SAKARYA UNIVERSITY SCIENTIFIC JOURNALS COORDINATION DIRECTIVE
SECTION ONE
Purpose, Scope, Basis, and Definitions
Purpose
ARTICLE 1- The purpose of this Directive is to regulate the procedures and principles regarding the objectives, fields of activity, governing bodies, duties and working method of Sakarya University Scientific Journals Coordination, which undertakes the coordination task to increase the publication quality of scientific journals published within the body of Sakarya University or to be published within the scope of a common publication strategy based on scientific and ethical principles and to ensure their admission by national/international high-level indices.
Scope
ARTICLE 2- This Directive covers the provisions related to the objectives, fields of activity, governing bodies, duties and working method of Sakarya University Scientific Journals Coordinator, which was created to support the activities of scientific journals published within the body of Sakarya University, to increase their quality and to contribute to the solution of potential scientific and ethical problems.
Basis
ARTICLE 3- This Directive has been prepared on the basis of the 14th Article of the Higher Education Law dated 4/11/1981 and numbered 2547.
Definitions
ARTICLE 4- (1) Wherever the following terms appear in this directive, they shall be taken to refer to;
a. University: Sakarya University,
b. Rector: Rector of Sakarya University,
c. Rectorate: Sakarya University Rectorate,
d. Senate: Sakarya University Senate,
e. Responsible Vice-Rector: Vice-Rector of Sakarya University, who is responsible for the operation of Sakarya University Scientific Journals Coordination,
f. Coordination: Sakarya University Scientific Journals Coordination,
g. Coordinator: Sakarya University Scientific Journals Coordinator,
h. Assistant Coordinator: Sakarya University Scientific Journals Assistant Coordinator,
i. Editor-in-Chief: Editor-in-Chief of each scientific journal published within Sakarya University
j. Editorial Board: The editorial board of scientific journals published within the body of Sakarya University
k. Field Editor: The person who ensures that all kinds of academic publications such as books, journals, etc. prepared by the authors in a certain field are organized and made ready for publication,
l. Scientific Journal: Periodical publications published periodically in accordance with the legal regulations within the faculties, institutes, colleges, conservatories, vocational schools, and centers of Sakarya University,
m. Journals: Periodicals that operate within the university and represent scientific research and reviews.
SECTION TWO
Duties, Powers, and Responsibilities
Coordination Board
ARTICLE 5 – (1) The coordinatorship board is the decision-making body of the coordinatorship. The Board consists of five members, four of whom are the Coordinator and the Editor-in-Chief of Sakarya University Journals.
(2) The members to take part in the coordination committee are determined by the Rector upon the proposal of the Coordinator from among the editor-in-chief of Sakarya University Journals. In determining the members, there must be a balance between different disciplines. Expired members may be reappointed. New members are appointed to complete the remaining period for members who leave before their expiry, whose chief editorial duties have expired, or who have been appointed abroad for more than six months.
The coordinating committee meets at least once every six months. Decisions are taken by the majority of votes.
Duties of the Coordination Board
ARTICLE 6- The duties of the Coordination Committee are as follows:
(1) To plan the scientific, technical, and administrative activities of the Coordinator's Office, to make decisions on the issues related to the management and work, to determine the working mode, to determine the qualifications of the personnel to work in the Coordinator's Office, to discuss and decide the plans and work programs related to the Coordinator's Office,
(2) To evaluate the applications made to the coordinatorship and to express an opinion,
(3) To determine the principles of cooperation with other institutions/units,
(4) To make detailed decisions on application and research areas by evaluating the available possibilities,
(5) To decide whether the publication activity of the journals within the coordinatorship will be paid or not and to determine the fee if it is decided to be paid,
(6) To examine the recommendations of the Coordinator regarding the unit and groups to be established within the Coordinatorship and the personnel to be assigned to them, to make suggestions and recommendations to the Coordinator, to make decisions on all kinds of issues to be raised by the Coordinator,
(7) Preparing the year-end activity reports, ensuring that the reports are submitted to the Rectorate through the Coordinator, determining the work program for the next year, and submitting it to the Rectorate
Duties of the Vice-Rectorate Responsible for Coordination
ARTICLE 7 – (1) The duties and responsibilities of the Vice-Rector regarding the coordination are as follows:
a. The Vice-Rector monitors the activities of the Coordination Office and participates in meetings when necessary.
b. Makes the necessary assignments for the necessary personnel support in the issues of correspondence and archiving related to the routine operation of the coordinatorship.
c. Assigns University staff with appropriate qualifications required in legal problems, foreign language, software, and other matters to contribute to the Coordination Office.
d. Provides the necessary support for other requests that may come from the coordinatorship, within the framework of the resources of the university
Coordinator
ARTICLE 8 – (1) The coordinator is appointed by the Rector from the faculty members of the University, for three years. The Coordinator whose term of office has expired may be reassigned.
