online status system help

This page provides Co-editors with help in using the online status system and their work as a Co-editor. A brief outline of the online submission system is also given here.  

Online status information
Home page
Each Co-editor has a home page which contains the following:
  1. Personal details - these are your details in the World Directory of Crystallographers. They can be edited by following the links View/edit personal details or Edit e-mail details. Making changes here will update your entry in the World Directory, but currently will not change your details in the submission system. If your details need to be updated in the submission system, contact [email protected].
  2. Useful links - these are links to online resources for Co-editors.
  3. Decisions - this is a facility to allow you to accept, withdraw or reject a paper, and also to send an e-mail to the author informing them of your decision.
  4. Paper details - this form allows you to jump directly to the article status page for a particular paper.
  5. Papers under review - this table provides information about the papers you are handling. Papers in red have been under review for more than 6 months. In the list you will see a number of links. The review document button takes you to the review web page for an article and the details button takes you to the article status page (see below).
  6. Co-editor information - this provides a summary of the information about the papers you are handling or have handled in the year. The information that is available is as follows:
    • (a) Papers received in the year.
    • (b) Delayed papers - a list of any papers that you are handling that have been under review for more than 6 months. The list can be sorted by Co-editor Code, Journal, Author, Category and Status. Each details button links to the article status page status page (see below).
    • (c) Papers under review - this is the same list as above.
    • (d) Papers not yet published - a list of all your papers that are currently under review or in the press.
    • (e) Full status list - all the papers that have been handled in the last year.
    • (f) New papers this month.
    • (g) Co-editor statistics - "number of papers received", "time to reach a decision" and "withdrawal and rejection rate", plus plots against the journal average for the last year and since records began. This page is updated monthly.
  7. Hard copy submissions - this allows you to enter any hard copy submissions that may have been sent to you. Please note, hard copy submissions are not allowed for Acta Cryst. Sections C, D, E or F.
  8. Summary box - this provides the number of submissions assigned to you as a Co-editor this month, plus whether you are "active" (i.e. some Co-editors ask not to be assigned papers if away on an extended trip), and the keywords that will appear in the online submission system against your name.

Article status page
This provides:
  1. The history of the article.
  2. Subject searches for other articles which contain words similar to those in the title.
  3. Author searches for other articles by the author shown.
  4. Further useful buttons:
    • (a) documents - takes you to the documents available for the article. These can include links to
      • (i) the review web page where you can download the review PDF.
      • (ii) the proofs as sent to the author (if a paper is at the proof stage but not yet published).
      • (iii) the final PDF and html (if a paper is published).
      • (iv) supplementary data (if available).
    • (b) e-mails - allows you to send e-mails to the authors of the article and includes general, chase author, invite reviewer, chase reviewer and propose transfer e-mails. These are all editable and can be cc'd as appropriate.
      emails

    • (c) request revision - this allows you to e-mail the author to request a revision.
    • (d) decisions - this allows you to accept, reject, withdraw or accept and transfer an article and also send an e-mail to the author about your decision.
      decisions

      When a function is not available, it is greyed out e.g. the request revision function is disabled after an article has been accepted.
  5. A list of the e-mail correspondence for the article which can be viewed by clicking on an individual e-mail.


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Monthly status alert

The following e-mail is sent to each Co-editor at the start of the month. It is intended to remind you to check the status system in case any notification e-mails have gone astray. If you do not wish to receive this message please e-mail the Managing Editor ([email protected]). 

Dear

This is to let you know that your new online status report is ready
for viewing at your home page at http://wdc.iucr.org.

If you have forgotten your password please use the online password
reminder form at

http://scripts.iucr.org/cgi-bin/password_reminder_form?id=IUCr[XXXX]

or contact [email protected].

Please check for delayed papers in particular and let me know if any
of the entries need updating.

If you use the online status system on a regular basis and would
prefer not to receive this alert in future, please let me know. Also
if you have any suggestions for improving the service, please do not
hesitate to contact me.

