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Handbook for the Knowledge Management Journal

Sarah Cummings and Denise Senmartin, with contributions from Ewen LeBorgne and feedback from the KM4D Journal Editorial Team

Contents

Updated: 3 November 2013

Introduction

The Knowledge Management for Development Journal is a peer-reviewed, community-based journal on knowledge management for development – for and by development practitioners, researchers and policymakers - and is closely related to the KM4Dev community.

The journal publishes research papers, case studies, short ‘community notes' and more which have a knowledge management component and relate to international development. Development in this specific context relates to such topics as aid/assistance to developing countries, international cooperation and poverty alleviation. Examples of relevant sub-sectors include health, agriculture, education, gender empowerment, policy issues, and so forth.

The journal is concerned with the role of knowledge in development processes. This might include knowledge management within an organisation, from small community-based organisations to large multilateral ones; knowledge process with the grassroots; and description and analysis of knowledge networks. The journal also aims to promote cross-fertilisation with other fields and, in particular, to provide a platform to share information on approaches that throw light on the development sector-wide knowledge system. By challenging current assumptions and promoting cross-fertilisation, the journal seeks to stimulate new thinking and to shape future ways of working.

The journal features three issues each year: in May, September and December.

These guidelines are created to facilitate the process of crating and proposing Issues for the Journal. The development of this handbook and the re-launching of the Journal [Open Access Platform http://journal.km4dev.org/index.php/km4dj/index] and format have been supported by the KM4Dev community, the team of Senior Editors and the Innovation Fund 2013.

Contributing: Guidelines for Authors

Submitting a paper

Authors can submit a proposed contribution to the journal in two ways:

1. Spontaneous contributions Spontaneous contributions to the journal require uploading a paper on the Open Journal System Open Journal System website. In this process, authors will need to register and upload their paper, following the instructions provided. In this process, it will go through a peer review process through this system and authors will be contacted via this system.

2. Responding to a Call for Paper When authors are responding to a Call for Papers, they will first need to submit an abstract of the proposed contribution (unless otherwise instructed by the Call) to the Editor's e-mail address at [km4dj-editors@dgroups.org E-mail address] or throught the Open Journal System. When the contribution is in its final version, authors will be requested to submit the paper to the Open Journal System website.

Manuscripts that are derived from papers presented at conferences can be submitted unless they have been published as part of the conference proceedings in a peer reviewed journal. Authors are required to ensure that no material (including illustrations, photos, etc.) submitted as part of a manuscript infringes existing copyrights, or the rights of a third party. Submission of a manuscript to the journal implies that all authors have read and agreed to its content.

How to register and upload your contribution?

1 Register in http://journal.km4dev.org. Upon completion of the personal data, at the bottom of the page select the option: register as "Author". In a menu in the right column may choose the language (English, Spanish or French)

2 In its initial user page, the word "Author" under the name of the magazine appears. Click on Author to start single upload of your material. This takes you to the home page of posts.

3 You will see the link: "" CLICK HERE TO INITIATE THE PROCESS OF SUBMISSION <http://journal.km4dev.org/index.php/km4dj/author/submit> "(if the author has already made other oploads, these appear listed on this page.)

4. A page titled new contribution opens up with the following steps successively detailed to upload your material: 1.START, 2.ENTER METADATA 3.UPLOAD 4.UPLOAD ADDITIONAL FILES 5. CONFIRMATION 1. START: Shipping is explained here. In the list check shipping section, select all three options. In Section magazine, mark the section of the journal in which their contribution will (in this case will be paper / article, case study or personal story) 2. ENTER METADATA: In Authors, complete as much information as possible about the authors (below is the option to add authors). When your article is published, you can click on the names of the authors and access to their profile. In Title, enter the name of your origianl contribution and if possible, the translation in English and French (for contributions in Portuguese, please add the title where it says in Castilian). EnIndexación, complete as much as possible. 3. UPLOAD. It explains how to attach your document. 4. UPLOAD ADDITIONAL FILES. This is to add other documents on the contribution to external reviewers. In this case it is not necessary, only continue. 5. CONFIRMATION. Finish shipping. Your contribution will be entered on the journal for publication.

