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The PaperCept Journal Submission and Review Management System

1. Label Latest date Press Issue Items Printed pages Pages Estimated pages Comments ee a eee Editorial Other Total 2499984 Tota Rmng Editorial Other Vol 40 Issues 2004 242 Vol 41 Issues 2005 247 Mol 42 Issues 2006 266 2226 96 2322 2220 Vol 43 issues 2007 240 2135 75 2210 2200 Vol 44 Issues 2008 400 3230 78 3308 3300 Vol 45 Issues 2009 415 3006 62 3068 2800 Vol 46 Issues 2010 283 2111 69 2180 3000 Vol 47 Issues 2011 369 2850 58 2908 3600 Vol 48 issues 2012 ez 246 2 248 3600 Issue 1 January October 20 2011 December 3 2011 January 3 2012 31 246 2 248 300 245152 205 Issue 2 February December 31 2011 January 4 2012 February 1 2012 35 300 282 70 282 Issue 3 March December 31 2011 February 1 2012 March 1 2012 0 E a 300 01370 issue 4 Apri January 6 2012 February 24 2012 March23 2012 0 300 01670 al issued May January 27 2012 March 23 2012 Aprl19 2012 0 En 300 01970 ie issue 6 June February 24 2012 April 12 2012 May 9 2012 o ao 011270 A Issue 7 July March 16 2012 May 10 2012 June 7 2012 o oso paa issued August Api 26 2012 suero zor2 uy 17 2012 o orero Issue 9 September May 25 2012 July 27 2012 August 23 2012 0 012170 E Issue 10 October June 22 2012 August21 2012 September 18 2012 0 300 01
2. Role Receive Receive Receive View Solicit Review Publication Author Approve Dispatch initial resubmis final submis reviews summary decision notification final to submis sion submis sions report version publisher sion sion Editor in a Y Y Y Y Y Y Y Y Editor Y Y Y Y Y Y Y Associate Editor Y Y Y 1 7 Privilege Scope supported type various properties may be defined such as the maximal file size and page Each of the core privileges comes with a ae p a count at initial and final submission the scope that is the submissions to which the i EE A review form that is to be used the journal privilege applies The default scope is All section where the article will be scheduled if assigned submissions that is all submissions accepted etc Table 9 shows some examples that are currently assigned to the user This may be considerably refined however Table 9 Sample Types of Submission Normally a user has the View submissions Type of Submission Examples privilege often with scope All assigned Survey paper Regular paper Brief paper Technical note Letter to the Editor Book review submissions This privilege defines the submissions to which the user has read only access 1 8 Type of Submission The journal may support any number of different types of submission For each 1 9 Workflow Steps In this section we
3. 2 1 2 Roles Roles may be configured by an Administrator or any user who has the administrative privilege Configure the Roles Follow the link Tools Roles Click on Add a new role Enter the name of the role and check all core privileges that apply Click on Submit to save the information If the role has the privilege Receive initial submission then configure the correct scope For most other privileges the default scope usually is the correct choice If the role requires any advanced privileges then click on Advanced privileges Set A long list of advanced editorial and administrative privileges appears For most roles only very few advanced privileges need to be set e If users in this role need to be able to assign submissions to other users enable Assign a submission typically with the default scope Any user who reports to the user e For roles that involve soliciting reviews it is recommended to enable the administrative privilege Manage PINs core fields only This allows these users to add new individuals to the people PINs database and update email addresses when needed e For certain roles the option Keep identity hidden from authors may be appropriate All other privileges should be granted with circumspection see 2 2 3 Advanced Role and User Privileges Note For the creation of roles for guest editorial staff for Special Issues see 2 2 1 Special I
4. Mcintosh Bert Editorial Assistant to Editor J J Johnson The optional field Report to serves to define a hierarchical relationship between users This setting takes effect if a user has the advanced privilege Assign to with the scope All users that are assigned to the user There may be several instances of the Report to field fora user Handlers who have at least one other user reporting to them are designated Supervisor by the system The optional field Interests may be used to describe the user s editorial interests If this field is requested and nothing has been entered then the user s keyword list from the PINs database is displayed Check the box Inactive if the user s term of appointment has expired but the user still needs access to his account to complete his or her tasks This user will not be available for new tasks and disappears from certain lists Checking the box Account closed closes the user s access to his account The fields Appointment dates free format Expiry date and Comments are available for a very basic term of service administration If the Expiry date has been completed then the user s name appears in a popup list on the Users page if the user s term is about to expire or has already expired Do not delete a user after the user s term has expired because this will affect the integrity of the database Users whose account has been
5. Review summary report privilege default scope All assigned submissions After a Review Summary Report has been submitted the status of the submission changes from Under review to Decision pending The Review Summary Report is available to all handlers of the submission including the supervisor A publication decision may be prepared and submitted if the status of the submission is Under review or Decision pending and the handler has the privilege Publication decision default scope All assigned submissions for the submission If a Review Summary Report is available for the submission then this is displayed on the Decision page After the details of the Publication decision have been completed there are several ways to deal with the Publication decision 1 The Publication decision is saved as a Draft publication decision Nr n This draft is available to all handlers and may be updated by those handlers who have the Publication decision privilege This way a publication decision may be developed interactively During this process the status of the submission remains Decision pending 2 The Publication decision or Draft publication decision is executed and communicated to the authors This may only be done by a user who has the Author notification privilege for the submission After the decision has been executed the submission assumes the decision status that
6. e Open Access option see 2 3 1 Enable the Open Access option e Initial submission options see 2 3 2 Initial Submission e Resubmission options see 2 3 3 Resubmission e Final submission options see 2 3 4 Final Submission e Dispatch to Publishers settings see 2 3 5 Dispatch to Publishers e Announcement see 2 2 2 Announcement e Issue management see 2 3 11 Issue Management and Table of Contents see 2 2 5 Table of Contents e Pdf checking and file stamping see 2 3 9 Pdf Checking and 2 3 10 File Stamping e Allow tagging see 2 3 1 Allow tagging e Restricted authors list see 2 2 6 Restricted Authors List e iThenticate scanning see 2 2 7 iThenticate Plagiarism Scan e Reports see 2 2 8 Timeliness Report e Backups see 2 2 10 Backups 2 2 Advanced Configuration 2 2 1 Special Issue Configuration Planning and configuring a special issue requires access to the pages e Tools Types of submission e Tools Decision profiles e Tools Roles and e Tools Users Planning and configuring a special issue involves two separate steps 1 Plan and configure the types of submission for the special issue 2 Plan and configure the management of the special issue Types of submission First decide which types of papers the special issue will contain and configure them under Tools Types of submissions for instance Survey paper Crossroads Special Issue Regular paper Crossroads Spec
7. s View iThenticate score and report Queue manuscripts for iThenticate scan and view the results Edit iThenticate scan items Send reminders to handlers s s Advise the authors Dispatch approved draft publication decisions Schedule submissions Manage protests Manage the restricted authors list SS Keep identity hidden from authors Disclose the user s own submissions Table 11 Recommended Administrative Privileges Administrative Scope Privilege Privilege Editor Journal A or Editor in Chief Journals Band C Editor Journal C Configure the Roles Configure the Types of submissions Manage the Users Manage the User privileges Transfer workloads Manage the Decision profiles Manage the Options Manage the Form letters Manage the Review forms Manage the ToCs Manage the iThenticate scan settings Post an announcement Query the database Proxy log in Manage PINs core fields only Manage PINs all fields Full control of all archive items Manage saved reviews Observe the daily activity View the User activities s View the paper flow and assignments of all handlers View the decisions report of all handlers View the turnaround report of all handlers Access all the review
8. to display what the author will see Label for Final Manuscript Upload Example Upload a clean and complete copy in pdf format of the final version of your paper including all figures and tables The use of th Automatica LaTeX or Word template is mandatory Do not include authors biographies or photos O Label for Cover Note Example Respond to the letter of the Editor inviting you to submit the final version Request IEEE membership information Enable this only for an IEEE journal This cannot be previewed e Require final approval from all handlers who have the privilege If this option has been enabled then if the final version of a submission is received all current handlers of the submission who have the core privilege Approve final version are required to approve the final manuscript before it may be dispatched to the publisher system prepares an email message that may be sent to the Publishers at the click of a button see 3 10 Dispatch to Publisher This message contains all the information that the Publishers need to have as well as links to download the necessary files Follow the link for this option to configure the following items e Exclude from Editorial guidance list The script automatically prepares a list of the users who handled the various versions of the paper under the title Editorial Guidance This option may be used to exclude handlers with designated roles
9. Provisionally accepted as Regular Paper ij Accept provisionally as Brief Paper Provisionally accepted as Brief Paper T Reject provisionally may be resubmitted as Regular Paper Provisionally rejected may be resubmitted as Regular Paper ij Reject provisionally may be resubmitted as Brief Paper Provisionally rejected may be resubmitted as Brief Paper Reject may be resubmitted as Technical Communique Rejected may be resubmitted as Technical Communique Reject may not be resubmitted Rejected may not be resubmitted Return for clarification Returned for clarification Return without review Returned without review 1 4 Version Control Log and Archive The system tracks successive versions of a submission For each version the handlers of the current version have access to the reviews publication recommendations and decisions of all previous versions Each submission related action is logged in the system Log Important documents that are generated during the evaluation including decision letters are saved in the Archive 1 5 Roles and Privileges The PaperCept Journal Submission and Review Management System JSRMS requires a role to be assigned to each participant in the editorial process These roles may be freely named and are defined by their privileges Table 5 lists the privileges that may be attached to a role Table 5 Privileges Core pr
10. Roles click on a role and click on Advanced privileges Set To enable or disable one or several privileges check or uncheck the privileges and click on Save at the bottom of the page To set the scope of a privilege if any follow the link Scope for the privilege To configure the advanced user privileges go to Tools Roles click on a user s name click on User privileges near the top of the page and click on Advanced privileges Set For each privilege the page lists whether or not the user has the privilege according to the user s role and its scope if any It then is possible to select whether user inherits the privilege default or if the privilege should be disabled or enabled After making changes make sure to click on the Save button near the bottom of the page After this the scope may be set if any of privileges that were enabled User privileges are used to override or enhance the privileges implied by the user s role See Table 11 at the end of this section for recommended advanced privileges for Editors in Chief and Editors 19 The following advanced editorial privileges are supported e Update a submission record see 3 16 1 Database Entry e Manage the files for a submission see 3 16 2 Files e Manage editorial uploads See Options General Enable attachment upload e Check for similar submissions See 3 16 11 Similar Submissions e Add a new submission record If the use
11. is available in the Submissions Menu if plagiarism scanning has been enabled and the user has the privilege View iThenticate score and report The page lists the manuscript files that are available for the submission and the results of the iThenticate scan if any The iThenticate report may be accessed using the link for this purpose Note that the report opens in a new tab or window you may need to allow pop ups on your browser If the user has the privilege Queue manu scripts for iThenticate scan and view the results then links are available to queue or re queue manuscripts for scanning If the user has the privilege Edit Thenticate scan items then the user may create and edit a Note for each scanned file Users with this privilege may also set and unset the items Allow all editorial staff who have access to this submission to view the iThenticate scan results and Allow Do not allow the authors of the submission to view the scan results after having received a publication decision 3 16 11 Similar Submissions The item Similar submissions is available in the Submissions Menu if the user has the privilege Check for similar submissions The page allows determining various similarity scores for the submission The S score or similarity score is a measure for the similarity of a word string to a reference word string This similarity is computed on the basis of the words reduced t
12. 3 9 Schedule a Submission 3 10 Dispatch to Publisher We discuss various other functions in the subsections that follow 3 16 1 Database Entry The Database entry Details page is reached by following the item Details in the Submissions Menu see see 3 18 3 Submissions Menu or suitable links for this purpose in other places The Database entry page lists a large number of details about the submission The tags for the submission may be managed from this page if supported see 3 3 4 Tagging and submission related functions may be accessed through the Submissions Menu Follow the link Update in the local menu on this page if available to the Update the Database Information page Only users with the privilege Update a submission record may access this page This page allows most of the details listed on the Database entry page to be edited Warning Use the Update the Database Information page with caution It is easy to make changes on this page that result in inconsistencies in the database Changing a field such as the Status does not automatically update related fields such as Date of latest decision and Next decision due This page is for expert use only typically for non routine interventions 3 16 2 Files The Files page is reached by following the item Files in the Submissions Menu see see 3 18 3 Submissions Menu The page lists the various manuscript and other files that have been uploaded for th
13. If a publication decision is saved as a draft without being executed and transmitted to the author by default the status of the submission is left unchanged If this option is enabled the status is set to Decision pending upon saving the draft decision 2 3 9 Pdf Checking If the option Check all pdf manuscript uploads is enabled various pdf files that are uploaded manuscripts author s response are checked for compliance Follow the link to configure the option It is recommended to make the requirements not overly strict because for most journals the final version of the manuscript is re typeset before publication 2 3 10 File Stamping If the option Stamp all pdf manuscript files is enabled then all manuscript files that are uploaded are stamped with the date and time and other information Follow the link to configure the details A suitable header is CONFIDENTIAL Limited circulation For review only A recommended footer is Preprint submitted to JOURNAL_NAME Received TIME_STAMP TIME_ZONE When this option has been enabled also the pdf information fields are populated with suitable data 2 3 11 Issue Management On this page a number of defaults related to issue management may be configured e Default volume label Each journal volume is identified by a volume number and a volume label The default volume label may be selected as Year or custom In the latter case a volume label will
14. 37 3 6 Publication Recommendation and Report csssscsccccecsssesscecececeeseseceeaeeeeecesseseaeaeeeesesssessaeees 39 3 7 Publication Decision a 39 3 8 Approve the Final Version of a SUDMISSION c cccccccecsssessseeeececesseseaeseeeeecessesesaeaeeeeeeeseeseaaees 41 3 9 Sch dule a SUBMISSION coccion RES E ria 41 3 10 Dispateh to PUBISN ridad ences 42 3 11 Manage the Table of ContentS ccconocococnncncnncononononnnnnnnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn nnnnnnnnnnnnnnnnnnons 43 3 12 Accessing the PINs Database ici a ioe stendveneaccedsdagendeeseecedss 44 3 13 Restricted AUthoOrs Lists sccssesvesvoetesss ies tarea inet vitrinas 45 3 14 Transter Workload israse rinset idad dci alias 45 3 15 Database Reports idas 45 3 16 Submission Related FUNCtIONS 0 cceseceesseceeseeceeececeseeeeseeceeaceceeaeeseeeeeeaaeceeaaeseeesesaeeeeaaeseeaeeens 48 3 17 Miscellaneous FUNCTIONS ee eeceecceceecceseeeeeeaceceeeceneneeesaecesaaeceaaessaeeseaaeceeaaeseeeeeaaeeeeaaeseeaeeen 53 3 18 Sit Mia pierce ecco seated ecb AA ee REE 53 4 Index 1 Features The PaperCept Journal Submission and Review Management System has a rich set of features and characteristics that are briefly reviewed in this Chapter 1 1 People Database Authors editorial staff and reviewers need to have a PIN in the PINs database so that they may log in After logging in the user may access the submission wizard to submit a new paper or enter
15. Scope None Default This option may be configured by an administrator or any user who has the privilege Post an announcement It may be accessed at Tools Announcement The option serves to enter and edit the announcement that appears on the journal Access page Enter the text of the announcement including any html formatting Click on Fit to size and update the preview 18 Inherit Disable Enable Scope o Scope Regular Paper Crossroads Special Issue when needed and click on Save to save the announcement To post the announcement check the box Enable the announcement before saving the announcement 2 2 3 Advanced Role and User Privileges The system supports a large set of advanced role and user privileges They are distinguished as editorial privileges and administrative privileges Role privileges may be configured by an administrator or any user who has the privilege Configure the Roles User privileges may be set by an administrator or any user who has the privilege Manage the User privileges Role privileges are attached to a role and user privileges are assigned to a user The privil eges that may be assigned on either level are identical except that the special privilege Assume proxy rights may be assigned on the user level only Most privileges are of the Yes No type but some have a scope To configure the advanced role privileges go to Tools