-------------------------------------------------------

Best wishes

Peter Strickland


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Online submission system

What stages are involved?
  1. Submission. At the submission stage the author will be requested to choose a Co-editor and submit a single file of their text and figures, plus provide correspondence details. Full details of the procedures for the different journals can be found by following the links below:

    A | B | C | D | E | F | JAC | JSR

  2. Review PDF. A PDF review document is created by the submission system and the article assigned to the Co-editor.
    A Co-editor reference number of the form XX5nnn (where 5nnn denotes an electronic submission) will be assigned. At this stage, you will be sent an e-mail (MESSAGE 1 below), which will include

    • (a) A REVIEW WEB ADDRESS for accessing and viewing the review PDF. If the article reports a crystal structure determination, the CIF and checkCIF report will also be available from this address.

    • (b) An ACCEPTANCE WEB ADDRESS to give to the author only when their article is accepted for publication. This address will allow the author to upload all the source files for their article (text, graphics and supplementary files) to the Editorial Office. Please note: this address should not be given to the authors until their article is accepted.

    • (c) Any comments that the author has made during submission.

    • (d) Template e-mails to send to referees, the Editorial Office and the author (to be used if not using the e-mail facility of the online status system). The author is also sent an acknowledgement e-mail from the Editorial Office (MESSAGE 2).

  3. Review process
    .
    • (a) Your referees should generally be asked to download the review PDF, and provide comments to you by either e-mail or fax. In many cases the source WORD or LaTeX file from which the review PDF was created may also be available for downloading and annotation.

    • (b) Forward the review comments to the authors using the e-mail facility of the online status system and ask them to revise their article; you should then request them to upload their revised article using the REVIEW WEB ADDRESS.

    • (c) You will receive an e-mail notifying you that a revised article has been submitted (MESSAGE 3).
      Steps (a) and (b) above should be carried out using the online status system to e-mail the reviewers and authors. These should be repeated as necessary, until you have decided whether to accept or reject/withdraw the article.

  4. Completion of the review
    • (a) Acceptance. If the article is accepted, use the online status system to accept the article. Using the system, send an e-mail to the Editorial Office to confirm that the article has been accepted and e-mail the author with the ACCEPTANCE WEB ADDRESS so that they can upload their source files.

    • (b) Withdraw/reject. Use the online status system to reject the article. Using the system, send an e-mail to the Editorial Office to confirm that the article has been withdrawn or rejected and e-mail the author to explain why the article was withdrawn or rejected.

What correspondence is involved?
There are several standard messages that are sent out by the system. These are given below as MESSAGES 1-3.

MESSAGE 1
This is a message from the Editorial Office to the Co-editor. It includes four templates (1A-1F) to send to the referees, authors and the Editorial Office at various stages of the review process. These template messages can be used if the Co-editor prefers not to use the online status system or if there is a problem with the system. 
Dear

Electronic review
-----------------
The article (reference: OS5000)

New method for structure determination
Author(s): B. Smith and A. Jones

Contact author:  Ms Brenda Smith
Contact e-mail:  [email protected]
Paper type: research papers
Received:   Fri Aug 25 10:54:30 2006
  
has been submitted to Acta Crystallographica Section B and is now available
from the IUCr web server for review.

The author has included the following comments accompanying the submission:

-----------------------------------------------------------------
AUTHOR COMMENTS WILL APPEAR HERE
-----------------------------------------------------------------

The author has indicated that this article includes a crystal structure
report, and has been given instructions on how to upload a CIF for
checking.

The review document is available at the REVIEW WEB ADDRESS

http://submission.iucr.org/submit/b/view/6labshtItzGbE5Hu/OS5003

If you wish the referees to download the article you will need to
direct each referee to the URL given above. A template letter is
attached for sending to referees.

If you decide to accept the article for publication at the end of the
review process, please send the following ACCEPTANCE WEB ADDRESS to
the contact author to allow the upload of the files necessary for
production of the article.

http://submission.iucr.org/submit/b/deposit/dZAeadhvtinp7Xbb/OS5003

At the same time, please also send notification of the acceptance to the
Editorial Office in Chester. Suitable template messages for correspondence
with the Editorial Office and the author are provided: please feel free to
add any additional instructions or comments to these messages.

