User`s Manual of Paper Review Management System (PRMS) for
Contents
1. l Reviewer J Second Review Figure 9 Meta Review Figure 10 shows the outline of the review process using PRMS The secretariat of the committee will request the reviews officially to two reviewers chosen by a meta reviewer Please read the paper before submitting the review reports Login to the meta review report page of PRMS the URL is notified via e mail shown in Figure 8 You can download the PDF file of the paper for meta review Click text in red letters Do not type in your review report but read the paper before all review reports are submitted After all review reports of a paper have been submitted an official request email for the meta review will be sent to the meta reviewer from PRMS Please login to the page of PRMS review report Figure 10 The meta reviewers can read review reports from the button as View at the right side of reviewers name You will input the meta review report from the page liked as the button Edit at the right side of your own name lt Process of meta review input gt Type in your meta review report according to the instruction on the screen Figure 10 b The next screen changes according to your decision If your overall recommendation is conditional acceptance or rejection you have to write the conditions for acceptance or the reason of the rejection For technical notes you can select only Accept or Rejection as your overall recommendati2. IPSJ privacy policy http www ipsj or jp english privacypolicy_e htm1 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk HHHH First reviewer Name Affiliation Address Tel e mail Second reviewer Name Affiliation Address Tel e mail HHHH HHHH HHHH HHHH HHHH HHHH HHHH HHHH HHHH Reply to Editorial office of IPSJ editt ipsj or jp Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 8b Request of Meta review and Assignment of Reviewers 2 2 8 2012 Information Processing Society of Japan 3 3 Meta Review Includes chief examiner deputy chief examiner and guest committee member Meta Reviewer Decision Approver Committee Member Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Review First Requesting Meta Review First Decision of Meta Review Second Assignment Meta Reviewer Second Assignment Reviewer Second Review Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished Accept or decline participation in online discussion First Assignment Meta Reviewer First Assignment Reviewer First Review First Requesting First Decision of Meta Review Online Discussion second Assignment BBS I Meta Reviewer J I Second Assignment
3. the OK button Old password New password verification OK Create random password Figure 5 How to Change Password on PRMS Subject IPSJ Notification Notification of the registration change of password of PRMS members Body Dear the name of committee member The login password for the PRMS has been changed by the user If you have not changed it please immediately inform it to the editorial office via email editt ipsj or jp Login page https www ipsj or jp prms v5 test login_member_portal_en do By clicking Change of personal profile at the left side of the page you can confirm the details of member profile register change the keywords change the password Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 6 Notification of Registration Change of Password 3 2 Assigning meta reviewers and reviewers Reviewer Includes chief examiner deputy chief examiner and guest committee member Decision Approver Committee Member Accept or decline participation in online discussion Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review Second Assignment t Second Assignment I BBS Meta Reviewer I Meta Reviewer J Second A
4. Last Post Date Thread Name ion thread editor in chief committee member meta reviewer can access this thread Thread for communication with 1st reviewer editor in chief committee member meta reviewer 1st reviewer can access this thread Thread for communication with 2nd reviewer editor in chief committee member meta reviewer 2nd reviewer can access this thread New Thread Name Create Thread Paper detail a Online Discussion History of the posts in this thread Paper ID 12 XX003 Title Numerical computation and analysis Thread Name Discussion thread editor in chief committee member meta reviewer can access this thread There are no posts in this thread Paper detail Paper list b Thread Submission Input Paper ID 12 Xx003 Title Numerical computation and analysis Thread Name Discussion thread editor in chief committee member meta reviewer can access this thread There are no posts in this thread c Figure 13 Screen shot of BBS 14 2012 Information Processing Society of Japan 4 Notes on other issues Timeout of login session The session for review result input will be automatically logout after 3 hours of idle time Please note that unsaved input will be discarded if this occurs Therefore we strongly recommend to save your review draft frequently with the save button In addition saving the draft reset the idle time that is used for automatic logo
5. User s Manual of Paper Review Management System PRMS for Meta reviewers By Editorial Committee of the Journal of Information Processing Aug 3 2012 1 Introduction The paper review management system PRMS is an online system that manages processes from paper submission to the end of reviews The system only accepts electronic submissions 1 e papers sent by mail are not accepted The processes along with the tasks of reviewers meta reviewers record decision members and editorial committee members are shown in Figure 1 This manual summarizes the workflow of review and procedures of system operations for meta reviewers Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review Second Assignment Meta Reviewer Second Assignment Reviewer Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished Reviewer Includes chief examiner deputy chief examiner and guest committee member Decision Approver Committee Member First Assignment Reviewer f Second Assignment l Reviewer First Assignment Meta Reviewer First Requesting Meta Review f Second Assignment l l Meta Reviewer J Second Requesting Meta Review First Decision of Meta Review Online Discussion Second Decision of Meta Review Online Discussion Accept o
