THINK GREEN PAPERLESS LAW REVIEW & JOURNAL MANUAL. Better, faster, cheaper & greener

Transcription

1 THINK GREEN PAPERLESS LAW REVIEW & JOURNAL MANUAL Better, faster, cheaper & greener

2 Prepare the TWEN Page Customize the law review s TWEN page to create drop boxes, staff assignments, groups, article document folders, and a calendar. OVERVIEW Converting your law review to paperless procedures requires some edits to the TWEN page. Thomson Reuters Account Managers can help your organization edit an existing page or create a new one from a model paperless law review template. TWEN law review pages can be archived indefinitely and incoming staff can start their work on a new page copied from the old. ASSIGNMENT DROP BOXES Create assignment drop boxes so that staff can submit and review their assignments electronically. You can create as many unique drop boxes as needed but at least two should be considered: one for junior staff and another for senior staff. To create a drop box: Select Gradebook & Assignments in the Display for Faculty Only section (visible only to course administrators) Select the drop-down menu that says: Grade Book Navigation Select the option Create/Manage Drop Boxes Select the Add Drop Box button to create drop boxes for these two groups: > Senior Staff Assignments > Junior Staff Assignments Once you create the drop boxes, Designate Students to each drop box: > Select the Designate Students link for Junior Staff Assignments > Use the drop-down menus to assign a drop box for junior staffers > Repeat for the Senior Staff GROUPS The TWEN law review page has a variety of useful features that can remove administrative burdens from the staff. Create groups to quickly and easily specific work groups with important information, assignments, etc. To create groups: Select the Options link Select the Create Group button Check the boxes next to the names of individuals who should be in the group Name the group Select the Save Changes button Create Groups for as many distinct groups as your LR&J needs and populate the groups with the appropriate members. Here are some suggestions: Managing Board Senior Staff Junior Staff Articles Editors Notes & Comments Editors DOCUMENT FOLDERS FOR ARTICLES TWEN document folders operate just like a cloud-based server. They are an important resource for law reviews to store and review work. All staff can access the folders contents from anywhere in the world, so long as they have Internet access. Creating document folders enables the law review to store source-gathering work, citation cover sheets, and any other electronically gathered work relevant to editing articles. In addition to documents, the TWEN document folders store URLs and other media. Only staff with administrative access (also called Co-Teacher Access) can create folders and subfolders. To create document folders: Select the Modify Course link Select Create/Modify Document Pages Select Create Document Page Create a new document page Name the page (e.g., Vol. 23 Articles) 3 STEPS TO PAPERLESS Meet your Account Manager Your Academic Account Manager is a great resource to help your law review go paperless. Make an appointment with your AAM to get the manual and video, edit the TWEN course, and train the staff. Create/Edit the TWEN page The law review TWEN page can be easily edited to go paperless. Your AAM can provide you with a new paperless law review page or you can edit your existing page. Once set up, going paperless is easy. Train the staff The law review staff will need some simple training to prepare them for new paperless procedures. Your AAM can train the staff with you before or at orientation. Going paperless is easy and intuitive though, and law reviews that have made the transition have not found it difficult.

3 Prepare the TWEN Page, continued ORGANIZE ARTICLE SUBFOLDERS Organize article folders and subfolders according to your law review s procedures. These folders preserve the law review s editorial work and allow editors to easily access material by source and citation. Law reviews store their work in a variety of different ways and the TWEN document pages can be organized to meet the publication s needs. For example, if the law review stores its work by source and associated citations, the articles folder can be organized like this: Access the articles folder (e.g., Vol. 23 Articles) and create Subfolders for every article under review: > Select the Add dropdown menu and select the Add a Folder option > Create folders for every article > Provide appropriate descriptive information about the folders contents Upload articles into their folders: > Select the Options drop-down menu, select View Folder Contents > Within the folder, select the Add button. Documents can be added individually, as a group, and via drag-and-drop Create source and citation subfolders in the article folder: > To add subfolders that can store pulled sources, select the Add option, and again select the option to Add a Folder. This creates a subfolder within your article folder > Name the folder after the source under review and add any other helpful information about the source (e.g., page number and citation) > Create as many source folders as there are unique sources in the article > Within each source folder, create as many citation subfolders as required (e.g., Source #4 has six citation subfolders) DOCUMENT FOLDERS FOR LAW REVIEW ADMINISTRATION You can share important law review administrative documents on the TWEN page. Simply create a separate document page and upload documents like bylaws, source/cite cover sheets, office hours, etc. THE TWEN CALENDAR The TWEN calendar is a useful resource for the law review to communicate with its staff. The calendar posts assignments and social events, reminds staff of important due dates, and generally keeps the entire staff appraised of law review activities. Law reviews can reduce their administrative burden by automating staff communications through the calendar. To create calendar events: Post events in the TWEN calendar: > Access the TWEN calendar link > Select the date of the event > Provide a title, notes, times, recurrence features, and reminder options Place assignments into the TWEN calendar using the Assignments feature discussed in the preceding chapter Better Electronic procedures can reduce human error in the editing process. Leverage technological features like compare documents or WestCheck.com to more effectively edit work. Additionally, paperless editorial work can be done more quickly from anywhere at anytime. Staff can focus on quality. Faster Electronic editing can be done significantly faster than editing with paper. Staff can retrieve, review, and annotate pulled sources online quicker than they can with printers, paper, pen, and ink. Staff can quickly and easily upload assignments from anywhere with an Internet connection. Cheaper The average law review uses 20,000-30,000 pages of paper and 1-2 high capacity toner cartridges for every publication using paper procedures. Printing costs average $200-$400 per volume. Adopting paperless procedures saves limited resources for higher priority needs. Greener Paper and toner require significant amounts of electricity, trees, and chemicals. Your law review can operate efficiently and effectively without the paper waste. Law schools nationwide are adopting green initiatives that include print reductions. Paperless law reviews are ahead of the curve.

