BMJ Author Hub

After submitting

In this section:

  • NEW! Featured Author Support
  • Tracking your submission
  • My paper has been accepted – what next?
  • Appeals and rebuttals
  • BMJ Article Transfer Service
  • Abstracting and indexing
  • Archiving, permissions and copyright
  • Article metrics and alerts
  • Correction and retraction policies
  • Publication embargo
  • Rapid responses

The review process

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1. Awaiting Editorial Production Assistant Processing

The Editorial Production Assistant will carry out quality checks on your article at which point you may need to provide further information before your article is sent for Peer Review.

2. Awaiting Editor Assignment: 

Your article has passed initial quality checks by the Editorial Production Assistant and is in the process of being assigned to an appropriate Editor who will evaluate your article for scope, quality, and fit for the journal. Papers that do not meet these criteria will be rejected.

3. Awaiting Reviewer Selection

Your article meets the Journal’s scope and has been approved for peer review. The Editorial Team are in the process of finding suitable external expert reviewers that are available to review your article. Your article may also be sent to relevant Associate Editor’s for internal review. For most articles, a minimum of two reviews are required. Articles can be sent to multiple prospective reviewers before the required number are secured.

4. Peer Review in Progress

Your article has secured the minimum number of required reviewers. Peer reviewers are given 2 weeks to submit their review of your article. On the occasion that a reviewer withdraws from the process, the Editorial Team will begin the reviewer selection process again.

 5. Awaiting Editor Decision

Your article has now received the minimum number of reviews required to make a decision. The Editor will take into account the expert reviewers’ opinions to make an informed decision of accept, reject or revise.

6. In Production

Your article has been accepted and you will receive an email to confirm. Your article will move through the final quality checks and in to Production where it will be processed for publication. You will be emailed by the Production Editor with a timeline and be provided with a link to a platform called Publishing at Work where you can continue to track your article’s progress. More information about the Production process can be found here .

Assigning an Associate Editor/Guest Editor

One method of accepting a paper is to assign an Associate Editor or Guest Editor. Follow the steps below to complete the process.

Go to Editor Center > Papers > In Progress from the administrative toolbar. This will bring you to the View Papers page where you will be able to view paper status by category.

Click on the plus sign (+) next to the category heading Papers Awaiting AE/GE Assignment . You will see the following fields.

Paper number. This is the unique identifier associated with an author’s work. It consists of the journal abbreviation, the year of submittal, and a five-digit number.

Paper title. To view the full title, click on View Title . The title will pop up. (The full title is not shown to save space.)

Paper type. This indicates the type of submission.

Author Name. The primary/corresponding author of the technical work.

Click on a paper number to view the paper status. A new window will open with the Paper Details , as well as administrative options.  

Choose the button Assign AE/GE .

Select an Associate Editor from the pull-down menu.

If an Associate Editor or Guest Editor is not available, click on the link Add AE/GE to create a new account. A new window will open allowing you to create an account. For more information, visit Managing Associate Editors/Guest Editors .

If you’re unsure of which Associate Editor or Guest Editor to choose, select an individual from the pull-down menu on the right and click on the links Bio , Workload or History to find out more information.

Submit your choice to assign the paper.

NOTE : You can also assign an Associate Editor or Guest Editor by going to Editor Center > AE/GE > Assign AE/GE from the administrative toolbar.

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How can I check the status of my submitted paper?

Modified on Fri, 27 Oct 2023 at 04:59 PM

To check the status of your submission in our system, log into your ScholarOne Manuscripts account, and click on “Author.” Under the Author Dashboard Section, click on “Submitted Manuscripts.” 

what is the meaning of awaiting ae assignment

Please note that the following definitions generally apply to most journals. Each journal follows its own workflow, so some terms may not apply. Please contact the journal's editorial office for clarification.



This means the author has successfully submitted and approved the manuscript. After this, the manuscript usually goes through a formatting check by the journal staff before it is assigned to an editor.

Your submission is waiting for initial review by the editorial office. This may involve checking that the submission is within the journal's scope and adheres to submission guidelines. 
Multiple editors may be assigned to your submission, depending on the journal's workflow. This status typically means your manuscript is awaiting assignment to an editor after the initial review of the submission. Depending on the journal's workflow, this status could also indicate when the editorial office determines if your submission is eligible for peer review. This may not apply.  

It means the manuscript has been assigned to an editor and is waiting for the editor to agree to evaluate the manuscript. This may not apply.  
This indicates that an editor has agreed to evaluate the manuscript, and the assignment is in their editorial queue. At this stage, the editor may complete their own manuscript screening and determine if it is suitable for peer review.  If the manuscript does not match the journal's scope or does not meet the journal's standards, it may be returned without review or be desk rejected.
If the manuscript is suitable for peer review, this step indicates that the editor is searching for viable peer reviewers. When the system shows the status “Reviewer invited,” it means that invitations have been sent out to reviewers, but they have not yet accepted the invitation. Sometimes, the tracking system may show the “Reviewer Invited” status for some time and then move back to “With Editor.” This probably means that the peer reviewers have declined the invitations, and the editor will now have to look for other reviewers. Sage Journals usually have a required minimum of two external reviews.
This status means that the manuscript is under peer review. Peer review is an honorary service that requires detailed scrutiny and evaluation of the manuscript and therefore takes time. The amount of time a manuscript is in review depends on reviewer availability.
This status indicates that all peer reviews are completed and have been received by the editorial office. Sometimes, the editor, after going through the reviews, might feel that an additional review is required. In such cases, the status might return to “Under Review.” Once the additional review is completed, the status will return to “Required Reviews Complete.”
This means that the editor is now determining a decision based on the peer reviewer's comments and their own assessment. The editor may consult the editorial board or other editorial office members if required. Once this status shows up, the author is generally informed of the editorial decision shortly afterward. 
This indicates that a decision was made and a revision has been requested. The submission is now with the author. The author is usually given a deadline of a few weeks to a few months; this may be extended upon request. Additionally, some journals ask the author to submit a point-by-point response to the reviewer's comments with their revised manuscript.
This indicates that the author has submitted the revised document (and a point-by-point response to the reviewer's comments, if required). The document is now awaiting a check by the journal's editorial office.
It shows that the author has clicked on an action link indicating that they do not wish to submit a revised version of the manuscript. In other words, the author is not ready to make the revisions suggested and would like to withdraw their paper. This may not apply.  

If submitted to a subscription journal, a completed contributor form is required after the manuscript has been accepted. Locate the manuscript and complete the form. If you have any questions, contact the editorial office.

Please see our resources on the peer review process and tips on How to Get Published .

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  • Technical Support
  • Find My Rep

You are here

Submission management in sage track, manuscript information overview, audit trail overview, unsubmitting a manuscript, editing manuscript files.

  • Adding Manuscript Flags and Notes

Withdrawing a Manuscript

Extending manuscript due dates, using the companion papers tool, rescinding a decision, email templates, turning off reminder emails.

Manuscript Information contains a record of tasks that have been completed by authors, reviewers, and admins/editors. Each manuscript, including revisions, will have its own record. The page will expand as more tasks are competed.

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Default Categories

The following categories appear on all manuscripts. Please note that the latter three (Assign to Issue, Companion Papers, Flag This Manuscript) will move to the bottom of the page as more categories become available, while all others remain at the

Peer Review Milestones

Peer Review Milestones provides a timeline detailing when each user was assigned in a certain administrative or editorial role. If a manuscript is awaiting revision, you will be able to extend the due date using the “Due on:” box and clicking “Save.”  

Version History

This section stores the at-a-glance details of all revisions a manuscript has received. The purple “you are viewing” icon indicates the version of the manuscript you are located in. You may toggle to another version by clicking “Switch Details.” This will take you to the selected version’s Manuscript Details page, though you could also toggle to the Audit Trail and Manuscript Files tabs as needed.

Author-Supplied Data

Author-Supplied Data allows you to view and modify information provided by the author during the submission process.

Assign to Issue

Blank by default, the Assign to Issue populates based on information entered in the Production Center Issue tool (optional). This information does not export to production, so it is only used for internal editorial tracking.

Companion Papers

The Companion Papers tool allows editors and admins to link manuscripts together. It is typically used to track duplicate submissions, revisions that have been submitted as a new manuscript rather than a revision, or resubmissions. Clicking “Search for a Companion Paper” will generate a screen where the manuscript in question can be selected. Once a manuscript has been added as a Companion Paper, this category functions similarly to Version History.

