User`s Manual（for Editorial Committee Members）
Contents
1. corrections to reviewers if required The committee members participate in the online discussions Discussions must be concluded before the set deadline Discussions about the decision or questions to reviewers are made via the BBS bulletin board system Screenshots when a accessing to the BBS b browsing a thread and c making posts to the BBS are shown in Figure 7 Several threads related to a paper are shown in Figure 7 a The thread named Xth Online Discussion YYYY MM DD YYYY MM DD is used for the online discussion This thread is created automatically when the decision approver sets the duration of the discussion In addition there are threads for general communication in the committee members for making questions to reviewer 1 and for making questions to reviewer 2 A reviewer is notified by emails when a question is posted to 6 2012 Information Processing Society of Japan the thread corresponding to that reviewer The decision approver can make decisions after the deadline For the decision approved paper an inquiry is sent to authors or decision records are sent to editorial boards After the final decision is made the review result is sent to the meta reviewer and reviewers by the PRMS Simultaneously the IPSJ secretariat sends the notifications of review results to the authors 7 2012 Information Processing Society of Japan Online Discussion Thread List a 4 toms Thread Name Last Post2. finished Not determined Detailed Qournal mainly theories with proofs Information Mathematics accept Information Graph theory 13224XX002 Perception Network Fundamental Theories Computing Group Covering meta review finished Enabled Detailed Journal mainly theories vith proofs Information Mathematics conditional accept Information Graph theory 13124XX001 Models for thoughts Computing Fundamental Theories Computing Group Covering under ist decision Not determined Detailed Journal mainly theories vith proofs Information Mathematics Information Graph theory Unviewed papers 6 paper s Paper z Your access 13124XX001 Models for thoughts Computing Fundamental Theories Computing Group Covering mainly under 1st decision Not determined Detailed Journal theories with proofs Information Mathematics Graph Information theory 141P7 Computational geometry Computing Fundamental Theories Computing Group Covering mainly under ist decision Not determined Detailed Journal theories with proofs Information Mathematics Graph Information theory 153P8 approximation algorithms Computing Fundamental Theories Computing Group Covering mainly under ist decision Not determined Detailed Journal theories with proofs Information Mathematics Graph Information theory Figure 9 Work Management Screens 10 2012 Information Processing Society of Japan
3. setting in Paper details as shown in Figure 5 b 4 2012 Information Processing Society of Japan Subject First Online Discussion 2012 11 08 2012 11 08 has started Receipt no 12 XX003 Dear Name Online discussion has started Please access the following URL to join the discussion about the decision URL Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 4 Email notification of start of online discussion paper detail access confirm Paper ID P4 2 Manuscript type Paper Reguler paper Date of submission 2012 07 19 11 32 Tarou Jousho IPSJ Abstract abstractabstractabstractabstractabstractabstractabstractabstractabstractabs Access to the paper Don t access to the paper M Receive mails of new post to the board about this paper Figure 5 a Participating in on line discussion or not Paper details a Show the bulletin board threads of this paper gd online discussion or a notice board for the reviewers Settin new e mail notification of a Link to a page for setting of e mail notification of a new post on the bulletin board system for online discussion You can choose to receive or not to receive email for notifying new posts at online discussion system Select Yes or No then click Save button ee ee Yes O No Figure 5 b 5 2012 Information Processing Society of Japan 3 3 Online Discussions Deci
4. Date Eitst Online Discussion 2012 11 08 2012 33 08 Thread for communication with 2nd reviewer editor in chiet committee member meta reviewer 2nd reviewer can access this thread Threed foc commenicatis thread Discussion thread editor in chief committee mumber meta reviewer can access this thread n with Ist reviewer editor in shiel commilter member meta cevirwer 1st reviewer can access this New Thread Name Create Thread Paper detail a Online Discussion History of the posts in this thread Paper ID loo xxo01 Title Thread Name First Online Discussion 2012 11 08 2012 11 08 2 items 2012 11 08 14 09 0ST 2012 11 08 14 09 PRMS SYSTEM SYSTEM Set Online Discussion Start 2012 11 08 00 00 End 2012 11 08 23 59 2012 11 08 14 09 PRMS SYSTEM SYSTEM Online Discussion has started ti Paper list b Thread Submission Input Paper ID 00 xx001 Tite U Thread Name First Online Discussion 2012 11 08 2012 11 08 2012 11 08 14 09 PRMS SYSTEM SYSTEM 2012 11 08 14 09 PRMS SYSTEM SYSTEM Online Discussion has started c Figure 7 Screenshots of the BBS 8 2012 Information Processing Society of Japan 4 Notes on other issues When 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 Fig
5. PRMS Paper Review Management System User s Manual for Editorial Committee Members By Editorial Committee of the Journal of Information Processing Nov 19 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 receives electronic submissions i e papers sent by mail are not received The processes along with the tasks of reviewers meta reviewers record decision members and editorial committee members is shown in Figure 1 This manual summarizes the workflow of review and procedures of system operations for editorial committee members Includes chief examiner deputy chief examiner and guest committee member Review Process Temporally Received First Assignment Meta Reviewer Accept or decline participation in online discussion First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review Second Assignment Meta Reviewer Second Assignment Meta Reviewer r eee ye eee m Second Assignment Second Assignment Reviewer we Reviewer ig Second Requesting Meta Review Second Requesting Meta Review Second Decision of Meta Review Online Discussion Second Decision of Meta Review Meta Review Finished Figure 1 Process of Reviewi