16. Submit Close The system guesses the Volume and Label as best as it can Correct or complete these fields if needed The remaining fields are deter mined by the default settings They may be edited for each individual volume Click on Submit to save the settings Next do not omit to enter a number of detailed settings by clicking on Edit details see Figure 14 If you wish the Schedule and Reschedule functions to work see 3 9 Schedule a Submission then you must have all volumes and issues configured that are in the planning window this includes most likely the current and next calendar year and for each issue the Latest date at publisher If there are no volumes and issues nothing may be scheduled If the Latest date of publisher is known for each issue then papers may be scheduled for issues whose deadline has not yet elapsed Figure 14 Detailed Volume Properties Volume and Issue Details for Volume 48 2012 Refresh Close Volume page budget 2600 Integer Volume comments The Seld Press date is optional and for planning convenience only If no Issue cover date Hfno Latest date at publisher is entered then the Schedule and Reschedule functions wal not work property is entered then some of the statistics on the Timeliness page cannot or not accurately be computed The field Press date is optional and for Latest date Issu ea farra a
17. Survey Paper Y x 6 Use Add a status to configure a new status e Type of submission Not available if the Click on the name of an existing status to edit its properties e Name Unique and descriptive name for the decision status e Code optional Some journals use codes for the various decisions and the resulting statuses e Author s required action One of Resubmit Submit final version or None 12 required action is None Unchanged means that the type of submission remains the same upon resubmission or final submission It is possible to select several types here Do not require Author s response Yes No Normally when authors resubmit a paper or submit the final version they are required to prepare and attach an Author s response that explains how the comments and recommendations of the reviewers and editorial staff were dealt with in the revised or final version This setting overrides any global settings on the Author s response option page see 2 3 3 Resubmission e Issue new ID upon resubmission Yes No If this property is checked then the submission receives a new submission ID upon resubmission so that it is processed as a new submission e Issue new number upon resubmission Yes No This only applies if the journal uses customized submission numbers that for instance depend on the type of submission see 2 3 1 If this property is checked then th
18. available e Require abstract If this option has been enabled then authors are required to enter an abstract of their paper while submitting it After enabling this option follow the link to configure the abstract length The default is 1200 characters e Require keywords If this option is enabled then authors are required to supply keywords for their submissions After enabling this option follow the link to configure the keywords 29 option To enter or edit the keyword list click on Edit the keyword list The keywords are entered into a textbox one to a line in the format Keyl amp amp Key2 amp amp Keyword Keyl and Key2 may be blank The items in the Key1 column are only displayed in the keyword list if a Top level label is entered and saved The items in the Key2 column are only displayed in the keyword list if a Secondary level label is entered and saved These fields serve to organize the keywords in groups and sub groups The option requires that the parameters Minimal number of keywords Maximal number of keywords and Maximal number of type in keywords be specified The predefined list may be turned on or off as desired Require information about previous presentation If this option has been enabled then authors are required to state if the contents of the paper were previously presented at a conference After enabling this follow the link to configure the instructions Require information about previo
19. clicking on them See below for the use of the checkboxes Next in the second column configure the submissions that are to be included This may be done by specifying ranges on certain items for instance Submission Id Start and End or providing lists for other items As an example of the latter click on Status and select the statuses to which the submissions should be limited Click on the Submit link at the bottom of the page to start the compilation Upon completion the digest may be previewed or downloaded in Excel 1997 2003 format To change the order of the fields move each field to the desired position by first clicking on its row number Next click on the number of the target row Check the box in the Sort column to sort the Digest by a field If several fields are checked a multiple sort is performed in the order in which the marked fields are listed 3 15 8 Geographical Distribution The Geographical distribution report may be accessed by any user It is reached by following Tools gt Reports gt Geographical distribution By default the page opens to the current year Check the years that you wish to include and click on Select to change the selection The year refers to the year in which the submission was first received The category Submitted includes all submissions that were first received during 48 the year This includes resubmissions that received a new submission ID The category
20. discuss some of the workflow steps 1 9 1 Who Receives a New Submission When an author submits a new paper the first question that confronts the author is to select the type of submission Figure 1 Select the Type of Submission Select the type of submission Survey Paper Regular Paper Brief Paper Technical Communique Correspondence Item Book Review Software Review Erratum Any item in this list only appears under these conditions 1 The type of submission is in the scope of the core privilege Receive initial submission of at least one active user 2 The current date is within the Opening date Closing date window of the type of submission Thus for Journals A and B we need to make sure that all types of submission are within the scope of the Receive initial submission privilege of the role Editor in Chief For Journal C they need to be in the scope of the Receive initial submission privilege of the role Editor After the author has selected a type of submission the next request of the submission wizard is as shown in Figure 2 The dropdown list that appears shows the editorial board members who process this type of submission If a certain type of submission such as perhaps the Editorial in the example above is not included in the scope of any editorial board member then submissions of this type cannot be submitted externally but need to be uploaded internally by a
21. for uploading Thanks reminders or Confirmations thank you Send notes Reminders 3 18 Site Ma p and Send 3 18 1 Main Menu Thank You Notes The Main Menu Table 15 appears near the ToCs Manage the 3 11 Manage the top of almost every page in the form of a ses ss Table of Contents ontents horizontal row of items Whether or not Tools Access various 3 18 2 Tools certain items appear depends on the user s tools Menu rivileges News and Access the News and Information p Bes Information section if supported 3 18 2 Tools Menu The Tools Menu Table 16 appears below the Main Menu after following the Tools link in the Main Menu The number of items in the Tools Menu varies greatly with the user s privileges 3 18 3 Submissions Menu The Submissions Menu Table 17 appears on pages that deal with individual submissions The number of items see 3 16 Submission Related Functions depends on the user s privileges 53 Table 16 Items in the Tools Menu Table 17 Items in the Submissions Menu Items in the Submissions Menu Details Open the 3 16 1 Database Items in the Tools Menu Database Entry Entry Activity View the system Log page Users Manage the 2 1 3 Users Files View and 3 16 2 Files users manage the files Roles Manage the 2 1 2 Roles Log View the Log 3 16 3 Log roles Archive Access the 3 16 4 Archive Types
22. modifying the fields Surname Given name Affiliation Country and Email address Such users also have a link Add on the PINs page enabling them to create a new PIN by defining these fields Users who have the privilege Manage PINs all fields may manipulate all fields except the password and the Active field Warning Avoid creating duplicate PINS because this provides the individual with multiple identities which may cause considerable inconvenience If a person already has a PIN but the data are not accurate update the information as best as you can and use the existing PIN If the user has the privilege View the User activities then the Details panel has a link Activities Click on this for an overview of the individual s activities within the system Only Administrators or the PIN owner may delete a PIN but the system only allows this if the PIN is not in use that is the PIN owner has no activities in any of the conferences or journals including past conferences served by the portal This is in order to preserve the integrity of the server database Any PIN owner or an Administrator may de activate the PIN If a PIN has been deactivated the PIN owner may still use the PIN to log in to complete any activities associated with the PIN but the PIN can no longer be used for new submissions review requests or other journal or conference duties This may be used if a user inadvertently acquired multiple PINs 3
23. need to be entered for each volume when it is set up see 2 2 5 Table of Contents e Default issue numbers Enter a comma separated list Example 33 lp Di 3y de 57 6 if each volume has 6 issues e Default issue labels Enter a comma separated list with as many items as there are issues Example January March May September November e Default order of Sections in ToC July When the Table of Contents of an issue is displayed it may be automatically organized in sections To this end on the Types of submissions configuration page see 2 1 1 Types of Submission assign a ToC section to each type of submission by selecting a section or using the field Enter a new section name if no suitable section exists Once you have the section names in place return to the current options page The box Default order of Sections in ToC displays a semicolon separated list of the sections Rearrange this list in the order in which you wish the sections to appear in the table of contents and click on the Submit button at the bottom of the page Any section that you omit from the list is shown in parentheses at the end of the list e Do not show the scheduled issue of publication to authors and reviewers By default once a submission has been scheduled for publication its authors and reviewers may see this If this option has been enabled they do not see this After setting these defaults for the Table of Contents i
24. optional or mandatory field Comments to the Author In both cases the Label to be included as advisory note is intended for more or less elaborate instructions to the reviewers It may also be configured if reviewers are allowed to upload an attachment in pdf format to their review If none of these three items are configured then this section is omitted Save the review form After completing and previewing a review form do not forget to save it as a new or existing review form Under Tools Types of submission it may be configured which review form is to be used for each type of submission 2 1 7 Other Configuration at First Setup At first setup there are a number of other configuration issues that require attention e Attachments to submissions see 2 3 1 General Enable attachment upload and 2 1 1 Types of Submission 16 A follow up item is included if a label has been entered If the Yes No input option is checked and the item is marked as mandatory then it appears with a Yes No pair of radio buttons otherwise it appears with a checkbox e Advanced privileges for certain roles For certain roles especially roles such as Editor in Chief or Editor it will be necessary to grant a number of advanced editorial and administrative privileges to allow these users to carry out their duties see 2 2 3 Advanced Role and User Privileges e Copyright transfer see 2 3 1 Enable IEEE eCopyright transfer
25. results from the decision 1 9 6 Receive Final Submission If the publication decision is to allow the author to upload the final manuscript then it is received by the handler who has the privilege Receive final submission for the submission It then assumes the status Final version received 1 9 7 Approve Final Version If any of the current handlers of the submission has the privilege Approve final version for the submission then at the time the final version of the submission is submitted this handler receives an email with the request to inspect and approve the final version 1 9 8 Dispatch to Publisher Finally if the submission has the status Final version received and the final version has been approved it may be dispatched to the publisher by any handler who has the privilege Dispatch to publisher for the paper When this has been completed the status of the paper is Forwarded to publisher 1 10 Other Features 1 10 1 Reviewers List Editorial staff may compile and maintain their own reviewers lists To this end they may search the people database or add new individuals to the people database 1 10 2 Reminders and Thanks Editorial staff may send reminders to overdue reviewers or authors and thank you notes at a mouse click 1 10 3 Special Issues Special issues including guest editorial staff may easily be configured and managed 1 10 4 ToC Management Accepted paper
26. s Label property may be used for additional clarification For instance in the case of Journal C there typically are several Editors each with a different area of expertise which may be specified by the label for instance Theory Applications The label has no functional role but when defined it is displayed in parentheses whenever the user s role is shown Johnson John J Editor Applications of Magnetic Fields Mcintosh Bert Editorial Assistant to Editor correspondence J J Johnson Table 6 Roles and Privileges for Journal A Journal A Single Editor Receive Receive Receive View Solicit Review Publication Author Approve Dispatch initial resubmis final submissio reviews summary decision notification final to submis sion submis ns report version publisher sion sion Editor Y Y Y Y Y Y Y Y Y Table 7 Roles and Privileges for Journal B Journal B Editor in Chief and Area Editors Role Receive Receive Receive View Solicit Review Publication Author Approve Dispatch initial resubmis final submis reviews summary decision notification final to submis sion submis sions report version publisher sion sion Editor in le Y Y Y Y Y Y Y Y Y Y Editor Y Y Y Table 8 Roles and Privileges for Journal C Journal C Editor in Chief Area Editors and Associate Editors
27. submissions Submissions Check Check the 3 16 12 Check workload Workload i restricted restricted Restricted Maintenance Reports tables 2 2 9 Reports nd Beku Tables authors list authors list Authors List ig One click See all reviews at 3 16 13 One Click Maintenance overview one click Overview 2 2 10 Backups ae Submission Submission 3 16 14 history history Submission History 54 4 Index access page 34 action links 35 administrative privileges recommended 22 advanced privileges 3 configuration 16 18 advise page 50 announcement 18 configuration 16 18 approve final version 41 archive 2 50 custom archive items 28 assign reviews 37 submissions 36 assign privilege 36 assignment handler 6 options 31 assignments overview 7 46 assume proxy rights privilege 22 attachment upload configuration 27 attachments to submissions 8 configuration 16 author notification send 41 automatic attachments to decision letters 32 backups configuration 16 26 check for similar authors lists 29 collection page 42 communicate with the reviewer menu 39 configuration 9 advanced privileges 16 announcement 16 attachments to submissions 16 backups 16 copyright transfer 16 decision profiles 11 decision statuses 11 17 20 26 54 dispatch to publishers 16 file stamping 16 final submission options 16 form letters 11 55 initial submission options 16 issue man
28. suitably authorized user After the submission has been uploaded the handler of the paper receives a notification by email and the submission appears in the handler s Urgent Task List Figure 2 Who Receives the Submission emesis Regular Paper Choose to whom y you wish to submit 1 9 2 Who Receives a Resubmission If an author has been instructed to prepare and submit a revised version of his paper then the author needs to log in to his author workspace where he finds a link to resubmit the paper When a resubmission is initiated the script determines which of the handlers of the previous version of the paper is entitled to receive the resubmission or who else is entitled to receive the resubmission This is done by scanning the Receive resubmission privileges and their scope of the active users If there are several potential recipients then the authors may choose from a dropdown list After the resubmission has been uploaded the status of the submission is Received The handler of the paper receives a notification by email and the submission appears in the handler s Urgent Task List 1 9 3 Handler Assignment A submission may be assigned to one or several handlers A handler may assign a paper to another handler provided that the original handler has the advanced editorial privilege Assign a submission configured The default scope of this privilege is Any user who reports to the Us
29. that may be uploaded and seen by editorial staff only File code needed to identify the file Admissible file extensions amp Maximal file size Enable IEEE eCopyright transfer This option only appears if it has been configured in the configuration file of the site If it is enabled then follow the link to configure Various options are available such as requesting copyright transfer upon first submission or upon submission of the final accepted version only Enable iThenticate support Follow the link to enable iThenticate support This requires the user name and password of a valid account at iThenticate Once enabled there is a link to test the connection If iThenticate support has been enabled then for admins and users who have the privilege Manage the iThenticate scan settings there is a menu item Tools iThenticate scan where various optional settings may be configured see 2 2 7 iThenticate Plagiarism Scan Enable the Open Access option If this feature has been enabled then authors are offered the option to have their paper published under an open access scheme The following items need to be configured Legend for the Open Access option When the option should be hidden initial submission resubmission final submission if at all Whether authors are allowed to opt out once they have opted in For which types of submission the Open Access should not be offered Enable the restric