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Flag this Manuscript

Once a manuscript has been flagged, the selected icon appears in front of the ID across Sage Track. Flags can be labelled by a member of the Sage Track team to indicate their individual purposes. The purpose of each flag is determined by the Journal’s editorial team.

Status Specific Categories

Immediate decision.

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An Immediate Decision box may appear on in-process manuscripts depending on the site’s workflow. This allows the editor/admin to make a decision without sending the manuscript to review. If a manuscript has received reviews, please use the standard “Make Decision” task to make a decision.

Admin Checklist

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A copy of the Admin Checklist will be visible, and editable, once complete.

Forward to Admin/Editor and Admin/Editor List

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These sections will appear depending on the site’s configuration settings. If present, you will be able to view or reassign the Admin or Editor assigned to the manuscript. Please note that this is only available for in-process manuscripts; manuscripts with decisions cannot be reassigned to another user for historical purposes.

Make Decision

A copy of the decision task will be available once completed. If necessary, the decision can be rescinded here as well.

Please note that other decision tasks such as Make Recommendation and Admin Approve Decision will also be available if present in the site workflow.

Production Checklist

A copy of the Production Checklist will be available, and editable, once completed.

Reviewer List

A copy of the reviewer list will be available. This will include reviewers who were selected, invited, assigned, invitation response records, and copies of the reviewer score sheets received.

Forms Tracking

The contributor form will be visible. The form can also be rescinded if needed. Please note that the form must be submitted when exporting a manuscript to production. This section can also be used to officially check in the contributor form after the “skip for now” button has been used during Forms Tracking.

Assign to Batch

A copy of the manuscript’s export history will be available. The manuscript can also be re-exported if needed.

The Audit Trail provides an in-depth look at individual tasks that have been performed on a manuscript, including emails that have sent out through Sage Track.

The Audit Trail contains three main columns:

  • “Date/Time” indicates when an action took place.
  • “Event” displays the action and action performer.
  • “Manuscript Status” will show the users who were assigned to the manuscript, decision (if applicable) and the task the manuscript was in when the action was performed.

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Events Dropdown

The drop down box or arrows next to “Events:” can be used to move to a different page. The Audit Trail will display the most recently completed tasks first.

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View Correspondance History Only

To view all emails that have sent, click “letters only.” This will remove all other tasks and show emails exclusively. Clicking “all” will restore the full view.

When viewing emails, the Event column will display the recipient and sender information, along with the subject and status (ie: “Successfully sent”.)

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Clicking the envelope icon will generate a pop up window where you can see the body of the email.

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Resending/Forwarding Correspondance

If an email needs to be resent, clicking “forward” will open an editable version that can be modified or resent as-is by clicking “Save and Send.”

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Enter Correspondance

Toward the bottom of the page, there is a heading labelled “Enter correspondence sent/received from outside of ScholarOne Manuscripts.” In the corresponding box, you have the option of inserting an email that was not sent via Sage Track into the audit trail by filling out the fields provided. Clicking “Save” will enter the correspondence into the Audit Trail in the location that matches the specified date and time.

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If you’d prefer that the author make the changes to the manuscript, you can unsubmit the manuscript using one of two methods:

1.Use the “Unsubmit” button in the Admin Checklist.

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2. Use the “Click here to unsubmit the manuscript” link available in the Manuscript Files tab, available on the left side of the submission entry. This option remains open after the Admin Checklis task is completed.

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Both unsubmit options provide an editable email for the purpose of informing the author why their manuscript has been unsubmitted. Unsubmission sends the manuscript back to the Author Center so the author can make the requested changes and resubmit the manuscript. The manuscript will retain the originally assigned ID.

Please note that manuscripts should not be unsubmitted after reviewers have been invited. This will cause any reviewer data, including completed score sheets, to be lost.

If you’d prefer to make the changes yourself, you can do so through the Manuscript Files tab.

To edit an existing file:

1. Enter Manuscript Files.

2. Click the file name of the document that requires editing. This will download the file to your computer, where it can be modified and saved using a word processing program.

3. Click the “Edit Details” icon corresponding with the edited document.

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4. In the File Details window, upload the file using the “Upload later version of file” section. You may optionally leave comments or denote the new upload as a Minor Version or Major Version. Click “Save” once complete.

5. The new file will be added to the Version History. While the previous file will be retained for historical purposes, only the newest uploaded version will be viewable to reviewers.

a. If the previous version still appears when viewing the manuscript PDF proof, please clear your browser cache or log out of Sage Track and log back in.

To upload a new file:

1. Use the Upload File(s) button to select a new file

2. Select the appropriate File Designation from the dropdown list.

a. Please note that the Review File, Recommendation File, and Decision File designations are not intended for manuscript files. Instead, please use Title Page, Main Document, Figure, and so on.

3. Click “Upload” and “Save.”

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4. The new file will appear in the file list and pull into the PDF proof if applicable. If the file does not appear, please ensure that the “HTML/PDF Proof” box is checked, then clear your browser cache or log out and back in. The Order dropdown can be used to determine where the new file should appear in the proof if needed.

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Please note that files should not be modified by uploading the updated document and deleting the previous version. When modifying an existing document, please use the instructions listed in “To edit an existing file.” The new file upload tool should only be used to add files that had not been previously uploaded by the author.

Adding Manuscript Flags & Notes

Manuscript flags.

Sage Track Clarivate (STC) provides 10 color flags that can be used to flag manuscripts for easy identification “at-a-glance.”

Manuscript flags are available on a submission’s Manuscript Information tab by scrolling to “Flag This Manuscript.”

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For example, the journal below includes labels for “Special Collection Paper,” “Editor Waiver Applies,” “See notes for discount instructions,” and “Requires re-review/additional review.”

However, these flags will remain unlabeled unless otherwise specified. To update flag labels, please reach out to [email protected] .

You can use multiple flags by selecting more than one from the checklist.

Once flagged, the colored flags will appear after the Manuscript ID in the manuscript header and be used to create custom reports.

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NOTE: Flags can be configured to have the ability to carry over to revisions and to attach files. Please reach out to [email protected] for more information.

Adding & Viewing Notes

Notes are only viewable to the Admin and Editor roles. Authors and Reviewers will not see the notes section.

Notes appear at the bottom of each tab within a submission’s Manuscript Details. See the image below (pulled from the ScholarOne guide ) for more information.

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Adding a Note

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Enter your preferred Title and Note text. Save.

Accessing & Editing Existing Notes

Notes appear at the bottom of the Manuscript Details page on all tabs.

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NOTE: Notes can be configured to have the ability to carry over to revisions and to attach files. Please reach out to [email protected]   for more information.

Occasionally, authors may request to remove their manuscript from review. Because authors are unable to withdraw their own manuscripts, this must be done by a site admin. If you do not have Admin access or access to the “Manuscript Files” tab, please reach out to Sage

To withdraw a manuscript from Sage Track, please follow the steps below.

1. Locate the Manuscript via Quick Search

In the Admin Center, the quickest way to locate the manuscript is to perform a search in the Quick Search available on the right side of the page.

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Please note that the manuscript can also be located in the Admin Lists, to the left.

2. Enter the Manuscript Files page

When the search results appear, select “View Manuscript Files” from the Take Action drop down bar.

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You will be taken to the Manuscript Files page. Please note that this page may also be reached using the Manuscript Files tab on the left side of the manuscript entry.

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3. Locate "Change Manuscript Status"

Once in the manuscript’s Manuscript Files page, scroll to the Change Manuscript Status box. “Click here to withdraw the manuscript” is the second link.

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4. Additional Notes

  • There is currently no way to rescind a withdrawal; if a manuscript is mistakenly withdrawn, please contact a member of the Sage Publications peer review team for assistance.
  • Manuscript withdrawals do not impact the journal decision ratio, although the time to review (if reviews have been received) and time to decision (if a decision has been made) will be counted in the site’s turnaround time statistics.
  • Once a manuscript is withdrawn, it can no longer be found in the Admin or Editor Lists. However, it can still be viewed by performing a manuscript search.

If an author requires additional time to submit a revised manuscript, their due date can be extended. This will allow the author to follow the standard revision process, rather than submitting their revised manuscript as a new submission with a new ID.

Manuscript due dates can be found in the “Peer Review Details” box of the “Manuscript Information” tab. To find these, follow the instructions below.

1. Enter the Admin Center

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2. Locate the manuscript using the Quick Search or “Manuscripts Awaiting Revision” queue.

Please note that manuscripts are removed from Manuscripts Awaiting Revision once the revision due date has passed. These submissions can still be located via search.

