FAQs for Associate Editors (AEs) and Division Editors (DEs).

How can I view a file after I've made my recommendation to the DE?
How do I know which manuscripts need my attention?
Help! I don't have enough reviewer leads for a manuscript.
How can I add a reviewer? How can I check to see if a reviewer is already in the database?
A reviewer can't get to the manuscript. What can an AE do?
How can I speed up the review process?
How can I make just a few little changes?
Why use revision cycles? Why involve the Division Editor in intermediate versions?
Who sees what under Manage Files? How is it useful?
Are revisions always reviewed by the same reviewers?
How can I stop reminders from going to reviewers?
How can I make a Word document available to reviewers, instead of just a PDF?
How can a reviewer make comments or use track changes on a Word document but remain anonymous?
What should I do when the reviewer mails a marked-up paper copy?
What can an AE do if the reviewer put comments in the wrong box?
The reviewer's e-mail address is incorrect. How can I fix it so the e-mail goes to the right place?
How do I rate the reviewers, and why?
How can I change a reviewer rating? I goofed and don't want to besmirch the record.
Where is training material?

How can I view a file after I've made my recommendation to the DE?
Use the Search function -- it's to the right on the first screen you see after you go to your AE Center. You can find any manuscript for which you were AE. You can search by various criteria or leave all fields blank and you'll get a list of all the manuscripts you have handled. Hit "View Details" for full information.

The list on the left side has links to show manuscripts that need various kinds of attention, so the ones that you have sent on to the DE or that are awaiting revision are no longer listed there.

How do I know which manuscripts need my attention?
Routinely check the lists on the left side of the screen at your AE center. These act as your in-boxes and list all manuscripts that need your attention. You also get an automatic e-mail when a manuscript comes your way.

Help! I don't have enough reviewer leads for a manuscript.
After you check the author's suggested reviewers and your leads, try searching the database for related papers and by reviewer keywords and specialty.
Several divisions have recruited potential reviewers. If your division has done this, you can find these by putting the division acronym (PM, SW, FPE, SE, IET, FE, BE, JASH, EDU, or AE) in the Specialty field. Also, most technical committee members are included with the words from the committee name in the Keywords field. In addition, many reviewers have indicated their interest areas in the Keywords or Specialty fields. Reviewers can update their own information from their main menu page.

You may also want to search the ASAE Online Technical Library to see who has published in the relevant area. Searching in just the title or keywords fields will narrow the results. If searching the all words in the Library using more than one word use the "word NEAR word" format for best results.
Before adding a reviewer please be sure that the reviewer is not already in the database (see How can I check to see if a reviewer is already in the database? ).

How can I add a reviewer? How can I check to see if a reviewer is already in the database?
The reviewer database is large and continually growing, so please be sure to check the database before you go to the bother of adding a new reviewer. If you create a second account for a reviewer then the reviewer will have trouble getting to the manuscript.

If you have someone in mind, first check the database to see if the potential reviewer is listed. Search using just part of the name with * for the rest, instead of trying to match a whole name. Also try name variants (e.g., B* for Bob as well as Ro* for Robert).

If you are sure the potential reviewer is not in the database, use the "Create Reviewer Account" at the left of the screen. Making a new reviewer account when the reviewer is actually already in the database means that the reviewer won't be able to get to the manuscript until ASABE administration notices the problem and merges the accounts.

A reviewer can't get to the manuscript. What can an AE do?
There are two likely possibilities.

(1) The reviewer has not followed the "agree to review" link in the invitation e-mail you sent. In this case, you could resend the e-mail (from the Audit Trail tab) so that the reviewer can hit the link. Alternately, you could go to the manuscript details and indicate the reviewer has agreed and then you assign the review.
(2) The second possibility is that the reviewer has two accounts, and the manuscript is tied to only one of them. To fix this problem , query administration ( gillis@asabe.org ) . If you are in a hurry, search and find the reviewer's other account, and assign the review to this other account. Please notify gillis@asabe.org so we can merge the two accounts.

How can I speed up the review process?
Our mutual goal is to shorten the time from submission to decision, while having quality reviews. Here are some ways that AEs can help reduce the time.

