The Student Journals Office has a library of nearly all copies of every issue of the 13 student Journals, as does the Special Collections department at Langdell Library. These can be checked Out with the Office or reviewed at Special Collections at any time. If you or anyone requires A copy of a book for personal use, all back issues of your journal are available exclusively from William S. Hein & Co., Inc., 1285 Main Street, Buffalo, NY 14209, or by contacting 1-800-828-7571, or firstname.lastname@example.org. Don’t hesitate to contact Sheena for assistance in working with Hein.
Each journal should have a banner with its name and logo to use at the Student Journals Fair In the fall, the Journals Launch Party in the spring, any conferences you may host, and other Events in which you wish to promote your journal. If your journal’s banner is lost or needs replacing, talk to Sheena in the Dean of Students Office.
The Bluebook, currently in its 19th edition, is the first resource to use in determining the appropriate source for a citation. Each journal should have several copies of the current issue of the Bluebook in their office and journals staff are encouraged to purchase their own copy of the Bluebook from the Coop. There are a few copies in the computer lab for you to use, and the library has a limited number of copies that can be borrowed from the reading room, reserve and reference room.
If you have questions regarding navigating the Bluebook, finding appropriate rules for citations, and appropriate sources as mentioned in the Bluebook, please contact your journal’s reference liaison in Langdell. They are Bluebook experts, and would be happy to help you. A listing of reference liaisons is in Appendix A.
The Common Room and Conference
New to the Journals Office is the Journals Common Room—across the hall from the Computer
Lab. It is a comfortable space for meetings, hanging out, and informal discussions. Journal
Chats—informal gatherings hosted by the Student Journals Office staff—will be held once a month on Thursdays after classes in the Conference Room from 3-5pm. The Conference Room is available to Journals Staffs for large meetings and discussions and must be reserved through the events management system.
Computer Lab & Printing
There are six computers with Microsoft software and internet access in the computer lab. These are community computers—you must use your journal’s username and password to sign into them. Please sign out of the computer when you are finished to prevent locking, and only save to your journal’s shared drive. There is a high-speed printer and six computers in the Computer lab located in the journals suite. The printer and computers are available for use by any staff member of any journal to complete journal related work and print jobs.
If you need toner for either printer or if the computers and printer do not seem to be working, please contact Sheena. After hours, please contact IT at 5-0722, or hlshelp@law. Harvard.edu. IT is located in the basement of Caspersen.
Copy cards are available through Sheena, and should be set up each semester. Please be careful not to misplace copy cards, as they are like debit cards without PIN numbers—they can be used by anyone who possesses them without ID. If a copy card goes missing, please let Sheena know immediately so she can have it cancelled and re-issued.
Copy cards can be refilled at any time. To re-fill your copy card, send Sheena an e-mail with the following information:
• Journal Name
• Card Number (8-digit number stamped on the card)
• Account Number (4-digit number written on the card)
• Amount to add to card
The copy machine is for small copy-runs (less than 50 sheets per job) only. For large runs, please use the Copy/Distribution Center in Pound. To use the photocopier, you’ll need to punch in the Student Journals Copy Code . Sheena can also provide you with this code. Don’t Hesitate to ask her if you have any questions about the copier. If it becomes jammed, Please let us know as soon as possible so we can have it repaired.
The deadlines for the issue going to Contract Proof Stage are: Winter Issue-January 30; Spring issue-April 30. For single-issue journals, the deadline is April 1. If you know you may be late on your deadline, contact Sheena immediately so she can notify subscribers.
Journal manual/operating procedures
In going through the files we’ve found a few manuals from some of the journals, some of which are extremely outdated. If you have a manual for your journal, please send us the Most updated version so we can keep a copy on file. If the previous editor did not pass on the Manual for the journal or if you know that you’ve never had one, let us know. Each journal should have a manual on file in our office outlining procedures for the masthead, elections, etc.
At the beginning of each semester, one editor from each journal should send Sheena a list of
People who need keys to your offices. People who need keys should be editors, managing editors, and any other major players on your journals team. You can add to this list as you recruit new members. The keys will be ready for you to pick up from Edgar over at facilities in Holmes. If your outgoing EIC gave you a key, please let Sheena know so she can make a note of it with facilities.
