Series of Publications of the Northern European Association for Language Technology

(Draft 2, Nov. 2006, March 2007, June 2007)

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Content

  1. The Administrative Organization of the Series of Publications of the NEALT
    1. Editorial Board
    2. Editor in Chief
    3. The Members of the Editorial Staff
    4. Advisory Editorial Board
    5. The relationships between the NEALT and the Editorial Board of the Series of Publications
    6. Management of finances
  2. On the Objectives and Liabilities of the Series of Publications
    1. Copyright Contracts
    2. The Peer-Reviewing Policy
    3. Openness and the Length of the Peer-reviewing pProcess
    4. On Editing the Papers to be Published in an Electronic Archive
    5. Dissemination of the Research Works Accepted to be Published in the Series of Publications
    6. The Websites of the Series of Publications
  3. On the Copyrights, Intellectual Property Rights, and Human Rights
  4. Guidelines for Authors and Editors
Appendices Links

The Series of Publications (a Journal, Monographs, Conference Proceedings, and Reports) of the the Northern European Association for Language Technology (NEALT) are open access publications (Appendix I) . The Series of Publications are established to be a channel for dissemination of the research results of language technology done in the geographical area of the NEALT. The manuscripts to be published in the Series of Publications are accepted by the Editorial Board.

I. The Administrative Organization of the Series of Publications of the NEALT

The Series of Publications are conducted by the Editorial Board. The administrative staff consists of the Editor in Chief and the Editorial Board. In addition to these, there is an Advisory Editorial Board whose task is to support the work of the Editorial Board and the Editor in Chief.

  1. Editorial Board

  2. The Editorial Board accepts the manuscripts to be published in the Series of Publications. The members of the Editorial Board represent different subfields of language technology. The size of the Editorial Board may vary with respect to the requirements concerning the actual needs. The minimum size of the Editorial Board is five members. The Editorial Board is responsible for the peer-reviewing policy. The Editorial Board makes contacts with referees who do not belong to the Editorial Board, and makes sure that the reviewing principles in evaluation of the manuscripts are equal and objective. The Editorial Board with the Editor in Chief is responsible for dissemination of the works accepted to be published in the Series of Publications. In the case that the choice has to be done between several electronic archives or printing houses (cf. 2.5), the Editorial Board selects the archives or printing houses where the manuscripts will be published. The meetings of the Editorial Board are recorded in the minutes, and the minutes will be distributed to the administrations of the Series of Publications and the Board of the NEALT.
  3. Editor in Chief

  4. The Editor in Chief with the other members of the Editorial Board of the Publication Serie is responsible for the general policy of the Series of Publications. The Editor in Chief is the chair of the Editorial Board. The Editor in Chief is the official representative of the Series of Publications. The Editor in Chief is the link between the Board of the NEALT, the Editorial Board of the Journal, the authors of the research documents to be published, and the internet archives and printing houses where the research works to be published in the Series of Publications will be available. The Editor in Chief also maintains the contacts with the Universities and Institutions located in particular in the northwestern Europe, and with international mass media.
  5. The Members of the Editorial Staff

  6. Enlarging of the editorial stuff is dependent on the policy-making of the NEALT and the the Series of Publications. The number of the office-holders in the editorial staff can be increased on basis of the initiative of the Editorial Board of the Series of Publications.
  7. Advisory Editorial Board

  8. The Advisory Editorial Board is an additional organ which supports the work of the Editorial Board. The members of the Advisory Editorial Board work as referees of the manuscripts submitted to be published in the Series of Publications. Other functions?)
  9. The Relationships between the NEALT and the Editorial Board of the Series of Publications

    1. The Board of the NEALT with the Editorial Board of the Series of Publications makes decisions on the channel(s) for dissemination of the manuscripts accepted to be published in the Series of Publications.
    2. The Board of the NEALT participates in the administration of the Series of Publications (including the management of finances). The minutes of the official meetings of the Editorial Board of the Series of Publications will be distributed to the members of the Board of the NEALT.
    3. The auditors of the NEALT audit the annual balancing of the accounts of the Series of Publications. The reports will be distributed to the Boards of the NEALT and the Series of Publications.
  10. Management of Finances