Types of Articles

All Papers are refereed through a peer review process. Each submission is limited to a maximum of 6000 words (including notes and references), plus a summarising abstract no longer than 200 words, a short biographical summary of the authors and contact details, including postal address to send the issue by post (although the issue may not be printed out). These contributions can comprise:

Papers

• Theory-focused papers which introduce, advance or question scientific concepts, models and approaches in knowledge management for development.
• Review papers which review approaches and advance the field.
• Practice-based papers which are based on the application of knowledge management for development. Although they may be focused on practice, they need to have a theoretical basis in the literature of knowledge management and development, and take the theory a step further. Papers may use case examples to illustrate a point, but a theory or premise is at the forefront.

Papers are of any length up to 6000 words and are subject to peer review.

Case studies are generally slightly shorter than papers, with a case example serving as a basis for the author's theories. The case studies should not exceed 4000 words and are subject to peer review.

Thought pieces are an outlet for expressing opinions, sharing new ideas, or presenting philosophical discourses. They should comprise a maximum of 2000 words and are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

Publication reviews which review a publication and highlight what is interesting, innovative, relevant and also not so strong in the publication as well as all details to access it. These publication reviews are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

Short stories are short contributions (maximum of 2000 words), reflecting a more personal tint than an article or a case study. A short story can address either personal experiences or a news-worthy topic. These stories are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

KM4Dev community notes comprise summaries of discussions which have taken place on the KM4Dev community of practice online discussion forum (or related communities of practice SA-GE and/or SIWA), or a conference or workshop report which has taken place under the auspices of KM4Dev. The objective of Community Notes is to showcase the activities of the KM4Dev community and to feature more prominently the work of dedicated community members to document rich conversations. Community notes may be submitted by any member of the KM4Dev community. For examples of previous Community Notes, kindly consult the archive site of the Knowledge Management for Development Journal at:www.km4dev.org/journal. These community notes should not exceed 3000 words and are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

Tools and methods This section of the journal is not often used but these sorts of contributions are short (max 4000 words) descriptions of specific tools and methods. For example, it would be possible to envisage a description or discussion of 'open space' or 'share fairs'. There has only been one 'Tools and methods' paper before now: Ho, W.W.S. 2013. Tools and Methods. Guidelines for knowledge integration: navigating a myriad of perspectives. Knowledge Management for Development Journal 9(2): 190-197

Life stories are portraits of figures from the knowledge management for development field, tracing back their crucial moments in the field, lessons learned and trends/observations for the future. These articles should not exceed 4000 words. They are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

Debates are controversial exchanges between two persons about a specific topic in the field of knowledge management for development – for which the two persons disagree. Debates consist of a series of answers to one another, around issues introduced by a neutral voice. These articles should not exceed 3000 words. The summary and details of both authors should be shared. These articles require more preparation time. Debates, by their controversial nature, are subject to peer review.

Letters are open letters to either the editors or any person (as a reaction to a discussion, document or otherwise). These should not exceed 1000 words and are not subject to a formal peer review, although they should be revised in line with the comments of the Editors.

Annotated bibliographies are indeed collections of publications (books, papers, articles and other written items) that deal with one specific topic. These articles should not exceed 4000 words or 30 references. Each reference should contain full author, access, publisher and publication details. See an example in volume 7.2 [1]: ‘Bibliographie commentée sur la capitalisation d’expériences dans le développement international’

Referencing

• Please use Harvard referencing throughout if possible. If you use this system, you cite the author's surname, the year of publication and the page reference immediately after the quoted material, e.g. ‘Many composers ... have attempted to return to this state of

childhood grace’ (Swanwick 1988: 56).

• With this system it is essential that the bibliography lists every work cited by you in the text.

• Where there are two or more works by one author in the same year, distinguish them as 1988a, 1988b, etc. Type bibliographic entries in this order: author, initials, date, title, place of publication, publisher e.g.

Jaeger, J.C. and Cook, N.G.W. (1979) Fundamentals of Rock Mechanics, 3rd edn, London: Chapman & Hall.

