User`s Manual of Paper Review Management System (PRMS) for
Contents
1. b Thread Submission Input e Numerical computation and analysis Thread Name hread for communication vith 1st reviewer editor in chief committee member meta reviewer 1st reviewer can access this thread 2012 03 23 16 25 ichiro ipsj joho Editor test c Figure 2 Screenshots of the BBS 12 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 logout 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 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 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 h2. Figure 8 Review Figure 9 shows the outline of the review process using the PRMS Login to the page of PRMS review report using your ID and password Figure 10 a The URL of the review report page is notified via e mail Subject JIP Request Receipt no xx xxxxx Request to Update Review Your ID and password are notified via e mail Subject IPSJ Notification Notification of the registration change of password of PRMS members After you log in you will see a screen as shown in Figure 10 b You can download the PDF file of the paper for review from this paper Click text marked with a red circle Type in your review report according to the instruction on the screen Figure 10 c 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 recommendation Note that Figure 10 shows an example of a case of the review of a paper not a technical note Proceed 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 report that you have already written is thus saved to the system If you login to the system again you can resume the input process If
3. If the reviewer s information is not available on the PRMS it is registered to the system after the reviewer has agreed to the unofficial request from the meta reviewer Then the official request e mail is sent through the PRMS After the first review process of a paper the same reviewer is requested for the review of the revised version of the paper 2012 Information Processing Society of Japan 24 Apr 2072 Dear Name ec Meta reviewer Review of submitted paper Request Thank you for the understanding and cooperation to IPSJ We are sending this email to ask you for the review of a paper Receipt no 12 XX001 submitted to Journal of Information Processing Please submit a review report after logging into the following URL by 22 May 2012 Please accept that a reminder email is transmitted automatically Paper assigned Approximation algorithms URL for review report You can download the submitted manuscript at URL If you encounter a situation which leads you not to be able to finish the review within the deadline please let us know immediately Also if you have not finished the review by the deadline we may ask the change of reviewer The paper assigned to you is reviewed by two reviewers and one meta reviewer The inquiry to authors is limited to be only once If the meta reviewer decides accept if requirements are met we will ask you the second review We would like your underst
4. 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 Includes chief examiner deputy chief examiner and guest committee member Reviewer First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review t Second Assignment 1 I Meta Reviewer J t ee Second Assignment J Reviewer Second Requesting Meta Review First Decision of Meta Review Online Discussion Second Decision of Meta Review Online Discussion Decision Approver Committee Member Accept or decline participation in online discussion Figure 6 Assignment of reviewers After the meta reviewer is assigned to the submitted paper reviewers are assigned to the paper For a normal paper two reviewers are assigned For a technical note only one reviewer is assigned Before the official assignment from the committee the reviewer is contacted from the meta reviewer If the reviewer has agreed to an unofficial request from the meta reviewer he she receives an official request for the review of the paper via e mail Figure 8 If the official request has not arrived from the committee even the reviewer agrees to the request please contact the secretariat of the committee editt ipsj or jp
5. you normally proceed to the next step click Save and continue After you have input all of the content of the 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 an e mail 7 2012 Information Processing Society of Japan message for confirmation and you will see Review result received page After this you cannot login to the system even if you access to the URL for the review If you have accidentally clicked the Confirm button please contact editt ipsj or jp If you want to make the backup of your review in your computer please save the content of the page using the function of your web browser before clicking Confirm button In case troubles such as abnormal exit of the web browser your review report may be lost We recommend you to save the content by yourself lt Second 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 review Input your review in the same way as the first review Please pay attention to the following points for the second review The revised paper is submitted with a reply letter Please download the reply letter with the paper for review The reviewers ca
