2 Table of Contents Engaged Management ReView (EMR) Associate Editor Guidelines... 3 SECTION 1: Associate Editor How to Access Assigned Articles & Profile Updates... 3 SECTION 2: Associate Editor How to Assign Reviewers... 6 SECTION 3: Associate Editor How to Access Reviewer s Reviews SECTION 4: Associate Editor How to Prepare Associate Editor s Report and Assign Articles back to Editor-In-Chief SECTION 5: Associate Editor How to Manage Author s Revisions SECTION 6: Associate Editor How to Assign Revised Manuscript to Reviewers for a Second Review SECTION 7: Associate Editor How to Prepare Second Associate Editor s Report and Assign Articles back to Editor-In-Chief Appendix 1: What to do if a Reviewer does not provide timely reports Appendix 2: What to do if a Reviewer sends a report outside the system
3 Engaged Management ReView (EMR) Associate Editor Guidelines SECTION 1: Associate Editor How to Access Assigned Articles & Profile Updates Step Description Screenshot notification Associate Editor is notified via of a new article assignment. He/she must click on the link provided in the to access the article 3
4 Login Enter and password to log into the EMR paper submission system. All first-time log in s have a default password of temp without quotes. Updating profile Once logged in, select Edit Profile under My Account to make changes to your account including a new password. 4
5 Updating Password On the Edit Profile screen, type a new password and click on Update to save the changes. Article metatada and article view Associate Editor will be taken directly to the article s metadata page. On this screen, Associate Editor can download article. Click on download and article in PDF format will open in a new browser. 5
6 SECTION 2: Associate Editor How to Assign Reviewers Assign Reviewers Click on Reviewers to assign reviewers 6
7 Assign Reviewers Reviewers may be chosen in 3 different ways: (1) Enter a new reviewer; (2) Enter reviewer from master list of reviewers; (3) Enter reviewer from author s list. Currently, 4 reviewers can be selected, but we expect you to use 3 reviewers. 7
8 Assign reviewers (option 1: Enter a New Reviewer Part 1) Enter a new reviewer. Mandatory fields are: , first and last names. Ensure that the you enter is the one that the reviewer uses. Click on Suggest reviewer once all mandatory fields are recorded. 8
9 Assign reviewers (option 1: Enter a New Reviewer Part 2) Once a new reviewer has been suggested, a new screen will appear. On this new screen, click on request under Options to invite the potential reviewer to review the paper. There is still more information to be filled out before the system generates an to the reviewer. See next page. 9
10 Assign reviewers (option 1: Enter a New Reviewer Part 3) This screen contains 2 boilerplate reviewer invitation letters: Review Letter, which is most likely used by the Associate Editor to assign a paper to a Reviewer; and Student Review, when a current doctoral student is invited to review. Select the most appropriate letter, modify as needed and DELETE the other letter. Click on the Send button. The system sends the letter to reviewer. Review due date is 28 days from the date reviewer agrees to review. 10
11 Assign reviewers (option 1: Enter a New Reviewer Part 4) Once the letter has been sent out, the reviewers screen will change the status of the reviewer to so the that the first entry is rerequest (see options ) Assign Reviewers (Option 2: Select From Master List of Reviewers Part 1) Select the Option from Master List of Reviewers Assign Reviewers (Option 2: Select From Master List of Reviewers Part 2) Find a reviewer by either typing the last name, institution, subject area or address of the potential reviewer and selecting corresponding option in the drop down menu next to the text box field or by clicking on Show All to obtain a list of all reviewers currently in the EMR database. 11
12 Assign Reviewers (Option 2: Select From Master List of Reviewers Part 3) Once a reviewer is found, click on the checkbox next to his/her last name and click on Suggest Reviewer(s) Assign Reviewers (Option 2: Select From Master List of Reviewers Part 4) Once the reviewer has been suggested, his/her name will appear on the list of Reviewers. Click on request under option to send an invitation to the reviewer. The invited reviewer will get an invitation letter (click here to see sample letter) 12
13 Assign Reviewers (Option 3: Select From Author List Part 1) Select the Option from Author List Assign Reviewers (Option 3: Select From Author List Part 2) Click on a name to suggest that person becomes a reviewer. Make sure you do not select any of the authors of the article! 13
