- Indexers such as DOAJ and Scopus expect public, specific policies: peer review, ethics, open access, licensing and more.
- Use the templates below as a starting point, replace every [placeholder], and describe what your journal actually does.
- Match your policies to your OJS settings (review mode, licence, archiving) so the two never contradict each other.
Why journal policies matter
Journal policies tell authors, reviewers, readers and indexing databases how your journal works and what standards it follows. They are not paperwork: they are among the first things evaluators check.
- DOAJ requires, among other things, that the type and details of the peer review process are stated clearly on the website, and that licensing terms and an open access statement are published. Its application guide also expects at least two independent reviewers per article (arts and humanities journals may use editorial review by at least two editors) and recommends a policy on automated and AI tools.
- Scopus lists a publicly available description of the peer review process and a publication ethics and publication malpractice statement among its minimum criteria for title evaluation. See our Scopus indexing guide.
- COPE (the Committee on Publication Ethics) publishes core practices that most journal ethics policies follow. See publicationethics.org.
Customise, don't copy
The journal policy templates below are starting points. Replace every [placeholder], delete what does not apply, and add details specific to your field. A policy that promises something your journal does not do, such as double-blind review when editors share author names, is worse than no policy at all.
Where journal policies go in OJS
Menu names vary slightly between versions; the table reflects OJS 3.3, 3.4 and 3.5 unless noted.
| Policy | Where to put it in OJS |
|---|---|
| Aims and scope | Settings → Journal → Masthead: Journal Summary (short) and About the Journal (full) |
| Author guidelines, submission checklist, copyright notice | Settings → Workflow → Submission, Author Guidelines area (the exact tab layout differs between 3.3/3.4 and 3.5) |
| Review mode and reviewer instructions | Settings → Workflow → Review: default review mode, Review Guidelines and Competing Interests |
| Licence | Settings → Distribution → License: copyright holder, licence and licence terms |
| Open access mode and OAI | Settings → Distribution → Access (the statement itself goes on a public page) |
| Archiving networks | Settings → Distribution → Archiving (LOCKSS/CLOCKSS) and the PKP PN plugin |
| Privacy statement | Settings → Website → Setup → Privacy Statement |
| Peer review, ethics, plagiarism, AI, corrections, data policies | Public pages created with the Static Pages plugin or a Custom Page navigation item, grouped under an About or Policies menu |
Readers and indexers cannot see text that only exists in workflow settings, so every policy that matters for indexing also needs a public page linked from the menu and, ideally, the footer.
Aims and scope
What indexers expect: a specific subject area, the types of articles you publish and your intended readers, easy to reach from the homepage. Vague, all-disciplines scopes are a common weakness in new journals.
Template: Aims and scope
[Journal Name] (ISSN [XXXX-XXXX]) is a peer-reviewed, open access journal published by [Publisher] since [year]. It publishes [original research articles, review articles and short communications] on [subject area], with a particular focus on [two or three specific topics].
The journal aims to [state the purpose, for example: provide a forum for evidence-based research on X in Y region]. Its readers include [researchers, practitioners, policy makers]. Submissions outside this scope, such as [examples], will not be sent for review.
[Journal Name] publishes [number] issues a year in [months] [or: publishes articles continuously]. Articles are published in [language(s)].
Peer review policy template
What indexers expect: the type of review (single-anonymous, double-anonymous or open), the number of reviewers, who makes decisions, how long it usually takes, and how special issues and editors' own papers are handled. Set the same review mode in OJS so practice matches policy.
Template: Peer review policy
All research articles submitted to [Journal Name] undergo [double-anonymous / single-anonymous] peer review. In double-anonymous review, the identities of authors and reviewers are not disclosed to each other.
Each submission is first checked by the editorial office for scope, completeness and similarity (see our Plagiarism Policy). Manuscripts that pass this check are assigned to a handling editor, who invites at least two independent expert reviewers. Reviewers are asked to assess originality, methodology, clarity and relevance, and to recommend: accept, minor revisions, major revisions or reject.
The handling editor makes a decision based on the reviewers' reports. Where reviews conflict, an additional reviewer may be invited. The Editor-in-Chief makes the final decision. We aim to send authors a first decision within [number] weeks of submission; revised manuscripts may be returned to the original reviewers.
Submissions by members of the editorial board are handled by an editor with no conflict of interest, and the submitting editor has no access to the review process. Special issue papers follow the same process. Reviewers must keep manuscripts confidential and declare any conflict of interest before accepting an invitation.
Publication ethics and malpractice statement
What indexers expect: a statement that sets out the duties of editors, reviewers and authors, and how you handle misconduct, preferably aligned with COPE's core practices and flowcharts.
Template: Publication ethics and malpractice statement
[Journal Name] is committed to the highest standards of publication ethics and follows the guidance of the Committee on Publication Ethics (COPE).
