Medicine : Academic Editor Tutorial - LWW...
Transcript of Medicine : Academic Editor Tutorial - LWW...
Medicine® Academic Editor Tutorial - 1
Academic Editor Tutorial
Contents
I. Assignments
a. Receiving an invitation
b. Responding to an invitation
c. Primary review
i. Cascading peer review
II. Inviting additional reviewers
a. Reviewer selection modes
i. Search for Reviewers
ii. Search by Classification Matches
iii. Search by Personal Classifications
iv. Suggest Reviewers
b. Invite reviewers
III. Reviewer Ratings
IV. Review forms
V. Submitting a decision
a. Decision terms
VI. Accepted articles
VII. Academic Editor support
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Assignments Medicine® does not directly assign manuscripts to Academic Editors. Instead, Medicine® invites a pool of
Academic Editors, whose personal classifications match the classifications of the article, to claim the
manuscript. The first Academic Editor to claim the manuscript is assigned, and the other invited
Academic Editors are notified that the manuscript has been claimed. Only one Academic Editor may
claim a manuscript.
Receiving an invitation Invitations to claim manuscripts will appear in the “New Invitations” folder of the Academic Editor Main
Menu (Figure 1). The invitation will also be sent via email, which will include links to either accept or
decline the invitation (Figure 2).
Figure 1. Academic Editor Main Menu
Figure 2. Academic Editor invitation email.
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Responding to an invitation You may respond to the Academic Editor invitation in one of two ways:
1. You may log-in to Editorial Manager (http://www.editorialmanager.com/md) as an Academic
Editor. Open the “New Invitations” folder and select “Yes I will take this Assignment” or “No I
will not take this Assignment” from the Action Menu (Figure 3).
Figure 3.
2. You may also click either of the links included in the Invitation email (Figure 4).
Figure 4.
If the invitation is accepted, the manuscript is moved into the New Assignments folder of the Academic
Editor Main Menu (Figure 1). All other invited Academic Editors will be notified via email that the
manuscript has been assigned. When declining an invitation for assignment, an Academic Editor will be
asked to provide from a drop-down list the reason for declining.
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Primary review From the “New Assignments” folder, an Academic Editor may take the following actions from the drop-
down Action Menu (Figure 5):
Figure 5.
1. View submission. Downloads a PDF file of the complete submission, including figures, tables,
reporting guidelines supporting documents and links to supplemental digital content.
2. Details. Provides author information, submission data, and any notes provided by the Editorial
Office.
3. Initiate discussion. During the Editorial process, there may be times when an Editor wants to
solicit opinions or feedback from other Editors regarding a submission tangential to the main
decision chain. A discussion can be initiated at any point in the workflow, and is tangential to
the editorial workflow of Editor assignment, peer review, and Editor decision. The discussion is
a side-bar conversation where Editors can pose questions and post comments without delaying
the editorial or production process in any way.
4. History. View the status and correspondence history of the manuscript.
5. File Inventory. View/download the individual components of the manuscript in their native
format.
6. Classifications. Allows Editor to View/Modify the article’s classifications.
7. Invite Reviewers. Provides mechanisms for searching for existing reviewers, registering new
reviewers and inviting reviewers.
8. Similar Articles in MEDLINE. Provides a list of articles in MEDLINE based on title/keyword
similarity. An excellent resource for finding potential reviewers.
9. Submit Editor’s Decision and Comments. Final step in the review process.
The primary review of the manuscript should assess the overall appropriateness of the manuscript for
Medicine®. Based on this review, if a manuscript is clearly non-scientific, or outside of the scope of a
scientific publication, an Academic Editor may choose to submit a decision rather than solicit further
review. As a rule, Academic Editors are encouraged to seek at least 2 additional reviews prior to
submitting an editorial decision.
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Cascading Peer Review Medicine® is linked to approximately 50 other Wolters Kluwer titles by a process called “Cascading Peer
Review.” In this model, articles from other journals can be transferred at the author’s request to
Medicine®. With “Cascading Peer Review” Academic Editors and reviewers may be able to see the
previous review from the manuscript if the author and editorial office allow the review to be passed on.
Academic Editors have access to the Cascading Peer Review by selecting
“Details” under the article Action items (Figure 6). In the bottom of the Details
page will be a section “Transfer Information” where you will be able to view
the Transfer Letter from the journal.