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3. Once you have located the manuscript, click the dropdown under “Take Action” and select “View Details.”

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4. The due date can be found in “Peer Review Milestones.” This date can be altered by typing directly into the white box or using the calendar applet on the right to select a new date.

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  • The editable due date box only appears on the most recent version of the manuscript. If the option to change the due date is not available, scroll to “Version History.” Use the “Switch Details” button to toggle to the newest version. The newest version will be located first on the list.

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  • Due dates can only be extended in journals that utilize revision due dates. If this box is unavailable in the newest version of the manuscript and the revision has not been submitted, it is possible your journal is not utilizing due dates. In this case, please contact your Sage Track Support representative for further information.

Occasionally, an author will submit a revised manuscript as a new document and this document will be inadvertently processed. Other times, an author will re-submit a manuscript that had previously been rejected. In these situations, the Companion Papers tool can be used to link the two manuscripts together for easy reference.

1. Locate one of the manuscripts you would like to link and click “View Details” under the Take Action selection drop down.

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2. Scroll to Companion Papers and click “Search for a Companion Paper.”

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3. In the new window, locate the manuscript that should be linked by performing an advanced search, then click the “Search” button at the bottom of the page.

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4. When the results appear, click the blue icon under “Use this Paper” to link the manuscript.

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6. In “Companion Papers”, you will see the details of the manuscript this submission is linked to. You can also view the manuscript proof (“View Submission”), toggle to the Manuscript Information page of the companion paper (“View Details”), delete the listing, or search for a new companion paper.

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If a decision has been made in error or an author has appealed the original decision made on their manuscript, you may undo the previous decision and select a new one in its place. You may send the manuscript back to reviewers if desired.

The “Contents” below contain an outline of the process; further information can be found beneath each heading, starting on page 2.

Please note that this tool is not intended to replace the revision workflow. If a manuscript requires a new decision after content changes have been made by the author, this new version should be submitted as a revision and a new decision rendered.

Enter the submission's Manuscript Information page

1.  Search for the manuscript by ID, title, or author name using the Quick Search feature.

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2.  When the search results appear, select “View Details” in the “Take Action” drop down menu.

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3.  This page is also available within the submission by clicking the “Manuscript Information” tab.

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In the "Make Decision" box, use the button labelled "Rescind."

4.  The Make Decision box can be found toward the middle or end of the page. The “Scroll To…” dropdown box at the top of the page can be used to locate this box without scrolling.

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5.  Click the “Rescind” button, located on the top right side of the Make Decision box.

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6.  A pop-up window will appear. Click “OK.”

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7.  An email template will appear alerting the author that the decision has been rescinded. Make edits to the text if desired, then click “Save and Send.”

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Commit a new decision using the "Make Decision" task.

8.  After sending the “Decision Rescinded” notification, the page will refresh and return to the “Make Decision” task.

9. Click the radio button that corresponds with the new decision.

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10.  A confirmation pop-up will appear indicating that a new decision letter must be drafted. Click “OK.”

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11.  Click “Commit Decision.”

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12. Make edits to the decision letter text if desired, then click “Send and Commit Decision.”

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Additional Options

  • If additional reviews are necessary before making a new decision, you may increase the number listed in “# reviews required to make decision” and click “Save” to return to the Select Reviewers step.

what is the meaning of awaiting ae assignment

Finding and Navigating E-mail Templates

Where to find.

The E-Mail Templates can be found in your Admin Dashboard, under ‘Admin Tools’. After clicking ‘Email Templates’ you will be taken to the templates, where you can select the area.

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Select Area

The templates are separated in to categories, and you can navigate these using the ‘Select area’ drop-down list.

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  • Hyperlink E-Mail: the templates used when a user name is clicked on. These should usually be blank.
  • System E-Mails: contains automatic e-mails sent at various stages in the process, from ‘Account Created’ to ‘Manuscript Exported’.
  • Decision Letters: all decision letters sent to authors and/or reviewers.
  • Invitation E-Mails: letters sent to reviewers to invite them to review a manuscript.
  • Invitation Response E-Mails: the automatic response e-mails following a reviewers invitation response.
  • E-Mail Notifications and Reminders: contains all the reminders sent to editors and reviewers for tasks assigned to them.
  • Author Reminders: contains reminders sent to author for resubmissions.
  • Printable E-Mail Letterhead: not in use.

Commonly Edited Templates

The template areas most often used are:

  • Decision Letters
  • Invitation & Invitation Response E-Mails
  • E-Mail Notification and Reminders

View and Modify Templates

Edit templates.

To view and modify an e-mail template, use the ‘Modify’ button as shown below. This will open a new window (pop-ups will need to be allowed in your browser). The e-mail will need to be edited in both the Submitted Workflow (new manuscripts) and Revised Workflow (manuscripts that were sent back to authors for revision and have since been resubmitted).

For example, to change the Accept Decision letter you would need to modify the SW (submitted workflow) template and then the RW (revised workflow) template.

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Using the ‘Modify’ button will open a new e-mail window, where you can view and edit the e-mail. The top half of the window will show a preview of the current e-mail, and the bottom half includes the editable e-mail template. Here, you can change the wording or add/remove e-mail tags as needed. To view all the e-mail tags, click ‘View E-Mail Tags’.

Once you are finished with editing, click ‘Save and Preview’ to check your changes.

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Create New Template or Add Task Related E-Mail

To create a new template, go to the area and task you’d like to add to and click ‘add template’. For example, to add a new Invitation E-Mail, go to ‘Invitation E-Mails’ and click ‘add template’ next to the related task.

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This will open a blank e-mail window where you will need to add the e-mail body, To and From fields and the Subject. You will also need to name the template, following the other title formats of ‘SW -…’ or ‘RW -…’.

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The ‘From’ and ‘To’ fields will need to use the corresponding tags, and the ‘Subject’ and ‘Body’ can use text with tags. To find the corresponding tags, use the ‘View E-Mail Tags’ button or reference related e-mail templates.

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Once the new template has been saved, it will appear under the task. To make the template available, tick ‘Active’.

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For task related e-mails, tick ‘Edit Before Sending’ and ‘Required for Event’. This will allow the editor to select which template they want to use when it generates. Add the template to the Revised Workflow as needed.

Using E-mail Tags

The e-mail tags are used in the templates to generate the relevant information for each manuscript, and using them also ensures that the correct Admin and EIC contacts will be used following editorial transitions.

E-mail Tags can be found by opening any e-mail template and clicking ‘View E-Mail Tags’. This will open a new window that lists all the tags available on the site.

Each tag also has a brief description of the information it will generate, so when looking for a specific tag use Ctrl+F to find a match.

Admin & EIC Contact Tag

The Admin and EIC contact tags will pull the name and e-mail address of the users listed in the Admin Configuration settings.

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The Admin contact tags:

  • ##EMAIL_CONTACT_ADMIN_CENTER_EMAIL##
  • ##EMAIL_CONTACT_ADMIN_CENTER_NAME##

The EIC contact tags:

  • ##EMAIL_CONTACT_EIC_CENTER_EMAIL##
  • ##EMAIL_CONTACT_EIC_CENTER_NAME##

Changing Admin or EIC Contact

The Admin and EIC contact should be changed during editorial transitions, or when a new Admin or EIC takes over the role.

To change the contact, go to the Admin Configuration Settings and scroll down to Set E-Mail Contacts. Update the name and e-mail address of the corresponding user and click Save.

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Reminder Timescales

The site will send out reminder emails for certain tasks, and most of these timeframes can be edited from within the e-mail templates.

Reviewers will receive invitation response reminders following the initial invitation to review. These are usually 3 and 5 days following, but these timescales can be edited in ‘Admin Configuration’.

Reviewers and Editors will also receive task related reminders, which can be found in ‘E-Mail Notifications and Reminders’.

The reminders are triggered by one of two fields, When Task Enters or Reminder Days.

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When Task Enters will trigger the e-mail to send when one of the following is selected:

  • Pending (task has started)
  • Processing (task in process but not complete)
  • Overdue (task has reached due date)
  • Completed (task completed)
  • Abandoned (action no longer needed, but task still open)
  • Rescinded (manuscript moved back from step)

Or, a specific timeframe can be selected by entering the number of days before or after the task begins to send the reminder.

An example of these triggers is in the Reviewers Score task, as shown below. The ‘-7’ indicated that the ‘Reviewer Score due in 1 week’ e-mail should send 7 days before the task is due. The ‘7’ indicates that the ‘Reviewer Scores are 1 week late’ e-mail should send when the due date is 7 days passed but the task has not been completed.

