Definitions

In applying these rules and procedures, the following words and expressions shall, except where the context otherwise requires, have the meanings hereby assigned to them, namely:

§ ‘The university’ means Sultan Qaboos University.

§ ‘Law’ means the Sultan Qaboos University law.

§ ‘The Vice-Chancellor’ means the Vice-Chancellor of the university.

§ ‘The Deputy Vice-Chancellor’ means the Deputy Vice Chancellor for Postgraduate Studies and Research.

§ ‘Academic Publishing’ means producing publications which can make significant contributions to advancing knowledge. They include books, compiled, edited or translated, research papers and studies submitted to periodicals either in Arabic or English, and authenticated and edited historical documents, which follow established conventions of academic investigation in terms of preparation, writing, and references.   

§ ‘Publication’ means any published material that contains the university’s logo.

§ ‘Manuscript’ means the work prepared for printing.

§ ‘Book’ means the work compiled, translated, or edited being in one volume or a set of separate volumes.

§ ‘Research’ means the study in a specific domain of discipline which is recognized for originality and contribution to knowledge.

§ ‘Principal author’ means the primary researcher or translator who leads the work and represents a team or group in case there is more than one collaborator on authorship, research, or translation.

§ ‘Co-author’ means the joint researcher or translator who collaborates with another researcher or translator and is a member of a team or group of authors, researchers, or translators.  

§ ‘Referee’ means the person who examines academic work for printing and publishing, and is not a collaborator on that work.

§ ‘Academic production’ means a book or research.

§ ‘Press’ means the university’s press.

§ ‘Rules’ means the rules and procedures of publishing at the university.

Academic Publishing Procedures

Books and translations

§ The author should submit a request and three hard copies and one electronic copy of the manuscript to be considered for publication to the director of Department of Academic Publishing and outreach.

§ The manuscript is presented at the Academic Publishing Board.

§ Upon the Academic Publishing Board’s approval, the manuscript will be remitted to the Department of Academic Publishing and outreach which will set in motion the arbitration.

§ Reports of the referees are presented to the Academic Publishing Board for approval. If the manuscript is accepted, the Department of Academic Publishing and Outreach will prepare it for printing.

§ The manuscript is sent to the university press for printing. However, if it proves impracticable, the printing may be made by a press outside the university after obtaining the Deputy Vice-Chancellor’s approval.

Academic Journals

§ The author should submit the research paper to the concerned journal’s editor-in-chief. Should there be more than one collaborator on the authorship, the principal author, or one selected by the team, will submit the work.

§ The paper will be published according to publishing guidelines set out by every journal.

§ The journal will be sent to the press for publishing after the Deputy Vice-Chancellor’s approval.    

Language of Publication

Contributions accepted for publication shall be in Arabic, English, or possibly any other language approved by the university.

Procedures of Printing

The printing process undergoes the following procedures:

§ The press will undertake the printing of a manuscript after receiving the approval of the Vice-Chancellor.

§ The press will take necessary measures to seek ISSN/ISBN at competent authorities.  

§ The design of a publication will be developed in close coordination with the author and the Department of Academic Publishing and Outreach. Another party may be involved in this process after the approval of the Deputy Vice-Chancellor.  

§ Printing and revising should be made according to the original manuscript approved by the Academic Publishing Board. Any basic changes to the original manuscript can only be printed after being approved by the Academic Publishing Board.

Author Rights and Responsibilities

a.     The author or originator of a manuscript will be granted a number of copies of the publication and be paid remuneration pursuant to the rules in this regard after the manuscript has been produced in its final printed form.

b.     The author shall adhere to the following:

1.     Preparing the academic material in accordance with academic conventions and with due regard to principles of research, norms governing academic documentation, and intellectual property rights of others;

2.     Submitting three hard copies and one electronic copy of the academic material after being proofread;

3.     For translated manuscripts, the translator shall be responsible for seeking translation rights from their holder, whether it be the publisher or author;

4.     Carrying out the revisions and corrections recommended by referees or the Academic Publishing Board;

5.     Responding to enquiries from referees or the Academic Publishing Board;    

6.     Refraining from introducing any basic changes to the manuscript which has already been accepted for publishing, without approval by the Academic Publishing Board;

7.     Reviewing the galley proofs within a time period set by the press;

8.     Recognizing the publishing rights of the university for the first three years after the publication has been finalized.

University Rights and Responsibilities

§  Intellectual property rights will devolve upon the university as to all publications it publishes. The author can only re-publish the publication three years after it has been published by the university. The university may re-publish the publication upon the approval by the author or originator of the manuscript and in pursuance of an agreement reached between the two parties.

§  The revenues from sales of publications published by the university will devolve upon the university.

§  The university is entitled to publish a manuscript through its concerned units or any other organization or publisher.

§  The university undertakes the printing of a manuscript at its press or any other press house after the approval of the Vice-Chancellor or the person authorized by him.

§  The university shall be committed to:

-          Granting the author or originator of a manuscript the agreed number of copies of the publication in its final printed form;

-          Paying the author the remuneration agreed upon after the manuscript has been produced in its final printed form.

Publication of Academic Journals
The university’s academic journals shall be published according to a decision by the Vice-Chancellor based on a recommendation submitted by the Academic Publishing Board with due regard to the rules and regulations that regulate the production of journals.

Editorial Board of Academic Journal
Every academic journal will have an editorial board which is formed by a decision made by the Vice-Chancellor and based upon a recommendation submitted by the Academic Publishing Board. It will consist of an editor-in-chief, coordinator, faculty members with research interests relevant to the area of journal, and experts in academic publishing.

Functions and Competences of Editorial Board
 In addition to the duties stipulated in the rules and regulations which regulate publishing, the editorial board will be in charge of:

a.     Proposing rules of publication in the journal and remitting them to the Academic Publishing Board for approval;

b.     Recommending a list of referees who can judge the quality of research, updating the list at the beginning of every academic year, and presenting it to the Academic Publishing Board for approval;

c.     Nominating the advisory board members of the journal and recommending them to the Academic Publishing Board for approval;

d.     Offering opinions on matters forwarded to them by Academic Publishing Board, the Vice-Chancellor, or the Deputy Vice-Chancellor;

e.     Suggesting remuneration for authors, writers, referees, and technicians within the ranges approved.   

Publishing Budget
  A budget will be allocated to academic publishing as part of the university’s general budget and be at the disposal of the Academic Publishing Board.  

Financial Resources
  The financial resources will consist of the following:

a.     Funds appropriated by the university;

b.     A percentage of the research and consultation revenues as determined by the Vice-Chancellor;

c.     Revenues from publishing and subscriptions to academic journals and sales of publications published by the Academic Publishing Board; the prices of publications shall be determined pursuant to the rules defined by the Academic Publishing Board taking into account that the university is a non-profit institution;

d.     Grants and contributions received by the university in line with the established procedures;

e.     Other funds approved by the Vice-Chancellor.

Expenditures
  Spending which is based on the academic publishing budget shall cover the following:

a.     Funding academic journals;

b.     Costs of publishing;

c.     Fees of authors, writers, referees and publishing technicians and workers;

d.     Other miscellaneous areas as determined by the Academic Publishing Board and approved by the Vice-Chancellor.

Expenditure Procedures

a.     The academic publishing budget shall be subject to the provisions of the university’s financial regulation and other laws, rules and regulations.

b.     Spending shall be made within the rules and procedures which are defined by the Academic Publishing Board and approved by the Vice-Chancellor.