JCISE - Paper Submission and Review Management System

Associate Editors can assign/unassign reviewers on-line, check to see if reviews have been submitted, view or download reviews for papers they are handling, send reminders to reviewers, make recommendations about acceptance, and access old reviews of resubmitted papers. Associate Editors can also add reviewers as new users or modify their profiles. (Click Reviewer box in profile) AE's assign PIN numbers to reviewers. AE's can add Reviewer status to any author in the database without necessarily assigning a paper to him/her. AE's cannot access any records related to other AE's, including their profiles. AE's can perform a wide range of search and query functions.

Logon as AE
Login via the “Associate Editor” menu by clicking any of its functions (Manage Papers, Manage Users). You will need to use your assigned user name and password. The AE password is not the same thing as PIN. The password can be any number of alphanumeric characters.

Changing the Associate Editor Password
Like all users, the Associate Editors can change their own password or other data via the “Update Profile” function in the “General” menu.

Managing Papers
When this function is picked you will see two lists of papers that have been assigned for you to manage. The first list is for papers in the first review cycle, and the second list is for resubmitted papers in their second review cycle. Only those papers that are pending action from Associate Editors or Reviewers are shown on the list. They disappear when the AE makes a recommendation.
The list will show submission date, paper title, Author, paper ID, the number of Reviewers assigned, the number of reviews done for each paper (Rvw/Done), and the following four buttons:
   • Manage Review– use this button to search for and assign reviewers and to view completed reviews.
   • Rcmnd– use this button to make a recommendation to the Technical Editor about the acceptance/rejection
     of a paper.
   • Remind– use this button to send a reminder to a reviewer of a paper.
   • Status– use this button to look at details about a paper.

Assigning Reviewers (or searching for potential reviewers)
All functions related to assignment/unassignment of reviews are available via "Manage Papers" in the AE menu.
Click in the "Manage Reviews a button next to any paper in the paper list.
You will see a list of Reviewers assigned already, if any. Click on “Add New.” A new window pops up. Click on the “Search” button (do not fill name directly).
There are two ways of searching for Reviewers:
1. Search the Reviewer database by first and/or last name (default option)
2. Search database by one or more technical areas. Make sure you click on “Search by Technical Areas”
    for this option.
In either case, all matches will be displayed. Before selecting a reviewer, the AE has the option of looking at the reviewers workload. The "Stats" button now shows up whenever the AE does a reviewer search. Select them one at a time. Assign a secret PIN (4 digits) to each Reviewer and click “Continue.” An e-mail message to the Reviewer is generated. You can edit the message as appropriate and click “Assign.” Repeat this process for additional reviewers. Any number of reviewers can be assigned.
To add new reviewers not currently in the database go to “Manage Users” in the Associate Editor menu and “Add new Reviewer.” Fill in all required fields (indicated in red) including JCISE Role (Reviewer).
Once a new user is added as a reviewer you should be able to find him or her through reviewer search.
Resubmitted papers in the second review cycle are handled in the same way as new papers. An Associate Editor can see who the first cycle Reviewers were and how they reviewed the paper. S/he can reassign the resubmit to the same Reviewers or to different ones.

Unassigning Reviewers
A reviewer can be unassigned for as long as that person’s review has not been submitted. This is done by choosing the“Unassign” button under “Manage Rvw” functions.

Send Reminder
AEs can send a gentle reminder to reviewers by clicking the button "Send Rmndr" under Manage Reviews.

Viewing Completed Reviews
Completed reviews for a paper in process can be viewed by going to “Manage Rvw.” If a review has been submitted its “View” button will be visible. Click on it to look at the review. Reviewers can now submit a supplementary document with the review and authors can submit "Author Response" for revised papers.

NOTE:
To view a review, please go to the “Manage Rvw” page and click on the “View” button. To view supplementary attachment from reviewer, if one has been submitted, go to Paper Details.

Making a Recommendation on a Paper
A recommendation about the acceptance of a paper can be made by an AE at any time, regardless of the number of reviews returned.
To make a recommendation, click on the “Rcmnd” button associated with the paper in the paper list under Manage Papers. Pull down to select the recommendation (Acceptable, Not Acceptable, etc.): An e-mail message to the Technical Editor will be generated. You may edit it if you wish, giving rationale for your decision for example. Please note that the e-mail does not become a permanent record in eLANE. Also, AE e-mail does not go to the author.

Discussing a Tentative Recommendation with TE prior to Recording the Recommend
AE's can make a preliminary (tentative) recommendation to the TE about a paper prior to a firm recommendation. This only generates e-mail from AE to TE but does not record the recommendation. The TE can review the paper and recommend and respond to the AE. Please do not use this function if you are sure about your recommendation.

Reports
Several query types are available in Reports under AE menu.
   • AE Statistics– each AE can get his/her own stats. The AE specifies start and end date; the query returns
     4 tables: Paper Statistics, Decision Statistics, Time Statistics and List of all papers assigned to that AE
     between the two dates.
   • Journal Statistics– decision and time stats for the entire journal between two dates specified by the AE.
   • Reviewer Statistics– gives workload of the reviewer. Number of papers assigned, completed, in-process
     and not turned in. Please note that eLANE came into use in December 2001. Consequently, reviewer stats prior
     to that date are not accurate because AE's did not give this info to the TE.
   • Listing of all papers for a given year assigned to an AE
   • Viewing the status of any paper by typing in its ID.- The paper must be one that the AE has authority over.

Manage Users
Associate Editors can add new Reviewers, change their data (e-mail, address, etc.) or change their PIN, drop them from eLANE, etc. They can modify Authors data, but authors cannot be deleted. AE’s do not have access to other AE’s data, unless they are authors, also. Even in that case, an AE cannot modify the password of authors.