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The ‘Overdue’ field will trigger the ‘Reviewer Scores now due’ e-mail to send on the day the review is due. The ‘Completed’ field indicates that the ‘Thank you for submitting your review’ e-mail should send when the reviewer has returned their review, therefore completed the Reviewer Score task.

Download .xml Templates

It’s recommended that e-mail tags are used to populate names and e-mails, rather than typing them directly in to the templates.

This means that when a user role is updated, the e-mail templates will automatically be updated. If there is an instance where a name or e-mail address has been hardcoded in to the templates, you can find the templates to edit by downloading an .xml of all the templates. This option is at the bottom of the E-Mail Templates, in ‘E-Mail Tools’.

what is the meaning of awaiting ae assignment

Once this file has been opened, you can use Ctrl+F to search for specific names, e-mail addresses or phrases and make a note of the templates they appear in to then edit on the site.

Note: please do not edit within the .xml and re-upload as this can cause duplications and errors. Only edit within the Modify Template window.

If your journal Editorial team regularly check queues and therefore do not require the system generated prompts and reminders, follow the below guidance to de-activate them.

To turn off reminder emails, go into the ‘Admin Centre’ dashboard and scroll down to the ‘Admin Tools’ section and select ‘Email Templates’.

what is the meaning of awaiting ae assignment

You will be directed to a new page where you will need to select the ‘Email Notifications and Reminders’ tab from the ‘select area’ drop-down menu.

what is the meaning of awaiting ae assignment

Starting with the ‘Submitted Workflow Tasks’, search for email reminders that are currently set up to go out to the Admin role and uncheck the ‘active’ box.

what is the meaning of awaiting ae assignment

Once inactivated, scroll to the bottom of the ‘Submitted workflow Tasks’ section and click ‘Save’.

what is the meaning of awaiting ae assignment

Please note: reminders to EIC/ AE/ Editor roles and reviewers should not be made inactive unless previously discussed with your Publishing Editor.

You will then need to repeat the same process for the ‘Re-submitted Workflow Tasks’ (if applicable), ‘Revised Workflow Tasks’, and the ‘Accept Workflow Tasks’, remembering to click ‘Save’ after you have inactivated any templates.

what is the meaning of awaiting ae assignment

Email reminders you may want to consider inactivating:

Submitted, Resubmitted and Revised Workflow templates:

-Awaiting Checklist Completion

-Awaiting EiC assignment

-Awaiting AE Assignment

Accepted Workflow templates:

-Awaiting Production Checklist

-Awaiting Assignment to Batch

-Notice to Admin: Form is now due

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My status has changed from "Awaiting Reviewer Score" to Awaiting AE Decision". Could the Associate Editor reject the manuscript at this stage?

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Submitted my paper. Now what?

Feb 18, 2022 | Scholarly publishing

There is something of an air of mystery as to what actually happens to your manuscript once you’ve pressed that “submit” button. It seemingly goes off into cyberspace and you are left playing the waiting game.

These days, if you’ve submitted to a journal via an online submission system, you will be able to track its progress to some extent as you will generally be able to see what stage it’s at. The names of these stages can, however, seem fairly vague and almost worse than no information at all.

So let’s translate them. There are many different submission systems and the stages a manuscript goes through during peer review does differ system to system (and, indeed, journal to journal), so for the purposes of this post we’re going to look at the most common stages of the most common submission site: ScholarOne (formally Manuscript Central).

First Steps

Initially your manuscript will go through stages such as “Awaiting Admin Checklist” and/or “Awaiting Editor Assignment” depending on how new submissions are initially checked on the journal. These stages tend to be moved through fairly swiftly as they are just the editorial team checking that your submission is suitable for peer review and then deciding which of the editors will be responsible for it during the process.

Awaiting Reviewer Selection

This is the first stage of the peer-review process and your manuscript will be here until the assigned Editor has selected some suitable experts to invite to review.

Once enough reviewers have been selected, the manuscript will move on to the next stage. If only one reviewer agrees to review and all the others decline the invitation, however, your manuscript may well return to this stage while the Editor selects more. So if you log in to check on progress several weeks after submission and find your manuscript at this stage, it doesn’t necessarily mean that no action has been taken.

Awaiting Reviewer Invitation

This means that potential reviewers have been selected, but have yet to be invited. Manuscripts quite often return to this stage if not enough of the invited reviewers accepted the invitation so further invitations need to be sent. It’s quite common for editors to select a lot of reviewers, but only invite a few at a time.

Awaiting Reviewer Assignment

This rather ambiguous stage is when reviewers have been invited, but we are waiting for the required number to agree to review. In other words, at this point, the ball is squarely in the reviewers’ court!

In an ideal world, enough of the invited reviewers will agree to review and your manuscript will move on to the next stage. In reality, however, it is quite normal for invited reviewers to be unavailable and for your manuscript to return to one of the earlier stages a couple of times.

Awaiting Reviewer Scores

This is the stage that the editorial team will be striving to get your manuscript to as swiftly as possible. If your manuscript is at this stage, then enough experts have agreed to read and evaluate it and we just need to wait for the reviewers to return their comments so that a decision can be taken.

Once through this stage, your manuscript will move on to a stage such as “Awaiting Recommendation” and/or “Awaiting Decision” and it generally won’t be long before a decision is sent to you.

So That’s It?

That’s it. There are, of course, many things that can cause delays to the process, but the majority of manuscripts move from one stage to the next fairly swiftly.

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How long do I await the “awaiting EIC decision”?

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We submitted a paper to a journal roughly 3 months back, the paper remained under review for almost 2 months, after which upon enquiry to the AE, we received a reply that one review has been completed while the other is pending due to certain reasons. But, quickly after this, the status changed to “awaiting EIC decision” within 2 weeks and is stuck at that for 3 weeks. I have heard from my peers and other co-researchers and investigators, that the EIC decision should not be taking so long. Whether a long time at this status hints towards a negative outcome. And should we be writing to EIC enquiring about the status? if yes, what should be communicated and how?

' src=

It is good that you are keeping a close watch on your manuscript’s progress. From your side, your eagerness to get through the process is understandable. On the journal’s side, although slowly, but the manuscript seems to be progressing. Peer review is a crucial step through the process and since your process was run through double peer reviews, the amount of time taken could be justified. Also, please note that peer reviewers are quite busy too. Also, EIC decision could be pending because they may not have picked up the manuscript yet. Finally, delayed decision does not indicate a negative outcome. From the manuscript progress, it looks like there has been a good progress.

However, it is quite reasonable to write to the editor requesting an update on your manuscript. You could draft a reminder mail and reiterate the timelines that were followed for your submitted paper, and request for an update on the current status. Your tone of communication can be calm and humble, and you would know not to push them too much. All the best!

' src=

I am looking for Editing/ Proofreading services for my manuscript Tentative date of next journal submission:

what is the meaning of awaiting ae assignment

As a researcher, what do you consider most when choosing an image manipulation detector?

Robot face processing human talk and learning from it

Updated : 6 June 2024 Contributor : Jim Holdsworth

Natural language processing (NLP) is a subfield of computer science and artificial intelligence (AI) that uses machine learning to enable computers to understand and communicate with human language. 

NLP enables computers and digital devices to recognize, understand and generate text and speech by combining computational linguistics—the rule-based modeling of human language—together with statistical modeling,  machine learning (ML)  and deep learning. 

NLP research has enabled the era of generative AI, from the communication skills of large language models (LLMs) to the ability of image generation models to understand requests. NLP is already part of everyday life for many, powering search engines, prompting chatbots for customer service with spoken commands, voice-operated GPS systems and digital assistants on smartphones. NLP also plays a growing role in enterprise solutions that help streamline and automate business operations, increase employee productivity and simplify mission-critical business processes.

Use this model selection framework to choose the most appropriate model while balancing your performance requirements with cost, risks and deployment needs.

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A natural language processing system can work rapidly and efficiently: after NLP models are properly trained, it can take on administrative tasks, freeing staff for more productive work. Benefits can include:

Faster insight discovery : Organizations can find hidden patterns, trends and relationships between different pieces of content. Text data retrieval supports deeper insights and analysis, enabling better-informed decision-making and surfacing new business ideas.

Greater budget savings : With the massive volume of unstructured text data available, NLP can be used to automate the gathering, processing and organization of information with less manual effort.