(2) The Coordinator is primarily responsible to the Rector for the regular execution of the works and the supervision of all activities of the Coordinator in line with the objectives of the Coordinatorship.
(3) The coordinator leaves one of his assistants as a proxy in short-term departures. The power of proxy to the coordinator cannot last more than six months. If the power of attorney lasts more than six months, the Coordinator's duty terminates. In the event that the Coordinator is dismissed or resigns before the end of his/her term of office, a new Coordinator shall be appointed by the Rector.
Duties of Coordinators
ARTICLE 9- (1) The duties of the coordinator are as follows:
a. To represent the coordinatorship,
b. To ensure that the works of the coordinatorship are carried out regularly in line with its objectives, to supervise all activities of the coordinatorship and to take the necessary measures in these matters,
c. To implement the decisions taken by the coordinatorship and to carry out the work program,
d. To work in coordination with Sakarya University Publishing House,
e. To make the assignments required by the coordinationship,
f. To ensure coordination regarding the implemented programs and activities,
g. To submit the annual activity report of the coordinatorship and the work plan and program for the following year to the approval of the Rector,
h. To determine the job description of the academic and administrative personnel who will take part in the coordination, to prepare the needs of the coordination together with their justifications, and to submit them to the approval of the Rector,
i. To prepare the short, medium and long term goals and policies of the coordinatorship and the training, research and consultancy programs related to them,
j. To contact the institutions and organizations in the country and abroad related to the activities of the coordinatorship, to cooperate and to carry out other mutual relations in accordance with the procedures.
k. To determine the price of all kinds of products and services, courses and similar training activities to be carried out within the coordinatorship,
l. To carry out other duties assigned by the Rectorate.
Coordinator Assistants
ARTICLE 10 – (1) A maximum of two lecturers of Sakarya University are appointed as coordinator assistants for three years by the Coordinator to assist with the Coordinatorship.
(2) When the coordinator is not in charge, he/she leaves one of his/her assistants as a deputy.
(3) The Deputy Coordinator carries out the activities of the Coordinatorship in cooperation with the Coordinator.
(4) Upon the termination of the duty of the coordinator, the duty of the assistant coordinators shall be terminated.
Duties of Assistant Coordinators
ARTICLE 11- The duties of the assistant coordinators are as follows;
(1) To examine the proposals of the Coordinator regarding the units and groups that may be formed within the Coordinatorship and the personnel to be assigned in them,
(2) To make suggestions and recommendations to the coordinator,
(3) To control the processes of the applied indexes and to make suggestions to the Coordinatorship,
(4) To check the publication processes of the journals and submit a report to the coordinator.
Coordination Office Units
ARTICLE 12 – (1) The relevant units are established by the Coordinator in order to carry out processes in line with the objectives of the Coordinatorship.
(2) The head and two members of the coordinating unit are appointed for two years by the vice-rector with the proposal of the coordinator.
(3) The coordinating units are composed of the faculty members, coordinator employees and/or experts of the University, depending on the nature of the work to be done.
(4) Coordinating units shall submit a report to the Coordinator on the activities they carry out.
SECTION THREE
Objectives and Fields of Activity of the Coordination Office
Objectives of the Coordination Office
ARTICLE 13– (1) The objectives of the coordinatorship are as follows:
a) To coordinate all scientific journal activities of Sakarya University under a central organization and provide information support,
b) To regulate the procedures and principles regarding the planning, publication, printing, distribution, and sale of printed and/or electronic journals of Sakarya University and its units,
c) To work in coordination with Sakarya University Scientific Publication Coordination Office,
d) To establish the relevant units in order to establish the infrastructure for the common needs of publishing activities and to increase the quality of scientific journal activities,
e) To contribute to academic development in the scientific field, to conduct researches and applications to increase the quality of academic publications, to seek solutions to problems that may be encountered in increasing academic quality,
g) To cooperate with institutions and organizations abroad and in Turkey in the field of scientific journals,
h) To lead the formation of international standards in publishing activities and carry out standardization, certification, and indexing activities with international validity,
i) To provide research, information, and consultancy services on issues such as publishing rights, copyright, and license agreements,
k) To examine national and international studies on scientific journal activities in cooperation with various units of the university,
l) To carry out other duties related to scientific journals given by the Rectorate.
