Meeting called to order by the Chairman/Editor I.J.S. Dr. Satish Shukla and flower welcome was given to President Dr. N.K. Pandey and Hon. Secretary ASI Dr. R. Karwasara. He welcomed all other members and appreciated their presence in this full day meeting.
Dr. Shukla presented to the member agenda prepared by Dr. N.K. Pandey consisting of two parts. One dealing with Springer and its I.J.S. working, while the second part the rest of the agenda more or less same as the one circulated. Members agreed to this.
Dr. Shukla in brief narrated the I.J.S. Journey from 2004 onwards to 2010 and changes visible in I.J.S. presentation and academic contents, by presenting the I.J.S. year wise and thanked all the member for their cooperation, help and sincere academic contribution to bring the I.J.S. to present status. He appreciated the efforts made by Dr. Pandey in approving this midterm meeting in GB and GC and sanctioning money for this meeting as per G.C. decision and approving this date and attending inspite of his busy schedule.
As per change agenda Dr. Shukla introduced to the house Dr. Priti Nanda, Senior Executive, Springer (India) Pvt. Ltd., Dr. Bharathi Cheekati, Medical Executive of Springer (India) Pvt. Ltd. And Mr. Ashok Kumar, Editorial Manager, who is looking after the Editorial process of I.J.S. at Delhi office of Springer.
As the I.J.S. annual report two parts – one academic contents of the I.J.S. and other related to publication, marketing and rest other parts, which are related to each other. Dr. Shukla presented the academic reports regarding the number of article submission, articles approved, rejected, pending with reasons, published, waiting for publication, comparative chart of 3 years under above categories, country wise submission, Editor’s performance and Reviewer performance. In all above categories performance is getting better with high number approved article waiting for publication – original article 60 and case reports + images 221. Members desired to discuss this aspect in second part of meeting.
Dr. Pandey shows his displeasure to Dr. Priti Nanda for not attending the I.J.S. meeting at Coimbatore. The member also registered their anger and told her to convey their feeling to Springer and not to repeat such thing in future. Dr. Shukla approved the house of total situation and emphasized to mutual cooperation, trust and understanding between each other in working. He desired improved working with seriousness for Springer.
Dr. Priti Nanda presented I.J.S. Springer report with the remarks that till June end, more than 400 articles are reviewed and likely to go more than 800. With more than 300 articles pending for publication strategy is needed to take came if this keeping standard of journal.
Dr. Priti presented chart of Table of Contents (TOC) Alerts people registered for TOC-Alert in 2008-178, 2009-470 and more expected in 2010 Dr. Pandey, raised the point to send this TOC alert to all the members of Editorial Board, Dr. Sudeep Shah told to send at to all the ASI members whose emails are available. Dr. Shukla suggested to send it to all the members of E.B. and G.C. ASI and also those registered for e-IJS. Dr. Karwasara informed the house of more than 5000, emails are available and the TOC alert can be sent to them. House agreed to send request to these 5000 ASI members to register for e-IJS first and then send them the TOC alert to increase our e-IJS members. Dr. Karwasara agreed to give the list to Dr. Shukla and Springer.
Dr. Priti presented a chart on online deals showing details – country wise and number of Institutions exposure; including USA, Europe and Australia. She told more than 4000 Institution, Libraries have exposure to I.J.S. She presented a slide covering – I.J.S. and A and I, services where 16 indexing agencies recognize I.J.S. Members raised the question of Pub Med Indexing. She told the efforts made with the help of Springer office at Germany and U.S.A. where experts are dealing with the Indexing problems. She told that Pub Med central is little easier to get, but needs open access model for its approval. Experts suggested to improve contents and publication quality before applying for the same. Dr. Pandey insisted for the time period when it will be done. Dr. Priti told to start the process of Pub Med Central in September 2010 and hopefully to get positive result by mid 2011. Dr. Sudeep Shah, Dr. Noronha and Dr. Anil Sharma emphasized the members to select best papers among the approved papers and get high quality papers by invitation for better chance of Pub Med Indexing.
Dr. Priti presented a chart of published articles / submitted articles and citation per year with 7 articles in last 3 years cited most with average citation of 0.5 per year.
Dr. Priti gave in brief the working of Springer with I.J.S. and also with other Journals published in India. Dr. Sudeep Shah asked specifically about the Typesetting, Editing and language correction. She answered to start total improved process from August 2010. Dr. Shukla suggested Dr. Sudeep Shah to monitor this personally and be in touch with Dr. Priti Nanda regarding its implementation.
