Publishing Board Guide

Before the application to the Ministry of Culture and Tourism, a member of the publishing board approves the ISBN request that the production coordinator prepared, or sends it back with a reason. The person who prepared, edited or sent a request for approval cannot approve that request. The details of the rule are in Four-Eyes Principle.

In the panel you see the ISBN & legal deposit screen.

The search box in the top bar searches many parts of the panel at once. When you type in the box and press Enter, the Search screen opens and the results are grouped into sections. Turkish characters and upper and lower case make no difference. For example, typing ışık also finds the title Işık Kirliliği.

The box appears for all roles other than Registered researcher and Reviewer. Which sections you see depends on your permissions.

Result sections

Each section shows at most six results. If there are more, the See all link at the top of the section opens the search in that screen's list. Submission and publication results also show the type and the status.

When you press a help result, the topic opens in the help panel next to the screen, and you do not leave the screen you are working on.

When there are no results

Check the spelling or try a shorter phrase. If you are searching by submission number, type the whole number, for example JT-2026-00012.

To upload to Crossref by hand, you download the Crossref XML file of a record or of a journal issue. The file is made only for public records that have a DOI. If your institution's automatic DOI registration is on, records go to Crossref by themselves and you do not need this file.

The file of a record

1. On the record's page, find the Record information card on the right.
2. Press Download Crossref XML.

The button appears on article, book, book chapter and proceedings paper records. An article's file also carries the details of its journal and its published issue. An article in early view has no issue yet, and its file is made with the details of its journal only. The file of an article whose issue went back to draft carries no issue details.

A book's file carries all the book's ISBNs. A number obtained through an ISBN request is written as print or electronic, depending on the form of the request. A number typed into the catalogue by hand counts as print.

The file of an issue

1. Open the issue's page.
2. Press the Crossref XML button at the top of the page.

The issue's file contains every public article of the issue that has a valid DOI. Articles without a DOI are left out of the file. The file needs a published journal record and a published issue.

Conditions for the file

• The record must be published, archived or retracted.
• The record must have a DOI.
• If a DOI prefix is entered in the site settings, the DOI must start with that prefix.
• A thesis must have an author and the institution where it was written.

If a thesis's institution is not typed in but only linked to an institution record, the institution's name and ROR ID come from that record. Imported theses may be like this. If the institution record was deleted, the thesis's file is not made.

Crossref accepts only two-letter ISO 639-1 codes as languages. Ottoman Turkish has no such code. The file does not state the language of a record or a title in that language.

An article's file also contains its reference list. References that mention a DOI in their text are written with their DOIs. If the system administrator switches off the Crossref XML export feature, the file cannot be downloaded.

Sending records to Crossref automatically is explained in Automatic DOI Registration.

The Catalogue → Publications screen lists all draft, in-review and published records in the catalogue. Opening a new record, finding a record and applying the same action to several records all start here.

Buttons at the top

• New publication opens a new record of the type you select and needs the catalogue edit permission.
• Bulk import opens the bulk import screen and needs the bulk import permission.

Search and filters

The search box searches the record's titles and subtitles in every language and its slug. Turkish letters do not matter, and a search for "isik" also finds a draft titled "Işık". The characters % and _ are searched as they are typed, so a search for "50%" finds only titles that contain "50%". The filters are these:

The filters stay in the address bar. If you share the link, the same list opens. If you come from a category's menu on the Categories screen, the list is filtered by that category.

Columns

Row menu

The menu at the end of a row shows the actions that suit the record's status:

• Edit opens the record's page.
• In draft, Submit for review and Delete appear.
• In review, Publish, Return to draft and Delete appear.
• When published, Archive and Unpublish appear.
• For public records, Open the public page opens the record's page on the public site.
• For a deleted record, only Undo delete appears.

If the editor approval rule is on in your installation and you sent the record for review, the Publish (another editor publishes it) item in the menu is disabled.

Bulk action bar

When you select rows with the boxes on the left, the bulk action bar opens above the list. The bar has the Submit for review, Publish, Return to draft, Unpublish and Archive buttons. The steps are in Bulk Actions. When you change the page or the filters, the selection is cleared.