14 Assign Reviewers (Option 3: Select From Author List Part 3) Once the reviewer has been suggested, his/her name will appear on the list of Reviewers. Click on request under option to send an invitation to the reviewer. The invited reviewer will get an invitation letter (click here to see sample letter) Review complete After a reviewer submits his/her report, an notification is sent to Associate Editor. The review may be accessed by either clicking on the link provided or by login into the system with and password. If clicking on the link, the system will take you directly to the review. 14
15 SECTION 3: Associate Editor How to Access Reviewer s Reviews Access Review This screen contains the PDF review form completed by reviewer as well as the recommended decision. This screen appears by clicking on the link provided in the received (see ) 15
16 Sample View of Review Form This is a sample view of the Reviewer s evaluation form. 16
17 Editor Notes If desired, the Associate Editor may record confidential notes about each submission by clicking on Editor Notes and typing in the text box. The notes will be sent via to the Editor-in-Chief along with the final report- these Editor Notes are not included in the report sent to reviewers and the author. To save a note, click on Add note. 17
18 Reviews Received Once all 3 reviews have been received, they will appear under Submitted Reviews. They can also be viewed from this window at any time by selecting view. Assign article back to Editor-In- Once all reviews are in, all notes are recorded (if deemed necessary), the article must be passed on to the Editor-In-Chief with a consolidated recommendation for a final decision. If for some reason, a reviewer does not provide his/her report in a timely manner, please follow the instructions provided in Appendix 1. If a Reviewer sends his/her report outside the system, please refer to Appendix 2. 18
19 SECTION 4: Associate Editor How to Prepare Associate Editor s Report and Assign Articles back to Editor-In-Chief Assign article back to Editor-In-Chief (part 1) Download the AE Review Form from /emr_associate_editor_review_te mplate.html Save this review form to your computer and complete it by filling the fields after you have read your reviews. This review form should offer a synthesis of the reports provided by the 3 reviewers. Use the appropriate box in the form to justify your decision and provide recommendations for revision that are actionable (if this is the selected option). Be as specific as possible with your feedback. 19
20 Assign article back to Editor-In-Chief (part 2) Copy and past this form (once it is completed) on to the Add Comment to include in the to the assigned editor box. 20
21 Assign article back to Editor-In-Chief (part 2) Click on assign at the end of the names list. Confirmation Page A confirmation page appears. (For testing and demo purposes, the name of Editor-In-Chief is fictitious on this screen) 21
22 SECTION 5: Associate Editor How to Manage Author s Revisions Receiving Request for Second Review Associate Editors will receive Editor-In-Chief requests for second reviews via . To access the revised submission, click the link at the bottom of the (see red arrow) 22
23 Accessing Revised Submission (part 1) The link above will direct you to the Manage Submissions screen. Click on View Revisions on the left hand side. 23
24 Accessing Revised Submission (part 2) Click on PDF under the PDF column to view submitted revision. 24
25 Accessing Revised Submission (part 3) A PDF file will open. The first page of this file should be a letter from the Author to the Editor-In- Chief 25
26 Accessing Revised Submission (part 4) The following pages should contain responses to each and all reviewers. 26
27 Accessing Revised Submission (part 5) The rest of the document should contain the revised manuscript. 27
28 SECTION 6: Associate Editor How to Assign Revised Manuscript to Reviewers for a Second Review Assigning Reviewers for a Second Review (part 1) Click on Reviewers on the left hand side. 28
29 Assigning Reviewers for a Second Review (part 2) Click on Request rereview under Options for each one of the reviewers that will get a second invitation to review. 29
30 Assigning Reviewers for a Second Review (part 3) A template letter to request a rereview is provided at this stage. This can be modified as wish. Click on Send to request the second review. 30
31 SECTION 7: Associate Editor How to Prepare Second Associate Editor s Report and Assign Articles back to Editor-In-Chief Receiving Notification of Reviewer rereview Reviewers get rereviews notifications via . Click on the link at the bottom of the to access the rereview. 31
