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 dean of college or director of center through the head of department or unit. The dean of college or director of center remits the request with the copies of the manuscript to the director of Department of Academic Publishing and Outreach. The Academic Publishing Board forms an ad hoc committee of specialists to examine the content of the manuscript and submit reports. Upon the committee’s recommendation, the Board will inform the author of any suggested changes that should be addressed before submitting a modified final copy of the manuscript to the Board. The manuscript is sent to the university press for printing after obtaining the Deputy Vice-Chancellor’s approval. However, if printing proves not possible for reasons that have to do with technical matters, time constraints, or backlogs of requests, the printing may be done by a press outside the university.

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 the style sheet and publishing guidelines set by every journal. The journal will be sent to the press for publishing after the approval of the chairman of the Board.

Informative and Cultural Publications:

The unit should submit a request with three copies of the manuscript to be published (reports, posters, flyers, brochures, booklets, etc.) to the Deputy Vice-Chancellor who is in charge of the unit, with due regard to the hierarchy of authority when submitting the request. The manuscript is sent to the university press for printing after the approval of the Deputy Vice-Chancellor who is in charge of the unit.

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.

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, and norms governing academic documentation.

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

6- Reviewing the galley proofs within a time period set by the press.

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

1- Intellectual property rights will devolve upon the university as to all publications it publishes.

2- The author can only re-publish the publication three years after it has been published by the university.

3- 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.

4- 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.

5- 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.

6- The university shall be committed to:​​​​

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

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

Arbitration

Manuscripts submitted for publication shall be refereed by academically distinguished and professional scholars. The referee should be ranked higher than the author ( in the case of single author, or multiple authors), but should not be lower than assistant professor in any case. The referee shall make his/her opinion in writing pursuant to the following aspects:

1- The quality of ideas in terms of authenticity and scientific significance Whether or not the manuscript makes a new contribution to knowledge

2- The methodology used by the author

3- The overall analysis of data and ideas

4- To what extent the author has adhered to the norms of academic documentation and intellectual property rights of others

5- Whether the manuscript is valuable to relevant researchers and students

6- The logical and objective order of the contents

7- Linguistic accuracy and fluency

Note : The Academic Publication Board will solicit the arbitration of a manuscript by at least two referees, and possibly a third one in case the manuscript has been turned down by either of them; the author will be informed of the referees’ decision. If the author, in a single or multiple authorship, works at the Sultan Qaboos University, one of the referees should come from another university and be no lower in rank than the other referee.

Academic Publishing Board Rights

Members of the Academic Publication Board are entitled to make an initial examination of the manuscript and determine its suitability for arbitration; the opinions of referees will be considered when making a final decision by the Board. The Academic Publication Board may inform the author of a rejected work about the decisions made by the referees, when needed, but without disclosing their names nor any obligation to respond to appeals by the author. The manuscript will be considered as withdrawn if the author fails to address the necessary modifications within three months from the date the author received the decision from the Academic Publication Board, unless there should be some compelling reasons. The Academic Publication Board may produce paper or electronic reprints of any manuscript during the first three years from the date the manuscript was first published, without the author’s approval.

Author's Rights

The Academic Publication Board shall inform the manuscript’s author as to its suitability for publishing within two weeks from the time the referees’ decisions arrive. The author can only re-publish the publication three years after it has been published by the university; for that, the author should seek permission from the Board and make a mention of the source in the reprint. The following measures will be taken were the author not adhering to the agreement:

1- If it comes to the attention of the Academic Publication Board that the author has published the manuscript before, during or after submitting it to the Board, it may refuse future requests by the concerned author for publishing through the Board.

2- If the author falls short of introducing the changes suggested by the referees and the Academic Publication Board, or withdraws the manuscript prior to publication, he/she will be liable to pay the fees of arbitration, mailing, and other university expenses.