6. e download the reply letter with the paper for review You can read the first review report to assist with the second meta review Conditional Acceptance cannot be selected as the result of the second meta review Please select Accept or Rejection 10 2012 Information Processing Society of Japan Committee member Meta reviewer Editor in chief login Username Password Login Editing Work Manuals Forgot your username or password a Overall O accept KSS Accept if requirements are met Ge eee RO Reject author s b c Figure 1 Meta Review process using PRMS 11 2012 Information Processing Society of Japan 3 4 Online Discussion Includes chief examiner deputy chief examiner and guest committee member Meta Reviewer Decision Approver Committee Member Accept or decline participation in online discussion Reviewer Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Assignment Meta Reviewer First Assignment Reviewer First Review First Requesting Meta Review First Decision of Meta Review First Requesting Meta Review First Decision of Meta Review Online Discussion Inquiry Second Assignment t Second Assignment 1 Meta Reviewer I Meta Reviewer J Second Assignment second Assignment I Reviewer I Reviewer Second Review Second Requestin
7. e page linked as change password in the below part of the screen The password can be changed from the page linked as change password in the below part of the screen After the password has been changed the following e mail will be sent for confirmation Figure 6 4 2012 Information Processing Society of Japan Committee member Meta reviewer Editor in chief login Username Password Select role Please select a role to log in as Editorial committee member v Detailed information of com Member profile Modify Name Institution Department E mail est2Gipsj or jo IPSJ member ID Contact person r Address English Tel 03 3516 8374 Fax Keywords 2010101 Fundamental Theories Computing Group Covering mainly theories with proofs Information Mathematics Graph theory Position tithe Committee name Title a ee Date of entrance Date of retirement Status Term of office Reviewer None 2011 9 02 Active O years Number of meta reviews reviews Number of meta reviews reviews Before 4 years Before 3 years Before 2 years Before 1 year This year Present Number of meta reviews 9 a 9 9 Number of reviews o o 0 2 6 Paper 10 of meta reviews reviews Paper ID of meta reviews Paper ID of reviews 12 XX001 12 Xx002 12 x003 12 XX004 12 XX1101 1 TEST TSET1 Testi2 126 test 4 Pass a Ce committee member password Please input your old password and new password and click
8. equest for reviewing will immediately be sent to the assigned person Before doing that you should have an unofficial agreement from the person to be the reviewer If it is difficult for you to take the role of meta reviewer please consult the secretariat editt ipsj or jp as soon as possible You can find out some candidates for reviewers by using a keyword search function implemented in the PRMS Also you can assign a new person as a reviewer after registering him her as a guest committee member Please ask the assigned reviewers to carefully read the paper review management system user s manual for reviewers before starting their reviews Abstracts and the entire papers for the reviewing can be referred via the PRMS Normally the same meta reviewer will be assigned for both of the first and the second round of 6 2012 Information Processing Society of Japan the meta review process Subject JIP Request 12 XX001 Meta review of submitted paper Dear Name cc Chief examiner Deputy chief examiner Thank you for the cooperation in the review process The editorial system has received a new submission Please become a meta reviewer of the following paper Please immediately select reviewers and get an agreement from them informally Two reviewers since the type is paper Please use the information shown between lines for requesting the review Once you get an agreement please inform reviewer s name affiliati
9. g Meta Review Second Decision of Meta Review Meta Review Finished Second Review Figure 2 Online discussion After all review reports of a paper have been submitted the meta reviewer makes his her report The decision approver generally the chief examiner or the deputy chief examiner of the subgroup arranges online discussions for making a decision for the paper The discussions are held on the BBS discussion threads in the PRMS The decision approver committee members and the meta reviewer and guest members in some cases participate in the discussions For the sake of fairness reviewers do not participate in the discussions but the editorial committee can ask questions or ask for corrections to reviewers if required The meta reviewer participates in the discussions but at the same time you would be asked for correction of the meta review report In this case an email for requesting correction is sent to the meta reviewer If requested the meta reviewer has to participate in the discussion on a BBS discussion thread and if needed please update your meta review report Figure 13 a b and c show the operation for online discussion a Participating the discussion thread b Browsing the thread and c Submitting a message In the PRMS three discussion threads are arranged for each paper two are for discussion with each of two reviewers and one for discussions for making a decision An example