Editors evaluate manuscripts solely on their academic merit and relevance, without regard to the authors' race, gender, religion, nationality or institution. They keep submissions confidential, declare conflicts of interest and do not use unpublished material for their own research.
Reviewers give objective, timely and constructive reviews, keep manuscripts confidential, declare conflicts of interest and alert the editor to suspected misconduct.
Authors confirm that their work is original, has not been published or submitted elsewhere, properly cites the work of others, lists as authors only those who made a substantial contribution, discloses funding and conflicts of interest, and has received ethics approval and informed consent where required.
Allegations of misconduct, including plagiarism, data fabrication, duplicate publication and authorship disputes, are investigated following COPE guidance. Outcomes may include rejection, correction, retraction or notification of the authors' institutions. Complaints and appeals can be sent to [email]; they will be reviewed by an editor not involved in the original decision.
Plagiarism policy for journals
What indexers expect: a statement that submissions are screened, how the results are used, and what happens when plagiarism is found before or after publication. DOAJ highly recommends a plagiarism-checking service but does not require one.
Template: Plagiarism and similarity checking policy
All manuscripts submitted to [Journal Name] are checked for similarity using [name of similarity-checking service] before peer review. The similarity report is reviewed by an editor; there is no automatic threshold, because matches to references, methods descriptions or properly cited material are acceptable.
Plagiarism includes copying text, ideas, images or data from others without attribution, and reusing substantial parts of the authors' own published work without disclosure (redundant or duplicate publication). If plagiarism is detected before publication, the manuscript may be rejected or returned for revision. If it is found after publication, the journal will act in line with COPE guidance, which may lead to a correction or retraction.
Generative AI policy for authors, reviewers and editors
What indexers expect: DOAJ now recommends that journals publish a policy on the use of automated tools by authors, peer reviewers and editors. COPE's position is that AI tools cannot be listed as authors, because they cannot take responsibility for the work.
Template: Use of generative AI and automated tools
Authors: AI tools cannot be listed as authors. Authors who use generative AI or other automated tools for anything beyond basic language correction, editing or formatting must describe the tool and how it was used in the [Methods or Acknowledgements] section. Authors remain fully responsible for the accuracy, originality and integrity of the entire manuscript, including any content produced with AI assistance. AI-generated images or data must not be presented as original research results unless that is the subject of the study and is clearly explained.
Reviewers: manuscripts under review are confidential. Reviewers must not upload any part of a manuscript or their review to generative AI tools, and remain responsible for the content of their reports.
Editors: editors must not upload submissions or decision letters to generative AI tools and do not use AI to make editorial decisions. Any automated tools used by the journal (for example, similarity checking) are described in our policies.
Open access policy statement
What indexers expect: DOAJ requires an open access statement showing that all content is freely available immediately on publication, without embargo and without requiring readers to register. In OJS, the publishing mode under Settings → Distribution → Access should be set to open access.
Template: Open access statement
[Journal Name] is an open access journal. All articles are freely available to read online immediately upon publication, without embargo or registration. Users are allowed to read, download, copy, distribute, print, search or link to the full texts of the articles, or use them for any other lawful purpose, without asking prior permission from the publisher or the author, provided the original work is properly cited, in accordance with the licence below.
Copyright and licensing policy
What indexers expect: licensing terms clearly stated on the website, and copyright terms that do not contradict them. DOAJ notes that "all rights reserved" is never appropriate for open access content. Select the licence under Settings → Distribution → License so it appears on every article page and in metadata, and update the Copyright Notice authors agree to during submission.
Template: Copyright and licensing
Authors who publish in [Journal Name] retain copyright of their work and grant the journal the right of first publication. Articles are published under the Creative Commons Attribution 4.0 International License (CC BY 4.0), which allows others to share and adapt the work for any purpose, provided the original authors and the journal are credited.
Authors may enter into separate arrangements for non-exclusive distribution of the published version (for example, posting it in an institutional repository), with acknowledgement of its initial publication in this journal. Authors are responsible for obtaining permission to reproduce any third-party material included in their article.
Archiving and self-archiving policy
What indexers expect: evidence that content is preserved in a long-term archive (DOAJ lists this as best practice), and a clear position on authors depositing versions of their work in repositories. Our essential OJS plugins guide explains the PKP Preservation Network plugin.
Template: Archiving and repository policy
[Journal Name] uses [the PKP Preservation Network / LOCKSS / CLOCKSS / Portico / name of national library archive] to create a permanent archive of published content for preservation and restoration purposes. [The journal's content is also deposited with [national library or repository].]
Authors are permitted to deposit the submitted version, the accepted manuscript and the published version of their article in institutional or subject repositories and on personal websites, at any time and without embargo, with a link to the published article.
Corrections and retractions policy
What indexers expect: a defined process for errors and misconduct after publication, following COPE's retraction guidance, with notices that are linked to the original article. OJS 3.2 and later can publish a new version of an article, which helps you keep a visible record of changes.
