Editorial Manager Instructions for Editor-in-Chief European Psychologist Juliane Munson Hogrefe Publishing Merkelstraße 3 37085 Göttingen Germany Tel. +49 551 999 50 422 Fax +49 551 999 50 425 juliane.munson@hogrefe.com www.hogrefe.com
EP: Editor-in-Chief Instructions for Editorial Manager 2/17 Content 1. General Information 1.1. Worflow 2 1.2. Submission Items 2 1.3. Editor Decision Terms 4 1.4. Reviewer Recommendation Terms 4 1.5. EiC Approval of Editor Decision and Author Notification 4 1.6. Final Disposition 5 1.7. Proxy for Authors and Reviewers 5 2. Guidelines 2.1. Login and Role 6 2.2 Editor-in-Chief Main Menu 7 2.3 Handling Assignments 10 View Submission 10 Details 10 History 10 Edit Submission 10 Classifications 11 Unassign Editor / Assign Editor 11 Search Author / Keywords on WoS 11 Invite Reviewers 12 View Reviews and Comments 14 Submit Editor s Decision and Comments 15
EP: Editor-in-Chief Instructions for Editorial Manager 3/17 1. General Information 1.1. Workflow This is a schematic representation of the workflow in EM: Reviewer 1 EiC Reviewer 2 author ME AE Reviewer 1 Reviewer 2 publisher Author submits manuscript to Managing Editor (ME) who returns it to author for corrections if there are formal problems (after technical check). If the manuscript is not suitable for the journal and will not be peer reviewed, the ME removes the manuscript after consulting with EiC (action link Remove Submission). ME assigns manuscript to either EiC or Action Editor. EiC is always part of the editor chain. EiC/AE invites reviewers they can decline the invitation. When the reviews are in, the EiC/AE makes an editor decision and drafts a notification letter. Both ME and EiC are informed about the draft. EiC then approves/changes the editor decision/draft notification. ME notifies the author of the decision. In case of a revise decision, the author can submit a revision. After an accept or reject decision, the author cannot submit a revision! If the editor decision is accept or reject, the ME sets the final disposition to accept or reject. The publisher will receive the manuscript of an accept decision immediately. The manuscript with a reject will be shelved away. 1.2. Submission Items The authors have the option to submit a manuscript with the following submission items: Required Items Optional Items Items NOT included in Reviewer PDF Title page Cover letter Cover letter Manuscript Table Title page Figure Author photos Appendix Author biographies Author photos Author biographies All the individual submission items are combined by the system into the Editor PDF. Items that typically reveal author identity are automatically excluded from the Reviewer PDF. In order for this to work, it is essential that the submission items are uploaded separately! If an author includes the title page in the manuscript, the title page will be part of the Reviewer PDF. Therefore, the Managing Editor (ME) has to check the File Inventory (the individual files that were uploaded) in addition to looking at the Editor PDF. If there is a problem, the ME either corrects the submission herself or sends the manuscript back to the author.
