Working with ScholarOne Manuscripts This document is designed to be your step-by-step training guide for working with the ScholarOne Manuscripts system. Please use this document to guide you through the ScholarOne Manuscripts peer review process. Go to http://mc.manuscriptcentral.com/#### (where #### is your journal acronym) When a new paper is received, you will receive an email, alerting you that a new paper has been added to the system. You should then log into ScholarOne Manuscripts to begin the review process. Logging into the system:

Once you are logged in, this is what you should do when a new paper is received by the journal: Step 1 - Accessing the Editorial Office/Administrator Centre

The Editorial Office Centre allows you the best overview of all that is happening with papers in the system. You will have the best level of access to all the papers in the system via this centre, and will be able to perform all the editor‟s actions from this centre.

Click „Editorial Office Centre‟

Enter your Username

Enter your Password

Click „Log In‟

http://mc.manuscriptcentral.com/####

Step 2 – Accessing the ‘Complete Checklist’ Queue The papers in the “Complete Checklist” queue are papers that have literally just been received by the journal. These papers have not yet been checked for completeness, or if they are appropriate for publication in your journal (eg. relevant to the Aims and Scope of your journal). Papers in this queue have not yet been assigned to any editors or reviewers. The first stage of the ScholarOne Manuscripts process is to check the paper is complete, that it is appropriate for your journal. This process is called “Completing the Checklist” Step 3 – The Complete Checklist Queue This table shows you all the papers at the “Complete Checklist” stage of the process, and allows you to navigate between them if there is more than one.

Click „Complete Checklist‟

1) When the new screen appears, click „Select…‟ to access the dropdown menu.

2) Click „EO Checklist‟ to go to the paper, in order to check and confirm that it‟s suitable for peer review.

Step 4 – Looking at the Manuscript To read the manuscript that has been submitted, click the „PDF‟ icon, as shown below.

1. When you clicked on „PDF‟ a new window will open. This new window will show the paper that the author submitted. Regardless of the format that the author submitted, the paper will be shown in this window as a PDF. 2. You should check the paper for completeness, ensuring that all required composites of the journal article are present: eg. the full article, any figures or tables, a bibliography etc. 3. You should also check that the article is appropriate for publication in your journal (eg. is it relevant to the Aims and Scope of your journal). 4. When you have finished your checks of this article, please close the PDF window, returning to the „Manuscript Details‟ page, as shown above. Step 5 – ‘Manuscript is Complete’-? Once you have reviewed the article you need to confirm that it is satisfies the criteria outlined in the paragraph above. To do this, click on one of the blue confirmations icons to either „Approve‟, „Reject‟ or „Save‟ the article.

Click the green „PDF‟ icon to see the paper that has been submitted.

Click on this empty white box and a tick will appear. Clicking here indicates that you confirm that the „Manuscript is Complete.‟

Click the „Approve‟ icon to confirm this and move to the next stage of the process.

Step 6 – Assign an Associate Editor In order to choose an Associate Editor for this article, you must select the Associate Editor‟s name from the “Select an AE (# Current Assignments)” dropdown menu. The drop-down menu displays the names of all Associate Editors on your journal. Once you have highlighted the name of the appropriate Associate Editor by clicking on it, click the blue „Assign‟ icon.

When you click „Assign‟ the Associate Editor you have chosen will automatically be sent an email alerting them that they must invite reviewers to report on that paper. At the same time that the email is sent, clicking „Assign‟ will cause you to navigate to a new screen within ScholarOne Manuscripts – „EIC Immediate Decision.‟ Step 7 – ‘EIC Immediate Decision’ The „EIC Immediate Decision‟ Screen allows the Editor-in-Chief to make an immediate decision on a paper, without sending it to peer review. You may wish to make an immediate decision if you receive a book review, or a revised article that you feel does not require further reviewer input. You may also like to use this page to reject articles that are simply not suitable for your journal, perhaps if the English is very poor, or if the topic is not of interest to your readers. However, you do not have to use this page. It is just available if you wish to use it. To proceed with the peer review process as normal, click on the „Select Reviewers‟ tab in the top right hand corner of the screen.

Click „Select an AE (# Current Assignments)‟ to see the list of all Associate Editors for your journal. Highlight the name of the Associate Editor you wish to assign.

Click the blue „Assign‟ icon to move to the next stage of the process.

Step 8 – Inviting Reviewers Inviting reviewers is normally the job of the Associate Editor. When you click „Select Reviewers‟ you will be taken to this page, which allows you to search for and select reviewers for the paper.

