Editor Guide

Overview of being an editor

Scholastica helps editors of academic journals manage article submissions, as well as publish articles and issues online through Scholastica.

Scholastica is used by journals from any and all disciplines, and can be configured to support your journal's unique workflow.

As an editor, you will be able to receive, organize and assign submitted articles to your editorial team using Scholastica's tags, filters and notifications. You can easily add files and manage versions of manuscript files all in one place.

To learn how to do all that and more, please read the guide below.

1. Set up your journal

Scholastica makes creating a journal painless. Setup is quick and stress-free; all settings can be changed later.

Create a journal

Once you've created an individual account on Scholastica, you can create a journal and start accepting submissions.

 

Creating a journal on Scholastica

Add editors

Editors assist in managing your journal. They have many of the same privileges as journal admin users, such as reading manuscripts and inviting reviewers.

Editors cannot manage or change a journal's payment information or grant editorial privileges to other users. Only journal admin users can make these changes.

  • To invite your team to Scholastica, the admin editor of your journal's Scholastica account will go to My Journals > Editors then click “Invite New Editor”.

Screenshot of editors table showing how to invite new editors to Scholastica

Find and invite editors
  • Once you've clicked "Invite New Editor":
    • Enter the editor's email address in the To field.
    • Enter a message inviting them to become an editor of your journal.
    • Click Send Invitation.
  • Now you'll set the permissions for each editor to ensure they have access to the papers that are appropriate for them. The three levels of viewing permissions are: Screenshot of Editor permission table
    Setting manuscript access when inviting editors
    • No default access to submissions: Editors set to this level are not granted access to view any manuscripts automatically. You can manually grant access to specific papers on a case-by-case basis for editors with this level of permission.
    • Automatic access to new submissions only: Editors set to this level are only granted access to manuscripts submitted after this user was invited to gain editor access to the journal account. I.e. Journal A has received 10 submissions in March. Eddie Editor was invited to become an editor on April 1st. A new paper is submitted on April 2nd. Eddie will only have access to the new paper submitted on April 2nd and will not see the previously submitted papers unless manually granted access by another editor.
    • Automatic access to all submissions past, present, and future: Editors set to this level are automatically granted access to all papers that have ever been submitted to the journal.
  • Select the appropriate viewing permissions for each editor, then click Save and close.

Please note: The admin editor can always edit editor manuscript permissions later on the Configuration Options page.

  • You'll be taken back to your Editors tab.
    • The editor you've invited has now been added to the list of editors. Their Status will be "Pending" until they accept or decline the invitation.
    • You can resend the invitation by clicking "resend invitation" next to the Pending status if they have trouble finding the emailed invitation.
  • Remove editors

    • To remove old editors your law review’s admin editor will:
      • Navigate to My Journals > Editors
      • Check the boxes for the editor(s) who should no longer have access to the journal account
      • Click the "Actions" dropdown that will appear once you've selected an editor and select "Revoke"

    Animated gif depicting how to revoke editor rights

    Remove an editor

    Proxy submissions

    Proxy submissions are manuscripts that you have submitted on behalf of an author. You may have created a proxy submission because the author emailed you their submission rather than submitting it directly or because you may be transitioning from your previous journal management system to Scholastica. We strongly recommend that journals DO NOT use proxies for new submissions. Authors should submit their manuscripts themselves.

    Uploading a manuscript on behalf of an author generally offers the author a subpar experience because they won't have their own account on Scholastica and therefore can't log in to manage their submission, accept or decline a publication offer, or upload any supplemental files to their submission.

    • From your Dashboard, click My Journals.
      • Click the Manuscripts tab.
      • Click Upload a manuscript for an author.
    • Enter the manuscript’s details.
      • The article title, abstract and keywords are required.
      • Upload the primary manuscript file by clicking Choose file and navigating to it on your computer. Once you’ve selected the file, click Upload file to finish adding the file.
      • Enter the author details. You can add additional authors by clicking Add another author and entering their information.
      • Click Continue to next step.
    • On the Confirm and Submit page, double-check the details you’ve entered. If you need to make any changes, click Go Back.
      • When everything looks correct, click Submit Manuscript.
    • You'll be taken to the manuscript work area for this submission.

    Analytics

    Scholastica offers editors a powerful suite of infographic-style analytics for insight into the review process.

    • From your Dashboard, click My Journals.
      • Click the Analytics tab.
    • The "Journal Analytics" section shows information about the journal as a whole, while the "Editor Analytics" section shows information about individual editors.
    • Read more: What types of statistics can I see about my journal?

    2. Journal Settings

    Journals on Scholastica are highly configurable. Once you've set up your journal, the Settings tab will be visible to the journal's administrator.