4 Source & Cite Notes & Comments Assignments Law reviews can use TWEN to create editorial assignments for the staff, retrieve source material online, review and grade the work, store documents, and manage notes/comments writing. OVERVIEW Because most citations can be found online, it won t be difficult to convert most editorial assignments to paperless procedures. Once located, sources can be easily highlighted and annotated before being uploaded into TWEN assignments and drop boxes. CREATE THE ASSIGNMENT The assignments function on TWEN allows law review editors to create detailed assignments for the staff with due dates, drop box information, and important documents. To create assignments: Select Gradebook & Assignments in the Display for Faculty Only section (visible only to course administrators) Select the Create an Assignment option in the Gradebook Navigation drop-down menu Provide an appropriately descriptive name and describe the assignment Set the assignment Availability and Due Date If desired, set the Assignment Value for online grading Attach important documents, including the article under review and cover sheets for source-gathering and citation-checking Select any Additional Settings, paying special attention to: > Add this Assignment as a Course Calendar Event: place assignments into the TWEN calendar for everyone to see > Set a Reminder: Remind the staff days or hours before work is due > Drop Box: Select the appropriate drop box for the staff THE STAFF The law review should the staff about new assignments. Creating an assignment does not automatically alert the assignees. Editors can quickly and easily the staff, providing pertinent information and required documents. To create s: Select the Options link Select the recipient individual(s) or group(s) Enter the Subject and Text with appropriate assignment descriptions Attach appropriate documents (e.g., work cover sheets) Select the Send button SOURCE GATHERING ON WESTLAW NEXT AND OTHER ONLINE MEDIA Many sources can be quickly and easily located on Westlaw s extensive and exclusive databases of cases, statutes, regulations, secondary authority, etc. and then downloaded for assignments. To use WestlawNext for an assignment: Log into WesltawNext and utilize WestSearch to locate the source material Download the entire document or a snippet using the download feature Access the original reporter PDF image (if available) and download Other online media can be gathered in a variety of different ways including capturing screen shots, saving URLs, and cutting and pasting media. SOURCE GATHERING PRINT MEDIA Some sources cannot be located online or the law review citation rules may require that the original source be viewed. Even though source materials contained on WestlawNext have annotations, WestlawNext content is exactly the same as its counterparts found in print. If these online sources don t suffice, then the staff can still complete their assignments by locating the print source, scanning, highlighting and annotating, and digitally submitting it via the TWEN drop box. Note, even the free version of Adobe Reader software allows users to highlight and make notes in PDF documents.