Related topics

• Creating a Catalogue Record
• Record Statuses and Publishing
• Deleting a Catalogue Record

The page of a catalogue record shows all of the record's details, files, relations and versions together. You open the page by pressing the record's title in the Publications list. Next to the title you see the record's type, status, slug and any missing translation.

Tabs

Cards on the right

• The Status card shows the record's status and access, the link to the public page and the actions open in that status. For a record in review it also shows who sent it for review and when.
• For a retracted or corrected record, a separate card shows the Retraction notice or Correction notice text with its date.
• The Metadata quality card shows the quality score out of 100, whether the record is ready to publish, and the Required and Recommended gaps. For articles the TR Dizin data checks warnings are here too.
• The Record information card has the time of creation, last update and first publication, the record's version number and, for an imported record, a link to the import. For the types that support it, the Download Crossref XML button and the Crossref DOI registration line are on this card too.
• On book, children's book, proceedings paper and thesis records, people with an ISBN permission see the ISBN requests card.

Save bar

When you change a field on the Details tab, a bar that says "There are unsaved changes" opens at the bottom. Save changes saves the changes, and Discard changes returns to the last saved state. The Ctrl+S shortcut (Cmd+S on a Mac) also saves. If you try to leave the page without saving, the panel asks you to confirm first.

Rules of the screen

• While there are unsaved changes, the status buttons and the Restore buttons on the Versions tab are disabled.
• While a status action runs, the other status buttons are disabled. If you press Save changes meanwhile, your changes are saved once the action is done. What you type while the action runs is not lost.
• If you have no permission to edit the catalogue, the record is view-only and a note at the top of the page says so.
• A retracted record cannot be changed. A deleted record cannot be edited until it is restored.
• On a thesis harvested from the institutional repository, a note at the top of the form says it came from the repository. The fields and files that come from the repository cannot be changed, and an earlier version cannot be restored. The categories, featuring and relations can be changed. The details are in Harvested Theses.
• If someone else changed the record while you were editing, saving stops and the "Someone else changed this record" window opens. Reload the page with Reload and make your change again.

Related topics

• Creating a Catalogue Record
• Record Statuses and Publishing
• Files and Access
• Adding a Related Publication
• Versions, Corrections and Retractions
• Data Quality

The Catalogue → Data quality screen lists catalogue records by their metadata quality score. The record with the lowest score is at the top. You choose a problem and correct the records that have it one by one. How the score is calculated is explained in Data Quality.

Filters

The TR Dizin checks group appears only for articles. TR Dizin is Türkiye's national citation index.

Columns

The Fix button on a row opens the record. If all of the record's problems concern files, the record's Files tab opens. When you correct and save the record, the score is calculated again.

CSV file

The Download CSV button downloads all rows that match the selected filters. The file has the record's ID, type, status, title, score, missing required and recommended fields, TR Dizin warnings and a link to the panel.

Rules of the screen

• The report scores the 2000 most recently changed records. When more records match the filters, a note at the top of the screen says so. Filter by type or status to see older records.
• Deleted records do not go into the report.
• The list is shown page by page, while the CSV file contains all rows.

The Catalogue → DOAB readiness screen checks the books and chapters in the catalogue against the requirements of DOAB (Directory of Open Access Books). Ready records are at the top, and the others show what they lack. Ready books are downloaded in DOAB's Excel template.

Buttons at the top

• Download DOAB template downloads one XLSX file with DOAB's template, a PRISM sheet that shows the books' peer review processes and a check sheet that lists what every book lacks.
• If Also published books that are not ready is ticked, published books that are not ready also go into the template sheet.

The press's requirements

The card titled The press's requirements ticks off what DOAB expects from the press:

• A peer review process with external reviewers before publication must be defined and published on the site.
• At least three books must be ready for DOAB. Chapters do not count here.
• The address and e-mail address of the press must be on the site.
• The site must open over HTTPS.
• Editors and editorial board members must be listed on the site with their institutions. You check this line yourself.

If you have permission to manage the site settings, the card shows the Edit the peer review processes link.

Readiness count and table

The card next to it shows how many books are ready and how many records have each of the gaps that keep books out of DOAB. The table has these columns:

The Fix button on a row that is not ready opens the record. If the only gap is the full text, the record's Files tab opens.

