8 April 2003

Memorandum No. ERR-03-053

To: Deans, Directors, Heads of Units

Subject: Policy on Campus/College Journal Publications

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Attached for information and guidance is a copy of the 
 Proposed Policy on Campus Journal Publications which was 
 approved by President Francisco Nemenzo at the 195th 
 meeting of the President's Advisory Council on March 19, 2003.


EMERLINDA R. ROMAN
Chancellor


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Excerpt from the Minutes of the 195th Meeting of the President's 
 Advisory Council on 19 March 2003.

D. Proposed Policy on Campus Journal Publications

Campus journals exist to contribute to the stock of knowledge and 
 provide a venue for faculty to share their research findings. 
 It is the University's responsibility to ensure that a journal 
 that bears its name and/or enjoys its support meets established 
 standards of scholarship. The journal too, must appear on time as 
 proof of its capacity to draw upon (attract) a wide enough pool of 
 contributors who can keep the journal going.

While publishing units may differ in the composition and size of 
 their Editorial Boards, all campus journals must meet the minimum 
 standards set forth in this policy statement.

The Publisher
1. The following factors shall be considered in evaluating the plan 
 or request of a unit to use its MOOE or apply for central (CU) 
 administration funds to publish a journal:

*Faculty profile in terms of highest degree and size if graduate 
 student population in the last three years.

*Track record of the unit's faculty in academic, peer-reviewed 
 publications in the last five years. (This and the foregoing will 
 show the unit's capacity to sustain the journal, which requires a 
 pool of faculty who actively publish)

*Editorial policy, including procedure for peer review. Journals 
 that intend to take in external reviewers (outside the college) 
 are preferred.

*Prior experience in publishing (previous journals, if any, 
 and track record of journals).

Other similar journals published in the College, campus or by 
 other universities and professional societies in the country. 
 The unit must be able to demonstrate its potential contribution 
 vis-a-vis other journals in the field.

2. The Chancellor, in consultation with the Deans, shall determine 
 who will conduct the evaluation and the evaluation process. This 
 is to ensure that University funds and the U.P. name are properly used.

3. A journal that has failed to appear in the last three years (3) 
 years may no longer be funded by UP.

4. Journals whose articles are not refereed may not use UP funds 
 and the UP name.

5. To assists faculty who wish to solicit comments prior to sending 
 out their papers for publication, units are encouraged to print 
 discussion appears or research findings (not refereed) for 
 circulation among peers.

The Author
1. The author may only submit a manuscript to the journal that has not 
 been published before and is not being considered for publication 
 elsewhere.
2. The author shall be responsible for obtaining permission to use 
 copyrighted materials.


Highlights of the discussion:
1. Chancellor Reyes expressed her concern about the difficulty of 
 getting reviewers outside the University, especially in the field 
 of health science.

2. Vice President Diokno said that in the professional colleges, 
 members of professional societies/organizations nay be requested 
 to serve as reviewers.

3. Chancellor Roman suggested that the proposed policy on campus 
 journal publications also apply to college journals.

Council action: Approval by the President, upon endorsement of the Council. 
 Moreover, the Council agreed to the suggestion that policy on campus 
 journals also apply to college journals.


Certified Correct:

Martin V. Gregorio
Secretary of the University and of the Board of Regents