10. of a discussion thread for the first reviewer is shown in Figure 13 For the papers for which decisions are made an inquiry is sent to the authors or the decision record is sent to editorial boards for final decisions After the final decision is made it will be sent to the meta reviewers and reviewers Simultaneously the IPSJ secretariat sends the notification of review results to the authors 12 2012 Information Processing Society of Japan Subject JIP Request 12 XX001 Submitting editorial report Dear Name The review reports of paper Receipt no 12 XX001 which was assigned to you have been received Please prepare an editorial report Please submit your editorial report via the following URL by 8 May 2012 Thank you in advance Please accept that a reminder email is transmitted automatically Paper assigned Approximation algorithms Deadline of submitting editorial report 8 May 2012 Meta reviewer login URL Reference Excerpt of review reports The first reviewer Name Accept The second reviewer Name Accept If you have any questions please send an email to the editorial secretariat editt ipsj or jp Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 12 Email request to submit meta review report 13 2012 Information Processing Society of Japan Online Discussion Thread List Paper ID 12 Xx003 3 items
11. on Note that Figure 10 shows an example of a case of the review of a paper not a technical note Proceed with your input process using Save or Save and continue buttons located at the bottom of the page Figure 10 d Click Save button for suspending your review work The 9 2012 Information Processing Society of Japan report that you have already written is then saved to the system If you login to the system again you can resume the input process If you normally proceed to the next step click Save and continue After you have input all of the content of the meta review report you will see a screen for checking the content If you want to revise click Back button at the bottom of the page or login the system again If all the content is correct click Confirm button at the bottom of the page The system then sends you e mail message for confirmation After this you cannot click the edit button If you have accidentally clicked the Confirm button please contact editt ipsj or jp lt Second meta review gt If the editorial committee s decision is conditional acceptance and the authors have re submitted the revised version the committee will request the second meta review Then repeat the operation similar to the first meta review Please pay attention to the following points for the second meta review The revised paper is submitted with a reply letter Pleas
12. on and contact information such as address email address and etc to the editorial office Please use the format between lines for the notification The editorial office will formally request the review to the reviewers The following part between lines contains login address of the meta reviewer authors and so on Please do not inform the part to reviewers Note that the editorial review manual of JIP can be found at the following URL http www ipsj or jp english jip index html Login and reviewer selection by the meta reviewer can be done by the following URL https www ipsj or jp prms v5 test login_member_portal_en do Author name of submission Name University of Information Processing Figure 8a Request of Meta review and Assignment of Reviewers 1 2 Japan kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Receipt no 12 XX001 Type Paper Regular paper Title Approximation algorithms Abstract abstractabstractabstractabstractabstractabstractabstractabstractabstractabstractabstractabstracta bstractabstractabstractabstractabstractabstractabstractabstractabstractabstractabstractabstractabs tractabstractabstractabstract Main keyword Fundamental Theories Computing Group Covering mainly theories with proofs Information Mathematics Graph theory 2010101 Other keywords Other keywords Free Style Note that personal profiles of reviewers are dealt with in accordance with the
13. r decline participation in online discussion BBS v Figure 1 Process and Role of Meta reviewer 1 2012 Information Processing Society of Japan 2 Role of a Meta reviewer Tasks of meta reviewer reviewing on the PRMS are as follows 1 Registering and maintaining the information of a meta reviewer his herself Meta reviewers have to manage their password by themselves See 3 1 2 Answering to the request for a reviewer assignment See 3 2 3 Writing a meta review report of the assigned paper See 3 3 4 Join discussions for decision making using the BBS of PRMS See 3 4 The outline of review process is summarized 2 2012 Information Processing Society of Japan 3 1 Management of Information of a Meta Reviewer Includes chief examiner deputy chief examiner and guest committee member Reviewer Meta Reviewer Decision Approver Committee Member Login Accept or decline participation in online discussion Review Process Temporally Received First Assignment First Assignment Meta Reviewer Meta Reviewer First Assignment Reviewer First Requesting Meta Review lt First Decision of Meta Review First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review Online Discussion Second Assignment Second Assignment BBS Meta Reviewer l Meta Reviewer J Second Assignment second Assignment Reviewer I Re