30. the current workload or past performance of each reviewer in the list See the Legend and Settings popup box for more information A reviewer s performance record consists of a list of IDs of submissions that the reviewer was asked to review color coded according to the status of the request For privacy the submission IDs of submissions that are not in your scope are partially masked For instance 10 09 1 is version 1 of a submission with ID in the range 10 0900 to 10 0999 3 5 2 Soliciting Reviews Reviews may only be solicited if the status of the submission is Under review On the Reviews page for the submission click on the link Request a review or re review This displays your reviewers list at the bottom of the page and opens the Request list panel Reviewers in the list whose PIN has been deactivated who are co author of the submission or who were already approached as reviewer for the current version are grayed out Click on the link Show to see a reviewer s workload For information about the reviewer s performance please consult the Reviewers page see 3 5 1 Compile a Reviewers List Submission keywords that are identified in the reviewers keyword lists are highlighted Check the box for a reviewer to add the reviewer to the Request list Click on Next as soon as the Request list is complete On the request a review page you may verify or adjust a few details such as the review dead
31. the integrity of the database Moreover the edit function is very basic which increases the chance or affecting the integrity of the database Use the link Add new archive item to create a new archive item This may be useful for instance for preserving certain critical email messages that were exchanged outsize the system When creating or editing an archive item the field Access restricted to may be used to limit access to the item to a single PIN owner only Note that when this field is completed no one except this PIN owner has access to the item not even the user who created the item Users who have the privilege Full control of all archive items have access to all archive items even if their access is restricted and may edit and delete every item even if they did not create the item Administrators have this privilege by default 3 16 5 Transfer The item Transfer is available in the Submissions Menu if the user has the privilege Transfer a submission and the status of the submission is Received Submission incomplete or Under review The function may be used to transfer the submission to another handler depending on the scope of the privilege It uses the form letter Transfer a submission After completion the current user no longer is a handler and may not be able to access the submission any more 3 16 6 Share The item Share is available in the Submissions Menu if th
32. workloads for instance from outgoing editorial staff to incoming editorial staff Normally only submissions that are actively in process or may become active again need to be transferred Submissions that have already been published or have been firmly rejected usually need not be transferred First select the User whose workload is to be transferred After reloading the page shows a summary of the submissions that may be transferred After checking the statuses and the types of the submissions that need to be transferred optionally click on Show the submissions to see the list of submissions that are about to be transferred Optionally uncheck the submissions that should not be transferred After selecting the user to whom the submissions are to be transferred click on the Transfer button near the bottom of the page All transfers are logged 3 15 Database Reports The system supports a number of database reports that are discussed in the next sections 3 15 1 Assignments Overview The assignments overview may be reached by following Tools gt Reports gt Assignments overview It is accessible to all users but the information that is shown depends on the privileges of the user The overview is a snapshot that is it is based on the current handler assignments The overview opens with a row that concerns all submissions in the system For each year it lists two blocks of data first the counts of submissions
33. 13 Restricted Authors List Optionally the journal may maintain a list of restricted authors If the feature has been enabled there is an item Restricted authors list in the Tools menu of those users who have access to the feature See 2 2 6 Restricted Authors List for e configuring this feature e importing the latest version of the IEEE Prohibited Authors list if supported e editing entries in the list and e adding entries to the list Individuals may also be added to the list by following the link Restricted authors list in the Submissions menu see 3 16 12 Check Restricted Authors List If the author of a newly submitted submission is detected to be on the Restricted authors list by name e mail address or PIN then the system flags the submission as On Hold If a submission is On hold it cannot be assigned for further processing or for review Final submissions that are flagged as On Hold cannot be approved or dispatched to the publishers 45 Users who have access to the Restricted authors list will find submissions that are On hold in their Urgent Task List with the action link Check the restricted authors list Follow this link to deal with this submission If this is a false alarm the On hold flag may be disabled 3 14 Transfer Workload The item Transfer Workload is available in the Tools menu to users who have the Transfer workloads privilege This page may be used to reassign editorial
34. 2 view the decisions report of all handlers 21 view the paper flow and assignments of all handlers 21 view the turnaround report of all handlers 21 view the user activities 20 45 privileges 2 advanced 3 configure the types of submissions 20 core 3 manage the users 20 role level 3 user level 3 protest page 52 publication decision 2 6 40 discussion thread 40 57 draft 6 execute 41 publication recommendation 6 39 reminder to complete the submission 51 reminders 7 20 38 54 report 39 reports configuration 16 reports tables maintenance configuration 26 request confirmations 20 38 54 request to resubmit the final version 51 require abstract 29 require information about previous presentation 29 require information about previous submission 29 require keywords 29 restricted authors list 8 45 configuration 16 24 enable 28 IEEE Prohibited Authors list 8 restricted authors list page 53 resubmission 30 allow the abstract to be updated 30 author s response 30 do not delete the handlers of the previous version 30 resubmission options configuration 16 review access and handle 39 cancel or uncancel 39 edit the review data 39 enter or update 39 register as confirmed 39 request confirmation 39 send cancellation notice 39 send reminder 39 send thank you note for confirmation 39 send thank you note for submission 39 review form 8 configuration 14 customizat
35. 2470 a Issue 11 November July 26 2012 September 19 2012 October 16 2012 0 am ozo Issue 12 December August 23 2012 October 18 2012 November 14 2012 1 aa 2c 2 E 2 2 6 Restricted Authors List If Options Enable the restricted authors list has been activated the restricted authors list is 24 available to admins and users who have the privilege Manage the restricted authors list Follow Options Restricted authors list to reach the page If the sub option Enable import of IEEE Prohibited Authors List has been enabled as well then use the link Import the IEEE Prohibited Authors List to import the latest version of the IEEE Prohibited Authors list On the main page of the restricted authors list click on the link Add to create a new entry or click on the ID of an existing entry to edit it Alternatively use the link Check restricted authors list in the Submissions menu of an existing submission to access the restricted authors list The following fields may be completed e Surname e Given name e E mail address e PIN e Submission ID e Date e Expiry date e Date canceled e Comments The Comments are meant to document the incident that caused the author to be included in the list The list may have several entries for a single author Also the entries Surname Given name E mail address PIN and Submission ID may have several entries se
36. Published includes besides submissions that already were published also submissions that are scheduled for publication Again the year refers to the year the submission was first received not to when it was published If a submission has several authors then under the heading All authors each author s country is counted Thus if a paper has two authors from Brazil and one from Canada then Brazil receives two counts and Canada one If the corresponding author is from Brazil then under the heading Corresponding author this paper receives one count for Brazil only Click on a column header to sort by this column Click again to reverse the sort order Use the button by Region to display bar plots by Region Nine regions are distinguished Africa Asia Australia and Oceania Eastern Europe Middle America Middle East and North Africa South America United States and Canada Western Europe Click on any item in the Regions legend to see the list of countries for the region 3 16 Submission Related Functions Submission related functions may be reached from the Submissions menu see 3 18 3 Submissions Menu Several of these functions in particular Assign Reviews Report Decision Schedule and Dispatch may also be reached from the Urgent Task List if warranted For these functions see the sections 3 4 Assigning Submissions 3 5 Collecting Reviews 3 6 Publication Recommendation and Report 3 7 Publication Decision
37. The PaperCept Journal Submission and Review Management System Configuration and User Guide Huibert Kwakernaak PaperCept Inc March 2013 1 Contents T Feature S niga e Ea E A E E E AEE O EE E E a E 1 1 1 PEO PIE Das 1 A O N E E A 1 1 3 Paper Flow and Submission StatuS cccccononocoonnnnnnononononnnnnononononononnnnnnnnnnnnnonnnnnnnnnnnnnnnonnnnnnnnninanenos 1 1 4 Version Control Log and Archive cccccccononocoonnononononononononononannnononnnnnnnnnnnnnn nn nn nnnnnnnnn no nnnnnnncnnnnnnnns 2 1 5 Roles and Privilege aaa 2 1 6 Typical ROIS ASSIENMENTS A a a e Ross 3 1 7 Privilege SCoPE eei aaia a E aE E E AE Ee ERNE E 4 1 8 Type Of SUDMISSION cccccccccessessssececececeesesnaececececeeseaeaeceeeceseeseuseseeeeecesseseuaeseseesseeseeisaeeeseesessees 4 1 9 Workflow StS ossia eenander aeaa a aerae e a ada sealed cedueadeiaeveocdeeceshcagecestegescseaeaeein 5 LLO Other Features cui A ada 7 2 How to Configure the SysteM cccccononocoonconcnnnnnononnoncnnnnnnonnonnnnnnnnnnnnnononnnnnnnnnnnnnronennnnnnnnnnnnnnnnnnnnnnnnnnenes 9 DV FAPSE SOU o PPP E E EE evades lt lt tussessi8osids So paw E E E 9 22 Advanced Configuration recostada asas 17 23 QDUIONS id 26 3 User Manuals ocn sane soe e E oes cee abba atv asceee E A iii dete 34 S L Introducir NAAA 34 3 2 ACCESS Par nina ita 34 VOS o a o td 34 3 4 Assigning SUDMISSIONS cios Di a aaa 36 3 5 Collecting REVIEWS isere arresi e Eaa a eaa ea aaee E as a EAER EERE REEERE
38. administrator or any user who has the privilege Manage the ToCs Follow the link Tools Tocs The page Manage the Tables of Contents displays a list of volumes for the journal together with some information about each volume If no volume has been configured yet then make sure that various default settings have been defined see 2 3 11 Issue Management To add a new volume click on Add a volume 23 Figure 13 Add a Volume Add a New Volume Refresh Close Enter or edit the desired data and click on Submit Ifyou change the Volume then all items in the Table of Contents assigned to the current volume will be reassigned to the new volume Ifyou remove the Volume then all items in the Table of Contents assigned to this volume will be completely deassigned if you change the list of issue numbers then any items in the Table of Contents assigned to issue numbers that no longer exist are completely deassigned Volume 49 Integer Label 2013 Example 2008 Issue 4 2 3 4 5 6 7 8 9 10 11 12 numbers Comma separated list of unique issue numbers Example 1 2 3 4 5 6 7 8 9 10 11 12 Issue January February March April May June July August September labels october November December Comma separated list of as many issue labels as there are issues Example January February March April May June July August September October November December
39. age the Options 2 3 1 General e Hide the e mail address in PIN wizard PIN look up results When PIN owners or visitors look up PINs in the PIN wizard the result list includes the PIN owner s email address If this option is enabled then the email address is hidden Customized submission numbering By default upon receipt submissions receive a Submission ID that has the format YY nnnn with YY the last two digits of the year in which the submission was received and nnnn a four digit sequential number The current option allows defining a customized Submission number that is used to identify the submission in addition to the Submission ID The customized Submissions number consists of up to three components separated by separators see Table 12 Format String for Submission Number and Table 13 Examples of Valid Strings Enter the desired Submission number format string into the box for this purpose and click on the Submit button to save it Table 12 Format String for Submission Number Components of the format string Component Symbol Two digit year YY code Submission SC code Sequential nnn number Separators hyphen period or underscore Table 13 Examples of Valid Strings Examples of valid strings YY SC nnn nnnn SC might be might be converted to converted to 07 RP 001 1324 RP e Deadlines and alerts Under this option the following deadlines and alerts may
40. agement 16 iThenticate scanning 16 open access option 16 pdf checking 16 reports 16 restricted authors list 16 resubmission options 16 review form 14 roles 9 tagging 16 types of submission 9 users 10 configure the timeliness report privilege 26 contact menu item 41 contact page 51 contact the reviewer 39 copyright transfer 8 configuration 16 IEEE eCopyright 8 corresponding author 1 customized submission numbering 26 database entry page 49 database report decisions 7 digest 7 geographical distribution 7 reviewers list 7 timeliness 7 turnaround 7 database reports 7 46 assignments overview 7 paper flow by handler 7 deadlines and alerts 27 decision interim or ad hoc 51 options 32 decision profiles configuration 11 decision status 2 decision statuses configuration 11 17 20 26 54 decisions report 7 47 details page 49 digest 7 48 dispatch to publisher 42 dispatch to publishers configuration 16 options 31 display professional interests configuration 29 display submission conditions 29 do not copy attachments as symbolic links option 28 do not hide the author s cover note from other users 30 downloading instructions for initial submission configure 29 editorial assistant 22 editorial privileges recommended 21 features 1 file stamping 8 configuration 16 33 files page 49 final approval enable 31 final submission 30 request meta data 30 fina
41. al submission author and meta data unless unchecked below are copied over so that they are available to the corresponding author when resubmitting the final version 51 3 16 8 Contact The item Contacts in the Submissions Menu serves to send an email message to other editorial staff about the submission Click on any name in the list of handlers to add the name to the recipients To enter addresses into the To or CC box enter one or several characters a z A Z 0 9 into the box to search for a recipient Select a recipient from the list add a comma after the e mail address and repeat the process Optionally a form letter may be loaded for the message text After selecting the archive and copy options click on the Send button to dispatch the message 3 16 9 Protest The Protest item is available in the Submissions Menu if the user has the Manage protests privilege The Protest management function is very basic The Protest page allows to flag or unflag a submission as a Protest paper Related settings such as Date of latest decision Resubmission deadline and Next decision due may be adjusted manually on the Update page reached from the Database entry page for the paper see 3 16 1 Database Entry It is recommended to execute an Ad Hoc or Interim Decision on the Advise page see 3 16 7 Advise rather than adjusting the settings manually 3 16 10 iThenticate Scans The item iThenticate scans
42. allows to enable the items Please check if you wish to see the revision and Please indicate your confidence in the subject of the submission in the Recommendation section Finally one or several follow up items may be configured in the Recommendation section For instance the configuration of Figure 10 results in the additional item on the review form shown in Figure 9 Figure 8 Configuration of Options for Overall Recommendation Options for the Overall Recommendation mandatory Accept subject to changes Accept subject to changes of a magnitude significant enough to require re examination by the Associate Editor and perhaps by one or more reviewers May contain publishable results May contain publishable results Requires complete rewriting resubmission and re review of revised manuscript Figure 9 Overall Recommendation Section with Follow Up Item RECOMMENDATION SECTION Required field Overall Recommendation Accept subject to ch Unlikely to contain pu Should this paper be considered for the Best Paper Yes Award No Figure 10 Configuration of Follow Up Item Follow up Items Label Options 1 Should this paper be considered for the Yes No Best Paper Award nput v Mandatory Comments section On the Comments section configuration page it may be indicated if the review form includes an optional or mandatory field Confidential comments to the Editorial Staff and an
43. anceled when the decision is executed After the decision has been executed the status of the submission changes to the decision status that corresponds to the decision see 1 3 Paper Flow and Submission Status Each decision status has an associated expected action for the corresponding author if any and possibly a deadline A copy of the decision is kept in the Archive of the submission 3 8 Approve the Final Version of a Submission When the author of a submission that has been accepted for publication submits the final version all handlers of the submission who have the privilege Approve final version receive an email request to approve the final version These handlers find the submission in their Urgent Task List with the action link Approve This link may also be found in the Submission Menu on the Database Entry page of the submission The Approve the Final Version page has a button to confirm approval If you have doubts about approving the final version then use the link Contact on the page to 41 communicate with other members of the Editorial staff about this submission After approval of the final version the status of the submission remains Final version received 3 9 Schedule a Submission Submissions may be scheduled for publication by any user who has the Schedule submissions privilege Submissions may be tentatively scheduled for an issue regardless of their status bu
