Managing your Special Issue Effectively on ScholarOne Manuscripts ...

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Post on 13-Feb-2017




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  • Managing your Special Issue Effectively on ScholarOne Manuscripts: A Guide

    Managing your Special Issue on your ScholarOne Manuscripts sites benefits you, your Guest Editor,

    and your authors by clearly identifying those papers that have been submitted for consideration in

    any given special issue. This guide will show you all you need to know so that you can manage your

    special issue effectively on your ScholarOne Manuscripts site.

    The benefits:

    1. Support in managing the peer review process We will train and support your Guest Editors, and we can open and close the special issue

    for authors.

    2. Market your special issue to attract authors We can send a call for papers through your ScholarOne Manuscripts site, and link directly to

    the site for submission.

    3. Easily identify your special issue papers: You can flag up your special issue papers in the system, thereby allowing you to monitor

    how many papers are in the pipeline for your special issue, even if assigned to a Guest


    4. Authors are guided through the process: Authors are assured that their manuscript has been received for consideration for the

    special issue, all information is stored centrally, and an improved revisions process with

    deadlines and reminders keep it all together.

    5. Seamless transition to our Production Department and publication Special issues manuscripts sent to our Central Article Tracking System (CATS) are identified

    to the Production Editor so that they can be assigned to the appropriate issue. You can

    provide extra instructions to your Production Editor when sending the papers.

    When you commission your Special Issue, please get in touch with your ScholarOne

    Manuscripts contact at Taylor & Francis who can set this up accordingly. If you are unsure

    who your contact is, your Managing Editor at T&F will be able to put you in touch with them.

  • Managing Your Special Issue Effectively on ScholarOne Manuscripts

    See below to access instructions on

    - Setting up your Guest Editors - Guiding your authors for submissions

    Assigning your Guest Editor

    Your Guest Editors can be given access to your site, with papers assigned just to them:

    1. Upgrading your Guest Editors

    You can temporarily upgrade any user to Editor status, and even specify in advance the date their

    role as Guest Editor is due to come to a close.

    Select a soft end date to

    enable a Guest Editors role

    to expire only once the final

    manuscript assigned to

    them has been accepted for

    the special issue

  • 2. Training your Guest Editors

    We will provide your Guest Editors with a training guide on how to use your system and there are also several videos available on the ScholarOne Get Help Now site, which cover the basic tasks:

    Searching for a reviewer: Assigning a Reviewer: Making a recommendation

    A full list of videos is available at Most Editors find these to be sufficient to find their way around the site, however, if they still have further questions after consulting these resources, we can arrange a training call by phone or email.

    3. Their Editor Dashboard

    Once you assign the special issue papers to your Guest Editor, they can then manage the process in

    their Editor Centre. * Please note that only one Editor can be assigned to any paper at a time. if

    there is more than one Guest Editor, we recommend assigning one as Lead Editor, and the second

    as reviewer.

    Your Guest Editor can then add their own reviewers, and search externally to build up your reviewer


    Identifying your Special Issue Manuscripts:

    Papers are marked as special issue, so you can assign them to the appropriate Guest Editor.

    Authors are asked to indicate if their manuscript is for a special issue during submission. This answer

    can be made visible in the top screen of the manuscript as below:

    The Guest Editor can view

    only those manuscripts

    assigned to them in the

    Editor Dashboard.

  • *if this is not visible on your site, please get in touch with your S1 contact, who can activate this for


    You can also choose to flag special issue manuscripts with one of four different colours:

    This option is available at the end of the page on the Manuscript information tab:

    Special issue articles are

    easily identifiable in the

    header details. Click edit

    for a shortcut to edit the

    authors submission


    If an author answers yes to

    the special issue question,

    their answer will appear in

    the header details, with the

    title of the special issue.

    You can choose to flag a

    manuscript with one of four

    different colours. Select a

    colour, and click save.

    All Editorial Staff (Admin,

    EIC and AE) will be able to

    view the flag in the

    breadcrumb trail, and in the

    header details.

  • Guiding your Authors when submitting special issue manuscripts:

    We can set up a special issue manuscript type with the name of your new special issue so that

    authors are guided to submit correctly. In this way, special issue papers are identified consistently,

    and we can close the special issue down to prevent authors submitting after the deadline.

    Adding the special issue

    manuscript type will appear

    in the Author Dashboard

    when an author submits

    their paper.

    We can add instructions to

    highlight the special issue to

    your authors.

  • Sending your special issue to our Production Department:

    You can choose to add extra instructions regarding special issue manuscripts for the attention of

    your Production Editor if required.

    Further instructions can be found in our Guide to Sending Accepted Papers to CATS:

    If you have any questions about managing your special issue on your ScholarOne

    Manuscripts site, please get in touch with your ScholarOne Manuscripts contact.

    Managing your special issue once papers are accepted: the Production process

    Accepted manuscripts flagged as special issues in ScholarOne will be transferred into our Central Article Tracking System (CATS) in the same way as all other journal papers.

    The special issue title along with any Comments to Production will be transferred to CATS so that the Production Editor can identify which papers should be set aside for inclusion in the special issue.

    Although manuscript special issue information feeds through to CATS for ScholarOne, it is also important for production planning purposes that Editors send the following to their Production Editor as early as possible:

    a running order for the special issue, including paper titles, author names and any manuscript reference numbers;

    any manuscripts (e.g. editorials) that will be included in the special issue but will not be sent via ScholarOne;

    information about which issue in the volume that they intend the special issue to be; full special issue title and guest editor names, plus Guest Editor contact details; information about which editors (if any) will need to be sent proofs; and any additional information that will have an impact on production, including: any

    large orders of printed copies, or conferences which it would be desirable to have the issue ready in time for.

  • If your journal has an iFirst online publication workflow it is also important to let the Production Editor know if a manuscript for the special issue should not published online before the whole issue is ready.

    Managing the Production process in CATS

    Guest Editors can be given Academic Editor-level access to CATS for specified issues so that they can manage proofs and submit corrections online, view submitted author corrections, and track the progress of manuscripts via this system if they wish to do so. If you would like a Guest Editor to be given CATS access for certain issues, please let your Production Editor know.

    Help and training for using CATS is available from the CATS Helpdesk

    ( A detailed guide for Academic Editors on using CATS is also



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