Collecting Copyright Transfers and Disclosures via Editorial Manager™ -- Editorial Office Guide 2015

Contents Slide 3: Introduction- Why a New Method? Slide 4: The Basic Workflow Slide 5:Corresponding & Co-Author Questionnaires Slide 6:Co-Author Management – Corresponding Authors Slide 7: Journal Office Verification/Copyright Form Process Slide 8: Journal Office Verification/Copyright Form Process (Author Status) Slide 9:Journal Office Verification/Copyright Form Process (View Author Questionnaire Summary) Slide 10: Co-Author Reminder Report Slide 11-15: Frequently Asked Questions Slide 16: Summary 2

Introduction- Why a New Method? Wolters Kluwer Health identified a need for a standardized method of collecting disclosures from authors that complied with accepted publishing standards. The LWW Copyright Transfer and Disclosure Form in PDF format was developed to address this need. In supporting the new Copyright Transfer and Disclosure Form, Editorial Solutions identified a need for a more seamless, more efficient means of collecting the necessary information. The following slides will detail the new process to collect copyright transfer and disclosure information from all authors entirely within Editorial Manager (EM) using the Additional Information submission step and co-author verification process. 3

The Basic Workflow 1. The LWW Copyright Transfer and Disclosure Form is completed by corresponding authors during the Additional Information submission step. 2. Upon submission (we suggest upon initial submission, but it may be revision), the co-authors of the submission are ed a hyperlink to verify their co-authorship and complete the LWW Copyright Transfer and Disclosure Form within Editorial Manager (these users are not registering to EM, they are only recognized as co-authors of the submission). 3. Journal offices and corresponding authors may manage who has verified, their responses, and their addresses (if needing correction). 4. Reminder reports are available to remind unverified co-authors of all submissions. 4

Corresponding & Co-Author Questionnaires Corresponding Authors –The Additional Information submission step will include the copyright and disclosure form for the corresponding author. If you currently use the Additional Information submission step, the form will appear after the current questions. Co-authors –Upon submission, an will automatically send to all co-authors added on the Add/Edit/Remove Authors submission step. This will contain a hyperlink to approve of their co-authorship and enter their copyright information. –Co-authors are not logged into the system with a username/password, but are recognized as a co- author of the submission and are taken to an Editorial Manager url specific version of the copyright form. Co-authors may complete the form or return to it at a later time by clicking the ed hyperlink or following the supplied url (supplied at the top of the form): –Additionally, co-authors will be sent the verification when the manuscript is edited by the journal office and co-authors are added to the submission. 5

Co-Author Management – Corresponding Authors 6 Corresponding Authors may manage their co-authors. –If Corresponding Authors supply an incorrect for their Co-Authors, the Corresponding Author will receive an automatic undeliverable . If this occurs, the Corresponding Author may log into the system and update the author’s address (but not remove/add authors or their names, just their address). –Upon logging into their author account, the Corresponding Author would find the submission in their Submissions/Revisions Being Processed folder. Clicking Author Status would allow the following options: Address – Edit – This action will allow the corresponding author to edit the address of their co-author. Resend Letter – The corresponding author may use this action to resend the verification .

Journal Office Verification/Copyright Form Process Editor Roles (with appropriate permissions) may view Corresponding/Co-Author information and verification status via the Details page of the submission. * For the Corresponding Author, this information is drawn from the user's account in the system. For Co- Authors, the information is drawn from the submission record (i.e., the information entered by the Corresponding Author during the submission process). Corresponding Authors are prevented from entering duplicate addresses for Co-Authors, to help ensure that valid contact information is entered for all contributing authors. 7

Journal Office Verification/Copyright Form Process (Author Status) The Author Status button found on the Details page: 1. All authors' names, addresses, degrees and affiliations (View Author Details)*. 2. Ability to edit the address for any Co-Author (Edit). 3. Co-Authors' verification status and Questionnaire responses – Only Other Authors (co-authors) need to be confirmed. Confirmation = they have completed the ed copyright form. 4. Ability to resend verification request letters (Resend Letter). 5. Ability to re-set verification status if the form was done incorrectly (Reset Confirmation Status). 6. View the author’s copyright form responses (View Questionnaire Responses). * The Corresponding Author’s information is drawn from the user's account in the system. The Co-Author’s information is drawn from the submission record (i.e., as entered by the Corresponding Author during the submission process). Corresponding Authors are prevented from entering duplicate addresses for Co-Authors, to help ensure that valid contact information is entered for all contributing authors. 8

Journal Office Verification/Copyright Form Process (View Author Questionnaire Summary) –The View Author Questionnaire Summary button found on the Details page: –To view the answers to the Copyright and Disclosure Form, the View Author Questionnaire Summary gives a quick view to each author’s responses separated into columns. Answers may not be edited on this page, to do so, select Reset Confirmation Status from the Author Status page (this will undo the entire form). 9

