Difference between revisions of "Code4Lib Journal Email Templates"

Latest revision as of 22:29, 8 February 2024

See also Code4Lib_Journal_Deadlines

Call for proposals

Post to the Code4Lib Journal Publicity Venues.

Call for Papers (and apologies for cross-posting):

The Code4Lib Journal (C4LJ) exists to foster community and share information among those interested in the intersection of libraries, technology, and the future.

We are now accepting proposals for publication in our <nth> issue. Don't miss out on this opportunity to share your ideas and experiences. To be included in the <nth> issue, which is scheduled for publication in mid <Month YYYY>, please submit articles, abstracts, or proposals via the Submission Form by Friday, <Month DD, YYYY>. When submitting, please include the title or subject of the proposal in the subject line of the email message.

C4LJ encourages creativity and flexibility, and the editors welcome submissions across a broad variety of topics that support the mission of the journal. Possible topics include, but are not limited to:

• Practical applications of library technology (both actual and hypothetical)
• Technology projects (failed, successful, or proposed), including how they were done and the challenges faced
• Case studies
• Best practices
• Reviews
• Comparisons of third party software or libraries
• Analyses of library metadata for use with technology
• Project management and communication within the library environment
• Assessment and user studies

C4LJ strives to promote professional communication by minimizing the barriers to publication. While articles should be of a high quality, they need not follow any formal structure. Writers should aim for the middle ground between blog posts and articles in traditional refereed journals. Where appropriate, we encourage authors to submit code samples, algorithms, and pseudo-code. For more information, visit C4LJ’s Article Guidelines or browse articles from the earlier issues published on our website: https://journal.code4lib.org.

Remember, for consideration for the <nth> issue, please submit proposals, abstracts, or draft articles via the Submission Form no later than Friday, <Month DD, YYYY>.

When a proposal has been accepted, authors will submit drafts to the assigned editor in a format likely to be widely readable (with a strong preference for Google Docs). The article should be accompanied by brief "about the author(s)" metadata. We may request the submission in a different format if we have trouble with yours.

Please note that articles published in C4LJ must be licensed by their authors under a <a href="http://creativecommons.org/licenses/by/3.0/us/">US CC-BY license</a>. We recommend but do not require that any included code also be given an <a href="http://www.opensource.org/licenses/category">open source license</a> suitable for code. Authors are free to publish articles anywhere else in addition to C4LJ.

By submitting the proposal you accept that the email and full name of authors will appear with your submission, and that all named authors are consenting to this. If your article involves the utilization of individuals’ personal data (such as but not limited to email addresses, unique identifiers, borrowing history - a <a href="https://www.dol.gov/general/ppii">potentially useful definition is available from the US Department of Labor</a>) it is not currently eligible for inclusion in Code4Lib. The editorial committee is undertaking an audit of internal editorial practices in order to prevent accidental exposure of personally identifiable information.

Note: We cannot accept files with the anticipation we host them as attachments to the article, and encourage use of open formats in linked files.

For more information, see our <a href="https://journal.code4lib.org/article-guidelines/">Article Guidelines</a> and the Journal's <a href="https://journal.code4lib.org/process-and-structure/">Process and Structure</a>. Send in a submission. Your peers would like to hear what you are doing.

Code4Lib Journal Editorial Committee

Submission Acknowledgement

Thank you for submitting a proposal to the Code4Lib Journal. We appreciate your participation in the Code4Lib community.  The editors have received your proposal and will be in touch with you { within 2 weeks  or put date if reviewing all together}  regarding its appropriateness for publication in C4LJ.  We will notify you if we need additional information to make this decision. Please feel free to contact me if you have additional questions.

The C4LJ editorial team has begun collecting demographic data about abstracts submitted in an effort to understand the diversity (or lack thereof) of proposals submitted. This data will not be connected to your submission or viewed by the editorial team during the process of voting on submissions. The aggregate data will be curated and made publicly available annually. If you would be willing to participate and have not already done so, please use the following link. We would appreciate your distributing the link to co-authors: https://forms.gle/4zHtARWPP7bNdniw6

Submission Acknowledgement with Request for CC-BY Affirmation

Thank you for submitting a proposal to the Code4Lib Journal. We appreciate your participation in the Code4Lib community.  The editors have received your proposal and will be in touch with you regarding its appropriateness for publication in C4LJ.  

Articles in the Code4Lib Journal are published with a Creative Commons 'By' license, and we require that all authors acknowledge that licensing (see http://journal.code4lib.org/article-guidelines#Copyright - "Copyright/Licensing" section).  Please send a reply and let us know if that is acceptable.

We will notify you if we need additional information to make this decision. Please feel free to contact me if you have additional questions.

Need More Information

Thank you for your interest in publishing in the Code4Lib Journal. 
The Journal is primarily focused on technological issues in libraries. 
In order to help the editors determine if your proposal is appropriate 
for this publication, could you share more details about the intended 
audience for the article and how it will address issues surrounding 
technology in libraries? Please respond to me with the additional 
information requested or to ask any additional questions. 

We look forward to hearing from you.

Proposal Accepted

See also Code4Lib Journal Deadlines.

I'm pleased to tell you that your recent proposal for an article about <TOPIC/TITLE> has been provisionally accepted to the Code4Lib Journal. The editorial committee is interested in your proposal, and would like to see a draft.

