Software updates

07 May 2019 Author information about extension of discussion

The deadline for the discussion of a preprint in the discussion forums of our journals can be extended by the handling editor when nominating additional referees and the nomination deadline is beyond the planned discussion end, or by the Editorial Support staff upon request. The latter requires the provision of a reason. From now on, authors are informed by email about the deadline extension and the reason is provided. (IJTF 3.2.11)

07 May 2019 One-click mailing to involved individuals through MS records

The MS records summarize all steps of the review process of a manuscript and list the involved parties (visibility depending on permissions). From now on, the names are linked as mailto and the resulting new email in your default mailing software prefills the subject line with the manuscript number. This is designed to make communication beyond the automatic system emails easier. (IJTF 4.1.13)

25 Mar 2019 Referee call reserve list

When entering the referee nomination form, handling editors have two steps: in the first step, a list of referees to be nominated is defined. This list can be filled with system suggestions, author suggestions, free entries, referees from former versions, referees suggested by other referees, or referees already nominated but missed the deadline. In addition, the system indicates if referees are currently nominated. Then, in the next step, the nomination can be refined by (a) adding personal messages (already existent for some years) and the new dialogue (b) choosing between immediate calls and subsequent calls. For the latter, the various nominees can be grouped in up to five subsequent calls. Then, handling editors will not receive the request to nominate additional referees when nominees miss their deadline or decline, unless the list of automatic subsequent calls runs out of nominees. The nomination form for selecting nominees and refining their calls can be accessed at any time. (IJTF 1.1.31)

26 Feb 2019 Indication of competing interests

So far, only referees, when agreeing to review, had to declare that they have no competing interests without further specification. Now, we added various further steps in this regard for the three target groups authors, editors, and referees:

Upon manuscript registration, authors have to declare whether they or their co-authors have competing interests and specify for the editor, if applicable. They can proceed either way but the specification is shown to the handling editor when taking the initial decision. (IJTF 1.1.35)

When editors are called, they also have to declare whether they have competing interests and specify, if applicable. Editors cannot proceed reviewing the manuscript and will not receive further editor calls for this paper. However, when chief editors are asked to assign editors because no handling editor has been found, they can assign such editors but see the indication. (IJTF 1.2.28)

Referees have to declare and specify competing interests. Minor competing interests are not an exclusion criteria per se but subject to decision by the handling editor who sees the indication on all their forms. (IJTF 2.2.23)

26 Feb 2019 Prevent co-authors from being nominated as referees

Upon manuscript registration, referee suggestions by contact authors are checked for co-authors and turned down, if necessary. When nominated referees decline but suggest colleagues, such entries are also checked against the co-author list and turned down as well. When handling editors nominate referees, free entries are checked against the co-authorships and system suggestions exclude co-authors. (IJTF 1.2.29)

25 Jan 2019 Review notes for chief editors

Chief editors can leave notes during peer review on the MS records page. These notes are shown with date and name of the originator. Other chief editors can read these notes and add further ones. (IJTF 1.1.33)

21 Jun 2018 APC discount work flow

Journals can opt-in to make use of the new APC discount work flow. For participating journals, authors have to verify upon submission that they are aware of the payment of APCs. Here, they can apply for (a) a discount between 10% and 90% (steps on tens), (b) a waiver, or (c) a waiver on any amount exceeding their institutions' limitation for APC coverage. Handling editors have to review the application upon acceptance of the manuscript (D-paper posting for interactive journals or final acceptance for one-stage journals). Chief editors are then asked to review the application (incl. handling editor's comment), comment themselves, and approve or adjust the application. Discounts equal or higher than requested let the manuscript proceed and simply trigger an information email to the author, whereas rejections or chosen amounts lower than requested trigger the system to ask the author to (a) withdraw or (b) proceed anyhow. (IJTF 2.1.34)

21 Jun 2018 Chief editor confirmation of inappropriate editorial decisions

Each journal can define a set of rules which are checked upon final decision for publication and trigger an alert to the chief editors when one of these rules are violated. The rules include combinations of referee recommendations and following editorial decisions. Example: when at least one of the reviewers recommended reject and the handling editor decides accept. (IJTF 4.1.23)

07 Mar 2018 Avatar processing

As part of the post production after proofreading and before publication of the final journal papers, the image processors produce avatars in different sizes based on the authors' selections of key figures (production file upload). After journal website relaunch in April 2018, these avatars will be used to represent a paper in library lists, on article HTML pages, etc. (IJTF 4.2.15)

