Copy edit and publication: Central Editorial Service

These instructions are for Central Editorial Service Managing Editors only.

Production workflows

Two production workflows

We have two parallel processes for manuscripts in production. The differences between these processes are explained in more detail below.

Workflow A: for focused and long-format manuscripts managed by Central Editorial Service from first submission.

Workflow B: for long-format manuscripts managed by groups or transferred to Central Editorial Service mid-way through the editorial process.

Before initiating production

In Editorial Manager, an accept decision closes the editorial process for that submission.

There should be no further changes requiring editorial input.
The submission should be ready for publication other than requiring potential changes to spelling, grammar, formatting and consistency in terminology.
Please ensure authors have addressed all methods and content queries before acceptance.

Make an accept decision and notify the authors that the submission is accepted for publication.

The submission will move to My Assignments with Decision folder on your Main menu.

Production Notes

Locate the submission in the My Assignments with Decision folder on your Main menu.
Go to Details > Production Notes > add the information listed below in the Production Notes field.
The Production Notes are automatically included in the Copy Editor Assignment email. Please include as much detail as possible for the Copy Editor on any editorial decisions or approaches agreed with authors - particularly any methods or formatting which is non-standard. These decisions and approaches should also be explained and justified in the text.

Scheduled publication?

Embargo date: As an ME, if you want the submission to publish on a specific date, add the following standard wording at the head of the Production Notes: DO NOT PUBLISH UNTIL DATE CONFIRMED DD Month YYYY (ME = Name).
Simultaneous publication: If you want the submission to publish in tandem with another submission, add the wording above and the manuscript number of the related submission.

If you receive information from the authors regarding a preferred date whilst the submission is in production, please add this information to the Production Notes.

Cochrane Central Editorial Service currently manages 3 categories of manuscripts, during the transition to all manuscripts being submitted centrally. This is indicated clearly in the Production Notes:

Manuscript status

Production Notes template wording

Process

1

Manuscripts managed by CES from first submission:

Focused format
Long format

Managed by Central Editorial Service throughout. (If checked by QA team add: Methods and analytical approach reviewed by QA Editors; SoFT data checked). Content and consistency checked. Signed off by Senior Editor [Sign-Off Editor Name]. If appropriate add: Characteristics of studies tables checked for completeness by Editorial Assistants.

Specify the following details:

FOCUSED REVIEW FORMAT (if relevant)
Urgency and deadlines e.g. Embargo or scheduled publication date
Funding details - e.g. NIHR funded review.
Does the review need to be fast-tracked through copy edit?
UK or US spelling preferred
Style or terminology preferences
Number of included studies (reviews and updates)
Number of excluded studies (reviews and updates)
Any other relevant information for Copy Editor (editorial decisions/strategies agreed with authors - particularly any methods or formatting which is non-standard)

Editorial Assistants to add Production Notes template wording during technical checks. ME to add any relevant details at acceptance.

2

Manuscripts transferred from a CRG into CES mid-way through the editorial process. These manuscripts may have undergone some CES checks, depending on the point of transfer.

Transferred to Central Editorial Service [specify point of e.g. following peer review]. Central Editorial Service checks [detail any checks completed e.g. ME checks before acceptance].

Specify the following details:

FOCUSED REVIEW FORMAT (if relevant)
Urgency and deadlines e.g. Embargo or scheduled publication date
Licence for publication type - e.g. Gold Open Access CC-BY.
Funding details - e.g. NIHR funded review.
Does the review need to be fast-tracked through copy edit?
UK or US spelling preferred
Group-specific style or terminology preferences
Number of included studies (reviews and updates)
Number of excluded studies (reviews and updates)
Any other relevant information for Copy Editor (editorial decisions/strategies agreed with authors - particularly any methods or formatting which is non-standard)

3

Manuscripts transferred from a CRG for production only (accepted by CRG before transfer). These manuscripts are not checked by CES.

Transferred to Central Editorial Service after acceptance by CRG, for production only. No additional CES checks.

Licence for publication type - e.g. Gold Open Access CC-BY.
Funding details - e.g. NIHR funded review.

Production Notes from CRG:

Licence for Publication

Green and Gold open access

The default Licence for publication type for all submissions in Editorial Manager is Green Open Access.

If authors and/or funders need the full article to be free to view immediately after publication you can select a Gold Open Access licence type. If you select this option, either the authors or their funders must pay an Article Publication Charge (APC). See our Gold open access policy and Licence for Publication forms: group sites.

Green Open Access for Cochrane Reviews provides free access to the full article 12 months after publication or on publication (protocols for Cochrane Reviews).

Scroll up the Details to the Licence for Publication field.
Ensure this is correct and reflects the authors' preference regarding Open Access publication. See Licence for Publication forms: group sites.
If the Licence for publication type is incorrect when you use action Initiate Production, the authors will receive incorrect licences. If this licence type is changed before publication, authors will need to complete new forms. If the licence type needs to change after publication, this will require an amendment and authors will need to complete new forms.
Save and close.

Initiate Production

Use action Initiate Production to open the production process for this submission.
On the Initiate Production screen, leave the Submission Target Online Publication Date blank.
- This means the protocol or review will publish when ready (when the final proofread is complete and all License for Publication forms are in).
If you wish the protocol or review to publish on a particular day, please Cancel here and add your suggested date to the Production Notes.

