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Methods of Author Outreach to Promote Policy Compliance

Methods of Author Outreach to Promote Policy Compliance. Beck Reitmeyer. SLAC Publication Policy: “...ensuring that the written results of our work are properly tracked, collected, and organized...”. Terminology and History.

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Methods of Author Outreach to Promote Policy Compliance

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  1. Methods of Author Outreachto Promote Policy Compliance Beck Reitmeyer SLAC Publication Policy:“...ensuring that the written results of our work are properly tracked, collected, and organized...”

  2. Terminology and History Terms: Preprint (Full text) / Reprint (Announcement only)Normal / Leak • FY1998: Introduced Reprint numbers • FY2001: Started leak clean-up program • FY2003: Introduced Author Outreach program • FY2004: Completed main leak clean-up, now maintenance only. Author Outreachprogram continuing. Methods of Author Outreach Reitmeyer

  3. Initial Analysis ofLeaked Documents Period: through September 2003 Source data: TechPubs Publications database – 2469 leak records • Leaked publications (articles): 2440 • Source: • 47% from Journals • 45% from Conferences or joint Journal/Conference books • Who: • 20% Collaborations (collaborations = only 11% of total papers) • 80% Individuals • Leaked reports (books, proceedings, etc.): 29 • 55% (16) were Theses Methods of Author Outreach Reitmeyer

  4. Author Outreach: Goals • Education: • Who is a SLAC author?everyone! • What do I need to do with my paper?register and submit! • Where do I register/submit my paper? idoc online registration system • Why do I need to do it?the publication policy! • Compliance with policy / Fewer leaked papers Methods of Author Outreach Reitmeyer

  5. Author Outreach: Audiences • All authors(Not only physics, but also safety, computing, etc.) • Conference authors • Collaboration authors • Graduate students Methods of Author Outreach Reitmeyer

  6. Outreach to Grads • NOW • Quarterly e-mail reminder...Goes to all current students and advisors • Web page for more information • FUTURE • Update Graduate Student Relevancy Form – students acknowledge that they have received a copy of the Publication Policy and will follow it. Methods of Author Outreach Reitmeyer

  7. Outreach to Collaborations • NOW • In progress: Publications Agreements...TechPubs has collection, other collaborations link to it • FUTURE • Tracking down the rest of the collaborations • Publications Matrix Methods of Author Outreach Reitmeyer

  8. Outreach for Conferences • NOW • For SLAC conferences: • Reminder on author instructions to get a document number from your home institution • Acknowledgement of SLAC document number on notification form • E-mail all SLAC attendees with a reminder • Include other document numbers if we get them • FUTURE • JACoW system: Conference editors e-mail all contributors from a single institution Methods of Author Outreach Reitmeyer

  9. Outreach to All Authors • NOW • Pub Week!(not bar hopping)Prizes, surveys, TIP articles,posters, calendars... • Reminder cards • Revamped interest categories – from 6 to 24 • Reminder e-mails to authors who have registered but not submitted a paper • FUTURE • Redesign of the TechPubs Help Pages • Controlled vocabulary list Methods of Author Outreach Reitmeyer

  10. Success So Far It’s early! Only been in place for about 17 months. Can check on the first FY (2004): 32% increase in author-registered preprints 19% decrease in the total numberof leaked papers Methods of Author Outreach Reitmeyer

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