3.1 RECORD OF DESPATCH
Title of journal.............................................................................
Year...................Volume...................... No/Part...........................
Despatched on (date/month/year) .................................................
to the following university libraries:
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3.2 RECEIPT OF JOURNAL RECORD
Name of library .....................................................................................
Title of journal ......................................................................................
Year .......................... Vol ............................. No/Part .........................
Date received (day/month/year) ............................................................
3.3 SOME IDEAS ON HOW TO USE THE EXTRA SUBSCRIPTION INCOME
Towards the end of the pilot project, it will be necessary for you to send a full account of how you have made use of the extra subscription income provided by AJDP. This may only be a relatively small amount, but the funders of the pilot are hoping to see an indication that it has been used to strengthen your journal by making its publication more regular and secure or by improving its quality. Below are some ideas on how you might use the extra income. These are, of course, only ideas; you are free to develop your own schemes.
· Many journals published in Africa have very few subscriptions outside of the country of publication. Yet subscription money, particularly if in foreign exchange, is essential for the purchase of materials and to pay for printing and distribution. The AJDP income could be used to pay the costs of a publicity campaign:- send sample copies of recent issues to major indexing and abstracting journals and request that your title is included. Always include a personal covering letter explaining the aims of the journal, its history, circulation, etc.- send sample copies of recent issues to major international journals in the relevant subject field and ask the editor to publicize. Again always include a personal covering letter explaining all about the journal and why you would like some publicity
- send a letter to periodical subscription agencies (Blackwells, Swets, Faxon, etc.) and ask them to include the title in their directories of available journal titles
- arrange to send one or two years free subscription to libraries in carefully selected and well financed overseas institutions. If the journal proves useful, then the institution is likely to take out a paid subscription. National libraries, like the British Library and the Library of Congress, which are libraries of last resort, are suitable targets
· Some journals have developed a viable number of subscribers, but have problems in publishing management, e.g. delays in the production or distribution process or an unwillingness to review or edit incoming articles. You could use the extra income:
- for the services of a one-off consultant to redesign the work flow or to automate certain procedures
- to pay a small honorarium as an incentive for those who referee or edit articles
- to buy some software, e.g. DTP, to produce camera-ready copy to cut down costs of typesetting
- for the services of a graphic designer to improve the look of the journal· Maybe the journal is not attracting enough contributions of the desired quality or quantity. Use the money to send sample copies to potential authors in your country and the region, together with a covering letter explaining the nature of the articles you are seeking.
3.4 RECORD OF USE
Title of journal
Year............. Vol ............. No/Part .......
This journal has been donated to the Library under the African Journals Distribution Programme. So that we can evaluate how much it has been used, please indicate below each time you read the journal. We need to know the date and whether you are a lecturer or a student.
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3.5 CURRENT AWARENESS MEMORANDUM
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To: [Member of Academic Staff |
Date: |
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From: University Librarian | |
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Subject: [Title of journal] | |
The above named journal has been donated to the Library through the African Journals Distribution Programme. One of the aims of the programme is to ensure that journals published in one African country are available to scholars in other African countries.
Please find attached a photocopy of the contents page of the issue that has just arrived and is now on display in the Library. I hope that you will find the time to read the journal.
3.6 QUESTIONNAIRE ON USE
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To: [Member of Academic Staff] |
Date: |
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From: University Librarian | |
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Subject: [Title of journal, vol., year] | |
The above named journal was donated to the Library through the African Journals Distribution Programme. In order to assist the evaluation of the pilot project of the Programme, please answer the questions below and return this memo to me as soon as possible.
· Did, you read any issues of the journal named above? Yes/No· Indicate below, any article/news/book review that was of particular interest to you
· Indicate below, the way in which you used this item:
· the basis of a lecture
· recommended reading for students
· assistance in ongoing research
· future research topic
· other (please specify)· Would you like the Library to subscribe to this journal in the future? Yes/No
