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1. Restrictions for the section editors - [Propose to PKP]

Benefits of this feature

In the original OJS the roles "Editor" and "Section Editor" have the same editorial power when it comes to making a decision on an article designated to them. That means, both the "Editor" and "Section Editor" can make decisions such as accept, reject or send it to review. They can also follow the outcome of the review process, contact the authors etc.

By working with the journals of the SciELO Brazil Collection, it was possible to notice that the role of "Section Editor" may vary depending on the journal's policies, from those that can only invite reviewers and don't take part on the remaining of the review process (including not being allowed to contact the authors), to those that have the same autonomy as an Editor-in-Chief.

Considering that, and meeting demands made by the journals that use our system, the following options were created in order to fulfill the many different editorial realities of our Collection's journals.

Business rules of this feature

These options are used by the "Journal Manager" and are located inside "Setup", under "Politics".

There are four options that directly affects the behavior of the "Section Editor" role, limiting its editorial powers. It is possible to choose multiple otions, and the system will work accoding to the selected combination.

The options can be changed at any given moment, and the change takes effect immediately, even on ongoing articles.

Table describing the behavior of each of those possibilities

1 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
1 and 2 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
1 and 3 "Section Editor" cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
1 and 4 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
2 Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
2 and 3 Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
2 and 4 Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
3 Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
3 and 4 Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
4 Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
1, 2 and 3 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
1, 2 and 4 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
1, 3 and 4 "Section Editor" cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.
1, 2, 3 and 4 Section Editor cannot register Editor Decisions to articles designated to them. Only users with the role "Editor" can do it.
Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and thn add a Section Editor to the article.
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.

Section Editor's function, in this case, is basically select reviewers, only.
2, 3 and 4 Section Editor does not receive the e-mail returned by the reviewers. They can send reviewer request, but the reviewers' response is not forwarded to them (only to Editors in charge of that article).
Prevents contact between the Author and the Section Editor. Section Editor’s identity is not revealed to the Author and the Section Editor is unable to contact the Author. In order to this functionality work properly, the Editor must add themselves first (using the "ADD SELF" in the "SUMMARY" tab) and then add a Section Editor to the article.
Section Editor cannot upload new files to "Review Version" (located in the "REVIEW" tab), only users with the role "Editor" can do it.

2. Users sharing - [Propose to PKP]

Benefits of this feature

This is about providing to the user "Reviewer" the free will to decide the journals in which they will register themselves, instead of giving such power to "Journal Managers" as well.

In the original system, a "Journal Manager" can register any given user in the system to their journal, without necessarily asking the user's permission to do so. This can be viewed as a nuisance to some users, that might prefer to offer their services as "Reviewer" only to journals of their choice.

Business rules of this feature

When this option is actived, the user is no longer shared to other journals within the system, when that user is a Reviewer.

The option is located in the user profile and upon registration it is disabled by defaulf, making the user's own choice to enable it. Upon enabling this option, registration in other journals of the system as "Reviewer" becomes the user's own resposibility, preventing Journal Managers from other journals to register that user in their journals.

If the Journal Manager of a different journal tries to register that user in their journal as "Reviewer", the user would not show up in the search results, as if the user did not exist.

Problems

This functionality is currently not working properly. The option takes effect in any role a user might have, regardless of that user being a "Reviewer" or not. The correct behavior the option should have is to take effect only in the role of "Reviewer". For instance, if a user has the roles of "Author" and "Reviewer", and that user chose to enable this option, a Journal Manager would not be able to register that user as "Reviewer" in their journal. However, registration of other roles such as Editor, Author etc should be allowed.

3. Colors Systems - [Propose to PKP]

Benefits of this feature

This feature provides to the "Editor" a general view of the current situation for each article in review process. When dealing with a big number of articles, the task of selecting only delayed articles, for example, may turn out to be very difficult, considering that in the main listing there are no indicators of the article's current situation within the review process. In order to find out that, the "Editor"/"Section Editor" must open the articles one by one, which can take some time when dealing with many articles.

Business rules of this feature

Esse recurso é utilizado pelos papéis “Editor” e “Editor de Seção” e é aplicado na listagem de artigos em avaliação. A coluna “Peer Review – Ask” mostra a quantidade de avaliadores designados para cada artigo, no formato da data do pedido de avaliação (cada data representa um avaliador diferente). Através de um sistema de cores, o Editor ou Editor de Seção consegue localizar de forma rápida os artigos que possuem avaliações concluídas, atrasadas ou em processo, sem que para isso seja preciso acessar artigo por artigo.

The color and your meanings

  • Dates marked in blue represent reviews that have been concluded.
  • Dates marked in green represent reviews in process that are within the designated deadline.
  • Dates marked in red represent reviews in process that are not within the designated deadline.

Sugestões para esse recurso

Mais ideal do que apenas mostrar o sistema de cores, seria interessante agrupar os artigos de acordo com o status representado pela cor. Deve haver sub-categorias como “Aguardando retorno do avaliador”, “Aguardando retorno do autor”, “Aguardando decisão editorial” e assim por diante.

4. Grouping of rounds - [Propose to PKP]

Benefits of this feature

In the original OJS, the documents' versions are located in the review rounds history (accessed through the "Regrets, cancels and previous rounds" link). The difference here is that apart form being stored in that link, the documents would also be available at the bottom of the "Review" tab, to provide quick access to them. The Editor has easy access to the documents produced in the previous rounds. These documents include the Author, Editor and Review versions.

Business rules of this feature

Esse recurso é utilizado pelos papéis “Editor” e “Editor de Seção” e pode ser observado na guia “Avaliação” de cada artigo. Sua função basicamente é mostrar um resumo das versões dos documentos utilizados nas rodadas de avaliação do artigo.

5. New E-mail - SUBMISSION_ADV - [Propose to PKP]

Benefits of this feature

In the original version of the system, co-authors of a given article receive the same e-mail (a copy of it) sent to the main author. That e-mail doesn't carry the name of the co-authors, because it's a copy of the e-mail addressed to the main author. With this functionality, the e-mails sent to the co-authors are addressed to the co-authors individually, associating the name of each co-author to the submitted article. The advantage of this is that the co-author can use this e-mail as a proof, for various purposes, that the article was submitted with their name on it.

Business rules of this feature

Esse e-mail é enviado no mesmo momento em que o sistema envia o e-mail de agradecimento pela submissão para o autor principal. A diferença é que esse e-mail é enviado para os co-autores e é um e-mail diferente daquele enviado ao autor principal.

6. Reviewer Statistics Plugin - [Propose to PKP]

Benefits of this feature

This feature provides to the "Editor" a report, divided by year, on the activities of the reviewers. The list features, for each reviewer, the total of amount invitations sent, how many of those were accepted or declined, and how many of the accepted reviews were actually concluded. This feature helps Editors to analyse the performance of their journal's reviewers and may influence on the selection of future reviews.

Problems

This feature is currently stored in the "System Plugins" link, which is not accessed by any role except for the System's Administrator. In other words, the Journal Managers cannot check it, therefore, this feature must be placed in an area where Journal Managers can have access to it.

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