Editorial Governance Policy

Content

1. Purpose
2. Editorial Hierarchy
3. Editorial Workflow
4. Roles and Mandates
   4.1 Editor-in-Chief (EIC)
   4.2 Co-Editor (Co-E)
   4.3 Social Media Editor (SoMe Editor)
   4.4 Deputy Editors (DEs)
   4.5 Section Editors (SEs)
   4.6 Peer Reviewers
   4.7 Advisory board
5. Accountability and Compliance
6. Amendments and Governance
7. Acceptance of Appointment and Governance Terms

1. Purpose

This policy establishes the editorial workflow, responsibilities, and distribution of tasks within the editorial team of Acta Dermato-Venereologica (ActaDV). The purpose of the policy is to ensure clarity, efficiency, and consistency in handling manuscripts submitted for publication.

2. Editorial Hierarchy

The editorial structure shall be organized as follows, in descending order of authority:

1. Editor-in-Chief (EIC)
2. Co-Editor (Co-E)
3. Social Media Editor (SoMe Editor)
4. Deputy Editors (DEs)
5. Section Editors (SEs)
6. Peer Reviewers
7. Advisory board

3. Editorial Workflow

1. Submission: Manuscripts are submitted via the journal’s submission system.
2. Assignment: Manuscripts are allocated to a Deputy Editor according to the established weekly rotation.
3. Initial screening: The Deputy Editor reviews the submission for suitability and ethical compliance.
4. Delegation: Suitable manuscripts are assigned to a Section Editor.
5. Peer review: The Section Editor appoints ≥2 reviewers or advisory board members, collects evaluations, and prepares a recommendation.
6. Preliminary decision: The Deputy Editor considers the recommendation and issues a preliminary decision of accept or reject.
7. Final decision of an accepted manuscript: The Editor-in-Chief, or a Co-Editor acting under delegated authority, confirms or revises the decision of accept, which is then communicated to the authors.

4. Roles and Mandates

4.1 Editor-in-Chief (EIC)

Responsibilities

1. The Editor-in-Chief holds ultimate authority over all editorial matters.
2. The EIC shall be responsible for the overall editorial organization of the journal, including the structure, composition, and effective functioning of the editorial team.
3. The EIC shall be responsible for the journal's financial performance, including oversight of revenues, costs, budgeting, and the long-term financial sustainability of the journal.
4. The EIC has final and binding decision-making power on the acceptance, revision, or rejection of all manuscripts.
5. The EIC shall provide oversight, ensure compliance with ethical and professional standards, and safeguard the scientific integrity of the journal.
6. The EIC shall convene editorial meetings and ensure equitable workload distribution among Deputy Editors.

Term of Appointment

7. The Editor-in-Chief shall by the board be appointed for a four-year term, of which the first year shall serve as a probationary period. Subject to satisfactory performance during the probationary period, the appointment shall continue for the remaining three years of the term.

Compensation and Benefits

8. The Editor-in-Chief shall be entitled to fixed annual remuneration, as determined and approved by the board.

4.2 Co-Editor (Co-E)

Responsibilities

1. The Co-Editor shall support the Editor-in-Chief in the performance of all editorial duties.
2. The Co-Editor is authorized to act on behalf of the Editor-in-Chief in the event of absence, unavailability, or delegation.
3. The Co-Editor shall serve as the principal deputy to the EIC and maintain continuity of governance. The Co-Editor shall not override decisions of the EIC but may exercise delegated authority as expressly conferred.
4. The Co-Editor may be assigned specific strategic or operational tasks by the EIC, including, but not limited to, oversight of special issues, policy development, and coordination of editorial board activities.

Term of Appointment

5. The Co-Editor shall be appointed for a four-year term, of which the first year shall serve as a probationary period. Subject to satisfactory performance during the probationary period, the appointment shall continue for the remaining three years of the term.

Compensation and Benefits

6. The Co-Editor shall be entitled to a fixed annual remuneration, as determined and approved by the board.

4.3 Social Media Editor (SoMe Editor)

Responsibilities

1. The SoMe Editor is responsible for supporting the journal's communication and outreach activities through social media and other digital channels. The role aims to increase the visibility, reach, and engagement of the journal among researchers, authors, readers, and relevant stakeholders.
2. The SoMe Editor shall coordinate communication activities with the Editor-in-Chief and act in the best interests of the journal and its reputation.
3. The SoMe Editor does not hold editorial decision-making authority regarding the acceptance, revision, or rejection of manuscripts.
4. The SoMe Editor shall ensure that social media communications are accurate, professional, and consistent with the journal's policies and branding.
5. The SoMe Editor assists in promoting newly published articles and also creates high quality posts on social media.

Term of Appointment

6. The SoMe Editor shall be appointed for a four-year term, of which the first year shall serve as a probationary period. Subject to satisfactory performance during the probationary period, the appointment shall continue for the remaining three years of the term.

Compensation and Benefits

7. The SoMe Editor shall receive remuneration based on the number of social media posts and other communication materials produced for the journal. The level of remuneration and payment terms shall be determined through a separate agreement between the SoMe Editor and the EIC.

4.4 Deputy Editors (DEs)

Responsibilities

1. Deputy Editors shall jointly share responsibility for the intake of manuscripts.
2. Manuscripts shall be distributed to Deputy Editors on a rotating weekly schedule, as determined by the EIC.
3. Each DE is mandated to:
• Conduct an initial assessment of submitted manuscripts for compliance with journal scope, standards, and ethical requirements.
• Assign suitable manuscripts to a Section Editor for peer review.
• Review recommendations of accepted or rejected manuscripts by Section Editors.
• Issue a preliminary decision, subject to confirmation by the EIC or Co-Editor (if delegated).
4. DEs are accountable to the EIC (or Co-Editor acting in delegation) and must ensure timely and impartial handling of manuscripts.

