TOOLS FOR EFFECTIVELY AND EFFICIENTLY MANAGING THE PEER REVIEW PROCESS

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O aumento do número de subscrições exerce pressão sobre os processos dos periódicos e das editoras, particularmente para os periódicos da SciELO, em uma região em crescimento. Não só aumenta a …

O aumento do número de subscrições exerce pressão sobre os processos dos periódicos e das editoras, particularmente para os periódicos da SciELO, em uma região em crescimento. Não só aumenta a sobrecarga administrativa e editorial, como exerce pressão sobre os tempos de decisão e pode causar lentidão na publicação. A apresentação analisa algumas das ferramentas disponíveis para auxiliar os periódicos e as editoras a lidar com isso.

Primeiro, os autores precisam de um processo de submissão intuitivo que garanta que as submissões estejam prontas para a revisão no recebimento para evitar atrasos e administração adicional. A submissão deve ser flexível e coletar materiais suplementares e outras informações-chave. As características devem incluir a habilidade de controlar direitos autorais e outras disposições legais, e suportar comércio eletrônico. Após o recebimento, os manuscritos precisam ser rastreados de maneira eficaz durante todo o processo de revisão por pares de modo que todos sejam informados e nada seja perdido. Ferramentas são necessárias para a verificação dos manuscritos quanto ao plágio e a duplicação, localização dos melhores revisores e gerenciamento de um processo de notificação automatizado. Pode ser difícil encontrar os melhores revisores, em quantidade suficiente. A automação do processo de revisão e novas ferramentas de localização de revisor pode ser um auxílio.

Increasing submission numbers put pressure on journal and publisher processes. This is particularly true for SciELO journals in such a growth region. Not only does this increase add to the administrative and editorial burden, it also puts pressure on decision times and can lead to slower publication. The presentation looks at some of the tools available to help journals and publishers address this. Firstly, authors need an intuitive submission process but one that – to avoid delays and additional administration – ensures submissions are ready for review upon receipt. Submission should be flexible and collect supplementary materials and other key information. Features should also include the ability to manage copyright and other legal forms, and support e-commerce. Once received, manuscripts need to be effectively tracked throughout the entire peer review process so everyone is informed and nothing is lost. Tools are needed to check manuscripts for plagiarism and duplication; locate the best reviewers and manage an automated reminder process. It can be difficult to find the best reviewers and the right number of reviewers – automation of the review process and new reviewer locator tools can help with this.