EP: Editor-in-Chief Instructions for Editorial Manager 4/17 If the EiC/AE notices a problem in the PDF (e.g., author names are included in the manuscript text or that the title page was not uploaded as a separate file), he/she can edit the submission before inviting reviewers. 1.3. Editor Decision Terms Four decision terms are available to the Editors: reject, major revision, minor revision, and accept. Please note: The term reject without review is not available because desk rejections are handled before an Editor is assigned. All manuscripts that are handled by an Editor have to go through peer review. Important: - Only the decisions major revision and minor revision allow the author to submit a revision! - After an accept and reject decision, a revision is only possible if the Editor rescinds his decision. - After the accept or reject decision, the final disposition has to be set by the ME, completing the peerreview process. Authors can only revise a submission if the editor decision is minor revision or major revision. As you can see in this overview, each decision is linked up with an author notification letter (customizable by Editor) and a reviewer notification letter (not customizable by Editor). 1.4. Reviewer Recommendation Terms Four recommendation terms that correspond to the editor decision terms are available to the Reviewers: reject, major revision, minor revision, and accept. In addition to the recommendation, the Reviewer answers questions about the submission using a rating scale. A Reviewer can either type his/her comments directly into the Comments to Author box or he/she can upload a Word or PDF document. This document will then be made available to the author together with the editor decision. The typed comments will be merged into the editor decision letter. The Reviewer should use only one of these options (either type comments or upload a file). In order to guarantee a double-blind peer review, it is important that you carefully check the reviewer comments for any identity-revealing information. If necessary, you can change the typed reviewer comments when submitting your decision. If you need to change uploaded comments, you will have to first download the file, correct it, and then upload it again. 1.5. EiC Approval of Editor Decision and Author Notification When an Editor has made a decision and has drafted a decision letter, both the EiC and the ME are informed via e-mail. Once the EiC has approved/changed the decision/decision letter, the ME notifies the author of the decision. If the editor decision is reject or accept, the ME will set the final disposition, officially ending the review process.
EP: Editor-in-Chief Instructions for Editorial Manager 5/17 1.6. Final Disposition Only the ME has the right to set a final disposition. It must be set to complete the peer-review process. It is only set when the editor decision is accept or reject. When the final disposition is accept, the manuscript goes to the publisher immediately. When the final disposition is reject, the manuscript is filed away. 1.8. Proxy for Authors and Reviewers Proxy power means that a person can log into the account of another person and act in his/her stead. The EiC has the right to proxy for the authors and reviewers related to his/her own assignments. Proxy action will always be recorded in the history of the manuscript. If you want to go into proxy mode, search for the person and then click on the role you d like to proxy. The roles for which you have the right to proxy are highlighted in yellow. If you want to leave proxy mode, click on log out at the top left of the page. This will log you out of the other person s account.
EP: Editor-in-Chief Instructions for Editorial Manager 6/17 2. Guidelines 2.1. Login and Role Go to https://www.editorialmanager.com/ep/default.aspx and log into the system. We have enabled the option for users to log in via their ORCID accounts (if they have one). If you lose your login information, you can always retrieve a temporary password by clicking on Send Login Details. Password security is rather high. The temporary password will expire after 8 hours and has to be reset after use. Choose the role you want to work in from the drop-down menu. Each registered user has at least the author role and can have up to three roles (one author role, one reviewer role, one editor role).
EP: Editor-in-Chief Instructions for Editorial Manager 7/17 2.2. Editor-in-Chief Main Menu When you log in and go to your Associate Editor role, you will see the main menu below. There are seven sections in your main menu: General searches Your own active assignments All submissions currently assigned All assignments with decisions, incl. your own assignments Overview of submission groups Your administrative functions
EP: Editor-in-Chief Instructions for Editorial Manager 8/17 Search You can search for submissions as well as for people in EM. Please note that you can only search for and look at submissions that are assigned to you. There are a number of criteria available for the submission search: Hint: If you want to see all submissions that you re allowed to view, go into the Value box and hit the space bar before searching. When searching for individuals, you can search using specific criteria (name, institution, etc.) or you can look up people by searching for their role. For example, if you want to get a list of all Reviewers, leave the value field blank and select All Reviewer Roles. If you want to look up all the people who are Reviewers and Editorial Board members, use the role Reviewer EB. When using the general people search, you cannot invite reviewers from there. You have other search options available when looking specifically for reviewers to invite (see Section Invite Reviewers, p. 10).