You selected „1‟ as the default number of reviews you require on each paper before the editor makes a decision. However, if you wish to raise that number, perhaps requiring two reviews before you make a decision on that paper, you can alter this ad hoc. To do so, change the figure that appears here and then click the blue „Save‟ icon.

This form allows you to invite new reviewers who are not already in the system.

The Quick Search allows you to search for reviewers by their first OR last name (but not both). You can also put a „*‟ in this box to generate a complete list of all reviewers registered with your journal.

1). If you would like to invite peer reviewers, please click the „Select Reviewers‟ tab here. Click this tab if you don‟t want to make an immediate decision on the paper. The next two steps are not applicable if you wish to select reviewers.

2). If you do want to make an Immediate Decision on this paper, click the relevant circle to indicate your decision on that paper.

3). Then click „Commit Decision.‟ An email will pop up, which you can edit before it is sent to the author. To send the email, click „Send & Commit Decision.‟

To help locate suitable reviewers for a specific manuscript, you can perform the following searches: Quick Search - if you know of a reviewer on the system who is suitable to

evaluate the paper you can use this search to find reviewers by name. You can search for multiple reviewers at the same time by separating names with a comma.

Advanced Search - this enables you to search for reviewers by specifying

any of their account details, or by limiting your search to include only reviewers with a specified number of current or previous review assignments from your journal.

You can also use the blue „External Searches‟ button at the top of the page to help you search PubMed, Google and Highwire for potential reviewers.

Clicking the “External Searches” button, as shown above, will cause a pop up box to appear. This box allows you to search external websites for potential reviewers using the author‟s manuscript keywords.

If you want to invite a referee whose details are not already be in the

system, the „Create Referee Account‟ box to the right of the screen will add an account so you can do this. This will also trigger an email to that person to let them know they have a referee account on ScholarOne Manuscripts for your journal and give them the appropriate site URL and log in details. Make sure you have searched thoroughly for a potential referee before creating an account in this way as creating duplicate accounts will create problems for referees.

Step 9 - Select and Invite Reviewers When your search results are displayed, the reviewer‟s details will be brought up with a check box adjacent to them. Click on this check box to select the reviewer and click the blue „add‟ button at the bottom of the list of reviewers. The reviewer details will then be displayed towards the top of the screen. To invite them to review the manuscript click on the blue „tick‟ button in the status column.

When you do this, an email will pop up – this is the email inviting the reviewer and will bring in the manuscript title and the abstract, at the bottom of the email.

Click the blue „Save and Send‟ button at the foot of the page, and the reviewer will be invited.

Step 1. Your search results will appear here. To invite this reviewer, tick the empty box in the “Add” column and click the blue “+” Add box below.

Step 2. If you wish to search for another reviewer, click here to “Return to Search.”

Step 3. The reviewers you invited in step one will now appear in this list. To invite them to review the paper, you must click here to generate the invitation email.

Step 1. Use this scroll bar to check through the content of the email and ensure you are happy with it before sending. The text is fully editable.

Step 2. When you are happy with the email‟s wording, click save and send to invite the reviewer.

Reviewers’ Response The reviewer can respond to the invitation to review in two ways:

1. On the email inviting them to review there are 3 links, one to say they agree to review the manuscript, one that declines the invitation to review and one that specifies that the reviewer is unavailable to review this paper. When a reviewer clicks on one of these links, the system changes their recorded response accordingly and sends them the appropriate email. This will either give them the details of how to log in to ScholarOne Manuscripts and complete their review or, if they‟ve selected declined or unavailable, simply acknowledges their response.

2. If they choose not to click on one of the links, deciding instead to reply

to your email with their response, you will need to go to the „Assign Reviewers‟ queue and „Take Action‟ on the appropriate manuscript. When you are on the „Assign Reviewers‟ page you will see a dropdown list beside the reviewers name in the status column. Use this list to select their response – Agreed, Late Response, Declined, Unavailable, No Response. Save this selection. This will send them the appropriate acknowledgement to their response.

3. If a reviewer declines or declares themselves unavailable, simply select

extra reviewers using the same process described above. There is no need to delete the unavailable reviewers in this instance.

If a reviewer clicks the links in the email they were sent then the system will update automatically and they will immediately be sent a further email giving them access to the reviewer score sheet. In this instance you need only await their verdict on the manuscript – no further processing is required.

If you are contacted directly about their availability to act as reviewer, you can record their response here using the drop-down “Select” menu. Select the appropriate option from the drop-down list and click the blue “Save” tick next to this box. Another email will “pop-up” that contains a link that gives them access to both the PDF proof and the reviewer’s score sheet where they can record their opinion.

