From bb5f5f8df6e8e539cb128b48892b8d5eccb33cb4 Mon Sep 17 00:00:00 2001
From: "J.-S. Caux" <J.S.Caux@uva.nl>
Date: Fri, 29 Apr 2016 09:01:49 +0200
Subject: [PATCH] Update EdCol by-laws
---
scipost/templates/scipost/EdCol_by-laws.html | 92 ++++++++++++++------
1 file changed, 63 insertions(+), 29 deletions(-)
diff --git a/scipost/templates/scipost/EdCol_by-laws.html b/scipost/templates/scipost/EdCol_by-laws.html
index 49a40f37c..31f655114 100644
--- a/scipost/templates/scipost/EdCol_by-laws.html
+++ b/scipost/templates/scipost/EdCol_by-laws.html
@@ -42,7 +42,8 @@
<div id="Composition">
<ol>
<li>Eligibility
- <p>Fellows of the Editorial College must be active academics with a tenured position
+ <p>Fellows of the Editorial College must be professionally active academics
+ with a position of at least associate professor level or equivalent
at a recognized university or research institute. They must possess an extensive
publication record demonstrating world-leading research capabilities in at least one
stated specialization covered by SciPost Journals. There is no age limitation.
@@ -57,15 +58,19 @@
</li>
<li>Appointment by the Foundation
<p>If the number of Fellows in a stated specialty is below the required minimum number,
- the Foundation has the right to directly nominate and appoint individuals deemed to fulfill
- the eligibility conditions.
+ or if the number of currently available (namely: not currently Editor-in-charge of a Submission)
+ Fellows in a stated specialty has diminished to a level
+ where processing of Submissions becomes delayed,
+ the Foundation has the right to directly nominate and immediately appoint
+ individuals deemed to fulfill the eligibility criteria.
</p>
</li>
<li>Appointment by election
<p>Foundation board members, members of the Advisory Board as well as current and past
Fellows of the Editorial College can nominate candidates for an Editorial Fellowship.
- Candidates must fulfill the eligiblity conditions.
- These nominations shall be forwarded to the Editorial College for voting.
+ Candidates must fulfill the eligiblity criteria.
+ These nominations shall be forwarded to the Editorial College for voting, at the
+ latest at the first following Virtual General Meeting.
If a candidate secures a positive vote from at least three quarters of the Fellows currently
caring for the candidate's stated main specialization, and if no veto is received from
Fellows in other specializations, from the Advisory Board or from the Foundation's Board,
@@ -79,7 +84,7 @@
</li>
<li>Renewal
<p>An appointment is renewable without limitation. A Fellow coming to the end of
- an appointment is automatically re-invited by the Foundation, unless the Foundation
+ an appointment is put up for re-election by the Editorial College, unless the Foundation
or the Advisory Board vetoes it.</p>
</li>
<li>End of appointment
@@ -87,7 +92,8 @@
<ul>
<li>the Fellow informing the Foundation of his/her wish to cease his/her Fellowship</li>
<li>the Fellow ceasing to fulfill the eligibility criteria</li>
- <li>the Foundation terminating the appointment.</li>
+ <li>the Foundation terminating the appointment due to conduct which is improper or in
+ conflict with the aims of the Foundation.</li>
</ul>
</p>
</li>
@@ -108,11 +114,13 @@
place over the course of one week during the month of January.</p>
<p>For the VGM, a special web page is activated, which is accessible only to
Fellows of the Editorial College, members of the Advisory Board and Foundation Board members.
- This page containes items and points of discussion put forward by the Foundation.
+ This page contains items and points of discussion put forward by the Foundation, Advisory Board and Editorial Fellows,
+ and can be consulted and acted upon by Board members and Fellows at their own leisure during the week of the meeting.
The meeting is chaired by the Foundation's chairman.
- During the week, Fellows are able to comment on individual items.
- Nominations to the College and suggested amendments to the By-laws must appear
- among the items.</p>
+ During the week of the meeting, Fellows are able to comment on individual items and
+ bring forth motions for voting.
