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Guidelines for Editors
HomeGuidelines for Editors

HOW TO ACCESS A MANUSCRIPT

Manuscripts can be accessed only after login:

1.  Login is possible after registration. Our Editorial Office will register and provide login details to all first-time editors and reviewers. Reviewers receive an email with their login details usually prior to the first invitation to review a paper.

Note: Authors should register themselves at the journal’s website to be able to submit a manuscript to a particular journal. During the registration process authors can also indicate their wish to become reviewers. Authors can use their registration details to login in all three (Book, E-Book and the respective Journal) platforms of www.pensoft.net.

2.  The login credentials consist of:

a.  Username: <your email address>

b.  Password: <text string>

Note: Please remember that you may have registered with two or more different email addresses, that is why you may have more than one valid account at www.pensoft.net. We advise using only one email address, hence one password associated to it, for all yours operations at www.pensoft.net

3.  Login details will be provided in an email after the first registration. Thereafter, the user may at any time change the password and correct personal details using the My Profile menu.

4.  We advise to keep your login active through ticking the “Remember my password” checkbox during logging in.

5.  In case you have forgotten your password, please write to request it from journals@pensoft.net. Alternatively, you may use the function:

“Forgot your password? Please send me a new one by email”.

This is available in the Register/Login menu top right to obtain a new password. After requesting a new password, a message of the following kind will be sent to your email:

Hello <FirstName> <LastName>,

You received this message, because you wanted to change your forgotten password.

Please click on the following link to change your forgotten password: http://www.pensoft.net/fgu.php?fg=wSYAXV2mTqWCnvp

This link will be valid for 2 hours only since 2011-08-25 17:12:47

Your Verification ID:wSYAXV2mTqWCnvp

After clicking on the link, a form will appear on your screen where you have to enter the same email to which you have requested the new password and also the new password.


There are two ways to access a manuscript:

1.  After login (or in case your login is kept active through the “Remember my password” function), please go to the respective journal’s web page and  click on the red-coloured Your Tasks link in the upper horizontal menu bar. In this way you will be able to see all manuscripts you are responsible for as author or reviewer or editor.

Note: The manuscripts are grouped in several categories, e.g., In Review (no.), In Edit (no.), Published (no.), and Archived (no.). The number in brackets after each category shows the number of manuscripts that were assigned to you.

2.  After login (or in case your login is kept active through the “Remember my password” function), click on the active manuscript link provided in the email notification you have received from the online editorial system. The link will lead you direct to the respective manuscript.



GENERAL RESPONSIBILITIES OF EDITORS
The Subject, or Associate, Editors in Pensoft’s journals carry the main responsibility for the scientific quality of the published papers. They take the final decision on a manuscript’s acceptance or rejection and their names are listed as “Academic Editors” in the header of each article.
The editorial process is facilitated through an online editorial system and a set of email notifications. The online editorial system informs the Subject Editor about any change in the status of a manuscript and associated peer review and editorial process, from submission to publication.
The online editorial system is constructed in a way to save time for Subject Editors to check the status of manuscripts. There is no need for editors to visit the journal’s website to keep track on the manuscript they are responsible for. The online system will inform the Subject Editor if a requested reviewer has accepted to do a review or has declined. The email notifications contain stepwise instructions what action is needed at each stage, as well as a link to the respective manuscript (accessible only after login – see How to access a manuscript section).
The Subject Editors are not expected to provide a thorough linguistic editing or copyediting of a manuscript, but to focus on its scientific quality, as well as for the overall style, which should correspond to the good practices in clear and concise academic writing. It is the author’s responsibility to submit the manuscript in linguistically and grammatically correct English. The Subject Editor should not hesitate to recommend either “Reject”, or “Reject, Resubmission Encouraged” PRIOR to review process, in cases when a manuscript is scientifically poor, and/or does not conform to journal’s style, or is written in poor English (see Note under point 1 below how to reject a manuscript prior to review). 
It often happens that even carefully written manuscripts may contain small errors in orthography or stylistics. We shall be thankful if editors spot such errors during the reading process and correct them.


STEPWISE DESCRIPTION OF THE EDITORIAL PROCESS

1.  Once a manuscript is submitted, the Editor-in-Chief or the Managing Editor assigns it to the Subject Editor responsible for the respective topic (e.g., science branch or taxon). The Subject Editor receives a notification email on the assignment.

