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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Tutorial: Make an Editorial Decision

Role: Editor / Section Editor
Time: 10–20 minutes
OJS Version: 3.5+

This tutorial explains how to review incoming submissions, assign reviewers, and record editorial decisions (accept, request revisions, or reject) in OJS 3.5+.

Before You Start​

  • You are logged in as an Editor or Section Editor.
  • A submission has been assigned to you (or you need to assign one to yourself).

Step 1 — Find the Submission​

  1. Log in and go to your Dashboard.

  2. Click Submissions in the left navigation.

  3. Submissions are grouped by stage:

    • My Queue — submissions assigned to you
    • Unassigned — new submissions not yet assigned to an editor
    • Active — all submissions in progress
    • Archives — completed or rejected submissions

  4. To self-assign an unassigned submission:

    • Click the submission title from Unassigned.
    • In the Participants panel (right sidebar), click Assign.
    • Search for your name, select the Editor role, and click OK.

Step 2 — Review the Submission​

  1. Click the submission title to open it.
  2. Navigate through the tabs:
    • Submission tab — uploaded files and submission details
    • Review tab — current review round and reviewer assignments
    • Copyediting tab — copyediting stage files
    • Production tab — galleys and publication
  3. On the Submission tab, download and read the manuscript.
Check Metadata

Before sending to review, check that the submission metadata (title, abstract, keywords, author info) is complete. Click Edit on the submission details panel if corrections are needed.

Step 3 — Send to Review (or Decline Without Review)​

Option A — Send to Review​

If the submission passes your initial screening:

  1. Click the Send to Review button (visible on the Submission tab).
  2. Confirm the files to share with reviewers (tick the manuscript checkbox).
  3. Click Record Editorial Decision.

The submission moves to the Review stage.

Option B — Decline Before Review​

If the submission does not fit the journal's scope or has major issues:

  1. On the Submission tab, click Decline Submission.
  2. OJS prompts you to send a notification email to the author — customise the message if needed.
  3. Click Record Editorial Decision.

The submission is archived and the author is notified.

Step 4 — Assign Reviewers​

Once in the Review stage:

  1. Click the Review tab.
  2. Under Reviewers, click Add Reviewer.
  3. Search for a reviewer by name or browse the list.
    • OJS shows reviewer statistics: average response time, completed reviews, active reviews.
  4. Select a reviewer and click Add Reviewer.
  5. In the review request email dialog:
    • Verify the Review Due Date.
    • Customise the email message if needed.
    • Click Add Reviewer to send the invitation.
  6. Repeat for additional reviewers (typically 2–3).
Reviewer Availability

If a reviewer has declined, click Add Reviewer again to invite a replacement. OJS tracks the invitation history for each submission.

Step 5 — Monitor Reviews​

While waiting for reviews:

  • The Review tab shows the status of each review: Invited, Accepted, Declined, Completed.
  • Send reminders by clicking the email icon next to a reviewer's name.
  • Once all reviews are complete, read the reviewer comments before making a decision.

Step 6 — Record the Editorial Decision​

After reading the reviews:

  1. On the Review tab, click Read Reviews.
  2. Review the reviewer comments and recommendations.
  3. Scroll to the Editorial Decision section and click one of the decision buttons:
DecisionWhen to Use
Accept SubmissionThe manuscript is ready for copyediting with no or minimal changes
Revisions RequiredMinor changes are needed; no new review round required
Resubmit for ReviewMajor revisions are required; a new review round is needed
Decline SubmissionThe manuscript is not suitable for publication in this journal
  1. OJS opens an email notification to the author — review and customise it.
  2. Click Record Editorial Decision.

Step 7 — Send to Copyediting (Accept Path)​

If you accepted the submission:

  1. On the Review tab, click Send to Copyediting.
  2. Confirm the production-ready files to pass to the copyeditor.
  3. Click Record Editorial Decision.

The submission moves to the Copyediting stage. Assign a copyeditor via the Participants panel.

After the Decision​

  • The author receives an automated email notification.
  • The submission moves to the appropriate queue: Copyediting (if accepted), or Archives (if declined).
  • If revisions were requested, the author can upload a revised version and the review round can be re-opened.

Troubleshooting​

ProblemSolution
No reviewers appear in searchAdd reviewers from Users & Roles → Users and ensure they have the Reviewer role
Author did not receive decision emailCheck OJS email settings; resend via the Discussions panel
Submission is not in your queueCheck Submissions → Active; you may need to be assigned as a participant
Cannot see reviewer commentsReviewer may not have completed their review yet — check status on the Review tab

Next Steps​