+ Re-elections, new nominations to the College and suggested amendments to the By-laws must appear
+ among the items at the meeting.</p>
<p>At the end of the week, the meeting is closed, and motions are put forward
for voting, which is open online for one week after the end of the VGM.</p>
</li>
@@ -167,18 +175,22 @@
</p>
<p>
Each assigned Fellow can explicitly decline the assignment, stating a reason among:
- too busy, conflict of interest, or not interested.
+ too busy, conflict of interest, insufficiently qualified or not interested.
Each time a Fellow declines, a new assignment request is sent to a different Fellow.
If 5 assignments are declined citing lack of interest, the Submission is returned
to the authors and not considered for further processing towards publication.
</p>
<p>
- The pre-screening process must be completed within 5 working days starting from the
- moment of submission.
+ The Editorial College must make all reasonable efforts to ensure that the pre-screening process
+ be completed within 5 working days starting from the moment of submission.
+ If this proves impossible (for example due to a large influx of submissions and current
+ unavailability of specialist Fellows), the authors are informed of the delay and
+ given the option of either withdrawing their Submission,
+ or of accepting an open extension to the duration of their Submission's pre-screening process.
</p>
</li>
<li>Appointment of Editor-in-charge
- <p>The first Fellow of the Editorial College who accepts an assignment received,
+ <p>The first Fellow of the Editorial College who accepts an assignment,
or who volunteers while perusing the queue, becomes Editor-in-charge of the Submission,
under the conditions that:
<ol>
@@ -187,7 +199,8 @@
<li>there is no personal or hierarchical relationship between the Fellow and any of the Submission's authors</li>
<li>the Fellow has not co-authored a paper with any of the Submission's authors in the last 5 years.</li>
</ol>
- Upon appointment of the Editor-in-charge, the online Submission Page is automatically
+ It is the responsibility of the Fellow to ensure that these conditions are met.</p>
+ <p>Upon appointment of the Editor-in-charge, the online Submission Page is automatically
created and opened for contributed Reports and Comments, and the Editor-in-charge is required to
immediately open a refereeing round.
</p>
@@ -203,30 +216,48 @@
</p>
</li>
<li>Duration
- <p>The duration of a refereeing round is 4 weeks for normal papers, 8 weeks for Lecture Notes.
+ <p>The indicated duration of a refereeing round is 4 weeks for normal papers and 8 weeks for Lecture Notes,
+ counted from the moment one of the invited referees first accepts to provide a report.
+ Referees will automatically be sent reminders of impending deadlines.
</p>
</li>
<li>Access to identities
<p>Besides the invited Reports, contributed Reports and Comments can also be provided by
registered Contributors. Although anonymity can be requested by the Contributor upon
- submisison of a contributed Report, this implements anonymity on the public interface only: the
+ submission of a contributed Report, this implements anonymity on the public interface only: the
identity of the authors of all contributed Reports are accessible to the Editor-in-charge of
the Submission. It is forbidden for the Editor-in-charge to reveal those identities in any
way, except to members of the Editorial College or of the Advisory Board if it is deemed
necessary.</p>
</li>
+ <li>Admissibility of Reports and Comments
+ <p>The Editor-in-charge must ensure that referees he/she invites to report on a given manuscript
+ are not in conflict of interest, personal or hierarchical relationship with any of the authors.
+ Similarly, the Editor-in-charge must verify that the authors of contributed Reports and Comments
+ also fulfill these conditions. If such a conflict or relationship exists, the Editor-in-charge
+ must disregard the Reports and Comments in question when formulating the Editorial Recommendation.</p>
+ </li>
<li>Closing and author reponse
<p>At the end of the stated duration, submission of Reports on the Submission Page is deactivated.
The Editor-in-charge invites the authors to finalize their responses to any submitted Reports
and Comments before the Editorial Recommendation is formulated.</p>
</li>
+ <li>Minimal number of invited Reports
+ <p>For the refereeing round to be considered valid, at least one invited Report must be
+ obtained. If none of the invited referees have responded within the first round,
+ the Editor-in-charge must start a second round and invite three new referees.