  11. The Series of Publications are maintained by the NEALT which is a nonprofit association, and also the Series of Publications have the nonprofit basis. The Board of the NEALT with the co-operation of the Editorial Board of the Series of Publications is responsible for organizing the economical framework of the Series of Publications. There are two types of expenses caused by the publishing processes:
    1. the fees on "renting" the space at the websites of a publisher/an electronic archive (publishers/electronic archives) for dissemination of the documents to be published,
    2. possible technical costs, and
    3. remuneration of the office-holders. Covering the costs caused by the publishing processes can be organized with the help of the institutions and communities which work in the field of language technology:

      1. Universities and research institutions: The main part of the documents to be published consists of the results of the research works of doctoral and postdoctoral students and researchers working at the universities and research institutions locating at the geographical area of the NEALT. The home universities and institutions of these students and researchers are expected to participate in financing the publishing processes.
      2. Scientific foundations: the administration of the Series of Publications / the authors apply grants from scientific foundations.
      3. Companies and enterprises: When the manuscripts to be published represent work which is financed or supported by private or government-controlled enterprisers and companies or public institutions, these are also asked to support the publishing process. The same concerns publishing the research results which are going to be exploited by private or government-controlled enterprises and companies and public institutions.
      4. The NEALT: A part of the membership fees collected by the NEALT is used in maintaining the Series of Publications (e.g. the salaries of the auditors).

The Editorial Board of the Series of Publications negotiates the contracts on the managements of finances, and establishes a reliable economical basis for the working conditions of the Series of Publications.

II. On the Objectives and Liabilities of the Series of Publications

The administration of the Series of Publications takes care of the administrative tasks needed for publishing the manuscripts. The Editor in Chief and the referees of the Series of Publications oversee that the style and layout of the documents are prepared by following the instructions given in the Guidelines of the Series of Publications (Section IV).

  1. Copyright Contracts

  2. The administration of the Series of Publications is responsible for making the copyright contracts with the authors concerning the papers to be published in the Series of Publications. The copyrights are based on the Creative Commons principles. The copyright contracts are defined with licenses which contain several alternations with respect to the scope of the copyright licences.
  3. The Peer-reviewing Policy

  4. The peer-reviewing policy followed in evaluating the papers to be published in the Series of Publications at the electronic archive(s) is comparable with those used in evaluating the papers published in traditional publications. The Editor in Chief keeps records on the evaluation process (see the draft for the bookkeeping system below) (this part will not be open publicly).

    Name of the Series of Publications (a Journal, Monographs, Conference Proceedings, and Reports)

    Name of the Author Name of the Manuscript Received (Date) Name of the Referee Sent to the Referee (Date) Sent back to the Editor in Chief (Date) On Evaluation
    (Date)
    Dissemination of
    the Document (Date)
















  5. Openness and the Length of the Peer-reviewing Process

  6. The peer-reviewing process can be open or closed. In the open system, the author will be informed in more detail on the peer-reviewing process. The manuscripts are evaluated during the period of time specified at the websites of the Series of Publications. (in three months ???).
  7. On Editing the Papers to be Published in an Electronic Archive

  8. The manuscripts to be published are edited by following the self-archiving principle according to which the authors edit the manuscripts by following the instructions of the publisher. The instructions including the style sheets for the LaTeX and MS Word formats for different document types will be available at the websites of the Series of Publications. The Editor in Chief will send the accepted version of the manuscript to the channel (electronic archive or a printing house) where it is disseminated.
  9. Dissemination of the Research works Accepted to be Published in the Series of Publications

  10. There are several possibilities to organize the dissemination of the issues of the publications. Some alternates of principles in disseminations of the works published in the Series of Publications are given below:

    1. The NEALT establishes an electronic archive for dissemination of the publications. The websites of the archive(s) are maintained by the NEALT and the administration of the Series of Publications.
    2. The NEALT makes a contract with a printing house or an electronic archive which maintains electronic websites for dissemination of electronic scientific publications. An example of this kind of frameworks is the LiU E-Press. It must be noted that the LiU E-Press is established for publishing and dissemination of the research results done at the Linköping University, and that the papers published by the LiU E-Press have not gone through such peer-reviewing evaluation processes as those organized by traditional printing houses.
    3. The NEALT makes contracts with several publishers or printing houses which represent different subareas of language technology (examples of institutions which maintain electronic archives are found in Appendix III). The channels for publishing the manuscripts accepted to be published in the Series of Publications are selected on the basis of the specific subarea of the publisher/printing house/institution: for example, the papers on lexicon will be published at the websites of the publisher which is concentrated to publish documents on lexicon, etc.