She presented a chart of article submission, subscription, circulation, usage, citation and royalty. I.J.S. got royalty of Rs. 3,90,604/- in 2008 and will get Rs. 15,74,347/- of 2009.
Dr. Priti requested the President ASI to appoint one Editorial Manager of quality experience in Computer Working and Proficient in English to deal with the Editorial process at Chennai office. The same is being carried out by Mr. Ashok Kumar at Springer office in Delhi on courtesy basis only. He has been assigned some other work by Springer management, though still looking after the I.J.S. work. She requested to appoint someone at an earliest.
Dr. Priti raised the question of Registration of I.J.S. with Registrar of News Paper of India. She presented the slide down loaded by website showing Registration of I.J.S. at Bombay. Original is not available. Process of Registration was discussed. Dr. Chintamani explained the process of filling the forms and reapplying to get a duplicate copy. Dr. Priti to send the relevant forms to Dr. Shukla who will fill it and refer back to Dr. Priti with relevant documents to apply to Delhi Central Office for getting duplicate RNI Certificate.
Dr. Karwasara gave a print out about ASICON-2010 printed by Springer and sent to ASI H.Q. at Chennai. He and Dr. Pandey raised the question of ASICON printing by Springer and its dispatch along with I.J.S. is objectionable. Dr. Bharathi told that, it was done on instructions of Dr. Shukla. Dr. Shukla objected to this as he never gave such instructions any time and asked Dr. Bharathi to show the email regarding the same. After search Dr. Bharathi gave the mail where Dr. Shukla instructed Springer to print the ASI supplement regarding official proceedings of ASI showing various awards and their rules regulation etc. as per instruction of Hon. Secretary ASI. This was misread by Dr. Bharathi and apologized for the same.
Dr. Priti informed about the outstanding dues from Pharma Company for the advertisements published in I.J.S. in 2009. Dr. Pandey asked if the proper invoice and order given by the company? Dr. Priti told that the advertisements are published only after a proper order form is signed along with its invoice. Few reminders also sent but no reply. She requested to send a letter of reminder for payment by President ASI and to take action if still not pay the bill. Dr. Pandey assured to do the needful.
Mr. Ashok Kumar gave in short the work flow of Editorial process and demonstrated its functioning on website. The workflow chart was distributed and discussed. Dr. Shukla explained many points. Dr. Sudeep Shah, Dr. Naronoha wanted to know the Editor Joint/Associate role in final decision. Dr. Shukla explained the article review process and Editor’s responsibility in getting the article’s reviewed, re-reviewed and, do review himself as necessary and give final report in the system. In case of he needs to refer to Chief Editor (Chairman/Editor), he can do so far any reason for final comments. Question of uniformity of final decision was also raised and members agreed to do so judiciously and maintain some standard in giving final decision. Repeated question were asked about the case reports disposal. Dr. Shukla explained the ASI and I.J.S. role in promoting academics and education among members and importance of case reports for them. Regarding so many case reports and for future direction, the same to be discussed further in the meeting.
Meeting adjourned for lunch and reconvened with E.B. members only.
Dr. Shukla presented the Audit report showing surplus of Rs. 3148694.91. Dr. Noronha pointed out the valid points written in notes in the audit report.
(1) Auditor has not verified working of common cost and relied upon the company.
(2) As per payments to Springer regarding I.J.S. printing, charges made as per contract of May 2007, no documents shown to Auditor and still the report is audited.
(3) Members agreed on the above points and wanted clarification from Springer as well from Auditor.
Dr. Shukla presented before the house the I.J.S. Constitution before the members as per Constitution of ASI provision in article (circulated 28.04.10) Dr. Pandey suggested to present as Constitution amendment of ASI Constitution and Members agreed. Dr. Shukla read before the house point wise as per circulated draft and taken following decision :
(2) Office – Yes
(3) Function – Yes
(4) Office Bearers
(a) Ex-officio – President, President Elect, Hon. Secretary, Hon. Treasurer
(b) Elected Members –
– Chairman/Chief Editor 1
– Editor 2
– Member Editorial Board 10
(c) Nominated Members by Editorial Board as Associated Editors – 10
(d) Nominated Members – Nominated by Each Section of ASI – designated as – Sectional Editor’s Number depends upon number of Sections.