Figure 6.
If the Editor of the Cascading Journal allows the reviews to be viewed by Medicine® the Transfer Letter
will include the Editors comments as well as the final Reviewer comments to the paper. Please feel free
to use these comments in addition to your assessment of the article. These comments can give further
insight into the manuscript and can help to improve the overall review and publication.
Figure 7.
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Inviting Additional Reviewers As mentioned, in order to provide a rigorous review, Medicine® encourages Academic Editors to seek at
least 2 additional reviews prior to submitting an editorial decision. Editorial Manager provides several
methods for Academic Editors to select reviewers.
Clicking “Invite Reviewers” on the manuscript action drop-down menu (Figure 5) opens the “Reviewer
Selection Summary” Page (Figure 8).
Figure 8.
Reviewer Selection Modes The Editor starts at the ‘Reviewer Selection Summary’ page, and chooses the Reviewer selection mode
from a set of drop-down boxes. One drop-down box lists the six primary Reviewer selection modes:
Search for Reviewers
Suggested by Author
Search by Classification Matches
Search by Personal Classifications
Suggest Reviewers
The second drop-down box lists:
The different Reviewer roles
An option to select from the entire Reviewer database (all roles)
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An option to search the entire people database (this includes people who have indicated they
are willing to review, people who are not willing to review, and people who are forbidden from
being Reviewers)
Note: If the person returned in the result set is forbidden from being a Reviewer in this journal,
it is indicated in red text in the Reviewer Name column, and the selection box is suppressed.
The Editor would first select the selection mode, and then select the Reviewer role, then click 'Go'.
Search for Reviewers Mode
When ‘Search for Reviewers’ is selected from the search mode drop-down box the Editor is delivered to
a search interface upon clicking the ‘Go’ button. The user is presented 6 rows for entering criteria, and
additional rows can be added by clicking the ‘Add’ button below the search fields.
The following fields are included in the criteria drop-down box:
Last Name
First Name
E-mail address
Position
Department
Institution
City
State
Country
People Notes
Personal Classifications
Personal Keywords
Figure 9.
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Search by Classification Matches Mode
When ‘Search by Classification Matches’ is selected the Editor can search for Reviewers based on
matches between the Manuscript Classifications and Reviewers’ ‘Personal Classifications’. The Editor is
delivered to a page that lists all Classifications associated with the manuscript and the number of
Reviewers associated with each Classification.
The Editor may select one or more Classifications. A list of Reviewers associated with the selected
Classifications is returned. The list can be ordered by number of matching Classifications (see ‘My
Reviewer Display Preferences’ section). The Manuscript Classifications are listed at the top of the page
for reference purposes.
Note: The list is organized by Classification Term, with associated Reviewers listed below each term. A
Reviewer may appear multiple times if they have multiple Classification matches. When the Editor
selects a Reviewer’s name by clicking the checkbox, that Reviewer is displayed as ‘selected’ throughout
the list, under each Classification Term that they are associated with. However, they will only receive
one invitation.
Search by Personal Classification Mode
When ‘Search by Personal Classifications’ is selected, the Editor can search for Reviewers based on the
Personal Classifications associated with each Reviewer. The Editor is delivered to a page that lists all of
the Classifications that are assigned to people in the system with a checkbox next to each term. The
Editor can select a maximum of 5 Classification Terms. A list of Reviewers associated with the selected
Classifications is returned. The list can be ordered by number of matching Classifications (see ‘My
Reviewer Display Preferences’ section).
Note: The Manuscript Classifications are listed at the top of the page for reference purposes.
Note: The list of Classifications may appear incomplete because it is a list of all Classifications assigned
to people; it is not a complete list of Classifications. If a Classification term does not appear on the list,
then that means no one in the system has selected that term as a Personal Classification.
Note: Unlike the Search by Classification Matches, which identifies matches between the Reviewer’s
Personal Classifications and the submission’s Manuscript Classifications, this mode allows the user to
search for Reviewers by Classification, independent of the Manuscript Classifications.
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Invite Reviewers When an Editor searches for a Reviewer, he will see up to 2 selection boxes for each reviewer returned
in the results (Inv., Alt.). Editors with Invite Reviewer permission will see a selection box labeled ‘Inv.’