6. gister and update the committee member information 2 2012 Information Processing Society of Japan For a newly submitted paper a meta reviewer is selected from the editorial committee members based on the profile information For this purpose the information on the committee member must be registered on the PRMS first Figure 2 For the details about how to register and update the committee member information see the user manual for meta reviewers URL 3 2012 Information Processing Society of Japan 3 2 Participating in Online Discussions Includes chief examiner deputy chief examiner and guest committee memb Committee Memb Accept or decline participation in online discussion Meta Reviewer Decision Approve Reviewer Review Process Temporally Received First Assignment Meta Reviewer First Assignment Meta Reviewer First Assignment Reviewer First Assignment Reviewer First Requesting First Requesting Meta Review Meta Review First Decision of Meta Review Online Discussion x Ae seo Second Assignment Second Assignment BBS Meta Reviewer Meta Reviewer r qv SS SS Second Assignment I Second Assignment Reviewer Reviewer Second Requesting Meta Review Second Decision of Meta Review First Decision of Meta Review Second Requesting Meta Review Second Decision of Meta Review Online Discussion v v Meta Review Finished Fig
7. ng and Roles of Members 1 2012 Information Processing Society of Japan 2 Tasks of Editorial Committee Members The tasks of editorial committee members reviewing on PRMS are as follows 1 To register and update the information on the committee member and manage the login password See Section 3 1 2 To choose whether to participate in the online discussion on each paper under review See Section 3 2 3 To participate in the online discussion Section 3 3 The remainder of this manual summarizes each part of the processes and how to operate the system 3 1 Register and update the committee member information Reviewer Meta Reviewer Decision Approve Committee Membe T Accept or decline participation in online discussion Review Process Temporally Received First Assignment Meta Reviewer First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review First Decision of Meta Review Online Discussion Second Assignment Meta Reviewer Second Assignment BBS amal aye Met RV ewer Second Assignment l Second Assignment Reviewer Reviewer Second Requesting Meta Review Second Requesting Meta Review Second Decision of Meta Review Online Discussion Second Decision of Meta Review Meta Review Finished Figure 2 Re
8. sion Approve Committee Membe Login Review Process Temporally Received First Assignment Meta Reviewer Accept or decline participation in online discussion First Assignment Meta Reviewer First Assignment First Assignment Reviewer Reviewer First Requesting Meta Review First Requesting Meta Review First Decision of First Decision of Meta Review Online Discussion e Meta Review CS Second Assignment Second Assignment l BBS Meta Reviewer Meta Reviewer r a s Second Assignment Second Assignment 4 Reviewer Reviewer e e m J Second Requesting Second Requesting Meta Review Meta Review Second Review Second Decision of Second Decision of Meta Review Online Discussion A Meta Review Meta Review Finished Figure 6 Online discussions After review reports are posted a meta reviewer writes a meta review report After all review and meta review reports are posted a decision approver group chairs or vice chairs in most cases starts the approval process If an online meeting decides to be held the duration of the online discussion is set The committee members including a chief and deputy chiefs the decision approver the meta reviewer including guest members in some cases discuss and decide based on meta review reports on the online meeting Reviewers do not participate in the discussions for the sake of fairness but the editorial committee can ask questions or ask for
9. ure 3 Participating in on line discussion After review and meta review reports are posted a decision approver group chairs or vice chairs in most cases starts the decision process The decision approver will choose from the following two options The decision process WITHOUT an online discussion The decision process WITH an online discussion If the decision approver does choose to use online discussion for this paper the decision approver sets up an online meeting to make decisions An email that notifies committee members of the start of an online discussion is sent as shown in Figure 4 Acommittee member logs into the URL indicated in the email and decide whether he she participates in the online discussion or not If a committee member involves the manuscript under review he she should not participants in the online discussion Figure 5 a shows the screenshot when a committee member selects whether he she will participate in an online discussion If a committee member has conflict of interest with the authors of the manuscript under review he she should select Don t access to the paper If not he she should select Access to the paper By clicking the checkbox of Receive mails of new posts to the board about the paper a committee member can receive emails notifying that there are new posts to the boards on the paper Emails will be sent to the registered address of a committee member A committee member changes this
10. ure 8 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 email 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 Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 8 Email for resetting passwords 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 9 9 2012 Information Processing Society of Japan Assigned papers under 1st assignment of reviewer 2 response W under 2nd meta review_ f under 1st review o under 2nd assignment of meta reviewer o under 2nd decision o under ist meta review o under 2nd assignment of reviewer o requesting final decision o under 1st decision Sf _ nder A tentative accept p 11 paper s x 2 ur access 13524DEMO100Approximation algorithm Computing Fundamental Theories Computing Group Covering meta review
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