Community Editor FAQ

Most of the information you need is at your Editor Center at the ScholarOne website. Always check the top of the screen first.

How do I know which manuscripts need my attention?

How do I know which manuscripts need my attention?

Routinely check the list on the left side of the screen, in the gray box at your Editor center. This acts as your in box and lists all manuscripts that need your attention. You also get an automatic email when a manuscript comes your way.

It’s a good idea to periodically check the other topics listed there to remind Associate Editors as needed.

How can I view a file after I’ve made my decision?

Use the Search function—it’s to the right on your dashboard, which is the first screen you see after you go to your Editor Center. You can find any manuscript for which you were Editor. 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 have a final decision are no longer listed there.

How can I change the Community and get the manuscript sent elsewhere?

Email ManuscriptCentral@asabe.org at ASABE and we will do it. (Admin changes the ID number, changes the Community info, routes it to the new editor, and sends an explanatory email.)

I'm an author as well as an editor. How can I route my manuscript through the system for independent review?

Find someone else who will act as Editor for this manuscript. Email ManuscriptCentral@asabe.org with the name and email of the temporary Editor and we will set it up so you will not be able to see the confidential material.

How can I upload a changed or corrected file?

Generally, changes should be made during revisions. However, there are instances where a Community Editor has reason to replace a file with a revised version. This might be during review if, for example, the author supplies an omitted figure. Here’s how:

1. While it is on your computer, name the corrected file in a way that shows your actions, e.g., "12345-2021+fig 12 added.docx."
2. In ScholarOne, select the Manuscript Files tab. Select Edit Details (blue icon on right) for the current Main Document file. Upload the new file as a Minor Version. Save. The old file will be archived, but the new file will be seen by default.

Note that if this is done during review, some reviewers may have seen the old file.

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.

Who sees what files?

Under the Manuscript Files tab, the files denoted as "HTML/PDF Proof" can be seen by authors and reviewers. Authors see only the PDF version (they probably still have their original Word file); reviewers can see and download both the Word and PDF files. Review files and comments are denoted as either for authors and editors, or for editors only, not for authors. Decision files go to the author.

Only editors and admin can see and upload to the Manuscript Files area. The File Designation determines who sees the file.

How can I make comments or track changes on a Microsoft Word document anonymous?

If reviewers have left identifying comments in Word and you’d like them to remain anonymous, save the file to your computer, follow a procedure to make it all anonymous, then resave and upload the file (see How can I upload a changed or corrected file?). The procedure is easy, but differs with Word versions. The details differ among Word versions, so search, e.g., "Word 2010 make comments anonymous" for directions.

I have accepted the manuscript but I’d like the author to make a few changes. How can I upload these changes into ScholarOne for ASABE staff?

Do not attach corrections or any file to the acceptance email. The ideal situation is for the last revision to be the final document that goes into production. If you would like the author to make changes before the paper goes into the queue for publication, please select "Revision" instead of "Accept."

If the Accept decision has already been posted, you will need to (1) tell email ManuscriptCentral@asabe.org not to put the paper into the production queue, and (2) get the final document from the author, review it, and send it to admin for production. It is vital that you, the Editor, review the file that goes into production. Files may not go into production directly from the author.

If there are a very few trivial changes that do not need your review, please advise the author to make them at the proof stage. The staff editor at ASABE will review these during the production phase.

The title on the manuscript does not match what is in the Manuscript Information area. Which title is right?

During manuscript submission, the author puts the title in a box, and that is what shows later in the Manuscript Information area. It might not match what is on the manuscript file itself. The title on the manuscript file is what will be used for eventual publication. The author may change either or both of these titles only when uploading a revision. If the title is wrong enough to need changing in the Manuscript Information area, please contact admin.

How do I add an Associate Editor?

Email ManuscriptCentral@asabe.org at ASABE and we will do it. If the person is not already in the database (search on "all" rather than on associate editors), please include the email and affiliation, etc. We maintain a list of AEs for listing in the journals as well as in the online review system, so we need to know.

How do I remove an Associate Editor?

If you want the AE removed from a particular manuscript while maintaining AE status otherwise, go to the Manuscript Information tab and scroll down to "Associate Editor List." Under the name of the current AE, there is a link for assigning a different person. Hit that link (not the "remove" button here), find the replacement AE, and hit the "add to list" button. Then you’ll see both names listed. Remove the outgoing one. Send email to the incoming one.

If you want the AE to finish up the current manuscripts, email ManuscriptCentral@asabe.org and we will mark the AE as "unavailable" and undo the Community acronym from the "expertise" field so that the AE will not be found in any search for AEs. The AE will still have access to current and older manuscripts. After the current manuscripts are finished, we will remove the outgoing AE from the list of current AEs and that AE will no longer have access to manuscripts.

