Conducting the Online Technical Paper Review

1. Conducting theOnline Technical Paper Review Information forSession Organizers

2. Overview • Papers will be reviewed for publication, SAE Transactions, and certain awards at the same time • Scoring by reviewers will be conducted online • Organizers can check reviewer activity online at any time

3. Process • SAE sends organizer instructions on process • Organizer selects 3-5 reviewers for each manuscript • Organizer receives manuscripts from authors via email • Organizer forwards manuscripts and reviewing instructions to reviewers

4. Process (cont.) • Reviewers access online evaluation form • Provide reviewer qualifications • Score manuscripts on listed criteria • Rate manuscript • Approved • Approved if modified • Disapproved • Provide comments/suggested revisions

5. Process (cont.) • Reviewers submit evaluation electronically • Organizers can check reviewer activity online at any time in password-protected location • If an organizer is also an author/co-author, reviewer scores for that paper will be available only to the co-organizer in order to maintain reviewer anonymity

6. Ratings • Manuscript “approved” • Notify author of approval and submit Organizer Approval Form (when 3 reviews complete; at least 2 approvals) • Manuscript “approved if modified” • Send author comments/required modifications and request revised manuscript • When author submits revised manuscript, re-send to reviewer(s) who approved it if modified for a second online evaluation; for minor modifications, organizer may review and approve instead of re-sending to reviewers • Manuscript disapproved • Notify author of disapproval

7. Information for Reviewers • SAE staff will provide you with the following information your reviewers will need: • Location of link on meeting home page to online review system • Meeting-specific reviewer password • Paper number or paper offer number • Schedule for completing online evaluations

8. Reviewer Selection • Organizer selects 3-5 reviewers for each paper in session • Organizer may serve as reviewer unless he/she is an author of the paper or is employed by the same company as the author • Reviewers should have expertise in the subject area of the paper • Reviewers do not have to be SAE members

9. Draft Manuscripts • Organizer receives draft manuscript from author via email • Organizer forwards draft manuscript to selected reviewers along with instructions and meeting-specific password (provided by SAE)

10. Review Criteria • Paper must make a new and original contribution to the state of the art or be a constructive review of its technical field • Commercialism must be avoided • Paper must be free of technical errors • Performance claims and conclusions must be supported by test data or validated simulation • Editorial quality must be maintained at a high level

11. Reviewer Instructions • From the meeting home page, under “Registration & Resources,” click on “Technical Paper Review System.”

12. Reviewer Instructions • Enter your SAE user id and password. (Note: This is not the meeting-specific password.) • Click on “Submit.”

13. Reviewer Instructions (cont.) • Enter the meeting-specific password and paper number. • Click on “Proceed.”

14. Tracking Reviews • To check reviewer activity, go to the meeting home page, click on “Organizer Resources,” click on “Paper Review Reports.” • Enter your SAE user ID and password and will see the session(s) you’re organizing. • Click on the session title to see the status report for that session.

15. Tracking Reviews • Report includes: • Number of reviewers who have completed scoring each paper • Summary of scores/ratings • Reviewer comments • Reminders/comments from SAE staff

16. Reviewer Anonymity • If an organizer is also an author/co-author in his/her own session, the review must be conducted by the co-organizer. The review scores for that paper will be available only to the co-organizer in order to maintain reviewer anonymity

17. Reviewer Comments • Up to 4000 characters may be entered online • Longer comments, equations, etc., must be sent to organizer in Word document

18. Contact Authors • If manuscript is approved with no changes, notify author(s) • Send reviewers’ comments to author – do not reveal identity of reviewers • Advise authors to make requested changes and resubmit manuscript for second review • Suggest additional improvements, if appropriate

19. Revised Manuscripts • Receive revised manuscripts from authors • Email revised manuscripts to reviewers who rated “approved if modified” (or, for minor modifications, organizer may approve) • Include information on accessing online evaluation form • Request completion of evaluation by established deadline

20. Organizer Approval Form • When at least 3 evaluations have been recorded, at least 2 of which rate the manuscript “approved”: • Notify author to submit final manuscript to SAE by established deadline • Submit Organizer Approval Form online

21. Thank you! • SAE, your authors, and conference attendees appreciate the time and effort you put into ensuring quality of information in SAE technical papers