• Try to find enough qualified reviewers to invite at least 5 rather than the usual 3 reviewers. Some may not agree to review, and some may be late or submit an incomplete review. (See Help! I don't have enough reviewer leads for a manuscript. )

• Log into the system regularly to check your to-do lists in the event that an e-mail alerting you that action on your part is needed has gone astray.

• You might find that more reviewers need to be invited if some reviewers aren't responding to your invitation to review.

• Perhaps go without a third review, or do it yourself, if this is OK in your division.

How can I make just a few little changes?
Generally changes should be treated as revisions (see Why use revision cycles? in the FAQs for Associate Editors). However, there are instances where an AE or DE would like to make just a few little changes such as correcting a typo or verb tense and it doesn't seem worth going through all the steps.
Here's what to do to make these changes in the online system, while keeping it clear which document should go to publication. The changes should be made entirely before, or entirely after, all the reviews are done, otherwise we won't be able to tell which version was reviewed.

(1) Put the file on your computer. Make your changes and save it.
(2) Name it as "Corrected by" your name and date, for example, "Corrected by John Doe 12 Oct SW5000.doc."
(3) In the online system, go to the manuscript details.
(4) Hit the Manuscript Files tab. You'll see a list of files involved. Those with the "HTML/PDF Proof" box checked are those that reviewers can see. Uncheck that box for the file you are replacing. Upload the corrected file from your computer. Indicate it is for the "HTML/PDF Proof" again. In the Notes box say that you were the one who uploaded it, and why.
(5) Scroll down and put another note about it in the Notes box. Save. This Notes box is more visible than the note you made when you uploaded, and will help keep everyone informed.
(6) Remove the file from your computer.

Why use revision cycles? Why involve the Division Editor in intermediate versions?
Often, there are revisions and corrections that need to be made through several rounds of dialog between the AE and the author. In the system, all correspondence from the AE to the author must go through the DE. The DE reviews the recommendation from the AE, hits a few buttons, and forwards the material to the author. In each cycle the author is prompted to upload revised files and respond to suggestions. These are given revision numbers and routed directly to the AE.

The advantages of using the system for all review/revision cycles are that (1) the system keeps track of revisions, so there is no danger of an early version going to print or reviewers seeing the wrong version; (2) the author can upload each revision and check the PDF for proper conversion, rather than having editors cope with file upload problems; (3) the complete history of the revisions and the author's responses to suggestions are readily available; (4) The AE may remain anonymous; and (5) everyone's work is reflected accurately in the statistics about process times.

The disadvantage is that it adds a bit more time to the process.

In some divisions, the AE may work directly with the author on revisions without involving the DE. The AE and author can fax or e-mail manuscript files back and forth outside the system, using their personal e-mail accounts (see also Who sees what under Manage Files? ), until the AE is ready to recommend the manuscript for publication. Note that while the manuscript is in the AE’s box, i.e., before the AE makes a recommendation to the DE, the authors cannot post updated drafts directly into the electronic review system. Also, the system has no record or archive of the activity outside the system. (E-mails sent from within the system is archived under the Audit Trail tab, and outside e-mails may be archived there as well.)
In order to get the last, final, draft of the manuscript into the system, the AE should post a recommendation to the DE that the manuscript is acceptable for publication after the authors upload their final draft into the system. The DE selects a "Revision" decision at this point, and the authors will be asked to upload the final draft to the system. Once the author posts the final draft, the AE will receive an e-mail notification that the revised manuscript has been submitted. The AE should then check the manuscript to insure all corrections were made, and then post a recommendation to accept back to the DE.

Who sees what under the Manuscript Files tab? How is it useful?
Authors and reviewers see whatever files "HTML/PDF Proof" box checked, but they cannot add or change files. After the initial submission, authors may upload revisions only when they are asked for a revision. Each revision is given an –R number.
Editors and ASABE Administration can see all the files under Manage Files, and they can upload files, change file designations (and thus change what reviewers and authors can see) and delete files at any time before the final decision. This can be handy but also can lead to confusion.
Guidelines: (1) Put important info in the name of the file, so everyone notices. Include the date. (2) Document what you did both in the notes box at the upload and in the "Notes" at the end of Manuscript Details. (3) Don't change files during the review period, so that all reviewers see the same files. (4) Please do not delete files that you did not upload. Uncheck the "HTML/PDF Proof" box if you want to keep authors and reviewers from seeing them.
One good use of Manage Files is before review, when an editor notices that the file is incomplete and asks for a corrected file. The author sends the new file via e-mail attachment, and the editor uploads it. Rename the old file as "Bad File" and "HTML/PDF Proof" box. Note what you did and why.
Another likely use is when an editor wants to send a file to the author. Perhaps it is material that didn't get attached to the review. The editor uploads the file, denotes it as a decision file (for example), and then it will be available at the author's Author Center, the new file is there.