When Reviewers are selected, and the Editor clicks the ‘Proceed’ button, the ‘Confirm Selections’ page
(Figure 10) displays the Reviewers in sections based on the checkbox selected for each Reviewer (Invite,
Alternate). The Invited Reviewers display with the default letter that is selected for the ‘Reviewer
Invited’ event.
Figure 10.
Academic Editors will be notified when a reviewer either accepts or declines an invitation to review.
Reviewers are provided 5 days to respond to a review invitation, and 10 days to complete the review
(counted from the date of acceptance of invitation).
Note: The default number of required reviews for each article type is 2. The general rule is to invite at
least 2 reviewers, and if possible, 2 to 4 alternate reviewers who will be automatically invited if the
initial invitations are declined or not responded to within 5 days.
While the manuscript remains under review, it will appear in the Academic Editor’s “Submissions
Requiring Additional Reviewers” folder (Figure 1).
Once the required number of reviews have been received, the manuscript will move into the Academic
Editor’s “Submissions with Required Reviews Complete” folder (Figure 1). The Academic Editor will
receive an email notification as each review is received and when the required number of reviews have
been completed.
Reviewers Ratings Once a review has been completed, Academic Editors must score the peer reviewers review based on a
scale of 1-100, with 100 indicating the highest possible quality. Please keep in mind that if a reviewer
submits their review on time and provides constructive analysis that helps you make a decision on a
manuscript, they have fulfilled their basic duties as a journal reviewer.
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To complete the reviewer rating process, simply follow the steps below:
1. From your Academic Editor Main Menu, locate the manuscript. Depending on the status of the
submission, the paper may be in any of the folders in the Editor ‘To-Do’ List section.
2. Once you have located the submission, click the “View Reviews and Comments” link (see image
below):
Figure 11.
3. Clicking this link will open a pop-up window that will allow you to see all reviews associated with
the manuscript, including a list of all reviewers who have agreed to review and have completed
reviews, as well as reviews that are in process. From this window, select the reviewer whose
review you would like to rate by clicking on their decision term (Accept, Reject, Revise, etc.)
4. After clicking on the reviewer’s decision term you will be taken to a page that will display the
entire review. Near the top of the page will be the Rate Review section. In the accompanying
text box, type in your reviewer rating. The rating system is on a scale from 1-100, with 100
representing the highest possible quality review. Once the review rating is added, scroll down to
the bottom of the page and click the Save and Close button.
Figure 12.Review Forms
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Each Medicine article type has a corresponding review form, and each review form follows the same
basic format:
Conflict of interest statement
Reporting guidelines compliance: As a measure of reviewer quality control, each review form
asks a specific question related to the corresponding reporting guideline for that article type.
For example, for the article type “OA: Clinical Trial/Experimental Study (CONSORT Compliant)”
the review form requires that the reviewer identify the manuscript page on which the author
has discussed the “Trial limitations, addressing sources of potential bias, imprecision, and, if
relevant, multiplicity of analyses."
Is the manuscript technically sound, and do the data support the conclusions? The manuscript
must describe a technically sound piece of scientific research with data that supports the
conclusions. Experiments must have been conducted rigorously, with appropriate controls,
replication, and sample sizes. The conclusions must be drawn appropriately based on the data
presented.
Has the statistical analysis been performed appropriately and rigorously?
Does the manuscript adhere to standards in this field for data availability? Authors must follow
field-specific standards for data deposition in publicly available resources and should include
accession numbers in the manuscript when relevant. The manuscript should explain what steps
have been taken to make data available, particularly in cases where data cannot be publicly
deposited.
Is the manuscript presented in an intelligible fashion and written in standard English?
Additional comments to Author (optional)
If you would like your identity to be revealed to the authors, please include your name here
(optional).
Confidential Comments to the Editor (optional)
Do you have any concerns about either the manuscript or your suitability to review that you
wish to convey to the Editor in confidence?
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Submitting a Decision An Academic Editor can make a Decision on an assigned submission at any time. Editors submit their
Decisions by clicking on the Action link called ‘Submit Editor’s Decision and Comments’ (Figure 5). If an
Editor starts his decision prior to the Required number of Reviews being met (i.e., the Minimum Number
of Required Reviewers is set to ‘2’, but only 1 review has been returned), the Minimum Number of
Required Reviewers for that submission will be reset to the number of reviews that have been returned.
