JMS Tutorial for Editors. 1 Logging In EIC Initial Approval Setup Articles for Review Articles in Review...

Transcription

1 JMS Editors Guide

2 TABLE OF CONTENTS 1 Logging In User Home EIC Initial Approval Setup Patent Section Searching Submissions Articles for Review QC Decision Peer Review Articles in Review EditorDecision(In manuscript case) Accept Submission Revisions Required Resubmit for Review Decline Submission Editor Decision (For Abstract) Editing Hot Topics

3 1 Logging In Once you have received a notification e mail from the Journal Office containing your username and password, you can start to use the system. Go to the Journal s website. From the main navigation menu at the top of the screen, you will see a set of menu options. Click on LOGIN as shown below: The JMS Log In screen will be displayed. Enter your username and password in the appropriate fields. Click on the tab labeled Login. As shown below: 3

4 1.1 User Home User Home will be shown to you, which will contain a list of functions that you have been given permission to perform in the system.following screen will be displayed: 4

5 If a user has to change his Password or edit his profile information then this option can be found under the MY ACCOUNT heading present on the USER HOME PAGE. As shown below: 5

6 2 EIC Initial Approval JMS Tutorial for Editors When you click on the EIC Initial Approval link present on the user home page, all new submissions initial approval requests (Manuscripts/ Hot topic proposals) made to an EIC are displayed. Click on the title of the manuscript will direct you to the submission description page where you are provided with files, Author details, total no. of publications, H-Index and life of citations. 6

7 Enter Comments and upload any file for correspondence. EIC can take three decisions: 1. Approve- Manuscript will pass initial approval. 2. Reject- Manuscript will archive. 3. Pre- Revision- An will dispatch to Author for revise version. 7

8 3 Setup JMS Tutorial for Editors When you click on the setup link present on the user home page, all the queued submissions (Abstracts/ Manuscripts) made to a journal are displayed. Figure Submissions Setup page In Abstract grid, all abstracts linked with a journal with the status Abstract in process are displayed. The abstract is shown until the manuscript of approved abstract is submitted. All the approved abstracts are displayed with the status Abstract Approved.Waiting for Manuscript. As shown below: 8

9 Figure Abstracts Submissions in Setup page In Manuscript grid, all the manuscripts linked with a journal and are QC approved with the status Manuscript in process until final editor decision Accept Submission or Decline Submission are present. Figure Manuscripts Submissions in Setup page To view details or assign a submission, you must click the submission title. This will take you to the submission summary page. 9

10 Figure Submission The Summary section includes basic submission details about the submission (author, title, original files, etc).as shown below: Figure Submission Section 10

11 This section of the Summary page contains the submissions' Metadata. From here, you can review the metadata. In Manuscript case, you can also review suggested reviewers details in this section provide by the author. Figure Submission Metadata 11

12 Next, from the Operation Setup section you can assign a Regional Editor/Handling Editor to guide this submission through the review and editing process. Clicking the Add Regional Editor link will bring up a selection page. Figure Operation Setup From here, use the Assign link to assign this user to the submission. Figure Assigning Handling/Regional Editor selection page An box will appear, addressed the assignee, from you, and with text pulled from the appropriate template. 12

13 At this point, you can add addresses to the TO, CC or BCC fields, upload an attachment, and change the Subject or Body text. Once the message is ready to go, use the Send button to deliver it. The Cancel button does not send the message and cancels the assignment. The Skip button does not send the message but does complete the assignment. Figure Active Handling/Regional Editor Once the message is sent, cancelled, or skipped, you will be returned to the Summary page. If you have completed the assignment, the requested user's name will appear. As soon as user will accept the request, He/ she will be given the responsibility to guide the submission through both the review and editing process. From here, you can also use the Delete link to reverse the assignment and also assign another Regional Editor. 3.1 Patent Section Patent section is only present in the patent journal submission summary page. In order to in-cooperate missing patents in submitted submissions, multiple files can be uploaded using the upload mechanism on the summary page of that submission and later the notifications of uploaded file can be sent to the author by clicking the notify author icon. 13