5 Source & Cite Notes & Comments Assignments, continued NOTES & COMMENTS The law review TWEN page can also facilitate the drafting of junior staff notes and comments. The senior staff can simply create assignments for the various stages of note or comment completion. For example, if the law review requires four drafts and a final submission, create five assignments using the processes previously described. Once submitted, the editors can review the drafts online, provide feedback, and grade without paper. SUBMIT THE ASSIGNMENT The staff can easily submit law review assignments from anywhere with a computer and an Internet connection. In the Assignments link, the staff can view all assignments attached to their drop box (i.e., all staffers assigned to the Junior Staff Drop box can view all assignments to be submitted to that drop box). To submit assignments: Access the Assignments link Enter any Comments for Administrators (i.e., the assignee can make important comments to the editor regarding the assignment) Upload the assignment document(s) ACCESS AND GRADE ASSIGNMENTS Once the staff has submitted their work, these assignments can be downloaded individually or in a batch download. The editor can then review the materials electronically and grade them via TWEN. Note, only course administrators can access the TWEN page assignments. To access and grade assignments: Access the Gradebook & Assignments link Locate the appropriate assignments and select the Enter Grades link To view individual submissions: > Locate the individual and click on the link under the Version column. It should say Final > Download the assignment by clicking on the Submission Attachment > Draft notes to the assignee in the Response field > Enter and save Grades > If necessary, attach documents and send materials back to the assignee To view submission in a batch: > Select the Batch Download link > Check the boxes of the assignments to be downloaded > Select the Download Selected button > The assignment documents will simultaneously download into one file folder that can be saved on the editor s computer If the editor selects the Batch Download feature, grades can be entered for multiple assignees by re-entering the assignment and selecting the Enter Grades link in the Gradebook & Assignments section UPLOAD THE SOURCES Once the staff has correctly completed the assignments, the law review can upload the materials into the article documents for quick and convenient review. Though all materials are safely stored in the assignments section, saving these materials into their appropriate article folder provides a quick and easy way for editors to review individual citation materials. To save documents into the articles folders: Access the Articles Documents folder and select the article folder Access the appropriate source subfolder and select the Options drop-down menu Select the View Folder Contents option Locate the appropriate subfolder, select the Add drop-down menu and then opt to either upload one or multiple documents into the folder PAPER S ENVIRONMENTAL IMPACT The average law review produces two publications per year, requiring 240 lbs of paper. The environmental cost? 3 Trees 4 Million BTUs energy 672 lbs of greenhouse gases 2,742 gallons of fresh water 231 lbs of solid waste Source: Environmental Paper Network Paper Calculator

6 The Write-On Competition Coordinating and managing a write-on competition is much easier using TWEN. Your law review can organize everything quickly and efficiently without paper. OVERVIEW Your law review can create a separate law review course on TWEN to manage student submissions, maintain anonymity among the competitors, plan competition schedules, and record and announce results at the end of the competition. THE ADMINISTRATOR The law review should carefully consider who the administrators are for the write-on competition TWEN page. The administrator can oversee all functions and submissions on the page. To add an administrator: Click on the course name in the My Courses page Click Modify Course under Display for Faculty Only in the left column to display the Modify this Course page Click Modify Course Information In the Access Groups section, either enter the numeric portion of the individual s Westlaw password in the Co-Teacher Access text box or use the drop-down menus to select individuals Click Submit Course Changes ANONYMOUS SUBMISSIONS Anonymous grading allows law reviews to use studentcreated identifiers instead of names when reviewing write-on competition packet submissions so that you don t know which student s work you are reviewing. Alternately, the TWEN page can create anonymous IDs for each law review applicant. DESIGNATE A NEUTRAL PROCTOR Law reviews can designate a neutral proctor to manage the submissions for the write-on competition. A neutral proctor is the only administrator with the ability to deactivate anonymous grading for assignments once they ve been submitted. Typically, a neutral editor is designated as the neutral proctor for the write-on competition. To designate a neutral proctor: Access the course Click Grade Book and Assignments under Display for Faculty Only in the left column Select Manage Anonymous Instructions from the drop-down list at the top of the page Select a name from the Designate a Neutral Proctor for the Course drop-down list. The list contains the names of all the administrators for the course as well as a default No proctor option In the Anonymous Grading Instructions text box, enter instructions on how to submit the assignment. These instructions are visible to all course participants Click Submit CREATING ASSIGNMENTS AND DOWNLOADING SUBMISSIONS The process for creating write-on competition assignments and then downloading submissions does not differ from the processes listed in previous sections. Simply refer to the sections above and create a timed assignment per your law review s write-on competition requirements. REMOVING ANONYMOUS GRADING After the write-on competition deadline, the neutral proctor will need to remove the anonymous grading from the Write-On Competition course in order to view who submitted which assignment. Only the designated neutral proctor can remove anonymous grading from the assignment. To remove anonymous grading from the assignment, the neutral proctor must: Access the course page and click Grade Book and Assignments Click Edit in the Actions column for the assignment. The Create/Edit Assignment page is displayed In the Additional Settings section, clear the Activate Anonymous Grading for this Assignment check box Click Submit

7 Additional Resources Take advantage of these additional resources to help your law review go paperless this year. TWEN SUPPORT Direct your TWEN questions to the Thomson Reuters support team: 1. Call: ACCOUNT MANAGERS Your Thomson Reuters Academic Account Manager can meet with you and your law review team to customize the TWEN page, train the staff, and troubleshoot any issues you may have. PAPERLESS LAW REVIEW VIDEO Ask your Account Manager for the Paperless Law Review video. The video provides step-by-step guidance on setting up your paperless TWEN page Thomson Reuters L /4-13