Quick access to corporate data : An enterprise can build a knowledge base of organizational information to be efficiently accessed with AI search. For sales representatives, NLP can help quickly return relevant information, to improve customer service and help close sales.

NLP models are not perfect and probably never will be, just as human speech is prone to error. Risks might include:

Biased training :  As with any AI function, biased data used in training will skew the answers. The more diverse the users of an NLP function, the more significant this risk becomes, such as in government services, healthcare and HR interactions. Training datasets scraped from the web, for example, are prone to bias.

Misinterpretation : As in programming, there is a risk of garbage in, garbage out (GIGO). NLP solutions might become confused if spoken input is in an obscure dialect, mumbled, too full of slang, homonyms, incorrect grammar, idioms, fragments, mispronunciations, contractions or recorded with too much background noise.

New vocabulary: New words are continually being invented or imported. The conventions of grammar can evolve or be intentionally broken. In these cases, NLP can either make a best guess or admit it’s unsure—and either way, this creates a complication.

Tone of voice : When people speak, their verbal delivery or even body language can give an entirely different meaning than the words alone. Exaggeration for effect, stressing words for importance or sarcasm can be confused by NLP, making the semantic analysis more difficult and less reliable.

Human language is filled with many ambiguities that make it difficult for programmers to write software that accurately determines the intended meaning of text or voice data. Human language might take years for humans to learn—and many never stop learning. But then programmers must teach natural language-driven applications to recognize and understand irregularities so their applications can be accurate and useful.

NLP combines the power of computational linguistics together with machine learning algorithms and deep learning. Computational linguistics is a discipline of linguistics that uses data science to analyze language and speech. It includes two main types of analysis: syntactical analysis and semantical analysis. Syntactical analysis determines the meaning of a word, phrase or sentence by parsing the syntax of the words and applying preprogrammed rules of grammar. Semantical analysis uses the syntactic output to draw meaning from the words and interpret their meaning within the sentence structure. 

The parsing of words can take one of two forms. Dependency parsing looks at the relationships between words, such as identifying nouns and verbs, while constituency parsing then builds a parse tree (or syntax tree): a rooted and ordered representation of the syntactic structure of the sentence or string of words. The resulting parse trees underly the functions of language translators and speech recognition. Ideally, this analysis makes the output—either text or speech—understandable to both NLP models and people.

Self-supervised learning (SSL) in particular is useful for supporting NLP because NLP requires large amounts of labeled data to train state-of-the-art artificial intelligence (AI) models . Because these labeled datasets require time-consuming annotation—a process involving manual labeling by humans—gathering sufficient data can be prohibitively difficult. Self-supervised approaches can be more time-effective and cost-effective, as they replace some or all manually labeled training data. Three different approaches to NLP include:

Rules-based NLP : The earliest NLP applications were simple if-then decision trees, requiring preprogrammed rules. They are only able to provide answers in response to specific prompts, such as the original version of Moviefone. Because there is no machine learning or AI capability in rules-based NLP, this function is highly limited and not scalable.

Statistical NLP : Developed later, statistical NLP automatically extracts, classifies and labels elements of text and voice data, and then assigns a statistical likelihood to each possible meaning of those elements. This relies on machine learning, enabling a sophisticated breakdown of linguistics such as part-of-speech tagging. Statistical NLP introduced the essential technique of mapping language elements—such as words and grammatical rules—to a vector representation so that language can be modeled by using mathematical (statistical) methods, including regression or Markov models. This informed early NLP developments such as spellcheckers and T9 texting (Text on 9 keys, to be used on Touch-Tone telephones).

Deep learning NLP : Recently, deep learning models have become the dominant mode of NLP, by using huge volumes of raw, unstructured data—both text and voice—to become ever more accurate. Deep learning can be viewed as a further evolution of statistical NLP, with the difference that it uses neural network models. There are several subcategories of models:

  • Sequence-to-Sequence (seq2seq) models : Based on recurrent neural networks (RNN) , they have mostly been used for machine translation by converting a phrase from one domain (such as the German language) into the phrase of another domain (such as English).
  • Transformer models : They use tokenization of language (the position of each token—words or subwords) and self-attention (capturing dependencies and relationships) to calculate the relation of different language parts to one another. Transformer models can be efficiently trained by using self-supervised learning on massive text databases. A landmark in transformer models was Google’s bidirectional encoder representations from transformers (BERT), which became and remains the basis of how Google’s search engine works.
  • Autoregressive models : This type of transformer model is trained specifically to predict the next word in a sequence, which represents a huge leap forward in the ability to generate text. Examples of autoregressive LLMs include GPT, Llama , Claude and the open-source Mistral.
  • Foundation models : Prebuilt and curated foundation models can speed the launching of an NLP effort and boost trust in its operation. For example, the IBM Granite™ foundation models are widely applicable across industries. They support NLP tasks including content generation and insight extraction. Additionally, they facilitate retrieval-augmented generation, a framework for improving the quality of response by linking the model to external sources of knowledge. The models also perform named entity recognition which involves identifying and extracting key information in a text.

For a deeper dive into the nuances between multiple technologies and their learning approaches, see “ AI versus. machine learning versus deep learning versus neural networks: What’s the difference? ”

Several NLP tasks typically help process human text and voice data in ways that help the computer make sense of what it’s ingesting. Some of these tasks include:

Linguistic tasks

  • Coreference resolution is the task of identifying if and when two words refer to the same entity. The most common example is determining the person or object to which a certain pronoun refers (such as, “she” = “Mary”). But it can also identify a metaphor or an idiom in the text (such as an instance in which “bear” isn’t an animal, but a large and hairy person).
  • Named entity recognition  ( NER ) identifies words or phrases as useful entities. NER identifies “London” as a location or “Maria” as a person's name.
  • Part-of-speech tagging , also called grammatical tagging, is the process of determining which part of speech a word or piece of text is, based on its use and context. For example, part-of-speech identifies “make” as a verb in “I can make a paper plane,” and as a noun in “What make of car do you own?”
  • Word sense disambiguation is the selection of a word meaning for a word with multiple possible meanings. This uses a process of semantic analysis to examine the word in context. For example, word sense disambiguation helps distinguish the meaning of the verb “make” in “make the grade” (to achieve) versus “make a bet” (to place). Sorting out “I will be merry when I marry Mary” requires a sophisticated NLP system.

User-supporting tasks

  • Speech recognition , also known as speech-to-text , is the task of reliably converting voice data into text data. Speech recognition is part of any application that follows voice commands or answers spoken questions. What makes speech recognition especially challenging is the way people speak—quickly, running words together, with varying emphasis and intonation.
  • Natural language generation (NLG) might be described as the opposite of speech recognition or speech-to-text: NLG is the task of putting structured information into conversational human language. Without NLG, computers would have little chance of passing the Turing test , where a computer tries to mimic a human conversation. Conversational agents such as Amazon’s Alexa and Apple’s Siri are already doing this well and assisting customers in real time.
  • Natural language understanding (NLU) is a subset of NLP that focuses on analyzing the meaning behind sentences. NLU enables software to find similar meanings in different sentences or to process words that have different meanings.
  • Sentiment analysis  attempts to extract subjective qualities —attitudes, emotions, sarcasm, confusion or suspicion—from text. This is often used for routing communications to the system or the person most likely to make the next response.

See the blog post “ NLP vs. NLU vs. NLG: the differences between three natural language processing concepts ” for a deeper look into how these concepts relate.