(e) Editorial Manager – (Full time, paid employee of I.J.S.) based at Chennai to look after the I.J.S. work. Competent and knowledgeable in computer functioning, English Language and office management. Appointment on Tenure basis extended as required on the recommendation of E.B.
Qualification / Experience – Eligibility to contest above post.
(i) Chairman/Chief Editor – 20 article publication, 10 in index journal.
– One terms experience as Editor/Members Editorial Board
(ii) Editor – 10 article publication in Index Journal.
– 5 Year experience of working in various capacities in other surgical journals, like Speciality section, state chapters, National Journal of Surgical Specialities, Journals published by National Institute or any other Journal approved by E.B. from time to time.
(iii) Editorial Board Members –
- 5 articles publication, 3 in index journal.
- 3 years working in various capacities in other Surgical Journal of State Chapters, speciality Section, or other National Journals of Surgical Specialities, or Journal published by National Institution or any other Journal approved by E.B. from time to time.
(iv) Nominated Members – by
(a) Jt. Editor approved by Editorial Board
(b) Sectional Editor nominated by each speciality section of ASI
Qualification/ Experience same as of Editorial Board Member
(5) Term – The term of office of elected members will be as follows :-
Period Term
(a) Chief Editor One – 6 Years One term only of 6 years
(b) Editors Two – 6 years One term only
(c) Editorial Board Member – 6 years One Term Only
(d) Nominated Members
(i) Joint Editor – 3 years Two Terms of 3 years each,
Total 6 years
(ii) Sectional Editor – 3 years Two Term-Total 6 yrs
(6) Election Process – The election will be held every 3 years. To maintain experience members continuity, 50% members of Editorial Editor and E.B. Members will be elected while 50% will remain and continue for 6 years
– Chief Editor – Election for I term of 6 years
– Election of Editor and Member E.B. will be held in two parts initially only. Subsequently election every 3 years
– Editor – 2, 1 for 6 years
1 for 3 years
- E.B. Member 10 5 for 6 years
5 for 3 years
After 3 years, One Editor and 5 members of E.B. will retire and election will be held for one Editor and 5 Member Editorial Board for one term of 6 years.
After 3 years those completed 6 years will retire and election will be held on their vacant post for 6 years. Thus half of the members will be elected every three years and each one will complete one tenure of 6 years.
(7) I.J.S. Constitution – I.J.S. can have its own constitution to govern its activities. Draft Constitution is to be passed by I.J.S. E.B. Members by 2/3 majority and then submit to G.C. and G.B. for approval as per ASI Constitution.
(8) Decision – I.J.S. Editorial Board decisions, beside routine work is to be taken by majority. In case of voting, Chief Editor/Chairman will not take part in voting but will have casting vote in case of tie.
(9) Conflicts and Dispute Redressal – Any conflict in running/functioning of I.J.S. is to be resolved by I.J.S. E.B. only. In case E.B. needs help from G.C. of ASI, the matter can be referred to G.C. for guidance and decision.
(10) Finances – Audit report of I.J.S. is to be presented in E.B. meeting and then forwarded to G.C. body for its approval.
Financial position as per Audit Report and any further/future requirements for I.J.S. purpose is to be presented to G.C. with full facts and justification for consideration to G.C. ASI.
All money received by I.J.S. is to be deposited in I.J.S. account maintained by ASI. It will be operated by Chairman/ Chief Editor, Hon. Secretary and Hon. Treasurer, (two out of those three signatures).
(11) I.J.S. Editorial Board Meeting –
Two meeting in a years.
– First during ASICON in Consultation with President ASI/Hon. Secretary ASI/ and Organising Secretary. It should be of sufficient time for discussion on various I.J.S. matters.
– Second Meeting – a mid term meeting to be arranged at centrally situated place or Metros like Chennai, Mumbai, Delhi and Calcutta with better connectivity. Date to be decided by Chief Editor in Consultation with ASI office bearer and E.B. members. E.B. Members will be given air fare and total local hospitality for the day/days of meeting only. This will be born by ASI.
(12) Presentation of I.J.S. Annual Report and Audit Report to Governing Council –
President ASI/Immediate Past President ASI/ Hon. Secretary ASI and Hon. Treasurer ASI are ex officio member of I.J.S. E.B. The above report passed by I.J.S. E.B. can be presented to G.C. by Hon. Secretary ASI, as there is no provision officially for Chairman/Chief Editor or his representative to attend G.C. meeting. If Constitution amendment is done for a position in G.C. as Invited Member of I.J.S., the same will be presented by I.J.S. Chief Editor or his representative.