32 Viewing Rereviews Click on PDF next to Referee Report. Click on Reviewers on the left hand side to view the entire review history as well as other reviewer s responses. 32
33 Review History (part 1) There are two sections on the Reviewers window Reviewers You can see the number of reviewers that have invited to review, their personal review history and options to send reminders, revise due dates and give up on the review if the person is not responding. The option to upload report for reviewer is also available in case the reviewer sends his review outside the system. 33
34 Review History (part 2) The second section shows all Submitted Reviews You can see the reviews that have been received. Sending Associate Editor s report to Editor-In-Chief Once all Rereviews are received, follow the instructions on Section 4. 34
35 Appendix 1: What to do if a Reviewer does not provide timely reports Step Description Screenshot Give up on nonresponsive reviewer If for any reason an invited reviewer does not respond in a timely manner, you three options: 1. Remind the reviewer 2. Revise the due date 3. Give up Use any of the three options according to your needs. Note: You are able to assign a manuscript back to the Editor-In- Chief with less than 3 reviews if you wish to do so any time during the review. We welcome; however, reviews with at least 2 or more reviews. 35
36 Reminding a Reviewer Click on the remind under Options. 36
37 Letter to Remind a Reviewer The remind option will populate an automatic letter that includes the due date for the report and offers the option to set up a new due date. 37
38 Revising Due date (part 1) If a Reviewer requests an extension to the original due date, you may do this by selecting the revise due date option 38
39 Revising due date (part 2) On this screen you can enter a new date for the reviewer in the Revise Due Date textbox. Note that this new due date only applies to one reviewer. Click on Revise under Options. Revising due date (part 3) The reviewers screen show that you have successfully changed the due date for the reviewer who requested it and that all other dues dates remain as originally established. 39
40 Giving up on Reviewer (part 1) If any of the reviewer(s) is still non-responsive even with a revised due date, you have the option to give up on the reviewer and invite a new one. Click on give up under Options. Giving up on Reviewer (part 2) Once you click on give up, a confirmation page will appear giving the option to confirm your decision or wait some more time. 40
41 Giving up on Reviewer (part 3) If you click on No, we will wait some more, you will be taken back to the Reviewers screen 41
42 Giving up on Reviewer (part 4) If you click on Yes, we give up on this Reviewer you will also be taken to the Reviewer screen but the status of the Reviewer has changed to Review no longer expected 42
43 Giving up on Reviewer (part 5) The Reviewer will receive an notification indicating that we are no longer expecting a review from him/her. Note: At this stage you may proceed to invite a new Reviewer if time allows it. Alternatively, you may proceed to complete your Associate Editor report with just two reviews. 43
44 Appendix 2: What to do if a Reviewer sends a report outside the system Step Description Screenshot Receiving reports outside the system If for any reason an invited reviewer sends you his/he report via instead, you have the option to upload this report to the system. Make sure the report is in the appropriate format (EMR Review form) before uploading Click on upload report for reviewer to remove a reviewer. 44
45 Upload report for Reviewer (part 1) Once you clicked on Upload Report for Reviewer a new window Submit your report [article] will appear. On this screen, it is possible to download the EMR Review form. It is expected that the Reviewer will send you his/her report on this form. Click on the Choose File button to upload completed report (sent by reviewer via ). Select one of the options by clicking on the radio button next to the statement: Accept or Accept with Minor Revisions Major Revisions Required Reject 45
46 Upload report for Reviewer (part 2) Scroll down to continue uploading the report. If a cover letter is provided by the Reviewer, you may upload it by clicking on the Choose File button. Alternatively, you may copy and paste the letter into the text box under Option 2. Click on Submit Report below the text box. 46
47 Upload report for Reviewer (part 3) Confirmation Screen 47
48 Upload report for Reviewer (part 4) The Reviewer (who sent his/her report via ) will receive confirmation that his/her report was uploaded to the system 48
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