Guide for Associate Editors

When the submission enters the Review Stage, you will receive a notification indicating that Reviewers need to be assigned to the submission.

From the Reviewers panel, you can select Add Reviewer to assign a new Reviewer.

This opens a new window, where Reviewers are listed and can be selected one at a time.

Note the details visible about the Reviewers, including their interests, past assignments, etc.

At the bottom of this form, you will see options to:

Select Reviewer
Use this to confirm your selection once you have picked a Reviewer from the list.

Create New Reviewer
If none of the Reviewers are suitable, you can use this button to create a new Reviewer. This is a new account in the system.

Enroll Existing User
If none of the Reviewers are suitable, you can enroll an existing user as a Reviewer.

For this demonstration, we will pick Adela as our Reviewer and hit the Select Reviewer button.

This initiates a new window with a message for the Reviewer.

You can revise any of the prepared text.

Further down the form, you will see the additional details that are sent to the Reviewer including title, abstract, important dates, and a link to the files to be reviewed.

Click on the Add Reviewer button to send the message and assign the Reviewer.

Back on the Review Stage, we can see the Reviewer is now listed.

You can make additional changes using the blue arrow toggle next to the Reviewer's name.

Review Details
Provides details on the review.

Email Reviewer
Allows you to send a message to the Reviewer.

Edit Review
Allows you to change the review dates and files.

Unassign Reviewer
Allows you to unassign the Reviewer.

History
Provides a brief history of the review.

At this point, we could add additional Reviewers, and then wait for their recommendations to come in.

Responding to Reviews

Once the Reviewers have completed their work, the Section Editor can see the results in their dashboard.Here they will see notifications that new reviews have been submitted and whether all reviews are in.

Use the Read Review link in the Reviewers panel to read the comments from the Reviewers, including those for both the Author and Editor as well as for the Editor only.

Select the Confirm link at the bottom of the screen.

In the Reviewers panel, you can now see a Thank Reviewer link. Choose that to send a quick message to the Reviewer, thanking them for their work.

Making the Decision

Based on the Reviewer recommendations, you can use the action buttons to make a decision.

Options include:

Request Revisions
This will require the Author to make minor changes, but no further peer review is required.

Resubmit for Review
This will require the Author to make major changes and another round of review will need to take place.

Send to Copyediting
This means the submission is accepted without revisions and can proceed to the Copyediting stage.

Decline Submission
This means that the submission has not passed peer review and is unsuitable for further consideration. The submission would then move to the Archives.

Request Revisions

In this demonstration, we are going to request that the Author make some minor revisions before acceptance.

To do so, select the Request Revisions button. This results in a new message window.

You can modify any of the text before sending the message.

Use the Add Reviews button to import the Reviewer's comments from the Editor and Author field. Comments in the Editor only field will not be displayed.

If there are any attachments, such as marked up file created by a Reviewer, you can attach it here (as long as it has been anonymized).

Click on the Record Editorial Decision button to send the message.

You must now wait for the Author to respond with her revisions.

Author Responds

Once the Author has made the revisions, you will receive a message (via email and the Review Discussions panel).

You will also see the revised file in the Revisions panel.

At this point, you can download the revised file and the revision documents, check to make sure it is ready, and communicate with the Author using the Review Discussions panel.

In this case, we're going to inform the Author that we are accepting the revisions. To do so, click on the linked title of the discussion. This will open the discussion box.

![](learning-ojs-3-ed-discussion-window.png)

Use the Add Message button to reply.

Another option would be to ask for further revisions, but at this point, we're ready to move on.

Moving to Copyediting

The submission is now ready to be moved to copyediting. To do so, use the blue Send to Copyeditingbutton.

This will open a new window.

Click on the Record Editorial Decision button at the bottom of the window.

The submission is automatically moved to the Copyediting stage