Mail & FedEx
Standard journal-business mail can be sent via HLS mail services by the mail deposit box in the journals suite. If you’re sending a journal or bound book, we have book envelopes for every journal
in the cabinet on your right as you enter the suite. Please write “bound printed matter” on the envelope. Book mailings going overseas will require a customs form.
Fedex supplies—boxes, envelopes, and airbills—are also located in the suite. To be sure that HLS Journals is billed using our billing information, you must use the airbills provided in the suite. Please let Sheena in the Journals Office know if we are out of airbills. Write your journal’s name in the Internal Billing Reference line, and deposit your package in the mail drop or at any fedex location or drop box.
After you’ve received page estimates from Christensen, an EIC or ME should send author contact information and page counts to Sheena so that she can contact authors about ordering offprints. Each author in your journal will receive 25 complimentary offprints and 2 full issues, and will be given the opportunity to purchase additional copies of their articles. Offprints are copies of individual articles made during the initial print run of the issue. These prints are generally less expensive because the set-up costs are covered by the printing budget.
If an author or reader requests copies of articles after the initial print run, we have to reprint the article with a new printer set-up, generally making these copies, or reprints, significantly more expensive. These copies are perfect-bound, meaning they will have the same look and feel of the journal.
We can also have reprints printed at the HLS copy center, but these copies will be cut and staple-bound. Although they have individual covers and the cost is significantly less expensive, the look and feel is less authentic.
Please remember as you plan your issues and make contracts with authors that you have a total page Count maximum. For 2-issue journals, the total maximum of printed pages is 600; for single issues, Your maximum is 300. This count is dictated by our budget allotment for printing—if you have a Specific request for extra pages, you must apply for special funding.
Each journal will be given one box of paper per semester for use in their office printers. The Journals office staff will stock the printers in the computer lab each day with printer paper, and leave one ream out for printing in the evening. Should the computer lab printers run out of paper in the evening, you must use paper from your journal’s supply. If you go through your box, please let Sheena know so she can order you another.
The journals waste over 1 box-worth of paper each academic year–$35 worth of paper! We will make every effort to keep the printers working efficiently and stocked with toner so that waste can be kept to a minimum, but please be careful when printing in the computer lab. Pick up your print-outs, and print double-sided if possible.
Permission requests are granted for requests for non-profit or classroom use, mostly for faculty and practitioners making copies for a course book. If a request comes in from a company making a compilation of articles, and then selling it, even if they call it educational use, the University suggests a fee $25 per article and per use, and for non-educational or for-profit use, the journals office sends in a fee summons to the requestor. Permissions and royalty fees are deposited into the journal’s operating/printing budget, and are used towards offsetting the costs of printing.
Please forward all permissions requests to Sheena (email@example.com) and she will take care of them for you.
Once you’ve mapped out your production schedules, the student journals office would love to have them on file in our office so we can better support you during your busiest times. This Also assists us when subscribers call with questions about when the next issue is coming out.
Reimbursement forms for purchases should be turned in to Sheena no later than 2 weeks after the purchase was made. Original receipts are required for reimbursement. Universal Expense Forms are available in the Dean of Students Office or the Student Journals Web site at HLSJournals.com
Subscriptions & claims
Sheena also supervises the subscriptions for the journals, handles claims of missing issues, and processes checks and information concerning all payment information for your subscribers. If you have any questions concerning subscriptions for your journal, do not hesitate to ask her. She has a database of all subscribers and can answer many questions relating to subscriber issues. If you receive any subscription checks or inquiries, please bring them to her as soon as possible for processing, or e-mail questions to firstname.lastname@example.org.
Most of you are probably aware of this but in case you weren’t, we now have our very own Web and Design team! Jeffrey Dunn (email@example.com) and Catherine Roach (firstname.lastname@example.org) are able to update, troubleshoot, and even create a web site for you from scratch. Please feel free to contact them both if you need help learning how to make simple edits yourself or have questions about your site.