Best wishes
 
------------------------------------
1A. Template for contacting referees 
------------------------------------
					Fri Aug 25 10:54:30 2006
					
Dear

Acta Crystallographica Section B: Structural Science

I would appreciate receiving your comments on the article
(reference: OS5000), which has been submitted for publication in
Acta Crystallographica Section B.

Title: New method for structure determination
Author(s): B. Smith and A. Jones

The review document is available in portable document format (PDF)
from the web address

http://submission.iucr.org/submit/b/view/6labshtItzGbE5Hu/OS5003

The author has indicated that this article includes a crystal
structure report; the CIF and a checkCIF report are also available
from the web address above.

A referee's report form suitable for return by e-mail is
attached to this message. Alternatively, the review document
contains a report form that can be faxed back to me. Please
send your comments to me by whichever method is more
convenient, within 2-3 weeks.

If you are unable to review the article by the desired deadline,
please let me know immediately, so that it can be sent to another
referee.

Finally, notes for referees can be found at

  http://journals.iucr.org/d/services/referees/notes.html
  
Thank you for your efforts on behalf of Acta Crystallographica
Section B.

Best wishes

========================================================================
Referee's report for article  OS5003

  Title: New method for structure determination

  Author(s): B. Smith and A. Jones

1. Is the manuscript worthy of publication?
            Yes, as it is
            Yes, with minor revision
            Yes, but with major revision
            No, not at all

2. Is the work technically sound?
   Does the evidence presented justify the conclusions drawn?

   If not, please specify.


3. Is the presentation as efficient as possible?
   Can any material be omitted or deposited?

   Please specify.



4. Is the choice of journal correct?
   (Not relevant to conference proceedings.)

5. Have the requirements of Notes for Authors been met?

6. Is the Literature adequately cited?

7. Revisions to be made by the author:









========================================================================

--------------------------------
1B. Template for review comments
--------------------------------
Dear

I have now received the referee reports for your article (reference: OS5000)

Title: New method for structure determination
Author(s): B. Smith and A. Jones

I am attaching copies of their comments to this e-mail.
Please revise your article accordingly, also taking into
account the following comments from me:

----------------------------------------------------------


----------------------------------------------------------

You should upload the revised article at the web address

http://submission.iucr.org/submit/b/view/6labshtItzGbE5Hu/OS5003

Please indicate how you have responded to each of the referees'
comments, either using the form on the web upload page or by
sending me an e-mail.

Please acknowledge receipt of this message as soon as you see
it, so that I know it has arrived safely.

Best wishes


---------------------------------------------------------
1C. Template for notifying Editorial Office of acceptance
---------------------------------------------------------
To: [email protected]

The article OS5003

Title: New method for structure determination
Author(s): B. Smith and A. Jones

has been accepted for publication in Acta Crystallographica Section B
and the author has been asked to submit the source files for production
at the web address

http://submission.iucr.org/submit/b/deposit/dZAeadhvtinp7Xbb/OS5003

************************************************************************
TRANSMITTAL INFORMATION

Co-editor reference code: OS5003
Contact author:  Ms Brenda Smith
Contact e-mail:  [email protected]
Paper type: research papers
Date received: Fri Aug 25 10:54:30 2006

Final review PDF checked:     yes/no     

Comments:







************************************************************************
Best wishes


-----------------------------------------------
1D. Template for notifying author of acceptance
-----------------------------------------------

Dear Ms Smith

Your article OS5003

Title: New method for structure determination
Author(s): B. Smith and A. Jones

has been accepted for publication. In order that production work can 
commence, please submit the source files for your article at the web address

http://submission.iucr.org/submit/b/deposit/dZAeadhvtinp7Xbb/OS5003

The files should include

(a) a single file in WORD, RTF or LaTeX format of the text, tables and
figure captions of your article,
(b) a high-resolution graphics file in TIFF, PostScript or encapsulated
PostScript format for each figure and scheme, and
(c) files of any supplementary material that should accompany your article.

