Editor Guideline

OJS 3 Workflow Guide for Editors

As an Editor, your primary role is to manage incoming manuscripts, ensure manuscript quality through the peer-review process, and make the final editorial decision (Accept or Decline). Below are the step-by-step procedures within the OJS system:

1. Checking New Manuscripts (Unassigned Submissions)

Every newly submitted manuscript by authors will enter the unassigned queue.

  • Log into your OJS account.

  • On the left navigation menu, click Submissions.

  • Open the Unassigned tab. Here, you will see a list of new manuscripts.

  • Click on the manuscript title to open its details page.

  • In the right panel (Participants), click Assign to assign a Section Editor, or click the Assign to Yourself link if you will be handling the manuscript directly.

2. Initial Screening (Desk Review)

Once the manuscript is assigned to you, it will move to the Submission stage. Perform an initial screening (desk review) regarding focus & scope alignment, plagiarism check, and formatting.

  • If the manuscript is NOT SUITABLE: Click the Decline Submission button (Desk Reject) and send a notification email to the author.

  • If the manuscript IS SUITABLE: Click the Send to Review button to move the manuscript to the Peer-Review stage.

3. Managing the Peer-Review Process

Once the manuscript is in the Review tab, your task is to assign Peer Reviewers.

  • In the Reviewers panel, click Add Reviewer.

  • Search for a reviewer whose expertise matches the manuscript topic.

  • Set the deadlines (Response Due Date and Review Due Date).

  • Click Add Reviewer to automatically send an invitation email to the reviewer.

  • Note: Ensure you upload the manuscript in a "Blind Draft" format (author identity removed) if your journal implements a Double-Blind Peer Review process.

4. Making an Editorial Decision

Once the Reviewers complete their tasks, you will see their recommendations in the OJS panel. Based on the Reviewers' comments and recommendations, make a decision by selecting one of the options below in the Editorial Decision panel:

Decision Option Actions & Consequences
Accept Submission The manuscript is accepted as-is without requiring any further revisions.
Revisions Required The author must complete minor or major revisions. (The manuscript remains in the Review stage, and the author can upload the revised file).
Resubmit for Review The manuscript requires extensive revision and must undergo another round of peer review (Round 2).
Decline Submission The manuscript is rejected after undergoing the peer-review process.

Important: Always click the Record Decision button, which will trigger a window to send a notification email to the Author.

5. Copyediting Stage

If the manuscript is approved (Accept Submission), it will move to the Copyediting tab.

  • Review the grammar, spelling, and adherence to the final template.

  • You may assign a designated Copyeditor or complete the copyediting process yourself.

  • Discuss final adjustments with the author in the Copyediting Discussions panel.

  • Once finalized, click Send to Production.

6. Production & Galley Stage

At this stage, the manuscript is prepared for final publication in PDF/HTML format.

  • Assign a Layout Editor to create the final layout, or upload the final PDF file yourself.

  • In the Galleys panel, click Add Galley. Label it (e.g., "PDF") and upload the final manuscript file.

  • Click the Schedule for Publication button (located in the top right corner).

  • Complete the article metadata, select the appropriate journal Issue, and enter the page numbers.

  • Save the settings, and the manuscript is officially added to the publication queue.

Best Practices for Editors

  • Transparent Communication: Always utilize the Discussions feature inside OJS (whether in the Submission, Review, or Copyediting stages) so that all communications with Authors and Reviewers are permanently logged into the system.

  • Anonymity Assurance: Double-check all attached files (Review Files) to ensure that the document metadata properties from Microsoft Word have been cleared, preventing the author's identity from being leaked to the reviewer.

  • Monitoring Deadlines: Monitor review schedules regularly. While the OJS system can be configured to send automated reminders, a personal email follow-up (initiated via a single click in the OJS menu) is often more effective when reviewers are late.