Proceed Without Selecting a Task and on the next screen, select Editorial Menu to return to your To-Do list.
You have now sent this submission for copy editing.
When a Copy Editor is assigned to the submission, you will be copied in to the task assignment email from Editorial Manager.

ME input in production

From the end of April 2024 there will be no ME input after acceptance for manuscripts managed by Central Editorial Service from first submission. You will not need to review these manuscripts again before publication. You can track progress to publication (e.g. for embargoed publications) using History > Production Task History.

If you are managing a manuscript transferred to Central Editorial Service mid-way through the editorial process, you will need to review Copy Editor comments.

Any subsequent actions for these manuscripts in Editorial Manager will be on the Tasks tab.

Review copy editing queries (selected manuscripts only)

If you are managing a manuscript transferred to Central Editorial Service mid-way through the editorial process, you will need to review Copy Editor comments.
You will also need to review Copy Editor comments if the manuscript was assigned to a copy editor before the end of April 2024.
Article types for manuscripts where you will review Copy Editor comments will show as follows:
1. Protocol: editor input following copy edit
2. Review: editor input following copy edit
3. Update: editor input following copy edit
You will receive a task assignment email from the Copy Editor when copy editing is complete.
Follow the link in the email to view the task in Editorial Manager; or log in to Editorial Manager and go to Tasks > Submission Tasks Assigned to Me.
Open Assignment Files to view Copy Edit Comments Form.
Open the review in RevMan and compare versions to view changes.
Tag a version with a relevant description (e.g. For authors after copy editing) if you have made any edits in RevMan.

In Editorial Manager, go to Tasks > Submission Tasks Assigned to Me.
Submit Task.
On the task submission screen, select Upload Files > Select Item Type > Copy Edit Comments Form.
Browse to select the correct file and add a relevant Description > Proceed.
Submit Production Task.
Assign Follow-On Task RevMan: Author Proofs to the Corresponding Author (automatically selected).
Choose task RevMan: Author Proofs (automatically selected).
Proceed with Selected Task.
Assign Task and Send Letter > Done.
In Archie, switch the review to Authoring phase to ensure the authors can access the proofs in RevMan.

Review author changes (selected manuscripts only)

You will receive a task completion email from the Corresponding Author when authors have finished revising the submission in RevMan.
In Archie, move the review to Editorial phase.
In EM, go to the Tasks tab > View all Submissions in Production > locate the submission by title or manuscript number.
Assign Production Task > Choose task RevMan: ME Review Author Proofs (automatically selected) > Proceed with Selected Task.

On the Task Assigned to dropdown, choose yourself or another editorial team member.
Assign Task and Send Letter.
After assigning the task, you can go directly to your Tasks Menu > Submission Tasks Assigned to Me, or wait to receive the task assignment email with a link to the task.
Open Assignment Files to view Copy Edit Comments Form.
Open the review in RevMan and compare versions to view changes.
Tag a version with a relevant description (e.g. For proofread) if you have made any edits in RevMan.
In Editorial Manager, go to Tasks > Submission Tasks Assigned to Me.
Submit Task > Upload Files and attach Copy Edit Comments Form if you have amended this.
Submit Production Task.

Your production tasks are now complete. There is no further action for Managing Editors in the production process.

You can check if the authors have submitted their Licence for Publication forms: group sites and continue to track the submission through to publication on History > Production Task History.

NB: If authors have not addressed all copy-edit comments, the Author Proofs task can be reassigned as many times as needed before the final proofread. The Managing Editor should not submit task for RevMan: ME Review Author Proofs (as this asks the Production Manager to assign copy editor for final proofread).

Leave RevMan: ME Review Author Proofs task open.
In Archie, move the review to Authoring phase.
In EM, reassign the Author Proofs task. This can be assigned to and submitted by authors as many times as needed.

A submission where the Managing Editor had raised further queries with authors would have 2 tasks open on the History:

RevMan: ME Review Author Proofs
RevMan: Author Proofs (with later assignment date)

Final queries for the Managing Editor (optional)

The copy editor completing the final proofread may have outstanding queries that need your input before the submission can move forward to publication. You will receive an email to assign you an additional task: RevMan: Final Queries for ME.

Go to Editorial Manager > Production Tasks Menu > Submissions Tasks Assigned to Me > Select Assignment Files from the Action Menu to view the Copy Edit Comments Form.
When you have addressed all the queries, click on Submit Task.
On the task submission screen, select Upload Files to add your annotated Copy Edit Comments Form > click on Submit Production Task.

After publication

The Corresponding Editor will receive a notification from Editorial Manager when the review is published.
If you wish to send a congratulatory email to authors, you can locate the submission in My Assignments with Final Disposition Accept folder and Send Email to send the letter Publication notification to Authors.
Customize Letter to add a link to the publication on the Cochrane Library, and any other relevant information for authors.
When a protocol is published, it will automatically move to full review stage, authoring phase, in RevMan.
Full reviews are invited by Central Editorial Service on a weekly basis, from protocols published in the previous week. Managing Editors do not need to invite the full review following protocol publication.