This section describes how to use the Licence for publication forms from a CRG perspective. For information on how to use the forms as an author, see Completing Licence for Publication forms.
Whenever a review is marked for publication as a new citation version, each author must sign a Licence for Publication form before the review can be delivered to the publisher for inclusion in the Cochrane Library. The forms are stored and managed within Archie, and authors can only access their own personal form, controlled through their Archie user name and password. Authors will typically interact with the Licence for Publication forms in response to emails sent from Archie.
If a review is still missing Licence for publication forms at the time of the submission deadline for a particular issue, the review will not be published. It will instead automatically be transferred to be published in the next issue (assuming the forms are completed by then).
The forms can be managed by Super Users and any other role with the 'Max' permission level for reviews.
You can check the form completion status in four ways:
- In the Resources view, a review that requires the forms will have a red publication status icon as long as there are forms missing: .
- Using the Licence for publication forms report itself, which shows the status per author.
- In the Publication report, where a summary warning list the number of full reviews and protocols where forms are missing. Individual reviews with missing forms are shown with a button. Click the button to open the form for that review.
- In the Pipeline report, reviews in section 'A - Pending delivery' will be highlighted in red if there are forms missing. If a reviews's delivery date is passed before all the forms are submitted, it will be moved to section 'B- Withheld from publication'.
Tip: You can see the number of missing LfP forms on the General tab of the review Properties sheet.
To open the Licence for publication forms report
- Right-click the review and choose Reports > Licence for Publication Forms.
The first step in getting authors to complete their forms is sending each author an email with a link to the form. These emails can be sent to all authors as part of the marking the review for publication, and subsequently, through the Licence for publication forms report.
The final step of the Publication Wizard by default selects the option to 'Remind authors to complete Licence for publication forms'. Note that the reminder is not sent to authors without a Cochrane account. If there any authors without accounts, the results page of the wizard will list them. In such cases, you must:
- create the missing user accounts and,
- send the emails using the Licence for publication forms report.
- Tip: You can click the '(not user)' text for a person to go straight to user account creation for that person.
To send information emails from the report
- Open the report and click Inform All. Email reminders are sent to all authors who still need to submit their forms.
- Click Ok.
Once more than one information email has been sent to an author, the Informed column in the report will show the count - e.g. "(3 times)".
Tip: If an author cannot not receive the email from Archie, even after repeated attempts, you can direct the author to log in to Archie and access the form through the Licence for Publication Forms report. Alternatively, you can open the author's form, copy the form URL from the address field at the top of the window, and send it through your own email system.
If the review changes
It might be necessary to make changes to a citation version after the initial forms have been sent out. In such cases you should not use Unpublish (this will delete the forms) but simply prepare the new version and run the Publication Wizard again. The wizard will include a check box to choose whether new forms have to be completed (if you deem it a major change) or this is not necessary. If new forms are required, authors can be reminded about this via email (this is the default).
If new forms are not required, only those authors who have signed up for it in their form will be notified about the change. The author's choice and the latest date of any notification sent are recorded in the 'Notify' and 'Notified' columns in the Licence for publication forms report.
Completing forms on behalf of authors
If authors were unable to use the Archie form (e.g., group Authors) and instead have sent you a signed paper form, or if an author is deceased, you have the option to complete the form on behalf of the author.
Special case: NIH funding
If a Cochrane author is an NIH funded employee, they cannot sign the Cochrane License or Publication form due to stipulations outlined in the NIH agreement form. The author only needs to tick the 'National Institutes of Health (NIH) grantees' box in the Cochrane License for Publication form, sign the NIH Agreement sheet and attach it to the unsigned Cochrane Licence for publication form and send the forms to the Managing Editor.
The Managing Editor will need to select 'Accept the licence on behalf of the author' in the Cochrane License for Publication form, and state in the Notes section that you have ticked the box to accept on the authors behalf (just so the review can move through to production).
The Managing Editor will forward a copy of the signed NIH agreement sheet and unsigned License or Publication form to the Senior Production Editor at Wiley (David Hives) for archiving purposes. Pursuant to NIH mandate, John Wiley & Sons, Ltd will post the accepted version of contributions authored by NIH grant-holders to PubMed Central upon acceptance. This accepted version will be made publicly available 12 months after publication. For further information see www.wiley.com/go/nihmandate.
The following are examples of the emails that can be sent to authors. The emails will be sent using your name and email address, and with the author's name, the review title, review number, your name, and the CRG name automatically used in the blank spaces. The review version marked for publication is attached as a PDF file.
Reminder to complete form - first email sent
Subject: Cochrane Review - Licence for publication form required Dear _____, We are pleased to let you know that the Cochrane review '_________________' (____) is now ready for publication. Before it can be published, however, you need to complete the Licence for publication form. Please click on the link below, log in to Archie, and complete the form. <http://archie.cochrane.org/lfp.jsp?pk=12341234123412342314324> The form contains links to view the latest version in published PDF format as well as in RevMan format. The protocol will be published on _________________ GMT at the earliest, or approximately 2 hours after the last form has been completed. More detailed instructions are available here: <http://tech.cochrane.org/archie/documentation/licence-form-instructions> Do not hesitate to contact me if you experience problems. Best wishes, ____________ _________________ Group [This email was generated automatically. Most email systems will allow you to contact the sender by replying, but please check that the reply-to email address is correct.]
Notification of minor changes – new forms not required
Subject: Cochrane Review modified Dear ______, The Cochrane review '________________' (____), for which you [have accepted/are requested to accept] the Licence for publication, has been edited prior to publication. To highlight the changes, you can Compare the latest version with the previous version(s) on the History tab of the review properties screen in Archie (requires login): <http://archie.cochrane.org/sections/documents/documentProperties.jsp?key=12341234123412341234> Best wishes, ____________ _________________ Group [This email was generated automatically]
Notification of major changes – new forms required
Subject: Cochrane Review - Licence for publication form required Dear _________, Because the Cochrane review '____________' (____) has been edited significantly prior to publication, you need to complete a new Licence for publication form before the review can be published. To highlight the changes, you can Compare the latest version with the previous version(s) on the History tab of the review properties screen in Archie (requires login): <http://archie.cochrane.org/sections/documents/documentProperties.jsp?key=12341234123412341234> Please click on the link below, log in to Archie, and complete the form. <http://archie.cochrane.org/lfp.jsp?pk=12341234123412342314324> The form contains links to view the latest version in published PDF format as well as in RevMan format. The review will be published on _____________ GMT at the earliest, or approximately 2 hours after the last form has been completed. More detailed instructions are available here: https://community.cochrane.org/licence-publication-form-instructions Best wishes, ____________ _________________ Group [This email was generated automatically]