Editor in Chief Information for Journals
Assigning an Editor
The editor in chief (EIC) will assign an editor to the manuscript based on a paper’s subject area. Should the editor decide to not assign reviewers but instead administratively reject the paper, he/she will be required to complete the editor recommendation form.
If the author sends a submission directly to the editor, he/she should be instructed to submit his/her paper to ScholarOne Manuscripts. The journal administrator will then send the manuscript to the EIC to be assigned to an editor. It may or may not be the editor who originally received the paper. This ensures not only that our submissions are tracked properly, but also that each paper receives a fair and unbiased review. Papers submitted by authors directly to the editors should not be sent out for review. Any paper that does not go through the review process via ScholarOne Manuscripts will not be recognized as a submission and hence may not be published.
As soon as possible, but definitely within a two-week period, the editor should assign reviewers (either three confirmed or five unconfirmed). If possible, please directly contact the reviewers in advance and ask them to agree to do the review as this generally results in reviewers who are less likely to decline. We normally set a six-week deadline for reviews, unless the editor makes specific arrangements with a reviewer to review more or less quickly.
ScholarOne Manuscripts will automatically notify the editor as soon as enough reviews are received. Ideally, an editor should have three reviews before making a recommendation on a paper. At that time, the editor may recommend an “accept” or a “reject” for the paper or request a “major revision” for re-review. Sometimes editors will also request a “minor revision.” In that case, the editor should personally re-review the paper before recommending it to the EIC for acceptance.
If a major revision is recommended, the revision will be assigned to the same editor and sent out for a second round of reviews. Usually the same reviewers are used for the revised manuscript, but that is at the discretion of the editor.
If a paper is accepted, the final accepted PDF is downloaded from ScholarOne Manuscripts to be used for preprint and publication. All editable versions (Word or LaTex) must match this final accepted PDF version downloaded from ScholarOne and any subsequent PDF files will not be used for production. The acceptance letter also contains a publication checklist to aid authors in submitting final files.
For additional information regarding these processes and other EIC-related topics, please refer to the IEEE Computer Society EIC Manual.
Making Decisions on Manuscripts
The editor will determine the disposition of the manuscript, based on remarks of the reviewers, and the editor’s own assessment of the manuscript. The editor’s recommendation must be well-justified and explained in detail. If the editor’s recommendation conflicts with the reviews, or if the reviews conflict with each other, editors must be careful to explain the basis of their recommendation to help avoid an appeal of their decision.
In cases where revisions (major or minor) are requested, these should be clearly indicated and explained in the “Comments to Authors” section of the recommendation form. The editor must then promptly convey this decision to the author. The author may contact the journal administrator if instructions regarding amendments to the manuscript are unclear.
Writing an Editorial
- Editorials should give a brief overview of current issues or the state of the journal, or give a short introduction to each new editorial board member.
- Editorials cannot be regular papers. Editors are also prohibited from submitting papers to their own journal. Submitting to one’s own journal may be misunderstood by certain members of the journal’s readership as unethical.
- Editorials should be no more than two pages in length, but not necessarily including new editor biographies and photographs. Biographies should be moderate in length, otherwise they will be edited.
- Editorials should not include references unless absolutely necessary, and even then they should be limited to a maximum of four. Editorials must include complete and current affiliation and contact information.
- Editorials must be submitted in an editable format, such as a Word document or text sent via e-mail. The EIC is responsible for reviewing the galley proofs of their editorial for accuracy of typesetting and communicating any corrections to IEEE Computer Society staff within 72 hours of receipt.
Using the POPP Production Portal
EICs can use the IEEE Publishing Operations Production Portal (POPP) for post-acceptance information on their publication. This includes access to page budgets, accepted articles in production, and other information for issue planning. In addition, POPP includes reports on overall citation and timeliness statistics, as well as other analytics and usage information. POPP can:
- Eliminate the need for creating and updating issue spreadsheets,
- Reduce the need for frequent correspondence with your IEEE Production Manager,
- Alert you when deadlines are approaching, and
- Provide you with data about your publication.