You can monitor the progress of your article through the system by going to
the web address http://journals.iucr.org/services/status.html, and then
entering the manuscript code (e.g. OS5003) and the name of one of the authors.
When the proofs are ready you will be notified by e-mail and will be given
directions for downloading the file.

I am looking forward to seeing your article in the journal. Thank you for
publishing your work with us.

Best wishes



-----------------------------------------------
1E. Template for notifying author of rejection
-----------------------------------------------

Dear Ms Smith

Your article OS5003

New method for structure determination
Author(s): B. Smith and A. Jones

has been rejected on the following grounds:




I enclose copies of the referee report. You are welcome to submit
further articles on this subject. Any new article will be treated 
as a new submission.

Best wishes


--------------------------------------------------------
1F. Template for notifying Editorial Office of rejection
--------------------------------------------------------
To: [email protected]

The article OS5003

New method for structure determination
Author(s): B. Smith and A. Jones

has been rejected.

Best wishes
 
MESSAGE 2
This is the message from the Editorial Office to the author on initial receipt of the article. 
Dear Ms Smith

Thank you for submitting your article entitled

New method for structure determination

for publication in Acta Crystallographica Section B. A review document
has been generated and your article has been assigned the reference
code OS5003. Please quote this reference in all future correspondence
concerning your article.

The review document is available at the REVIEW WEB ADDRESS

http://submission.iucr.org/submit/b/view/6labshtItzGbE5Hu/OS5003

IMPORTANT: You have indicated that your article includes a report of one
or more crystal structure determinations. Please upload the CIF containing
the details of all structures reported via the web page

http://journals.iucr.org/services/submitbdyb.html.

The submission of an article is taken as an implicit guarantee that
the work is original, that it is the author(s) own work, that all
authors concur with and are aware of the submission, that all workers
involved in the study are listed as authors or given proper credit in
the acknowledgements, that the results have not already been published
(in any language or medium), and that the article is not being considered
and will not be offered elsewhere while under consideration for an
IUCr journal.

A Transfer of Copyright agreement has been attached to this message. You
should complete this agreement and return it to the Editorial Office either
by fax (+44 1244 314888) or by e-mail ([email protected], quoting the
reference code OS5003 in the Subject line). If you have any
questions about copyright, please contact [email protected]

Your article will be handled by the following Co-editor:

Dr A. Oskarsson
Inorganic Chemistry 1,
Lund University,
Chemical Centre,
PO Box 124,
S-22100 Lund,
Sweden

E-mail: [email protected]

You should hear directly from this Co-editor in due course.

Thank you for submitting your work to Acta Crystallographica Section B.
We hope you will enjoy publishing in this journal, and look forward to
receiving articles from you in future.
----------------------------------------------------------------------
IUCr Editorial Office, 5 Abbey Square, Chester CH1 2HU, England
Phone: 44 1244 342878 Fax: 44 1244 314888 e-mail: [email protected]
Ftp: ftp.iucr.org WWW: http://journals.iucr.org/
 
MESSAGE 3
This is the message you will receive from the Editorial Office whenever a revised version of the article is submitted. 
Dear 

Electronic review
-----------------
A revised version of the article (reference: os5003)

New method for structure determination
Author(s): B. Smith and A. Jones

has been submitted to Acta Crystallographica Section B and is now
available from the IUCr web server for review. 
The author has included the following comments accompanying the revision:

-----------------------------------------------------------------
AUTHOR COMMENTS WILL APPEAR HERE
-----------------------------------------------------------------

You may review the revised article at

http://submission.iucr.org/submit/b/view/6labshtItzGbE5Hu/os5003

Best wishes


What information should I record?
  • (a) Keep all e-mail messages relating to an article, particularly the template messages for use at appropriate times in the review process.

  • (b) The server in Chester will record the date of receipt, author contact details and article title, so you do not need to record these. You should, however, make sure you keep a record of the status of the article and check this against the monthly reports supplied by the Editorial Office.

  • (c) If authors report any difficulties in using the system to you, please forward these to [email protected]. Likewise, if you yourself experience any problems, please also let us know.


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