Terms of Reference (TOR)

The Philippine Normal University Publication Office (PNU-PO) is the University’s key office in ensuring and sustaining knowledge creation, production and dissemination in both the national and international domain through learner’s material, book, and journal publication. In terms of its management functions, the PNU-PO –

  • Manages the operations of the University’s official publication/s.
  • Ensures that the University policies and system related to publication are adhered to.
  • Ensures academic integrity on publications by coordinating with Graduate Research Office (GResO) and the Research Ethics Committee.
  • Publish quality and scholarly work of both faculty and students in print and online for national and global presence.
  • Maintains and sustains online journal system to expand readership, provide possible article citation, and offer easy access of the University’s journals by all its client: a) authors, b) reviewers, and c) scholar readers.
  • Provide an online common to set-up possible platform for all outputs and products of students, faculty, and staff such as electronic theses and dissertation, books, IM’s, monographs, technical reports, and research series.
  • Collaborates with the University Curriculum Management and Instructional Materials Office (UCMIMO) for quality assurance in publication of instructional materials.
  • Ensures that the University has regular research publications, publish the quality work of both faculty and students; and coordinate with EPRDC and GreSO on relevant matters.
  • Implements the University’s QA system in coordination with the CGSTER, EPRDC and/or CPQA.
  • Ensures implementation of ISO procedures.
  • Assists the academic domain in ensuring compliance with University’s system standards within the director’s domain.
  • Promotes PNU branding program through print and online.
  • Develops programs in the area of publication that will help raise revenues for the University.
  • Provides the faculty with opportunity to publish and coordinate with the EPRDC and GResO for capacity building of faculty and students.
  • Creates innovations that will help improve the University’s publication.
  • Provide feedback mechanism and evaluation of services

1. The PNU-PO Director (Designation)

The Terms of Reference of the PNU-PO Director shall be based on the PNU Special Order No. 195, Series of 2015.

Management Functions and Responsibilities

  1. Ensures an increasing but quality University publication.
  2. Manages the operations of the University’s official publication/s.
  3. Ensures/maintains the journals’ national and CHED-recognized status and integrity.
  4. Adopts and sustains mechanisms for international visibility of articles published in the University-managed journals such as through online systems and journal indexing.
  5. Serves as the Editor-in-Chief (please refer to TOR on Editorial Structure of the journal) of The Normal Lights and APHERJ.
  6. Regularly updates the Dean of the College of Graduate Studies and Teacher Education Research (CGSTER), the Vice President of Research, Planning and Quality Assurance (VPRPQA), the Director of Educational Policy Research, Planning and Quality Assurance (EPRDC) on matters related to student and faculty publications, and the head of the University Curicullum Managment and Instructional Materials Office on matters relating to faculty-developed instructional materials and trade books.
  7. Ensures that the University policies and systems related to publication are adhered to.
  8. Ensures academic integrity on publications by coordinating with Graduate Research Office (GResO) and the Research Ethics Comittee.
  9. Collaborates with the University Curicullum Management and Instructional Materials Office (UCMIMO) for quality assurance in publication of instructional materials.

 Strategic Development Functions and Responsibilities

  1. Assists the research and academic domains in ensuring that the PNU Vision, Mission, Goals and Objectives are reflected in the work of the University Publication Office.
  2. Ensures that the University has regular research publications, publish the quality work of both faculty and students; and coordinate with the EPRDC and GResO on relevant matters.
  3. Implements the University’s QA system in coordination with the CGSTER and CTD Dean, EPRDC Director, and/or CPQA Director.
  4. Ensures compliance with the PNU branding program in coordination with relevant VPURA offices.
  5. Assists the CGSTER Dean in directing PNU publications towards making CGSTER as the ASEAN Hub for Teacher Education Research.
  6. Develops programs in the area of publication that will help raise revenues for the University.
  7. Assists the CGSTER Dean on matters pertaining to the University’s responsiveness to stakeholders.
  8. Provides support to activities pertaining to the University’s projected development and sustainability.
  9. Provides the faculty with opportunity to be published and coordinate with the EPRDC Director for capacity building of faculty.
  10. Creates innovations that will help improve the University’s publication.

2. Technical Assistant
(Online Commons & Turnitin Administrator)

Under the direct supervision of the PNU-PO Director, the Technical Assistant (Online Commons & Turnitin Administrator) shall have the following Terms of Reference (TOR) –