44. and drag the box to a new row or make it straddle two rows Figure 16 Double click to insert the item at the new position Figure 16 Move an item to a new position Papers 8 10 0209 Regular Paper Reschedule i j nl s el 3 11 3 Move an Item to a Different Issue Click on the link Reschedule for the item The page reopens to the list of recent and forthcoming issues Click on the link Schedule of the issue where you wish to move the item If you wish to move the item to an issue that is outside the planning window use the link Advanced schedule just below the Submissions Menu After moving the item you may need to fine tune the arrangement of the issue where the item was moved 3 11 4 Edit the Author List Title and Page Numbers of Some or All Items On the Table of Contents page of an issue click on the link Edit to open the Table of Contents in an edit window For each item the author list title first page number and last page number may be edited Click on the Save button at the bottom of the page to save the changes Note that any changes to the author list and title are only made in the Table of Contents and are not carried over to the main record for the submission in the database The main use of this page is to achieve 1 1 correspondence with the table of contents of the printed issue 3 11 5 Delete an Item and Advanced Editing To delete an item click on the
45. any of the users workspaces as author of an existing submission reviewer or editorial staff in the appropriate role One of the authors referred to as corresponding author acts on behalf of all authors of a submission The co authors are copied on all correspondence 1 2 Users Each member of the editorial staff is registered as a user Table 1 Principal User Properties Principal User Properties 1 3 Paper Flow and Submission Status A submission typically passes through the following stages Steps marked may be skipped The next step in the workflow depends to a large extent on the status of the submission Table 2 Workflow Steps Typical Steps in the Paper Workflow A new or revised submission is received Resulting status Received The submission is assigned to a handler Under review One or several reviews or re reviews are requested Under review The submission is evaluated Decision pending A decision publication is taken lt Decision status gt The authors are notified about the publication decision lt Decision status gt PIN Personal Identification Number of the user in the people database Name Normally identical to the user s name in the people database Role The user s role in the editorial process Label Optional Additional clarification of the user s role The final accepted Final version manuscript
46. be set Copyright transfer due time triggers alert if copyright has not been transferred Default 7 days Assessment deadline for first submission sets the assessment deadline after first submission Default 90 days Assessment deadline for resubmission sets the assessment deadline after resubmission Default 60 days Decision deadline sets the decision deadline after the assessment is complete Default 14 days O Reviewer s review deadline sets review deadline for reviewer Default 42 days Reviewer s confirmation due time triggers alert if reviewer does not respond to review request Default 7 days e Enable attachment upload When this important option has been enabled it is possible to configure attachments that may be uploaded together with submissions Click on Add a new attachment or on the attachment name to set up or modify the attachment properties Attachment name to appear on the submission page Description to appear on the submission page Label This label is used for ordering the attachments only Options several may be selected Mandatory upload Allow belated uploads if no attachment was uploaded at initial submission then this is still possible at resubmission Allow reupload at resubmission Allow reupload at final submission For final submission only To be reviewed Editorial upload Editorial uploads are attachments
47. closed no longer appear on the Users page except if the box Show all users including the inactive users is checked Do not forget to click on the Submit button to save the information Warning Internally the system refers to users by their ID For this reason be cautious in changing the user key properties in particular the user s name and role after the user has been active for some time Do not delete the user because this will affect the database integrity If the user is moving to new activities deactivate and close the current account and create a new account for the new activity If a user s personal data change for instance the e mail address this should be updated in the PINs table 2 1 4 Form Letters The form letters may be configured by an Administrator or any user who has the administrative privilege Manage the Form letter Follow the link Tools Form letters The system supports a large set of form letters Drafts for some of them may already be in place They all need to be reviewed and edited before the system is deployed The form letters that are accessed under Tools Form letters are default form letters for all the users Each user may customize the form letter that the user needs under Preferences If the system requires a form letter it first looks for a personalized form letter for the user who needs the form letter 11 If none is found then the default system wide form letter i
48. configuring an arbitrary set of publication decisions and decision statuses A decision status is the status that the submission receives as a result of a publication decision These are statuses such as Accepted Provisionally accepted and Rejected The system also supports a number of built in statuses such as Received Under review Decision pending that cannot be Resubmit has some further options such as which type of submission may be resubmitted Each type of submission may have its own set of decisions A group of types of submission that has the same set of decisions is called a Decision Profile configured Each decision status has a corresponding action for the corresponding author e Resubmit e Submit final version or e None After opening the Decision Profiles page follow the link Decision statuses For a journal with several types of submission this page co uld look as in Figure 3 Figure 3 Sample Decision Statuses Show the decision and status codes to authors and reviewers This option is automatically saved when the box is checked or unchecked required action after resubmission author s response upon resubmission upon resubmission deadline binding tag Accepted Submit final version Unchanged 60 x Pa Accepted as Regular Paper Submit final vers
49. d follow the link Reviewers in your main menu 37 To add a new reviewer to your list click on Add reviewers On the Add Pins to Reviewers List page you may search the PINs database by various entries such as Surname or Keyword In the list of search results check the box for the individuals that you wish to add to your reviewers list and click on the button Add to list at the bottom of the page If you do not find a specific individual in the PINs database click on the link Add on the Add Pins to Reviewers List page and create a new PIN After completion add the new PIN owner to your Reviewers list On the Reviewers List page click on a reviewer s name to edit the Notes fields these notes are private to yourself or to remove the reviewer from your list If the contact information of the reviewer needs to be updated such as the reviewer s email address then follow the link Update the reviewer s personal information directly or follow the link PINs in the main menu see 3 18 1 Main Menu If a reviewer s name is grayed out then the reviewer s PIN has been deactivated and the reviewer cannot be approached for reviews If a reviewer s name is marked with an asterisk then the reviewer s name was modified in the PINs database after the reviewer was added to the reviewers list Click on the reviewer s name to update the reviewers list The Reviewers page has options to view
50. decision Select a form letter from the list and click on the link Load to load it into the Cover message box Review and edit the decision message carefully You may preview the message as it will be sent to the authors and also the message that will be sent to the reviewers of the submission Near the bottom of the page in the section Save the decision as a draft you have an option to save the Publication Decision as a draft Any saved draft decision may be found in the Archive for the submission For the option Save as draft Nr 1 and send an e mail notification to these handlers of the submission see 3 7 2 Publication Decision Discussion Thread below See 3 7 3 below on how to execute the publication decision and send author notifications 3 7 2 Publication Decision Discussion Thread In the section Save the decision as a draft on the Publication Decision page you may opt to send copies of the draft to other handlers of 40 the submissions If these handlers have access to the Publication Decision page they may open and modify the draft and save it as the next draft version This way optionally the Publication Decision may be developed in a discussion between the various handlers In this discussion the field Confidential note for Editorial staff use only is available for the exchange of information Each time the Publication Decision page is opened the current draft is displayed together with a summary
51. e submission Each file has a download link 49 Users who have the privilege Manage the files for a submission also have links to reupload or to delete each file In addition they have a link Upload a new file When a file is uploaded on the Files page the user has options for not checking the page and character counts skipping the pdf test and not stamping the file The link Pdf Test opens the Pdf Test page in a new window in order to test files before uploading see 3 17 1 Pdf Test 3 16 3 Log The Log of a submission is reached by following the item Log in the Submissions Menu see see 3 18 3 Submissions Menu The log lists submission related events in reverse chronological order For pertinent items the log also shows the changes that were made to the corresponding database field 3 16 4 Archive The Archive of a submission is reached by following the item Archive in the Submissions Menu see 3 18 3 Submissions Menu The Archive is used to store important items that are generated in the course of the evaluation of a submission This includes author s cover notes publication recommendations publication decisions and copies of critical email messages The page shows a list of available archive items Click on the title of the item to open the item Only the user who created the item may edit or delete it Both should be done only exceptionally and with caution Making changes to archive items may affect
52. e keywords Note 1 The only function of the Label to be entered as an integer is to determine the order in which the types of submission are displayed in various lists If there is a gap in the ordered list of labels then a horizontal separating line is inserted at the corresponding location in dropdown list see Figure 1 Note 2 For the Code use a unique identifier such as FP for Full Paper etc Note 3 For the creation of types of submission intended to be used for Special Issues see 2 2 1 Special Issue Configuration Warning Internally each type of submission is identified by an ID If the system refers to a type of submission it refers to the ID Therefore once a type of submission has been in use for some time be very cautious in changing its properties especially its name and code For instance if you decide to discontinue a certain type of submission do not delete it because this will result in internal inconsistencies Also for the same reason do not change its name Note 4 Return to this page to configure the review form for each type of submission after at least one review form has been set up on the page Tools Review forms see 2 1 6 Review Forms Note 5 Return to this page to configure the attachments for each type of submission after the attachments have been configured see 2 3 1 General Enable attachment upload Note 6 For the configuration of the ToC sections see 2 3 11 Issue management
53. e privilege is set View iThenticate score and report If iThenticate plagiarism scanning has been enabled see 2 2 7 iThenticate Plagiarism Scan and the user has this privilege then the user may see the score and report if available for all submissions to which the user has access Queue manuscripts for iThenticate scan and view the results If iThenticate plagiarism scanning has been enabled see 2 2 7 iThenticate Plagiarism Scan and the user has this privilege then the user may queue all submissions to which the user has access for scanning and see the score and report Edit iThenticate scan items If iThenticate plagiarism scanning has been enabled see 2 2 7 iThenticate Plagiarism Scan and the user has this privilege then the user may edit the scan item for all submissions to which the user has access Send reminders to handlers See 3 5 3 Request Confirmations Send Reminders and Send Thank You Notes Advise the authors See 3 16 7 Advise Dispatch approved draft publication decisions See 3 10 Dispatch to Publisher Schedule submissions See 3 9 Schedule a Submission Manage protests See 3 16 9 Protest Manage the restricted authors list if this has been enabled see 2 2 6 Restricted Authors List Keep identity hidden from authors If this privilege is enabled then the user s identity is not revealed to authors of the papers handled by the user This option is ignored when authors submit or resubmit submiss
54. e submission receives a new submission number upon resubmission e Author s deadline The corresponding author s deadline in days after the decision date e Deadline binding Yes No If the deadline is binding then the corresponding author can no longer resubmit or submit the final version after expiration of the deadline e Order tag The sole purpose of this alphanumeric tag is to order the decisions in logical groups A decision status is the status that a submission assumes as the result of a publication decision The various possible publication decisions and resulting statuses may be grouped together in decision profiles To this end follow the link Decision profiles A decision profile consists of one or several types of submission that all have the same Decision Decision status pairs Figure 4 shows two sample decision profiles To create a new profile click on Add a profile To create a new decision use Add a decision To edit a profile or decision click on it Figure 4 Sample Decision Profiles Decision Profiles Show the decision and status codes to authors and reviewers This option is automatically saved when the box is checked or unchecked n heen stats Brief Papers Papers Brief Paper sis Paper Accept as Aceptas Roni O o ular Paper Accepted as Regular Paper as Regular Paper Accept as Brief Paper Accepted as Brie
55. e user has the privilege Share a submission It uses the form letter Share a submission The function is used to make another user handler of the submission depending on the 50 scope of the privilege After completion the current user remains a handler 3 16 7 Advise The Advise page is reached by following the item Advise in the Submissions Menu see see 3 18 3 Submissions Menu It is only available to users who have the privilege Advise the authors This page has several options that may or may not be present depending on the status of the submission and the user s privileges e Send an e mail message to the authors This link is always available By default the message is addressed to the corresponding author and copied to all coauthors An existing form letter may be used or the message may be freely composed The message may or may not be archived e Remind the author to complete the submission This option is available if the status of the submission is Submission incomplete A submission receives the status Submission incomplete if copyright transfer is required at submission or resubmission but has not yet been completed Follow the link to send a reminder The form letter for this purpose is automatically loaded if available e Send a delay message This option is only available if the status of the submission is Under review Follow the link to send a reminder The form letter for thi
56. er Alternatively or additionally the scope may include users with specified roles Whether or not one user reports to another user is configured when the users are set up Handlers who have at least one other user reporting to them are designated Supervisor by the system In the case of Journal B the Editor in Chief should be able to assign submissions to any of the Editors so each of the Editors should be configured as reporting to the Editor in Chief In the case of Journal C each Editor should be able to assign submissions to at least one Associate Editor Again this may be accomplished by letting each Associate Editor report to one or several Editors After a submission with the status Received has been assigned its status changes to Under review After having assigned the submission the original handler remains a handler of the submission 1 9 4 Review Solicitation The default scope of the privilege Solicit reviews is All assigned submissions Reviews may only be requested if the status of the submission is Under review 1 9 5 Review Summary Report Handlers whose duty it is to collect reviews the Editor of Journal B or the Associate Editors of Journal C normally are expected to prepare and submit a Review Summary Report including a publication recommendation when the reviews are in They will have a link for this purpose in their Submission Menu provided that they have the
57. er s privileges The first and most important step is to go to the user s advanced privileges and to activate the special privilege Assume proxy rights with as scope the user who is to be assisted in this case Editor J J Johnson The result of this setting is that all submissions that are assigned to Editor J J Johnson are now also considered to be assigned to the Editorial Assistant Thus if the Editorial Assistant would log in at this point as a result of the View submissions setting the Assistant would be able to access all the submissions currently assigned to Editor J J Johnson Note If the scope of Editor J J Johnson s privilege View submissions is not All assigned submissions then the Assume proxy rights privilege will not work for the Editorial Assistant In this case the scope of the Assistant s View submissions privilege should match that of the Editor With this minimal configuration the Editorial Assistant has read only access to the papers handled by the Editor Additional privileges should be assigned to the Assistant on the user level depending on the Assistant s duties This could be the full set of privileges that the Editor has see Table 8 Roles and Privileges for Journal C Table 10 Recommended Editorial Privileges and Table 11 Recommended Administrative Privileges 2 2 5 Table of Contents The Tables of Contents of the journal may be managed by an
58. ers in the Reviewers list Configure the Timeliness report Create global Digests 22 2 2 4 Editorial Assistant The system supports the configuration of a role Editorial Assistant or similar A user with this role has access to the submissions that are assigned to another user and a number of appropriate privileges Since the duties of an editorial assistant may vary it is best to create a generic role Editorial Assistant see 2 1 2 Roles with minimal privileges The recommended privileges are e View submissions as the only core privilege with the default scope Assigned submissions only e No advanced privileges All other privileges will be assigned on the user level In what follows we will describe how to configure an Editorial Assistant to one of the Editors of Journal C see 1 6 Typical Role Assignments The first step is to create the individual user see 2 1 3 Users and assign this user the role Editorial Assistant Do not configure the Report to field but enter something like the following into the Label field to Editor John J Johnson without the quotes and without parentheses This will cause the user s administrative position to be displayed as Editorial Assistant to Editor J J Johnson whenever needed Once the user has been defined follow the link User privileges on the Update page for the user to configure the us
