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Open Access Publications from the University of California

Assistance for Volume Editors

Instructions for Volume Editors

I. Logging In as an Editor to the GAIA Digital Repository

Go to the My Account page and log in with the account name (e-mail address) and password assigned to you. You must log in to use the peer-review and publishing functions of the eScholarship system.

II. Uploading Articles

  1. On the My Account page (, click the Upload link under the GAIA Edited Volumes section.
  2. Enter the author email address, and click Add Author.
  3. Enter the author name and affiliation, and click Add to List of Authors.
  4. Repeat for each author, then click Continue when the author list is complete.
  5. Enter the title, subject category, keywords, abstract, and full text of the article and click Submit.

III. Reading Reviews and Registering Editorial Decision

When the Publications Director informs you that the reviews are available:

  1. Click the Submission Management link on the My Account page [under the GAIA Edited Volumes section].
  2. Click the title of the article (it should appear in your list of pending submissions).
  3. The links to view the reviews are located in the top portion of the screen. You might need to scroll down in that frame to view them. To accept or reject individual papers and pass them on to authors for revisions, go to the Register Decision link in the toolbar to the left. Select a decision. This will bring up a template letter, which you will be able to edit and pass on specific comments to the author. When you send, a copy will be sent to the author, to yourself, and to the reviewers.

IV. Revisions

The volume editor can either receive revised chapter from the authors offline and upload them his or herself or have the authors upload them directly. Authors can log into eScholarship from the My Account page. Instruct them to enter their email address as their log-in name and to leave the password field blank. Their password will be emailed to them. You will be notified automatically by the system when an author submits a revision for an article that is assigned to you. To view revisions:

  1. Click the Submission Management link on the My Account page [under the GAIA Edited Volumes section].
  2. Click the title of an article.
  3. To view the revision history, click select version in the top left. Here you may also choose the desired version of the abstract and full text to be published. The latest version you uploaded will be selected by default.
  4. To revise the submission, click the revise submission link in the top left. If the author uploaded a revision, you will have to select it as the current version slated for publication.
  5. Fill in the fields for only those items that need to change and click Submit at the bottom of the page to submit all changes.

V. Final Signoff

When you feel the final version of the article is ready, reassign the article back to the Publications Director. To do so:

  1. Click the Submission Management link on the My Account page [under the GAIA Edited Volumes section].
  2. Click the title of the desired article.
  3. Click assign editor in the top of the left toolbar, and click the Assign link to the right of the appropriate person.

Frequently Asked Questions

Q: When I copy and paste abstracts into the Submit form, some text is missing, quotes look odd, or strange characters appear in the abstract. What's going on?

A: When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that may support fonts, and special characters like symbols or "smart quotes". Because the abstract is intended to be presented on the web, the format of the abstract needs to be reduced to plain text with no fonts or special characters.

Please read through any abstract that you copy and paste from a word processing file or PDF file. Look for how single and double quotes appear, usage of special symbols, and incorrect conversion of glyphs from PDF files (e.g. "ff", "fl", or "fi" might disappear causing a word like "difficult" to change to "di cult".

We recommend the following changes to keep your titles and abstracts legible on the web:

  • Change "smart" or "curly" single and double quotes to straight quotes.
  • Change an ellipsis to three periods (...)
  • Change em- and en-dashes to hypens.

If you would like to use bold and italic in your abstracts, you may do so using the corresponding HTML codes. The following HTML tags are recognized by the eScholarship system and may be used to format an abstract:

- paragraph

- line break
- bold
- italic

If submitting an abstract in HTML format, please be sure to select the corresponding option on the submission form.

Q: How do I include accents and special characters in the abstracts and titles?

A: You shouldn't encounter any trouble if your titles and abstracts use only the basic ASCII character set (this includes the numbers 0-9, upper- and lower-case letters A-Z, and standard English punctuation).

Characters with diacritical marks (accents or umlauts) are not part of the ASCII character set and therefore need to be handled differently.

Windows Users

The method for Windows users to enter these characters into the submission form involves pressing the Alt key plus a four digit number using the numeric keypad (with Num Lock on).

ALT + 0224 = à         ALT + 0225 = á
ALT + 0232 = è         ALT + 0233 = é          ALT + 0200 = È
ALT + 0242 = ò         ALT + 0243 = ó          ALT + 0241 = ñ

Macintosh Users

Macintosh users should press the Option key while typing one of the letters below to get the desired character.

To get this: | Type this key combination:
circumflex | ê Ê | Option + i, the letter 
umlaut | ü Ü | Option + u, the letter
cedilla | ç Ç | Option + c or C
| ¿ | Option + ?
| ß  | Option + s
| ¡  | Option + 1
| £ | Option + 3
| § | Option + 6
| º | Option + 0 (zero)
| oe ligature | Option + q

Q: Can I post related files (sound clips, data sets, etc.) alongside the published article?

A: Yes. The eScholarship system refers to these items as "Supplemental Files". After you have submitted the main information about the article and uploaded a primary file, you will have the option to upload additional supplementary files. The name of the file will appear on the web site along with your short description of it. Viewers must have the necessary software to open your files; that is not provided by the eScholarship system.

Note that the CDL promises persistent access to this material not persistent functionality. Please also be sure that there are no permissions issues related to use of the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.