Associate Editor Instructions
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Associate Editor Instructions As you are assigned manuscripts as an Associate Editor, you will receive e-mail notification of each assignment. The message will include some basic information about the manuscript and will contain three links: 1. A link to the manuscript. 2. A link to accept the assignment to serve as the Associate Editor. 3. A link to decline the assignment to serve as the Associate Editor. If you are unable to serve as the Associate Editor, please suggest the name of an alternate Associate Editor whom you believe would be appropriate. Alternatively, you may access the manuscript by logging in to the system at (http://can.msubmit.net) and entering your user name and password. When you log into the system, you will be taken to your homepage, which will contain folders with several different categories of tasks. If you are required to perform a pending action item, there will be a red arrow next to a manuscript link. Note that if you did not click the Accept/Decline assignment link in the e-mail assignment message, you may accept or decline the assignment from this screen. If you agree to serve as the Associate Editor, you will have two options: 1. Recommend rejection of the manuscript without full review by clicking the Decision Without Review link under the Manuscript Workflow Tasks section of the screen and completing the recommendation form, which will appear when the screen redisplays. This will allow you to enter the reasons for rejection which will be incorporated into the decision letter sent to the authors. 2. Assign the paper to reviewers by creating a list of potential reviewers. Assigning Reviewers: When you are ready to assign reviewers, click the Assign Potential Reviewers link. When the screen redisplays, you will see the assignment screen, which is separated into several tabs as follows: Search Tab: The search tab is used to search the database for potential reviewers. You may search for potential reviewers in several ways as follows: • Searching on personal information, such as first name, last name, e-mail, organization, etc. • Searching on free-text keywords by entering terms to the User-Defined Keywords field. A pre-defined list of Keywords is available and selecting a term or terms from this section will generate a list of potential reviewers whose expertise terms at least partially match the search criteria. • Using one of the Quick Search Links which can be used to quickly populate search results. By clicking the Suggested Reviewers to Include Quick Link, you will be provided with the list of potential reviewers provided by the authors (if one has been provided). By clicking the Suggested Reviewers Quick Link, you will be provided with a list of potential reviewers whose expertise terms at least partially match the manuscript keywords provided by author. • Searching Medline, Google, or Highwire Press. Search Results Tab: The results from a search are shown on the Search Results tab. This tab presents workload information about the potential reviewers and will indicate whether there is a conflict or potential conflict. To assign a potential reviewer, simply click the check box next to the person's name and click the Assign button located at the bottom of the screen. Note that you may select multiple reviewers at one time. Add Reviewer Tab: If you are unable to find a desired potential reviewer in the database, you can add a new record using the Add Reviewer tab. Please note that the system will automatically search the database and suggest any possible matches there may be. You will be allowed to either select the existing account or create a new one. If you are adding a reviewer to the database, you will need to enter their first and last names, institutional affiliation, e-mail address, and phone number. Current Reviewers Tab: All potential reviewers who have been assigned to the manuscript will be listed on the Current Reviewers tab. You may use this tab to re-order or remove potential reviewers and/or add comments for the staff. You may also change the desired number of reviewers to secure using the drop down box at the top of the screen. Click the Apply Changes button at the bottom of the screen after making any changes. Please note that the system will continue to invite reviewers from your list until the desired number of reviewers has been secured. If all reviewers on your list have been queried but the desired number of reviewers has not been secured, the paper will be sent back to your Assign Potential Reviewers folder for additional suggestions. You will receive e-mail notification of this. Reviewer Notes: Any notes that have been made from potential reviewers who have declined to review this manuscript will be shown on the Reviewer Notes tab. These notes may include suggestions for other potential reviewers. After you have assigned the potential reviewers, press the Assign Reviewers button. Your portion of the reviewer assignment process is now complete. The staff will take your recommendations (potential reviewers), contact each one by e-mail, and arrange for them to review the manuscript. After the reviewers have completed their reviews, you will receive an e-mail asking you to make a recommendation concerning acceptability via the process explained below. Associate Editor Recommendation To begin the process, click the Associate Editor Recommendation link. Clicking this link will display the Associate Editor Recommendation screen. This screen is broken into parts as follows: 1. Reviewers' Evaluations 2. Reviewers' Comments 3. Associate Editor Overall Rating 4. Remarks for the Editor 5. Comments for the Author You will be able to see the remarks and reviews made by the reviewers and enter your recommendation and comments. If begin your recommendation but are unable to complete it, you have the ability to save your work and return to it later. When you have completed your recommendation, be sure to click the Submit Recommendation icon. Availability Dates If you know of specific dates when you will be unavailable to perform your monitoring editor responsibilities (such as vacations, meetings, etc.) please click on the Modify Availability link on your homepage. You will be presented with 12 fields/months where you can specify which days you will not be available. The Senior Editors and staff will use this information to avoid assigning manuscripts during the specified durations. Getting Help If you need additional help, you can click on the help icons throughout the system. A help dialog box will pop up with context-sensitive help. Manuscript Status You can get the status of your assigned manuscript(s) by doing the following: 1. Logging into the system with your password. 2. Clicking on the link represented by the manuscript tracking number and abbreviated title. 3. Clicking on the Check Status link at the bottom of the displayed page. This procedure will display detailed tracking information about where the manuscript is in the submission/peer review process. Please press HOME to continue.