Changing the number of reviews required to make a decision On the Assign Reviewers page the „Progress‟ box on the right hand side shows the status of the reviews. At the top is a „Reviews Required to Make a Decision‟ box. If your default number of reviews is 3 but you receive 2 concordant reviews and want to go ahead and make a decision based on these, simply change the figure in the box to 2 and click save. This will bring up the decision page for that manuscript. If you get to the decision stage and decide that another review would be useful the „Progress‟ box is displayed on this page, so you can increase the number of reviews required to make a decision and click save. The tabs at the top will then give you the option to return to the „Assign Reviewers‟ page and select and invite another reviewer.

When the required amount of reviews needed to make a decision is reached, the manuscript will automatically be moved into the „Make Recommendation‟ queue, and the Associate Editor will be sent an email to tell them they need go into the system and make a recommendation on the paper.

If you wish to raise the number of reviewers, change the figure that appears here and then click the blue „Save‟ icon.

Making your Recommendation/Decision On the „Make Recommendation‟ page, information on the reviews submitted will be displayed on the right hand side of the screen so you can access them as necessary.

When you view the pop-up review screen, if you scroll down below it you can also rate the reviewers‟ contributions from here and the system will keep a record of their „score‟ for your reference. This may help you when deciding on reviewers for subsequent papers.

Click “View Review” and the review will pop up in a new screen.

To rate your reviewers based on the timeliness and quality of their assessment, click the appropriate radio button and then click the blue “Save” icon.

If you wish to edit any of the reviewer‟s comments, as they appear in the “Comments to the Author” box, click the blue “Edit” icon. You will then be able to make any changes you wish.

Once you have checked the review comments, close the pop-up down and return to the main “Make Recommendation” ScholarOne Manuscripts screen.

Make your decision by selecting the appropriate option from those on the left of the page. You can also add any comments in the “Confidential Comments to the EIC” box below, i.e. points of interest for the EIC, a possible issue number for the paper. If a reviewer has attached their report as a separate file, it is worth flagging this up to the EiC in the “Comments to the EiC” field as s/he will need to attach these to the decision email sent to the author. Once you have made your comments, click the blue „Submit‟ button. When the „Submit‟ button is used, the Editor-in-Chief of your journal will be notified that a recommendation has been made. The EIC will then give this recommendation serious consideration when making his final decision.

These radio buttons record your recommendation.

If you want to invite a further reviewer at this stage (eg. In case if deadlock), simply change the number of reviewers using this box.

If you would like more time to consider your verdict before submission, click “Save,” which allows you to save your comments so far and complete this form at a later date.

Click “Submit” to send your verdict to the Editor-in-Chief for consideration.

Making a Final Decision When an Associate Editor makes their recommendation, the EIC will automatically be sent an email to alert them that they now need to make a final decision on a paper. The Editor in Chief‟s “Make Decision” stage looks like this:

Make your decision by selecting the appropriate option from those on the left of the page. You can also add any comments in the box below. Once you have made your comments, click the blue „Commit Decision‟ button. When the „Commit Decision‟ button is used, this will bring up the email (addressed to the author) appropriate to your response.

These radio buttons record your decision.

Click the “view recommendation” link to view the reviewer response in a pop-up window. Click the “rescind” link in case of the review being inappropriate or containing insufficient detail.

If you want to invite a further reviewer at this stage (eg. In case if deadlock), simply change the number of reviewers using this box.

If you would like more time to consider your verdict before submission, click “Save,” which allows you to save your comments so far and complete this form at a later date.

Click “Commit Decision” to record your verdict on this paper. When you click this button, an email will then pop up which you may edit before sending it to the author. The reviewers comments will already be in the text of the email when it pops up, so you need not cut and paste them in.

Check the email looks ok, and that you are happy with its wording, and the reviewer comments that feature at bottom of the email‟s text. Click „Send and Commit Decision‟ to complete the decision making process. This email must be sent for the decision to register in the system. Troubleshooting If you get stuck, click on the „Get Help Now‟ link at the top right of the screen. From this portal you can access the phone number for support, email them a question or log into the Education & Support Portal where you can access detailed user guides. There is also a list of FAQs which you may find useful. Your contact at T&F/Informa may also be able to help you at this stage. If you experience any issues with this process, or if you have questions or comments about the system, please get in touch with your contact at Taylor & Francis.

The reviewer‟s and associate editor‟s comments are automatically imported into this email – you do not need to copy them in. The comments can also be edited in this email, as the full text of this email is editable, just like a standard email.

When you are happy with the content of the email, click “Send and Commit Decision,” which completes the process.