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Work Flows of the Online Review System Copernicus Office Editor Copernicus Publications | April 2014.

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Presentation on theme: "Work Flows of the Online Review System Copernicus Office Editor Copernicus Publications | April 2014."— Presentation transcript:

1 Work Flows of the Online Review System Copernicus Office Editor Copernicus Publications | April 2014

2 Publication Process LaTeX Submission Word Submission Print- on- demand for hard- copies of issues Typesetting in LaTeX, English Copy-Editing Proof-Reading with the author Peer-Review Process Online Editorial Support System Pagination & Online Publication of Article PDF & Abstract HTML File, immediate OA Alert Service & RSS Feeds Bibliographic Data Transfer to archives, databases, libraries worldwide

3 Topical Editor (TE)  Handles the actual review process  Nominates & guides referees  Decides about acceptance | rejection | further revision User Roles in the Review System Author  Submits the manuscript  Follows the review process Referee  Reports recommendation to TE Chief Editor (CE)  Fallback for TE problems  Optional: TE assignment & final decision Editorial Support (ES)

4 MS Registration & Submission to Author  Confirmation & receipt of manuscript number  File upload request & deadline MS Registration & Submission  Manuscript registration by Authors  Selection of editorial subject areas  Suggestion of potential Referees

5 File Validation  Review file upload generates ES To-Do  Technical check of submitted files  Plagiarism check MS Registration & Submission File Validation

6 Topical Editor Assignment  File validation starts TE call  Standard: TE call based on Author’s subject areas  Optional: CE call to assign/nominate a TE TE call  Link to agree or decline the MS handling | deadline included  Access to abstract  Agreement followed by “initial decision” + to Author  TE assignment by CE if deadline was missed MS Registration & Submission File Validation TE Assignment

7 Referee Nomination  Min. 2 agreed referees | unlimited nominations  Nomination followed by referee acceptance Initial Topical Editor Decision  Agreement for handling generates to TE  Request for initial decision (link to online form)  Deadline  Options: Start peer-review | reject MS Registration & Submission File Validation TE Assignment Initial TE Decision

8 TE Assignment by Chief Editor  to CE to assign TE, if  No TE found by TE call  Agreed TE misses initial decision deadline MS Registration & Submission File Validation TE Assignment Initial TE Decision TE Assignment

9 Referee Acceptance  to Referee upon nomination by TE  Link to agree or decline the MS reviewing, deadline included  Access to abstract  Agreement followed by referee reports  Referee declines or misses deadline  to TE if pending nominations < journal’s quorum  Additional nomination required  Agreed Referees = journal’s quorum  to TE and Author for information  Additional nomination possible MS Registration & Submission File Validation TE Assignment Initial TE Decision Referee Acceptance

10 Referee Reports  to Referee upon agreement  Link to manuscript  Request to submit a report  Deadline included  Referee misses deadline  to TE if pending report requests < journal’s quorum  Additional nomination required  Referee reports = journal’s quorum  to TE with request for decision  Additional nomination possible MS Registration & Submission File Validation TE Assignment Initial TE Decision Referee Acceptance Referee Reports

11 Topical Editor Decision  TE access to decision form  Termination of pending Referee report requests  to pending Referees  or waiting for pending reports | further nominations  TE Decision  Access to Referee reports  Acceptance followed by file upload  Request for revision followed by revision file upload  Rejection, no actions required  Decision to Author and Referees MS Registration & Submission File Validation TE Assignment Initial TE Decision Referee Acceptance Referee Reports TE Decision

12 MS Accepted / Waiting for File Upload  to Author upon TE’s acceptance  Link to upload production files (text/figures/suppl.)  Deadline included  Production file upload followed by  Typesetting/English Language Copy-Editing  Proof-Reading  to Author  [Waiting for Payment]  Published  to Author | Referees | TE  Discussion | interactive journals only MS Registration & Submission File Validation TE Assignment Initial TE Decision Referee Acceptance Referee Reports TE Decision Accepted / Production File Upload

13 Revision Requests by Topical Editor  Request for corrections  Revised file upload by Author incl. production files  Immediate transfer to typesetting  Request for minor revision  Revised file upload by Author  Transfer to TE Decision  Request for major revision  Revised file upload by Author  Transfer to Initial TE Decision  Further review with Referees recommended  Final TE Decision possible TE Decision Accepted / Production File Upload Further Revision File Upload Initial TE Decision Referee Acceptance Referee Reports TE Decision Accepted / Production File Upload Further Revision

14 Author Author Comments 5 Interactive Journal Work Flow Author 1 3 Discussion Paper 4 5 Referee Comments Scientific Community Short Comments 5 1 st Stage (Discussion Forum) 6 7 Editor 8 9 Final Revised Paper 2 nd Stage (Journal) Referees Editor 2 1. Submission 2. Access-Review 3. Technical Corrections 4. Publication as D-paper 5. Comments 6. Revision 7. Revised Submission 8. Peer-Review Completion 9. Final Revised Publication

15 Personalized Manuscript Overview  MS listing based on user roles  Personal To-Dos as shortcut  Access to different action forms at the MS

16 MS Records  Chronological listing of all events  Every event lists the corresponding data/files  Sub-division into iterations  Access to archive of system s

17  Nomination of TE by CE  Final CE decision  Blindness for Authors and Referees: optional or mandatory  Express access review without Referees | interactive journals only  Post-Discussion Editor Decision  Post-Discussion Reports Additional Tools

18  Standard procedure:  Authors reply to interactive comments  Submit revised version  TE makes further evaluation  Post-Discussion Editor Decision Feature:  Authors reply to interactive comments  Authors do not need to revise the paper  TE makes decision based on Authors’ final response  TE immediately accepts/rejects the paper or asks for revision  Authors will have a clear idea of how to revise their paper Post-Discussion Editor Decision

19 Post-Discussion Editor Decision – Workflow Discussion Paper Referee Comments Scientific Community Short Comments Referees 1. Final Response 2. Post-Discussion Editor Decision Publish as is Technical Corrections Minor Revision Major revision Reject 3. Revision 4. Peer-Review Completion 5. Final Revised Publication Author Author Comments 1 Editor Final Revised Paper 5

20 Post-Discussion Reports  Enhanced transparency through publication of all  post-discussion reports (Referees and TE)  Authors’ replies after publication of final revised paper

21 Thank you very much for your attention!


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