59. essing the PINs Database Manage PINs all fields If a user has this privilege then the user may access records in the PINs database and modify all fields See 3 12 Accessing the PINs Database Full control of all archive items If a user has this privilege then the user may edit and otherwise manage the archive items of the submissions to which the user has access See 3 16 4 Archive Manage saved reviews If a user has this privilege then the user may edit and otherwise manage the reviews of the submissions to which the user has access See Observe the daily activity See View the User activities If a user has this privilege then the user may request a database report for any other user listing this user s past and current activities in the system See 3 12 Accessing the PINs Database View the paper flow and assignments of all handlers If a user has this privilege then when opening the Paper Flow Report the user may see the paper flow and assignments of all handlers See 3 15 2 Paper Flow by Handler View the decisions report of all handlers If a user has this privilege then when opening the Decisions Report the user may see the decisions of all handlers See 3 15 4 Decisions View the turnaround report of all handlers If a user has this privilege then when opening the Turnaround report the user may see the turnaround report of all handlers See 3 15 3 Turnaround Access all the reviewers in the Revie
60. f Paper 1b Accept provisionally as Regular Paper Provisionally accepted as Regular Paper 2a Accept provisionally as Brief Paper Provisionally accepted as Brief Paper 2b Reject provisionally may be resubmitted Provisionally rejected may be resubmitted 3b as Regular Paper as Regular Paper Reject provisionally may be resubmitted Provisionally rejected may be resubmitted 3c as Brief Paper as Brief Paper Reject may be resubmitted as Technical Rejected may be resubmitted as Technical 3d Communique Communique Reject may not be resubmitted Rejected may not be resubmitted 4a Return for clarification Returned for clarification 5a Return without review Returned without review 5b Other Submissions Editorial Software Review Erratum Book Accept Accepted 1 a Accept provisionally Provisionally accepted 2 Reject provisionally Provisionally rejected 3 Reject Rejected 4 Return for clarification Returned for clarification Sa Return without review Returned without review 5b 13 2 1 6 Review Forms The review forms may be configured by an Administrator or any user who has the administrative privilege Manage the Review forms Follow the link Tools Review forms As many review forms may be configured as needed A review form may have four sections that do not need to be all present Review guidelines optional Assessment evaluation section Recommendation section P WO NS Comments section The order of the sectio
61. for the year broken down by type of submission and next the counts broken down by current status The remaining rows of the overview provide this information for the various handlers included in the overview The page has various options to restrict or expand the information that is shown 3 15 2 Paper Flow by Handler The Paper Flow by Handler overview may be reached by following Tools gt Reports gt Paper Flow by Handler It is accessible to all users but the information that is shown depends on the privileges of the user The first row of the overview concerns all submissions in the system For each year it lists for each type of submission the number of submissions of this type that were first received in this year The remaining rows of the overview display this same information for each handler included in the overview Again the page has some options to control the information that is shown 3 15 3 Turnaround The Turnaround report may be accessed by all users but the information that is shown depends on the user s privileges It may be reached by following Tools gt Reports gt Turnaround 46 The first plot concerns all papers currently in the system It shows bar plots by month for the evaluation time and the processing time of the submissions for which evaluation or processing were completed and for the submissions still under evaluation e The evaluation time of a version begins when its status cha
62. from this list e Publisher s journal code Publishers often have a code that identifies the journal This may be entered here e Recipient s e mail address Mandatory field Enter the email address or a comma separated list of email addresses to which the dispatch email should be sent e Validity of dispatch link in days By default the download links in the dispatch email expire after 7 days This may be changed here 2 3 6 Assignment Follow the link to configure this option if the cover message that is sent when a submission is assigned should be archived 2 3 7 Reviewing In this section the following reviewing related options may be configured e Allow review requests for submissions with the status Received By default review requests may only be sent for submissions that have the status Under review If this option has been enabled then review requests may also be sent if the status is Received 2 3 5 Dispatch to Publishers e Attach the submission pdf file and any When the final version of an accepted paper is author s response to review requests After ready to be dispatched to the Publishers the 31 enabling this follow the link to configure how the user may control this The default is Only if the option Attach the pdf file is checked e Hide all author information from the reviewers This option serves to support double blind reviewing Note that the system does not check if the manu
63. hen it may be necessary to make sure that she or he also has access to the submissions for the special issue It may also be necessary to configure that he or she receives the final accepted versions of the papers for the special issue If an existing member of the editorial staff should also participate in the management of the special issue or oversee it then it is best to make this individual a Guest Editor or Guest Associate Editor If this individual should be able to see all submissions for the special issue even if they are not assigned to him make sure that the individual has the View submissions privilege on the user level with as scope the submissions for the special issue As the final step in configuring the special issue check if the settings for the Open Access option see 2 3 1 Enable the Open Access option and iThenticate scanning see 2 2 7 iThenticate Plagiarism Scan need adjustment Figure 11 Default Privilege for Guest Editor Default role privileges for the role Guest Editor User privileges for the user Johnson John J Inherit Disable Enable Scope Receive initial submission x Scope None Default e o Scope None Default Figure 12 Privilege for Individual Guest Editor Default role privileges for the role Guest Editor ETA User privileges for the user Johnson John J Receive initial submission 2 2 2 Announcement X
64. ial Issue Use the fields Opening date and Closing the date to control the submission window Warning Create new entries for each new special issue Do not edit entries for a previous special issue because this will corrupt the database Note After setting up the new types of submission make sure that they are included in a suitable decision profile see 2 1 5 Decision Statuses and Decision Profiles Supervision and management Next plan the workflow for the submissions for the special issue and who will supervise and manage the evaluation of the papers that are submitted for the special issue The latter may include one or several Guest Editors a 17 Corresponding Guest Editor one or several Guest Associate Editors and one or several members of the permanent editorial staff If you plan to have Guest Editors and or Guest Associate Editors it is best to create generic corresponding roles that will be used for each special issue see 2 1 2 Roles Of course each time different individuals will assume the role Thus if the individual John J Johnson is to be the Guest Editor for the Crossroads Special Issue add John J Johnson to the Users with the role Guest Editor and label Crossroads Special Issue see 2 1 3 Users Accordingly the system will refer to this individual as Guest Editor Crossroads Special Issue Because the definitions of the roles Guest Editor and Guest Associate Editor need to be generic they ca
65. ink Send Thank You Notes on the Review page to send thank you notes to reviewers who either confirmed their willingness to review a submission or submitted a review Note that such thank you notes are in addition to the automatic acknowledgement emails that the system sends when a review is confirmed or submitted 3 5 4 Accessing and Handling Reviews To see the details of a review or other review related actions follow the link More for the review to access the Review details page This page lists various details about the review including the review contents if a review has been received If the user who access the page has the privilege Solicit reviews then the Review details page has two menus Update the review and Communicate with the reviewer The menu Update the review has the items Register the review as confirmed Cancel or uncancel the review request Enter or update the review and Edit the review data The option Enter or update the review provides access to the review form and may be used to make changes to the review or enter the review on behalf of the reviewer The option Edit the review data has advanced possibilities to edit the data and contents of the review This page should be used with caution because it is easy to make changes that affect the integrity of the database The menu Communicate with the reviewer has the options Contac
66. ion Regular Paper 60 x la Accepted as Brief Paper Submit final version Brief Paper 60 x 1b Provisionally accepted Resubmit Unchanged x x 90 7 2 Provisionally accepted as Regular Paper Resubmit Regular Paper x x 120 Y 2a Provisionally accepted as Brief Paper Resubmit Brief Paper x x 120 H 2b Provisionally rejected Resubmit Unchanged x x 90 v 3 Provisionally rejected may be resubmitted as Regular Paper or Brief Paper Resubmit Regular Paper Brief Paper x x 120 w 3a Provisionally rejected may be resubmitted as Regular Paper Resubmit Regular Paper x x 120 Y 3b Provisionally rejected may be resubmitted as Brief Paper Resubmit Brief Paper x x 120 Y 3c Rejected may be resubmitted as Technical Communique Resubmit Technical Communique Y e 120 Y 3d Rejected None 4 Rejected may not be resubmitted None 4a Rejected as Survey Paper may be resubmitted as Regular Paper Resubmit Regular Paper x x 120 Y 4b1 Rejected as Survey Paper may be resubmitted as Technical Communique Resubmit Technical Communique Y Y 120 4b2 Rejected for Special Issue may be resubmitted as Regular Paper Resubmit Regular Paper x x 120 4c1 Rejected for Special Issue may be resubmitted as Brief Paper Resubmit Brief Paper x x 120 Ll 4c2 Rejected for Special Issue may be resubmitted as Technical Communique Resubmit Technical Communique Y Y 120 Y 4c3 Retumed for clarification Resubmit Unchanged x x 30 E 5a Returned without review None 5b Submission pending Resubmit
67. ion 8 review solicitation 6 review summary report 6 reviewers current workload 38 past performance 38 reviewers list 7 compile 37 reviewers list report 7 47 reviewing options 31 reviews cancelation of outstanding 41 solicit 38 solicitation 37 roles 2 configuration 9 scheduling submissions 42 send reminders 20 38 54 thank you notes 38 share 50 similar submissions 8 similar submissions page 52 site map 53 special issue configuration 17 special Issues 7 status of a submission 2 submission history 53 submission related functions 49 submissions list 35 submissions menu 49 53 supervisor 6 table of contents export 44 manage 43 58 table of contents configuration 23 tagging configuration 16 enable 28 thank you notes 7 38 timeliness report 7 47 configuration 25 ToC management 7 tools menu 53 transfer 50 transfer workload 45 turnaround report 7 46 type of submission 4 types of submission configuration 9 Update the review menu 39 update your personal information 36 urgent task list 34 user 1 user account 1 user manual 34 users configuration 10 version control 2 view submissions privilege 22 workflow steps 1 5 workspace 34 tags 35 49
68. ions to this user Disclose the user s own submissions By default a user does not have access to papers coauthored by the user even if they are in the user s scope If the user has this privilege then the user will be able to access these submissions These are the advanced administrative privileges supported by the system Configure the Roles See 2 1 2 Roles Configure the Types of submissions See 2 1 1 Types of Submission Manage the Users See 2 1 3 Users 20 e Manage the User privileges See 2 2 3 Advanced Role and User Privileges e Transfer workloads See e Manage the Decision profiles See 2 1 5 Decision Statuses and Decision Profiles e Manage the Options See 2 3 Options e viewManage the Form letters See 2 1 4 Form Letters e Manage the Review forms See 2 1 6 Review Forms e Manage the ToCs See 2 2 5 Table of Contents and 3 11 Manage the Table of Contents e Manage the Thenticate scan settings See 2 2 7 iThenticate Plagiarism Scan and 3 16 10 iThenticate Scans e Post an announcement See 2 2 2 Announcement e Query the database For administrators only e Proxy log in If a user has this privilege then the user may log in as another user For administrators only e Manage PINs core fields only If a user has this privilege then the user may access records in the PINs database but modify the core fields Surname Given name Affiliation Country Email address only See 3 12 Acc
69. ire or allow the author to upload a response If this option has been enabled the author will be able or required depending on the configuration to upload an author s response together with the revised manuscript After enabling this follow the link to configure this option For each type of submission it may be indicated if an author s response is optional or required and one of three freely configurable labels may be assigned to the option e Do not delete the handlers of the previous version unless a new submission ID is assigned By default upon resubmission the handlers of the previous version of the paper are de assigned so that the recipient or recipients of the resubmission are the only handlers If this option is enabled then the previous handlers are retained 30 2 3 4 Final Submission In this section a number of options related to the final submission of the accepted paper may be configured e Request meta data As part of the final submission the corresponding author is requested to provide additional information about the paper and its publication Follow the link to configure this option Note If the Open Access option has been so configured that the author can still opt in or opt out during final submission then this is also part of the meta data collection process Besides the Open Access option this page may be configured on a per type of submission basis to collect information in the followi
70. ired by the IEEE for their journals annual report Like several of the other reports supported by the system the report is only compiled correctly if the Reports Tables are up to date see 2 2 9 Reports Tables Maintenance There are two options for the report Types of submission to be included and Years to be included These options may be selected and saved by each user individually However the report requires the status classification to be correctly configured typically once and for all This may be done by admins and users who have the privilege Configure the Timeliness report Clicking on the link Configure the status classification opens a configuration panel that lists all the statuses supported by the system This includes the predefined statuses Submission incomplete Received Under review Decision pending Resubmitted as new submission Final MS received Forwarded to publisher Withdrawn Discarded as well as all the decision statuses that have been configured for the journal see 2 1 5 Decision Statuses and Decision Profiles Each of these statuses needs to be mapped to one of the 7 status categories used by the Timeliness report 1 Returned for scope reasons obvious poor quality etc Rejected In review process Being revised by authors Other Queued for publication Published N o p e 0 Check the correct classification for each status and save the results by clicki
71. is received submitted The final version is Final version approved received If ready the final Final version version of the paper is received scheduled for publication Report to Optional There may be several such fields Inactive Yes No Account Yes No closed After logging in every user has a separate workspace for each user account Accounts that have been closed can no longer be accessed The final version is dispatched to the publisher Forwarded to publisher The workflow is supported by a set of predefined statuses that may be assumed by a submission Table 3 Table 3 Statuses of a Submission Submission Status Submission incomplete Received Under review Decision pending Resubmitted as new submission Final MS received Forwarded to publisher Withdrawn Discarded lt Decision status gt A decision status is a status that is obtained by a submission after a publication decision has been taken on the submission As many publication decisions and resulting statuses may be configured as needed Table 4 shows various examples of publication decisions and the resulting decision statuses Table 4 Sample Decisions and Resulting Statuses Decision Resulting Status Accept as Regular Paper Accepted as Regular Paper ij Accept as Brief Paper Accepted as Brief Paper i Accept provisionally as Regular Paper
72. ivileges Receive initial submission role level only Receive resubmission Receive final submission View submissions Solicit reviews Review summary report Publication decision Author notification Approve final version Dispatch to publisher Advanced Editorial privileges privileges role and user level Administrative privileges Advanced privileges may be assigned on the role level that is they are attached to a role or on the user level that is they are attached to a specific user 1 6 Typical Role Assignments In what follows we will discuss three typical journal configurations 1 Journal Ais a small journal whose Editor processes all papers single handedly 2 Journal B has an Editor in Chief who receives all the papers assigns them to Area Editors for evaluation but handles all decisions and author 3 Journal C has an Editor in Chief but papers are submitted to a number of Area Editors Each Area Editor works with a number of Associate Editors who send the papers out for review and evaluate them The Area Editors handle the decisions and author correspondence for their papers but the final versions of the accepted paper are processed by the Editor in Chief Possible roles and corresponding core privileges could be configured for the three journals as in Table 6 Table 7 and Table 8 If a user has been assigned a certain role then the user
