Instructions for Editors and Reviewers

Instructions for Reviewers
Instructions for Department Editors
Instructions for Associate Editors

 Instructions for Reviewers

Using ScholarOne Manuscripts

Click the "System Requirements" link on the login page (http://mc.manuscriptcentral.com/ms) to make sure that you are using a recommended browser. Click “Get Help Now” (in the upper right corner of each page) to access Frequently Asked Questions. Please contact the managing editor, Kathleen Luckey (kathleen.luckey@informs.org), if you encounter any problems with the system that cannot be resolved using the Frequently Asked Questions link.

Responding to a Request to Serve as a Reviewer

You will receive an e-mail that includes the manuscript abstract from an AE asking you to serve as a reviewer. The e-mail includes links with which to accept or decline the invitation.

Reviewing a Manuscript

When you click “Agree” on the e-mail invitation you will receive an e-mail with a link to the Management Science site. To access newly assigned (or revised) manuscripts awaiting review choose “Reviewer Center.” To view all papers associated with a paper click the “View Details” box. (Clicking the “View Manuscript” option brings up a concatenated version of all files submitted.) This screen has three tabs: Instructions, Details, and Score Sheet. All tabs have icons to access the manuscript files. Note that you should not review a paper if you have a conflict of interest with any of the authors of the paper.

Submitting a Completed Review

Select the Score Sheet tab and click the appropriate button under Recommendation. You can add confidential comments to the Associate Editor and/or comments to the author and/or upload attachments at the bottom of the score sheet. If you upload attachments, be sure to select the “Files for Editor and Author” button for files you want the author to see or “Files for Editor only” button to send files to the AE that are not intended for the author. Comments typed in the “Comments to Author” box are included in the decision e-mail from the Department Editor to the author. Any files you attach for the author will be converted into pdf.

Click "Save as Draft" and then “Submit,” and the AE will be notified that your review is complete. Note that once your review has been posted you cannot change it without administrative assistance. Please contact the managing editor, Kathleen Luckey (kathleen.luckey@informs.org) if you need to make a change to a review that you've already submitted.

Revisions

If you are assigned a revision, it will come to you in the same manner with the same manuscript number plus a suffix of .R1, .R2, etc. The “Switch Details” icon in the Manuscript Information tab lets you toggle between versions.

 Instructions for Department Editors

Using ScholarOne Manuscripts

Click the "System Requirements" link on the login page (http://mc.manuscriptcentral.com/ms) to make sure that you are using a recommended browser. Click “Get Help Now” (in the upper right corner of each page) to access Frequently Asked Questions. Please contact the managing editor, Kathleen Luckey (kathleen.luckey@informs.org), if you encounter any problems with the system that cannot be resolved using the Frequently Asked Questions link.

Enter Your Department Editor Center

To access newly assigned (or revised) manuscripts, check the status of manuscripts in your charge, assign manuscripts to associate editors, or post decisions, choose DE Center.

Inside Your DE Center

The primary tasks in your DE Center are (a) assigning AEs to new submissions and (b) posting decisions on papers for authors to see.

Note: Before you make a decision on a paper or assign it to an AE, make sure you do not have a conflict of interest with any of the authors. If you do, you should request that the paper be transferred to another DE or to the EIC.

Assigning Associate Editors

To assign an AE:

  • Use the “Assign AE” option to bring up a list of all manuscripts awaiting AE assignment.
  • Click on “Take Action” to view manuscript files and assign an AE. Clicking on “View Manuscript” in the DE dashboard brings up a concatenated version of all files submitted by the author. To access them separately, click on the “Manuscript Files” tab on the left. In addition to giving you the individual files, this tab also gives you a history of the document and allows you to unsubmit or withdraw the manuscript. “Unsubmit” returns the manuscript to the Author Center.
  • Return to the Assign function at any time by clicking on the “Assign AE” tab on the top of the page. Click the “Select an AE” drop-down menu and choose the AE you wish to assign. When you click on the “Assign” button next to the AE’s name, an automatic message will be sent to the AE informing him or her of the assignment. NOTE: If you do not click “Assign” the AE will not be notified of the assignment.
  • Note that an AE should not have a conflict of interest with any of the authors of the paper.

If the AE declines, you can assign a new AE by clicking "assign a different person" in the Associate Editor List on the Manuscript Details tab.

Granting Extensions

You are authorized to grant an extension to an AE.

  • Scroll to the Associate Editor List in the “Manuscript Information Tab” and click the magnifying glass next to the AE’s name. A Person Details window will pop up; click on the Account Information tab.
  • Scroll down to “Grant an Extension"; you can change the dates for the different AE tasks here. NOTE: You must click the “Go” button in the lower right of the “Grant an Extension” box for the extension to be recorded.
  • A gold box with a red border will appear to confirm the extension.

Immediate Rejection

To reject or request a revision without seeking further review of the paper, click the “Manuscript Information” tab on the left side. Click the “Reject” radio button and click on “Commit Decision” to post. Choosing the Reject option brings up a form letter to the author. You will need to edit the e-mail text. Click on Send and Commit Decision.

Making a Decision

You will be notified via e-mail when the AE has posted a report. Click “Make Decision” and choose “Take Action.” Choose the decision radio button and click Commit Decision. This brings up an e-mail message that you can edit as you see fit.

Click “Send and Commit.” Once you hit the button your decision cannot be changed without administrative assistance, so contact the managing editor (kathleen.luckey@informs.org) if an error occurs.