+ If no invited or contributed report has been obtained at the end of the second round, the paper is deemed as
+ being rejected due to lack of interest.</p>
+ </li>
</ol>
</li>
<li>Editorial Recommendation
<p>An Editorial Recommendation is formulated by the Editor-in-charge at the end of a
- refereeing round. Such a recommendation is not made publicly visible. The recommendation can be for:
+ refereeing round. The recommendation is based on the invited Reports, eventual contributed
+ Reports, eventual Comments together with the Editor-in-charge's own assessment of the Submission.
+ Such a recommendation is not made publicly visible. The recommendation can be for:
<ul>
- <li>Publication as Select (reserved for the top 10% of papers under evaluation)</li>
+ <li>Publication as Select (reserved for the top 10% of papers published)</li>
<li>Publication</li>
<li>Minor revision</li>
<li>Major revision</li>
@@ -252,14 +283,15 @@
<ul>
<li>Publication as Select</li>
<li>Publication</li>
- <li>Rejection</li>
+ <li>Rejection.</li>
</ul>
<ol>
<li>Publication as Select
<p>Submissions which are deemed to be of superlative quality (top 10% of the manuscripts
- refereed) by the Editor-in-charge can be put forward for potential publication as Select.
- In this case, all Fellows of the Editorial College can participate in the decision.
+ published) by the Editor-in-charge can be put forward for potential publication as Select.
+ In this case, all Fellows of the Editorial College can participate in the decision,
+ except for those in conflict of interest, personal or hierarchical relationship with any of the authors.
The Editor-in-charge by definition supports this promotion to Select and does not need to vote;
other Fellows are asked to agree, abstain or disagree with the recommendation to publish
as Select. The Submission is promoted to Select if either:
@@ -277,19 +309,20 @@
<li>at least 4 specialist Fellows agree and none disagree</li>
<li>a majority of all specialist Fellows agrees.</li>
</ol>
- </p>
+ Upon acceptance, the authors are informed and the paper is immediately forwarded to Production.</p>
</li>
<li>Rejection
<p>If the editorial recommendation is to reject the paper, specialist Fellows are asked
to agree, abstain, or veto the recommendation.</p>
<p>If a majority of specialist
- Fellows agrees to reject, the paper is rejected. In this case, the Submission Page
- is deactivated and its contents removed from public view.</p>
+ Fellows agrees to reject, the paper is rejected.</p>
<p>If a majority is not reached and
a Fellow vetoes the recommendation to reject the paper, that Fellow automatically
takes over as Editor-in-charge of the Submission and is required to start a new refereeing round.</p>
<p>Otherwise, if a majority is not reached but no Fellow has vetoed the rejection recommendation,
- the paper is deemed as rejected.
+ the paper is deemed as rejected.</p>
+ <p>Upon rejection, the authors are informed, the Submission Page
+ is deactivated and its contents removed from public view.
</p>
</li>
</ol>
@@ -297,7 +330,7 @@
</li>
<li>Production
<p>Post-acceptance, the paper is handled by the production team, who produce the final .pdf
- of the manuscript and ensure compliance with publication requirements (among which
+ of the manuscript and ensure compliance with publication requirements (including outbound
references linking). The final .pdf is assigned a DOI and published online in the appropriate SciPost Journal.</p>
</li>
</ol>
@@ -310,7 +343,8 @@
<p>The present By-laws can be amended by:
<ul>
<li>the Foundation, with veto right (by majority vote) from the Advisory Board</li>
- <li>by motion at a VGM, the motion being supported by a three-quarters majority vote of all the Editorial Fellows, with veto right (by majority vote) from the Advisory Board.</li>
+ <li>by motion at a VGM, the motion being supported by a three-quarters majority vote of
+ all the Editorial Fellows, with veto right from the Foundation and (by majority vote) from the Advisory Board.</li>
</ul>
</p>
</div>
--
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