Editor Guidelines

Topical editors play a central role in ensuring the quality of content that is published in ing.grid. The decision to accept or reject a submission is based solely on its compliance with ing.grid guidelines, relevance to the focus and scope, and novelty to the field.  

After a new submission is turned in, the Editor-in-Chief performs a first, brief check of compliance with the focus and scope. If the submission seems fitting, the Editor-in-Chief assigns a suitable topical editor (referred to simply as “editor” in the rest of the text) that will be responsible for managing the submission’s journey through the open peer review. 

The responsibilities of the editor are described below. 

Before Open Review

  • At first, the editor evaluates if the submission complies with the core aspects of data management defined in the focus and scope of ing.grid. They also check if the paper is well written and brings novelty to the field. 
  • The editor checks if the authors have read and understood the instructions described in our Author Guidelines (https://www.inggrid.org/site/authorguidelines/), especially the authorship specifications (https://www.inggrid.org/site/publicationethics/); 
  • The editor verifies if the authors declared any conflict of interest, if they offered funding information and if they have permission to publish material from other sources under a CC-BY license; 
  • The editors has to ensure that the supplementary material (data and/or software) is available and easily accessible to the reviewers and the community; 
  • Every submission to ing.grid must follow the FAIR principles (https://www.go-fair.org/fair-principles/). The editor should consider this aspect when first checking the submission before assigning it to the reviewers. 

Preparing for Open Review 

When all the previous requirements are checked and the submission is considered suitable for ing.grid, the editor: 

  • makes the manuscript public on the preprint server  
  • sends an initial comment on the preprint server stating their role according to the template 
  • finds and assigns reviewers to evaluate the submission according to the following criteria: 
    • Reviewers should have expertise in the area of the submission and must declare any conflict of interest regarding their role; 
    • At least two reviewers must be assigned for each submission;

    • assigns a due date for the reviewers to submit  their invitedreview comments. 

    Managing the Open Review

    After reviewers are assigned, the open peer review officially starts and is performed entirely on the ing.grid preprint server. The editor is responsible for moderating both the invited review comments and the community review comments which can be submitted by anyone with an ing.grid account.  

    The editor follows the steps below: 

    • The editor quarantees that the Code of Conduct (https://www.inggrid.org/site/codeofconduct/) and the Publication Ethics (https://www.inggrid.org/site/publicationethics/) of ing.grid are being followed by the community. Any comment that breaks these guidelines should not be published and, in case of a severe violation, they can evaluate if the commenter should be banned from the community accordingly to the Enforcement Guidelines (https://www.inggrid.org/site/codeofconduct/); 
    • The editor evaluates whether the invited comments from the assigned reviewers cover all aspects of the submission and whether they are compatible with the suggested editorial decision by them; 
    • If the invited comments are acceptable, the editor makes them public and thus visible to the authors along with their own comment containing the editorial decision (revise/accept/reject). 
    • The editor ensures that the authors’ responses meet the reviewer comments and are submitted before the given deadline.
    • If revisions have been requested by the reviewers in the invited comments, authors need to upload an updated version of their submission, The editor must invite the same reviewers for a new round of comments. 
    • The editor ensures that both the reviewers and the authors stick to the assigned deadlines of the review process. 

    Publishing the Submission

    When the submission is accepted, the editor asks the authors to upload a final version of the manuscript/descriptor as a compressed LaTeX folder, along with all updated links to software or data and/or supplementary material.

    Then, the editor: 

    • downloads the compressed LaTeX-folder 
    • extracts and uploads the PDF to the submission page on the preprint server 
    • publishes the final preprint version on the server; 
    • submits the LaTeX folder to the copyediting process, selecting the option “Editor Copyediting”. 

    Managing editors will take care of the copyediting and a final authors' review of the material to be published. Then, the submission goes through the production and  typesetting stages, where article galleys are created in XML/JATS format for long-term archiving and publication on the website.