1. Purpose of this guide
This document explains how editorial work is handled across Technical Report Journals (TRJ) and what we expect from Editors-in-Chief, academic editors, editorial board members, and guest editors. It is designed to support consistent decisions, efficient workflows, and strong research integrity across all TRJ titles.
2. About TRJ
Technical Report Journals (TRJ) is a diamond open access publisher based in Poland. Our mission is to support reliable scholarly communication by providing accessible publishing infrastructure while protecting editorial independence and research integrity. TRJ journals are run by academic editors and editorial boards, supported by the TRJ editorial office for administration and production.
3. What “diamond open access” means at TRJ
TRJ journals publish content in open access form without subscription barriers for readers and without publication charges for authors.
Articles are openly accessible immediately upon publication.
Authors generally publish under Creative Commons licensing (commonly CC BY 4.0, unless a journal states otherwise).
TRJ does not charge submission fees or APCs for standard publication.
TRJ’s publishing operations are supported through publisher resources and partnerships while maintaining full editorial autonomy.
4. TRJ editorial office support
TRJ provides operational assistance so editors can focus on scholarly decisions. Depending on the journal, TRJ support may include:
initial checks for completeness and policy compliance,
reviewer invitations and reminders,
communication with authors during review and revision,
coordination of revisions and editorial decisions,
post-acceptance production (copyediting, layout/typesetting, metadata preparation, proof handling),
publication and dissemination of final content.
Editors and reviewers typically communicate with TRJ mainly by email and/or the journal’s submission workflow (where applicable).
5. Editorial workflow and peer review
5.1 Submission and initial assessment (pre-check)
After submission, the editorial office performs an initial screening for:
scope alignment,
completeness of files and declarations,
basic ethical compliance (e.g., consent/approvals where relevant),
clear presentation and minimum quality for review.
If a manuscript is clearly out of scope or fails basic requirements, it may be returned to the authors before external review.
5.2 Peer review model
Peer review is used to evaluate scholarly soundness, clarity, originality, and relevance. The default model for many TRJ journals is single-blind peer review (reviewers know author identities; authors do not know reviewer identities), but journals may adopt other models (e.g., double-blind) according to their stated policies.
5.3 Reviewer reports
TRJ recommends collecting at least two independent review reports for standard research manuscripts. If reports substantially disagree, an additional review or editorial assessment may be requested.
5.4 Decision options
Common decisions include:
reject,
major revision,
minor revision,
accept.
Editors should ensure that decisions are based on evidence and reviewer feedback, and that authors receive clear, actionable guidance.
5.5 Revision rounds
To keep the process efficient and fair, TRJ encourages limiting major revision cycles. If fundamental issues remain unresolved after repeated revisions, rejection may be appropriate.
6. Selecting and managing reviewers
6.1 Selection principles
Reviewers should be chosen for:
relevant subject expertise,
methodological competence (when needed),
independence from the authors (no clear conflicts),
reliability and professional conduct.
6.2 Conflicts of interest
Editors should avoid selecting reviewers who have:
recent close collaboration with the authors,
the same institutional affiliation (where it risks bias),
financial or personal interests that could affect impartiality.
When in doubt, request a conflict-of-interest statement or select alternatives.
6.3 Reviewer expectations
Reviewers should:
treat manuscripts as confidential,
provide constructive, specific feedback,
identify ethical or integrity concerns,
deliver reviews within the agreed timeframe.
7. Confidentiality and responsible use of AI tools
All manuscripts and review materials are confidential during evaluation. Editors must not share manuscript content outside the review process.
Editors must also protect confidentiality when using technology:
Do not upload unpublished manuscripts (or any part of them), figures, tables, or editorial correspondence into public or third-party generative AI tools.
If TRJ provides approved internal tools, follow TRJ guidance on their permitted use.
8. Editorial independence and integrity
Editorial decisions are made solely on scholarly merit and policy compliance. Decisions must not be influenced by:
commercial considerations,
third-party requests,
personal relationships,
institutional pressures.
If an editor has a conflict (e.g., co-authorship, close collaboration, personal connection), they must recuse themselves and request reassignment.
9. Ethics and publication standards
Editors should ensure compliance with journal ethics requirements, including:
originality and avoidance of plagiarism/duplicate submission,
accurate reporting and appropriate citation,
ethics approvals and informed consent where applicable,
patient privacy and image integrity for clinical materials,
disclosure of funding and conflicts of interest,
appropriate authorship and contribution statements.
If misconduct is suspected (e.g., plagiarism, data fabrication, image manipulation, compromised peer review), the editor should escalate to the editorial office for investigation consistent with TRJ ethics procedures. Outcomes may include rejection, correction, expression of concern, or retraction after publication.
10. Roles and responsibilities
10.1 Editor-in-Chief
The Editor-in-Chief provides scientific leadership and is responsible for:
shaping and maintaining the journal’s aims and scope,
building and supporting the editorial board,
overseeing editorial standards and decision quality,
resolving difficult cases (appeals, disputes, ethics concerns),
guiding journal development (special issues, topical directions, community engagement).
10.2 Associate Editors / Section Editors
Associate/Section Editors support the Editor-in-Chief by:
handling submissions within their expertise,
selecting reviewers and evaluating reports,
making recommendations or final decisions (depending on journal policy),
advising on scope and journal strategy,
contributing to special issues and board development.
10.3 Advisory Board Members
Advisory Board Members may:
provide strategic guidance on journal direction and policies,
support integrity and appeals in complex cases,
help promote the journal and attract high-quality submissions.
10.4 Statistical Editors (where appointed)
Statistical Editors help ensure that:
statistical methods are appropriate and clearly reported,
results are interpretable and reproducible,
data presentation meets good scientific standards,
statistical reporting guidance is updated as needed.
10.5 Editorial Board Members
Editorial Board Members are expected to:
handle manuscripts in their field when assigned,
contribute to reviewer recommendations and editorial standards,
support journal development and visibility,
review manuscripts when appropriate.
10.6 Guest Editors (Special Issues / Collections)
Guest Editors lead themed collections by:
proposing a clear title, aims/scope, and keywords,
encouraging suitable submissions,
overseeing peer review and recommending decisions consistent with journal policy,
ensuring quality, fairness, and confidentiality throughout the process.
Final decision authority remains with the journal’s designated academic leadership according to the journal policy (e.g., Editor-in-Chief or delegated academic editor).
11. Production and publication (after acceptance)
Once a manuscript is accepted, TRJ coordinates production, which may include:
copyediting and formatting,
preparation of PDF and web-ready outputs,
metadata checks,
author proofs and final corrections,
final publication and dissemination.
Editors may be asked to confirm final checks in special cases (e.g., ethical statements, correction notices).
12. Appeals, complaints, and disputes
Authors may appeal decisions with a reasoned explanation. Appeals should be handled consistently:
reviewed by the Editor-in-Chief or an independent editor,
supported by evidence and policy references,
escalated to ethics review when integrity issues are alleged.
Authorship disputes, ethical concerns, or legal issues may require institutional input and can pause publication until resolved.
13. Editor support and contact
For assistance with reviewer selection, ethics concerns, appeals, or production questions, contact the TRJ editorial office through the journal’s official email channels listed on technicalreport.org.