Gaps the screen checks

• The record is not published or not open access.
• There is no open licence. "All rights reserved" does not meet DOAB's terms.
• There is no public full-text PDF. This check runs only on published records.
• The book has no ISBN. A chapter goes into DOAB with its book's ISBN. That is why the book's ISBN is checked for a chapter.
• No peer review process is selected, or the process has no external review before publication.
• There is no English abstract or there are no English keywords.
• There is no Thema subject code or no publication year.

In the template, a chapter's row carries the title and the ISBN of its book. The screen checks the 2000 most recently changed books and chapters that are not deleted. The steps for preparing a book are in Preparing a Book for DOAB.

Every catalogue record has a metadata quality score out of 100. The score shows how complete the record is. A record with a missing required field cannot be published. Recommended fields do not block publishing, but they help the record to be found, indexed and cited correctly.

Score calculation

Required fields make up 60 points of the score and recommended fields 40. Each missing required field lowers the score by 12. The points for recommended fields depend on the share of fields that are filled in. When you correct and save the record, the score is calculated again.

Required fields

The required fields depend on the record's type. The list for each type is in Catalogue Rules. The record's Metadata quality card lists the missing required fields under the Required heading. When nothing is missing, the card says Ready to publish.

Recommended fields

For every type, an English title, an abstract, an English abstract, keywords, a licence and a persistent identifier are recommended. For all types except journals, the rights holder, the publication year, ORCID iDs for all authors, the authors' institutions and a full-text file are recommended too. A record whose access is metadata only is not expected to have a full text.

TR Dizin data checks

For articles, the card also shows the TR Dizin data checks warnings. TR Dizin is Türkiye's national citation index. These warnings check details such as the English abstract, the authors' ORCID iDs and institutions, the received and accepted dates, the references, the ethics committee statement and the DOI. The warnings do not block publishing the record. If the journal makes the TR Dizin check mandatory, they block publishing the issue. The details are in Preparing for TR Dizin.

Finding the gaps

The Data Quality Screen lists the gaps in the whole catalogue by score. The Missing data filter in the Publications list also finds records with no licence, no category, no abstract or no English translation.

Under the four-eyes principle, the person who prepares a piece of work does not approve that same work. At least two people see each publishing decision, so fewer records are published and fewer requests are approved by mistake. JournTech applies this principle in three places.

Catalogue records

If the Catalogue records are published after an editor's approval switch on the Site settings → Workflow tab is on, a record is published only from review. The person who sent the record for review cannot publish it, and another catalogue editor publishes it. The audit log records the person who publishes as the approver.

The switch is off by default. While it is off, the person who sent the record for review can also publish it.

Releasing an accepted submission from production into the catalogue is outside this rule, because that step is already an editorial decision. Harvesting from DergiPark (Türkiye's national journal platform) and bulk import are not affected by the rule either.

Institutional content

If the Institutional content is published after review switch on the same tab is on, pages, policies and guides are published or scheduled only from review. The person who sent the content for review cannot publish it. Another editor with the publish permission publishes it.

ISBN requests

For ISBN requests the rule always applies, and no setting switches it off. A person who prepared the request, edited it after the last approval, took it back to draft or sent it for approval cannot approve the same request. The system administrator role does not carry the approval permission. An administrator who serves on the publishing board is given the Publishing board role as well.

ISBNs are issued by the Yayın Standartları ve Derleme Bilgi Sistemi (the publication standards and legal deposit information system) of the Ministry of Culture and Tourism. The person authorised for your institution in the Ministry's system applies there with their own e-Devlet (Türkiye's e-government gateway) login. JournTech never sends an application on your behalf. It collects the details of the application, has the publishing board approve them, and records the Ministry steps and the number that comes back.

Requests run on the Editorial → ISBN & legal deposit screen. The Production coordinator prepares the request and the Publishing board approves it. The Ministry's form is filled in by hand from the copy sheet on the request page, or with the browser extension your institution has installed.

Once the number has been assigned, the barcode for the cover and the copyright page are prepared. When the print date is entered, the 15-day legal deposit period starts and JournTech follows the legal deposit steps. Reminders go out for upcoming and overdue tasks. The whole process is described in ISBN Process.

The Editorial → ISBN & legal deposit screen tracks ISBN requests, the publishing board's approval, the steps at the Ministry of Culture and Tourism, printings and legal deposit (derleme) in one place.