Note: The link to the respective manuscript is available in the review request email and all consequent reminder emails. The manuscript is accessible after login. Please see the section How to access a manuscript above in case you meet any difficulties.

2.  Subject Editor has to read the manuscript and decide if it is potentially suitable for publication (i.e., seems to be potentially interesting and novel and does not contain obvious flaws) and should be forwarded for review or rejected immediately. Reasons for rejection can be a low scientific quality, non-conformance to the journal’s style/policies, and/or linguistically or grammatically poor English language.

Note: There are two ways to reject a manuscript prior to review process:

·  Through an email to the Editorial office explaining the reason for rejection. The manuscript will be then rejected through the online editorial system and the respective notification email will be sent from the Editorial Office.

·  Through the button “Proceed” in the menu Editorial Decision. Please note, however, that the button will be made active only after the manuscript passes at least one review. Formally, to satisfy this condition and to provide prior-to-peer-review rejection, the Subject Editor can assign him- or herself as a reviewer, and then “submit” a formal review. After submitting the formal review, the Subject Editor could complete the editorial decision through the “Proceed” button.

Note: After clicking on the “Reject” or “Reject, resubmission encouraged” in the Editorial Decision menu, an email template will appear and the Subject Editor could add some personal words to explain the reasons for rejection and eventually recommend improvements for a resubmission.

3.  In case the manuscript is acceptable for peer-review, the subject editor assigns several reviewers by clicking on the “Select reviewer” link in the Peer Review menu, available after clicking on a manuscript’s link. A list of reviewers will appear and various search functions for this list are available. The Subject Editor assigns the appropriate reviewer by clicking the “Assign” link available right of the reviewer’s name.

Note1: After clicking on the “Assign” link, an email template of a review request will appear on screen. It is highly recommended that the Subject Editor adds some personal words above the standard email text to invite the potential referee to review the manuscript.

Note2: In case a potential reviewer is absent from our list, the editor can add his/her name and email through the “Create reviewer” link, available top left above the reviewer’s list. It is possible that the needed reviewer has already been registered in the Pensoft database either as customer or author/reviewer of another journal. If this is the case, then his/her name, affiliation and other metadata will automatically appear once the e-mail field is filled in by the Subject Editor.

4.  Subject Editor receives a notification email if the reviewer has agreed to review a manuscript or declined to do that. The editor should take care to appoint additional reviewers in case some of the assigned reviewers have declined.

5.  Once all reviewers submit their reviews, the Subject Editor receives an email notification, inviting him/her to consider reviewer’s opinions, read through the manuscript and take a decision through the “Proceed” button in the Editorial Decision menu.

Note: Editorial comments can be added in the online editorial form; comments and corrections are expected to be added also in the manuscript file (either on the PDF version or in the text file), that should be uploaded during finalization of the editorial decision process. It  is expected that all comments added will be polite and constructive.

6.  At this stage the editor should take a decision either to (1) accept the manuscript, or (2) reject it, or (3) open a second and final review round. In case the manuscript is not rejected but recommended for Minor Revision, Major Revision, or Acceptance, the author is expected to submit a revised version within a certain period of time and the Subject Editor will be notified on that.

Note1: Authors submit revised versions in a text file using the Track Changes tool so that the Subject Editor can see their corrections/additions. Authors are expected to reply to the essential critiques and comments of reviewers and editor through the online editorial system.

Note2: During the second review round, the Subject Editor may decide to ask the previous or additional reviewers to evaluate the revised version of the manuscript. He/she may also make a decision based on the author’s responses and the revised version of the manuscript without asking reviewers for a report.

7.  After acceptance, the manuscript goes to layout and proofreading. The Subject Editor will be notified by email when the final proof is uploaded on the journal’s website. The Subject Editor is expected to look at the proofs and notify the Editorial Office through email in case the proofs need improvement.

8.  The Subject Editor may always access information on the manuscripts that are or have been edited by him/her through the menu “Your Tasks – Subject Editor” on the journal’s web pgfe – In Review (no.), In Edit (no.), Published (no.), and Archived (no.). The number in brackets after each category shows the number of manuscripts that were assigned.

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