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Organizations can use NLP to process communications that include email, SMS, audio, video, newsfeeds and social media. NLP is the driving force behind AI in many modern real-world applications. Here are a few examples:

  • Customer assistance : Enterprises can deploy chatbots or virtual assistants to quickly respond to custom questions and requests. When questions become too difficult for the chatbot or virtual assistant, the NLP system moves the customer over to a human customer service agent. Virtual agents such as IBM watsonx™ Assistant , Apple’s Siri and Amazon’s Alexa use speech recognition to recognize patterns in voice commands and natural language generation to respond with appropriate actions or helpful comments. Chatbots respond to typed text entries. The best chatbots also learn to recognize contextual clues about human requests and use them to provide even better responses or options over time. The next enhancement for these applications is question answering, the ability to respond to questions—anticipated or not—with relevant and helpful answers in their own words. These automations help reduce costs, save agents from spending time on redundant queries and improve customer satisfaction. Not all chatbots are powered by AI, but state-of-the-art chatbots increasingly use conversational AI techniques, including NLP, to understand user questions and automate responses to them.
  • FAQ : Not everyone wants to read to discover an answer. Fortunately, NLP can enhance FAQs: When the user asks a question, the NLP function looks for the best match among the available answers and brings that to the user’s screen. Many customer questions are of the who/what/when/where variety, so this function can save staff from having to repeatedly answer the same routine questions.
  • Grammar correction : The rules of grammar can be applied within word processing or other programs, where the NLP function is trained to spot incorrect grammar and suggest corrected wordings.
  • Machine translation:  Google Translate is an example of widely available NLP technology at work. Truly useful machine translation involves more than replacing words from one language with words of another. Effective translation accurately captures the meaning and tone of the input language and translates it to text with the same meaning and desired impact in the output language. Machine translation tools are becoming more accurate. One way to test a machine translation tool is to translate text from one language and then back to the original. An oft-cited, classic example: Translating “ The spirit is willing, but the flesh is weak” from English to Russian and back again once yielded, “ The vodka is good, but the meat is rotten .” Recently, a closer result was “ The spirit desires, but the flesh is weak. ” Google translate can now take English to Russian to English and return the original, “ The spirit is willing, but the flesh is weak."        
  • Redaction of personally identifiable information (PII) : NLP models can be trained to quickly locate personal information in documents that might identify individuals. Industries that handle large volumes of sensitive information—financial, healthcare, insurance and legal firms—can quickly create versions with the PII removed.
  • Sentiment analysis : After being trained on industry-specific or business-specific language, an NLP model can quickly scan incoming text for keywords and phrases to gauge a customer’s mood in real-time as positive, neutral or negative. The mood of the incoming communication can help determine how it will be handled. And the incoming communication doesn’t have to be live: NLP can also be used to analyze customer feedback or call center recordings. Another option is an NLP API that can enable after-the-fact text analytics. NLP can uncover actionable data insights from social media posts, responses or reviews to extract attitudes and emotions in response to products, promotions and events. Information companies can use sentiment analysis in product designs, advertising campaigns and more.
  • Spam detection:  Many people might not think of spam detection as an NLP solution, but the best spam detection technologies use NLP’s text classification capabilities to scan emails for language indicating spam or phishing. These indicators can include overuse of financial terms, characteristic bad grammar, threatening language, inappropriate urgency or misspelled company names.
  • Text generation : NLP helps put the “generative” into generative AI. NLP enables computers to generate text or speech that is natural-sounding and realistic enough to be mistaken for human communication. The generated language might be used to create initial drafts of blogs, computer code, letters, memos or tweets. With an enterprise-grade system, the quality of generated language might be sufficient to be used in real time for autocomplete functions, chatbots or virtual assistants. Advancements in NLP are powering the reasoning engine behind generative AI systems, driving further opportunities. Microsoft® Copilot is an AI assistant designed to boost employee productivity and creativity across day-to-day tasks and is already at work in tools used every day.  
  • Text summarization: Text summarization uses NLP techniques to digest huge volumes of digital text and create summaries and synopses for indexes, research databases, for busy readers who don't have time to read the full text. The best text summarization applications use semantic reasoning and natural language generation (NLG) to add useful context and conclusions to summaries.
  • Finance : In financial dealings, nanoseconds might make the difference between success and failure when accessing data, or making trades or deals. NLP can speed the mining of information from financial statements, annual and regulatory reports, news releases or even social media.
  • Healthcare : New medical insights and breakthroughs can arrive faster than many healthcare professionals can keep up. NLP and AI-based tools can help speed the analysis of health records and medical research papers, making better-informed medical decisions possible, or assisting in the detection or even prevention of medical conditions.
  • Insurance : NLP can analyze claims to look for patterns that can identify areas of concern and find inefficiencies in claims processing—leading to greater optimization of processing and employee efforts.
  • Legal : Almost any legal case might require reviewing mounds of paperwork, background information and legal precedent. NLP can help automate legal discovery, assisting in the organization of information, speeding review and helping ensure that all relevant details are captured for consideration.

Python and the Natural Language Toolkit (NLTK)

The Python programing language provides a wide range of tools and libraries for performing specific NLP tasks. Many of these NLP tools are in the Natural Language Toolkit , or NLTK, an open-source collection of libraries, programs and education resources for building NLP programs.

The NLTK includes libraries for many NLP tasks and subtasks, such as sentence parsing , word segmentation , stemming and lemmatization (methods of trimming words down to their roots), and tokenization (for breaking phrases, sentences, paragraphs and passages into tokens that help the computer better understand the text). It also includes libraries for implementing capabilities such as semantic reasoning: the ability to reach logical conclusions based on facts extracted from text. Using NLTK, organizations can see the product of part-of-speech tagging. Tagging words might not seem to be complicated, but since words can have different meanings depending on where they are used, the process is complicated.

Generative AI platforms

Organizations can infuse the power of NLP into their digital solutions by leveraging user-friendly generative AI platforms such as IBM Watson NLP Library for Embed , a containerized library designed to empower IBM partners with greater AI capabilities. Developers can access and integrate it into their apps in their environment of their choice to create enterprise-ready solutions with robust AI models, extensive language coverage and scalable container orchestration.

More options include IBM ® watsonx.ai™ AI studio , which enables multiple options to craft model configurations that support a range of NLP tasks including question answering, content generation and summarization, text classification and extraction. Integrations can also enable more NLP capabilities. For example, with watsonx and Hugging Face AI builders can use pretrained models to support a range of NLP tasks.

Accelerate the business value of artificial intelligence with a powerful and flexible portfolio of libraries, services and applications.

Infuse powerful natural language AI into commercial applications with a containerized library designed to empower IBM partners with greater flexibility.

Learn the fundamental concepts for AI and generative AI, including prompt engineering, large language models and the best open source projects.

Learn about different NLP use cases in this NLP explainer.

Visit the IBM Developer's website to access blogs, articles, newsletters and more. Become an IBM partner and infuse IBM Watson embeddable AI in your commercial solutions today. Use IBM Watson NLP Library for Embed in your solutions.

Watch IBM Data and AI GM, Rob Thomas as he hosts NLP experts and clients, showcasing how NLP technologies are optimizing businesses across industries.

Learn about the Natural Language Understanding API with example requests and links to additional resources.

IBM has launched a new open-source toolkit, PrimeQA, to spur progress in multilingual question-answering systems to make it easier for anyone to quickly find information on the web.

Train, validate, tune and deploy generative AI, foundation models and machine learning capabilities with IBM watsonx.ai, a next-generation enterprise studio for AI builders. Build AI applications in a fraction of the time with a fraction of the data.

EU AI Act: first regulation on artificial intelligence

The use of artificial intelligence in the EU will be regulated by the AI Act, the world’s first comprehensive AI law. Find out how it will protect you.

A man faces a computer generated figure with programming language in the background

As part of its digital strategy , the EU wants to regulate artificial intelligence (AI) to ensure better conditions for the development and use of this innovative technology. AI can create many benefits , such as better healthcare; safer and cleaner transport; more efficient manufacturing; and cheaper and more sustainable energy.

In April 2021, the European Commission proposed the first EU regulatory framework for AI. It says that AI systems that can be used in different applications are analysed and classified according to the risk they pose to users. The different risk levels will mean more or less regulation.

Learn more about what artificial intelligence is and how it is used

What Parliament wants in AI legislation

Parliament's priority is to make sure that AI systems used in the EU are safe, transparent, traceable, non-discriminatory and environmentally friendly. AI systems should be overseen by people, rather than by automation, to prevent harmful outcomes.

Parliament also wants to establish a technology-neutral, uniform definition for AI that could be applied to future AI systems.

Learn more about Parliament’s work on AI and its vision for AI’s future

AI Act: different rules for different risk levels

The new rules establish obligations for providers and users depending on the level of risk from artificial intelligence. While many AI systems pose minimal risk, they need to be assessed.

Unacceptable risk

Unacceptable risk AI systems are systems considered a threat to people and will be banned. They include:

  • Cognitive behavioural manipulation of people or specific vulnerable groups: for example voice-activated toys that encourage dangerous behaviour in children
  • Social scoring: classifying people based on behaviour, socio-economic status or personal characteristics
  • Biometric identification and categorisation of people
  • Real-time and remote biometric identification systems, such as facial recognition

Some exceptions may be allowed for law enforcement purposes. “Real-time” remote biometric identification systems will be allowed in a limited number of serious cases, while “post” remote biometric identification systems, where identification occurs after a significant delay, will be allowed to prosecute serious crimes and only after court approval.

