2. Section Editor Pages

Submissions to the journal that are assigned to a Section Editor appear in that Section Editor's Submissions In Review or In Editing queue. Section Editors will have received an email from the Editor requesting that you take on this submission.

Section Editors have access to only those submissions to which they have been assigned. Depending on the journal's policies, Section Editors may be responsible for just the Review of the submission or for both the Review and the Editing of the Submission.

Click on the 1 In Review link to see the submissions assigned to you that are currently going through the review process.

On the resulting page, you will see a list of all submissions in your Review queue. Select a hyperlinked title to proceed to the submission's Summary page.

2.1. Submission Summary

The Section Editor's Submission Summary page is almost identical to the Editor's Submission Summary Page, with the exception that the Section Editor does not have access to the Editor Assignment section. Otherwise, the Section Editor can add supplementary files; change the article section; archive the article; and/or modify the article's metadata just as the Editor can. For further information, please refer to the Editor's pages in this manual.

2.2. Submissions In Review

To begin the review process, select Review from the top of the submission record.

2.2.1. Review Summary

The first part consists of basic submission information, and a review version of the submission (automatically generated from the original submission file).

Figure 7.1. Submission Review

Submission Review

2.2.2. Managing Review Rounds

You can manage one or more rounds of review. Click on the Select Reviewer link to assign one or more reviewers to this submission. The View Regrets, Cancels, Previous Rounds link will show you a list of past, inactive reviews.

Figure 7.2. Peer Review

Peer Review

From the resulting screen, you can choose from your list of enrolled Reviewers. If there are many to choose from, you can use the search tool to narrow your choices (e.g., search for matching review interests). If you know of an existing user in the journal that is not currently enrolled as a Reviewer, this can be quickly done using the Enroll An Existing User As Reviewer link. You can also use the Create New Reviewer to enroll someone who is not currently an existing user. In this example, the Journal Manager has also added a link to PubMed, a free, online health database, where you can search for potential reviewers (see Journal Setup).

To assign a Reviewer, select Assign.

Figure 7.3. Select Reviewer

Select Reviewer

Once you've made the selection, you will be returned to the Review page. You can select another Reviewer.

Notice the addition of Reviewer A (your first selection). You can remove this Reviewer using the Clear Reviewer link.

Figure 7.4. Request Reviewer

Request Reviewer

Use the Request icon to send an email to the Reviewer (using an email template), asking him to take on the task.

Figure 7.5. Request Email

Request Email

By default, Reviewers will be provided with an extended text box to type in their comments. However, the Journal Manager can setup Review Forms <link> allowing for more focused questions. Use the Select Review Form link to provide a review form to this Reviewer.

Figure 7.6. Assign Review Form

Assign Review Form

If there are several Review Forms to choose from, use the Preview link to take a quick look at each.

Figure 7.7. Review Form

Review Form

The Reviewer will send you an email both when he agrees to do the review and when the review is completed. Returning to the Review section, you can see the Reviewer's decision (e.g., Revisions Required). Any competing interests are also displayed.

You can also view the Reviewer comments by clicking on the Review Form Response icon. If the Reviewer uploaded a revised version of the submission (e.g., a Word document with changes included), this would also be available here.

If the journal has set up reviewer ratings (see Journal Setup), use the dropdown menu to grade the Reviewer. This is invisible to the Reviewers, but will display for Editors and Section Editors assigning new Reviewers.

Be sure to use the Acknowledge icon to email your thanks to the Reviewer.

Figure 7.8. Review Information

Review Information

At this point, you can enroll more Reviewers (see above) or make a decision.

2.2.3. Editor Decision

Figure 7.9. Editor Decision

Editor Decision

Decision choices include:

  • Accept Submission: The submission will be accepted without revisions.

  • Revisions Required: The submission will be accepted after minor changes have been made.

  • Resubmit for Review: The submission needs to be re-worked, but with significant changes, may be accepted. It will require a second round of review, however.

  • Decline Submission: The submission will not be published with the journal.

Once you've selected a decision from the dropdown menu, hit the Record Decision button.

Important Note: You must use the Notify Author icon to generate an email to the Author, informing him or her of your decision. Until this is done, no further work can be done with the submission. Use the Import Peer Reviews button to pull the anonymous reviewer comments (or form results) into the body of the email. Hitting the Send button delivers the message.

Figure 7.10. Notify Author

Notify Author

Accept Submission

If the decision is to Accept, select the appropriate version (i.e., Review Version, Author Version, or Editor Version) and hit the Send button to move the submission from the "In Review" queue to the "In Editing" queue (see below).

Figure 7.11. Accept Submission

Accept Submission

Revisions Required

If the decision is Revisions Required, the Author will need to make the required changes and upload them for you to view. Once this is done, you will receive an email and will be able to access the revised file by clicking on the Author Version link.