• If you wish to use note references instead of the Harvard system, you must give full details of author (with initials), book or article title, place of publication, publisher, date and page reference. Use commas between the elements of the reference rather than full stops. A book should be referred to as, for example:

K. Swanwick, Music, Mind and Education, London: Routledge, 1988, pp. 56–7.

A journal article should be referred to as, for example: S. Otsuka, H. Maruyama and I. Listowsky, ‘Structure, assembly, conformation and immunological properties of the two subunit classes of ferritin’, Biochemistry 20, 1981, 526–32.

Permissions

• All permissions must be cleared by the time the manuscript is ready for delivery. Please ensure that all permissions correspondence is sent along with your manuscript. The time it takes for permissions to be granted should not be underestimated and can involve a lot of chasing.
• It is your responsibility to obtain and pay for any permissions needed. It is the publisher, not the author, who is usually empowered to grant permission on behalf of the copyright-holder. This also applies to re-using your own published work – you still usually require permission from your original publisher.
• Previously published works in which the author owns the copyright are protected throughout his/her lifetime and for 70 years after the end of the year of the author’s death. Publication information can be checked with the Library of Congress (http://www.loc.gov) and the British Library (http://www.bl.uk).
• Make sure that you have permission to reproduce any materials in both print and electronic formats, as the Journal is now produced in an eBook format.
• In the first instance, it is best to contact the original publisher, requesting that they let you know who you need to contact if they do not hold rights, as well as any third parties from whom you must seek permission.
• If the material has been reprinted in a collection, check the credit line, which will appear either in the acknowledgements page or alongside the material itself.
• Sometimes the rights in different territories are held by different parties and it is important to make sure that you approach the necessary publisher in every relevant territory. The original publisher should be able to tell you to whom to apply for the relevant rights.

Illustrations

• You must obtain permission for all illustrations, whether supplied by museums, agencies or private individuals, or taken from existing publications. Although classic paintings and works of art are often in themselves out of copyright, museums and art galleries usually copyright all photographs or slides taken of them.
• In order to reproduce a modern work of art or a line illustration, such as a cartoon (where the artist is not dead or less than 70 years has elapsed since his/her death), you will need to obtain permission from the copyright-holder as well as whoever supplies the print.
• Artwork that you have redrawn but that is different from the original should still acknowledge the original source in the caption (‘Adapted from...’). If a comparison between your own interpretation and the original does not show obvious differences, permission to reproduce must be sought. If you wish to reproduce advertisements, both the company owning the product and the advertising agency should be approached for permission.

Tables

Information cannot be copyrighted, but the layout, format and selection of data are. If you add or delete rows or columns of data you should acknowledge the original source (‘Adapted from...’), but formal permission is unnecessary; if, however, the content of the table is unchanged, you should seek permission to reproduce.

The Internet

Copyright protection also applies to material displayed on the Internet. Apply for permission as for printed material; check the copyright notice on the web page and send a permission request by e-mail to the website operator. In a single website there may be more than one copyright-holder and the consent of each will probably be required. It is worth noting that computer programs are considered as ‘literary works’ and require the copyright-holder’s permission.

Submitting check list

Standard elements All contributions should have an abstract and a section ‘About the authors’ with a brief bio and email address.

Typeface and spelling - Times New Roman 12, left justified, single spaced - The spelling can be US or UK English but it needs to be consistent, with a slight preference for UK English

Headings The title should be in Times New Roman 14, bold and left justified. The authors name should be also Times New Roman 14, italics, not bold. Main headings Times New Roman 12 bold with two white lines above and one below.

Sub-headings First sub-headings should also be in Times New Roman 12 bold with one white line above and none below (as the heading ‘Headings’ above). Second sub-headings should be in italics, not bold, with one white line above and none below (as the heading ‘Sub-headings’ above). There should only be a maximum of three levels of heading, excluding the title and authors.

Quotes Short quotes should be integrated into the text with reference and page numbers using single inverted commas. For example, Voccia considers that ‘knowledge management is also gaining increasing popularity, but nevertheless remains a relatively new concept’ (Voccia, 2010: 179). For a quote within a quote, double inverted commas should be used. Long quotes should be indented, without inverted commas and not in italics. For example:

           There are a lot of networks but also a lot of competition between institutions that makes collaboration difficult. There is not 
           the leadership capacity for a collective alliance. (Personal communication, Mario Tooes, 16 November 2006) (Clark, 2010: 215).