05 Jan 2018 Interdependencies of subject areas

So far, journals with dependencies in 2 or more dimensions were forced to flatten their subject area selection to one dimension. Now, the attributes of second or further dimensions can be dependent on the attribute in the first or previous dimension. This is used for editor calls, referee nominations, alert subscription, and the library tab "by topics". (IJTF 1.2.24)

24 Oct 2017 Author's final response

So far, the system skipped the status final response, taking place after the discussion was closed, in case the authors have already published an author comment (AC) at some point during the discussion. Now, journals can decide whether any AC during discussion is sufficient or whether they want to enforce a final response by the author in any case. Hereby, a second parameter controls per journal whether all referee comments (RC) have to be answered individually or whether one general AC can finalize the final-response phase. Another improvement is that authors can co-list their ACs so that they can still write one overall AC although the journal enforces to respond to all RCs individually. A fourth adjustment is that authors have to explicitly declare the finalization of the final-response phase. These four improvements are especially important for journals with post-discussion editor decision since editors could otherwise face a situation where they have to decide on a manuscript without sufficient feedback from the authors. (IJTF 4.2.16)

18 Oct 2017 MS archives improved

The personalized manuscript overview allows authors, referees, editors, and executive editors the access to the MS archives listing papers in final statuses (published, rejected, withdrawn, or cancelled). The problem was that this list has become very long for larger journals and difficult to handle. Now, the MS archives start with a filter and search interface and provide only MS matching such user-specific configurations.

11 Aug 2017 New sequence in initial decision form for handling editors

So far, there was confusion about the options leading to a final decision and the option to send the manuscript to referees for a further review. Now, there is a clear separation between sending the manuscript to referees and the decision options introduced by a statement “take your decision now”.

11 Aug 2017 Confirmation email to comment authors

Authors of comments in discussions receive now a confirmation email once their comment has been successfully processed by the system.

11 Aug 2017 Information about executive editor decision for authors and referees

If a journal uses the option that the final decision by a handling editor has to be approved by an executive editor, the authors and referees have seen this first decision immediately in the MS Records. Now, they will only see the respective MS Records events about the decision of the handling editor once the executive editor has decided and accepted the manuscript. (IJTF 4.2.13)

17 Jul 2017 Report about abusive comment

Readers have now the possibility to report that a comment of a discussion is abusive including an explanation. Thereby, the reporter can stay anonymous but can also provide contact details. Copernicus receives the information and will take the required actions.

15 Jun 2017 CC BY 4.0 License and new way of displaying DOIs

Following the best practice of OASPA and most OA publishers, we distribute all papers submitted after 6 June 2017, once they are accepted and published, under the CC BY 4.0 License, the most recent version of CC BY. Furthermore, to make it as easy as possible for users without technical knowledge to cut and paste or click to share DOIs, CrossRef has changed the display and citation guidelines for DOIs from "doi:10.5194/abcd" to "https://doi.org/10.5194/abcd". We take care about the new way of citing DOIs during typesetting, so there is no extra burden for authors due to this improvement.

28 Apr 2017 IGSN as new type of assets to the defined

Authors have been asked for two years now to define their data sets, model code, video supplements, or other assets to their articles and to properly cite these in the paper. All assets are presented in the assets tab alongside the article. These assets now include the IGSN – International Geo Sample Number. An IGSN is a unique identifier for samples and specimens collected from our natural environment. The objective of the newly founded IGSN e.V. (non-profit society) is to implement and promote standard methods for locating, identifying, and citing physical samples with confidence by operating an international IGSN registration service with a distributed infrastructure for use by and benefit to its members. Please find more information on the IGSN website.

24 Apr 2017 Revised work flow for selection of highlight papers for IJ

So far, the selection of highlight papers has been done by the handling editor upon acceptance of the discussion paper. Now, the handling editor only marks a discussion paper as potential highlight paper and the final selection for a highlight paper is only done upon acceptance of the final revised paper. Furthermore, authors can already indicate upon manuscript registration that they see a highlight in their work (comment only visible to the handling editor) and referees also have the option to indicate the potential for a highlight selection (comments only visible to the handling editor). Therefore, the handling editor can include his own consideration during discussion paper acceptance, the author's comments, and the referee comments into account. Chief editors as well as media officers of the journals are informed about both selections as well as about both publications (D-paper for potential highlights and final revised paper for highlights). Only the final revised highlight papers selected become part of the future highlight papers tab in the journal library as well as in the highlight papers section on the landing page (front page) of the journal. (IJTF 9.1.14)

15 Mar 2017 Absence of editors and referees

So far, people have been able to indicate periods of absence in the section "Personal data" of the administration system CO Administrator and the review system CO Editor used these entries to postpone deadlines. Now, these absences are also shown to handling editors when nominating referees and to chief editors when they are asked to nominate or assign topical editors. Absences are also shown in the MS Records. (IJTF 2.2.16)

15 Mar 2017 Statement on special issue

As requested by Clarivate Analytics (formerly Thomson Reuters), we will from now on include a section in the PDF of the articles informing about the affiliation to a special issue. If the special issue is based on a conference, this will also be indicated. The special issue statement will be placed right before the acknowledgements. Please see the section manuscript composition of the journal website for authors > manuscript preparation.