Figure 7.12. Revisions Required

Revisions Required

If the revisions are not complete, use the Notify Author link to send another email with further instructions.

If the revisions are complete, you can change the decision from Revisions Required to Accept Submission and re-notify the Author.

Resubmit for Review

If the decision is Resubmit for Review, the Author will need to upload a significantly revised version of the submission. You will receive an email when this is ready.

You can access the revised author submission file using the Author Version link. To send it for another round of review, select it using the radio button, and hit the Resubmit button.

Figure 7.13. Resubmit for Review

Resubmit for Review

This will allow you to select Reviewers for a second round of review.

Figure 7.14. Selecting Second Round Reviewer

Selecting Second Round Reviewer

From here, follow the instructions above <link>.

Decline Submission

If the decision is to Decline, the submission automatically moves from the "In Review" queue to the "Archive" queue (see below) upon notifying the Author.

2.3. Submissions In Editing

Upon acceptance, the submission moves from "In Review" to "In Editing" <link>. You can go to "In Editing" by selecting the Editing link at the top of the submission record.

The first section provides basic submission information (authors, title, section, editor). Below that is the Copyediting section.

Figure 7.15. Submission Editing

Submission Editing

2.3.1. Copyediting

The "Section Editor as Copyeditor" Process

Copyediting consists of checking the submission for grammatical or stylistic errors. The journal has two options for the copyediting process. The Journal Manager can choose to have the Editor or Section Editor act as the Copyeditor or allow the Editor or Section Editor to select a separate Copyeditor.

If you as the Section Editor are doing the copyediting, follow the 3 copyediting steps:

  • Step 1: You can simply select the Initiate link to indicate that copyediting has begun. The latest version of the submission file is linked here. Once you are finished copyediting, you can upload the revised file at the bottom of this section, under "Upload file to - Step 1". Once this is done, hit the Complete link in the Step 1 line.

    Note the link to Copyedit Instructions and the ability to make Copyedit Comments, shared by the Copyeditor, Section Editor, and Author.

    Figure 7.16. Copyediting Step 1

    Copyediting Step 1

  • Step 2: Having completed Step 1, you must now select the Request Email icon.

    Figure 7.17. Copyediting Step 2

    Copyediting Step 2

    This will send an email to the Author, asking him to review your copyediting changes (note the instructions provided in the prepared email template).

    Figure 7.18. Sending Email

    Sending Email

    Once the email has been sent, the Author will be able to upload any further changes to the submission.

    Once the Author has uploaded any revisions, be sure to use the Acknowledge icon to thank him.

    Figure 7.19. Copyediting Acknowledgement

    Copyediting Acknowledgement

  • Step 3: Next, review the Author's latest file (available in Step 2 above). Make any final changes and upload the submission file (by selecting Step 3 and using the file upload tool). Hit the Complete link when this is done. The submission is now ready to move to Scheduling.

    Figure 7.20. Copyediting Step 3

    Copyediting Step 3

The Separate Copyeditor Process

If your journal is configured to use separate Copyeditors, you must first select one for the submission using the Assign Copyeditor link.

Figure 7.21. Assigning Copyeditor

Assigning Copyeditor

On the resulting screen, select an available Copyeditor (if there isn't one, ask your Journal Manager to enroll one).

Figure 7.22. Selecting the Copyeditor

Selecting the Copyeditor

Use the Request icon to ask the Copyeditor to undertake the assignment.

Figure 7.23. Requesting Copyediting

Requesting Copyediting

This will generate with prepared email template text automatically provided.

Figure 7.24. Send Email

Send Email

For details on the Copyeditor's tasks see the detailed section on the Copyeditor role.

Once the Copyeditor has completed the first stage of copyediting, both you and the Author will receive an email notification. The Author will review the changes and make any final changes of his own. You will be able to access both revisions from the copyediting section of the submission record. Remember to use the Acknowledge icon to let the Author and Copyeditor know that you have received their revisions.

Figure 7.25. Acknowledge Copyeditor and Author

Acknowledge Copyeditor and Author

Use the Request icon in Step 3 to ask the Copyeditor to make the final revisions, incorporating changes from the Author (and from you, if you choose to upload your own revised version). Remember to review any Copyedit Comments located just under the upload tool.

Once the Copyeditor is finished with the final revisions, you will receive an email notification. Returning to the submission record, you will see the final copy (e.g., ) and be able to use the Acknowledge icon to thank him for his work. This file will now automatically become the first layout file.

Figure 7.26. Acknowledging Final Copyedits

Acknowledging Final Copyedits

2.3.2. Scheduling

Use the scheduling dropdown menu to select the issue for this submission. You can change it later if you change your mind. If you have not yet created the required issue, see the Create New Issue instructions and do so.

