How-To

Issue editors take full charge of one issue. They craft the call (CFP = Call For Papers), publish it, solicit the papers, manage the review process, supervise the final publications, and distribute the news about the paper.

Each issue is managed by a Managing Issue Editor with 2-3 other issue co-editors. The Managing Issue Editor is the prime contact person and the leader behind the issue.

1. Suggesting an Issue

• To become an Issue Editor you need to:
• Be fully aware of how JVWR works (best if you have been an issue co-editor or an author in the past).
• Be very comfortable with our publication system — as we use it extensively. As well as with Google docs, Skype, and other current tools.
• Be a deadline-targeted & taking-charge person.
• Be passionate about the general field of virtual worlds and able to identify and write about your particular field — which will become the focus of the issue.
• Know that each issue may include non-topical papers. In coordination with the Journal Editor-in Chief, you may take charge of them too (namely the Journal Editor in Chief may add papers, or may ask you to take charge of such).
• Note that we are looking for good papers. “Less is more”: 4-6 paper per issue.
• Know that you may link your issue with relevant events (like a conference, meeting, grant, research project etc.)
• Start with a simple proposal. You will get an answer very quickly whether your issue proposal makes if there are any other related proposals and a planned publication timetable. We try to think far. So you can suggest an issue for 2 years down the road. This allows authors to generate papers per your call.

2. Developing the Issue Proposal

• Once you get a positive response – you’ll need to develop a detailed call, including Co-editors (2-3); related events; a specific topic; examples; how do you intend to publish the call, etc. Deadlines are as JVWR try to be very timely.
• Your call is examined by the Journal Editor in Chief and the Coordinating Editor. You need to make sure you and your co-editors are users in our publishing system.
• Your call is published officially on the web site and emailed to our mailing lists.
• Note: Speed of response is critical to us.

3. Soliciting Papers

• This is the most critical part of your job because it generates for the issue. Specific people need to know about your call and you need to approach them directly as well as all the usual lists. JVWR publish the call once. We also publish a collection of calls from time to time. Most of the work here is yours. We assume that you know the community.
• We usually ask prospective authors to send abstracts (one page). This will give you a hint of what is out there, and allow you to gauge and fine tune. You may want to push a second call (you need to plan that in the CFP). 
• Once you get abstracts you can ask people to submit full papers.
• You manage the flow of proposals via a special follow-up & shared document (with co-editors and JVWR team.)

4. Reviewing Proposed Papers

• This is the process where you need both to improve the papers and decide which papers are to be published.
• You get a review template from JVWR which you can modify to your needs.
• With your co-editors, you solicit your reviewers from the list we have on the system. (We keep that list up to date. As of 2012, we have about 50 reviewers, all with full profiles.)
• We are using double-open policy — see on our website about JVWR/ For Authors/ Our Review Policy – Double Open.

5. Accepting Papers

• Once a paper is being accepted you (and your co-editors) work with authors to make the best of it. Clarify of language, arguments, simplicity – all that make a good paper.
• By the deadline you move all the papers to the publishing coordinator.
• Coordinating editors work with authors to layout the paper for publication.

• At this point it is your privilege to choose the issue image: Make sure you have rights to the image; connect to issue theme; suggest to the Editor in Chief for final approval.

• You specifically look at the abstracts of the papers, as readers will often only read them. Abstracts need to relate to the issue’s theme.

6. Publishing Papers

• After the papers are in PDF form, you will be asked to write a short introduction about the issue.
• You should also write a longer Issue Editor’s paper.
• The timing of publishing is coordinated with you — to let you have the time to spread the news.
• Once published — we push the issue in all our venues.
• And you do the same.
• You send a thank you letter to all authors and co-editors.
• We add you to the list of past editors.
• Hooray!

FAQ

Q. Can I publish my own paper in my issue?

A. Yes. We encourage that. Make sure your co-editors review it.

Q. Can I change the topic of my issue?

A. Minor changes are OK, major changes are not (we may simply cancel the issue).

Q. Do I need to sign an agreement in order to become a Managing Issue Editor?

A. The CFP is the agreement between you, your co-editors, JVWR team, our authors and editors.

Q. How exactly do I know which papers are submitted to my special issue?

A. Basically you don’t  🙂  The Section Editor receives all submissions and then assigns them to the relevant issue editor.  Therefore all the papers that are under your name – are aimed for your special issue. See filtering tips below.

Papers are assigned to a certain Issue Editor either by the author’s specific request (that can appear, if appears, under the ‘Summary’ section of the submission) or by the paper’s relevance, content, subject etc., according to the best judgment of the Editor-in-Chief.

Important note: The Journal’s Editor-in-Chief however, keeps the right to change papers’ designation according to the Journal’s best interests, agenda and timetable (i.e. if a special issue is too far away, a paper can be offered to be published in a nearer issue as “Rush to Press” paper.)

Filtering (search): 

1. Change the default search criteria (Title) to Editor.
2. Enter your name or part of it.
3. Hit Search
4. You’ll see all the papers that are assigned to you and their whereabouts (status).  

Q.  How do I assign papers to my co-editors?

A.  By default the Issue Editor receives all the submissions. Upon his/her decision, a certain submission can be assigned to co-editors by adding them as editors of a specific submission.

1. Click on the submission title (link) – it will take you to the submission Summary page.
2. Under the section Editors – click “Add Editor.”

A list of JVWR editors will be opened. Find the name you want and assign him/her by clicking on the ASSIGN button near his/her name (right column). The name will be added to the Summary page of the submission.

Click “Record.”