This also moves the submission to the Editor’s ‘Submissions with Required Reviews Complete’ folder.
Figure 13.
When the Editor clicks the ‘Submit Editor’s Decision and Comments’ link, the form that is presented for
submitting a Decision has several components (Figure 13):
1. Drop-down box with Decision Term choices.
a. Accept
b. Accept pending minor revision
c. Revise
d. Reject
2. Manuscript Rating (optional). The Editor can rate the submission using a 1-100 scale. There is
only one rating opportunity
3. ‘Details’ link provides access to the Manuscript ‘Details’ page
4. ‘History’ link provides access to the ‘Status’ and/or ‘History’ page
5. ‘Similar Articles in MEDLINE’ link provides access to this feature
6. ‘Attachments (x)’ link allows the Editor access to any Attachments associated with the
completed reviews (depending on publication configuration), or to add any additional
attachments as part of the decision
7. ‘Invite Reviewers’ link provides access to the ‘Reviewer Selection Summary’ where the Editor
can go to invite additional Reviewers or Un-invite/Un-assign Reviewers
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8. ‘View Manuscript Rating Card’ link provides access to a page with a comprehensive, detailed
picture of all individual Manuscript Rating scores for a particular submission
9. ‘Send E-mail’ link is available for Editors with ‘Send Ad-Hoc E-mail’ permission, allowing them to
send e-mail from this page
10. Reviewer, Editor and Decision Grid displays the Reviewers and Editors assigned to each version
of the submission, along with their Recommendation or Decision, the Decision Letter that the
Author received for previous versions, and the Author’s ‘Response to Reviewers’. The Editor
and Reviewer Names link to their Activity Details (contact information, performance statistics,
and a list of submission they are reviewing or have reviewed, handling as an Editor, or
Authored). The Recommendation and Decision Terms are links to the actual comments made by
that person. Each version of the submission is also accessible through each header link on this
Grid.
11. ‘Comments to Editor’ textbox allows the Editor to view any comments that Reviewers have
submitted that are directed to the Editor. The Editor can add and or change any of the
comments in this box.
12. ‘Comments to Author’ textbox allows the Editor to view any comments that Reviewers have
submitted that are directed to the Author. This is where the Editor prepares all of the comments
from Reviewers and subordinate Editors that the Editor would like inserted into the Decision
Letter. This is also where the Editor enters her own comments for the Author.
13. A grid of configured Review Questions and Responses may be displayed.
Decision Terms Again, it is important to stress that when making a decision, Medicine’s mission is to publish articles that
are scientifically, technically, and ethically valid. For example, this may include negative results or
manuscripts that replicate results of previous studies. A manuscript’s novelty, originality, or potential
for impact are not a consideration for publication.
Accept: Manuscript is ready for publication in its current state.
Accept pending minor revision: Manuscript is scientifically ready for publication, but may need
minor revisions (eg, figure formatting, reference formatting) prior to publication. The Editorial
Office will likely make this determination when reviewing a decision of Accept.
Revise: Manuscript has merit, but for publication will require significant revisions to the
scientific content or structure.
Reject: Manuscript is fundamentally flawed, and should not be published.
Once a decision has been submitted, the manuscript will move into the Academic Editor’s “My
Assignments with Decision” folder (Figure 1). The Editorial Office will review the decision, and notify the
author. If the decision was either Accept or Reject, the manuscript is assigned a ‘final disposition’ by the
Editorial Office, and the manuscript will move into the Academic Editor’s “My Assignments with Final
Disposition” folder (Figure 1).
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Accepted Articles Accepted articles are submitted to production immediately upon acceptance, and published online
within 4-6 weeks.
Important Note: The Academic Editor’s name will be published on the title page of the article, along
with submission data (eg, date submitted, date of decision).
Academic Editor Support Although many of you are familiar with Editorial Manager as reviewers, the Editor functions—in
particular, Reviewer selection—can be complex. Editorial Manager does provide an online help system,
but it is essential that you reach out the Medicine® Editorial Office at [email protected] for
any help or guidance you may need.
Once again, our deepest appreciation for your willingness to support Medicine®.