EP: Editor-in-Chief Instructions for Editorial Manager 9/17 Editor To Do List This section shows your active assignments. The submissions move through the folders as the review process unfolds. Please note that submissions can show up in several folders at the same time. For example, if you invited three reviewers for a submission, you will find it first in the folder Reviewers Invited No Response. When two reviewers have agreed, you will find it in the folder Submissions Under Review but also in Reviewers Invited No Response until the third reviewer has responded to the invitation. View All Assigned Here you see all submissions that are assigned to Editors currently, including yourself. Subordinate Editor s Pending Assignments Here you can see all submissions that are currently assigned to the Associate Editors. Submissions with Decisions When an Associate Editor has made a decision and drafted a letter, you will receive an alert about and you will find the submission in the folder All Submissions with Editor s Decision. Your own submissions with a decision will be in the folder My Assignments with Decision. When the ME has set the final disposition, you will see these submissions in the My Assignments with Final Disposition folder. Linked Submission Groups Submissions that are part of a special issue are linked to together by the ME in so-called Linked Submission Groups. You can view the groups and their submissions. Administrative Functions You have the right to register a user. This is most useful when you cannot find the reviewer you re looking for in the database. Please always make sure in the individual search that the reviewer is not already registered (names can be spelled different ways, use of special characters)! You can run different reports on the activities in EM. The Journal Accountability Report is very useful as it gives submission statistics, turnaround times, reviewer statistics, etc. for a chosen period of time. However, there are many other reports you can run please let me know if you have any questions. You have the right to send ad hoc reminder letters to authors, editors, and reviewers. Please note that the system sends out automatic reviewer reminders 10 and 20 days after the invitation, on the due date of the review as well as 7, 14, 21, and 28 days after the due date.
EP: Editor-in-Chief Instructions for Editorial Manager 10/17 2.3. Handling Assignments When the Managing Editor assigns a manuscript to you, you will receive an email. The manuscript shows up in your main menu in the folder New Assignments. For each manuscript there are a number of action links available. View Submission: This link opens the PDF of the submission, including a cover page with metadata and information the author submitted. The cover page shows manuscript classifications, funding information, suggested and opposed reviewers, etc. You can download the PDF to your computer. Details: This page shows you all the metadata and other information, such as names of responsible editors and invited reviewers. This is also the page where you override the due date of a review. History: This page shows the manuscript history and correspondence history of the submission. All related emails are accessible here. If you receive correspondence outside the system, you can add it via the Add Editorial Correspondence button. Edit Submission: The Editors have the right to edit a submission. This is useful, for example, when you notice identity-revealing information in the manuscript that should be removed before the manuscript is passed on to the reviewers. Please note that the reviewers will see a PDF cover page with less information to make sure that they do not find out the identity of the author. Important: When you edit a submission, you must go through the whole process and build the PDF at the end. You have to do this even if you clicked the action link accidentally! Otherwise, the submission will be in limbo and cannot be processed further.
EP: Editor-in-Chief Instructions for Editorial Manager 11/17 Classifications: Authors provide submission classifications. Classifications are a helpful tool for reviewer selection. Feel free to modify the classifications for a more successful reviewer search. Tick the items you want to add or remove and then hit the appropriate button. Unassign Editor / Assign Editor: If you do not want to be the responsible editor for a submission the ME assigned to you, you can assign one of the Associate Editors. The submission then moves directly into the AE s account. Please note that you cannot use the action link Unassign Editor (i.e., unassign yourself) because you are part of the editor chain of every single manuscript. This is to ensure that you have access to the decisions and decision letters of the Associate Editors. Search Author / Keywords on WoS: These links take you to Web of Sciences. You need to be a registered user there to search for information.
EP: Editor-in-Chief Instructions for Editorial Manager 12/17 Invite Reviewers: Two types of reviewers are registered in the system: 1. Reviewer EB: These are reviewers who are also members of the Editorial Board. 2. Reviewer: These are regular reviewers. The following Review Settings are defined in Editorial Manager: A minimum of two reviews is required for each submission. Reviewers who do not respond to an invitation are uninvited after 30 days. Reviewers who have accepted a review are never uninvited. You are allowed to change these settings for the individual submissions that you handle. For example, you can invite more than two reviewers. EM offers four different Reviewer Search Options: 1. Search for Reviewers: This search allows you to look for individual reviewers with the help of specific criteria, such as name, institution, personal classifications, etc. To find all registered Reviewers, go here, hit the space bar and then hit the search button. 2. Suggested by Author: The system searches for the reviewer names provided by the authors at submission.