14 Figure Summary page- Patent Section Author s notification will be received after he/she has incorporated the changes. Also, the new uploaded version regarding the patent will be visible under the heading Latest author version on patent section. Previous uploaded versions regarding the patent changes can also be seen under the heading Previous author version. Select the final version of the file and press the Send button. This action will replace the previous review version with the newly selected one. Note: Once the peer review or decision part is begun. The patent section will be closed for further requests and to any changes made in the patent section. 3.2 Searching Submissions As an Editor you can search through all submissions by using this searching tool between your Submissions queues. You can use it to search against a submission title, or against any user associated with the submission; you can also use it to search for submissions that were submitted between any given date range. Figure Searching Submissions 4 Articles for Review In this pool only those articles are displayed on which the peer review process is yet to be initialized. 14

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16 To begin with the review process click on the article title. JMS Tutorial for Editors Figure Articles for Review Page The first part consists of basic submission information and a review version of the submission (automatically generated from the original submission file).as shown below: Figure - Submission Review 4.1 QC Decision Cross verification department decision will be reflected here. If Qc decision is Blue zone / Decline submission then Editor will not be able to take Accept Submission decision until it is accepted. Figure QC Decision 4.2 Peer Review If editor wants to assign himself on a submission then he has to click on Self review. There he ll have to provide his comments and recommendations and save them. Journal Manager will upload author correspondence if occurred. 16

17 Figure Peer Review Figure Self Review Click on the Select Reviewer link to assign one or more reviewers to a current submission. The View Regrets, Cancels, Previous Rounds link will show a list of past inactive reviews. Figure -Peer Review From the resulting screen, one can choose Reviewers/EABMs from the list provided. If there many to choose from then the search tool can be used to narrow down the search results. If you want to assign a peer review to a user that does 17

18 not exists in the scope of EABM, then this process can be done using the External Reviewer option. Also, a new reviewer can be created in the system through Create New Reviewer option. To assign a Reviewer, Check the action check box to Assign. Figure - Select Reviewer 18

19 Figure - Select Reviewer Advance Search Once you've made the selections, click on Submit button. You will be returned to the Review page. You can select more Reviewers but not more than 10 reviewers. Notice the addition of Reviewer A (your first selection). You can remove this Reviewer using the Clear Reviewer link. 19

20 Figure- Request Reviewer (In Manuscript case) Figure- Request Reviewer (In Abstract case) Use the Select Review Form link to provide a review form to this Reviewer. If there are several Review Forms to choose from, use the Preview link to take a quick look at each. In case of manuscript, a review form must be assigned so that request icon can get enabled. If not done, then you will not be able to send request to this reviewer. 20

21 Figure -Assign Review Form In case of Abstract, Reviewers will be provided with an extended text box to type in their comments. Use the Request icon to send an to the Reviewer (using an template), asking him to take on the task. Figure -Review Request NOTE: If user leaves Review Page then this article will only be visible in Article in Review pool. 21

22 5 Articles in Review Figure Articles in Review Page Over here, articles on which the peer review process has been initiated are present. Upon clicking on the article s title its review page will get opened. 22

23 Number of reviewers can be assigned using the steps mentioned under Article for review heading. Theassigned reviewers will respond through s or review portal in both the cases whether they agrees to do the review or Rejects. An will be generated when the review is completed to acknowledge editor. Returning to the Review section, you can see the Reviewer's decision (e.g., Major Revision Required). You can also view the Reviewer comments by clicking on the Review Form Response icon. If the Reviewer upload a review version file (e.g., a Word document with changes included) this would also be available here. You can upload correspondence with author if occurred outside the system. Be sure to use the Acknowledge icon to your thanks to the Reviewer. You can cancel a review request by simply clicking the Cancel Request button. An will be generated to that particular user about this action. All the cancelled/regretted users will be shown under view regrets, cancel, previous round. Figure- Review Information 23