Status filters

The buttons above the list filter the requests by status and show the number of requests in each status. You can select several statuses at once.

Search and filters

• The Search box searches titles, application numbers and ISBNs. For an ISBN, type at least 4 digits.
• The Form list filters requests by the forms Print, PDF, EPUB and Other.
• The Year of request field filters by the year in which the request was opened.

The filters stay in the address bar.

Columns

Side cards

The Upcoming and overdue obligations card lists approvals, Ministry steps, print dates, and bandrol (banderole) and legal deposit deadlines by due date. Overdue items are at the top, and each row opens its request. The Yearly report (Excel) card downloads the workbook for the selected year.

New request

The New ISBN request button is shown to the people who handle ISBN requests. The steps are in Preparing an ISBN Request.

The header of the request page shows the title, the status, the form and edition, the assigned ISBN and the application number at the Ministry of Culture and Tourism. The line below the header gives the next step and who takes it. On a request linked to a catalogue record, the Catalogue record button opens the record.

Warnings

The warnings at the top of the page show these situations.

• The publishing board sent the request back, or the Ministry returned the application, with a reason.
• The request was cancelled.
• No publisher certificate is entered, or it has expired.
• No Ministry officers are listed.
• The ISBN range message has not been fetched yet.
• The ISBN range message has not been refreshed for more than three weeks and does not know the number of the request.

Action buttons

Which buttons appear depends on the status of the request and on your permissions.

If a button you expect is missing, the reason is shown below the buttons. For example, if you prepared the request, it says that another member of the publishing board has to approve it.

Cards

For an electronic publication, the printings card is called Publication and EYDeS. The order of the cards depends on the status of the request. For example, on a request that is ready to apply, the copy sheet moves above the form.

The whole process is described in ISBN Process.

When a request becomes Awaiting approval, it comes to the members of the Publishing board for approval. After 3 business days, the board gets a reminder about a request that is still awaiting approval.

Approving

1. On the Editorial → ISBN & legal deposit screen, filter the requests awaiting approval with the Awaiting approval button.
2. Open the request and review the details on the Data for the Ministry form card.
3. Press Approve.
4. Optionally fill in Date of the board’s decision and Decision number. They appear on the copyright page (künye), and the decision date cannot be in the future.
5. Optionally enter a Note.
6. Press Approve in the dialog.

The request becomes Ready to apply. The Ministry officer then applies at the Ministry of Culture and Tourism with their own e-Devlet login (Türkiye's e-government gateway). The board approves the request in the state in which it reviewed it. If the request changed while you were reviewing it, the approval is not saved. The panel says that the record has changed, and the Reload button opens the latest state of the request.

Sending back

1. Press Send back.
2. In What has to change?, enter a reason of at least 5 characters and confirm.

The request returns to draft. The person who prepared it sees the reason in the warning at the top of the request, corrects the form and sends it for approval again.

Four-eyes principle

Whoever prepared the request, edited it since the last approval, took it back to draft or sent it for approval cannot approve the same request. In that case the Approve button is hidden and a note gives the reason. The System administrator role does not carry the approval permission. An administrator who sits on the board is also given the Publishing board role. The reasoning behind the rule is in Four-Eyes Principle.

Once a request has its ISBN, the Barcode and copyright page card prepares the EAN-13 barcode for the cover and the book's copyright page (künye).

Barcode

1. On the request's Barcode and copyright page card, press Download SVG or Download PDF.
2. Give the file to the cover designer.

The barcode is at its nominal size and takes up about 37 × 32 mm. Do not shrink it.

Copyright page

1. Check the text in the Copyright page section of the card.
2. Copy the text with Copy the copyright page, or download the copyright page as a PDF with the Download PDF button next to it.

The copyright page contains the following.

• The title and subtitle, the authors and the contributors
• The publisher's name and publisher certificate number
• The date and number of the publishing board's decision
• The ISBN and the numbers of the other forms of the same edition
• The edition and printing details, the printer and the printer's certificate number
• The place and year of publication
• The licence statement for an openly licensed book, and the copyright line for other books

The publisher's details come from Site settings, and the edition, printing and printer details from the request.