Figure 7.27. Scheduling a Submission

Scheduling a Submission

2.3.3. Layout Editing

The "Section Editor as Layout Editor" Process

Layout editing consists of taking the final copyedited submission file from OJS and using external software (e.g., Adobe Acrobat or Dreamweaver) to create the HTML or PDF files, known as galleys, which will be published on the web site. This is a critical step, as it uploads the files that will be viewed by the journal's readers.

The journal has two options for the layout editing process. The Journal Manager can choose to have the Editor or Section Editor perform the layout editing or allow the Editor or Section Editor to select a separate Layout Editor.

If you as the Section Editor doing the layout editing, follow these steps:

  • First, download the final copyedited version of the submission by clicking on the Final Copyedit file (e.g., 1-15-3-CE-DOCX) from Step 3 of Copyediting:

    Figure 7.28. Downloading a File

    Downloading a File

  • Next, using the downloaded submission file as your source document, convert it into an HTML or PDF version suitable for online viewing.

    • For HTML files, you might want to use software such as Adobe Dreamweaver or the open source Nvu. Exercise caution if using Microsoft Word to generate the HTML, as it will introduce non-standard tags which may disrupt the display of the submission when published on your web site (Note: Dreamweaver has a "Clean Up Word HTML" option that can help with this).

    • For PDF files, Adobe Acrobat can easily convert Word documents, as can Microsoft Word 2007. The open source Open Office suite can also open Word documents and easily convert them into PDF files. Many journals on a limited budget have opted to only display PDFs, as it takes significantly less time to create PDF files, and requires less technical knowledge.

  • Returning to OJS, you will next need to upload your HTML or PDF file as a "galley":

    Figure 7.29. Upload File to Galley

    Upload File to Galley

  • If it is an HTML file, the following screen will appear:

    Figure 7.30. Edit HTML Galley

    Edit HTML Galley

    OJS will automatically include a "label" (eg. "HTML"), which will become the link text on the Table of Contents.

    If you upload an HTML file, you can also optionally upload a separate stylesheet for the file and images or other media associated with the article.

  • If it is a PDF file, this screen will appear:

    Figure 7.31. Edit PDF Galley

    Edit PDF Galley

    OJS will automatically include a "label" (PDF), which will be the link text on the Table of Contents.

  • Returning to the Layout section, you will now see your galleys:

    Figure 7.32. Galley Files

    Galley Files

    • View Proof will display the galley in your browser.

    • The linked file name will allow you to download a copy of the file.

    • The Order arrows will allow you to change the order of the galley links on the Table of Contents. In this example, the HTML link would appear before the PDF link. These Order arrows would allow you to adjust that.

    • The Edit link will take you back to the "Edit a Layout Galley" screen, allowing you to replace the galley file (without modifying that galley's view count) or, in the case of an HTML galley, add a new stylesheet or images. Using the Delete link will remove the file (and all viewing statistics -- see the Views column).

    • The Views number (0 in this example as it has not yet been published) shows how many times a reader has accessed the file. If you delete the file, these views will be reset to zero. If you edit the file, these numbers will be maintained.

  • Finally, you may wish to upload additional supplementary files for the article, such as Powerpoint slides or an Excel spreadsheet of data. You can do this by changing the "Upload File to" button from Galley to Supp. Files and using the upload tool. These files will be visible in the Reading Tools for the article.

The Separate Layout Editor Process

Once the Copyeditor completes the "clean" copy in Step 3 of Copyediting, that version of the submission automatically moves to the Layout stage.

As the Section Editor, on receiving notification of the completion of the copyediting, return to the submission record and select a Layout Editor.

Figure 7.33. Selecting a Layout Editor

Selecting a Layout Editor

Request that the Layout Editor begin work, by using the email icon under Request Layout, which will generate an email message.

Figure 7.34. Assign Layout Editor Email

Assign Layout Editor Email

The Layout Editor will prepare galleys for the submission in each of the journal's publishing formats (e.g., HTML, PDF, PS, etc.). The Supplementary Files, which remain in the original file format in which they were submitted, will be reviewed by the Layout Editor and Proofreader to ensure that basic formatting is in place, and that the files conform as well as possible to journal standards. You will receive an email when the Layout Editor has completed the initial production of the galleys.

Upon receiving the email notification, log back into the system and return to the submission record. You will see the galleys in place. Use the Acknowledge email icon to thank the Layout Editor for his work.

Figure 7.35. Galley Files

Galley Files

You can select the View Proof links to quickly view the galley files.

You can click on the linked file names to download a copy of the galley file.

