Daily Editorial Management

Staying on Top of the Process from Submission to Decision—and Beyond

Using your journal’s Web-based peer review system, Aegis will manage your journal’s peer review process from submission to decision, including sending accepted files to the next step in the production process (such as your copy editor or your journal’s publisher).

On a daily basis Aegis will log onto your journal’s online peer review system and email in-box to carefully monitor manuscripts as they make their way through review. We will communicate clearly and regularly with editors and other participants in the process and take appropriate measures to ensure the quality, efficiency, timeliness and confidentiality of your journal’s workflow.

While there are several Web-based peer review systems on the market, Aegis is “system-neutral” to the extent that we will work with any of the leading peer review systems. We are particularly experienced with the ScholarOne ManuscriptsTM and Editorial ManagerTM systems.

We Take Care of the Entire Process

Aegis is also experienced in managing the post-acceptance and issue-building production processes. Please let us know if production management services would also be desired by your journal.

Extended Coverage—US and European Staff

Aegis has staff on the East coast of the United States and in Europe. This means that we manage our clients’ journals for upwards of 15-16 hours per day. Staff members are also cross-trained on the processes and procedures of all of our clients’ titles in order to provide continuing service in case of staff illness or vacation.

The Key Element: Working with Editors

Aegis knows from experience that a journal’s editors are critical to the success of online peer review. Therefore, Aegis will focus a great deal of attention on working very closely with your journal’s editors (Editors-in-Chief, Associate Editors, Editorial Board Members) to ensure that they have the support they need to work effectively in the online peer review environment.

And because Aegis and your journal’s editors will be working within the same Web-based peer review system, it will be as if we are working side-by-side in adjacent offices – even though we may be thousands of miles apart.

Editors are just one part of the peer review process, of course. Eight or more people might be involved in the peer review process of a single manuscript – submitting author, reviewers (2-4), Editor-in-Chief, Associate Editor (in some cases), and publisher and society staff – and Aegis will work to ensure that all of the “touchpoints” during a manuscript’s review are working as efficiently as possible.

Experts in Reporting

Aegis staff are experts in the ScholarOne Cognos reporting tool and also in the Editorial Manager reports feature. We produce regular reports for editors and publishers (such as status reports and decision tables), detailed annual meeting reports where accurate data are crucial, and one-off reports upon request.

Staying on Top of Web-based Software Developments

Web-based peer review systems are constantly evolving and offering new features and services. Aegis is tied into the primary software vendors in this space and stays on top of software developments to determine when new features can help your journal’s process. We also make suggestions to the vendors for future enhancements based on our extensive use of their systems.

Implementation & Training

Ushering Journals into the World of Online Peer Review

Implementation & Training services are available for publishers and societies who want Aegis to oversee the rollout and management of a single- or multi-journal Web-based peer review program. The specific roles and responsibilities would be defined in detail by Aegis and the publisher depending on the publisher’s needs and staffing requirements, but might include the following:

  • Management of a single-journal implementation, or a multi-journal, multi-year implementation program – scheduling, deliverables, deadlines, etc.
  • Working directly with journal editors and administrators on workflow analysis, site requirement documentation, testing, training, launching, and “first phase” transitioning (working with the journal office in the first months after the site goes live)
  • Working directly with system vendors on implementation, testing and training
  • Reviewing vendor invoices
  • Communicating with the publisher’s journal(s) about the Web-based system, the implementation schedule, costs, benefits
  • Arranging demonstrations of the Web-based system for editors, administrators and other interested parties (such as society decision makers)
  • Liaising with editorial office staff about all facets of the Web-based system and its day-to-day operation
  • Providing ongoing support to publishers and their multi-journal web-based review sites (implementing new features or changes, solving user problems)

Experience that Counts

Aegis has worked with more than 100 editorial offices worldwide on the implementation of their online peer review workflow and has trained these journals’ editors and administrators on best practices. Put our experience to work for your journals.