Co-Author Reminder Report 10 A report has been added to remind Co-Authors of all submissions who have not yet verified their contribution to a submission. –The 'Co-Author Reminder Report' can be accessed by Editor Roles with appropriate permissions enabled. Editor role Main Menu/Send Reminder Letters/Co-Author Reminder Report. –Report results include both Co-Authors who have not responded to a verification request and those who have partially saved, but not completed, the Copyright and Disclosure Form (and thus have not completed the verification). The report works very similar to reviewer and editor reminders. By entering a date/editor/or article type parameter, results will appear on-screen. Check the box in the Send Reminder column and then select the appropriate letter on the following page (the letter should be listed as “Other Author Reminder – Verify Contribution”).

Frequently Asked Questions At what stage(s) should I check the Other Author Status? Check the Other Author Status whenever you process a new or a revised submission and prior to sending a decision letter to the Author. For accepted papers, check the Other Author Status regularly according to your office's policy for copyright form collection. Resend the requests for Other Author verification as needed until all Other Authors' responses have been received. NOTE: Only when all Other Authors have accepted the terms of the copyright transfer agreement should the accepted paper be transmitted to Production. 11

Frequently Asked Questions What do I do if an Other Author denies authorship (i.e., does not agree to the terms of copyright)? If an author has denied authorship, notify the Editor immediately. The Editor may want to investigate. If an author refuses the terms of copyright, inform the corresponding author. Explain that the paper cannot be published unless all authors accept the terms of the copyright transfer agreement. Then, reset the author’s confirmation status and resend the letter (see slide 8). 12

Frequently Asked Questions What should I do if an accepted paper is for a special issue and I don’t have time to wait until the forms have been collected prior to transmitting a paper to production? In the event that a deadline for a special issue is impending and you do not have all authors’ signatures for an article, notify your Production Editor. He or she may either instruct you to send the paper through as is, or note that the paper will be transmitted after the deadline has passed and will create an action plan for its handling. If you do send the paper through without all authors’ copyright agreements, select ‘No’ from the drop-down box provided on the transmittal form and include an explanation in the ‘Comments’ box provided. These notes will be sent to your Production Editor with the transmittal. 13

Frequently Asked Questions What should I do if a co-author’s server will not allow hyperlinks or they are otherwise unable to verify their contribution due to technical restraints? In the event a co-author’s provider prevents hyperlinks or otherwise converts the verification , those co-authors should be sent the PDF version of the Copyright and Disclosure Form by the journal office or corresponding author. The previous form may be used and a note should be included with the submission and eventually to your production editor of this occurrence. NOTE: If co-authors are not receiving the verification , editorialmanager.com should be added to their filter’s safe list. 14

Frequently Asked Questions What should I do if an article is submitted and the corresponding author did not receive the form to complete as part of the submission process and/or the co-authors are not given the form to complete upon clicking the ed hyperlink? This will occur if the author began the submission process before this new feature was applied. To correct, please return the submission to the author (Send Back to Author or make a revise decision) with the following instructions (also available on the Attach Files page): Edit the submission and go to the Select Article Type submission step. Please choose another type (and click OK for the message that appears), and then change it back to your desired article type. Doing so will update the submission steps and allow you to complete the COPYRIGHT TRANSFER AND DISCLOSURE FORM on the Additional Information page. PLEASE NOTE: It is possible the co-authors are sent the verification letter but when they click the verify hyperlink, they are not given the form (but the system will list them as verified). If this occurs, you will need to follow the instructions above but additionally Reset Confirmation Status for the co-authors and resend the letter. 15

Frequently Asked Questions What could happen if I edit a manuscript that was submitted before the new process was in place? If co-author s were not required before the new process was initiated, you may be required to add co-author addresses when editing the submission. You may do the following if the addresses are unknown: 1. If the PDF version of the copyright form was submitted, the addresses may be obtained from the form and added to the Add/Edit/Remove Authors page. 2. Return to your Main Menu, click Incomplete Submissions, select Revert Submission and return the submission to the author (depending on the stage, you may need to Send Back to Author or make a Revise decision. 3. Message the corresponding author for the co-author addresses and add them to the submission. NOTE: Adding co-author s when editing a submission will trigger the author verification letters to be sent to the co-authors. 16

Summary Using the new Editorial Manager™ features described in this guide, Editorial Offices may now collect Copyright Transfers and Disclosure forms directly within Editorial Manager. –Author Questionnaires are used to transfer copyright, as well as collect relevant disclosure and conflict of interest information –Editorial Offices have expanded options for managing the status of Other Authors, including the new 'Co-Author Reminder Report'. –Corresponding Authors may take an active role in managing their Co-Authors, via the new Enhancements for Managing Other Authors. –Reminder letters may be sent to all unverified co-authors. 17