Term of Appointment

5. Deputy Editors shall be appointed for a four-year term, of which the first year shall serve as a probationary period. Subject to satisfactory performance during the probationary period, the appointment shall continue for the remaining three years of the term.

Compensation and Benefits

6. The Deputy Editors shall be entitled to a fixed annual remuneration, as determined and approved by the board.
7. The Deputy Editors shall be entitled to a waiver of article processing charges (APCs) for one article per calendar year, provided that the manuscript undergoes the journal’s standard peer-review process and is accepted for publication on its scientific merits.

4.5 Section Editors (SEs)

Responsibilities

1. Section Editors shall act under delegation from a Deputy Editor.
2. Section Editors shall make a first evaluation of the manuscript and, in addition to checking the relevance and quality of the article, check:
• Title and abstract - these should be informative without being too long. They should contain the key information of the manuscript and try to increase the reader interest.
• Article type – is the chosen article type appropriate or should another suggestion be made?
• Article length - evaluate if any shortenings can be made, the ActaDV style is short and concise. Please pay particular attention ensuring that the data from tables and figures are not largely repeated in the text.
• Figures and tables – quality and relevance and potential move to supplementary material
• Conflicts of interest – should always be included
• Quality of writing
• Number of references

3. Section Editors are responsible for the peer review by:
• Within one week suggesting at least four qualified and independent peer reviewers per manuscript or motivate a direct reject (with short specific reasons)
• Ensuring reviewers are free of conflicts of interest.
• Collecting and summarizing reports of at least two reviewers except for Quiz and Short Communication.
• Notify the Editorial Assistant if unable to find at least enough reviewers within one month.
• Formulating a documented recommendation to the assigning Deputy Editor regarding acceptance, revision, or rejection.
• Make a recommendation within one week after receiving final reviewer comments, considering all reviews.
4. Section Editors shall not issue binding decisions, their role is advisory to the DE.
5. Each Section Editor is expected to handle no fewer than two manuscripts per calendar year. Failure to meet this minimum contribution, without prior justification and approval from the Editor-in-Chief, may result in reconsideration of their appointment.

Term of Appointment

6. Section Editors shall be appointed without a fixed term and shall serve until they resign or are removed by the Editor-in-Chief. The first year shall serve as a probationary period.

Compensation and Benefits

7. Section Editors shall be entitled to remuneration for each manuscript assigned to and managed by them. Compensation rates may differ according to the article type and shall be determined by the EIC.
8. Section Editors shall be entitled to a waiver of article processing charges (APC) for one article author per calendar year in which they are an author or co-author, provided that the manuscript undergoes the journal’s standard peer-review process and is accepted for publication on its scientific merits.

4.6 Peer Reviewers

Responsibilities

1. Reviewers shall provide independent evaluations of manuscripts, addressing originality, scientific rigor, methodology, and clarity.
2. Reviewers must declare all conflicts of interest prior to accepting an assignment. Competing interests can be financial or non-financial and they can be of a professional or personal character. They arise in relationship to an organization or another person.
3. Reviewers are bound to confidentiality and impartiality.

Term of Appointment

4. Peer Reviewers are external experts appointed on a case-by-case basis.

Compensation and Benefits

5. Peer reviewing is an honorary and voluntary task and carries no financial remuneration. But all reviewers who fulfil a review assignment within the stipulated deadline (approx. 2 weeks) and give valuable comments will receive a 50-euro discount of a future APC in ActaDV as a small token of our appreciation. This is personal and cannot be transferred to another person.

4.7 Advisory board

Responsibilities

1. Members of the Advisory Board shall serve as expert peer reviewers for manuscripts within their areas of expertise. Members may also provide advice to the Editor-in-Chief on scientific, ethical, and strategic matters affecting the journal.
2. Advisory Board members do not hold editorial decision-making authority and shall not make final decisions regarding the acceptance, revision, or rejection of manuscripts.
3. Members are encouraged to promote the journal within their professional networks and contribute to its visibility and reputation.
4. Advisory Board members are expected to complete approximately three to five peer reviews per calendar year, subject to availability and expertise.

Term of Appointment

5. Advisory Board members shall be appointed without a fixed term and shall serve until they resign or are removed by the Editor-in-Chief. The first year shall serve as a probationary period.

Compensation and Benefits

6. Advisory Board membership is an honorary and voluntary position and carries no financial remuneration.
7. As recognition for their service, Advisory Board members shall be entitled to a 50% waiver of the journal's Article Processing Charge (APC) for one article per calendar year in which they are an author or co-author, provided that the manuscript undergoes the journal’s standard peer-review process and is accepted for publication on its scientific merits.

5. Accountability and Compliance

1. All editorial members are bound by principles of fairness, transparency, and confidentiality.
2. Any real or perceived conflict of interest must be declared immediately and may disqualify an editor or reviewer from involvement in a manuscript.
3. Failure to comply with this Policy may result in removal from editorial duties, as determined by the EIC in consultation with the publisher or governing body of the journal.
4. Editorial records must be documented and archived within the official manuscript management system.

6. Amendments and Governance

1. This Policy may only be amended by decision of the Editor-in-Chief, in consultation with the Co-Editor and Deputy Editors, and with approval of the journal’s governing body or publisher.
2. All amendments shall be documented and communicated within the Editorial Board.