A danger of uploading files outside of the usual revision cycles is that it can be unclear what version is what. We don't want to end up publishing the wrong version because of ambiguity. That's why it's best to use revision cycles for revisions. 

Are revisions always reviewed by the same reviewers?
No. The default is that previous reviewers are listed for revised manuscripts (except for reviewers who checked the "no" box on the review sheet), but no reviewers are actually invited until the AE makes it so. 

How can I stop or delay reminders from going to reviewers?
The Reviewer List section has a place to edit reminders. If you uncheck the box, the reminder won't be sent.

How can I make a Word document available to reviewers, instead of only a PDF?
Be sure that, in the Manuscript Files tab, the MS Word file has " HTML/PDF Proof" button checked. (This is the default for the main document.) Reviewers can see any file with that box checked; they must hit the "Original Files" button to see it. Of course, if the author did not upload a Word file there isn't one to use. In that case, you or admin can ask the author to send a Word file (by e-mail attachment) and you or admin can upload it (see Who sees what under the Manuscript Files tab?)

How can a reviewer make comments or use track changes on a Word document but remain anonymous?
A reviewer can keep tracked (or other) changes anonymous by changing a setting in Word before making the changes. In Word 2000 and 2002, at least, go to Tools/Options/User information and put "Reviewer" (or something anonymous, or nothing) in the name box. That's what will show when someone else opens the document and looks at track changes or document properties. (Document properties show the original author, unless there's been file name changes, etc.) The information in the name box will stay changed, and is used by other Microsoft Office programs, so the reviewer might want to change it back later.

What should I do when the reviewer mails a marked-up paper copy?
It's best if the reviewer still marks the online score sheet , even if the reviewer prefers to work on paper.  The marked-up paper copy could be scanned and uploaded or, if necessary, mailed or faxed to the AE.

If a reviewer marks an online score sheet and sends a paper copy to the AE, the AE can scan the paper and upload the file, or send it to ASABE admin ( gillis@asabe.org ) and we'll do it for you.

If the reviewer does not mark and submit the online score sheet, the system will not know that the review has been done. Thus, the reviewer will get reminders, our statistics will be wrong, and the reviewer's name will not appear in the list of reviewers thanked at the end of the year. So, please e-mail gillis@asabe.org with the paper number and reviewer name and ASAE admin will make the system reflect the reality.

What can an AE do if the reviewer put comments in the wrong box?
Generally a reviewer puts comments to the author in one box on the review form, and comments for the editors in another box. The editors can see all these comments, and edit them, before sending them on to the author. Reviewers and editors can also "attach" files for the author and for editors. (The files aren't attached to the e-mail, they are attached to the site.)

Sometimes, though, a reviewer mistakenly puts comments that the author should see in the "For Editor" box and thus the author won't be able to see them. If the reviewer would like to correct this, the AE can "rescind" the review. It goes back to the reviewer, who can log in, fix it, and re-submit the review.  Or, an AE can scroll down to the end of the review, click edit, make the changes, and save. It's best to note that corrections were made.

The reviewer's e-mail address is incorrect. How can I fix it so the e-mail goes to the right place?
There are several ways:

• Add the correct address to the e-mail before you hit Send. This only works for the one e-mail.

• Ask the reviewer to log on and to hit "Edit Account" on the top right of the Main Menu screen. This only works if the reviewer does it.

• Ask admin  ( gillis@asabe.org ) and we'll do it for you. The person will be notified of the change.

How do I rate the reviewers, and why?
At the end of the review there is a place to rate the review in terms of timeliness and quality. The process takes just takes a moment, and in the long term your feedback will improve the system. Also, nominees for reviewer awards are selected from those with above-average scores here.

How can I change a reviewer rating? I goofed and don't want to besmirch the record.
View the review again, scroll down, click edit, make your changes, and save.

Where is training material?
The online system has links to training material in the upper right corner. There are also places to submit suggestions for enhancements.