Other compliances

Copyright It is a condition of publication that authors licence the publication rights to their articles, including abstracts, to the Foundation in Support of the Knowledge Management for Development Journal. This enables us to disseminate the article, and of course the Journal, to the widest possible readership in print and electronic formats as appropriate. Authors may, of course, use the article elsewhere after publication without prior permission, provided that acknowledgement is given to the Knowledge Management for Development Journal as the original source of publication.

As an author, you are required to secure permission if you want to reproduce any figure, table, or extract from the text of another source. This applies to direct reproduction as well as "derivative reproduction" (where you have created a new figure or table which derives substantially from a copyrighted source).

Disclaimer The Foundation in Support of the Knowledge Management for Development Journal makes every effort to ensure the accuracy of all the information (the “Content”) contained in its publications. However, the Foundation make no representations or warranties whatsoever as to the accuracy, completeness or suitability for any purpose of the Content and disclaim all such representations and warranties whether express or implied to the maximum extent permitted by law. Any views expressed in this publication are the views of the authors and are not necessarily the views of the Editors or the Foundation.

Developing a KM4D Journal Issue: general guidelines

Step 1: Putting the team together

The Senior Editorial team is in charge of of the process of planning and producing the Journal Issues. For Special Issues, they work together to invite Guest Editors with whom they will divide up roles and responsibilities for the process of creating that Issue. There is generally at least one Senior Editor on the Guest Editor team. Each Guest Editor team needs to have one lead Guest Editor to oversee the process. This is sometimes a Senior Editor.

Diversity of team members

A regional Special Issue needs to be predominately composed of team members from that regional, while other issues should consider diversity of geographical location when putting together a team. In addition, there should also be a mixture of men and women on the team.

Time needed to develop an issue

The time required for the process of creating an Issue takes about a year calendar. The steps of the process are developed in the section below.

Step 2: Call for Papers

The Call for Papers for each Special Issue is prepared by the Guest Editor team, following the format of the two samples posted here: Call_for_Papers_Knowledge_Integration_9-2_September_2013.doc

Call_for_Papers_Climate_Change_8-3_December_2012.doc.

The Call for Papers needs to contain a clear rationale for the theme of the issue (if applicable) and a schedule for the different steps of the process. For a December issue, these would comprise:

• Call for papers out 15 March
• Submission deadline for the title and abstract 15 April
• Acceptance of paper proposal 30 April
• Submission of paper 15 June
• Peer-review completed 15 July
• Final version of paper submitted 30 September
• All final versions ready to go into the online system 28 October
• Publication date 1 November

Once ready, the call is put on a dedicated issue wiki page on [2]; Ask for wiki rights if need be or ask for editors' support at that stage). Then the link to that wiki page is distributed through the KM4Dev mailing list ([3]), the KM4D journal Ning page (http://www.km4dev.org/group/km4djournal) and on other relevant networks (e.g. SA-GE and SIWA mailing lists if applicable, personal social media networks etc. The final call should be distributed as a PDF.

Step 3: Abstracts review and answer

The team of editors divide up the work of reviewing abstracts. Depending on the topic they can elaborate the criteria for acceptance/rejection. Some elements to consider include:

• Relationship of the proposed contribution with the topic of the call
• Coherence and clarity of the idea proposed
• Originality
• Significance

Here is a Double-blind review form to be sent to the reviewer which aslo considers relelvance to a particular Special Issue:

File:Double blind peer review process June2013.docx

Evaluation of contributions have four options: Accept, Accept with minor revisions, Accept with major revisions, Reject. For those with revisions, the answer to the authors include the comments of the reviewers for the authors to take into account when writing the contribution. See samples of responses in Appendix 2.

