Work Flows of the Online Review SystemCopernicus Office Editor

Copernicus Publications | September 2015

Submission as Word or LaTeX

Peer-review process, online editorial support

Image processing

Typesetting in LaTeX, conversion into XML

English language copy-editing

Proofreading with the author

Alert service and RSS feeds

Bibliographic data transfer to archives, databases, libraries worldwide

Print-on-

demand Pagination and online OA publication

PDF, HTML, and XML

Publication process

Topical Editor (TE) Handles the actual review process Nominates & guides referees Decides about acceptance | rejection | further revision

User Roles in the Review System

Author Submits the manuscript Follows the review process

Referee Reports recommendation to TEChief Editor (CE) Fallback for TE problems Optional: TE assignment & final decisionEditorial Support (ES)

MS Registration & Submission

Email to Author Confirmation & receipt of manuscript number File upload request & deadline

MS Registration & Submission

Manuscript registration by Authors Selection of editorial subject areas Suggestion of potential Referees

File Validation

Review file upload generates ES To-Do Technical check of submitted files Plagiarism check

MS Registration & Submission

File Validation

Topical Editor Assignment

File validation starts TE call Standard: TE call based on Author’s subject areas Optional: CE call to assign/nominate a TE

TE call email Link to agree or decline the MS handling | deadline included Access to abstract Agreement followed by “initial decision” + Email to Author TE assignment by CE if deadline was missed

MS Registration & Submission

File Validation

TE Assignment

Referee Nomination Min. 2 agreed referees | unlimited nominations Nomination followed by referee acceptance

Initial Topical Editor Decision

Agreement for handling generates Email to TE Request for initial decision (link to online form) Deadline

Options: Start peer-review | reject

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

TE Assignment by Chief Editor

Email to CE to assign TE, if No TE found by TE call Agreed TE misses initial decision deadline

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

TE Assignment

Referee Acceptance

Email to Referee upon nomination by TE Link to agree or decline the MS reviewing,

deadline included Access to abstract Agreement followed by referee reports

Referee declines or misses deadline Email to TE if pending nominations < journal’s

quorum Additional nomination required

Agreed Referees = journal’s quorum Email to TE and Author for information Additional nomination possible

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

Referee Acceptance

Referee Reports

Email to Referee upon agreement Link to manuscript Request to submit a report Deadline included

Referee misses deadline Email to TE if pending report requests <

journal’squorum

Additional nomination required

Referee reports = journal’s quorum Email to TE with request for decision Additional nomination possible

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

Referee Acceptance

Referee Reports

Topical Editor Decision

TE access to decision form Termination of pending Referee report requests

Email to pending Referees

or waiting for pending reports | further nominations

TE Decision Access to Referee reports Acceptance followed by file upload Request for revision followed by revision file

upload Rejection, no actions required Decision email to Author and Referees

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

Referee Acceptance

Referee Reports

TE Decision

MS Accepted / Waiting for File Upload

Email to Author upon TE’s acceptance Link to upload production files

(text/figures/suppl.) Deadline included

Production file upload followed by Typesetting/English Language Copy-Editing Proof-Reading email to Author [Waiting for Payment] Published

email to Author | Referees | TE Discussion | interactive journals only

MS Registration & Submission

File Validation

TE Assignment

Initial TE Decision

Referee Acceptance

Referee Reports

TE Decision

Accepted / Production File Upload

Revision Requests by Topical Editor

Request for corrections Revised file upload by Author incl. production

files Immediate transfer to typesetting

Request for minor revision Revised file upload by Author Transfer to TE Decision

Request for major revision Revised file upload by Author Transfer to Initial TE Decision Further review with Referees recommended Final TE Decision possible

TE Decision

Accepted / Production File Upload

FurtherRevision

File UploadFile Upload

Initial TE Decision

Referee Acceptance

Referee Reports

TE Decision

Accepted / Production File Upload

Further Revision

Personalized Manuscript Overview

MS listing based on user roles Personal To-Dos as shortcut Access to different action forms at the MS

MS Records

Chronological listing of all events Every event lists the corresponding data/files Sub-division into iterations Access to archive of system emails

Nomination of TE by CE Final CE decision Blindness for Authors and Referees: optional or mandatory Express access review without Referees | interactive journals

only Post-Discussion Editor Decision Post-Discussion Reports

Additional Tools

AuthorAuthor Comments

5

Interactive Journal Work Flow

Author1

3Discussion Paper

4

5

Referee Comments

Scientific Community

Short Comments

5

1st Stage(Discussion

Forum)

6 7 Editor8

9

Final Revised Paper

2nd Stage(Journal)

Referees

Editor2

1. Submission2. Access-Review3. Technical Corrections4. Publication as D-paper5. Comments6. Revision7. Revised Submission8. Peer-Review

Completion9. Final Revised

Publication

Standard procedure: Authors reply to interactive comments Submit revised version TE makes further evaluation

Post-Discussion Editor Decision Feature: Authors reply to interactive comments Authors do not need to revise the paper TE makes decision based on Authors’ final response TE immediately accepts/rejects the paper or asks for revision

Authors will have a clear idea of how to revise their paper

Post-Discussion Editor Decision

Post-Discussion Editor Decision – Workflow

Discussion Paper

Referee Comments

Scientific Community

Short Comments

Referees1. Final Response2. Post-Discussion

Editor DecisionPublish as isTechnical CorrectionsMinor RevisionMajor revisionReject

3. Revision4. Peer-Review

Completion5. Final Revised

PublicationAuthor

Author Comments

1Editor

2

3

4

Final Revised Paper

5

Post-Discussion Reports

Enhanced transparency through publication of all post-discussion reports (Referees and TE) Authors’ repliesafter publication of final revised paper

Thank you very much for your attention!