal.

Period Warning

The end of the next month for the selected period is checked and an information e-mail is sent to the Editor-in-Chief and the editors registered in the journal stating that the issue has not been published. The journal receiving the warning falls into passive status and a flag is automatically added. If the journal complied with its next period, the flag is automatically removed.

Missing Issue

By looking at the periof of the journal, the publication months at the end of the year and the months it published are compared. If the months it published are few in number, the Missing Issue flag is added to the journal.

Extra Issue 

By looking at the period of the journal, the publication months at the end of the year and the months it published are compared. If the months it published are many in number the Extra Issue flag is added to the journal.

Waiting for issue publication for archive

For the archive transfer of the journals to be started, they need to publish an issue after being taken into the in publication status. Until this issue published, the "waiting for issue publication for archive"  flag is added. After the journal publishes its issue, the flag is automatically removed.

Ready for transfer

If the journal came to DergiPark as archived and published its issue, the "waiting for issue publication for archive" is removed and the "ready for transfer" flag is added. Transfer processes of the journal are started.

Mandatory Update Follow-up

When a mandatory update comes, a flag will be added to all journals with that update. When the update is done by the journals, the flag is automatically removed.

 

Messages

  • Messaging is done between Administration, Scientific Publication Coordinator, and Editor-in-Chief roles. 
  • The messaging subject is selected by the Administration and messaging is started.

Journal Application

  • Journal application is made by Scientific Publication Coordinator role.
  • If the journal changed its name and is a removed journal, the application is carried out by the BYK role by selecting the relevant journal from the Journals page. 

Period Selection

  • While publishing an issue, the journal selects the period it has declared in the new structure.
  • This period selection is made mandatory in a normal issue. The month sekected in a normal issue cannot be selected more than oncce. Period selection is not made for an extra issue. In a special issue, period selection is not made mandatory.
  • The system makes a calculation according to the period the journal has declared.
  • All published issues are compared with the declared period.

Period Request

  • Journal announce in which months they will publish issues within a year on their pages.
  • If a period change is to be made, this request is conveyed by the Editor-in-Chief with the "Send Period Update Request" option from the Journal Settings page.
  • The accepted period is recorded in the system to be valid for the next year.
  • Journals that change period information frequently are taken under follow-up. 

Period Follow-up

  • A check is provided at the end of the next month for the selected period and a mail is sent to the Editor-in-Chief and editor roles stating that the issue has not been published.
    Period Warning: If the journal did not comply with the period, a warning mail is sent. The journal receiving the warning mail falls into passive status and a flag is automatically added.
    Missing Issue: By looking at the period of the journal, the publication months at the end of the year and the months it published are compared. If the journal published missing issues, the missing issue flag is added.
    Extra Issue:  By looking at the period of the journal, the publication months at the end of the year and the months it published are compared. If the journal published extra issues, the extra issue flag is added.

Issue Correction Request

  • The request is sent by the Editor-in-Chief from the three dots next to the relevant issue from the "Issues" page.
  • When the journal sends an issue correction request and when the request is answered by the Administration, an information e-mail is sent to the Editor-in-Chief role.
  • The request made can be followed from the Issue Correction Requests page.

 

Issue Follow-up (For New and Name-Changing Journals at the End of the Year)

  • In new and name-changing journals, if an issue has not been published at the end of 1 yeaer after being moved to the in publication status, an automatic mail is sent to the editors registered in the journal and the Editor-in-Chief role, and the Issue Follow-up is added.

Archive Transfer Operation

  • If the archive of the journal is to be transferred by DergiPark, the system waits for the relevant journal to publish an issue.
  • After the journal publishes an issue, the admin starts the transfer process for the archive of the journal.
  • Details belonging to the transfer take place under the heading Menu>Journal Management>Archive Transfers on the journal inner page. 
  • This page is viewed by the editors registered in the journal and the BE.
  • When the transfer is started and completed, a mail is sent to the BE and the editor roles registered in the journal.

Past Archive Uploading

  • When the journal wants to upload its past period, it clicks the Upload Archive button from the Issues page.
  • It can upload editorial issues from the upload archive page. However, if the editor publishes his/her issues withing the year he/she is in from this page, period conditions work.
  • On the archive uploading page, early view and future issue do not take place in the statuses of the issue.
  • In a special issue, the fields for tag, subject and Date to be Closed to Article Submission do not take place.
  • Complaints conveyed to DergiPark about the journal will be followed by adding a flag.

About Journal Application

 

Journal applications will now be made by the Publisher.

 

In the current practice, only Publisher information was included on journal pages. With the new regulation made, a page will be created for each publisher and a DergiPark user authorized with Publication Coordination will manage this page.

 

Why was the Publisher Page Needed?