Step 4: Contributions peer review

Contributions Evaluation criteria

For those contributions for which peer review is necessary (papers and case studies), blind peer reviewers are brought in. The criteria recommended to take into account to assess the contributions are available in the following link:

[Assesment form full papers https://docs.google.com/spreadsheet/ccc?key=0Avgat4-CJZA8dHRiZUw0anBiTUR4WlQ2S21qdm1GNGc#gid=0]

Reviewers divide up the work and complete the document accordingly. See sample of responses in Appendix 3. If the editorial team prefers to offer a peer support process (whereby editors are directly contacting authors and guiding their reflection and writing) rather than a double-blind peer review, please do so - just advise the journal editorial team.

Step 5: Editing

Editing individual papers

Standard elements All contributions should have an abstract and a section ‘About the authors’ with email address. If these elements are missing, the paper needs to be returned to the author.

Typeface and spelling - Arial 12, left justified, single spaced - The spelling can be US or UK English but it needs to be consistent, with a slight preference for UK English

Headings The title should be in Times New Roman 14, bold and left justified. The authors name should be also Times New Roman 14, italics, not bold. Main headings Times New Roman 12 bold (as in the section ‘Editing individual papers’ above) with two white lines above and one below.

Sub-headings First sub-headings should also be in Times New Roman 12 bold with one white line above and none below (as the heading ‘Headings’ above). Second sub-headings should be in italics, not bold, with one white line above and none below (as the heading ‘Sub-headings’ above). There should only be a maximum of three levels of heading, excluding the title and authors.

Quotes Short quotes should be integrated into the text with reference and page numbers using single inverted commas. For example, Voccia considers that ‘knowledge management is also gaining increasing popularity, but nevertheless remains a relatively new concept’ (Voccia, 2010: 179). For a quote within a quote, double inverted commas should be used. Long quotes should be indented, without inverted commas and not in italics. For example:

There are a lot of networks but also a lot of competition between institutions that makes collaboration difficult. There is not the leadership capacity for a collective alliance. (Personal communication, Mario Tooes, 16 November 2006) (Clark, 2010: 215).

Step 6: Running order

When all of the articles have arrived, you will need to decide on the running order, taking into account the journal’s standard sections which are published in the following order:

Editorial

Papers/Articles

Case Studies

Dialogues

Interviews

Stories

Community Notes

Reviews

Bibliographies

Letters to the Editors

Announcements

Full text download

The category Full text download is so that all the contents can be put in one file and downloaded. However, this takes time to do and isn’t really necessary when we are short of time.

Step 7: Writing the editorial

Writing the editorial should probably be done before now - the earlier the better - but this is the point at which it needs to be finalised. Before starting, it would be useful to take a quick tour of the different editorials to see which style suits your Special Issue. Please also consider the layout which tends to be standard and involve an 'About the Editors' section at the end. Please note that the Guest Editors should be listed in alphabetical author with the Senior Editor who has been working on the issue at the end of the Editorial. However, this is open for discussion - if the Editorial has been written by one person - more or less - their name should come first.

It is a good idea to use parts of the text of the original 'Call for papers' as the starting point as it will outline the background to the Special Issue, rather than starting from scratch. After this introduction to the Special Issue, you will need to describe all the papers in the order in which they appear in the journal. Sometimes, this can involve copying and slightly amending the abstracts - this is the simplest - but if you want to make it more complicated, you can also discuss the contents of the papers and reach some conclusions about the theme. This latter is the most desirable.

There are no hard and fast rules about the Editorial. For example, the Editorial for the Climate Change issue (Vol. 9, No. 1, 2013) also included a theoretical framework which was developed by the Guest Editors. And in another issue (Vol. 9, No. 2, 2013) some of the Guest Editors wrote a paper on the theme rather than putting their thoughts in the Editorial. This probably would have a bigger impact that putting all the content in the Editorial. If the Editorial is running to more than 5 pages it would be a good idea to consider this option.

Step 8: Publishing

The publishing is done by creating the Issue in the platform and confirming the content already submitted by the authors.

Step 9: Disseminating

The announcement of the launch is done through the KM4Dev communities of practice mailing lists (KM4Dev + SA-GE and/or SIWA where relevant), the NING platform and other networks the editors and authors may consider appropriate. In some instances in the past, Editors have interviewed the authors to prepare specific blog posts on the article.