24 Figure- Review Response Information At this point, you can enroll more Reviewers (see above) or make a decision. 5.1 EditorDecision(In manuscript case) Decision choices include: Figure- Editor Decision 24

25 - Accept Submission: The submission will be accepted. This option will be visible to you after receiving TWO positive comments and Accept QC Decision. - Revisions Required: The submission will be accepted after minor changes have been made. This option will be visible to you after receiving minimum ONE positive/negative comments. - Resubmit for Review: The submission needs to be re-worked, but with significant changes, may be accepted. It will require a second round of review, however. - Decline Submission: The submission will not be published with the journal. Once you've selected a decision from the dropdown menu, hit the Save Decision button Accept Submission If the decision is to Accept, select the appropriate version (i.e., Review Version, Author Version, or Editor Version)and hit the Send button to move the submission from the "In Review" queue to the "In Editing" queue as shown below: Figure - Accept Submission 25

26 5.1.2 Revisions Required JMS Tutorial for Editors If the decision is Revisions Required, the Author will need to make the required changes and upload them for youto view with Rebuttal letter. Once this is done, you will receive an and will be able to access the revised file by clicking on theauthor Version link and Rebuttal Letter by clicking on the Author Rebuttal Letter link. Figure- Revisions Required If the revisions are not complete, use the Notify Author link to send another with further instructions. If the revisions are complete, you can change the decision from Revisions Required to Accept Submission and re-notify the Author. Important Note: You must use the Notify Author icon to generate an to the Author, informing him or her of your decision. Until this is done, no further work can be done with the submission. Use the Import Peer Reviews button to pull the anonymous reviewer comments (or form results) into the body of the . Hitting the Send button delivers the message. 26

27 5.1.3 Resubmit for Review If the decision is Resubmit for Review, the Author Version will be send for another round ofreview, select it using the radio button, and hit the Resubmit button. Figure- Resubmit for Review This will allow you to replace the previous revision version with new author s version for a second round of review Decline Submission If the decision is to Decline, the submission automatically moves from the "In Review" queue to the "Archive" queue, upon notifying the Author. 27

28 Important Note: You must use the Notify Author icon to generate an to the Author, informing him or her of your decision. Figure- Resubmit for Review 5.2 Editor Decision (For Abstract) Figure- Editor Decision 28

29 Decision choices include: - Accept Submission: The submission will be accepted. - Revisions Required: The submission will be accepted after minor changes have been made. - Resubmit for Review: The submission needs to be re-worked, but with significant changes, may be accepted. It will require a second round of review, however. - Decline Submission: The submission will not be published with the journal. Once you've selected a decision from the dropdown menu, hit the Record Decision button,an auto generated to the Author will be send, informing him or her ofyour decision. 6 Editing Upon Quality assurance department acceptance, the submission moves from "Article in Acceptance" pool to "Editing" pool. You can go to "Editing" by selecting the Editing link at the top of the submission record.or it can be reached from clicking the editing link present at the user home. On editing page, statuses linked with the assigned articles such as copy editing, layout editing and proof reading statues can be checked. 29

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31 Figure- Editing Page Note: - means no activity has been initiated yet. In progress means an activity has been initiated. Completed means that the activity is marked complete. 7 Hot Topics When user clicks on the Hot Topics link present on the user home page, all the queued and accepted hot topics made to the journal are displayed. Figure- User Home 31

32 Figure- Hot Topics Page To view proposal details, you must click the hot topic title. This will take you to the hot topic Setup page: 32

33 Figure- Hot Topics- Setup page To view hot topic proposal summary details, you must click the hot topic title. This will take you to the hot topic summary page: 33

34 Figure- Summary page 34

35 Peer review process and editor decision process of hot topic proposal is identical to abstract submission. Authors and GEs will be able to submit abstract or manuscript in the hot topics and those submissions will be displayed in the setup page of that specific hot topic. Abstract/ manuscripts processing has the same peer-review and decision procedure. Refer to pg13 to

36 Figure- Setup page 36