6. confirmation Figure 6 3 2012 Information Processing Society of Japan Login for review Username Password Forgot your username or password a Position title Reviewer None 2011 9 02 Active 0 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 o 0 o 0 o 0 Paper ID of meta reviews reviews Paper ID of meta reviews Paper ID of reviews 12 XX001 12 XX002 12 XX003 12 XX004 12 XX1101 1 TEST TSET1 Test12 126 test 4 E Figure 4 How to change password for PRMS LIPSJ Notification Notification of the registration change of password of PRMS members Dear Name The login password for the PRMS has been changed by the user If vou have not changed it please immediately inform it to the editorial office via email editt ipsi or ip Login page 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 5 Email for confirmation of the registration change of password 4 2012 Information Processing Society of Japan 3 2 Assignment of Review Review Process Temporally Received First Assignment Meta Reviewer First Assignment
7. 1 Process and Role of reviewer 2 Tasks of a Reviewer Tasks of chiefs reviewing on PRMS are as follows 1 Registering and maintaining the information of a reviewer or a temporary reviewer his herself Reviewers have to manage their password by themselves See 3 1 2 Answering to the request for a review See 3 2 Writing a review report of the assigned paper See 3 3 4 Answering to questions from the meta reviewer using the BBS of PRMS See 3 4 The outline of review process is summarized as follows 1 2012 Information Processing Society of Japan 3 Review Process using PRMS 3 1 Management of Information of a Reviewer Includes chief examiner deputy chief examiner and guest committee member Reviewer Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Review First Requesting Meta Review First Decision of Meta Review First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review Second Assignment t Second Assignment I Meta Reviewer Meta Reviewer ee _ e eee Second Assignment t Second Assignment Reviewer Reviewer J AA Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished X Second Requesting Meta Review First Decision of Meta Review Online Discussion Second Decision of Meta Review Online Decision Approver Committee Member Acce
8. Paper summaryPaper summaryPaper summaryPaper summaryPaper summaryPaper summaryPaper summaryPaper summ to author s JsummaryPaper summaryPaper summary Overall recommendation not AEP disclosed to author s Rationale for decision not Rationale for decisionRationale for decisionRationale for decisionRationale for decisionRationale for decisionRationale for c disclosed to author s decisionRationale for decisionRationale for decisionRationale for decisionRationale for decision Originality not disclosed to 1 Poor 2 3 Acceptable 4 5 Excellent author s Srstelismia ieee i Poor 2 3 Acceptable 4 5 Excellent author s Reliability not disclosed to gigas author s fee ireltieli hes La Acceptable not disclosed to author s Relevance to IPSJ not Relevant disclosed to author s Oriel hea ies Mm 2 Poor 2 3 Acceptable 4 5 Excellent to author s Pia Ce ERO L0W 2 3 Average 4 5 High Positive aspects of paper not disclosed to author s Negative aspects of paper not disclosed to author s Other comments to Editorial Committee of JIP not disclosed to author s Recommendation for a Online Discussion History of the posts in this thread ID 12 xx003 itle Numerical computation and analysis Thread Name hread for communication with 1st reviewer editor in chief committee member meta reviewer 1st reviewer can access this thread 1 items 2012 03 23 16 25 ichiro ipsj joho Editor test
9. User s Manual of Paper Review Management System PRMS for 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 i 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 reviewers Includes chief examiner deputy chief examiner and guest committee member Decision Approver Committee Member Accept or decline participation in online discussion Reviewer 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 Online Discussion First Decision of Meta Review tz Second Assignment Second Assignment BBS Meta Reviewer l Meta Reviewer tmt Second Assignment Second Assignment Reviewer Reviewer J Second Requesting Meta Review Meta Review Vv Second Decision of Meta Review Meta Review Finished Figure
10. andings on these issues in advance Note that the meta reviewer may ask you about the review report Please help us if there is any such enquiry Please see the review instruction for manuscript at the following URL http www ips or jp engl ishi ip index htm If you have any question please send an email to the editorial office editt ipsj or ip Sincerely yours Editorial Committee of Journal of Information Processing Information Processing Society of Japan IPSJ Figure 7 Email for review request 6 2012 Information Processing Society of Japan 3 3 Review Includes chief examiner deputy chief examiner and guest committee member Decision Approver Committee Member Accept or decline participation in online discussion Reviewer Review Process Temporally Received First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review First Assignment Meta Reviewer First Assignment Reviewer First Requesting Meta Review First Decision of Meta Review Online Discussion Second Assignment Meta Reviewer Second Assignment t Second Assignment Reviewer Reviewer J Second Assignment l Meta Reviewer Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished Second Review Second Requesting Meta Review Second Decision of Meta Review Online Discussion
11. ave 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 14 Email for resetting passwords 13 2012 Information Processing Society of Japan