Stage One: Submitting a Request

The author shall submit the book manuscript together with the following materials:

1- A cover letter requesting publishing through the Academic Publishing Board

2- A statement confirming that the manuscript has not been published before A soft copy of the manuscript

3- Three hard copies of the manuscript (meeting the style sheet and technical standards set by the Academic Publishing Board

4- The author’s CV in Arabic and English

5- A manuscript synopsis and a summary of the contents

6- Filling out and signing an application form available from the Academic Publishing Board

7- A list of prospective manuscript referees (if any)

Stage Two: Examining the Request

The Academic Publication section will look into the request and make sure that it meets the basic prerequisites for submission to Academic Publication Board. It will:

1- Ensure that all manuscript publishing requirements are satisfied

2- Evaluate the quality of the book contents

3- Open a dossier for the manuscript

4- Write an initial report about the book contents

5- Work to submit the manuscript to the Academic Publication Board

6- Communicate with the author about the manuscript matters.

Stage Three: Submitting the Book Manuscript to the Board

The Academic Publication Section will set the agenda of the Academic Publication Board meeting whereby the book manuscript is examined by the Academic Publication Board members for possible refereeing. It will:

1- Set the agenda of the Academic Publication Board meeting

2- Send to the Board’s members the agenda together with the manuscript documents

3- Set the place and time for the Board’s meeting

4- Present the manuscript at the meeting to the Board’s members and document their initial views in the meeting minutes

5- Adhere to the opinion of the Board and follow up the procedures set by

Stage Four: Following up Manuscript Arbitration

The concerned departments at the university will be solicited for a list of possible manuscript referees before setting in motion the process of arbitration. The section will:

1- Communicate with the concerned parties for suggesting a list of possible manuscript referees

2- Write to the referees for securing their approval to this effect Set specific manuscript deadlines for the concerned referees so that they should respond in one month

3-Receive and keep confidential the referees’ reports

4- Prepare a report which summarizes the referees’ assessment to be submitted to the Board’s members at their meeting

5- Submit the report that summarizes the referees’ opinion at the meeting and adhere to what the Board’s members decide.

Stage Five: Communicating with the Author

The author will be informed of the Board’s decision:

1- After the Board endorses publishing the manuscript, the referees’ responses will be sent to the author so as to do the revisions and corrections recommended by referees

2- The author will send back the manuscript in order to set in motion the printing process

3- The author waives his/her copy rights to the university

4- The author signs a contract with the university.

Stage Six: Publishing the Book Manuscript

The section will send the book together with a publishing request to the press and will ask the author to communicate with the press for any possible technical changes in the book. This stage is described as follows:

1- The book will be designed by specialists in the section

2- A draft printed copy of the book will be made available for consideration by the director of the Department of Academic Publication and Outreach (DAPO)

3- Coordinating with an experienced proofreader, if needed

4- A publishing request form is filled out and sent to the press after the approval of the DAPO’s director.

5- The author coordinates with the press throughout the whole process of the manuscript publishing The book is received by the section and stored at the DAPO

6- The author is granted 20 copies of the book

7- The section coordinates with other sections in the department for setting marketing strategies for the book Writing to Chairman of the Academic Publication Board for approving remunerations for authors and referees

8- Following up the financial procedures with the university’s Financial Affairs Department so as to ensure that remunerations are paid

Stage Seven: Remuneration for Authors and Referees

Writing to Chairman of the Academic Publication Board for approving remunerations for authors and referees Following up the financial procedures with the university’s Financial Affairs Department so as to ensure that remunerations are paid

Stage Eight: Publishing the Book

 After addressing all financial and technical aspects of the book, the manuscript dossier is closed and archived.

Stage Nine: Marketing the Book

1- Setting appropriate plans for commercializing the book

2- Preparing statistics of all book sales and dedications

3- Coordinating with other departments inside and outside the university for the purpose of marketing the book.

Yahya Al Haji

Head, Publication Section

Deanship of Research

Phone: (+ 968 2414) 5938

Email: alhaji@squ.edu.om