If you want the AE changed on current as well as incoming new manuscripts, assign a different person via the Manuscript Information tab (as above). Also email ManuscriptCentral@asabe.org and we will remove the AE designation from that person’s information.

When AEs are no longer serving as AEs, ASABE admin will also change the list of AEs in the journals and on the website.

How can I see reviewer ratings? Can I change them?

Select "Reviewer Rating" for a manuscript that has been reviewed (near the bottom of the Manuscript Details screen), and you will see the ratings given by the AE. If you would like to change these, you may, and your ratings override the rating by the AE.

There is one report, the "Reviewer History Agreed" report, which lists ratings and other statistics about each reviewer. Communities are not listed because many reviewers do reviews for more than one.

You can also see ratings for individual reviewers when you are in the process of choosing a reviewer (or when you pretend to be choosing a reviewer). You’d need to be in your AE Center to do that, so it’s not as convenient as running the report.

How can I indicate that a paper should be considered for a paper award?

The reviewers and AEs indicate this on reviews and recommendations. This info will be collected in a report provided by admin. Editors may find it helpful to keep a file of likely papers.

I can’t see the comments that the AE made. What happened?

Contact Support via the HELP button.

I see an incorrect email address for someone. How can I fix it?

There are several ways:

• Add the correct address to the email before you hit Send. This only works for the one email.
• Ask the recipient to log on and to hit "Edit Account" on the top of the Main Menu screen. This only works if the person does it.
• Email ManuscriptCentral@asabe.org to do it for you. The person will be notified of the change.

Where is training material?

Material specific to ASABE is at https://www.asabe.org/EditorsReviewers. The HELP button has material for all journals that use ScholarOne Manuscripts.

How can I keep my account information up to date?

Click on your name at the top of the screen. It is vital to have your correct email(s) there. If you would like to be asked to review manuscripts, be sure to include the acronym of your ASABE Technical Community + rev (i.e., ASE rev, EOPD rev, ES rev, ESH rev, ITSC rev, MS rev, NRES rev, PAFS rev, PRS rev) in the Specialty/Areas of Expertise area, along with your particular specialties. Also list your Keywords. Please check the top of the screen for more info about becoming a reviewer.

Note that changing your info in the ASABE member database does NOT change your ScholarOne Manuscripts database. Please update both sites.

May I make a suggestion?

Please do. Visit the ScholarOne Manuscripts Ideas website at https://scholaronemanuscripts.ideas.aha.io. For suggestions specific to ASABE, email ManuscriptCentral@asabe.org.

What are the typical steps in the ASABE journal review and publication process?

1. The author uploads a new manuscript to the ASABE ScholarOne online submission and review system. ASABE admin reviews the material and when complete routes it to an Editor. The author can track the progress of the manuscript. Until the author is asked for a revision, no new drafts of this manuscript can be uploaded.
2. The Editor assigns the manuscript to an associate editor (AE), and a notification email is sent to the AE.
3. The AE invites reviewers by searching for and selecting them. The system sends an invitation email to the reviewers, then sends reminders if they do not respond within a set time. Reviewers can, and generally do, respond via a link in the invitation email, and if they accept the invitation they are directed to the manuscript to review. Alternatively, reviewers can accept the invitation by telling the AE they accept. In this case the AE must return to the system to record the acceptance so that the reviewers can access the manuscript. Automatic reminders are sent to reviewers until the review is submitted or no longer needed.
4. When reviews are completed, the reviewers post their recommendation and editorial comments in the system. Reviewers may upload files with review comments. These files are designated for editors only or for authors and editors.
5. Once all the reviews are in, the AE posts a recommendation to the Editor. The Editor reviews the material and makes a decision. Email about the decision is sent to the authors.
6. If the Editor asks for a revision, the author revises the manuscript and, via the author center, submits a revision and a letter that outlines the changes. The AE is notified via email that the revised manuscript is now available in the AE center. The AE may invite additional reviews or immediately make a recommendation to the Editor. Steps 3-6 may be repeated until a final decision of Accept or Reject is made by the Editor. Each version has a revision number.
7. When the Editor makes the final decision that the manuscript be rejected or accepted for publication, an email is generated informing the authors, AE, and ASABE admin of the decision.
8. The accepted manuscript is posted online as In Press. It also goes to an ASABE staff editor who reads the manuscript and makes corrections so the manuscript conforms to ASABE style conventions. Then the manuscript is emailed to the contact author for review. After the manuscript corrections are complete, the final layout is made. A PDF page proof is emailed to the author. The author replies with approval or any needed corrections. Corrected articles are assembled into an issue, paginated, printed, and posted to the ASABE Technical Library. Email goes to the authors upon web posting so they may download the final, paginated, PDFs of their articles.