  1. Collects all learning resources (technical reports, theses and dissertations, instructional materials, research, reference materials) from all the units in the University (Faculty from campuses, UCMIMO, College of Teacher Development, Faculty of Science, Technology and Mathematics, Faculty of Languages, Faculty of Behavioral and Social Sciences, Faculty of Education Sciences).
  2. Formats all submitted materials (technical reports, theses and dissertations, instructional materials, research, reference materials) into a layout for uploading of the web portal editor.
  3. Enrolls all students in the PNU Online Commons upon enrollment (per term basis).
  4. Checks all quality of submitted materials and quality of contents of the PNU Online Commons.
  5. Submit a quarterly report on visits, views and downloads of all uploaded materials in the PNU Online Commons.
  6. Updates all the Publication Office Director of all status and appraises of the PNU Online Commons.
  7. Drafts and uploads news briefs and announcements in the portal in line with the PNU Online Commons.
  8. Serves as curator of PNU Online Commons and develops ways of improving the PNU Online Commons.
  9. Monitors Turnitin use of faculty, staff and students.
  10. Manages enrolment of faculty as Turnitin instructors, file deletion through communication to Turnitin technical support
  11. Provides statistics on faculty use per campus
  12. Prepare monthly Turnitin Usage report (Journals: TNL, APHERJ, AsTEN)
  13. Check references and similarity index of manuscripts under editorial review
  14. Add highlights and usual comments on manuscripts with more than 10% similarity index
  15. Preparation and release of certificates of authenticity
  16. Manage student and faculty concerns on Online Commons and Turnitin
  17. Communicate with Turnitin representatives regarding renewal, schedule of Turnitin trainings and other faculty concerns
  18. Prepare necessary documents for Turnitin Trainings
  19. Preparation of Certificate of Publication for authors (The Normal Lights, APHERJ, AsTEN) and Certificate of Appreciation for Online Commons contributors
  20. Preparation and release of Certificate of Appreciation for Online Commons Contributors

3. Technical Assistant – Web Editor

Under the direct supervision of the PNU-PO Director, the e-Journal System Assistant shall have the following Terms of Reference (TOR) –

  1. Designs the Online Journal System and the Open Monograph Press of the PNU-PO.
  2. Manages Online Journal System for all journals managed by PNU-PO and the Open Monograph System.
  3. Maintains and updates the Online Journal System and the PNU Online Commons of the Publication Office.
  4. Monitors article and monograph submissions via Online Journal System, emails and notifications, and PNU Online Commons.
  5. Updates the managing editors of all e-submissions.
  6. Develops strategies for article citation and indexing.
  7. Manages social media accounts of the office
  8. Runs plagiarism tests for all submission in the three journals (The Normal Lights, APHERJ and ASTEN)
  9. Initiates technical review of submissions for all journals
  10. Communicates technical review results to authors
  11. Forwading submissions to EIC for initial review
  12. Manages YouTube Channel of the office
  13. Designs graphics and creates videos for the office
  14. Preparation of metadata for submission to AGPCI (The Normal Lights and APHERJ)
  15. Manages and updates the Publication Office Portal
  16. Manages and updates the PNU Research Portal of EPRDC
  17. Prepares consolidated Evaluation from Authors for all journals, Reviewers’ Review and PNU SINAG evaluation
  18. Registration of published articles of The Normal Lights in DOI (CrossRef)
  19. Continuous monitoring of online metrics of the systems of the office
  20. Monthly backup of database for all websites managed by the PNU Publication Office
  21. Acknowledges revised articles from authors from technical review stage
  22. Updates Journal Trackings of all journals if there are submissions from Technical review
  23. Communicate with Web Hosting and Domain Name Service Provider

4. Technical Assistant – Managing Editor for All Journals

Under the direct supervision of the PNU-PO Director, the Managing Editors shall have the following Terms of Reference (TOR) –

  1. Informs authors of solicited manuscripts that the submission will be evaluated according to the journal’s standard procedures or outlining the decision-making process if it differs from those procedures and communicates all other editorial policies and standards to authors of solicited submissions.
  2. Monitors the turnaround time for every publishing stage from manuscript receipt to publication or rejection.
  3. Assigns papers for review to each reviewer’s area of interest and expertise as suggested by the Associate Editor.
  4. Monitors (using OJS and google sheets) and ensures the fairness, timeliness, thoroughness, and civility of the peer-review editorial process.
  5. Provides monthly report of the journal submission, review and all other editorial processes.
  6. Regularly update the PNU-PO Director on the status of articles submitted for evaluation and publication.
  7. Prepares a report for the Editor-in-Chief, based on the reviewers’ responses. This report will not be a mechanical summation of the balance of opinion. Rather, in the light of the three responses, it will seek to identify, and to summarize the worth of the article to the journal content and to a wide readership interest.
  8. Prepares necessary documents and facilitates the annual Reviewers’ Review.
  9. Prepares preliminaries of TNL, APHERJ, and AsTEN.
  10. Communicate with the PPU with regard to the layout of the articles, and design of the cover.
  11. Sents follow-up email and reminder email to authors for timely submission of revised manuscripts.
  12. Ensures that all authors adhere with the provisions of the commitment form.
  13. Ensures that all the authors’ queries regarding the publication of the three journals were addressed.
  14. Communicates with the authors in regards of the copyright transfer form, evaluation, details for complimentary copy and PNU-SINAG Entry.
  15. Ensures and prepares for the distribution of TNL complimentary copy.
  16. Prepares and transmits the honorarium of the APHERJ reviewers.
  17. Prepares and sends Certificates of Publication to authors.
  18. Searches for international and local partners to serve as peer referees for all articles of the APHERJ and AsTEN journal for external review
  19. Monitors the submission of PNU-SINAG Entry of the authors of the published manuscripts in TNL, APHERJ, and AsTEN.

