Submission
Implement reviews
Set up review
Ensure anonymous peer review
Once logged in, click SUBMISSIONS. Select the article title or author names to go to detailed submission record (shown below). Modify the metadata, check the editorial history, assign tasks to the fellow staff members, and initiate discussions.
Tip! The Role setting determines the list of Participants you can assign tasks to (see Assign your team to their roles).
In the Dashboard of your OJS account, hover over the Navigation panel and choose SETTINGS→WORKFLOW- →REVIEW You can set up:
Tip! If you have reviewers who are new to OJS, send them this 6-minute PKP video tutorial: Editorial Workflow in OJS 3: Module 6 The Reviewer’s Steps or the YouTube link: Module 6.
In SUBMISSIONS →MY QUEUE (or All Active), click on the article title to access to the detailed submission record. Click on Add Reviewer.
Choose Double-blind, Blind, or Open in the bottom of the pop-up window.
If you have decided on an anonymous peer review type for your journal content, you need to customize the review setting before you proceed to the editorial workflow.
In SETTINGS →WORKFLOW →REVIEW, check “Present a link to “Ensuring a Blind Review” during upload” as shown below:
With this option chosen, your authors will see an “Ensuring a Blind Review” link when they are making a new submission:
Clicking on the link will bring out a checklist for removing the identities of the authors and/or the reviewers. This checklist includes:
How do I schedule an article for an issue?
How do I make changes after an issue is published?
How do I extract usage statistics?
How can I publish articles in HTML?
What are the different roles in OJS (e.g. editor, section editor etc.)?
How can I publish articles as they are ready (rather than releasing an issue all at once)?
How do I schedule an article for an issue?
Note: If you don't see any issues there, refer to the above question about how to create a new issue.
The DOIs will be registered immediately upon publication.
Note: If you schedule an article to an existing issue, the DOI will be assigned automatically.
Remember DOIs are irreversible and cannot be changed once assigned.
To check what the DOI will like prior to final publication, go to the item, PUBLICATION→ METADATA→IDENTIFIERS.
Login (must have editor or journal manager role)
How do I make changes after an issue is published?
How do I extract usage statistics?
How do I publish articles in HTML?
Once the article is ready for layout, you can elect to publish it as either a PDF, HTML, or both. To create an HTML file, save the final document in Microsoft Word. Click SAVE AS →Web Page, Filtered. You can then upload the HTML document to OJS.
This is the simplest, most cost-effective method however it does have limitations. Web design software like DreamWeaver etc. could also be used but requires an individual subscription. University of Alberta provides a good template and instructions as well.
Note: You may still need to make slight formatting adjustments once the document has been converted. Also, columns are not supported in the HTML conversion.
To publish pictures, when you are uploading the HTML file, make sure to upload each individual picture under IMAGES.
What are the different roles in OJS (e.g. editor, section editor etc.)?
|
ROLE* |
DESCRIPTION |
| Editor | Oversees the entire review, editing and publishing process. The Editor, working with the Journal Manager, typically establishes the policies and procedures for the journal. In the editorial process, the Editor assigns submissions to the Section Editors to see through Submission Review and Submission Editing. The Editor keeps an eye on the submission's progress and assists with any difficulties. The Editor also creates the journal issues, schedules submissions for publication, arranges the Table of Contents, and publishes the issue as part of the Publishing Process. Same as editor-in-chief |
| Section Editor | Have access to the entire Editorial Workflow, but cannot make any changes to journal settings. Available predefined Section Editor roles: Section Editor, Guest Editor |
| Journal Manager | Have access to the entire Editorial Workflow, as well as all other journal settings. Available predefined Journal Manager roles: Journal Manager, Journal Editor (formerly “Editor” in OJS 2), Production Manager |
| Copyeditor | Edits submissions to improve grammar and clarity, ensures adherence to the journal's bibliographic and textual style; produces a clean copy for the Layout Editor to turn into the galleys that will be in the published format of the journal. Can only access Copyeditor stage of process. |
| Layout Editor | Transforms the copyedited versions of the submission into galleys in HTML, PDF etc. OJS does not provide software for converting word processing documents to galley formats, so the Layout Editor should have access to and be able to use third-party software to create galleys for the articles to appear on the screen in a well-formatted and readable layout. Can only access Production stage of process. |
| Proofreader | Carefully reads over the galleys in the various formats in which the journal publishes (as does the author). The Proofreader (and the Author) record any typographic and formatting errors for the Layout Editor to fix. |
| Reviewer | Selected by the Section Editor to review a submission. Reviewers are asked to submit reviews to the journal's web site and are able to upload attachments for the use of the Editor and Author. Appear when assigning reviews in the Editorial Workflow and have access to that stage when they’re assigned. |
| Author | Submit manuscripts to the journal directly through the journal's website. The Author is asked to upload a submission file and to provide metadata or indexing information. The Author is able to track the submission through the review and editorial process — as well as participate in the copyediting and proofreading of submissions accepted for publication — by logging in to the journal's website. |
| Reader | Registered Readers receive a notification email with the publication of each issue. |
*Note: A user may have more than one role. For example, the editor might also be the journal manager.
See also Users and Roles (PKP)
How do I publish articles as they are ready (rather than releasing an issue all at once)?
This section of the guide was adapted from the University of Toronto's Journal Publishing Guide.
This work is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.
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