(13) Legal Jurisdiction – In any legal matter related to I.J.S. publication or its functioning or for any other matter, CHENNAI will be the place of jurisdiction.
Inner dispute related to Editorial Work/ Process concerning academic activities / financial aspect is to be resolved by Chief Editor in Consultation with two Editor, and/or any other person to who included with their consultation.
(14) Advisors – At present many names are continuing since years under the category of Advisers, but no response from them of any nature.
Members agreed to reconstitute the Advisory Board, first by deleting all the names at present, and then form it in consultation with E.B. members who will give names of National and International Academicians of repute with their bio-data after getting approval electronically.
(15) Dr. Shukla in brief narrated his experience as Editor regarding review reports, and precaution/vigilance to be taken in reviewing article. He quoted few important aspect from his Article with Power Point Presentation – How to Review an Article.
Dr. Sudeep Shah and Dr. Naronoha asked about the final decision following review of an article. Dr. Shukla explained all the points related to this and emphasized the decision of Editor as final, till his disputed decision with a reviewers or his desire to second opinion. Question came of uniformity of academic standard if every one of Editor gives final decision as per his our wisdom. Dr. Shukla requested the members to be more responsible regarding this and frequent in-house consultations electronically to maintain standard.
Dr. Shukla presented few review reports pointing out its deficiencies and more matured, systematic and point wise report, so even Author with rejected article gets convinced .
(16) Distribution of work among E.B. Members –
Dr. Shukla explained the working of E.B. members and again pointed out the Editorial Work Flow presented. Beside the academic work, main administrative work done is preparing various reports, reply of letters, attending legal/other notices, correspondence with E.B. Members, other Associations, and Publishers and Coordinate working with Publisher in printing the journal in time. Various aspect of Editorial Process in relation to publication were discussed. Dr. Sudeep Shah and Dr. Robin Kaushik took the responsibility of checking language/grammar and such mistakes of articles through Springer System. Dr. Shukla was authorized to give some similar responsibilities to other members also.
(17) Role of Sectional Editors and other Editorial Board Members –
As already discussed Members agreed on one main theme to review the article/edit the article judiciously and in time. Each one to contribute at least one article per year and help in getting more quality articles from their colleagues and renowned institutions. Share some administrative with academic responsibility to improve journal.
Dr. Shukla voiced his concern on the role of Sectional Editors, which is negligible. Inspite of all efforts hardly any response from Sectional Office Bearers in giving good quality article from their sections. Dr. Shukla requested the Sectional Editors to contribute at least two original/review articles per year to improve journal quality further. His requested the Sectional Editor to raise I.J.S. voice in their sectional meetings to appoint Sectional Editor having academic interest and number of publication to their credit. Brig. Arun Sharma (IAGS) and Dr. Naronoha Sectional Editor agreed to this.
(18) Indexing in Pub med – already discussed in detail with Dr. Priti Nanda of Springer. Members were unanimous in getting good original and review articles. Some reservations about case reports, already discussed before. One suggestion to publish one special issue containing large number of case reports only will help in reducing the number of case reports pending publication, was agreed upon by all and assured to get sponsors for the same.
(19) Current financial position as per Audit Report already discussed, including royalty money. With increasing marketing, improved journal quality and expected Pub med indexing, profit is bound to increase.
(20) I.J.S. Suggestion to improve –
Members were unanimous to involve more closely with I.J.S. and get quality original/review articles and share other responsibilities given to them. Members appreciated a short summary of journey I.J.S. from 2004 onwards and saw the subsequent I.J.S. for comparison. It is better but more is needed.
(21) Editorial Manager I.J.S. at Chennai H.Q. of ASI to look after all the I.J.S. work – Mr. Ashok Kumar of Springer is working after this work and managing total website working and Editorial Workflow. This is I.J.S. responsibility. Springer has withdrawn Mr. Ashok Kumar from this work and requesting to appoint a well trained person in computer working and English Language. Dr. Pandey assured to appoint with the help of Springer.
Contract between I.J.S. and Springer signed in July 2009 for 5 years period from 2010 to 2014 was discussed point by point. Members discussed and gave their approval.
(22) Any other matter – None
Dr. Shukla thanked all the members for their active participation and concrete suggestions. He appreciated members presence, and their positive and analytical approach in the above discussions in very cordial atmosphere. He was appreciative of Dr. Pandey’s positive help in I.J.S. affair and support in G.C. meetings.