Revisions

It is Management Science policy for papers to be reviewed in detail by referees at most twice under normal circumstances. In the first review, referees should indicate what needs to be done to make the paper publishable; in the second they should check the changes made by the authors to see if they meet the desired standard. Beyond this input from the referees, the AE and DE should decide whether the paper should be accepted (possibly with additional minor revisions) or rejected. Of course, DEs may seek additional review when exceptional circumstances warrant, but it should not be the rule. We want to avoid having papers cycle through four or five revisions, which delays publication and wastes valuable refereeing resources.

 Instructions for Associate Editors

Using ScholarOne Manuscripts

Click the "System Requirements" link on the login page (http://mc.manuscriptcentral.com/ms) to make sure that you are using a recommended browser. Click “Get Help Now” (in the upper right corner of each page) to access Frequently Asked Questions. Please contact the managing editor, Kathleen Luckey (kathleen.luckey@informs.org), if you encounter any problems with the system that cannot be resolved using the Frequently Asked Questions link.

Enter Your AE Center

To access newly assigned (or revised) manuscripts awaiting review, select and invite reviewers, or view reviews choose AE Center.

Initial Review

To view all files associated with a paper click “Select Reviewers” then the “Take Action” box. (Clicking the “View Manuscript” option brings up a concatenated version of all files submitted by the author.) The resulting screen allows you to see individual files by selecting the “Original Files” box and shows the authors suggested referee(s).

You should review the paper quickly to determine whether it has the potential to make a significant contribution to the literature. That is, if all analysis were correct and exposition were effective, the paper would make a contribution worthy of a flagship journal. If not, then you should recommend immediate rejection. Do this by clicking on the Manuscript Information tab on the left. Click the “Reject” radio button as your overall recommendation and write notes giving your reasoning to the DE and the author. Click “Submit.”

Assigning Referees

If you determine the paper has the potential to make a significant contribution then you should assign reviewers. Assigning reviewers is a three-step process: “select,” “invite,” and “assign.”

#1 – Click “Select Reviewers” and click “Take Action,” bringing up the select reviewer box. This box shows the names of the reviewers suggested by the authors, allows you to search for other potential reviewers, and (if this is the first time the referee has been assigned) enables you to create a reviewer account. Your search results will give you information on the number of manuscripts assigned to a particular reviewer as well as his/her average response time. To Select Reviewer click the “Add” box and then the +Add icon. When you have selected the required number of reviewers the system moves to step 2.

Note: that a referee should not have a conflict of interest with any of the authors of the paper.

Note: the system is set to require three reviewers, since it is normal Management Science policy to use three referees. However, because there are occasions when a manuscript must be evaluated with only one or two referee reports, you have the ability to change “# reviewers required to make decision.” You can do this at any time through the “Progress” box to assign more or fewer reviewers to a paper.

#2 -- The “Invite Reviewers” tab on the top comes up. To invite a reviewer click “Invite”. The invite button brings up a system-generated e-mail that includes the manuscript abstract and links that enable reviewers to agree/decline the invitation to review. Click “Save and Send” to Invite the reviewer.

#3 – Release manuscript files
If the referee clicks on the link agreeing to the invitation the system automatically releases the manuscript and sends an e-mail to the referee thanking them for their participation. The AE is copied on this email so that they know the referee has agreed. (If the referees agree outside the system (e.g., email), you need to go back and manually release the manuscript to them. To do this, return to “Assign Reviewers” and click “Take Action.” Then select the invited response from the drop-down menu and click “Save.” A confirmation e-mail is generated. Click “Save and Send” to release the manuscript files to the reviewer.

If the referee declines by clicking the decline link an e-mail will be sent to them with a copy to you. The manuscript will not be released to the referee, and you will need to go back and invite an alternate referee.

If the referee declines by e-mail, you will need to go back in to your AE Center, search for the manuscript, and select Decline in the “Invited Response” drop-down menu. The reviewer will receive a confirmation e-mail. The manuscript will not be released, and you will need to go back and invite an alternate referee.

Step 5: Making Decision

To post a recommendation without assigning a reviewer change “# reviewers required to make decision” to 0. The “Make Recommendation” tab comes up.

You will be notified when a reviewer posts his/her report. To read the review and/or post your recommendation, find the paper in your AE Center in the “Make Recommendation” list. Click “Take Action” to bring up a screen to access reviewer decision files, score the manuscript, and attach referee reviews. The reviewer scores and attachments, if any, are accessed on the right side of the score sheet.

Choose “Make Recommendation.”

Select one button from the Overall Recommendation category. Use the spaces to make any comments to the DE that you do not want the author to see. You can also attach a letter to the DE and author (or the DE only) as separate file at the bottom of the screen by clicking on “Attach Files.” If the files are ultimately intended for the eyes of the author, please select the “Files for DE and author” option. Use the “Files for DE only” to send confidential communication to the DE.

Click “Submit” to send your review to the DE. Once your review has been posted you cannot change it without administrative help. (If you need to make a change please contact the managing editor, Kate Luckey.)

To post a recommendation without receiving referee reports you must reset the number of reviewers required to zero. To do this, use the “Manuscript Information” tab on the left side and change “# reviewers required to make decision” to 0. If you do not make this change, the manuscript will continue to show up as requiring reviewers in your AE Center, and you will not be able to submit your recommendation.

You’re done! The DE will be notified that your report is available.

If you recommend a revision and the author(s) resubmit the manuscript, it will come back to you in the same manner with the same manuscript number plus an appendix of R1, R2, etc. The name of the previous reviewer(s) will be listed. To reinvite referees to review a revised manuscript, you need to complete the final two steps listed above: Click “Invite” and “Save and Send” to release the files to the reviewer. If you do not do this, the manuscript will not be released to the referees.

The “Switch Details” icon in the “Manuscript Information” tab lets you toggle between versions of the manuscript so that you can access information on previous versions.