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Wolters Kluwer Health Guide for Editors using Editorial Manager 1
Topics in Geriatric Rehabilitation
Guide for Issue Editors
“How To Invite Reviewers and Make Decisions Using Editorial Manager”
Table of Contents
Introduction........................................................................................................................2Get to Know the Action Column........................................................................................4How to Access the Submission Files.................................................................................5How to Invite Reviewers...................................................................................................6Submit Editor’s Decision and Comments.......................................................................14
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
Wolters Kluwer Health Guide for Editors using Editorial Manager 2
IntroductionTopics in Geriatric Rehabilitation recently began using Editorial Manager (EM), a web-based platform for manuscript submission and peer review. Wolters Kluwer Health adopted Editorial Manager in general to improve journal response time to authors, lower the costs of traditional manuscript trafficking, streamline editorial procedures, meet print deadlines, and improve the overall quality of all Wolters Kluwer Health journals.
This guide is designed to boil down the Issue Editor responsibilities for Topics in Geriatric Rehabilitation into two main skill sets: Inviting Reviewers for new and revised submissions Making Decisions
The majority of submissions to Topics in Geriatric Rehabilitation are invited by an Issue Editor as part of a specific issue focusing on a particular topic. If you receive an assignment that you do not recognize as part of your issue, please notify the Managing Editor, Wendy James ([email protected]).
As part of your Issue Editor duties, you are expected to invite Reviewers and work with the authors to ensure each submission meets Topics in Geriatric Rehabilitation’s standards regarding publishable material..
Need more help with Editorial Manager?Click Here to Search the Online FAQ's
orcontact the Managing Editor at [email protected].
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
Wolters Kluwer Health Guide for Editors using Editorial Manager 3
Identify and understand your ‘To-Do List’There are four key folders in your account to watch. When submissions are in these folders, it means you have work to do. The numbers appended to each folder tell you how many submissions need your attention in each category.
Goal: To process the submissions in these four folders in a timely manner to limit the time to first decision. To easily accomplish this goal, empty these EM inboxes on a daily basis. No other folders on your main menu matter more than those listed in your “To-Do” list.
Example ‘To-Do’ List:
Key Folders that Manage your Work:a. New Assignments – Click here to see all new manuscripts assigned to you. You will
need to a) Invite Reviewers, b) Assign a subordinate Editor, or c) Make a Decision.b. Submissions with Required Reviews Complete – Click here to see all submissions for
which the required reviews have been completed. These papers are awaiting your decision; you may also invite additional reviewers, if desired.
c. Submissions Requiring Additional Reviewers – Click here to see all submissions for which reviewers were invited but the number of required reviews has not been met because a) a reviewer declined to review the submission or b) a reviewer was un-invited. You can either invite more reviewers or submit your decision based on the comments which have already been received.
d. Submissions with One or More Late Reviews – Click here to browse through all the submissions with late reviewers. You may choose to un-invite any severely late reviewers, invite alternate reviewers to take their place, or you may want to expedite the review by making a decision. Keep in mind that this folder shows submissions with late reviews that will be dealt with when the editorial office sends reminder letters.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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Get to Know the Action ColumnWhen you click on a folder in your ‘To-Do’ list, your assignments are shown in table format. The column on the left-hand side reveals all of the actions you can take on the manuscript.
Key Actions:a. View Submission – Allows you to view the submission in PDF format.b. Details – Displays author contact information, abstract, keywords, and
editors assigned to the submission.c. History – Allows you to view the status and correspondence history of the
manuscript. You can also add external (ie, sent outside Editorial Manager) correspondence here so it is stored in the submission record.
d. File Inventory – contains all of the component files for the submission, which make up the submission PDF.
e. Edit Submission – allows you to Edit the submission.f. Similar Articles in MEDLINE – Performs a Medline search using Aries
Knowledge Finder software. The search is based on the title of the submission and shows all results. Once the search has been initiated, you will be logged into Knowledge Finder where further searches can be initiated.
g. OVID – Title and Keywords – Performs a Medline search using the Ovid search engine. The search is based on the title and keywords of the submission. Once the search has been initiated, you will be logged into Ovid where further searches can be initiated.
h. TGR Keyword Search – Performs a search on www.topicsingeriatricrehabilitation.com using the Keywords entered by the author during the submission process.
i. Submit Editor's Decision and Comments – Opens the Decision form which captures your decision term, comments to the Managing Editor and any comments to the author.
j. Send E-mail – click this link to send an ad-hoc email to the Managing Editor or to the author.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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How to Access the Submission Files You may access any of the individual submission files, including the Word document, via the File Inventory menu.
