The Student Research Journal 2021

Subject Editorial Board Guidance Pack

This guidance pack details the specific responsibilities, timeframes and expectations for the different roles on the Subject Editorial Board. This will be updated throughout the process to provide editorial boards with support and guidance.

Timeframes of activity

1. 9am Monday 1st March - Deadline for applications. 2. Week commencing 8th March - Subject Roles will be allocated. I. Editorial board getting together and scoping self-directed remit (1–2-hour meeting). II. Begin to organise call for abstracts within subject. III. Editorial Boards begin to develop online form for abstract submissions. IV. Optional provided template from Editor and Deputy Editor in Chief for emails and online form. V. 2-4 hours of work. 3. By Monday 22nd March - Calls for Abstract to be out to Subject area (we recommend earlier). 4. Monday 19th April - 9am Deadline for Abstracts. 5. 19th - 26thApril - Week-long Abstract review process. I. Quick turnarounds accept / reject. II. Subject Editor and Deputy Editor(s) sending out emails during the reject/accept process – with the option to use templates provided by Editor in Chief and Deputy Editor in Chief. III. By the 26th of April, initial Abstract Review Process completed. 6. Between 27th April – 24thMay - Article writing phase (little to no work for Editorial Boards). 7. Monday 24th May - Submission deadline and review process begins. I. Quick turnaround for Subject Editors to accept / reject papers for review (email template provided). II. Peer Reviewers take over to begin reviewing process. III. Monday 21st June - Peer review comments (via Editors) returned to the students to revise and resubmit. 8. Monday 5th July - Final deadline for revised papers. I. Copy Editors review final documents, any final edits and formatting. 9. 19th July - Produce Final Document (to be completed by the BILT team).

The Student Research Journal 2021

Date Action Responsibility 01-Mar Ed Board applicants BILT Student Fellows 08-Mar Ed Board roles assigned BILT Student Fellows BILT Student Fellows 8-12 March Ed Board scoping & Ed Board 22-Mar Call for Abstracts by subject Ed Board 19-Apr Deadline for abstracts Contributors BILT Student Fellows 19-26 April Abstract reviews & Ed Board 27 Apr-24 May Article writing Contributors Submission deadline, full 24-May Contributors papers BILT Student Fellows 24-27 May Accept/reject & Ed Board 21-Jun Peer review responses Peer reviewers Issue peer review docs to 22-Jun Editors contributors Submission deadline, final 05-Jul Contributors papers 5-18 July Copy editing Copy editors

Time Commitments

• This is a voluntary position, so we understand that studies come first. The editorial process is also team-based so boards should work together to ensure work is spread equally. • Hours are ad hoc, and self-determined by how many submissions are accepted by the Subject Editor. There is no specific weekly time commitments for any of the roles. • Some weeks will require more commitment than others. For example, while in the article writing phase (27th April – 24th May) little to no work will be necessary from the boards (with the exception of Subject Editors answering queries from students), the review phase (24th May – 5th July) will require more input from all members. However, it is important to note that we understand that this will be a busy period for students, and this will not be a period of continuous work - it will be flexible and can be shaped around your studies. • Reviewers can determine a maximum commitment to cover the peer review stage. • Copy Editors act collaboratively during the whole period from March through to July, with the bulk of their commitment falling from June to mid-July. • Subject and Deputy Subject Editor(s) will have their work spread across the process as they oversee the organisation of the board.

The Student Research Journal 2021

Role remits

Subject Editor:

• Guides the direction of the Editorial Board. • Leads communication with others on the Editorial Board – taking the initial steps to begin board communication at the beginning of the process and remaining communicative to ensure team is progressing. • They are the face of the Subject Board when in communication with Editor and Deputy Editor in Chief. • Leading the call for papers with their peers and academics in their department, to encourage students to complete the online form. • Guiding the allocation roles within the Board. • Along with Deputy Editors, ensure anonymity of papers and allocate them to Peer Reviewers and Copy Editors. • Escalate any problems to the BILT team.

Deputy Subject Editor(s):

• Support the Subject Editor. • Role(s) in agreement with the Subject Editor and dependent on what is most appropriate for respective boards. • Oversee specific projects and tasks within the Editorial Board. These could include: I. Guiding the Copy Editors and/or Peer Reviewers through the review process. II. Being the point of call for internal concerns and worries (for example, regarding different and conflicting responsibilities) and raising concerns to the Subject Editor where appropriate. III. Supporting Subject Editor in the accept/reject review phase. IV. Overseeing the peer reviewed comments to ensure they are suitable.

Peer Reviewer(s):

• Peer Reviewers are responsible for: I. Providing constructive feedback on papers submitted. II. Suggest improvements, recommendations and changes to author. III. Supporting the Subject Editor and Deputy Subject Editor(s) in deciding which papers are suitable for. publication and therefore shaping the outcome of the Journal. • Improving the quality of submitted papers.

The Student Research Journal 2021

Copy Editor(s):

• Detail-orientated role to revise papers to improve clarity and readability. • Responsible for ensuring correctness, clarity, accuracy, consistency and completeness of papers. • Examine papers to check layout of information, grammar, spelling and writing style. • Responsible for fact checking – verifying the factual correctness of information such as dates, names and statistics. • Check that references and citations are correct and ensure that good academic practice is upheld. • Act as supporting advisor to the editorial board on copy-editing decisions throughout the review process.

FAQs

• What do we mean by ‘subject’? - ‘Subject’ refers to discipline (i.e., Politics; Sociology; Biochemistry; Neuroscience) - Apply for the subject that you feel most confident in!

• Is there any guidance or training provided on e.g., the peer review process? - We will be providing detailed guidance and training throughout - via guidance packs - The Undergraduate Research Festival in April will provide workshops on Editorial Practice – a great opportunity for board members to build confidence in their role. Postgraduates are welcome to attend. We will email you more details in the coming weeks. - We welcome feedback and queries from Subject Editors from their boards for which we can provide further guidance.

• Can first and second year undergraduates join the Editorial Board? - There is absolutely nothing stopping first and second years from applying to the Subject Editorial Board. - However, the reason we have recommended the roles for third years, fourth years and Postgraduates is because of the level of responsibility of the roles and the content of the papers that will need to be assessed and examined.

• I do a Joint Honours Degree; can I choose which Subject Board I join?

The Student Research Journal 2021

- If you do a Joint Honours, you will need to decide which subject you wish to focus on and what Subject Board you wish to be a part of. - Note that if you have already applied and have not specified, do not worry! We will email you to ask which Subject Board you want to be part of. We may make recommendations based on the number of positions available within each board.

• Will there be in-person meetings? - No, we will never ask you to hold in-person meetings - in line with the coronavirus restrictions. - We recommend Zoom/Skype/Teams meetings and WhatsApp messages (optional - if comfortable sharing phone number) as the best way to communicate with other board members. - There is a Microsoft Team Channel through which the BILT team will communicate with Subject Editors and files and information packs can be accessed.

If you have any questions, please feel free to email us at: [email protected]