Putting an Issue Online: outline for Editors

Putting an issue online: outline for Editors

There are two procedures for putting an issue online: 1) when the authors have uploaded their final article to the online system; and 2) when the Editors have received the final copies and need to upload them rather than the author. Procedure 1) is the preferred path and will probably be the most common now that we have agreed that authors should submit their final copy to the online system. However, at the end of the general outline, the process for Procedure 2) will also be described.

Running order

When all the papers are ready for a Special Issue, including the Editorial, the first thing to do is establish a running order. This is something that the Guest Editors needs to decide on (see general guidelines chapter). However, there is a standard running order and it is important to check this is adhered to be the Guest Editors because otherwise the Editorial will not match the order in which the contributions appear. See 3.6. above for more on Deciding on the running order.

Copy editing

When the running order is agreed, copy editing needs to be done for all the papers. This can be done by any of the Editors but Sarah Cummings prefers to do the final stage and to create the final issue in the interests of standardisation. Copy editing involves: - Checking that all the papers are in the correct format: Times New roman 12 pt, left justified, with the correct format for headings. This is best done by copying the format of a previous paper. See for example:

Mobilising knowledge for climate change adaptation in Africa: reflecting on the adaptive management of knowledge networks (Blane Harvey, Catherine Fisher) (http://journal.km4dev.org/index.php/km4dj/article/view/134/196)

- Making sure that the contributions are in the correct categories. For example, that contributions focusing on one case with few references are listed as "case studies" and that longer contributions with more references are "papers"

- Adding the following in the header which should be right justified and Times New Roman point 10:

Harvey, B. and C. Fisher. Paper. 2013. Mobilising knowledge for climate change adaptation in Africa: reflecting on the adaptive management of knowledge networks. Knowledge Management for Development Journal 9(1): 37-56 http://journal.km4dev.org/

- With the exception of papers, the type of contributions should come before the title. See, for example, this case study:

Facilitating discussion on the integration of climate change and natural resources management into food security and agriculture programs: a series of events (Zachary Baquet) (http://journal.km4dev.org/index.php/km4dj/article/view/137/199)

Final copy to the authors

At this stage, the very final WORD (or RTF) file should be sent to the authors for a final check. At this stage, they should be requested to deal with any outstanding urgent matters, such as a missing abstract or a section "About the author" which are required elements.

Uploading final copies onto the OJS

Under the Editor function, first create a new issue: User Home--Editor--Create Issue. It will be saved under Future Issues.

The final version of the papers are uploaded one by one to the platform by the authors. Then the articles have to be assigned to the Issue by the Editor. Assign articles to the Issue in 'Scheduling'. If the last verions have been exchanged via e-mail, then the Editor has to upload file by file ad a user, with a proxy profile for the authors.

Go to Future Issues and click on the Issue´s name. In Editor--Submission--Layout, upload the final copies in PDF format, with the correct page numbers, and mark it as a "Galley". When you have done this, you get an additional pop-up page in which you need to identify it as a PDF. See the Galley option in the screenshot below.

Screenshot from OJS

Final copies of WORD versions onto the KM4Djeditors Dgroup

Go to (https://dgroups.org/groups/KM4DJ-editors) and create an own folder so there is an archive.

Creating new journal sections

The sections of the journal are published in a fixed running order (see above 3.6.). To add new sections or to change the running order, go to:

http://journal.km4dev.org/index.php/km4dj/manager/sections

At the bottom of this page, you can create new sections. When you have created a new section, you can move up or down using the arrows which are listed under ACTION. This will then be the order in which they will be automatically published in the journal.

Appendices

=== Standard call for papers elements === (the exact call for papers should be adapted)

Sample Call for Papers

Call_for_Papers_Knowledge_Integration_9-2_September_2013.doc

Call for papers Spanish Special Issue: http://wiki.km4dev.org/Volume_10,_number_1,_May_2014_-_Special_issue:_Spanish-speaking

Standard letter of notification of receipt of abstract / paper

Dear Colleague,

Thank you for your abstract submission to the forthcoming Africa issue of the KM4D Journal. We acknowledge your contribution with thanks and will be contacting you by [Date] with our decision.