Fields of Activity of the Coordination Office
ARTICLE 14 – (1) The fields of activity of the coordinatorship are as follows:
a. To carry out evaluation and development studies of scientific journals; to monitor recent developments in the world and benefit from newly developed scientific knowledge,
b. To cooperate with national and international coordinators/centers for similar purposes,
c. To organize trainings on all subjects in all fields of activity,
d. To organize activities supporting the searching targets in national and international indices within the framework of the procedures and principles to be followed by the journals published within the university,
e. To carry out other activities determined by the Rector within the scope of the working area of the Coordinator or to perform other duties assigned in accordance with the purposes of the Coordinator.
SECTION FOUR
Principles Related to Scientific Journals
The Concessionaire
Article 15- (1) The Rector of Sakarya University is the concessionaire of all journals established by the units within the university. The procedures and principles regarding the planning of the journals on behalf of the Rectorate, ensuring their compliance with the publication rules and publishing processes are carried out by the Scientific Journals Coordinator.
(2) The concessionaire must be specified on the copyright/generic section of the journal.
Editor in Chief
ARTICLE 16 — (1) The Editor-in-Chief is the person who manages the entire publication and review process from the admission of the article to its publication and is responsible for the quality and performance of the journal. The Editor-in-Chief is referred to as the “Editor in Chief” in English-language journals.
(2) The Editor-in-Chief may appoint guest editors if needed.
(3) The Editor-in-Chief is appointed by the Rector with the recommendation of the Scientific Journals Coordinator Office and the relevant unit for a period of three (3) years from the faculty members of the relevant unit, excluding the Dean, School Director, and Institute Director, who have at least the title of doctor, in accordance with the purpose, scope and field of the journal, and who meet the following conditions.
If deemed necessary, the relevant Rector may change the Editor-in-Chief. The Editor-in-Chief whose term of office has expired may be reappointed.
Duties of the Editor-in-Chief
ARTICLE 17 — (1) The duties of the Editor-in-Chief are as follows:
a. To carry out works for the publication of articles with high scientific quality in the journal,
b. To ensure that journals are published in accordance with the determined periods,
c. Coordinating the execution of services such as collecting the articles, making preliminary evaluations, sending them to the reviewer, evaluating the reviewer reports, monitoring the edits to be made in line with the reviewer's suggestions, making the articles suitable for publication,
d. To create reviewer evaluation forms in accordance with the journal,
e. To ensure that the format characteristics of the submitted articles comply with the journal criteria,
f. To ensure that the review process is carried out within the framework of confidentiality principles,
g. To fulfill the duties related to the printing and publishing of journals.
h. To maintain communication with the national and international field and citation indexes, to carry out the necessary studies to ensure that the journal is included in the indexes by receiving support from the relevant units,
i. To ensure that the reviewer reports are archived,
j. To establish the necessary journal boards, especially the editorial board and the advisory board of the journal,
k. To create the necessary sub-units (editorial assistants, field editors, statistical editor, language editor) to increase the scientific quality of the journal and to publish regularly,
l. To transmit the information of the journal to the relevant places in a timely manner to be indexed in national and international field and citation indexes and databases, according to the announced journal publication periods of the journal,
m. To work in cooperation with the Scientific Journals Coordination Office in the formation of the committees of the journal, in the definition of the relevant units and roles, and in the publication and review processes,
n. To ensure that the articles are arranged according to the publication principles of the journal.
Assistant Editor
ARTICLE 18- (1) Assistant editors are appointed by the Editor-in-Chief.
(2) When the tenure of the Editor-in-Chief expires, the tenure of the assistant editor also expires.
(3) The Assistant Editor is responsible to the Editor-in-Chief.
Duties of Assistant Editor
ARTICLE 19 — (1) The duties of the Assistant Editor are as follows:
a. To assist the Editor-in-Chief in the work related to the journal,
b. To edit the articles during the evaluation process, if necessary,
c. Assigning reviewers to the articles they undertake as field editors and ensuring the evaluation of the articles,
d. To ensure that the communication between the reviewer-author-field editors is maintained within the framework of ethical rules,
e. To follow the index processes in coordination with the Editor-in-Chief,
f. To make the necessary updates to the journal web page,
g. Preparing the rules of journal writing,
h. Creating and examining plagiarism reports,
i. Working in coordination with the Editor-in-Chief and the Coordinator of Scientific Journals.
j. To perform other duties assigned by the Editor-in-Chief.