EP: Editor-in-Chief Instructions for Editorial Manager 13/17 3. Classification Matches: The system checks the submission classifications against the classifications of the reviewers. 4. Search by Personal Classifications: This search allows you too look for reviewers by choosing classification. Important: You have the option to register reviewers who are not yet in the system via the link Register and Select New Reviewer. Please make sure that you do not double-register anyone! After running a search, the screen Reviewer Candidates comes up. Reviewers who are board members have the icon B next to their names. In addition to the two principal reviewers, it is useful to select alternate reviewers. Alternate reviewers are invited automatically when one of the principle reviewers declines the invitation or is uninvited. The system sends automatic reviewer reminders 10 and 20 days after the invitation and on the due date of the review as well as 7, 14, 21, and 28 days after the due date.
EP: Editor-in-Chief Instructions for Editorial Manager 14/17 You can customize the reviewer invitation letter. Please always preview a letter before sending it. After sending out reviewer invitations, the manuscript moves into the folder Reviewers Invited No Response. You will receive an email when a reviewer accepts or declines the invitation. If you specified alternate reviewers, they will be invited automatically for the reviewer(s) who declined the invitation. When two reviewers (minimum number of reviewers needed) have accepted the invitation, the submission moves into the folder Submissions Under Review. You will receive an email notification when a review has come in, as well as when the required reviews are complete. At that point, you will find the reviews in the folder Submissions with Required Reviews Complete. View Reviews and Comments: When reviews are in, you can see a summary of the Reviewers recommendations. Clicking here will show you the reviewers answers to the review questions side by side. Click here to see the details of each review. Note: Reviewers have the option to upload their written comments as an attachment. If there is an attachment, you can see it at the top of the summary page.
EP: Editor-in-Chief Instructions for Editorial Manager 15/17 Submit Editor s Decision and Comments: Once the required reviews are in, you can submit a decision and draft letter for your assigned submissions. Note: You go through the same steps when approving / changing the decisions and decision letters of the AEs. Choose a decision term from the drop-down menu at the top. Important: Choose minor revision or major revision if the submission needs to be revised. Choose accept only when the submission is ready for publication as is! If a Reviewer typed his/her comments into the Comments to Author, you will see them here. The content of this box will be merged into the decision letter the author receives. Therefore, you have the right to edit these comments, e.g., to make sure that there is no information that could identify the reviewer. If a Reviewer uploaded his/her comments as a separate file, you will have access to it via the Attachments link. This file will also be made available to the author, along with the decision letter. If the file contains any identity-revealing information, download it, change it, and then upload the revised version. The system automatically sanitizes the files but this only affects the file information and track changes, not the content of the file.
EP: Editor-in-Chief Instructions for Editorial Manager 16/17 When you have chosen your decision term and edited the Reviewer comments (if necessary), you can submit your decision with the draft letter. Be sure to preview the letter before you submit. The Managing Editor notifies the author of your decision.
EP: Editor-in-Chief Instructions for Editorial Manager 17/17 When an Associate Editor has made a decision and has drafted a letter, you will receive a notification and find the manuscript in the folder All Submissions with Editor s Decision. The letter will look similar to the one you use for your own assignments. You can submit the letter and the decision as is (button Submit Decision with Draft Letter ) or you can change the decision by clicking on the button Submit New Decision. You can edit the text in the body of the letter. When you have submitted a decision, either for one of your own assignments or for one of your Associate Editors assignments, you and the ME will receive a notification. The ME will notify the author. When you receive the revision of a manuscript as an assignment, you go through the same steps. Make sure, however, to choose the letter Reviewer Invitation for Revision when you invite Reviewers.