Editor’s Message Hydrogeology Journal manuscript processing goes online

Hydrogeology Journal, Jul 2002

Clifford I. Voss

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Editor’s Message Hydrogeology Journal manuscript processing goes online

Hydrogeology Journal Editor's Message Hydrogeology Journal manuscript processing goes online Clifford I. Voss 0 Executive Editor 0 0 Announcement of New Online System Beginning in mid-August 2002, all processing of Hydrogeology Journal (HJ) manuscripts, from submittal to acceptance for publication, is exclusively electronic and online. The author's initial submittal of a manuscript is online (rather than via mailed paper copy). The Editors, Associate Editor, and reviewers all retrieve the manuscript online, the author receives the publication decision and review comments online and submits a revised manuscript online, and the final accepted manuscript is forwarded to the publisher online. Everyone has access to the same online system. HJ's publisher had already provided two online systems for some time - online proof checking and online publication of each manuscript prior to paper publication. The new steps announced here make processing of an HJ manuscript, from submittal to publication, completely electronic. In How to Access the Online System an additional reorganization step, all manuscript tracking is now centralized through the newly established 'HJ Ed- Logging into MC is simple. Online, connect to: itorial Office' located near the International Association http://HydrogeologyJournal.manuscriptcentral.com of Hydrogeologists (IAH) office in the UK (rather than The first time you do this, please check for an existthrough the Executive Editor's office in the USA). ing account. Click the “check for existing account” butThese new arrangements should provide several ad- ton. If an account exists, you will then receive an autovantages. Mailing and courier costs are reduced for au- matic e-mail containing your user ID and password. If no thors and HJ staff, because most transactions now occur account exists, please click “create a new account” and online. Authors need not make and send multiple copies follow the instructions given on the screen and a new usof their manuscripts, but can already prepare their initial er ID and password will be e-mailed to you. manuscript in the exact final electronic format required Once you have an account, simply type your user ID for publication. The length of time between manuscript and password and MC will open for you. Complete insubmittal and publication decision will be shorter be- structions and help regarding online submittal of a manucause not only will manuscript transactions be transport- script can be found in MC. After logging in, authors may ed nearly instantaneously, but also all transactions will submit a new manuscript or track a previously submitted be carefully tracked by the new HJ Editorial Office. This manuscript, and reviewers may open and download a office will prompt all editors and reviewers to keep to manuscript for review. The access a user has to informapromised completion schedules for each review step on tion in MC depends on the role(s) the user is assigned. each manuscript. Authors may only view some information regarding their own manuscript, reviewers may access the manuscript Published online: 24 July 2002 and review forms, Associate Editors may additionally © Springer-Verlag 2002 access reviewer comments and other forms associated with the manuscript, and the Executive Editor may view all information for all manuscripts. - Paper manuscript submittal will only be accepted by HJ when it is impossible for the author to submit online. Whenever possible, authors are expected to use electronic text files and graphics, and to scan non-electronic documents and images creating electronic files that can be submitted online. The new manuscript tracking system is called Manuscript Central (MC). It was developed by ScholarOne (USA) and was selected by HJ’s publisher, SpringerVerlag (Germany). Many of Springer’s more than 400 journals will be using MC; HJ is one of the first to be converted to the new system. The new HJ Editorial Office will be operated by Mrs. Christine Watson, who has already provided some years of support to IAH in the IAH Executive Secretary’s office. The Process – From Submittal to Publication Each person who has a task associated with a manuscript connects to the HJ-MC site and may then access the manuscript online. Persons who must read a manuscript may either do so on the computer monitor, or may download the manuscript (as a pdf file) and print it. Each manuscript is automatically converted to pdf format by MC when submitted by the author; pdf format may be read using Adobe Acrobat Reader, a free utility. Throughout the entire process, from submittal to publication, the HJ Editorial Office coordinates all actions among the Executive Editor, Managing Editors, and Associate Editors. MC itself tracks each step of processing a manuscript and automatically notifies the next person that needs to take action when the previous step is completed. User help is available from Springer-Verlag and from the HJ Editorial Office. The new process, described in the following, generally parallels the former process but uses MC online features to coordinate all steps. ● Submittal ● The corresponding author logs into MC and submits a new manuscript (MS) online, following the instructions found there. If possible, the author should include all text, tables, and figures in a single file so that reviewers will only need to view and download a single file. Text-file formats from most standard word processors and standard graphics formats are acceptable for online submittal. ● Initial review ● The HJ Editorial Office checks that the MS is complete. If illustrations have arrived on paper, these are scanned and included online with the MS. ● The Executive Editor conducts an initial review of the MS and, if it is within the scope of subjects that HJ publishes, assigns an Associate Editor (AE) to manage technical reviews. AE assignment takes place online within MC. ● Technical review ● The assigned AE reviews the MS and selects two technical reviewers. HJ AEs may decide to conduct one of the technical reviews themselves or they may find two other technical reviewers. Invitations to reviewers and reviewer assignments are done online in MC by the AE. ● Each reviewer connects to MC, conducts a careful, comprehensive technical review, and returns a reviewer rating sheet and written comments online within MC. If the reviewer also wishes to place some handwritten review comments on a paper copy of the MS, it must be mailed back to the AE, though this is not encouraged. ● The AE considers all reviewer comments and ratings and completes an AE rating sheet and written recommendation online within MC. ● Decision process ● The reviewed MS is given to one of the two HJ Managing Editors (MEs), who checks the comments of the AE and reviewers and makes a publication decision. The ME forwards the decision (accept or reject), the reviews, and the comments to the author via e-mail, indicating whether specific revisions are necessary before publication. ● If the MS is accepted for publication, subject to revision, the author must revise it in order have it to published. The author may discuss or question the ME’s decision, the reviewer comments, or the revisions required for publication, by sending an e-mail to the ME. ● Revision process ● The author submits a revised MS online in the same manner as for the initial submittal. ● The ME reviews the revised MS and makes another publication decision. Either further revision is required or the MS is accepted for publication. ● Submittal of final MS and checking proofs ● For final submittal, following acceptance, the author is requested to submit separate files online in MC for the text and for each figure. This is required by the publisher to allow processing of the various file types. The publisher retrieves the final MS from MC. ● Within a few weeks following final submittal, proofs (in HTML and pdf formats) are provided online by the publisher, Springer-Verlag, for checking by the author and ME. This is the last possible check prior to publication. ● Publication of MS ● Within 2 weeks of completing the check of the proofs, the manuscript is officially published online on Springer’s LINK site for HJ (http:// link.springer.de/journals/hydrogeo/) with a unique DOI reference number (Digital Object Identifier registered with the International DOI Foundation). This online publication is citable by journal title and DOI. All articles published in HJ may be found on the LINK site. ● The manuscript is subsequently also published in the next available paper issue of HJ. Transition Between Old and New Systems During the initial transition period, manuscripts previously under review will not exist within the new online MC system. For such manuscripts, when authors are asked to make revisions, they will do so online in MC and will enter the new system in this manner. Authors who have submitted new manuscripts in the past few months will be asked by HJ to again submit their manuscript online for continued processing. These authors will receive an e-mail with instructions.


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Clifford I. Voss. Editor’s Message Hydrogeology Journal manuscript processing goes online, Hydrogeology Journal, 2002, 441-442, DOI: 10.1007/s10040-002-0219-3