Hyphenation

The hyphens in the number are placed according to the range message of the International ISBN Agency. If the range message has not been fetched yet, the barcode and the copyright page show the 13 digits of the number without hyphens, and the card says so in a warning. The same happens when the message has not been refreshed for more than three weeks and does not know the number. This way a number split in the wrong places is never printed. Before sending the book to print, wait for the range message to be fetched or refreshed, or set the hyphens by hand as the screen of the Ministry of Culture and Tourism shows them.

The yearly report gives the ISBN requests and legal deposit (derleme) steps of a year in one Excel workbook.

1. On the Yearly report (Excel) card at the side of the Editorial → ISBN & legal deposit screen, select the year in the Year list.
2. Press the download button of the card. The label of the button includes the year you selected.

The report contains the requests that were not cancelled. A request is in the report when it was opened or given a number in the selected year, or when one of its printings was printed in that year. Each printing is a separate row and appears in the report of the year it was printed. A reprint of a book whose request was opened in an earlier year is therefore in the report of the year of the reprint. A printing without a print date appears in the report of the year the request was opened or given its number. A request with no printing in the year is a single row, with the printing columns empty. The columns are as follows.

Cells whose value starts with =, +, - or @ are written as text and do not work as formulas in Excel.

ISBNs are assigned by the Yayın Standartları ve Derleme Bilgi Sistemi (the publication standards and legal deposit information system, ekygm.gov.tr) of the Ministry of Culture and Tourism. The Ministry offers no public service that other systems can connect to. So the person authorised for your institution in the Ministry's system applies with their own e-Devlet login (Türkiye's e-government gateway). JournTech collects the data for the application and has the request approved. It records the Ministry steps and the number that comes back, tracks the printing and the legal deposit (derleme), and sends reminders before deadlines pass. JournTech never sends an application on your behalf.

The path of a request

If the publishing board sends the request back or the Ministry returns the application, the request returns to draft with the reason and goes for approval again. When the print date of a reprint with the same ISBN is entered, the request becomes Printed again, and it is complete again once the legal deposit of that printing is done.

Ministry officer

A Ministry officer is a person who acts for the institution in the Ministry's system. If officers are listed in the site settings, only they record the Ministry steps. If the list is empty, the Production coordinator who handles ISBN requests records these steps too. The list is described in Entering the Publisher Settings.

Approval and the four-eyes principle

The Ministry application is made in the institution's name, and the number it brings is written to the catalogue record. That is why the person who prepared a request does not approve it, and another member of the publishing board gives the approval. The rule is described in Four-Eyes Principle.

Legal deposit

Within 15 days of printing, six copies of a printed book with bandrols (the banderole stickers issued by the Ministry) are delivered to the deposit office, and its electronic copy is uploaded to EYDeS, the electronic legal deposit system. For e-books, legal deposit is through EYDeS only. The steps are in Tracking Legal Deposit.

The Upcoming and overdue obligations list on the ISBN & legal deposit screen shows all open tasks by deadline. Reminders go out for the same tasks, as panel notifications and e-mails. The e-mails do not contain the title of the book, only the date and a link.

Default reminders

Business days are counted from Monday to Friday. Public holidays are not left out: a holiday on a weekday counts as a business day. If no Ministry officers are listed, the reminders meant for the officers go to the production coordinators. The weekly digest goes out only when something is upcoming or overdue. If the e-mail of an e-mail template is switched off, only the panel notification goes out.

Changing the days

A System administrator changes the days on the Reminders card of the Site settings → Publisher and ISBN tab. For the reminders counted in business days and for the bandrol reminder, 0 switches the reminder off. The 15-day legal deposit period set by law does not change. The settings are described in Entering the Publisher Settings.

The Approve button appears only to people with the Publishing board role, and only on a request that is awaiting approval. Check the causes below in order.

You prepared or edited the request

Whoever prepared the request, edited it since the last approval, took it back to draft or sent it for approval cannot approve the same request. In that case the Send back button appears, the approve button does not, and a note gives the reason. Another member of the publishing board gives the approval. The reasoning behind the rule is in Four-Eyes Principle.

The request is not awaiting approval

If the request was taken back to draft or has been approved, the button is hidden. The status of the request is shown in the page header.

You do not have the role

The System administrator role does not carry the approval permission. An administrator who sits on the board is also given the Publishing board role. The steps for granting a role are in Granting and Revoking Roles.