73. l submission options configuration 16 form letters 7 configuration 11 personalize 36 geographical distribution report 7 48 handler 6 hide author information option 32 HTML e mail enable 28 IEEE eCopyright transfer configuration 28 IEEE prohibited authors list 25 45 enable import 28 incomplete authors list warning enable 29 initial submission configuration 29 initial submission options configuration 16 issue management configuration 16 33 iThenticate plagiarism scan configuration 25 iThenticate scanning configuration 16 iThenticate scans page 52 iThenticate statistics 25 56 iThenticate support enable 28 link to journal user area configure 28 log 2 49 main menu 53 manage the iThenticate scan settings privilege 25 manage the restricted authors list privilege 24 manage the ToCs privilege 23 on hold flag 25 45 on hold 25 one click overview 53 open access option 8 configuration 16 enable 28 options configuration 26 overview page 35 paper flow by handler 7 46 pdf checking 8 configuration 16 pdf test 49 53 people database 1 PIN 1 de activate 45 PINs database access 44 plagiarism scanning 8 iThenticate 8 preferences 36 professional interests 36 privilege access all the reviewers in the Reviewers list 21 add a new submission record 19 advise the authors 20 50 allow access to previous submission 19 approve final version 7 41 assign a submi
74. line and whether or not the manuscript of the submission is to be attached to the request email The page automatically loads the default form letter for the review request Check the text carefully and edit it as necessary See 3 3 6 Preferences on how to prepare or modify your form letters Click on the Send button near the bottom of the page to dispatch the request emails 38 3 5 3 Request Confirmations Send Reminders and Send Thank You Notes When reviewers receive an invitation to review a submission they are asked to confirm whether or not they accept the invitation The invitation message has a quick link for this purpose If authors do not respond to this you may send them a request to confirm if they accept or decline the invitation To this end follow the link Reminders and thanks on your Workspace page or the link Request Confirmations on the Reviews page of a submission In the latter case you have the option to send the requests for the reviews for the submission only or for all submissions in your scope Verify the options check and edit the cover message as needed and click on the Send button to dispatch the requests The link Reminders and thanks on your Workspace page and the link Send Reminders on the Reviews page is available to send reminders to reviewers who are slow in submitting their review Finally you may use the link Reminders and thanks on your Workspace page or the l
75. link Edit on the Table of Contents page of an issue to open the Table of Contents in an edit window In the edit window click on the link Advanced for the item that you wish to delete Use the Delete link to remove the submission from the Table of Contents The Update ToC Item pop up box may be used to modify several of the properties of the item Use this function with caution On the Edit the Table of Contents page the link Add is available to add a new item to the table of contents If some items in the Table of Contents are in the wrong section use the link Arrange by section to correct this 44 3 11 6 Export the Table of Contents The Table of Contents page supports the export of the ToC in the formats html txt and csv for import into a spreadsheet appli cation Click on the link Export select the desired options and press on the Export button 3 12 Accessing the PINs Database All users may access the PINs database by following the link PINs in the Main Menu but they do not all have the same privileges The PINs page opens in a new window All users are able to search the PINs database Select a search field enter a search string and click on the Search button In the results list click on the individual s surname to see the details of the PIN record If a user has the privilege Manage PINs core fields only then the Details panel has an Update option that allows
76. links may be available depending on your privileges e Update your personal information Use this page to maintain your personal information including email address e Personalized form letters On this page you may edit or create the form letters to which you have access An asterisk in the column Existence indicates whether or not a form letter exists Click on a form letter name to edit or compose the form letter If a system wide form letter exists you may load and edit it otherwise you may create your own form letter When the system needs a form letter it first checks if a personalized form letter exists if not it uses the system wide form letter In the category Decision if available you may add as many form letters as you wish by clicking on the link Create a new decision letter On the Decision page see 3 7 Publication Decision you may then select the desired form letter e Professional interests If available this page serves to enter an interest list This interest list is made available to the Editorial staff as an aid in assigning submissions If no interests are shown here your keywords from the people database are used 36 3 4 Assigning Submissions You may assign a submission to another handler if you have the Assign privilege see 2 1 2 Roles and the submission has an appropriate status Received Submission incomplete or Under review Follow the Assign in your Urgent task list or on the Da
77. n the Submit button at the bottom of the page e Decision page Follow the link to configure on a per type of submission basis whether the Decision page should include the Publication Recom mendation and Formal report for transmittal to the author from the Report for the paper By default both items are included and mandatory but they may be omitted or made optional Labels and follow up items may be configured similar to the Report options page e Automatic attachments to decision letters This option allows attaching documents with instructions for the revision of the paper or preparation of the final manuscript automatically to decision letters After enabling this option follow the link to configure it To add a new attachment click on Create a new attachment To modify an existing attachment click on the file name Enter a file name and description and select the decisions and types of submission where the file should be attached to the decision letter Locate the file of the document to be used on your computer and click on the Submit button e Hide the decision in the meta section of decision messages If a decision message is sent the meta section of the message the part that not may be edited by the user who sends the message by default includes the publication decision If this option is enabled then the decision is omitted e Change the status of a submission to Decision pending when a draft decision is saved
78. ncludes reviewers of submissions that are in the scope of the user who accesses the page If the list is large it will take a while until it appears By default the list shows reviews from all individuals who requested it ordered by requester To limit the list to a single requester select the requester from the dropdown menu for this purpose Click on any column header in blue to sort the rows by this column Click again to reverse the sort order Click on a reviewer s name to open a popup box with reviewer details Several boxes may be open at the same time Click ona submission number to go to the Database entry Details page for the submission The list may be downloaded in csv format for import into a spreadsheet application by using the link for this purpose If the box Show distinct reviewers names only is checked then the reviewers are listed alphabetically without any additional information In this case there is a link to download the list in plain text format 3 15 7 Digest The Digest page may be accessed by any user It is reached by following Tools gt Reports gt Digest The information that is included in the Digest is limited to the submissions that are in the scope of the user who accesses the page The Digest page allows querying the database for various properties and attributes of a group of submissions First select the items that you wish to query for each submission from the left column by
79. ng on the Save button at the bottom of the panel 2 2 9 Reports Tables Maintenance Several of the reports that are supported by the system see 3 15 Database Reports depend on information stored in several report tables These tables are compiled from the system log The daily automatic update of these tables is triggered by the first user of the day who opens the Access page By default this is an incremental update on weekdays and a complete rebuild of the tables on Sundays 26 The default settings for this feature may be modified by admins only at Tools Maintenance Reports tables The page also has an Update Now function 2 2 10 Backups Optionally the system backs up the complete journal database periodically These backups are saved permanently and are intended for archiving and auditing purposes The settings for this feature may be modified by admins only at Tools Maintenance Backups Automatic backups may be triggered by either both or neither of these events 1 N days elapsed since the last backup By default N 7 2 M items were added to the system log since the last backup with M gt 100 By default M 500 The page has an Update Now function and available backups may be downloaded 2 3 Options The system supports a good number of optional settings that may be accessed at Tools Options These options may be managed by an administrator or any user who has the privilege Man
80. ng sections O Previous presentation Keywords Source material for the manuscript Figures Surcharges To see how the configuration of these sections works focus on one of the types of submission make sure that Disable is unchecked for all sections and click on Preview This shows a preview of the page as seen by the author In the header cell of each section an explanatory label may be entered By way of example enter this text into the box for Label Al Provide information about any conferences where the material of the paper was presented Use a fr text format if several conferences were involved select the label A1 for the section Previous presentation of your sample type of submission and click on the Submit button to save the data Follow the Preview link to see the result The other sections may be configured similarly Here is a sample text for a label for the section Source material Only LaTeX or MS Word compatible are accepted The use of the Automatica LaTeX or Word Include a or template is mandatory brief biography of the authors including photographs at the end lt BR gt lt BR gt The sections Figures and Surcharges have sub options for additional flexibility Other settings Follow the link to configure the following items on the file upload page for final submission each on a per type of submission basis Click on Preview
81. nges to Under review and ends when its status changes to Decision pending or when a publication decision is taken on the paper whichever comes first e The processing time of a version begins when the version is received and ends when a publication decision is taken or the version is disposed of in some other way Final submissions are not counted only new submissions and resubmissions e The Under evaluation counts only include those submissions whose status is Under review The under review time begins when the status changes to Under review The remaining plots on the page provide the same information for submissions handled by the various handlers included in the overview Like the other reports the page has options to control the information that is shown 3 15 4 Decisions The Decisions report may be accessed by all users but the information that is shown depends on the user s privileges The report may be reached by following Tools gt Reports gt Decisions It may take a moment until the page loads By default the report shows the user s own decisions Each column lists the publication decisions that were taken in the year indicated in the column header The sub column All lists decisions taken on all papers during the year both as an absolute number and as a percentage The sub column Handlers share lists the decisions on papers where the user was involved as a handler To see the deci
82. nnot refer to the types of submission that were configured for the special issue Any such references need to be linked to the individuals who participate in the management of the special issue For instance suppose that the Guest Editor for a special issue should receive all submissions for the special issue In this case do not activate the privilege Receive initial submission for the role Guest Editor Instead assign this privilege to the user John J Johnson as follows 1 On the Users page click on the user s name 2 Click on User privileges near the top of the page 3 The privilege Receive initial submission should be displayed as in Figure 11 Default Privilege for Guest Editor 4 Modify Inherit to Enable and click on Submit 5 Change the scope of the privilege from None to Regular Paper Crossroads Special Issue as in Figure 12 Privilege for Individual Guest Editor Normally the Receive initial submission privilege will be the only privilege that needs to be assigned on the personal level If a Guest Editor is to work with Guest Associate Editors then make sure that the Guest Editor role has the Assign privilege with scope All assigned submissions and that on the Users page all Guest Associate Editors are configured to report to the Guest Editor Normally the Editor in Chief or principal Editor of the journal will have access to all submis sions If not t
83. ns 2 4 may be interchanged The review forms page has 4 tabs General Assessment evaluation section Recommendation section Comments section and 3 commands Save Load Preview Use Save to save a review form Load to load an existing review form and Preview to preview a review form General On the General page the order in which the sections Assessment evaluation Recommen dation and Comments appear may be set This page also serves to enter the Review guidelines if any The Label defines their header on the review form Assessment evaluation section The assessment evaluation section of a review form may look as in Figure 5 Figure 5 Assessment Section of a Review Form ASSESSMENT SECTION Required field How do you rate the paper contribution y How do you rate the paper quality y To configure this section follow these steps 1 Enter the section header into the box Label 2 Drag the attribute of your choice from the attributes area on the right toa box in the Attribute table see Figure 6 If desired the text How do you rate the paper contribution may be altered to say How do you rate the importance of this paper The optional field Paper contribution make sure to observe the format is an abbreviation for the entry that will be used when the review content is displayed to the editorial staff 3 Select the desired selection list Assorted selection lists are sho
84. o their stems that are common to the two strings after removing everyday words The score ranges from O to 1 For more details see the description of the module Search Vectorspace on http www cpan org After the checkbox near the bottom of the page has been activated the system computes the following e The similarity of the author list of the reference submission to the author list of all 52 other submissions in the database The page shows all the submissions whose author list has a nonzero similarity to the reference author list ranked according to descending order of similarity e The similarity of the title of the reference submission to the titles of the displayed submissions e Optionally the page displays the abstracts of the submissions in the list if available and their similarity to the abstract of the reference submission e Finally again optionally the similarity of the complete manuscript of selected papers to the reference manuscript may be shown The computations are resource intensive and may take a few moments for a large database 3 16 12 Check Restricted Authors List This item is available if the Restricted authors list has been enabled and the user has the Manage the restricted authors list privilege Follow the link to check if any of the authors of the submission is on the Restricted authors list Also follow this link if you wish to add the authors to the Restricted authors list
85. of Manage the 2 1 1 Types of Archive submission types of Submission Assign Assign the 3 4 Assigning submission submission Submissions Decision profiles Manage the 2 1 5 Decision Transfer Transfer the 3 16 5 Transfer decision Statuses and submission a and Decision Share Share the 3 16 6 Share profiles submission Profile ia Reviews Access the 3 5 Collecting Options Manage the 2 3 Options i Revi bed reviews eviews op Report Prepare a 3 6 Publication Form letters Manage the 2 1 4 Form E publication Recommendation form letters Letters recommendation and Report Review forms Manage the 2 1 6 Review a E Decision Prepare a 3 7 Publication review forms Forms nae an publication Decision Announcement Manage the 2 2 2 decision ee eas Advise Advise the 3 16 7 Advise Query peca the de a authors atapase acministrators Contact Contact editorial 3 16 8 Contact only A staff Reports ACCESSI e 3 15 Database Protest Manage a 3 16 9 Protest various Reports database protest Schedule Schedule the 3 9 Schedule a reports fe at a T 77 aaa submission Submission ie BEES aOR anaes e oo le Dispatch Dispatch to 3 10 Dispatch to list restricted iThenticate authors list Plagiarism Scan Publisher Pub Isner Ee E iThenticate iThenticate scan 3 16 10 iThenticate scan Plagiarism 3 16 10 i vid henticate scans results Thenticate Scans E Similar View similar 3 16 11 Similar Scans dite so cae Transfer workload Transfer 3 14 Transfer submissions
86. of the previous drafts All drafts are kept in the Archive for the submission The discussion may be finalized by any participant in the discussion who has the Author notification privilege as follows e Check the box Enable the draft decision to be executed and author notifications to be sent at the bottom of the page e In the section Save the decision as a draft use one of the options to save the decision as a draft or to overwrite a draft with or without sending messages to other handlers This saves the draft as an approved draft Saving the decision as an approved draft freezes the draft decision so that it can no longer be edited unless the approval is revoked Approved draft decisions may be dispatched by users who have the Author notification privilege see 3 7 3 below The user who approved a draft decision has an option to revoke the approval 3 7 3 Execute the Publication Decision and Send Author Notifications You will only be able to execute the publication decision and notify the authors if you have the Author notification privilege In this case check the box Enable the draft decision to be executed and author noti fications to be sent at the bottom of the page Review the various options and click on the Submit button to execute the decision and send the various email notifications If there still are outstanding reviews that were not previously canceled these are automa tically c
87. on the title of the submission to download the current version of the manuscript of the submission To download earlier versions or other files use the link Files on the Details page for the submission see 3 16 1 Database Entry Table 14 Actions for Urgent Task List Link Description See Remind Remind the author author to transfer copyright Check the One of the authors restricted is on the restricted authors list list Check the list Assign Assign the submission to a handler Reviews Solicit reviews If all reviews are in or the deadline has expired prepare a publication recommendation or a publication decision Decision Prepare a publication decision Approve Approve the final version of the manuscript Dispatch the final version to the publishers Dispatch 3 3 2 Submissions List The Submissions List shows all the submissions in your scope By default only the submissions with status Submission incomplete Received Under review Decision pending and Final MS received are shown because in principle only submissions with one of these statuses are under evaluation Check the box Show all submissions regardless of status to see all submissions also those whose evaluation was completed The items in the Submissions list include the action links if any the link that points to the Details page and the link to download the manuscript The Submissions list p