<ADDITIONAL COMMENTS about focus we'd like to see in the article or editorial committee concerns. Sample language: "We're especially interested in X, and we'd like you to make sure to flesh this out when you write the article." or "We're interested in this proposal if you can do X, Y, or Z.">

As a member of the Code4Lib Journal editorial committee, I will be your contact for this article and will work with you to get it ready for publication.  Working with me is second reader <SECOND READER>.  

<PICK_ONE>

Publishing an article in the Code4Lib Journal is a collaborative effort between the authors and editors.  The journal's editors work with authors throughout the draft-writing process to create a clear and useful article for the Code4Lib Journal audience.  That works best when a collaborative editing environment is used; we typically use Google Docs, but other tools such as Office 365 and even Etherpad can work as well.  When you have a draft ready for us to look at, please send me a link.

<OR>

Publishing an article in the Code4Lib Journal is a collaborative effort between the authors and editors. When you have a draft ready for us to look at, please send it to me in a common word processor format (for instance, DOCX for Microsoft Word or ODT for LibreOffice/OpenOffice). I will return it to you with my comments and the comments from other journal editors.

</PICK_ONE>

We hope to publish your article in issue <ISSUE> of the Journal, which is scheduled to appear <APPROXIMATE PUBLICATION DATE>.  To keep us on that publishing schedule, we have a series of deadlines—the first is the submission of a draft is <FIRST DRAFT DUE DATE>, but the sooner you can get us a draft the better—and the more likely we'll be able to get your article into the issue. Upon receipt of the draft, I will work with you to address any changes recommended by the Editorial Committee.  More information about our author guidelines may be found at http://journal.code4lib.org/article-guidelines.

Please note that final drafts must be approved by a vote of the Editorial Committee before being published.

We also require all authors to agree to US CC-BY licensing for the articles we publish in the journal. We recommend that any included code also have some type of code-specific open source license (such as the GPL). If the work described in the article makes use of personally identifiable information (PII), please confirm that proper approval was received from the relevant institutional review boards or equivalent bodies. Also please consider whether any of your images or screenshots require attributions.

We look forward to seeing a complete draft and hope to include it in the Journal. Thank you for submitting to us, and feel free to contact me directly with any questions.

If you could drop me a line acknowledging receipt of this email, that would be great.

Proposal Rejected

We regret to inform you that your recent proposal to the Code4Lib Journal for an article about <topic/title> has not been accepted for publication.  The Editorial Committee determined that it was not an appropriate match for the audience, mission, or scope of the Code4Lib Journal. [optional - comment about why it's not appropriate]

For more information about the mission of the Code4Lib Journal,  please see http://journal.code4lib.org/mission/.

Thanks for considering us, and please do not hesitate to submit a new or revised proposal in the future.

Article Ready for Review

Hello Author Name -

Your article is now in WordPress and ready for final review - preview instructions are given below. Please review the article and let me know if you see anything amiss. We expect the journal to publish {put approximate date here}. As a reminder, publication is contingent on final review by the editorial board.

Thank you for your contribution to the C4LJ community.

/// Article Viewing Instructions ///

Note: You cannot edit the article directly; please pass any changes along to me in the body of an email.

1. Log in to WordPress (https://journal.code4lib.org/wp-login.php )

username: author pass: {put current password here} NOTE: this login will take you to a generic profile page. Please do not change anything on this page.

2. Once you have successfully logged in, visit the proof for your article: https://journal.code4lib.org/?p={put_article_number_here}&preview=true

3. PLEASE don't change the password or share beyond your co-authors.

Call-for-Editors

The Code4Lib Journal (http://journal.code4lib.org/) is looking for volunteers to join its editorial committee. Editorial committee members work collaboratively to produce the quarterly Code4Lib Journal. Editors are expected to:

• Read, discuss, and vote on incoming proposals.
• Volunteer to be the assigned editor or second reader for specific proposals.

   ** Assigned editors work with the author(s) to make sure the article is as strong as possible, that the copy is clean, and deadlines are met.  They also enter the article into WordPress, making sure the formatting is okay, all images and tables look good, etc.
   ** Second readers act as a second set of eyes for the assigned editor.

• Read and comment on any other article that interests you.
• Volunteer for administrative tasks and projects as they crop up.
• Take a turn as Coordinating Editor for an Issue. The Coordinating Editor shepherds the issue through its life cycle.

We seek an individual who is self-motivated, organized and able to meet deadlines; is familiar with ideas and trends in the field; and has an interest in the mechanics of writing. There is a sometimes significant time commitment involved; expect to set aside ten or more hours a month.

It sounds like a lot of work, but it's also a lot of fun (if editing is your idea of fun).

Intrigued? Please send a letter of interest by xxxxxxxxxxxxx to journal_at_code4lib.org. Your letter should address these questions:

1) What is your vision for the Code4Lib Journal? Why are you interested in it?

2) What types of libraries have you worked with?

3) What are your areas of expertise and/or research?

4) How can you contribute to the Code4Lib Journal, i.e. what do you have to offer?

We encourage people who have previously applied and who are still interested to re-apply. We have had to turn down a lot of highly-qualified people in the past due to the large number of applications.

If you have any questions, contact us by email at journal_at_code4lib.org or ask any member of the editorial committee (listed at http://journal.code4lib.org/editorial-committee). We plan to make decisions about additional editors by XXXXXXXX.