14. s please send an email to the editorial secretariat editt ipsj or jp Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 3 Notification Mail of Registration 3 W2U1 Intormation Processing Society ot Japan After the registration of the committee members a random password will be set to each account and the following email will be sent to each committee member to notify the default login information Figure 4 Subject IPSJ Notification Notification of registering changing password of PRMS members Body Dear the name We wish to notify you that we have registered changed the login password of PRMS User name New password Login page Please click Change personal data at the left corner for confirmation of details of personal data registration change of keywords and change of password If you have any questions please send an email to the editorial secretariat editt ipsj or jp Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure1 Notification of Registering Changing Passwords of PRMS The initial password can be changed by each committee member via the login interface of the system which is indicated in the email Figure 5 To change the initial password please login to the system as committee member The password can be changed from th
15. ssignment t Second Assignment Reviewer I Reviewer J Second Requesting Meta Review First Requesting Meta Review First Decision of Meta Review Online Discussion Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished v v v y Figure 7 Request of Meta review and First Assignment of Reviewers Second Decision of Meta Review Online Discussion When a paper is submitted IPSJ secretariat will register the meta reviewers and assign the role to them matching the keywords of the submitted paper and that of the committee members which are registered on PRMS In the case of the Special Issue the editorial committee members should assign appropriate meta reviewers to the submitted papers Further details are described in the manual A Guide for the Editorial Process on Special Issues using the Paper Review Management System PRMS For each of the assigned meta reviewer an e mail Figure 8a 8b which requests the following will be sent 1 to be in charge of the meta reviewer and 2 assignment of reviewers for the submitted paper Each meta reviewer should prepare a list of the reviewer s and have an unofficial agreement of doing review s before reporting it to the secretariat After that please send the names affiliations e mail addresses of the reviewers to the secretariat editt ipsj or jp Note that once you assign a reviewer by PRMS by your own the official r
16. ut If you forget your password You can set a new password in the login screen Click If you forget your ID or password and a dialogue box to input your email address will appear You will receive an email shown in Figure 14 to the input address for resetting your account A dialogue box to set your new password will appear if you click the URL shown in the email Note that the URL is valid only for 10 minutes just after the e mail is sent Subject JIP Notification Reset password 23 Mar 2012 Dear Name You can reset your password at the following URL Note that this page will no longer be valid after 10 minutes have passed since this email was sent to you If you have not requested to reset your password please contact the IPSJ office editt ipsj or jp Login page URL Sincerely yours Figure 14 Email for resetting passwords 15 2012 Information Processing Society of Japan Useful functions for work management You can see the list of papers that need to be processed if you click assigned papers or unviewed papers in the screen immediate after log in See Figure 15 Find paper Language Japanese O English all Sort Key Paper status 0 Paper ID Sort 4 paper s Record Your r Paper Sat 2 This paper has not ID Title Group decision Main keyword Status access beca desaloadiesl approver status 150P0 Multicast Computing itsuta joho Fundamental Theories Comp
17. uting Group under ist Enabled YES Detailed communication JIP Covering mainly theories vith proofs meta review information Information Mathematics Graph theory 154P1 Multimedia Computing santa joho Fundamental Theories Computing Group under ist Enabled NO Detailed communication Journal Covering mainly theories with proofs decision information protocols Information Mathematics Graph theory 151P6 Numerical Computing itsuta joho Fundamental Theories Computing Group under ist Enabled NO Detailed computation and QIP Covering mainly theories with proofs decision information analysis Information Mathematics Graph theory 155P2 Resource reservation Computing santa joho Fundamental Theories Computing Group under 2nd Enabled NO Detailed protocols Journal Covering mainly theories vith proofs meta review information Information Mathematics Graph theory 4 paper s Figure 15 Work Management Screens 16 2012 Information Processing Society of Japan
18. viewer J Second Review Second Review Second Requesting Meta Review Second Requesting Meta Review Second Decision of Meta Review Online Discussion Second Decision of Meta Review Meta Review Finished y a a v Figure 2 Management of Information of a Meta Reviewer Before starting the use of PRMS please tell the names the e mail addresses the affiliations and the telephone numbers of all editorial committee members to the secretariat The secretariat will then register the information to the system Note that we consider the all reported committee members have agreed to the privacy policy of IPSJ http www ipsj or jp privacypolicy html After the registration each committee member will receive the notification of registration shown below Figure 3 When a change should be made for the information due to the change of affiliation or any other reason please ask the secretariat editt ipsj or jp Note that the notification below will also be sent when the information of the committee has been changed Subject IPSJ Notification Notification of registering changing personal data of PRMS members Body Dear the name We have registered changed the data of members editorial member meta reviewer reviewer to PRMS Registered data Changed data Name Affiliation Department Contact Postal code Address Tel Fax Member ID Email If you have any question
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