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  • 1. TOOLS FOR EFFECTIVELY AND EFFICIENTLY MANAGING THE PEER REVIEW PROCESS IAN POTTER GLOBAL BUSINESS DEVELOPMENT MANAGER, SCHOLARONE 25 OCTOBER 2013 SCIELO 15, SĀO PAULO, BRAZIL
  • 2. PUBLISHING OUTPUT Papers with Latin American Authors Web of Science, 2008-2012 50,000 !46,938!! 45,000 40,000 !37,791!! 35,000 BRAZIL 30,000 MEXICO ARGENTINA 25,000 CHILE 20,000 COLOMBIA 15,000 !14,007!! !12,744!! 10,000 5,000 - !10,224!! !7,434!! !7,062!! !4,226!! !8,782!! !6,891!! !5,375!! !2,845!! 2008 ALL OTHERS 2009 2010 2011 2012 !2
  • 3. PUBLISHING OUTPUT Top Journals for Latin American Authors Web of Science, 2008-2012 PHYSICAL REVIEW B ASTROPHYSICAL JOURNAL CADERNOS DE SAUDE PUBLICA LECTURE NOTES IN COMPUTER SCIENCE ASTRONOMY ASTROPHYSICS PHYSICAL REVIEW D 2008 CIENCIA SAUDE COLETIVA 2009 REVISTA BRASILEIRA DE ZOOTECNIA BRAZILIAN 2010 QUIMICA NOVA 2011 FASEB JOURNAL 2012 ZOOTAXA PLOS ONE AIP CONFERENCE PROCEEDINGS CIENCIA RURAL 0 500 1,000 1,500 2,000 2,500 !3
  • 4. SUBMISSION GROWTH Total&Submissions&(2009&to&2012)& 300000" 250000" 200000" United"States" China" United"Kingdom" 150000" India" Japan" Brazil" 100000" 50000" 0" 2009" 2010" 2011" 2012" Brazil is 16th largest originator of submissions in ScholarOne Manuscripts !4
  • 5. SCIELO FOCUS SUBMISSIONS FROM SCIELO NETWORK 35000" Spain 30000" 25000" Brazil Argen-na" Brazil" Chile" Colombia" 20000" Costa"Rica" Cuba" Mexico" Paraguay" 15000" Peru" Portugal" Spain" Uruguay" 10000" Venezuela" Portugal Mexico Argentina 5000" 0" 2009" 2010" 2011" 2012" !5
  • 6. Tu in a" a" Ch " ly" Ita iw an Ta Re pu rk ey " bl ic" of " Ar ge nC na " M ex ico " M al ay si a " Eg Un yp t" ite d" St at es " Co lo m bi a" Pa kis ta n" Po rtu ga l" Sp ai n" Ni ge ria " m ic" la Ch di 2000" ile " Ko Po re la a, nd "R " ep ub lic "o f" n, "Is Ira In il" Br az SCIELO JOURNAL FOCUS SUBMISSIONS TO SCIELO SITES Submissions)to)SciELO)ScholarOne)Manuscripts)Sites)2012)to)date) 12000" 10000" 8000" 6000" 4000" Submissions from outside SciELO region 0" !6
  • 7. AN ANATOMY OF THE PEER REVIEW PROCESS Manuscript Submission collection of files and metadata Production Editorial Process processing and management of submitted manuscripts editor assignment and peer review Checks ensure manuscripts are ready Editor Assignments pass to suitable editor Review select, invite, and assign suitable reviewers preparation of accepted manuscripts Publication print & online Decision fate of the manuscript Select reviewers Invite reviewers Assign reviewers Reviewers Score !7
  • 8. MANUSCRIPT SUBMISSION TOOLS • Metadata collection collect all key manuscript information during submission • Supplemental material collect all data whether or not for review • File type support flexible support for various submission formats (including LaTeX) • FundRef link manuscripts to funding source !8
  • 9. METADATA COLLECTION COLLECT ALL KEY INFORMATION Information can be collected throughout the submission process This is includes configurable custom questions !9
  • 10. SUPPLEMENTAL MATERIAL COLLECT ALL INFORMATION & FILES Configurable file designations allow easy identification and categorisation of author-submitted files Designations can be selected by authors during submission... ...and files are automatically sorted into correct categories and appended if necessary to the proof !10
  • 11. FILE TYPE SUPPORT INCLUDE LATEX, OTHER DATA Collect all kinds of files including LaTeX & supplementary Import pre-preprints from arXiv.org !11
  • 12. FUNDREF LINKING FUNDING TO OUTCOMES ScholarOne Manuscripts can collect funder information during manuscript submission !12
  • 13. FUNDREF LINKING FUNDING TO OUTCOMES Funding information can be collected during submission Linking research funding with research outcomes This becomes associated with the manuscript and will passed along to publisher with all other metadata after acceptance !13
  • 14. EDITORIAL TOOLS • • • • • • • • ORCID manage user identities Electronic forms manage copyright & legal requirements Reports analyse editorial data for journal planning Plagiarism checking ensure manuscripts are original Duplicate submission checking avoid publishing mistakes Open access tools to aid open access publishing Manuscript transfer move manuscripts between publications E-commerce collect fees at submission or after acceptance !14
  • 15. ORCID MANAGING USER IDENTITIES Publications Funding Agencies Affiliations ScholarOne Publishers ORCID Registry ! Ian Potter 0000-0002-5356-805X Works Patents Grants Initial functionality Allow users to add ORCID to account Next release (4.14 December 2014) ‣ Validate well-formed INSI 16-character ORCID ‣ Retrieve ORCID from registry ‣ Push–pull account information from ORCID registry Researchers Institutions Repositories !15