88. or if you wish to flag or unflag the submission as On hold See also 3 13 Restricted Authors List 3 16 13 One Click Overview Follow the link One click overview in the Submissions menu to see all evaluations and reviews of the submission Near the top of the overview click on the version number for which you wish to see the evaluation or click on the link Open all The link Print is available for printing the overview 3 16 14 Submission History Click on the item Submission history in the Table 15 Items in the Main Menu Submissions menu for a brief summary of the ox Items in the Main Menu history of the submission Access Return to your 3 2 Access Page Access page 3 17 Miscellaneous Functions Workspace Return to your 3 3 Workspace Workspace 3 17 1 Pdf Test page Go to Enter a submission number or The Pdf test page may be reached by using the submission ID in whole or in part eee and click on the link to search for link Test your pdf manuscript file before the submission submission on the Access page see 3 2 Preferences Set the 3 3 Workspace Access Page or by using the link Pdf Test on o ier the Files page 3 16 2 Files Workspace page After making the correct selections and PINs Access the 3 12 Accessing 3 PINs database the PINs uploading the pdf file a report appears If Biches there are critical issues the system will not Reminders and Send 3 5 3 Request accept the file
89. papers that currently require your attention in your capacity as editorial staff member This list only contains submissions that have one of these statuses e Submission incomplete e Received e Under review e Decision pending e Final MS received You may see all the submissions in your scope by following the tab Submissions Depending on your editorial duties the system determines papers with which statuses limited to the above list should actually appear in your Urgent task list You may change this selection under Preferences When editing your preferences make sure that you enable the option Include the column Reviews of current version only if you really need to see the reviews each time you log in If this column is displayed the page loads significantly slower In the Urgent task list in the column labeled Action you will find one or more action links for each submission These links point to pages where the appropriate actions as determined by the system for the submission may be performed The items in the Urgent task list are ordered according to the field Next decision due If an action is overdue then this field is highlighted In addition to the action link or link each submission has the submission number linked This link points to the Database entry page also referred to as Details page of the submission This page is the hub for all actions that involve the submission Click
90. parated by commas If the author of a newly submitted submission is detected to be on the Restricted authors list by name e mail address or PIN then the system flags the submission as On Hold If a submission is On hold it cannot be assigned for further processing or for review Final submissions that are flagged as On Hold cannot be approved or dispatched to the publishers The On Hold flag may be undone see 3 13 Restricted Authors List by admins and users 25 who have the privilege Manage the restricted authors list 2 2 7 iThenticate Plagiarism Scan If iThenticate support has been enabled under Tools Options Enable iThenticate support then the item Tools iThenticate scan is available for admins and users who have the privilege Manage the iThenticate scan settings The following options may be configured e For which types of submission newly uploaded submissions are automatically scanned and when at initial submission resubmission final submission e Whether or not authors are allowed to see the similarity score and scan report of their paper e Whether or not high score submissions are flagged and the alert level Follow the link iThenticate statistics to see some Statistics of the scores that were obtain ed 2 2 8 Timeliness Report The Timeliness Report may be accessed at Tools Reports Timeliness The Timeliness Report is compiled according to the format requ
91. r has this privilege then the user has a link for this purpose on his Submissions list page see 3 3 2 Submissions List Allow access to previous submission If the user has this privilege then if a submission was previously submitted with a different submission ID the user has a link on the Database entry page of the submission see 3 16 1 Database Entry to access the previous submission Assign a submission If a user has this privilege for a submission then the user may assign the submission to another user see 3 4 Assigning Submissions The default scope is Any user who reports to the User but this may be changed Assign submission to handler of previous version If a user has this privilege for a submission then the user may assign the submission to a handler of a previous version of the submission The default scope is No one but this should be changed when the privilege is set Transfer a submission If a user has this privilege for a submission then the user may transfer the submission to another user see 3 16 5 Transfer The default scope is No one but this should be changed when the privilege is set Ifa submission is transferred then the handler who transfers it no longer is a handler Share a submission If a user has this privilege for a submission then the user may add another user to the handlers of the submission see 3 16 6 Share The default scope is No one but this should be changed when th
92. rm Letters on how to prepare or modify form letters and 3 3 6 Preferences on personalized form letters After verifying and possibly changing the options for the email message click on the Submit button at the bottom of the page to execute the assignment and send the email message Note that after assigning the submission you still are a handler of the submission Note In the normal workflow of the journal the Assign link is available for a submission if and when it is needed If the Assign page is not accessible it is possible to modify the handlers of a submission on the Update the Database Information page of the submission see 3 16 1 Database Entry but only by users who have the Update a submission record privilege 3 5 Collecting Reviews All users who have access to a submission also have read only access to the reviews of the submission Only users who have the Solicit reviews privilege for the submission are able to solicit and otherwise manage the reviews Follow the link Reviews in the Urgent task list or on the Database entry Details page of the submission The page shows a list of all reviews that were solicited for the current and all previous versions of the submission To see the details of a review click on More 3 5 1 Compile a Reviewers List Before soliciting a review you need to make sure that you have a reviewers list in place from which you select your reviewers To this en
93. rovides tools to search and order the list as needed 3 3 3 Action Links Table 14 list the possible actions for the Urgent task list 3 3 4 Fields on the Urgent Task List and Submission List Pages Most of the fields for the entries in the Urgent task list and the Submissions list speak for themselves If a handler of a submission does not report to anyone and has at least one other user reporting to the handler then the handler is listed in the column Supervised by If Tagging has been enabled for the journal see 2 3 1 Allow tagging then submissions may be tagged In the Tags column click on New tag to set a new tag or on an existing tag to view and update it The tag is visible to other users who have access to the submission depending on how the scope of the tag is set 3 3 5 Overview The page Workspace Overview shows an overview of the statuses of all the submissions in your scope that are under evaluation The overview is arranged by supervisor and handler For each status the number of submissions that are being processed is shown together with the number that is overdue Click on a handler s name to access the Submission list of this handler limited to the submissions in your scope 3 3 6 Preferences Follow the link Preferences in the Main Menu see Error Reference source not found to edit your preferences Besides your options for your Workspace and Urgent task list the following
94. s For IEEE Journals import of the IEEE Prohibited Authors list is supported 1 10 13 Similar Submissions If the Similar submissions feature has been enabled the system scans the database for other submissions by the authors of the paper when a new paper is submitted and a report is attached to the email that notifies the recipient of the paper Upon request the system may be searched for earlier or other submissions with similar titles or similar content 1 10 14 Pdf Checking and File Stamping Pdf files uploaded by authors may be checked for compliance and automatically stamped with date and journal identification 2 How to Configure the System This Chapter provides detailed instructions on configuring the Papercept Journal Submission and Review Management System 2 1 First Setup When the journal is first configured the configuration steps are best followed in the order detailed below 2 1 1 Types of Submission The types of submission may be configured by an Administrator or any user who has the administrative privilege Configure the Types of submissions Follow the link Tools Types of submissions Click on Add a new type of submission At this point only complete the mandatory fields Type of submission Label Code Initial submission Maximal file size Maximal page count Maximal character count Final submission Maximal file size Maximal page count Maximal character count and Do not requir
95. s may be scheduled for publication with full control of the Table of Contents 1 10 5 Database Reports At a mouse click the system generates various reports e Assignments overview e Paper flow by handler e Turnaround e Decisions e Timeliness conformant to IEEE requirement e Reviewers list e Digest extracts submission information e Geographical distribution 1 10 6 Form Letters The system supports a large number of form letters with a versatile set of merge fields Each form letter may optionally be customized by the individual users 1 10 7 Customizable Review Forms Individual review forms may be prepared for each type of submission 1 10 8 Attachments to Submissions The system allows optional or mandatory attachments to submissions to be uploaded by the authors 1 10 9 Plagiarism Scanning Plagiarism scanning is supported for journals that have an account at iThenticate Submissions may be scanned automatically upon submission or at the request of the editorial staff 1 10 10 Open Access Option For IEEE journals the Open Access option may be enabled 1 10 11 Copyright Transfer For IEEE Journals copyright transfer either at final submission or initial submission using the IEEE eCopyright server is supported Other journals may require authors to upload a completed and signed copyright form 1 10 12 Restricted Authors List Optionally the journal may maintain a list of restricted author
96. s purpose is automatically loaded if available e Send an interim or ad hoc decision on the submission to the authors This option is available independent of the status of the submission provided that the user who accesses the page has the Publication decision privilege and the Author notification privilege This page should be used if a publication decision needs to be taken on a submission outside the normal workflow e g if the status is not Under review or Decision pending This page may be used for instance when upon receipt a submission is to be returned without evaluation because it is found unsatisfactory for one reason or another The page is not unlike the Decision page but it has more options and fewer built in checks Some circumspection is needed when using this page Request the author to resubmit the final version This option is available if the status of the submission is Final version received and the user has the Dispatch to publisher privilege This function may be used when the final version of a submission has certain deficiencies and needs the author s attention The default form letter if available is automatically loaded When the request to resubmit the final version is sent the status and type of submission of the submission are reset to the status and type of submission of the submission just before the status changed to Final version received All files for the current version and the fin
97. s used Users almost always are able to view and edit their messages before they are sent The only exception occurs in automatic replies For instance if an author submits a new paper or resubmits a paper then the system automatically sends an acknowledgement based on the form letter for that purpose It is recommended to keep the system wide form letters as generic as possible This is greatly facilitated by using the merge fields that are supported Click on a form letter s name to edit it While working on the letter click on Update the sample previews and fit box to size to display previews of the letter in html and text format When done click on Save to save the form letter In the category Decision letter as many form letters may be created as needed for instance one for a Reject decision one for a Revise decision etc Click on Click to create a new decision letter to create a new decision letter The form letters Staff communication 1 2 3 4 may be used for internal staff communi cations The form letters Author communi cation 1 2 3 4 5 and Reviewer communi cation 1 2 serve a similar purpose 2 1 5 Decision Statuses and Decision Profiles The decision statuses and decision profiles for the journal may be configured by an Administrator or any user who has the administrative privilege Manage the Decision profiles Follow the link Tools Decision profiles The system allows
98. sappears from your Urgent Task List It may be accessed in the Submissions List however see 3 3 2 Submissions List If necessary it may be re dispatched by following the Dispatch link in the Submissions menu The data that were dispatched are saved in an Archive item for the submission entitled Final submission data It is not recommended to edit this archive item 3 11 Manage the Table of Contents Users who have the privilege Manage the ToCs have the link ToCs in their main menu This provides access to the Manage the Tables of Contents page From time to time it is necessary to add a new volume to the Table of Contents and to configure this volume see 2 2 Advanced Configuration in particular 2 2 5 Table of Contents To see the list of issues for a volume click on the link Issues for this volume Click on the Issue link to open the table of Contents of the issue Section 3 9 Schedule a Submission explains how to schedule a submission in a certain issue We review various operations on the Table of Contents that are supported by the system 3 11 1 Enter or Update the Estimated Size of an Item To enter or update the estimated size click on the link in the column Estimated Size Enter the size in pages as an integer or decimal fraction and click on the Save button 3 11 2 Move an Item Within the Section or Issue Click on the box in the first column of the entry for the item hold down
99. scripts that are submitted for review are suitable for double blind reviewing 2 3 8 Decision This section serves to configure various options that affect the process by which a publication decision is reached e Report page Follow the link to configure the Publication Recommendation and Report page This page allows configuring on a per type of submission basis whether or not the Report should include a section Draft formal report for transmittal to the author By default this section is mandatory For each type of submission select whether this item should be omitted or made optional and which label should be used in the header cell of the item A possible text is Motivate the publication recommendation on the basis of the reviews lt br gt lt br gt If revision is needed then clearly indicate the changes that need to be made In addition configure which follow up items need to be included This is an example of a label for a follow up item Award recommendation Type Theory Applications Survey or None into the box if you think that this submission should be considered for the Best Paper Award in this category Please motivate a positive recommendation in the Confidential Comments Select Text input for this item The bracketed text is not displayed as part of 32 the label but used as a reference to the item elsewhere in the system Make sure to save the complete configu ration by clicking o
100. selected for the items After enabling the option follow the link to configure the custom item names that you wish to be available Allow tagging If this option has been activated submissions may be tagged in the Urgent Task List the Submissions List and on the Details Database entry page see 3 16 1 Database Entry 2 3 2 Initial Submission In this section a number of options related to initial manuscript submission may be configured e Display the professional interests of the potential recipients of the submission also for Resubmission If this option has been enabled then the page of the submission wizard where the corresponding author selects who receives the submission displays a list with the professional interests of the potential recipients e Show a warning that submissions with an incomplete authors list will be returned without review also for Resubmission Even if this option is enabled editorial staff will need to verify manually that the author list as included in the manuscript agrees with the authors list that was entered while the paper was submitted e Allow downloading instructions for initial submission If this option is enabled and configured then authors who submit a new paper will be able to download instructions for the preparation of their submission from the first page of the Submission Wizard After enabling this option follow the link to configure and upload the documents that are made
101. sions of another handler select this handler as Handler 1 keeping Handler 2 as lt Anyone gt Which handlers may be selected depends on the user s privileges If a user is selected for Handler 2 then the column Handlers share lists the decisions in which both handlers were involved This may be useful for instance when an Editor works with various Associate Editors If the option Show statistics of first decisions is selected then only the first decision that was taken on a submission is counted decisions on later versions of the paper are ignored 3 15 5 Timeliness The Timeliness report may be accessed by any user It is reached by following Tools gt Reports gt Timeliness The report requires some configuration before it may be correctly used This may be done by admins and users who have the privilege Configure the Timeliness report see 2 2 8 Timeliness Report The Timeliness Report is compiled according to the format required by the IEEE for their journals annual report There are two options for the report Types of submission to be included and Years to be included These options may be selected and saved by each user individually 47 3 15 6 Reviewers List The Reviewers list report may be accessed by any user It is reached by following Tools gt Reports gt Reviewers list The report lists the reviewers who submitted a review in a selected period The list only i