5. The PNU-PO Administrative Staff Members

The PNU-PO Administrative Staff Members shall have the following Terms of Reference (TOR) –

  1. Provide technical and clerical work in all activities of the TNL journal.
  2. Coordinates the printing and release on TNL journal
  3. Searches for international and local partners to serve as peer referees for all articles of the TNL journal for external review
  4. Coorddinates the marketing plans of the PNU-PO to the e-Journal system assistant, production desk office/assistant and managing editors.
  5. Monitors all administrative systems of the unit.
  6. Tracks all PNU-PO concerns within the unit and with other units/agencies.
  7. Ensures that ISO protocols are strictly observed even in online systems.
  8. Manages preparation of all technical reports.
  9. Prepares text for FB page uploads.
  10. Assists in coordination with other offices in the University to realize the deliverables of the PNU-PO.

6. The PRISMA Journal Staff

The PRISMA Journal Staff shall have the following Terms of Reference (TOR) –

  1. Designs the e-journal system of the PNU journal on Gender and Development.
  2. Manages, maintains and updates the e-based PNU journal on Gender and Development.
  3. Monitors articles submission, emails, and notifications via e-based journal system of the PNU journal on Gender and Development.
  4. Updates the Managing Editor of the PNU journal on Gender and Development;
  5. Develops strategies for article citation.
  6. Maintains archives of published papers, copy of review records, copy of formal correspondence, minutes of meeting and list of contacts of the PNU journal on Gender and Development.
  7. Observes generally acceptable ethical standards and principles in handling internal management decision-making processes;
  8. Adheres at all times to the provisions of the University’s Code of Ethics, particularly on integrity, avoidance of conflict of interest and protection of the Center’s reputation.
  9. Conducts initial technical review of all articles submitted for possible acceptance to PNU journal on Gender and Development.
  10. Assists the Editor-in-Chief in enhancing the quality of PNU journal on Gender and Development.
  11. Sends regular invitations and subsequently collects research articles from PNU faculty and students across campuses, other TEIs, local and foreign experts in education and teacher education for publications in PNU journal on Gender and Development.
  12. Monitors articles from submissions to publication.
  13. Facilitates the annual production of PNU journal on Gender and Development.
  14. Monitors the review progress of the PNU journal on Gender and Development.
  15. Acts as the editorial manager of the PNU journal on Gender and Development.
  16. Proofreads the final drafts of the articles for publication.
  17. Regularly updates the Editor-in-Chief on the status of articles submitted for evaluation and publication.
  18. Updates and revitalizes the PNU journal on Gender and Development Editorial team and pool of reviewers by tapping and inviting probable members of the team.
  19. Acts as the curator of the journal’s policy and procedures documents.
  20. Maintains the archive of published papers, copy of review records, copy of formal correspondence, minutes of meetings, and list of contacts.
  21. Performs other tasks that may be assigned by the Editor-in-Chief and the PNU-PO Director.
  22. Preparation of honorarium for viewer & editorial.
  23. Preparation and sending of certificate of publication to author.
  24. Facilitate author evaluation, consideration and anayalysis.
  25. Communicate copyright transfer.
  26. Monthly check up of database of PRISMA website.

The PNU-Publication Office (PNU-PO), headed by the director, shall directly manage the publication of 1) The Normal Lights, 2) Asia Pacific Higher Education Research Journal, 3) ASTEN Journal, and 4) text/trade books and learning materials. The Editorial Management Desk (EMD) of the PNU-PO shall be in-charge of the publication for print and off-print versions of the journals. Three Managing Editors comprise the EMD where one Managing Editor is assigned in each of the journals (The Normal Lights, APHERJ, and ASTEN journal) to directly oversee the review and submission procedure of articles for publication in the journal. Camera-ready articles are sent to the Electronic System Management Desk (ESMD) for off-print publication. Simultaneously, the Electronic System Management Desk (ESMD), manned by a Web Editor shall manage submissions, reviews and off-print publication of the three journals managed by the PNU-PO and off-print publication of electronic theses and dissertation; monographs, technical reports and research series; and  instructional materials. In addition, the ESMD shall provide means to advertisement of journals, trade/textbooks, and learning materials published by the PNU-PO. Subscription and information facilities for readers, authors and librarians are also provided by the online journal system and open monograph system. Archiving of published articles and reviewed articles with corresponding decisions are also managed by the ESMD. Furthermore, the ESMD shall encompass article citation, indexing and maintaining of altmetric system of the Publication Office such as facebook page, twitter, research gate, google plus for more visibility of all published materials.