You can use the Order arrows to determine which galley appears first on the Table of Contents.

You can use the Edit link to revise the galley files.

You can use the Delete link to remove the galley files.

Note the Views column. This is a very important statistic that records the number of times readers have downloaded a copy of the galley file.

2.3.4. Proofreading

The Section Editor as Proofreader Process

Now that the galleys have been created and uploaded into OJS, the next step will be to proofread those files, to ensure that no errors exist before publication.

The journal has two options for the proofreading process. The Journal Manager can choose to have the Editor or Section Editor act as the Proofreader or allow the Editor or Section Editor to select a separate Proofreader.

If you as the Section Editor are acting as Proofreader, follow these steps:

  • First, request that the Author undertake the proofreading of the galley using the Request icon:

    Figure 7.36. Proofreading


  • This will generate an email message for the author. Hit the Send button to deliver this email:

    Figure 7.37. Send Email

    Send Email

  • Once the Author has completed her review, use the Acknowledge icon to thank her for her work. Use the Proofreading Corrections icon to view any comments made by the Author. You can optionally use the Initiate link to indicate that you have begun your proofreading responsibilities for this submission. Alternatively, you could simply revise the galleys and upload them in the Layout section using the Edit link for each galley.

    Figure 7.38. Initiating Proofreading

    Initiating Proofreading

  • Make any required changes to the galleys, and upload them as Layout Versions in the Layout section. Hit the Complete link when finished.

    Figure 7.39. Completing Proofreading

    Completing Proofreading

  • As the final step, select the Initiate link to indicate that you have started the Layout Editor proofing (again, this is optional and may not be required for your journal's workflow).

    Figure 7.40. Initiating Proofreading as Layout Editor

    Initiating Proofreading as Layout Editor

  • Download the corrected Layout Versions, make any final changes, upload as revised galleys, and hit the Complete link to indicate that you have finished your proofreading.

    Figure 7.41. Completing Proofreading as Layout Editor

    Completing Proofreading as Layout Editor

  • Repeat these editorial steps for each submission. Once you have scheduled all of the submissions to the issue, you can Publish the issue and make it available on your journal web site.

The Separate Proofreader Process

As the Section Editor, once you have been notified by the Layout Editor of the completion of the galleys, select a Proofreader.

Figure 7.42. Assigning a Proofreader

Assigning a Proofreader

Select a Proofreader from the resulting list using the Assign link. If no Proofreaders are listed, contact the Journal Manager to enroll someone in this role.

Figure 7.43. Selecting from the Proofreader List

Selecting from the Proofreader List

The Section Editor then sends the Request email to the Author to begin the Proofreading process using the Request icon.

Figure 7.44. Contacting the Author

Contacting the Author

This will generate an email message, which includes detailed instructions for the Author.

Figure 7.45. Email to Author for Proofreading

Email to Author for Proofreading

You and the Proofreader will receive an email from the Author when he has completed his proofreading. You can use the Acknowledge icon to thank him for his work.

Figure 7.46. Acknowledging the Author

Acknowledging the Author

The Author, upon completing his review of the galleys and Supplementary Files, if any, sends a completion email to the Proofreader, with a CC to the Section Editor. Any typos or formatting errors are noted in the Corrections text-box in Proofreading (because the Authors and Proofreaders cannot mark up the galleys).

The Proofreader, on completing the review of the galleys and Supplementary Files, if any, notifies the Layout Editor, with a CC to the Section Editor, and the Layout Editor proceeds to correct the galleys and Supplementary Files, if any.

Finally, The Layout Editor will notify you that the submission is ready to be scheduled for publication. Use the Acknowledge icons to thank them for their work.

Figure 7.47. Final Proofreading Acknowledgment

Final Proofreading Acknowledgment

At this point, you may again wish to review the files, and if satisfied, schedule the submission for publication by choosing an issue under Scheduling, and pressing Record. The submission's galley files will then be available for readers when the issue is published.

2.4. Submission Archives

Submissions in this queue have been through the editorial process, whether they have been declined, scheduled to be published, or are published. This queue provides Editors and the assigned Section Editor complete access to the submission's editorial history (Summary, Submission, Review, Editing, and History).

Figure 7.48. Submission Archives

Submission Archives

Submissions rejected from the submission Summary page can be deleted by clicking the Delete link next to their names; published material have their issue listed instead of a delete button.

To Restore an Archived Item to the Active List: the Editor should go to the Archives on the Editor Home page and find the submission. Clicking on the submission's title will lead to the Summary, Review, Editing and History pages for the submission. On the Summary page you will find a Restore to Active List link; clicking this will move the submission back into the In Review or In Editing list, depending on what stage the submission was at when it was archived.

Figure 7.49. Submission Status

Submission Status