102. ssion 19 assign submission to handler of previous version 19 assume proxy rights 21 author notification 7 41 51 check for similar submissions 19 52 configure the roles 20 configure the timeliness report 21 create global digests 21 disclose the user s own submissions 20 dispatch approved draft publication decisions 20 dispatch to publisher 7 42 51 edit iThenticate scan items 20 52 full control of all archive items 20 50 keep identity hidden from authors 20 manage editorial uploads 19 manage PINs 20 45 manage protests 20 52 manage saved reviews 20 manage the decision profiles 20 manage the files for a submission 19 49 manage the form letters 20 manage the iThenticate scan settings 20 28 manage the options 20 26 manage the restricted authors list 20 53 manage the review forms 20 manage the ToCs 20 43 observe the daily activity 20 post an announcement 20 proxy log in 20 publication decision 40 51 query the database 20 queue manuscripts for iThenticate 20 queue manuscripts for iThenticate scan and view the results 52 receive final submission 7 receive initial submission 5 schedule submissions 20 schedule submissions privilege 42 scope 4 send reminders to handlers 20 share a submission 19 50 solicit reviews 37 39 transfer a submission 19 50 transfer workloads 20 45 update a submission record 19 49 view iThenticate score and report 19 5
103. ssion See 3 9 Schedule a Submission for more information on scheduling a submission In the section Files to be transmitted check the files that should be transmitted to the Publishers In the section First page footnote informa tion information is collected that is often found in a footnote on the title page of a published article This material may need to be edited depending on the style of the journal e Dates received These dates are collected from the Log e Editorial guidance In this item all handlers are listed who were involved in the evaluation of the submission e Previous presentation This information is taken from the meta data supplied by the author at final submission Finally there are fields for the estimated length of the article and comments to the Publisher s editorial staff Near the bottom of the page there is a choice of various actions e Save the data but do not dispatch the submission e Delete the saved dispatch data e Preview the Publisher s collection page ina new window or tab The preview is based on the saved dispatch data Do not forget to save any changes before displaying the preview e Preview the dispatch message e Save the data and dispatch the submission to the Publishers The preconfigured email address may be edited if desired After the submission has been dispatched to the Publishers its status changes to Forwarded to publisher and the submission di
104. ssue Configuration 2 1 3 Users Users may be configured by an Administrator or any user who has the administrative privilege Manage the Users Follow the link Tools Users Now the time has come to configure the editorial staff To this end click on Add a new user for each user that needs to be created The fields PIN Name and Role are mandatory If necessary the Name field may be edited so that it differs from the entry in the PINs database Note Some editorial staff members especially Editors in Chief or Editors may find it convenient to use a different PIN than the one that they use for their conference activities especially if they have a dedicated email address for their editorial activities In such a case they should create this second PIN in addition to their normal PIN and subsequently mark it as inactive This way the dedicated PIN may only be used to log in to the journal and 10 not for submitting conference papers or receiving review requests The optional field Label may be used for additional clarification of the user s role For instance in the case of Journal C there typically are several Editors each with a different area of expertise which may be specified by the label for instance Theory Applications The label has no functional role but if defined it is displayed in parentheses whenever the user s role is shown Johnson John J Editor Applications of Magnetic Fields
105. t normally this is only done when the final version of the paper has been received To schedule a submission follow the link Schedule in the Submissions Menu for the submission on the Database Entry Details page of the submission Alternatively follow the link Scheduled issue of publication on the Dispatch to Publisher page see 3 10 Dispatch to Publisher On the Schedule page first enter and save the Estimated size of the submission whenever possible This will help in planning the page budget of the issue where the submission is scheduled The bottom of the page has a list of recent and forthcoming issues The issues that are past the Latest date at Publisher have a pale green background Only those issues that are before the Press Date have a link Schedule Click on the link Schedule for the issue in which the submission is to be scheduled For just in time planning this will normally be the first or second link in the first column If you do not find a Schedule link then you may need to extend the planning window by adding another volume see 2 2 5 Table of Contents If you wish to schedule the submission for an issue that is outside the planning window use the link Advanced schedule just below the Submissions Menu After the submission has been scheduled the table of contents of the scheduled issue opens The submission is automatically added to the correct section provided that sections ha
106. t publisher Pressdate cover date Issue Label yyyy mmdd yyyy mmdd yyyymmdd Total Other Total Other Issue comments 1 January 2011 10 20 2011 12 03 2012 01 03 300 248 2 2 February 2011 12 31 2012 01 04 2012 02 01 300 3 March 201 1231 20120201 2012 03 01 300 planning convenience only If no Issue cover date is entered then some of the statistics on the Timeliness page see 3 15 5 Timeliness cannot or not accurately be computed If you wish the system to assist you in planning the issue page budgets then complete the field Volume page budget and the planned page budget for each issue The Other pages are the number of pages that you need to reserve for non editorial material The Pages printed may only be entered after the issue has actually appeared Do not forget to click on the Submit button to save the data On the main Manage the Table of Contents page click on the link Issues to see the issues for a particular volume The Estimated pages are determined from the page count estimates entered for each scheduled paper if any see 3 11 1 Enter or Update the Estimated Size of an Item Based on these estimates and the numbers of printed pages that have been entered the system determines estimates for the remaining pages for the successive issues Figure 15 Issue Information for a Volume
107. t the reviewer Request confirmation Send thank you note for confirmation Send reminder Send thank you note for submission and Send review cancellation notice 3 6 Publication Recommendation and Report In the usual workflow after a sufficient number of reviews have been obtained or the evaluation deadline is approaching it is time to evaluate the submission This may be done by preparing and submitting a Publication Recommendation This may or may not include a Report If it is part of your duties to prepare and submit such a Publication Recommendation and Report then there is a link Report on the Reviews page This link may also be found on 39 the Database entry Details page of the submission see 3 16 1 Database Entry A Publication Recommendation may only be prepared if the status of the submission is Received or normally Under review On the Publication Recommendation page you may enter a publication recommendation together with confidential comments to the editorial staff If the journal requires a formal report then this may also be entered on this page Optionally you may save the recommendation by using the link for this purpose Note that a saved recommendation has not been sub mitted Do not omit to return to the public ation recommendation page to finalize and submit the report after saving it When the Publication Recommendation is submitted the status of the s
108. t usually is necessary to configure one or several journal volumes This is discussed in 2 2 5 Table of Contents 3 User Manual In this Chapter the many functions that are available to the users of the Papercept Journal Submissions and Review Management System are reviewed in some detail 3 1 Introduction This Chapter provides a brief manual of the system aimed at the journal editorial staff 3 2 Access Page After logging in you reach the Access page Use the link Update your personal information to review your personal information and update it if necessary On the Access Page you will find links to submit a new paper to access your authors workspace if you ever submitted a paper or to access your reviewer workspace if you were ever requested to prepare a review If you have editorial duties then you will also find links to your workspaces one for each editorial position 3 3 Workspace The Workspace page has four tabs e Welcome message e Urgent task list e Submissions e Overview By default the page opens with the Welcome message unless under Preferences a different opening tab has been configured Actually after having seen the Welcome message it is strongly recommended that you set the default opening tab to Urgent task list There are a few other options on the Preferences page that are discussed below see 3 3 6 Preferences 34 3 3 1 Urgent Task List The Urgent Task List lists the
109. tabase entry Details page of the submission This is when and how the Assign function is normally used see 1 6 Typical Role Assignments for the sample Journals A B and C e In the case of Journal A the Editor handles all submissions personally They do not need to be assigned indeed there is no one to assign them to e Journal B has an Editor in Chief who receives all the papers and assigns them to one of the Area Editors for evaluation e Journal C has an Editor in Chief but papers are submitted to a number of Area Editors Each Area Editor works with a several Associate Editors who send the papers out for review and evaluate them In this case the Area Editor assigns each submission to an Associate Editor In the section Assign the Submission of the Assign page select the correct assignee There may be a number of options depending on the status and history of the submission your privileges and the journal settings For Next decision due you may normally choose the date that is proposed by the system The normal workflow is that if the submission has status Received this is changed to Under review as soon as the submission has been assigned but you may opt not to do this In the section Cover Note for E mail Message normally the appropriate form letter for the email notification to the recipient of the submission is automatically loaded Check the text carefully and edit it as necessary See 2 1 4 Fo
110. ted authors list When enabled the restricted authors list allows the journal to maintain a list of authors whose paper submissions should be 28 monitored for one reason or another After enabling follow the link to configure the sub option Enable import of IEEE Prohibited Authors List if applicable If the option has been enabled then for admins and users who have the privilege Manage the restricted authors list there is an item Tools Restricted authors list that provides access to the list see 3 13 Restricted Authors List Enable HTML e mail By default all emails that the system sends are in text format If this option is set the emails are sent in html Do not copy attachments as symbolic links If a new version of a paper is submitted and the author wishes to copy an attachment to the previous version to the new version this is normally done by creating a symbolic link If this option is enabled then a physical copy of the file is created Link to journal user area This option adds an item to the Main menu of all Editorial Staff users to access an external URL for instance a password protected area of the journal website After enabling the option follow the link to configure it Custom archive items By following the link Archive in the Submissions menu of any submission it is possible to create archive items for the submission see 3 16 7 Advise By enabling this option predefined names may be
111. ubmission changes to Decision pending Also all review requests that are still outstanding are canceled When you submit the Publication Recommendation you will be asked if you wish to send notifications to the reviewers whose requests were canceled After Publication Recommendation has been submitted the Publication Recommendation page is no longer accessible but you may see the Publication Recommendation in the archive for the submission To this end follow the link Archive in the Submissions menu of the submission 3 7 Publication Decision A publication decision may be prepared if the status of a submission is Received Under review or normally Decision pending If a submission has the status Decision pending and you have the Publication Decision privilege then you will find the submission in your Urgent Task List with the action link Decision This link may also be found in the Submissions Menu on the Database Entry Details page or the Reviews page The Decision link takes you to the Publication Decision page 3 7 1 Preparation of the Publication Decision The Publication Decision page first summarizes the recommendations of the reviews that were obtained and also shows the Publication Recommendation for the submission if available In the Decision section there is a field for the formal report to be transmitted to the author if supported by the journal and a field to select the publication
112. us submission If this option has been enabled authors are required to provide information about any previous submissions of the material of the paper After enabling this follow the link to configure the instructions Display submission conditions If this option is enabled then authors are required to agree to certain conditions before they are able to upload the paper After enabling this option follow the link to configure the text Check for similar authors lists If this option has been enabled the system scans the database for other submissions by the authors of the paper when a new paper is submitted and a report is attached to the email that notifies the recipient of the paper e Do not hide the author s cover note from other users After an author has submitted a paper the author s cover note is saved in the archive for the submission see 3 16 4 Archive By default this cover note is only visible to admins and the editorial staff member who received the submission If this option is enabled all users who have access to the submission may see the cover note 2 3 3 Resubmission In this section a number of options related to manuscript resubmission may be configured e Allow the abstract to be updated If enabled this option only applies if an abstract is required at initial submission e Allow the keywords to be updated If enabled this option only applies if keywords are required at initial submission e Requ
113. ve been configured see 2 3 11 Issue Management Default order of Sections in ToC See 3 11 Manage the Table of Contents on how to move items around in the Table of Contents or to delete them and other advanced editing function 3 10 Dispatch to Publisher Users who have the privilege Dispatch to Publisher will find submissions in their scope with the status Final version received in their Urgent Task List with the action link Dispatch This link may also be found on the Submissions Menu on the Database Entry Details page see 3 16 1 Database Entry The dispatch function is implemented as follows The system sends an email message to the publishers This message contains summary information about the submission including a link to the journal submission system subject to expiry This links opens a page referred to as Collection page which has all the information required by the publisher as well as links to download all the files need by the publisher Near the top of the Dispatch page some information about the submission is displayed Next there is a checklist that may include all or some of the following items e Copyright transferred e Final version approved 42 e Title and author list e Meta data e Scheduled issue of publication Follow any links to verify edit and approve the information The title author list and meta data are obtained from data supplied by the author at final submi
114. wers list If a user has this privilege then when opening the Reviewers List Report the user may see all reviewers See 3 15 6 Reviewers List Configure the Timeliness report If a user has this privilege then the user may configure the Timeliness report See 2 2 8 Timeliness Report Create global Digests If a user has this privilege then the user may generate digests for all submissions in the database See 3 15 7 Digest Assume proxy rights This privilege has as scope one or several or other users to be configured If a user has this privilege then whenever the scope of any of the user s privileges is configured as Assigned sub missions only this is changed to All submissions assigned to the user and the users in the scope of the Assume proxy rights privilege This privilege is intended for the configuration of Editorial Assistants see 2 2 4 Editorial Assistant Table 10 Recommended Editorial Privileges Update a submission record Editor Journal A or Editor in Chief Journals B and C Y Editor Journal C Y Manage the files for a submission Y Y Manage editorial uploads Check for similar submissions Add a new submission record Allow access to previous submission Assign a submission All roles Any user who reports to the user Assign submission to handler of previous version Transfer a submission Share a submission
115. wn in the selection list area near the bottom of the page 4 Check or uncheck whether or not this attribute is mandatory 5 Repeat steps 2 4 for all other attributes that you wish to include If no attribute is configured then the assessment evaluation section is omitted from the review form Figure 6 Attribute Configuration Attribute Selection Mandatory list Type Cyr v 4 Paper contribution How do you rate the paper contribution Recommendation section The recommendation section of a review form cannot be omitted It could look as in Figure 7 Figure 7 Recommendation Section of Review Form RECOMMENDATION SECTION Required field Overall Recommendation Publish Publish subject to revision Not publishable as it is Reject If publishable then publish as Survey Paper Regular Paper Brief Paper Technical Communique Correspondence Item 5 Not applicable To configure the options for the Overall recommendation drag the desired options from the right to the boxes in the Options table Error Reference source not found Again Accept subject to changes and Reject is what will appear in the review summaries These shortened labels and the longer descriptive texts may be edited as needed On the configuration page next select the options that are to appear in the item If publishable then publish as If no options are selected then this item does not appear Additionally the configuration page

The PaperCept Journal Submission and Review Management System

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