Work Flows of the Online Review System Copernicus Office Editor Copernicus Publications | September 2015

Publication process Submission as Word or LaTeX Peer-review process, online editorial support Submission as Word or LaTeX Image processing Typesetting in LaTeX, conversion into XML English language copy-editing Proofreading with the author Print-on-demand Pagination and online OA publication PDF, HTML, and XML Alert service and RSS feeds Bibliographic data transfer to archives, databases, libraries worldwide

User Roles in the Review System Author Submits the manuscript Follows the review process Topical Editor (TE) Handles the actual review process Nominates & guides referees Decides about acceptance | rejection | further revision Referee Reports recommendation to TE Chief Editor (CE) Fallback for TE problems Optional: TE assignment & final decision Editorial Support (ES)

MS Registration & Submission Manuscript registration by Authors Selection of editorial subject areas Suggestion of potential Referees Email to Author Confirmation & receipt of manuscript number File upload request & deadline

MS Registration & Submission File Validation MS Registration & Submission Review file upload generates ES To-Do Technical check of submitted files Plagiarism check File Validation

MS Registration & Submission Topical Editor Assignment MS Registration & Submission File validation starts TE call Standard: TE call based on Author’s subject areas Optional: CE call to assign/nominate a TE File Validation TE Assignment TE call email Link to agree or decline the MS handling | deadline included Access to abstract Agreement followed by “initial decision” + Email to Author TE assignment by CE if deadline was missed

MS Registration & Submission Initial Topical Editor Decision MS Registration & Submission Agreement for handling generates Email to TE Request for initial decision (link to online form) Deadline Options: Start peer-review | reject File Validation TE Assignment Initial TE Decision Referee Nomination Min. 2 agreed referees | unlimited nominations Nomination followed by referee acceptance

MS Registration & Submission TE Assignment by Chief Editor MS Registration & Submission Email to CE to assign TE, if No TE found by TE call Agreed TE misses initial decision deadline File Validation TE Assignment Initial TE Decision TE Assignment

MS Registration & Submission Referee Acceptance MS Registration & Submission Email to Referee upon nomination by TE Link to agree or decline the MS reviewing, deadline included Access to abstract Agreement followed by referee reports File Validation TE Assignment Initial TE Decision Referee declines or misses deadline Email to TE if pending nominations < journal’s quorum Additional nomination required Referee Acceptance Agreed Referees = journal’s quorum Email to TE and Author for information Additional nomination possible

MS Registration & Submission Referee Reports MS Registration & Submission Email to Referee upon agreement Link to manuscript Request to submit a report Deadline included File Validation TE Assignment Initial TE Decision Referee misses deadline Email to TE if pending report requests < journal’s quorum Additional nomination required Referee Acceptance Referee Reports Referee reports = journal’s quorum Email to TE with request for decision Additional nomination possible

MS Registration & Submission Topical Editor Decision MS Registration & Submission TE access to decision form Termination of pending Referee report requests  Email to pending Referees or waiting for pending reports | further nominations File Validation TE Assignment Initial TE Decision TE Decision Access to Referee reports Acceptance followed by file upload Request for revision followed by revision file upload Rejection, no actions required Decision email to Author and Referees Referee Acceptance Referee Reports TE Decision

MS Registration & Submission MS Accepted / Waiting for File Upload MS Registration & Submission Email to Author upon TE’s acceptance Link to upload production files (text/figures/suppl.) Deadline included File Validation TE Assignment Initial TE Decision Production file upload followed by Typesetting/English Language Copy-Editing Proof-Reading  email to Author [Waiting for Payment] Published  email to Author | Referees | TE Discussion | interactive journals only Referee Acceptance Referee Reports TE Decision Accepted / Production File Upload

Accepted / Production File Upload Accepted / Production File Upload Revision Requests by Topical Editor Request for corrections Revised file upload by Author incl. production files Immediate transfer to typesetting File Upload Initial TE Decision Referee Acceptance Referee Reports TE Decision Accepted / Production File Upload Further Revision TE Decision Accepted / Production File Upload Further Revision File Upload Request for minor revision Revised file upload by Author Transfer to TE Decision Request for major revision Revised file upload by Author Transfer to Initial TE Decision Further review with Referees recommended Final TE Decision possible

Personalized Manuscript Overview MS listing based on user roles Personal To-Dos as shortcut Access to different action forms at the MS

MS Records Chronological listing of all events Every event lists the corresponding data/files Sub-division into iterations Access to archive of system emails

Additional Tools Nomination of TE by CE Final CE decision Blindness for Authors and Referees: optional or mandatory Express access review without Referees | interactive journals only Post-Discussion Editor Decision Post-Discussion Reports

1st Stage 2nd Stage Interactive Journal Work Flow Referees 1. Submission 2. Access-Review 3. Technical Corrections 4. Publication as D-paper 5. Comments 6. Revision 7. Revised Submission 8. Peer-Review Completion 9. Final Revised Publication Referees 8 5 Referee Comments 1st Stage (Discussion Forum) Editor 2 6 Author 1 Discussion Paper 4 Author Author Comments 5 7 Editor 3 9 Final Revised Paper 2nd Stage (Journal) Scientific Community Short Comments 5

Post-Discussion Editor Decision Standard procedure: Authors reply to interactive comments Submit revised version TE makes further evaluation Post-Discussion Editor Decision Feature: Authors do not need to revise the paper TE makes decision based on Authors’ final response TE immediately accepts/rejects the paper or asks for revision  Authors will have a clear idea of how to revise their paper

Post-Discussion Editor Decision – Workflow 1. Final Response 2. Post-Discussion Editor Decision Publish as is Technical Corrections Minor Revision Major revision Reject 3. Revision 4. Peer-Review Completion 5. Final Revised Publication Discussion Paper Referee Comments Scientific Community Short Comments Referees 4 Final Revised Paper 5 Author Author Comments 1 Editor 2 3

Post-Discussion Reports Enhanced transparency through publication of all post-discussion reports (Referees and TE) Authors’ replies after publication of final revised paper

Thank you very much for your attention!