12. hen the registered information 2 2012 Information Processing Society of Japan has to be updated please contact IPSJ secretariat at editt ipsj or jp Subject IPSJ Notification Notification of registering changing password of PRMS members Dear 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 Figure 3 Email for notifying the initial random password After the registration of the reviewer a random password will be set and the email shown in Figure 4 will be sent to the reviewer to notify them of the default login information The initial password and keywords can be changed by each reviewer via the login interface of the system which is indicated at the email The way to change the initial password is shown in Figure 5 To change the initial password please login to the system Figure 5 a The password can be changed from the page linked as change password at the bottom of the page Figure 5 b After the password has been changed an e mail will be sent for
13. n read his her own first review report to help with the second review Conditional Acceptance cannot be selected as the result of the second review Please select Accept or Rejection 8 2012 Information Processing Society of Japan Login for review Username Password Forgot your username or password a Review result 1 2 You can get the paper for review by clicking the Download paper for review link After completing the review form click the Save and continue button for the next page Show the bulletin board threads of this paper Review type First review result Reviewer information Paper informa on Download paper for review Overall O accept Ree IOLE O Accept if requirements are met not disclosed to O Reject author s b c d Figure 9 Review process using PRMS 9 2012 Information Processing Society of Japan 3 4 Online Discussion Includes chief examiner deputy chief examiner and guest committee member 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 Review First Requesting Meta Review First Decision of Meta Review First Assignment Reviewer First Requesting Meta Review First Decisi
14. ng the discussion thread b Browsing the thread and c Submitting a message In 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 of a discussion thread for the first reviewer is shown in Figure 138 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 10 2012 Information Processing Society of Japan JIP Request Receipt no 12 XX003 Request to Update Review Dear Thank you for se eeeperatiex your help in the review process The editorial committee is now requesting to update your review entry Please check the details of the request by accessing the online discussion thread The URL should be sent in a separate email 12 XX003 Numerical computation and analysis Sincerely yours Figure 1 Email request to update review 11 2012 Information Processing Society of Japan Read review result Show the bulletin board threads of Sis paper ist reviewer jiro joho ate of review request 2012 03 23 2012 04 20 Paper ID 12 XX003 Title Numerical computation and analysis Paper summary not nant
15. on of Meta Review Online Discussion Second Assignment t econd Assignment I Meta Reviewer I ta Reviewer t m m m mm m d Second Assignment Second Assignment I Reviewer Reviewer J SRN Second Requesting Meta Review Second Decision of Meta Review Meta Review Finished zol a Second Requesting Meta Review Second Decision of Meta Review Online Discussion v Figure 10 Online Discussion After all review reports of a paper have been submitted the meta reviewer makes a meta review report The decision approver generally the chief examiner or the deputy chief examiner of the subgroup arranges online discussions for making a decision on the paper The discussions are held on BBS discussion threads in 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 In this case an email for requesting correction of the review report is sent to the reviewer If requested the reviewer has to participate in the discussion on a BBS discussion thread which is specially arranged for discussion with each reviewer If needed please update your review report Figure 13 a b and c show the operation for online discussion a Participati
16. pt or decline participation in online discussion Discussion Figure 1 Management of Information of a Reviewer Information of a reviewer or a temporary reviewer has to be registered updated before starting the review process Therefore IPSJ secretariat registers a name e mail address affiliation telephone number etc of a reviewer or a temporary reviewer after receiving the information from the meta reviewer The IPSJ treats the information assuming that the reviewer has agreed with the IPSJ privacy policy http www ipsj or jp privacypolicy html After an IPSJ secretariat has registered or updated the information of a reviewer the PRMS system will send an e mail to the reviewer for Subject IPSJ Notification personal data of PRMS members Dear 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 questions please send an email to the editorial secretariat editt ipsj or jp Sincerely yours Editorial Committee of Journal of Information Processing IPSJ Information Processing Society of Japan Notification of registering changing Figure 2 Email of Registration Modification of information of reviewer notifying them of the completion of the registration process Figure 3 W
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