08 Mar 2017 Chief editor overview

So far, chief editors only had an overview of all manuscripts under review in their section "Personalized manuscript overview" named "My chief editor overview" (appears with the equivalent vocabulary according to the journal specifics). Now, this overview is entitled "Overall manuscript overview" and the new "My chief editor overview" is reduced to manuscripts actually assigned to the respective chief editor being logged in (if any). This should help the chief editors to have a better overview of their duties.

28 Feb 2017 Reviewer declaration of competing interests

When referees are nominated and aim to accept the call, they have to declare that they have no conflicts of interest with reviewing the manuscript. The competing interests policy of the journal is linked there. (IJTF 2.2.23)

28 Feb 2017 Referee suggestion together with affiliation

When suggesting referees for their manuscript, authors now have to include the affiliation of the referees in order to provide more data directly to the handling editor. (IJTF 1.2.21)

17 Feb 2017 Editor assignment by chief editors

So far, chief editors could only assign topical editors to manuscripts if the regular editor call has failed. Now, chief editors can already assign topical editors to manuscripts although the regular editor call is still running. This is controlled by a journal parameter and will only be activated if chief editors wish so. (IJTF 2.1.26)

07 Feb 2017 Overview of unassigned manuscripts

If a user is acting as topical editor for a journal s/he now has an extra box in the personalized manuscript overview headlined "unassigned manuscripts". Here, the user can see all manuscripts of the journal lacking assignment to a handling editor so far. This list can be limited to the personal subjects. Users are asked to consider picking up these manuscripts and acting as handling editor. (IJTF 2.1.36)

07 Feb 2017 Deadlines in personal to-do lists

The personalized manuscript overview includes a header section listing the upcoming tasks of that specific user. Now, we extended this list by showing the respective deadlines and by sorting it chronologically. (IJTF 2.1.32/9.2.1)

07 Feb 2017 Special issue description linked on MS registration form

Upon manuscript registration, when selecting a special issue (SI) from the drop-down menu, the description of the SI becomes available to further inform about the aims and scope. (IJTF 1.1.24)

07 Feb 2017 Assets: model code availability

During production file upload, the system asks authors to name data sets, video supplements, or video abstracts with title, authors, and DOI. These assets are then linked from the published article through the so-called assets tab. This is now extended to model code. Authors are asked to submit their model code corresponding to their work to a reliable repository, get a DOI, and include the model code (a) in their paper as full reference, (b) include a statement regarding data and code availability at the end of the manuscript, and (c) provide title, authors, and DOI during the production file upload. The model code is then linked from the article HTML page like it has been established for data sets.

06 Feb 2017 Dates for discussion papers

To clarify the nature of a discussion paper as a manuscript prior to peer review (preprint) rather than a publication, the dates on the HTML pages of all D-papers as well as in the PDFs of upcoming D-papers and final papers are adjusted to received, accepted for review, and discussion started. (IJTF 2.1.42)

09 Jan 2017 Library tab "most downloaded"

The journal libraries now include a tab called "most downloaded". Here, readers can see the list of papers with the highest amounts of views as part of the article-level metrics (ALM). The reader can choose between the recent list or the all-time list. The number of months forming the recent list is a journal-specific parameter. (IJTF 7.1.17)

17 Nov 2016 Library tab "by MS types"

The libraries of most journals now include a tab called "by MS types". Here, readers can select their favourite manuscript types and thereby filter the list of published articles. A time controller allows to select a specific period of publication.

15 Nov 2016 Meta tags for indexation by Google Scholar enhanced

The meta tags of the HTML pages of all papers (Discussion papers and journal articles) were enhanced to allow the bots of Google Scholar to index the papers with more bibliographic information. In particular, this includes the ORCIDs of the authors, funding information, and the references.

