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Module submission IMS Bulletin (No. 89) (6 August 2009)

Index

1. Tips and checks for quarterly module submission: 0800 (UTC/GMT), Thursday, 13 August 2009
2. Reminders
3. Review Contact Details Wizard
4. Questions of the week:
(a) Which Entity Role should I give a person whose only role within our Group is to provide support to a review team in the preparation of a review for which we have given him/her the Document Role 'Author Support'?
(b) Must authors post the signed Licence for Publication form after they have faxed or emailed us the electronically scanned version of the form?

1. Tips and checks for quarterly module submission: 0800 (UTC/GMT), Thursday, 13 August 2009

  • Before finalising your module submission, please read the document on 'Preparing your Group's quarterly module submission to The Cochrane Library (http://ims.cochrane.org/support/crgs/user-guides/quarterly-module-submission-checklist.pdf) which is also available in the CRG Super User's Guide to Archie (http://ims.cochrane.org/support/crgs/user-guides/CRG-Super-Users-Guide-to-Archie-A4-size.pdf). 
  • The deadline for the quarterly module submission is displayed in your local time on the event listing in the Calendar on the Organizer tab in Archie.
  • Important: Before marking a new Protocol for publication, delete all Events in 'What's new' and 'History'. For new full reviews for publication, there should be no What's new Events - any existing Events under this heading should be moved to History before the new Full Review is marked for publication. Note that Protocols and Full Reviews marked for publication for the first time in Archie are automatically flagged as 'New' in The Cochrane Library even if there is no 'New citation' Event under What's new. Before marking an updated or amended full review for publication, please check that the appropriate Events have been chosen - see section 3.5 ('What's new' and History tables) of the Cochrane Handbook for details.
  • Remember to save your work at regular intervals when editing your module text, as the module editor sometimes performs erratically. Although the latest version of Firefox (3.5) generally works very well with Archie, some user reports indicate that using Internet Explorer as the internet browser gives better stability when editing the module text. Improvements to the module editor are planned (see Project B under http://ims.cochrane.org/projects.)

2. Reminders

  • Please check that you have no duplicates to resolve in Archie (Tools > > Resolve Duplicates...). If an unresolved duplicate is causing you a problem, please contact your IMS Support person for assistance.
  • Be sure to check the Publication Report in Archie (click CRG name and choose Reports > Publication Report) to ensure that new, amended and updated reviews marked for publication in Issue 4, 2009, will generate the correct flags in The Cochrane Library when published.
  • Remember to check the Document Roles in Archie against the citation by-line before marking a review for publication.
  • Remember that the State/Province field in authors' affiliations will be published only for authors based in the USA.
  • The 'Commented' flag in The Cochrane Library will appear for only one issue and only if What's new contains a 'Feedback incorporated' Event.
  • Please note that the headings in the Wiley quarterly module submission report, which you receive following the acceptance of your module submission by Wiley, do not precisely match the report headings in the Archie Publication Report. If you are unsure whether the two reports agree, please contact your IMS Support person. In the meantime, the IMS team are continuing to work with the Wiley production team to come up with a common set of headings for the two reports.
  • Remember that, effective with the forthcoming Issue of The Cochrane Library (Issue 4, 2009), all Protocols that have been published as Withdrawn for one Issue of The Cochrane Library will automatically have their Status changed to Inactive for the next Issue of The Cochrane Library. This change to Inactive takes place at the same time as Wiley approves CRG quarterly module submissions for publication, usually 7 to 10 days after the module submission deadline for CRGs. Therefore, if there is a reason why you would like a previously Withdrawn Protocol to continue to be published as Withdrawn for the forthcoming Issue, you will need to confirm that the Protocol's Status in Archie is set to Withdrawn and re-mark the Protocol for publication before the quarterly module submission deadline next week. This procedure will need to be repeated for all future Issues in which you wish to continue to publish the Protocol as Withdrawn.

3. Review Contact Details Wizard

You can use the Review Contact Details Wizard to republish all reviews for which the only amendments to the review are to the contact details of the Contact Person or the published affiliations for any of the authors, or both. The Review Contact Details Wizard will automatically insert an Amended Event and move the existing What's new Event to History before it marks a review for republication.

Because an author's affiliation is drawn from the author's contact details in Archie, if you use the Review Contact Details Wizard to update the Contact Person's contact details and this person also has the Document role Author on the review, his/her affiliation as an author will also be updated automatically. Please note that although it may be important to update a Contact Person's contact details, it may not be appropriate to automatically update the author's affiliation because the work in preparing the review took place at their previous institution and the author wishes this 'acknowledgement' to remain until they next update the review. In such cases, you may wish to ask the author if s/he would prefer to leave their affiliation as currently published. If it is appropriate to leave the affiliation, you should create a secondary address for the Contact Person which contains only the affiliation, city and country of the author (Person Properties > General > Address > New > Work 2). In Archie, choose the appropriate address for the individual Document Roles for the person, i.e. choose Address 1 for the Document Role 'Contact Person' and Address 2 for the Document Role 'Author' (Review Properties > People > highlight Person/Role > Edit > Address > Address to be used in conjunction with highlighted Role).

Please contact your IMS Support person if you have any questions about secondary addresses.

4. Questions of the week

(a) Question: Which Entity Role should I give a person whose only role within our Group is to provide support to a review team in the preparation of a review for which we have given him/her the Document Role 'Author Support'?
Answer: We suggest that you give such a person the Entity Role 'Other' within your Group with the Specification 'Author Support'.

(b) Question: Must authors post the signed Licence for Publication form after they have faxed or emailed us the electronically scanned version of the form?
Answer: No. As long as you have a faxed or scanned version of the signed form, you do not have to ask the author to post the original to you.

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