Work Flows of the Online Review SystemCopernicus Office Editor

Copernicus Publications | April 2014

Publication Process

LaTeX Submission

Word Submission

Print-on-

demand for hard-copies of

issues

Typesetting in LaTeX, English Copy-Editing

Proof-Reading with the author

Peer-Review Process

Online Editorial Support System

Pagination & Online Publication of Article PDF & Abstract HTML File, immediate OA

Email Alert Service & RSS Feeds

Bibliographic Data Transfer to archives, databases, libraries worldwide

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 TE

Chief Editor (CE)

Fallback for TE problems

Optional: TE assignment & final decision

Editorial 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

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

Author

Author Comments

5

Interactive Journal Work Flow

Author1

3Discussion Paper

4

5

Referee Comments

Scientific Community

Short Comments

5

1st Stage(Discussion

Forum)

6 7Editor

8

9

Final Revised Paper

2nd Stage(Journal)

Referees

Editor2

1. Submission

2. Access-Review

3. Technical Corrections

4. Publication as D-paper

5. Comments

6. Revision

7. Revised Submission

8. Peer-Review Completion

9. Final Revised Publication

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

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

Referees

1. Final Response

2. Post-Discussion Editor Decision

Publish as isTechnical CorrectionsMinor RevisionMajor revisionReject

3. Revision

4. Peer-Review Completion

5. Final Revised Publication

Author

Author Comments

1

Editor2

3

4

Final Revised Paper

5

Post-Discussion Reports

Enhanced transparency through publication of all

post-discussion reports (Referees and TE)

Authors’ replies

after publication of final revised paper

Thank you very much for your attention!