Steps to Follow:1. Click on the File Inventory link for the paper.2. Locate the file in the list on the File Inventory screen.3. Click “Download” to download the file. Save the file to your desktop so it can
easily be accessed later.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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How to Invite Reviewers1. Click on the Invite Reviewers link in the Action Links menu.
‘Invite Reviewers’ page:
2. Check the Required Number of ReviewsThe current default number of reviews that must be received before the submission moves to the Required Reviews Complete folder is 2. If you’d like to change this number, click on the link at the top of the Invite Reviewers page, as shown below:
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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Click on the Change link, then enter the number of desired reviews. Once the required number of reviews has been completed, the
submission will automatically move to your Submissions with Required Reviews Complete folder.
3. Check the number of days the reviewer has to respond to the invitationBy default, the number of days a reviewer has to respond to an invitation is 7. This means that the reviewer will be automatically un-invited 7 days after the invitation is sent.
To change the number of days a reviewer has to respond to the invitation, click on the link at the top of the Invite Reviewers page, as shown below. If you would not like the reviewers to be automatically un-invited, change this number to ‘0’.
If you turn off the automatic un-invitation, be sure to check on your outstanding invitations regularly; send reminders and manually un-invite unresponsive reviewers as necessary.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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4. Search for Reviewers
Search for Reviewers : use this option to search for a specific person (e.g., by last name or by email address).
Search by Classification Matches : use this option to search by classification matches (i.e., find reviewers whose classifications match those of the manuscript).
Search by Personal Classifications : search for reviewers based on their personal classifications (can be useful if no classifications have been entered for the submission).
Suggest Reviewers : Editorial Manager will suggest possible reviewers for the paper based on classification matches and reviewer availability.NOTE: ‘Search by Classification Matches’, ‘Search by Personal Classifications’ and ‘Suggest Reviewers’ can only be used if classifications have been configured.
Enter your preferred search parameters (‘Search for Reviewers’), then click Go.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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‘Search for Reviewers’ screen:
Enter the search criteria, such as Last Name, for the reviewer(s) you would like to invite. Then, click Search. The Search results will be displayed below the search criteria.
The following information is included in the search results: Reviewer Name : full name of the reviewer. Clicking on the person’s name will
open his or her People Information page, which shows that person’s contact information, availability, and previous reviewer and author activity.
Board Member : indicates whether or not the person is a member of the Editorial Board.
Classifications : show what, if any, classification matches the person has with the manuscript.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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Reviewer Statistics : o how many reviews are presently in progress o how many reviews the person has completed o how many times the person was un-invited after agreeing to review o how many times a review assignment was terminated after the person
agreed to review o dates of last reviews completed, agreed to, or declinedo average number of days a review is outstandingo Reviewer Rating (determined by the Editor)
Invitation Statistics : (person’s overall reviewer performance record) o Number of presently outstanding invitationso reviews agreed to o invitations declined o un-invitedo terminatedo total number of invitations
5. Select ReviewersThere are two options available when selecting reviewers, as shown below: ‘Inv.’ (Invite) and ‘Alt.’ (alternate).
Check the ‘Inv.’ box for each reviewer to whom you would like to immediately send an invitation.
Check the ‘Alt.’ box to select a person as an alternate reviewer, who will be invited only if one of the invited reviewers declines or is un-invited.
Once you have selected your reviewers and alternates, scroll to the bottom of the page and click ‘Proceed’.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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6. Select / Customize Invitation LettersOn the next screen, shown below, you can select the invitation you’d like to send to each reviewer. To customize any invitation letter, simply click on the Customize link.
7. When you’re ready to invite the Reviewers, click on Confirm Selections and Proceed. Invitation letters will then be sent to the reviewers you chose to invite. Any alternate reviewers will not receive invitation letters unless the invited reviewers decline or are un-invited.
Revised Submissions: Please keep the following in mind when inviting reviewers for revised
submissions:o When you click “Invite Reviewers”, the default search criteria will
automatically bring up the reviewers who reviewed the previous version of the submission. You will be able to include the reviewers’ comments regarding the previous version in your invitation email.
o Be sure to reset the number of required reviews as necessary to reflect the number of reviewers that you actually invite.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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o Be sure to choose the proper invitation letter to ensure the reviewer understands that the submission has been revised and that he or she reviewed the previous version.
