WikiJournal User Group/Meetings/2022-09-07

WikiJournal User Group
Open access • Publication charge free • Public peer review • Wikipedia-integrated

Dates and locations:

September 7, 2022 12:00 PM UTC
September 9, 2022 10:00 PM UTC

Attendees

September 7

September 9

Agenda

Update on Wikimania activities
- Nigeria
- UK
- USA
Reminder to submit expenses to Sarah within 60 days of the event
- Non- US Editors: How to be reimbursed before WorkMarket comes online
Status update on submission backlog from each journal
- Any way to identify if a submission is desk rejected if it’s not submitted as preprint
PubMed
Discuss editorial board inactivity policy
WorkMarket update
Tech editor payroll processing
Meeting dates (recurring meetings)
Tech Editor Update
- Meetings
- Submissions policy
Board email addresses
Sister project proposal update

Notes 1

Update in Wikimania

Peter shared experience in Nigeria
- More students shown interest in WikiJournal :)
- Lots of missing information about Nigeria (culture, people, images of historic sites)
- hope more people are getting involved in WikiJ in the future in Nigeria
  - want to submit to WikiJournal or apply as associate editorial board member
Roger shared experience in UK
- seeing people presented how to set up a WikiJ page :)
  - i.e. New technology used to maintain or run a journal
Sarah: partnership developed in WikiMania with Edinburgh University and an improved relationship with WikiMania UK
Andrew shared experience in USA (New York)
- Sister projects proposals are often aborted due to poor proposal quality
- There is a lack of formal mechanism to approve new sister projects when there is a high-quality proposal
- Met Rosie in New York - She is supportive of our project. She would like to know more about which step our proposal is at
  - Thomas wrote a proposal 2019
  - Got a reply in 2020 of March; whether a risk assess is done unknown
  - Need to follow up with Thomas
- Sister Projects often need foundation board members' interest to bring proposal to board meetings i.e. Wikivoyage, Wikidata, Abstract Wikipedia etc

Submit expenses to Sarah within 60 days of the Wikimania event

More work needed to be done in admin
For non-USA attendees: set up Transferwise account

Admin
Hope to find a better way to set up meeting than using doodle polls or trying to set a recurring dates for upcoming meetings

Voted for a consistent date - first Wednesday of every month unless holiday conflicts. Will be sending out a recurring invite

Journal Updates
WikiJ Hum

seeking for peer-review coordinators for article
issue: quantity of publication by the end of the year; grant application deadline approaching

WikiJ Med

Roger: progressing and submitting paper
One paper (Rabeprazole) slipped through the crack and not published despite being accepted in 2018 Unclear why, but now resolved.

WikiJ Sci

Andrew: ongoing issue on authors abandoning submissions even though peer-reviewed is already done
Another issue was peer review coordinators stopped work without informing us, unable to reach them as they likely changed institution and their provided institutional email addresses are no longer in service
3 bird species article: needed to peer-review

Editorial board members inactive policy

Currently, 5 year terms. Inactive members essentially ignored.
Suggestion of a minimum of at least a 1 significant discussion entry or other contribution per year. If not resulting in notifications and then possibly removal of several board members. This should work as an incentive to be active. Once we get a better idea of how many active board members we have, we could focus on reaching out to attract more board members to join, who we think would be more active.
- Creation of an activity spreadsheet? Store in Wiki drive?
- Present this policy in next meeting (Friday)

Mechanism to identify inactive articles, i.e. desk reject articles - an author submitted multiple articles within one day; whether they have a pre-print or rejected

Currently it is impossible to track desk-rejected articles if they don’t have a submission on pre-print
Agreed not to create Wikidata item for desk-reject to reduce workload
Suggested to add a column to the authorship declaration form for notes (e.g. keeping track which submissions have been desk rejected, withdrawn or abandoned by author)
Example of a desk-reject article that is submitted through pre-print
- https://en.wikiversity.org/wiki/WikiJournal_Preprints/Whereas_an_observer_has_nothing_to_do_with_it!
  - (ps: include the ! mark of the link)
  - Category of the “rejected” - rejected on desk, inactive response etc.
Scholia (https://scholia.toolforge.org/) Multiple keywords for find reviewers

NOTE: technical editor and board members cannot submit articles in Wiki journals due to conflict of interest (decided by PubMed) :
https://en.wikiversity.org/wiki/WikiJournal_of_Medicine/Applications/PubMed_Central#Rejection_(several_issues_flagged)

Notes 2

Risk analysis. Do we need to do this or is this covered under the umbrella of wikiU? We’ll likely need to wait for Thomas, as he would have received the instructions.
Sarah V shared that an article in WikiJ of Humanities is being worked on by a tech editor
Sarah V will also reach out to the board one more time to get involvement on the outstanding pieces to try to get the ball rolling again and work through the backlog.
There is a Board “inactivity” policy in process. The vote was unanimous in Meeting one. The vote to approve from this meeting was also unanimous.
This new policy will be outlined publicly and emailed to all Board members. Though we also may need to look at the bylaws to make sure that doesn’t need to be changed. The goal to enact this new policy is the end of September 2022. Andrew L. will look at the bylaws to see what might need to be changed.
Anyone who has gone to Wikimania and needs reimbursement, contact Sarah H as soon as possible.
Heads up: to be indexed the major resources, the policy has to be that Board and tech editors can not submit articles while active on the Board or employed as tech editors
- We want to know more about what other journals do about this
There will be a once a month meeting for tech editors
The Board meeting schedules moving forward to be set to every first Wednesday of the month (one in the morning and one in the evening).
Andrew N. and Ellen shared their experience at Wikimania UK
- There will be a potential collaboration with University of Edinburgh
- Will promote WikiJournal to encourage submissions and to sign up as editorial board members
[The board moved into a confidential discussion over staffing. Public record has been redacted for privacy reasons.]
We often receive editorial board applications which have stellar professional and publishing experience, but lack open movement experience
Encourage more high-quality individuals to apply to editorial board, especially for Humanities
Andrew L. shared the “sister project” proposal (to break out from under Wikiversity to be standalone)