  • 16. ORCID MANAGING USER IDENTITIES Register for an associate an account with an ORCID ORCID becomes integral to the system and links out to the users ORCID profile !16
  • 17. or ELECTRONIC FORMS EFFICIENTLY MANAGE PAPERWORK E-forms can be tracked as part of the workflow Any number of forms (e.g. copyright) can be sent to author(s) Send Form Automated reminders based on journal schedule reminders l Emai Author Completes Forms Complete Authors can complete directly in their Author Centre Skip for Now Manuscript can be held until forms complete or continue to be processed and completed online (download option available) !17
  • 18. REPORTS ANALYSE YOUR DATA Reports are integrated directly into the system Standard reports cover key areas of interest Filters and other features are available Build-yourown reports let users construct custom reports from any data Data is drag-and-dropped into the report table. Reports can be saved and scheduled for email distribution !18
  • 19. ITHENTICATE CHECK FOR PLAGIARISM Manuscript files can be sent to iThenticate Originality report is returned based on CrossCheck comparison A full history of all checks is retained Full details can be seen in the originality report !19
  • 20. DUPLICATE SUBMISSION CHECK AVOID MULTIPLE SUBMISSIONS Manuscripts can be checked for potential duplicates Results on based on title & authorship matching criteria Checks can be within a single title or across several !20
  • 21. OPEN ACCESS E-commerce at submission Authorship Submission Review Manuscript Transfer Custom Metadata E-commerce post-accept Production Online Publication Print Publication Metadata Collection Repository free access – immediately/ embargoed !21
  • 22. MANUSCRIPT TRANSFER Journal A peer-review All manuscript data, files, and completed reviews are transferred Ms Editor Recs Reviewer Reports Transfer decision for manuscripts that may be suitable for publication in another title XML Transfer decision type and receiving journal Transfer: author can confirm Journal B Journal E Journal C Journal D !22
  • 23. E-COMMERCE COLLECT & MANAGE PAYMENTS Submission Fees can be collected during submission or... Payments can be managed Postacceptance e-commerce is a trackable workflow task Original Revision Post Acceptance ...after acceptance Authors pay directly through the system Configurable options include payment card and payment formula !23
  • 24. PEER-REVIEW TOOLS • Efficient tracking and management configurable workflows and dashboards for visual tracking of manuscripts through the peer review process • Managing reviewer selections selection, automation, and reminder tools • Finding the best reviewers search and Reviewer Locator tools • Automated reminders chasing pending reviewers without effort • External searches extend your internal database !24
  • 25. PEER REVIEW PROCESS EFFICIENT MANAGEMENT Set your required number of reviews See manuscripts ready for reviewer invitation See manuscripts awaiting assignment (reviewers can respond automatically) The dashboard always shows which manuscripts need reviewer selection, invitation, or assignment See manuscripts awaiting scores !! Each step has a schedule – overdue manuscripts can be listed separately and reminders automated !25
  • 26. PEER-REVIEW TOOLS MANAGE REVIEWER SELECTIONS Editors can search the journal’s database with a range of search tools to find reviewers Alternate reviewer lists can be created. Reviewers are invited as others decline Reviewers who don’t respond to invites can be automatically declined !26
  • 27. PEER-REVIEW TOOLS REVIEWER LOCATOR Reviewer Locator automatically returns reviewer suggestions from the Web of Science. Suggestions can be added directly to the selection list All data is linked for additional information and publication history !27
  • 28. PEER-REVIEW TOOLS AUTOMATED REMINDERS All workflow tasks are allotted a number of days to completion Reminders can be dispatched before or after this date and also when the task is completed, when it becomes due, or is abandoned ail Em All reminders and email templates are journalconfigured !28
  • 29. AN ANATOMY OF THE PEER REVIEW PROCESS REPRISED Manuscript Submission collection of files and metadata supplementary files | LaTeX | metadata collection | FundRef Production Editorial Process processing and management of submitted manuscripts editor assignment and peer review Checks ensure manuscripts are ready Editor Assignments pass to suitable editor Review select, invite, and assign suitable reviewers preparation of accepted manuscripts Publication print & online Decision fate of the manuscript production tools ! web services API iThenticate | duplicate submission checks | eforms | ORCID | reports Select reviewers Invite reviewers Assign reviewers search & finder tools | automation & reminders | shared data portals | external searches Reviewers Score !29
  • 30. QUESTIONS & FURTHER INFORMATION email ian.potter@thomsonreuters.com !30