Typical steps in the Electronic Review System (11-04)

Step 1. The author posts a new manuscript to the system and ASABE headquarters assigns it to a division editor (DE). Until the author is asked for a revision, the author cannot upload a new draft. The author can track the progress of the manuscript.

Step 2. The division editor assigns the manuscript to an associate editor (AE), and an e-mail is generated and sent to the associate editor notifying him/her that a manuscript has been assigned to them.

Step 3. The AE invites reviewers by searching and selecting their names. The system generates and sends an invitation e-mail to the reviewers, then sends reminders if they do not respond to the solicitation. Reviewers can, and generally do, respond via a link in the invitation e-mail, and if they accept the invitation they are directed right to the manuscript review. Alternatively, reviewers can accept the invitation by telling the AE they accept, then the AE must return to the system to record the acceptance before the reviewers can access the manuscript. Automatic reminders are sent to reviewers who don't respond.

Step 4. When reviews are completed, the reviewers will post their recommendation and editorial comments in the system. Often, reviewers will attach documents that contain their review comments. In order for the authors to receive these files, they must be posted under "Files for Author" rather than "Files for Editor." We have had problems with reviewers posting review material in the AE's box rather than the author's box, which results in the authors being unable to see the material. AEs, please check this before you post your recommendation to the DE.

Step 5. Once all reviews are in and comments and files are denoted properly (author or editor-only) the AE posts a recommendation to the DE. The AE may need to change the number in the "# reviews required to make recommendation" box to access the review or recommendation tabs. The DE reviews the recommendation and makes a decision. E-mail about the decision is sent to the authors. Note that even when a manuscript does not require their attention, editors can access it via the Search. Search on the number or leave all fields blank for a list of all files ever handled.

Step 6. If the manuscript was not rejected, the author may revise the manuscript and, via the author center, submit a revision and a letter that outlines the changes. The AE is notified via e-mail that the revised manuscript has been placed in their box. At this point, the AE can see all drafts of the manuscript, as well as all reviewer comments. The AE may invite additional reviews, or simply make a recommendation to the DE. The AE may need to change the number in the "# reviews required to make recommendation" box to access the review or recommendation tab.

Step 7. 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 review 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. This is generally the best way to work.

In some divisions, the AE may work directly with the author on revisions without involving the DE. The AE and author can e-mail manuscript files back and forth 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 Manuscript Central. Also, the system has no record or archive of the activity outside the system. To create an archive, send e -mail from within the system (click on an underlined name for an e-mail blank). This e-mail is archived under the "audit trail" tab. Incoming e-mail may also be archived there, but of course this is not automatic.

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 be sure all corrections were made, and then post a recommendation to accept back to the DE.

Step 8. When the AE and DE recommend that the manuscript be accepted for publication, an e-mail is generated informing the authors, AE, and ASABE Headquarters of the recommendation and ASABE staff takes over the remainder of the publication process.