    In all the cases, the administration of the Series of Publications maintains a catalogue /catalogues of the documents published by these series, and the links to the websites where the documents are published.
  11. The Websites of the Series of Publications

  12. The Series of Publications will have websites which are planned to serve the authors, publishers, institutions which finance the publication process, and general public. The websites of the Series of Publications will contain at least the following information:

    1. The administrative organization of the Series of Publications,
    2. The general policy followed by the Series of Publications, and the principles to be followed in dissemination of the papers to be published in the Series of Publications,
    3. Forms of the contracts to be made between the publisher and the authors,
    4. The contract(s) made between the administration of the Series of Publications and the electronic archive(s) where the documents accepted to be published in the Series of Publications are disseminated,
    5. Information on the copyright contracts,
    6. Information and instructions for submitting the manuscripts,
    7. Information on the peer-reviewing policy followed in publishing the works in the Series of Publications,
    8. Instructions to the authors and editors: The administration of the Series of Publications gives specific instructions (style sheets, templates, etc.) for editing the papers accepted to be published. The publisher is responsible for the cover sheets and pages which contain information on the publication and the publisher,
    9. The websites of the Series of Publications contain information on the publications. Information on the publications contains all the official information on the publication (the name of the publication, publisher, the author, and the document, the numbers of the pages, the ISBN number, etc), the abstract, and the open access to the publications. In the case that there will be restrictions on the accessibility, information on these restrictions is given separately.

III. On the Copyrights, Intellectual Property Rights, and Human Rights

The principles and requirements concerning the copyrights and intellectual property rights, and human rights (Appendix II) are specified with separate contracts which are based on international laws. The ethical issues concerning intellectual property rights and copyrights to be followed in publishing the manuscripts are specified in meetings of the Board of the Series of Publications and the NEALT. The copyrights are specified according to the Creative Commons principles. The copyright contracts are documented with licenses.

IV. Guidelines for Authors and Editors

This section contains instructions for editing and submitting the manuscripts. Appendix III contains examples on the guidelines to authors and the editors given by several publishers, both commercial publishers and open access archives. In the proposal below, a special attention is paid to the electronic publication and open access publishing. The standards presented below represent international standards used in traditional publication of scientific works.

  1. Guidelines for submitting the abstracts will be specified at the first meeting of the Editorial Board.
  2. Guidelines to the referees will be specified at the first meeting of the Editorial Board.
  3. Instructions to the Editor in Chief will be specified at the first meeting of the Editorial Board. The Editor in Chief takes care of the cover sheets of the publications.
    Other duties...
  4. Instructions to the authors: The instructions to the authors consist of two main groups: the instructions on the standards to be used in documentation of the references used in the manuscript, and the guidelines to be followed in editing the manuscripts accepted to be published in the Series of Publications. There are four different groups of publication in the Series of Publications of the NEALT: Journal, Monographs, Conference Proceedings, and Reports. The principles followed in documenting the references are the same in each series. Also the instructions to be followed in editing the documents are the same. In the case that the size of the pages in a Series of Publication is A3 (e.g. Conference Proceedigns), the text can be organized in columns. The cover sheets which are different for each of the series.

    1. The standards to be used in documenting the references:
      The basic requirement in documentation is that the works to be referred to must be identifiable. In practice that means that the documents are supposed to be described as such, with no change, and in the best situation, meta-information (name(s) of the author(s), name of the documents, name of the publisher, name of the publishing place, the publishing year, etc.) on the document is unchanged. There are several internationally accepted systems (cf. also on the Harvard system) developed for documentation. The Chicago Manual of Style Online offers two main systems, one that is usually used in the documents on literature, history, and the arts, and the other one is mostly used in the physical, natural, and social sciences Examples of Chicago-Style Documentation. In the citation recommendations, the Harvard citation system used by physical, natural, and social sciences is recommended.
    2. Cover sheets for different series:
      1. The cover sheets in the MS Word format
      2. The cover sheets in the LaTeX format
      3. Guidance for Editing the Publications of the NBJLT
    3. Examples of the style sheets (pay attention to the copyrights):
      1. Linköping University Electronic Press
      2. The ACL style sheets
      3. IEEE Transactions LaTeX and Microsoft Word Style Files



Appendices


Links

P.S., 2006.