Publishing steps: creator and VIVA responsibilities
VIVA provides publishing support for VIVA Open Grant awardees to help produce high-quality final works. These services are coordinated by VIVA, although most are undertaken in conjunction with external services providers.
OER can be varied in their format, features, and content. As such, each OER project will vary in its publishing needs and specifications and VIVA will work with grantees to determine which services are the best fit for their project.
This chapter provides an overview of the responsibilities and expectations for each step covered in Steps of the VIVA Publishing Process. It is not comprehensive, so if a service needed for the project is not outlined here, please speak with VIVA. If
| Step |
Approx. Length |
VIVA/KGL |
Author |
| Writing your OER |
|
- Provide resources to help with outlining resources and planning structural elements
- Provide resources to assist with creating accessible resources
|
- Authorship of OER
- Incorporate accessibility best practices into resources, including using system headings and generating alt text for images
- Inclusion of bibliography/references in appropriate style, as agreed upon with VIVA staff
- Creation of interactive or ancillary content
|
| Beta testing in class |
1 semester/quarter |
|
- Incorporate peer-review feedback into manuscript
|
| Peer review |
|
- Coordinate the peer review process, following the specifications provided by Grantee
- Provide sample peer review forms
- Collect reviewer feedback
- Pay reviewer honorarium—amount determined in conjunction with Grantee
|
- Provide manuscript as Word or PDF for review as a singular file
- Collaborate with Grantor to develop specifications for peer review, finalize peer review form, and determine honorarium amount
- Incorporate peer-review feedback into manuscript
|
| Graphic Design |
|
- Creation or location of images based on author-provided descriptions
- Redrawing of images/figures to improve clarity or accessibility
- Cover Design: Custom cover design, using VIVA Open Publishing templates
|
- Provide clear directions on image to be found/created/altered
- Provide drafts of images needing to be redrawn
|
| Copyright and Permissions |
|
- Instruction on copyright and open licenses
- Provide permissions tracking documents
- Provide resources to assist with licensing. e.g., creative commons selectors, fair use analysis tools, and permissions forms
- Note: On certain occasions, VIVA may be able to provide copyright clearance and permissions requests. Please speak with VIVA if you are interested in this service.
|
- Tracking of reused materials, both textual and graphics, using provided tracking documents
- Performing fair use assessments or securing permissions for materials not openly licensed
- Submission of tracking documents prior to moving to copyediting
|
| Copyediting |
|
- Provide style guide and collaborate with Grantee for project-specific needs
- Coordinate copyediting process
|
- Provide resources as Word file(s)
- Collaborate with Grantor to finalize style sheet
- Review copyedited content according to copyeditor specifications on the requested timeline
|
| Layout |
|
- Provide design guidance and collaborate with Grantee for project-specific needs
- Coordinate typesetting process
- Coordinate conversion of non-image multi-media and interactive content to URL and QR codes
- If creating an online version (e.g., Pressbooks), import content into selected platform and provide content review
|
- Provide resources as Word file(s)
- Collaborate with Grantor to finalize design needs
- Review typeset pages according to typesetter specifications on the requested timeline
- Review online version and provide feedback on the requested timeline
|
| Proofreading |
|
|
|
| Accessibility Review |
|
- Review content and adjust resources to ensure compliance with accessibility standards for print and WCAG AA guidance
|
- Review adjustments and provide feedback and/or additional content on the requested timeline
|
| Publication |
|
- Generate identifiers for resource (e.g., DOI, ISBN)
- Generate adoption form for inclusion in resource
- Generate final file(s) of resource as determined in collaboration with Grantee (e.g., ePub, digital PDF)
- Upload resource to repositories (e.g., VIVA Open, Open Textbook library) as appropriate
- Ensure the resource is accessible and downloadable
- Save preservation copy of resource(s)
|
- Review final publication, if requested
|
| Print |
|
- Generate print PDF and cover mechanical in preparation for printing
- Set-up title for print-on demand at the price of printing (i.e., no profits generated)
- Printing through external services provider
|
|
| Marketing |
|
- Promote publication on Virginia and OER listservs and on the VIVA website
|
- Publicize OER in disciplinary circles and at conferences, as appropriate
|
| Usage Tracking |
|
- Form
- Share impact information, if collected
|
- Share with Grantor any requirements for printing (e.g., size, paper stock)
- Provide any needed materials for cover mechanical
- Review printer files, if requested
|
| Post-Publication Updates |
|
- Provide support, as needed
- Note: after a period of time, if enough updates have occurred, the Grantee should approach the Grantor to discuss generating updated print and/or digital versions of the text. The Grantor does not guarantee such update versions will be generated. If they choose not to, the original files will be provided for the Grantee to create their own updated edition.
|
- Check links, videos, etc to ensure all still work
- Update as needed to fix broken links/videos, errors, or update content
- Track changes to the online version, preferably in a versioning section of the backmatter
|
