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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Sending to Copyediting

When to Send to Copyediting​

Move a submission to the Copyediting stage after you have recorded an Accept Submission decision and are satisfied that:

  • All required peer reviews are complete
  • Any requested revisions have been incorporated to your satisfaction
  • The manuscript is ready for language and style editing
Final check before proceeding

Before accepting, confirm that the submission meets your journal's formatting requirements (file type, reference style, word count). Copyeditors address language and clarity — structural or content issues should be resolved at the Review stage.

Recording the Accept Decision​

If you have not yet recorded the acceptance:

  1. Open the submission from Dashboard → My Queue
  2. Go to the Review stage
  3. Click Record Editorial Decision → Accept Submission
  4. Proceed through the notification email step (see Making Editorial Decisions)
  5. Click Record Decision

OJS will then prompt you to select files for the Copyediting stage.

Selecting Files to Send​

The Send to Copyediting dialog lists all files currently attached to the submission. Select only the files the copyeditor needs:

File TypeInclude?
Final revised manuscript✅ Yes
Figures / tables (if separate)✅ Yes
Editor-annotated version❌ No — keep for reference only
Reviewer correspondence❌ No
Cover letter❌ Usually not needed
Renaming files

Before sending, rename files to a clear convention (e.g. Smith2024_revised_final.docx) so the copyeditor can identify them at a glance. You can rename files in the Submission Files panel before clicking Send.

  1. Tick the checkboxes next to the appropriate files
  2. Click Send to Copyediting

The submission now appears in the Copyediting stage.

Assigning a Copyeditor​

Once in the Copyediting stage, assign a Copyeditor if your journal workflow requires it:

  1. Open the submission and navigate to the Copyediting stage
  2. In the Copyeditors panel, click Assign
  3. Search for a user with the Copyeditor role
  4. Set a due date for the copyediting task
  5. Review and send the pre-populated invitation email
  6. Click Assign Copyeditor
Who assigns the Copyeditor?

In some journals the Editor-in-Chief or Journal Manager handles Copyeditor assignment rather than the Section Editor. Check your journal's workflow to confirm your responsibilities at this stage.

Notifying the Author of Acceptance​

OJS sends an acceptance notification to the author as part of the Accept Submission decision email (recorded in the step above). However, you may want to send a separate, more personal acceptance note:

  1. In the Copyediting stage, open the Copyediting Discussions panel
  2. Click Add Discussion
  3. Add the author as a participant
  4. Write a brief message congratulating them on acceptance and explaining next steps (copyediting timeline, galley proofs, etc.)
  5. Click OK
What to include in the acceptance message
  • Approximate timeline to publication
  • What the author can expect from copyediting (they may be asked to respond to queries)
  • Contact information for any further questions

What Happens Next​

After the submission enters Copyediting your active involvement as Section Editor typically concludes. The Copyeditor takes over, followed by the Layout Editor and Proofreader before the article is scheduled for publication.

You may be consulted on:

  • Substantive editorial queries raised during copyediting
  • Final approval of the galley proof (journal-dependent)

Monitor the Copyediting and Production stages in your dashboard if you want to track progress through to publication.

Further Reading​