1. Work Flows of the Online Review System Copernicus Office Editor
Copernicus Publications | September 2015

2. Publication process Submission as Word or LaTeX
Peer-review process, online editorial support
Submission as Word or LaTeX
Image processing
Typesetting in LaTeX, conversion into XML
English language copy-editing
Proofreading with the author
Print-on-demand
Pagination and online OA publication PDF, HTML, and XML
Alert service and RSS feeds
Bibliographic data transfer to archives, databases, libraries worldwide

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

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

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

6. MS Registration & Submission
Topical Editor Assignment
MS Registration & Submission
File validation starts TE call
Standard: TE call based on Author’s subject areas
Optional: CE call to assign/nominate a TE
File Validation
TE Assignment
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

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

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

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

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

11. MS Registration & Submission
Topical Editor Decision
MS Registration & Submission
TE access to decision form
Termination of pending Referee report requests  to pending Referees
or waiting for pending reports | further nominations
File Validation
TE Assignment
Initial TE Decision
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
Referee Acceptance
Referee Reports
TE Decision

12. MS Registration & Submission
MS Accepted / Waiting for File Upload
MS Registration & Submission
to Author upon TE’s acceptance
Link to upload production files (text/figures/suppl.)
Deadline included
File Validation
TE Assignment
Initial TE Decision
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
Referee Acceptance
Referee Reports
TE Decision
Accepted / Production File Upload

13. Accepted / Production File Upload Accepted / Production File Upload
Revision Requests by Topical Editor
Request for corrections
Revised file upload by Author incl. production files
Immediate transfer to typesetting
File Upload
Initial TE Decision
Referee Acceptance
Referee Reports
TE Decision
Accepted / Production File Upload
Further Revision
TE Decision
Accepted / Production File Upload
Further Revision
File Upload
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

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

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

16. Additional Tools 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

17. 1st Stage 2nd Stage Interactive Journal Work Flow Referees
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
Referees 8 5
Referee Comments
1st Stage
(Discussion Forum)
Editor 2 6
Author 1
Discussion Paper 4
Author
Author Comments 5 7
Editor 3 9
Final Revised Paper
2nd Stage
(Journal)
Scientific Community
Short Comments 5

18. Post-Discussion Editor Decision
Standard procedure:
Authors reply to interactive comments
Submit revised version
TE makes further evaluation
Post-Discussion Editor Decision Feature:
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

19. Post-Discussion Editor Decision – Workflow
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
Discussion Paper
Referee Comments
Scientific Community
Short Comments
Referees 4
Final Revised Paper 5
Author
Author Comments 1
Editor 2 3

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!