The Editorial Board
ARTICLE 20 — (1) The Journal Editorial Board consists of the editor and representatives from various disciplines and experts in the field related to the purpose and scope of the journal. The Journal Editorial Board is called the "Editorial Board" in English-language journals.
(2) The Journal Editorial Board is formed by the Editor-in-Chief of the journal in cooperation with the Scientific Journals Coordination Office.
Duties of the Journal Editorial Board
ARTICLE 21 — (1) The duties of the Journal Editorial Board are as follows:
a. To select the reviewers from among the scientists who have made a name in the national and international arena and are related to the subject of the article,
b. To decide whether the articles submitted to the journal are within the scope of the journal's interests,
c. To carry out the process of checking and approving the articles whose reviewer processes have been completed,
d. To support the editor-in-chief throughout the publication and peer review processes of the journal,
e. Working in cooperation with the Scientific Journals Coordination Office during the publication process of the journal.
The Peer Review Process
ARTICLE 22 — (1) The peer review process is carried out as follows:
a. An article that has passed the preliminary evaluation stage is sent to at least 2 (two) reviewers who are experts in their field to be determined by the editors or field editors according to the quality of the study. It can be sent to more than two reviewers if needed. In order for the article to be published, it is required that the positive reviewer reports are in the majority. In case of equality or inconsistency in the opinions of the reviewers, the article may be rejected or accepted in line with the opinion of the editorial board, or it may be sent to other reviewers.
b. The peer reviewer process is conducted in confidence.
c. The Editorial Board decides the publication of the studies in line with the opinions of the reviewers.
d. During the peer reviewer process, compliance with the principles of scientific research and publication ethics is ensured.
Principles of Press and Publication
ARTICLE 23 — (1) The principles of press and publication are as follows:
a. Printed and electronic publications are published regularly according to the announced journal publication periods and transmitted to the relevant places in time to be indexed in databases.
b. Journals are published at least once a year. The publication type and frequency of the journal must be specified on the copyright/generic page of the journal.
c. The writing rules of the journal are published on the web page of the journal, and all scientific articles in the journal comply with the writing rules of the journal.
d. The articles should be in accordance with the scientific writing and citation format specified in the journal publication principles.
e. If the publications are not written in the Latin alphabet, at least the abstract, abstract, extended abstract, English abstract, and English extended abstracts are given in Turkish and/ or English together with the bibliographic title (article title, keywords), and there is also a bibliography written in the Latin alphabet in such articles.
f. Articles should include the author's name, institution, e-mail address, and ORCID number under the title.
g. In the articles to be published, there must be a bibliography (reference) in accordance with the writing and citation format specified in the journal publication principles.
Principles of Publishing
ARTICLE 24 - (1) It is essential that the journals to be published within the university publish in the periods determined by them. It is controlled by the Coordinatorship whether there is publishing in the said periods.
(2) The Scientific Journals Coordinator Office is authorized to publish, reproduce, press, and distribute the journals in printed form.
Journal submissions
ARTICLE 25- (1) For scientific journals to be published for the first time, a journal editorial board/publishing board established to carry out the activities of the journal applies to the Scientific Journals Coordinator Office with a report including the publication purposes, vision, and mission of the journal.
(2) After making the necessary examinations according to the criteria of national and international indexing organizations, the Scientific Journals Coordination Office submits the application it deems appropriate and its proposal for the establishment of the journal to the Senate.
(3) The establishment approval of the journal is given by the Senate decision. After the approval of the publication of the journal, it is the responsibility of the editorial board/editorial board of the journal to publish the journal according to the criteria of national and international indexing organizations.
Secretariat
ARTICLE 26- Official procedures related to the published journals, relevant correspondence, DOI reception, ISSN, E-ISSN applications, and secretarial works are carried out by the Scientific Journals Coordinator Office.
Ethical violations
ARTICLE 27- When ethical violation is detected in relation to the preparation or publication of a publication, the provisions of the Council of Higher Education Scientific Research and Publication Ethics Directive are applied. If an ethical violation is detected in accordance with the provisions of the Directive, an investigation may be initiated against the relevant author(s) in accordance with the relevant articles of the Higher Education Law No. 2547.
SECTION FIVE
Miscellaneous and Final Provisions
Need for Personnel and Physical Space
ARTICLE 28 – (1) The academic, technical, administrative personnel, and physical space needs of the coordinatorship are met by the Rectorate according to Article 13 of Law No. 2547.
Enforcement
ARTICLE 29-This Directive enters into force on the date it is accepted by the Sakarya University Senate.
Executive
ARTICLE 30 — (1) The provisions of this directive are executed by the Rector of Sakarya University.