NOTES: Until at least one reviewer responds to the invitation, the submission will
remain in the Reviewers Invited – No Response folder. The Reviewers Invited – No Response report can be used to follow up on these outstanding invitations.
Once one or more reviewers have agreed to review, the submission will move to the Submissions Under Review folder. The Reviewer Reminder Report can be used to follow up on these assignments.
If all the invited reviewers and the alternate reviewers selected for a submission either decline the invitation or are uninvited before the required number of reviews have been submitted, the submission will automatically move to your Submissions Requiring Additional Reviewers folder.
When all of the required reviews have been received, the submission will move to the Required Reviews Complete folder.
Selecting Alternate Reviewers:o Selecting Alternate Reviewers saves time! If you select alternates at the
same time you invited reviewers, you won’t have to log back in to invite new reviewers when one declines or is un-invited. You may select as many alternate reviewers as you like.
o If an invited reviewer does not respond to an invitation within the set number of days (see above), that reviewer will automatically be un-invited. The first person in the alternate reviewers list will then automatically be invited.
o If an invited reviewer is manually un-invited by an editor, the first person in the alternate reviewers list will then automatically be invited.
o If an invited reviewer declines an invitation, the first person in the alternate reviewers list will then automatically be invited.
Additional Features:A number of links are available at the top and bottom of the Reviewer Selection Summary and Search for Reviewers pages. These links can be useful in managing reviewer invitations.o Request Unregistered Reviewer
If you would like to ask the editorial office for assistance in contacting a reviewer that is not in the journal’s database, click this button and provide the person’s name, email address and institution. The Managing
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
Wolters Kluwer Health Guide for Editors using Editorial Manager 13
Editor will register the person as a reviewer and invite the person to review the paper.
o Register and Select New Reviewer If you cannot find a reviewer in the journal’s database, but you know the name and e-mail address of a prospective reviewer, click this link to add a new reviewer to the system and invite the person to review.
o Author's Reviewer Preferences Clicking this link will open a window displaying the names of any reviewers suggested or opposed by the author during the submission process.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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Submit Editor’s Decision and Comments
Steps to Follow:1. Click Submit Editor's Decision and Comments to open the Editor form.
2. Click “Editor Instructions” to view the instructions from the journal office.3. Choose a decision term from the drop-down box at the top of the form.4. Complete the Confidential Comments to the Editor box.
Enter any message or instructions you’d like to send to the Editor in Chief or to the Managing Editor.
5. Enter any Comments to the Author.NOTE: Anything in this box will be automatically merged into the decision letter that is sent to the author. These comments are anonymous and should not include any comments regarding the paper’s suitability for publication.
6. Enter any additional comments you may have to the author. 7. Click “Proceed” to see a proof of the decision, then click “Submit Decision”.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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8. The Notify Author screen will then load. View the decision letter, then click on the ‘Send Now’ button to send the notification to the author.
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.
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HelpHere are some common problems reported by editors. If you experience problems not addressed here, please contact your journal office for more information or search Editorial Solutions’ Online Knowledge Base.
Two Frequently Asked Questions from Editors Using Editorial Manager
Q: Why do PDF files download as FDF files in Editorial Manager?Answer: http://lwwonline.custhelp.com/app/answers/detail/a_id/2302/kw/Why%20do%20PDF%20files%20download%20as%20FDF%20files%20in%20Editorial%20Manager
Q: Why can’t I view the submission?Answers:Unable to View Submission http://lwwonline.custhelp.com/app/answers/detail/a_id/2337/kw/Why%20can%E2%80%99t%20I%20view%20the%20submission%3F
Unable to view Revised Submissionhttp://lwwonline.custhelp.com/app/answers/detail/a_id/2657/kw/Why%20can%E2%80%99t%20I%20view%20the%20submission%3F
Need more help with Editorial Manager?Click Here to Search the Online FAQ's.
orContact [email protected]
Any questions related to journal procedure or policy can be directed to: Wendy James, Managing Editor
©2011 Wolters Kluwer Health These guides are intended for sole use by Wolters Kluwer Health and its customers and may be distributed at the sole discretion of Wolters Kluwer Health. Any dissemination or other transmission is explicitly prohibited.