Supplementary files on SAGE Journals (SJ) - Guidelines for Authors

SAGE is able to host approved supplementary materials online, alongside the full-text of articles.  Supplementary materials are generally related to a specific article although there may be instances, such as certain podcasts and vodcasts, where they are not directly attributable to a specific piece of research.  They should generally be files that were used to create the research (such as datasets) or be additional pieces to the article that could not be included in the print version (such as audio/ video material that is impossible to produce in print form).  

Authors should consult the author guidelines for the individual journals to see whether supplementary material is accepted.  Supplementary files will be subjected to peer-review alongside the article.  Decisions about whether to include supplementary files will be made by the relevant Journal Editor (or appointed deputy) as part of the article acceptance process.

Supplementary files will be uploaded as supplied.  They will not be checked for accuracy, copyedited, typeset or proofread.  The responsibility for scientific accuracy and file functionality remains with the authors.  A disclaimer will be displayed to this effect with any supplementary material published.  SAGE does not generally provide technical support for the creation of supplementary material. However, in the case of podcasts and vodcasts, if recording facilities are not available at your institution, we can outsource to a third party.

SAGE will only publish supplementary material subject to full copyright clearance.  This means that if the content of the file is not original to the author, then the author will be responsible for clearing all permissions prior to publication.  The author will be required to provide copies of permissions and details of the correct copyright acknowledgement. 

Copyright

Copyright in article supplementary material depends on the source of that material:

If author’s own content – the author grants a non-exclusive licence to SAGE in the Contributor Agreement. If the author signs a non-standard licence agreement, the author will need to grant a non-exclusive licence to SAGE using the wording in the box below.

If third party content – authors will need to clear (and pay, where necessary) all permissions prior to our posting any third party content, and provide us with copies of the permissions and details of the correct copyright acknowledgement for our site. The wording below can be sent to the third party copyright holders and be used for them too.

<Rights holder> grants SAGE Publications Ltd a non-exclusive worldwide licence to reproduce and publish the aforementioned material as supplementary material to < JOURNAL TITLE > in the English language in all print and electronic formats of <JOURNAL TITLE> for the life of <JOURNAL TITLE>, including any future SAGE Publications Ltd print and electronic media, formats and products which may include <JOURNAL TITLEin its entirety. Full copyright acknowledgement will be made to the rights holder for this use.

Guidelines on copyright clearance can be found at our Permissions page

Please note that data supplements are permanent records just like the articles themselves – i.e. they may not be altered after they have gone live (been published) on SJ. 

The file sizes should be kept as small as possible, as large files will deter some users. Although there are no size restrictions, aim for something between 1 MB to 10 MB, where possible.

File formats

 

General:

  • Any standard MS office format (Word, Excel, Powerpoint, Project, Access, etc.)
  • PDF   

Graphics:

  • GIF
  • TIF (or TIFF)
  • EPS
  • PNG
  • JPG (or JPEG)
  • BMP
  • PS (postscript)    

Embedded graphics (i.e. a GIF pasted into a Word file) are also acceptable.

Audio:

  • MP3
  • AAC
  • WMA   
  • .WAV
  • SPHERE
  • TIMIT

Video:

  • Quicktime
  • MPEG
  • AVI   

All video clips must be created with commonly-used codecs, and the codec used should be noted in the supplementary material legend. Video files should be tested for playback before submission, preferably on computers not used for its creation, to check for any compatibility issues.

SAGE will not host codec files, or be responsible for supporting video supplementary material where the codec used is non-standard. 

Tip for reducing video file size: H.246 codec

A codec (compression-decompression program) called H.246 comes with the Apple QuickTime Pro upgrade to QuickTime 7 (the Pro upgrade costs $30 but QuickTime 7 itself is free) http://www.apple.com/quicktime/download/win.html. One journal reported that they created a 2MB video from a 210MB file using the H.246 codec.

Like any codec, this one manages small file sizes through losses in compression (and therefore potentially in image quality). Therefore, if you choose to use the H.264 codec, you should check the settings to make sure you have set the compression at the level you are comfortable with. However, H.246 appears to be quite effective even with HD video. 

See more information here: http://www.apple.com/quicktime/technologies/h264/