AI systems that negatively affect safety or fundamental rights will be considered high risk and will be divided into two categories:

1) AI systems that are used in products falling under the EU’s product safety legislation . This includes toys, aviation, cars, medical devices and lifts.

2) AI systems falling into specific areas that will have to be registered in an EU database:

  • Management and operation of critical infrastructure
  • Education and vocational training
  • Employment, worker management and access to self-employment
  • Access to and enjoyment of essential private services and public services and benefits
  • Law enforcement
  • Migration, asylum and border control management
  • Assistance in legal interpretation and application of the law.

All high-risk AI systems will be assessed before being put on the market and also throughout their lifecycle. People will have the right to file complaints about AI systems to designated national authorities.

Transparency requirements

Generative AI, like ChatGPT, will not be classified as high-risk, but will have to comply with transparency requirements and EU copyright law:

  • Disclosing that the content was generated by AI
  • Designing the model to prevent it from generating illegal content
  • Publishing summaries of copyrighted data used for training

High-impact general-purpose AI models that might pose systemic risk, such as the more advanced AI model GPT-4, would have to undergo thorough evaluations and any serious incidents would have to be reported to the European Commission.

Content that is either generated or modified with the help of AI - images, audio or video files (for example deepfakes) - need to be clearly labelled as AI generated so that users are aware when they come across such content.

Supporting innovation

The law aims to offer start-ups and small and medium-sized enterprises opportunities to develop and train AI models before their release to the general public.

That is why it requires that national authorities provide companies with a testing environment that simulates conditions close to the real world.

The Parliament adopted the Artificial Intelligence Act in March 2024 . It will be fully applicable 24 months after entry into force, but some parts will be applicable sooner:

  • The ban of AI systems posing unacceptable risks will apply six months after the entry into force
  • Codes of practice will apply nine months after entry into force
  • Rules on general-purpose AI systems that need to comply with transparency requirements will apply 12 months after the entry into force

High-risk systems will have more time to comply with the requirements as the obligations concerning them will become applicable 36 months after the entry into force.

More on the EU’s digital measures

  • Cryptocurrency dangers and the benefits of EU legislation
  • Fighting cybercrime: new EU cybersecurity laws explained
  • Boosting data sharing in the EU: what are the benefits?
  • EU Digital Markets Act and Digital Services Act
  • Five ways the European Parliament wants to protect online gamers
  • Artificial Intelligence Act

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What does the typical workflow of a journal look like? How should I interpret a particular submission status?

What steps does a manuscript typically go through from submission to publication (or rejection) in a typical journal? How are these steps referred to, in particular by editorial systems, and how long do they each typically take?

Note that this question is about the typical situation and hence not about:

  • Journals with an atypical workflow, e.g. those that allow for an instantaneous reviewer–author interaction.
  • Exceptional steps or rare occurrences such as withdrawal or clerical errors .

This is a canonical question on this topic as per this Meta post . It is usually used as a duplicate target for questions of the form: “How to interpret submission status S at journal J?”, since taking all combinations S×J would be unwieldy. Due to its nature, this question is rather broad and not exemplary for a regular question on this site. Please feel free to improve this question.

  • publications
  • paper-submission
  • journal-workflow
  • canonical-question
  • "those that allow for an instantaneous reviewer–author interaction" -- is this a thing? I know of no example of this in my field, but was thinking it would be a good idea. Could you share examples? –  a3nm Jul 29, 2021 at 6:31

Feel free to edit this answer to improve it, in particular to add other names you know to be used for the individual steps or to extend the maximum typical durations from your experience. The source for the diagram can be found here .

Schematic overview of journal workflow

Initial Check

This step is usually performed by the journal's administrative staff. It may include for example:

  • Checking for missing or broken files.
  • Checking compliance with length requirements, if any.
  • Checking central formatting requirements, e.g., line numbers, if required by the journal.
  • A plagiarism check.
  • Excluding manuscripts of very low quality, such as automatic translations or manuscripts with very poor language.

Also known as: technical check, initial QC (AIP), admin checklist (IEEE), Awaiting Editorial Office Processing (ScholarOne), quality check (NPG)

Typical duration: A few workdays.

Editor assignment or invitation

Based on the topic of the manuscript and suggestions by the authors, an editor is assigned to handle the manuscript. Depending on the journal, the assignment may be done by technical staff, the journal's chief editor, or automatic by submission category or author suggestion. With some journals, editors are invited and not assigned. An editor who is invited may decline in some cases .

Also known as: with editors (APS), editor assigned (Editorial Manager, AIP), AE assignment (IEEE), assigned to the editor (NPG)

Typical duration: A few workdays to several weeks.

Editorial assessment

The editors decide whether the paper should enter the review process or should be rejected directly, e.g., because it does not fit the journal’s scope or requirements on importance or quality. A rejection at this (or the previous) stage is called desk reject. The paper may also be returned to the authors for reasons other than rejection, such as to request more data or clearer figures prior to formal review.

With revised manuscripts, the editors assess whether the existing reviews have been addressed adequately. If yes, they either proceed with another round of reviews or jump to editorial decision immediately – this mostly depends on the magnitude and nature of the revision.

Also known as: with editors (APS), waiting for potential reviewer assignment (AIP), under review ( ScholarOne ), assigned to the editor (NPG)

Typical duration: This strongly depends on the journal: With some journals, it is less than a week; with others it may take a month, in particular if several people are involved in the decision or the initial quality hurdle is high.

Peer review

The editor selects a number of potential referees to review the manuscript. Should a referee decline to review or not perform the review in a certain time (as given by the editor or journal), the editor usually has to select a new referee. The main exception to this is if the other referees already provided sufficient reviews at this point.

With revised manuscripts, usually the reviewers from the previous round are selected. The editor may also decide that certain or all reviewers need not see the manuscript again, as their comments have been adequately addressed, or take the opportunity to seek the opinion of one or several additional referees.

Also known as: with reviewers, with referees, under review, awaiting referee assignment, awaiting referee reports, awaiting reviewer scores, awaiting reviewer invitation ( ScholarOne ), reviewers assigned , manuscript assigned to peer-reviewer/s (NPG)

The initial selection of referees is usually comprised in the previous step. Some editorial systems give the status as with editors , awaiting reviewer assignment (or similar) if a new referee needs to be assigned and no other referee is currently assigned. Others will show under review regardless.

Typical duration: This strongly depends on the field and journal. It typically ranges from a few weeks to several months , but in some cases (particularly for highly theoretical work where intense proof-checking is expected), it may be as long as one to two years. Moreover, the key factors for the duration of an individual peer-review process are how soon the reviewers perform the review and how many reviewers decline or fail to review the manuscript. Thus, even for a given journal, there is a strong variation of review durations. Some journals give their statistics on this time (or a related one) on their webpage.

Editorial decision

Based on the reviews, the editors decide whether:

  • The manuscript shall be rejected.
  • The manuscript needs to be revised by the authors before it can possibly be accepted. If the authors submit a revised manuscript, the workflow is mostly the same as for the initial submission.
  • The manuscript shall be accepted as it is.
  • A decision requires further reviews.

Note that the editor might not always wait for all reviews to be returned before making a decision.

Also known as with editors (APS), review completed, required reviews completed ( Elsevier Editorial System (EES) ), awaiting AE recommendation , awaiting decision (ScholarOne), awaiting EiC decision (IEEE), Editor Decision Started (AIP), Decision Started (NPG), or pending decision (Bioinformatics Oxford journal). This may be followed by a short stage denoted decision letter being prepared (or similar).

Typical duration: A few workdays to a week. This may take longer with some journals, in particular if several people are involved in the decision.

Copy editing and typesetting

The article is copy-edited and typeset by the publisher. Occasionally, requests to the authors may occur at this stage, e.g., due to low-quality figures.

For some journals, a pre-copy-editing version of the manuscript will be put online at this point under a category like Just Accepted, with a warning that the current version has not yet been copy-edited and may change further before publication.

Also known as: in production, in press

Typical duration: This mostly depends on the publisher’s backlog – between a few workdays to over a year, roughly correlated with the length of the publication delay (see below).

Final proofreading

The authors are sent the paper’s proofs, i.e., the paper as it is about to be published. If corrections are necessary, it goes back to copy editing and typesetting.

Also known as: proofs with authors , Galley proof

Typical duration: Most journals request proofs to be returned within a certain time, usually between 48 hours and a week ( reasons ).

Publication

For some journals, particularly newer ones with an online-centric publication model, an article will be published immediately after the previous step has been completed. If the article is subject to an Article Processing Charge (APC) or other publication fees, publication will typically only occur after the applicable fees have been paid or waived.

