Establishing a high-quality academic journal and getting it indexed by prestigious databases like Web of Science, Scopus, and PubMed is a crucial step for increasing visibility and academic credibility. However, many journals face rejection due to common issues that could have been avoided with better preparation. This guide will help journal editors, publishers, and editorial teams understand what these prestigious indexes look for and how to build a journal that meets their standards from the very beginning.

Looking for a quick reference? Visit our checklist for Scopus and Web of Science indexing preparation to ensure your journal meets all the essential requirements.

1. Consistency in Journal Title and Branding

One of the most common reasons for rejection is inconsistency in the journal’s name across different platforms. The journal title must be consistent on the ISSN Portal, the journal’s website, PDF files of the articles, and any related metadata submissions.

Actionable Tip: Standardize the journal name across all platforms before applying for indexation. Ensure that the title used on the website, in metadata, and in published articles is identical.

2. Robust Website Functionality and User Experience

The website is the face of your journal. A poorly functioning or confusing website can be a significant red flag for evaluators.

• Ensure that the site architecture is clear, with easy navigation to all sections (e.g., current issues, archives, submission guidelines).
• All downloadable documents (templates, author guidelines, etc.) must be easily accessible and functional.
• The website should offer a seamless experience across different languages if it has multilingual content. Each version should have the same level of detail and be free from broken links.

Actionable Tip: Conduct regular website audits to identify and fix broken links, non-functional downloads, and language discrepancies.

3. Clear and Comprehensive Ethical Policies

Prestigious indexes require transparency regarding ethical standards. The journal must have clear guidelines covering issues such as:

• Conflict of interest policies for authors and reviewers.
• Authorship criteria and guidelines for retractions and corrections.
• Ethical considerations for studies involving human or animal subjects, including informed consent and ethical review board approvals.
• Detailed policies for vulnerable populations (e.g., research involving children).

Actionable Tip: Develop unique, in-house ethical guidelines based on industry standards like COPE (Committee on Publication Ethics) and ensure these are easily accessible on your website.

4. Well-Defined Peer Review Process

Your journal’s credibility relies heavily on the quality of its peer review process. Rejection often occurs when there is a lack of transparency about how the peer review is conducted.

• Clearly state whether the journal uses single-blind, double-blind, or open peer review.
• Specify who makes the final decision on manuscript acceptance (e.g., Editor-in-Chief, Associate Editors, or an Editorial Board panel).
• Include information on what criteria are used for acceptance and the appeal process for rejected submissions.

Actionable Tip: Detail the peer review process on a dedicated page on the journal’s website to help authors and reviewers understand the evaluation criteria.

5. Comprehensive Editorial and Author Affiliation Details

Transparency in the editorial board and author affiliations is crucial for building trust and credibility. Missing or incomplete affiliation details can result in rejection.

• Provide full names, institutional affiliations, and countries for all editorial board members (Editor-in-Chief, Associate Editors, Regional Editors, etc.).
• Ensure that all published articles include complete author affiliation details, including institution and country.

Actionable Tip: Regularly update the editorial board information and require authors to provide complete affiliation details during submission.

6. Consistent Publication Schedule and Timeliness

Journals must adhere to a consistent publication schedule to be considered for indexing. Inconsistent or delayed publication can indicate a lack of reliability and organizational issues.

• If your journal states that it publishes four issues per year, ensure that each issue is published on time.
• Avoid publishing issues ahead of the stated schedule, as this can lead to confusion and credibility concerns.

Actionable Tip: Create a publication timeline and stick to it. Communicate any changes in the schedule clearly to your readers and contributors.

7. Strong Archiving and Indexing Policies

A robust archiving policy is essential for ensuring the long-term preservation and accessibility of published content. Prestigious indexes often look for journals that implement systems like OAI-PMH, LOCKSS, or CLOCKSS.

Actionable Tip: Include a detailed section on your website about your archiving policy, including how your content is preserved and made accessible over time.

8. Detailed Aims, Scope, and Target Audience

Having a clear and detailed aims and scope section helps define the focus and goals of your journal. It also helps evaluators understand the journal’s contribution to its field.

• Clearly describe the types of articles you publish and the target audience (e.g., researchers, practitioners, policymakers).
• A one-sentence scope is insufficient; provide a detailed explanation of the subject areas covered by the journal.

Actionable Tip: Regularly review and update the aims and scope statement to reflect the evolving focus of your journal and its intended readership.

9. Publisher Transparency and Contact Information

Providing transparent information about the publisher and its physical location is a sign of credibility. Avoid using only a P.O. Box as your address.

• Include the full physical address of the publisher, along with contact details for support.
• Create a bi-directional link between the journal’s website and the publisher’s website for full transparency.

Actionable Tip: If your journal is managed by a consultancy or third-party publisher, ensure this is clearly stated and linked on your website.

10. Improve Citation Rates and Impact Factor

The citation rate of your journal’s articles significantly affects its chances of being indexed in prestigious databases. High-impact journals often receive more attention and have a greater chance of acceptance.

• Encourage authors to submit high-quality research with clear relevance to the field.
• Implement strategies to increase the visibility and citation of published articles, such as promoting them on social media and academic networks.

Actionable Tip: Consider publishing review articles or special issues on trending topics, as these often receive higher citations.

Conclusion

Building a journal that meets the standards of prestigious indexing services is a challenging yet rewarding process. By paying close attention to these key areas, you can increase the chances of your journal being accepted into top indexes, enhancing its visibility, credibility, and impact in the academic community.

Make sure to stay updated with the latest requirements of indexing databases and conduct regular reviews of your journal’s website, policies, and procedures. This proactive approach will help you create a journal that not only meets but exceeds industry standards, paving the way for future success.

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Updated: 17.11.2024