cc: <k.brown@uea.ac.uk>, <m.hulme@uea.ac.uk>
date: Fri, 23 Jan 2004 17:17:32 -0000
from: "Neil Adger" <n.adger@uea.ac.uk>
subject: Re: Gec
to: "Malin, Mary \(ELS\)" <M.Malin@elsevier.com>

23rd January



Dear Mary



You answers are fine. My finalised comments are in capitals below.



We have been discussing the schedule and perhaps think that we will include
an Editorial on new directions and policies in first issue of 2005. Would
you consider a restyling of the cover etc for 2005? That would really help
re-launch the journal.



In the meantime we would wish to appoint a new Board as soon as practical. I
attach a list of 32 eminent scholars we plan to approach. I guess not all of
them will want to come on board. We plan for 30 in total. As discussed we
will now approach them informally and if they respond positively, you will
write to them formally to offer them a place on the Board. Please confirm
that this is the arrangement.



We have approached a potential Editorial Assistant who is a first year PhD
student here at UEA. We hope to confirm soon that he is interested. They
should then contact you directly.



Martin Parry has been in contact and has suggested we meet with him directly
to hand over the files. We believe this is a good idea, but are waiting to
confirm our Editorial Assistant before making the arrangements. Do you agree
that we should take over the files this way?



Best wishes



Neil













Dear Neil
I have pasted in your queries below and my responses follow:

1.2 The JOURNAL contains mainly full length research papers, review
papers, short communications, or such other material which is of special
interest to the readers of the JOURNAL, for which the EDITORS have the
editorial responsibility. What about the material from UNU? Is it our
responsibility? Does that column continue?

We have a separate agreement with the UNU and have to continue this column.
You won't have responsibility for it, and if you prefer to include a clause
which states this I can add one.

YES, WE THINK THAT A CLAUSE SHOULD BE ADDED TO THIS EFFECT.




1.3 If the EDITORS or PUBLISHER consider it necessary to redefine the
Aims and Scope or the editorial policy of the JOURNAL, or both, due to
developments in the scientific discipline, the EDITORS, in cooperation with
the Editorial Board, shall draft and forward such proposals to PUBLISHER for
PUBLISHER's approval. We should, surely, have the agreed version of this in
the contract (appendix 1) so we are not signing up to previous version?

Yes, if you have it ready we should include the new one.



YES - ATTACHED AS SEPARATE FILE.

1.4 PUBLISHER will, in consultation with the EDITORS, appoint scientists
of high international scientific standing who reflect the Aims and Scope and
the international nature of the JOURNAL ("the Editorial Board").   The Board
members should be fixed for three year terms. Should this in included here?

If you prefer we can include it but regardless the terms will be for 3 years
as this is the term we use for all journals and would be stated in the
letter sent to new board members.



FINE


3.1 PUBLISHER will be responsible for and shall decide on all matters
connected with the production and publication of the JOURNAL, such as but
not limited to the publication schedule, paper, printing, binding, lay-out,
cover and embellishments, the manner and extent of sale, distribution,
promotion and advertising. The subscription price(s) shall be set by
PUBLISHER at its sole discretion. Do the Editors have responsibility for
some aspects scheduling? Please clarify - e.g. acceptance of Special issues,
supplementary issues.

The journal's Issue Manager, Gill Brooks (from our production dept) will set
a schedule at the start of each year, and you can of course have input to
this if you wish. However we always try to ensure regular publication
because this is important for readers and librarians, and is necessary to
remain in ISI. There is always some movement in the schedule though,
depending on when authors return corrections, if editors are away, etc.  You
can decide which papers to include in the different issues and when special
issues are published. After the contract has been finalised I will send you
details on how the production process works and where your input is
required.



FINE.

Also, nowhere in the contract is it specified that there are four issues per
year. We would wish there to be a clause somewhere about negotiation between
publisher and editors is there were to be a change in the number of issues.

Fine, I can add a clause stating that any change in the frequency of the
journal will be decided in consultation with the editors, but ultimately it
is Elsevier's decision. However, in practice we would never increase the
number of issues of a journal without the editor(s) consent - such a
decision would be part of an agreed strategy  for the journal, and usually
based on a number of factors, such as huge backlogs, large increase in high
quality papers, relaunch of journal, etc.



YES PLEASE ADD THIS CLAUSE.


4.2 In order to cover refereeing, postage, copying, telephone and other
expenses incurred by the EDITORS in connection with their editorial
activities under this Agreement, the EDITORS shall forward to PUBLISHER each
calendar year in January and July during the term of this Agreement an
expense account covering such out-of-pocket editorial expenses actually
incurred by the EDITORS during the immediately preceding 6 (six) calendar
month period, not to exceed a maximum of 800 per year of the Agreement,
accompanied by receipts or other evidence of such expenses. PUBLISHER shall
reimburse the EDITORS promptly after receipt of each such expense account.
We would prefer to raise an invoice for a fixed amount per quarter (say
200) to cover these expenses (including electricity, heating, space,
postage)  rather than having to provide details of an account. OK?

That's fine, but your editorial assistant should keep a rough account to
give you an idea of where the money is going, so if costs suddenly increase
you can see why.


FINE, AGREED.


4.5 PUBLISHER will provide the EDITORS each (we would insist) with a
complimentary subscription to the JOURNAL during the term of this Agreement.

Yes, each of you would automatically get an individual subscription (as do
all board members)



FINE

6.2 In the event of one or more of the EDITORS should be unable, for any
reason, to continue their responsibilities under this Agreement for a period
of 6 (six) months or more, PUBLISHER shall be entitled to replace the
EDITORS by sending a written notice by registered mail or overnight courier
to the EDITORS. Upon the giving of such notice, this Agreement shall
terminate. We have agreed between the three Editors that we would wish to
renegotiate if one of the Editors resigned (so we could change the team
etc).

Fine.

GOOD


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