Internal and External Review Status Codes

When you set up your submission type, there are multiple selections you can make that effect the messaging created by the system. Depending on the settings, at one point an author may see his/her submission as “Under Review”, while the internal code may read, “Needs Staff Review”. The following section describes the internal and external review codes that display depending on the setup.

Refer to the section “Defining the Review Process” for more information on setting up the review process for a submission type.

Internal Review Status Code

The internal status identifies the status of the submission based on where in the review process it is. This status is only viewed by administrators, editors, and other staff.

Editor decisions, reviewer actions, and other activities defined in Abstract Call Submission Type Review Process table determine the submission’s internal status.

Status Code	Description
NEED_STAFF_REVIEW	This informs the staff, admins, and reviewers that a new submission has been submitted. Members of the staff or admin need to review the submission and determine which reviewers he/she will assign the submission to. This status usually appears once an author successfully uploads/submits his/her submission to the website. This status only appears if the abstract workflow setup by your association includes a Staff Review stage.
NEED_REVIEWER_INVITE	This informs the staff, admins, and reviewers that a submission needs reviewers assigned to it. Members of the staff or admins must go into the submission and invite the appropriate reviewers to review it.
NEED_REVIEWER_ACCEPTANCE	This informs the staff, admins, and reviewers that although the submission has been sent to reviewers for review already, no reviewers have accepted it yet.
NEED_REVIEWER_REVIEW	This informs the staff, admins, and reviewers that although the submission has been accepted for review by one or more reviewers, no reviewers have submitted their scores/evaluations of the submission yet.
NEED_AUTHOR_REVISION	This informs the staff, admins, and reviewers that either an admin or reviewer has requested more information and placed the submission on HOLD. This could also occur if an admin provisionally approves the submission. The author must revise the submission based on the reviewer or admin questions/comments and re-submit the submission before removing it from HOLD.
NEED_FINALIST_DECISION	This informs the staff, admins, and reviewers that enough reviews have been submitted for the submission and either a member of the staff or an admin needs to either accept or decline the submission as a finalist. This status only occurs if your organization has set up the Review Process to include a Finalist Stage.
NEED_DECISION	This informs the staff, admins, and reviewers that enough reviews have been submitted for the submission and either a member of the staff or an admin needs to either accept or decline the submission.
FINAL_DECISION	This informs the staff, admins, and reviewers that a final decision has been made on the submission. This internal status occurs for submissions accepted as well as declined.
CANCELLED	This informs the staff, admins, and reviewers that the submission is no longer a part of the Review Process. This can occur for a variety of reasons including the author withdrawing his/her submission from the call for submission.

External Review Status Codes

The external status identifies the status of the submission in the review process as viewed by authors and reviewers.

Administrator decisions, reviewer actions, and other activities defined in Abstract Call Submission Type Review Process table determine the submission’s external status.

To see the different workflows for the submission's external review status, refer to:

· Submission Type Has Staff Review Stage, Finalist Stage, and Requires More Than One Reviewer

· Submission Type Has Staff Review Stage, Finalist Stage, and Requires Only One Reviewer

· Submission Type Has Staff Review Stage, Does Not Have a Finalist Stage, and Requires More Than One Reviewer

· Submission Type Has Staff Review Stage, Does Not Have a Finalist Stage, and Requires Only One Reviewer

· Submission Type Does Not Have a Staff Review Stage, Does Have a Finalist Stage, and Requires More Than One Reviewer

· Submission Type Does Not Have a Staff Review Stage, Does Not Have a Finalist Stage, and Requires More Than One Reviewer

· Submission Type Does Not Have a Staff Review Stage, Does Not Have a Finalist Stage, and Requires Only One Reviewer

Status Code	Description
ACCEPTED	This status informs the author his/her submission had completed the review process and is accepted by the association as a finalist.
DECLINED	This status informs the author his/her submission has not received high enough reviews to be accepted as a finalist.
DRAFT	This status appears for the submission when an author has not completed the submission process. The review process cannot begin until an author submits at least the required submission details and successfully entered the formal submission.
FINALIST	If the review process includes a finalist stage, this status informs the author his/her submission received high enough reviews to be considered as a Finalist and is now waiting on a final decision.
NEEDS REVISION	This status informs the author a reviewer has submitted a question or comment about his/her submission and the submission is currently on HOLD. While on HOLD, no reviewer can submit a review and score on the submission. The author must review the question or comment and update the submission accordingly. After uploading a new submission file, the submission is no longer on HOLD and reviewers can continue submitting reviews and scores. When the submission status is changed to Needs Revision, the system triggers the "Abstracts needs Author Revision Alert".
PROVISIONALLY APPROVED	This status informs the author that an administrator wants to accept the submission, but first the admin would like further clarification on part of the submission. When an admin provisionally approves a submission, a notification is sent to the author with the admin’s questions/comments. Once the author addresses these questions/comments, the author can approve the submission. When the submission status is changed to Provisionally Approved, the system triggers the "Abstracts needs Author Revision Alert".
UNDER REVIEW	This informs the author that he/she successfully submitted his/her submission. Staff from the association and reviewers are currently reviewing his/her submission for acceptance. This status appears once an author successfully uploads/submits his/her submission to the website and usually continues until a final decision is made.
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