In the meantime, I thank you for your interest in the Special Issue.

Standard letter of notification of acceptance of abstract / paper

Dear [Author first and second name]

Many thanks for submitting your abstract [Title] to the Knowledge Management for Development Journal. We are delighted to be able to inform you that your abstract proposal has been accepted. Therefore, I would like to ask you to submit your full paper to km4dj-editors@dgroups.org before [Date].

(Optional) In writing your full paper, please bear in mind the following comments from the team of Guest Editors for this issue: [comments]

For your information, please find attached the 'Guidelines for Authors' and the 'Call for Papers' for this Special Issue.

We look forward to receiving your full paper.

Kind regards, on behalf of the Guest Editor team

Standard letter of notification of rejection of abstract / paper

Dear [Author first and second name]

We sincerely regret to have to inform you that your paper [name] has not been considered acceptable for the forthcoming Special Issue of the Knowledge Management for Development Journal. [Give reason]

Thank you for considering publication in the Knowledge Management for Development Journal.

Kind regards, on behalf of the team of Guest Editors

[Name]

Standard letter of notification of articles reviewed

Dear [Author's first and second name]

It is with great pleasure that we write to inform you that your paper [Name] has been reviewed and is considered as being acceptable for the the forthcoming Special Issue ['Title of Special Issue'] subject to [minor or major revision]. We would like to ask you to take the following comments by the reviewer into account in your revision:

[reviewer's comments].

Please submit your revised manuscript to km4dj-editors@dgroups by [Date] with the addition of a further file or letter in which you explain how you have taken the reviewer's comments into account.

We look forward to receiving your revised manuscript in due course.

Kind regards, on behalf of the Guest Editor team

[name] Special Issue, xxx Knowledge Management for Development Journal

Standard letter of confirmation of acceptance of final paper

Dear [Name]

We are delighted to be able to inform you that your paper [Title of paper] is now considered acceptable for publication in the Special Issue, [Title] of the Knowledge Management for Development Journal. Please submit the most recent issue of your paper to the Open Journal System website. This will require that you regsiter as an author.

Please follow the next steps to upload your article in the Open Access Journal System:

• Go to: http://journal.km4dev.org/index.php/km4dj/index

• Register with the system (if you haven't done so yet)

• Log in onto the system

• Click on 'author' under 'Knowledge management for development journal'

• Click on 'CLICK HERE TO START THE SUBMISSION PROCESS <http://journal.km4dev.org/index.php/km4dj/author/submit>'

• Check the tick boxes, select the journal section and if relevant add comments for the editor

• Click 'Save and continue'

• ...follow all other steps in the process (no need to add title/abstract in non-relevant languages) including the uploading of the paper file and clicking on 'Finish submission'.

Upon completing these steps, we may contact you, should the need arise. The journal is expected to appear in the course of November and you will be among the first to be informed.

When you have submitted your paper, we will copy-edit the it. At this stage, some final issues may arise and we may contact you again. Before publication, a final proof of your article will be sent to you.

Kind regards, on behalf of the Guest Editor team

[Name] Special Issue, [name] Knowledge Management for Development Journal

Sample article

Two sample articles:

Mobilising knowledge for climate change adaptation in Africa: reflecting on the adaptive management of knowledge networks (Blane Harvey, Catherine Fisher) (http://journal.km4dev.org/index.php/km4dj/article/view/134/196)

Facilitating discussion on the integration of climate change and natural resources management into food security and agriculture programs: a series of events (Zachary Baquet) (http://journal.km4dev.org/index.php/km4dj/article/view/137/199)

Sample editorial

The Editorial may take it's content for the Call for Papers. Here are some sample Editorials:

Editorial: Knowledge Management and Climate Change (http://journal.km4dev.org/index.php/km4dj/article/viewFile/129/207http://journal.km4dev.org/index.php/km4dj/article/viewFile/129/207)

Editorial: Climate change and open access http://journal.km4dev.org/index.php/km4dj/article/viewFile/130/208

Editorial: Knowledge Management in Latin America and the Caribbean Part II (http://journal.km4dev.org/index.php/km4dj/article/view/119/189)

Assessment form

Assesment form full papers: [4]