    Journal Administrator

    Only the journal's administrator can see and change the journal's settings, and there can be only one administrator at a time. Admin rights can be transferred to any of the journal's other editors.

    • From your Dashboard, click My Journals.
      • Click the Settings tab.
      • In the Details section, on the right-hand side is the "Transfer journal admin rights" box.
    • Select an editor from the pull-down menu.
    • Click Transfer Admin Rights.

    Email options

    Many actions within Scholastica will generate email notifications. In this section, a journal's administrator can determine which actions send emails and to whom.

    • From your Dashboard, click My Journals.
      • Click the Settings tab.
      • Click Configuration Options.
    • Click the checkbox next to each recipient for each action.
    • Click "Update Journal" to save changes.

    Open/close submissions to your journal

    You can open and close submissions to your journal in your journal’s Settings.

    • From your Dashboard, click My Journals.
    • Click the Settings tab.
    • Click Configuration Options.

    To OPEN for submissions,

    • Click the button "Open submissions."

    To CLOSE submissions,

    • Enter a message to explain when you’ll next be accepting submissions. 
    • Click the button "Close submissions."

    Suspend submissions

    Update publicly-visible journal information

    You should always ensure you have the most up-to-date information available for authors on your Journal Profile. Why? Because authors read the information that you have listed prior to submitting to your journal!

    Authors click “Guidelines” to read the information you have posted on your “For Authors” page when they’re preparing to submit. 

    To update your journal profile information (Home, For Authors, Editorial Board)

    The admin editor will go to My Journals > Journal Profile then click edit page in the grey toolbar on the left to edit the current page.

    3. Manage manuscripts

    This section gives an overview of how Scholastica helps editors organize, access, and take action on manuscripts submitted to their journal.

    View all manuscripts

    Filtering, searching, sorting, and tagging manuscripts

    Filter manuscripts

    • Manuscripts can be filtered by their status, review condition, and which editor they are assigned to.
      • By default, the filter tool is set to: Show me all manuscripts assigned to anyone.
      • The all field can be set to all, under review, accepted, inactive or late.
      • The anyone field can be set to anyone, no one, or an individual editor.
      • The with a review status of field can be set to 1-3+ reviews submitted, late reviews, no reviewers invited yet, pending reviews, and unanswered invitations.

    Search manuscripts

    • Manuscripts can be searched using the search bar.
      • Type a query like an author's name, a manuscript's title, or tags; the manuscript table will automatically update to accommodate your search.
      • Read more: Advanced Search

    Sort manuscripts

    • Manuscripts can be sorted by author title, assigned editor, submission date, status, rating or expedite request date.
      • To sort by any of these fields, click the top of their respective column.
      • Click the column again to reverse the order.

    Tag manuscripts

    Discussions

    Each manuscript has a Discussions section in the Editor Work Area in which editors can communicate with other editors, reviewers assigned to the manuscript, or the primary author (they can also contact you):

    Message recipients receive an email notification of the message and can respond via email. To learn more, read How do discussions work?

    Your journal can also be contacted via the publicly listed email address on your Journal Profile page:

    Public contact email on journal profile page

    Messages from authors will come as emails to the journal's administrative email address. You can check or change this email address:

    • From your Dashboard, click My Journals.
      • Click the Settings tab.
    • Messages go to the email address in the "Email" field.

    4. Manage reviewers

    Scholastica helps you invite reviewers, and gives you tools to manage your reviewer deadlines. You can customize your reviewer feedback form, and use the built-in reviewer metrics to improve your reviewer workflow over time.

    Reviewer form

    When you invite reviewers to provide feedback on a manuscript, they'll receive a form along with the manuscript. The Reviewer form structures the reviewer's feedback for editors and can be customized for your journal. Learn how here.

    Default Reviewer Form

    Invite reviewers

    Reviewers can be invited from within Scholastica - whether they're already using it or not.

    Invite reviewers and read reviews in the manuscript work area

    Read reviews

    Editors can instantly see the feedback provided by reviewers.

    • From your Dashboard, click My Journals.
      • Click the Manuscripts tab.
    • If a manuscript has reviews, a rating will appear in the "Rating" column.
      • Click a manuscript with reviews.
      • In the Editor Work Area, click Reviewers.
    • If an invited reviewer has accepted the invitation and submitted a review, their "Status" will be "Accepted Review Submitted"
      • Click read review.

    Edit review deadlines

    Quickly and easily notify reviewers that a deadline for an article's review has changed.

    • From your Dashboard, click My Journals.
      • Click the Manuscripts tab.
    • Find the manuscript that needs a revised review deadline.
      • Click the manuscript.
      • In the Editor Work Area, click Reviewers.
      • In the "Deadline" column, click edit.
    • In the "Due date" field, select the new due date for this review.