Template: Corrections, retractions and expressions of concern
Corrections: errors that affect the accuracy of a published article but not its conclusions are corrected by publishing a correction notice linked to the article, and an updated version where appropriate.
Retractions: articles are retracted when findings are unreliable because of serious error or misconduct, or in cases of plagiarism, duplicate publication or unethical research. Retracted articles remain online, clearly marked as retracted, with a retraction notice explaining the reason.
Expressions of concern: where an investigation is ongoing or inconclusive, the editors may publish an expression of concern.
Decisions follow COPE guidance. Readers who believe an article contains an error should contact [email].
Conflicts of interest policy
What indexers expect: disclosure requirements for authors, reviewers and editors. In OJS, add reviewer instructions in the Competing Interests field under Settings → Workflow → Review.
Template: Conflicts of interest
A conflict of interest exists when financial or personal relationships could inappropriately influence a person's judgement. Examples include employment, consultancies, honoraria, grants, shares, patents, close personal relationships and academic rivalry.
Authors must declare all funding sources and potential conflicts of interest in a statement within the manuscript. If there are none, the statement should read: "The authors declare no conflict of interest." Reviewers must decline invitations where a conflict exists or tell the editor. Editors do not handle manuscripts in which they have a conflict of interest; these are reassigned to another editor.
Data availability policy
What indexers expect: a clear position on sharing the data behind published results. Choose a level that suits your field: encouraged, expected with a statement, or required.
Template: Data availability
[Journal Name] [encourages / requires] authors to make the data supporting their findings available in a public repository where ethically and legally possible. All research articles must include a Data Availability Statement explaining where the data can be found (with a persistent identifier or link), or why they cannot be shared (for example, to protect participant confidentiality), and how qualified researchers can request access.
Privacy statement
What indexers and users expect: what personal data the journal collects, why, and who can see it. OJS includes a short default statement; extend it if you use analytics or serve readers in regions with data protection laws, and check local legal requirements. Edit it under Settings → Website → Setup → Privacy Statement.
Template: Privacy statement
The names, email addresses, affiliations and other details entered on this journal site are used only for the stated purposes of this journal, such as processing submissions, peer review and communication, and will not be made available for any other purpose or to any other party. Author names, affiliations and ORCID iDs are published with accepted articles.
This site uses [cookies / analytics tool] to understand how the journal is used. You can ask to access, correct or delete your personal data by contacting [email]. Data from rejected submissions are retained for [period] for editorial record keeping.
Before you publish your journal policies
- Every [placeholder] is replaced, and the journal name, ISSN and contact emails are correct.
- Your OJS settings match the text: review mode, number of reviewers, licence, archiving.
- Each policy has its own public page, linked from an About or Policies menu and the footer.
- Policies are consistent with each other (for example, the copyright notice does not contradict the CC BY licence).
- The editorial board has read and agreed the policies, and you have a process to follow them.
- You review the policies at least once a year and when guidance from COPE or indexers changes.
If you are launching a new title, our step-by-step guide on how to start an academic journal shows where policies fit in the launch plan. Want an expert to check your policies, settings and website against DOAJ and Scopus criteria? Our journal indexing preparation service gives you an honest, prioritised list of what to fix, with no promises of acceptance.
Frequently Asked Questions
Which journal policies does DOAJ require?
DOAJ expects clear, easy-to-find information on aims and scope, the editorial board, author instructions, the type of peer review, an open access statement, licensing and copyright terms. It also looks for policies on plagiarism screening, archiving and the use of AI tools as good practice. Our DOAJ indexing guide covers the full criteria.
Can I copy policies from another journal?
Use other journals and templates for structure, but write policies that describe what your journal really does. Copied text that names another journal, promises processes you do not follow or contradicts your OJS settings is easy for evaluators to spot and undermines trust.
What is the difference between single-blind and double-blind peer review?
In single-blind (single-anonymous) review, reviewers know who the authors are but authors do not know the reviewers. In double-blind (double-anonymous) review, neither side knows the other's identity. In open review, identities are disclosed. OJS supports all three under the review settings.
Where do I put the peer review policy in OJS?
Publish it as a public page (a Static Page or a custom page linked from the About menu) so readers and indexers can see it. Put instructions for reviewers in the Review Guidelines field under Settings → Workflow → Review, and set the default review mode there too.
Which Creative Commons licence should an open access journal use?
CC BY 4.0 is the most widely used licence for open access journals and the one PKP's documentation describes as allowing maximum sharing and reuse. Whatever you choose, select it under Settings → Distribution → License so it appears in article metadata, and make sure your copyright notice does not contradict it.
Do policies guarantee indexing in Scopus or DOAJ?
No. Clear policies are necessary, but evaluators also assess editorial quality, publishing regularity, the editorial board and whether you follow your own policies. For an honest review of your journal against these criteria, see our journal indexing preparation service.