 

1. By adding Publisher Page information among the application conditions in international authority indexes and open access platforms, it is requested that the Publisher name be clearly defined here and a verifiable, physical address (Not a post box) be presented.

 

2. Recommendations are made under the title of “Principles of Transparency and Best Practice in Scholarly Publishing” by cooperating between COPE and DOAJ (Directory of Open Access Journals), OASPA (Open Access Scholarly Publishing Association), WAME (World Association of Medical Editors). DergiPark adopts COPE principles and among these principles, the requirement for a web page belonging to the publisher is stated as “Information on the ownership and management of a journal should be clearly indicated on the journal's website” and “If a journal is affiliated with a society, institution, or sponsor, links to the websites of these institutions should be provided where possible.”

 

With this improvement made, a change has been made in the execution of some processes, primarily the journal application. As it is known, DergiPark, besides hosting journals, also offers article process management services. The process is carried out by defining authorization for certain roles (such as editor, reviewer, author) for the evaluation of articles and publication of issues. With the same approach, the authorization of a person to be determined by the relevant publisher for the Publisher Page will be made with the “Publication Coordinator” role.

 

Publication Coordinator Authority and Responsibilities

Filling in and keeping publishes page contents up to date,

Regarding their journals:

To make application, Journal name/ISSN change,

To determine the fee policy,

To give the information that publication life has been terminated,

To perform Editor-in-Chief authorization,

To sign the participation agreement,

To be in communication with DergiPark users and employees.

After all these changes are put into use and authorizations are made, the journal application will be made active again.

 

 

DergiPark DOI Usage Rules and Conditions

Journals located within the scope of DergiPark can benefit from the DOI (Digital Object Identifier) service for free in accordance with the following rules and conditions .

DergiPark DOI Usage Rules and Conditions

  • • The journal that wants to benefit from the service must be located in DergiPark.
  • • The journal archive must be up to date and compatible with the announced period.
  • • The average number of articles per issue should not be less than 5 (five).
  • • Mandatory pages determined by the system must be prepared meticulously with journal-specific and explanatory contents, not as a formal requierement.
  • • It must fulfill at least one of the following two criteria.

1. It must be indexed in any of the TR Dizin, WOS, SCOPUS databases, and must publish its issues regularly and currently on DergiPark.

2. It must carry out its editorial processes through the DergiPark system.

  • • For each article, at least two reviewers other than the editor must be assigned
  • • Multiple-choice questions should be included in reviewer evaluation forms, graded options should be put, and explanation fields should be ensured to be filled in detail.
  • • The evaluation form prepared on DergiPark should be sent to the reviewers, it should be ensured that the reviewers return an answer by filling this form, major revision decisions should be taken to the 2nd round evaluation
  • • An acceptance decision should be given for the article and it should be taken into the publication process

Journals that will benefit from the DOI service by providing the second criterion must have published at least 2 issues as having used the process for all articles. For journals that are observed to have completed this process carelessly (evaluation period very short or long, reviewer evaluation forms insufficient, reviewer diversity limited or selected from editorial boards, author diversity low or from editorial boards) and by ignoring ethical rules, or journals whose total number of articles in 2 issues is found insufficient, it will be expected to release a few more issues.

It is mandatory for them to fulfill the same condition for the issues released after the DOI service starts.

Journals newly starting publication life must be providing the 2nd condition to benefit from this service.

  • • Journals eligible to benefit from the DOI service are obliged to fill in the form on the Crossref page that will be conveyed by DergiPark. After filling the form, the account opened by Crossref is reported to ULAKBİM. This period takes a few weeks. Journals accept and commit that the articles for which they want to receive DOI service are original and have not been published anywhere else. In the opposite case, the responsibility belongs entirely to the journal, the journal's responsible managing editor, and the author.
  • • Within the scope of DergiPark DOI service, DOI cannot be obtained for pages such as journal cover, from the editor, generic.
  • • Journals can receive DOI for issues released as of the date the DergiPark DOI service started. Retroactive DOI cannot be obtained through DergiPark.
  • • Journal pages must be current and their issues must be published regularly.
  • • DOIs obtained through DergiPark are valid on the DergiPark page of the relevant journal, In case the journal leaves DergiPark, redirection can be made.
  • • Journals must act in accordance with publishing ethical rules. Notifications conveyed to DergiPark regarding the ethical violations of the journal are taken into account and action is started.
  • • Due to Sponsor imstitution agreement made with CrossRef, apart from the membership fee paid to CrossRef every year, a fee is paid by ULAKBİM for every DOI obtained. DergiPark DOI service is a free service for journals and has the authority to cancel in cases where the conditions stated above are not met.

To apply for a DOI, it is necessary to log in with the DergiPark Editor-in-Chief role.

TÜBİTAK ULAKBİM has all kinds of rights regarding the cancellation or continuation of the service.