A Governing Council Meeting, along with the available members of the Editorial Board, was held on 07 June 2020 on the webinar platform of Google Meet. The meeting commenced at 1:00 pm. The Agenda was to review the publishing of CENERS-K Journal, CJGA, and, to restructure the EB of the journal, given the fact that nominated members had been in office for Four years.
- Seven GC members participated, of whom Five were also EB members. A quorum was thus ensured.
- Extensive deliberations and verbal presentations by Dr H Mehta indicated that the publishing of the journal was beset by two problems viz deficiency in editing and proofreading by the publisher M/s Vij Publications and, consequential delay in publishing. It was decided that Vice President (F, Pg, PI &A), Maj Gen Arun Roye(Retd) would speak to Brigadier Vij, the Publisher, to put in place an updated process of Editing and Proofreading, in order to ensure that grammatical mistakes and editorial flaws are fully taken care of. The corrected document, sent to the EB should be in MS Word format, in order that the same can be edited for a third and penultimate time.
- With regard to the restructuring of the Editorial Board, majority members were of the opinion that since the Editorial Board had continued with the same Editor-in-Chief for four years , there was need for a change to lighten his load. To avoid an abrupt change, it was decided that the job be divided amongst two persons IE Editor Academic and Editor Administration. This would ensure a division of load and yet ensure the smooth functioning of the CJGA.
- It was decided that there would be a nominated Editor Academic, who would be requested to carry out the academic duties as hitherto-fore, IE Collection, Collation and Assembling of Peer reviewed articles, by authors on aspects selected for a particular issue for the relevant quarter (Four monthly). The nominated Editor Administration would be finalised after deliberations by the President. After assembling the peer reviewed articles, the Editor Academic, would carry out the FIRST editing of each article in MS Word format. The number of articles should adhere to the mutually accepted words per page, font and design, so as to produce a journal of approximately 150 pages, with clear instructions on tables, photos, and coloured plates, references, bibliography for each article. Thereafter he should send the collection of articles to the Editor Administration approximately 60 days ahead of publication date. The Editor Administration should thereafter forward the same concurrently, to Vij Publications, and, an article each, if required, to other nominated EB members, depending on expertise, who may like to give it a ‘once over’ and point out serious deviations/ editorial additions / deletions, if any, and return the same within TWO DAYS of receipt of the article(s), from/to the Editor Administration. The Editor Administration resends the relevant, selected articles to the VIJ Publications by e mail.
- Vij Publications would be requested to carry out FIRST copy editing, proof reading, designing, pagination, implementing instructions from the Editor Academic, through his editorial team and send back the journal, now formatted in an editable format of MS Word, as an attachment, addressed to the Editor Administration, who shall forward the same to the Editor Academic, for a third editing and FINAL approval, before print. This process should be completed within 20 days and carried out by means of e mail.
- The MS Word file, after proper Final editing by the Editor Academic, should be sent back to the Editor Administration, who shall then recheck, as required, and forward the same to Vij Publications. This process is to be completed within 15 days ( 35 Running Days). The Publisher’s Editorial team then shall carry out the reviewed corrections, repaginate redesign the Journal in PDF format. The Publisher then sends TWO separate PDFs, one for the journal and the other for our uploading on site. He shall await instructions for a WEEK (42 Running Days), from Editor Administration for any Last minute corrections that may have been overlooked or missed in earlier scrutiny. This correction shall be conveyed by means of article, page and line numbers by the Editor Academics to the Editor Administration, who shall then convey the same to the publisher.
- The publisher shall then publish the same and distribute copies in Delhi and to his other addressees, along with a subscription page, for future subscription. He shall courier our quota to us. This process should finish within the next 18 days (Total Running days 60), to coincide with the date of the issue of the CJGA.
- The e Book and uploading on our site shall be done one week AFTER the Journal’s issue date. This shall be done by Hexa designs, on instructions of Editor Administration, to begin with, until one of our members can be trained to do the needful. The uploaded version on our site would be in non editable PDF format. There would be a provision for downloading on an A4 size paper, duly auto reformatted, only after another week(14 days), of being put up on the site. This shall ensure that various organisations do try and purchase our journal in the medium to long term. In the long term, depending on popularity gained, our site shall put in the gist of each article with a Read FULL ARTICLE, on payment of a nominal amount. Editor Finance, Mr Lahiri may also like to deliberate on other ways and means to monetize CJGA. Gathering advertisements both for hard copy and e copy may pay good dividends.
- The e Book shall be uploaded by Vij Publishers on as many sites as feasible, especially of Educational institutions and Think Tanks. These should be again in non editable PDF format, and CANNOT be converted to downloadable MS Word format, but can be purchased, if desired.
- Majority points put forward by EB members and the Members of the Governing Council, during the meeting, were considered by the President, and he thereafter put across select appointment designations and their role (s) as mentioned heretunder. He now directs that the Editorial Board be restructured as under:-
- a) Maj Gen S N Mukherjee (Retd ) to assume appointment as Editor Administration.
- b) Dr Harish Mehta to continue to carry out his former charter of duties, now as a
Editor Academic.
c). All other nominated members of EB to continue to remain as heretofore.
d). Publishing problems arising as a result of deficiency in copy editing or negligent proof reading and layout will be brought to the notice of the Editor Administration, who in turn will be solely responsible for addressing and rectifying the issues with the Publisher.
- I further directed that VP(F,Pg PI & A) carry out necessary amendments and changes in the Official Documentation and Records of the Organisation.
Sd / XXXXXXXXXX
( Maj Gen Arun Roye, AVSM,VSM, Retd )
(Vice President, Planning, Finance, Administration and Policy Implementation)
For President, CENERS-K
10 June 2020