Other journals with a more traditional process will queue up the publication for collation into a journal issue with other articles. The time before this issue is published depends on the size of the journal’s publication backlog and can range anywhere from a few weeks to several years.

Many journals with an issue-based delay provide “online early” access to articles so that they are available to the community before the final issue date. Articles thus often acquire two publication dates: one for online and one for print publication.

Further reading

  • IOP Publishing: An introductory guide for authors
  • IEEE: Peer Review and Decision Process for Authors
  • The secret lives of manuscripts (American Naturalist)
  • List of events in Editorial Manager
  • It might be useful to update this to account for this question: academia.stackexchange.com/q/177378/75368 –  Buffy Oct 31, 2021 at 20:04

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what is the meaning of awaiting ae assignment

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COMMENTS

  1. Q: What does the status 'awaiting AE assignment' mean?

    He will then assign a AE or an academic editor who is usually an expert on the field the submitted manuscript belongs to. The next step is that the AE will send your manuscript for peer review. Once review reports are returned, he will take a decision on your manuscript; reject or resubmit with revisions. If AE feels that EIC input is needed ...

  2. paper submission

    1. You can send a request for an update at any time. You may or may not learn anything. There could be many reasons for a delay, including not sending too many papers to one editor and needing to find another who is suitable. But an average of 30 days tells you little about the distribution of actual times.

  3. How much time would it take for the status to change from 'Awaiting

    Meaning of 'Awaiting Editor Assignment' ... (AE), who will go through it in greater detail. If they are satisfied with the basic science in the paper, they will send it for a peer review. If not, that is, if they believe the paper is not of great scientific merit, they will convey their decision to the Editor-in-Chief (EiC), who will make ...

  4. Q: What does an immediate change in status to 'Awaiting AE ...

    A direct change after submission (or after the initial admin check) to 'Awaiting AE Recommendation' typically means that the Associate Editor (AE) has had a look at the paper and decided not to send it for review. This is usually because of a scope mismatch, or in some cases, the novelty and/or quality of the research/paper not being ...

  5. My paper was under review for two days and now is 'Awaiting AE

    AE stands for "Associate Editor.""Awaiting AE recommendation" status means that the AE has collected all reviews from the reviewers who were assigned to review your manuscript and that the AE's decision for acceptance is pending. t backed up) waiting to be sent to some reviews.

  6. PDF What Happens to My Paper

    6. Decision notification e-mails and what they mean. There are several decisions that authors may receive after submitting their paper to one of the Society's journals: Reject without review: The Action Editor has rejected the paper without sending it for peer review. Reject: The paper has been through the peer review process and the Action ...

  7. Awaiting AE Recommendation to Awaiting AE Assignment

    2. Odds are this means the AE changed. This could be because the original AE declined the assignment, resigned from the editorial board, is too busy to make a decision, and so on. See also this question: Manuscript status changed from "Reviews completed" to "Editor assigned". Share.

  8. The review process

    Peer reviewers are given 2 weeks to submit their review of your article. On the occasion that a reviewer withdraws from the process, the Editorial Team will begin the reviewer selection process again. 5. Awaiting Editor Decision. Your article has now received the minimum number of reviews required to make a decision.

  9. Assigning an AE

    Click on the plus sign (+) next to the category heading Papers Awaiting AE/GE Assignment. You will see the following fields. Paper number. This is the unique identifier associated with an author's work. It consists of the journal abbreviation, the year of submittal, and a five-digit number. Paper title.

  10. How can I check the status of my submitted paper?

    Meaning: Manuscript Submitted: This means the author has successfully submitted and approved the manuscript. After this, the manuscript usually goes through a formatting check by the journal staff before it is assigned to an editor. Awaiting Admin Processing: Your submission is waiting for initial review by the editorial office.

  11. journals

    AE stands for Associate Editor. According to the process described in IEEE Transactions, "Awaiting AE recommendation" status means that the AE has collected all reviews from the reviewers who were assigned to review your manuscript and that the AE's decision for acceptance is pending.

  12. Submission Management in Sage Track

    1. Search for the manuscript by ID, title, or author name using the Quick Search feature. 2. When the search results appear, select "View Details" in the "Take Action" drop down menu. 3. This page is also available within the submission by clicking the "Manuscript Information" tab.

  13. My status has changed from "Awaiting Reviewer Score" to Awaiting AE

    Dear Bilal Ahmad The status 'Awaiting AE Recommendation' means that, based on the peer reviewer (or technical editor review, in this case), the AE is making a decision on the paper.

  14. Q: How to understand the status descriptions for my submission?

    Initially, once your paper was submitted, the status showed "Admin not assigned." Then it was assigned to an Editorial Assistant (EA) for admin check. This is when the status changed to "EA: [name]." Once the EA started checking the manuscript, the status changed to "Awaiting ED Assignment." At this stage, the EA goes through the paper and ...

  15. PDF Associate Editor Instructions (as of 4/19/2018)

    An AE may act as a referee on a paper they are not managing, at the request of another AE or editor, without acknowledging their AE role for the Journal. ... - Accept/Decline Associate Editor Assignment - Awaiting Referee Assignment - Contact Potential Referee - Under Review - Awaiting Associate Editor Recommendation - All Pending Manuscripts

  16. Submitted my paper. Now what?

    First Steps. Initially your manuscript will go through stages such as "Awaiting Admin Checklist" and/or "Awaiting Editor Assignment" depending on how new submissions are initially checked on the journal. These stages tend to be moved through fairly swiftly as they are just the editorial team checking that your submission is suitable for ...

  17. How long do I await the "awaiting EIC decision"?

    We submitted a paper to a journal roughly 3 months back, the paper remained under review for almost 2 months, after which upon enquiry to the AE, we received a reply that one review has been completed while the other is pending due to certain reasons. But, quickly after this, the status changed to "awaiting EIC decision" within 2 weeks and ...

  18. Awaiting AE assignment to Under Review? [duplicate]

    I have submitted a paper to a very reputed publication of electrical engineering via ScholarOne.The status of my paper changed from "Awaiting AE assignment" to "Under Review" directly. Does it mean that is under the review of editorial office? Could it change from Awaiting AE assignment to Under Review directly without AE being assigned ? Could ...

  19. What Is NLP (Natural Language Processing)?

    Word sense disambiguation is the selection of a word meaning for a word with multiple possible meanings. This uses a process of semantic analysis to examine the word in context. For example, word sense disambiguation helps distinguish the meaning of the verb "make" in "make the grade" (to achieve) versus "make a bet" (to place).

  20. paper submission

    1. I submitted a short paper to a math journal more that one month ago. The status is still "awaiting assignment" and I checked the online system which shows that even no editor has been assigned to my paper. I sent two emails about updating the status of the paper to editor and Editor-in-Chief several days ago and I got no reply from them.

  21. What is meant by ''Awaiting AE evaluation''?

    The status "'Awaiting AE evaluation'" means that that the peer review has been completed and now the Assigned Editor (AE) will consider the feedback provided by the peer reviewers and arrives at a decision. The following are the most common decisions that are made: Hope this answers your question.

  22. EU AI Act: first regulation on artificial intelligence

    The different risk levels will mean more or less regulation. Learn more about what artificial intelligence is and how it is used. What Parliament wants in AI legislation. Parliament's priority is to make sure that AI systems used in the EU are safe, transparent, traceable, non-discriminatory and environmentally friendly. AI systems should be ...

  23. publications

    Also known as: technical check, initial QC (AIP), admin checklist (IEEE), Awaiting Editorial Office Processing (ScholarOne), quality check (NPG) Typical duration: A few workdays. Editor assignment or invitation. Based on the topic of the manuscript and suggestions by the authors, an editor is assigned to handle the manuscript.

  24. How long does the status Awaiting AE Recommendation take?

    1 Answer to this question. Answer: It is difficult to estimate how much longer you need to wait. Once the completed reviews come in, the Associate Editor (AE) evaluates them and gives his recommendation to the EiC. The EiC gives the final verdict based on the AE's recommendation. Since the reviews have come in, the AE should ideally not take ...

  25. Why is the status of my paper showing "Assigned to AE" for so long?

    1 Answer to this question. Answer: The publication process can be time consuming and it is not uncommon for a paper to remain at the "Assigned to AE" status for more than a month. This does not indicate that there is a problem with your paper. Rather, it probably indicates that the AE has either not yet accepted the invitation or has accepted ...