06 Oct 2016 Naming conventions and borders in maps

The MS preparation guidelines now ask authors to adhere to United Nations naming conventions for maps used in manuscripts. In order to depoliticize scientific articles, authors are also asked to avoid the drawing of borders or to use contested topographical names. (IJTF 1.1.30)

06 Sep 2016 ALMs: geographical distribution of views

For articles published after 3 August 2016 (D-paper after 3 August for interactive journals), the article views are now also visualized according to their geographical distribution. Please see the section "Viewed (geographical distribution)" in the metrics tab as well as our corresponding news items.

02 Sep 2016 Copernicus LaTeX package 4.3 available for download

The new Copernicus LaTeX package 4.3 includes updated versions of the class file and of the template file. Both now include the sections code availability and data availability, as well as the sections competing interests and disclaimer. For details about the usage of these sections, please see the manuscript preparation guidelines.

01 Sep 2016 Parameter: assign chief editors to manuscripts

All journals can now decide whether or not a chief editor is assigned to a manuscript once s/he has acted on this paper. The advantage is that once this manuscript needs further help by chief editors in a following step of the review, all chief editors are called again (or the chief editors of the respective subject area if this was selected in a second parameter). So far, before introducing this new parameter, manuscripts have always been assigned to a specific chief editors once this editor acts on the paper. The result was that the other chief editors were not called once the manuscript needs further actions by chief editors.

01 Aug 2016 Production file upload revised

The indication about supplements is now mandatory. Authors have to indicate whether they have a new version of the supplement, the former version should be used, or the paper does not have a supplement any more. Furthermore, the wording of the English language options for copy-editing have been revised to better explain what Oxford comma and Oxford spelling means.

28 Jun 2016 Lists of editors and referees

As a recognition of and thank-you to all referees and editors for the tremendous work they provide for our journals, each volume now provides a list of editors as well as a list of referees. These lists start at the beginning of a volume, are filled throughout the year, and include all editors and referees who actually provided reviews for papers being published in the respective journal in the respective volume.

23 Jun 2016 Library tab "by topics"

The journal libraries now include a tab called "by topics". Here, readers can select their favourite subject areas and see a list of published articles with the selected subjects assigned. A time controller allows to filter for a specific period of publication.

01 Jun 2016 FP7 post-grant OA pilot selection

Copernicus Publications partnered with OpenAire regarding the financing of journal articles resulting from FP7-funded research. Eligible projects are stored in the data base. As soon as an author selects an eligible FP7 project during manuscript registration, OpenAire will be asked to approve the financing. In case of a positive response, the APCs of the article will be directly settled between Copernicus and OpenAire.

24 Mar 2016 Title and author search revised

The title and author search in the libraries of all journals now include also the search within abstracts. Furthermore, search results a better classified into 100% matches and similar results.

01 Mar 2016 Full first names for authors

Authors are now asked to submit the full first names of all co-authors. These names will then appear on all HTML pages of the journal libraries as well as in the full-text XML and PDF files of the papers.

29 Feb 2016 Library tab "most commented"

The journal libraries now include a tab called "most commented". Here, readers can see the list of papers with the most comments received during Public Peer Review™. The reader can choose between the last 12 months or the all-time list.

20 Jan 2016 Assets tabs for all articles

Authors are encouraged to properly cite their data sets, videos, model code, or samples, and to preserve them in reliable repositories including the identification through DOI. Copernicus then combines all assets to a journal paper on the article's HTML page in the new tab called "assets". This follows Copernicus' strategy of the publication cluster with the article as the trunk and all assets as the branches.

18 Jan 2016 DOIs for discussion comments

The discussion forums of our interactive journals publish Rerefee Comments (RC), Editor Comments (EC), Author Comments (AC), and Short Comments (SC) posted by members of the scientific community during Interactive Public Peer Review. From January 2016 on, such comments receive digital object identifiers (DOIs) to enable a proper citation of these contributions.

15 Jan 2016 Launch of new journal libraries

The journal libraries are relaunched including many new features. Please see our news item.

29 Oct 2015 Citable video abstracts and supplements

Authors are asked to submit videos being supplements or video abstracts of their papers to the AV|Portal of the TIB. They receive a DOI there, indicate this during production file upload, and the videos are then linked in the assets tab of the article in the journal library.

Software updates before 2015

For updates to the review system (CO Editor) before 2015, please see the presentations below:

  • Improvements as of July 2014 (PDF)
  • Improvements as of February 2014 (PDF)
  • Improvements as of October 2013 (PDF)
  • Improvements as of May 2013 (PDF)
  • Improvements as of January 2013 (PDF)
  • Improvements as of July 2011 (PDF)
  • Improvements as of May 2010 (PDF)
  • Improvements as of January 2010 (PDF)
  • Improvements as of September 2009 (PDF)