How do I manage my reviewer pool?
When you add reviewers to your reviewer pool by inviting them to manuscripts or by manually importing their details, you’re building your pool to make it easy to re-invite the reviewers in the future.
Once your reviewers' information has been added to your journal's pool it remains there as part of your records and history and cannot be deleted. Reviewers have the ability to update their own details, like their name, research specialties, email address, and institutional affiliation, but you cannot change their details on their behalf as they maintain ownership over their own user account.
That being said, as an editor, you do have two ways to manage your reviewer pool and your own, internal information about them:
- Adding reviewer notes and tags
- Archiving reviewers who you no longer plan to invite/are no longer active account
Adding and managing reviewer tags and notes
Reviewer tags
To learn more about adding and searching by reviewer tags, please see our help document here.
Reviewer notes
To add internal, only-visible-to-your-editors notes on the reviewership profile of a reviewer, you'll follow the steps below:
To add tags to your reviewers, go to My Journals > Reviewers > Click the name of the reviewer you'd like to add a note to.
Then, while on the reviewer's page of history with your journal, scroll down and click "New note+" to write a new note, or click the title of a preexisting note to read its details. Notes are only internally visible to your editors and are only shown on the reviewership profile page. Unlike reviewer tags they do not show on the "invite reviewers" screen when you're inviting reviewers to a manuscript.
What does it mean to archive a reviewer?
If you later want to remove a reviewer from your pool because they’ve retired, they’ve asked to no longer receive invitations to review, etc. you can archive them from your pool. Archiving a reviewer removes them from your pool and prohibits that particular reviewer account from being sent future invitations to review for your journal though it will not delete their history and records with your journal. To return a reviewer to your reviewer pool, you can unarchive that reviewer account.
Important notes:
- Archiving a reviewer account only archives that particular account:
- If you’ve invited a reviewer via two different accounts in the past — one using reviewer@email.org and one using peer-reviews@university.edu — and you archive only their reviewer@email.org account, but not their peer-reviews@university.edu account then that peer-reviews@university.edu account would still show in your reviewer pool.
- If you’re a reviewer with multiple accounts please contact us at support@scholasticahq.com and we’d be happy to help you merge your duplicate accounts to avoid having to manage multiple logins in the first place!
- Archiving a reviewer account archives their information from your reviewer pool, but it does not impact the status of their user account:
- They can still login to their user account, submit papers, etc. after you’ve archived their reviewer details from your journal’s reviewer pool.
- Archiving a reviewer account archives their information from your journal’s reviewer pool, but it does not impact their reviewer status at other journal accounts on Scholastica:
- If you are an editor at two different journals that use Scholastica Peer Review, have worked with a reviewer before across those two journals, and said reviewer has indicated that they’re retired and no longer plans to conduct any peer review, you will want to archive their record from both journal accounts.
Configuring permissions for archiving/unarchiving reviewers
Only editors that have been given permission will be able to archive/unarchive reviewers. This ability is managed by the admin editor who can configure those permissions by:
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Navigating to My Journals > Peer Review Settings > Reviewer Settings > Click the settings page for “Permissions for Archiving and Unarchiving Reviewers”.
- Toggle on/off the checkboxes for your editors as needed.
- Click "Save" at the bottom of the page to save your changes.
Please note: The journal’s admin editor will always have permission to archive/unarchive reviewers.
How to archive and unarchive a reviewer
Once your admin editor has activated permissions for archiving/unarchiving reviewers, editors who are permitted to do so may archive reviewers by:
- Navigating to My Journals > Reviewers table > Click the name of the reviewer that you’d like to archive.
- On their Reviewer Details page, click on the status badge (“Active” or “Archived”) and select “Archive reviewer” or “Unarchive reviewer” if they’re already archived.
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