    Reviewer metrics

    Editors can learn about scholars who have reviewed manuscripts for their journals

    • From your Dashboard, click My Journals.
      • Click the Reviewers tab.
    • By default, reviewers are sorted by name.
      • Click a reviewer to see their history of reviews for your journal.

    Reviewer table and data

    Individual reviewer details for the journal

    5. Make decisions

    Scholastica provides tools to help editors communicate the journal's final publication decision to authors. Scholastica also includes tools to manage the after-decision workflow (when applicable), such as with revise and resubmit decisions.

    Make decisions

    Once you've gotten sufficient feedback and are ready to make a publication decision about a Manuscript, Scholastica allows you to give the manuscript a decision and notify the author of said decision.

    Scholastica assumes that once a decision is made, any additional reviews are moot since they cannot impact the final decision. When a decision is made, we send automatic emails letting reviewers know that a decision was made (though not what the decision was) and thus no more reviews can be submitted.

    To make a decision:

    • From your Dashboard, click My Journals.
      • Click the Manuscripts tab.
      • Select the manuscript.
      • Click Make Decision.
    • Enter decision details.
      • From the drop select, choose Accept, Revise & Resubmit, or Reject (please note, law reviews won't have the Revise & Resubmit option). 
      • Enter a message to the author either by typing a new one, or by selecting from your saved decision letter templates.
      • Select whether the decision should be shared with the author immediately or in two to five days and if an email should be sent to the author.
      • Attach any necessary files to the decision (reviewer notes, final edits, etc.)
      • Click Submit decision (NOTE: the decisions are final and cannot be undone).
    • Read more:

    Making decisions in the manuscript work area

    Decision templates

    Since the messages that accompany decisions are often very similar, Scholastica allows editors to create message templates that will automatically fill in the author's name and article information when making a decision.

    • On the Make Publication Decision page, use a saved message template by clicking its name.

    Decision templates on the Make Publication Decision page
    • Edit a saved template by clicking the small pencil icon.
    • Make a new template by clicking the small pencil icon next to an unnamed decision template.
      • Use merge tags to include dynamic information in your template.
      • Scholastica will automatically fill in those values for a given manuscript.
    • Click Save changes and close.

    Editing decision templates

    Editing reviews before sharing with authors

    Sometimes reviewer feedback can be harsher than it is helpful and constructive. If you have customized your review form to include fields that are visible to authors, then you will have the chance to "clean up" those overzealous reviews before they're shared with the author. 

    Reviews are never shared with the author until after a decision is made. To edit the review(s) before they are shared with the author, you'll just click "Make a Decision", fill out the decision letter as normal then click "Continue" at the bottom. 

    If you do not see "Continue" and just see "Submit Decision", then your reviewer form does not include any information that is visible to authors, so authors will only see the decision letter.

    Editing reviews before sharing them with authors

    6. Publish articles and issues

    Scholastica allows you to publish articles individually, or to group them into an issue. You can view an example issue here

    Publish an issue

    The first step in publishing an issue with Scholastica is to create an issue! Just click the blue "New" button and select "Issue" from the dropdown


     

    You will then fill out high-level information about your issue. This includes:

    1. Volume (required)
    2. Issue Number (required)
    3. Lede (required)
    4. Year (required)
    5. Description of the issue (required)
    6. Cover Image (recommended)
    7. Title (recommended)

    The next step is to add articles to the issue. You have two ways to add and publish articles on your journal. You can either : Import articles that have been through the peer review system in Scholastica and then been accepted or add and publish an article from outside the system.

    To add an article that you have already created in Scholastica just click "Add an article you've already created" on the Manage Issue page. To create a new article for an issue, you can click the blue "Create a new article" button on the or the blue "New" button and choose "Article" from the dropdown.

    If you have manuscripts that were accepted and peer-reviewed within Scholastica, you can import those for publication on the New Article page. Just click "Import it here". 

    Once you've added and created all of your issue's articles, you can edit the order of the articles if need be by dragging the articles into the order you'd like. 

    The final step is clicking the "publish this issue" button. Once published, your issue will be found on your journal's public profile page on Scholastica.

    Publish a single article

    With Scholastica, your journal can always publish articles as soon as they're ready. Wondering why you should publish articles outside of an issue? Read why here

    To publish an article outside of an issue, click on the "Publishing" tab, click the blue "New" button, and select article. Once you've filled out the form, click "Publish Article" to immediately publish the article as a standalone piece. Any articles not already in another  issue can later be compiled into an issue and published that way as well.

    Learn more about publishing here.

    7. Law Reviews

    Check out our guide especially for law review editors here






     

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