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Revision Date: 2023.09.29

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B. Process Acknowledgement

  1. ACT sends anoverview of the anonymous manuscript review process via email to the Researcher.

  2. Researcher replies with their acknowledgement

  3. ACT copies and pastes acknowledgement reply in Jira issue

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C. Assigning Anonymous Reviewer Accounts

  1. ACT will:

    1. In the ACT Zone Facilitating Anonymous Journal Reviews Wiki page, verify if the reviewer account is available by comparing the “List of Active Reviewer Accounts” table with the “In-Use Accounts” table

    2. Ensure the account has the proper qualifications for the respective dataset (i.e., validated, certified, etc.)

    3. Assign each reviewer their own account for the current review

    4. If all accounts are in use, follow instructions for creating a new reviewer account

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  1. ACT will:

    1. Follow instructions in the Anonymous Reviewer Synapse Accounts page (managed by the Platform team). Use the synapse-service@sagebase.org distribution list to create a new, unique service account.

    2. Steps for creating a new account:

      1. Refer to the Synapse Referee Accounts team page and ACT Zone tables to choose a name for the service account that has not been used yet, e.g., synapse-referee-journalreview-26.

      2. Go to Synapse.org

      3. Click “Register Now”

      4. On the Create Synapse Account page, create an email address using the following naming convention:

        1. synapse-referee+$journal-0d@sagebase.org

        2. Example: synapse-referee+journalreview-26@sagebase.org

        3. Refer to the ACT Zone List of Active Reviewer Accounts table for the next number in the sequence.

      5. Click the “Send Registration Info” button

      6. Open Gmail and go to Google Groups Synapse Referee Accounts inbox

      7. In inbox, open the no-reply email to the newly created email account and click on the link to create the new account

      8. On the Register with Synapse page, enter the following information:

        1. Create username: synapse-referee-$journal-0d

        2. Example: synapse-referee-journalreview-26

        3. Create and confirm password. Save this password for entry under step 4.b.iii below.

      9. Click “Next”

      10. Review and complete Synapse Pledge

      11. Click “Next”

      12. Click the refresh button

      13. Log out of the new Synapse account

  2. Add new account to the Synapse Referee Accounts team page, which is used to track and update accounts:

    1. You must be a Team Manager to add a new Synapse referee member account. If you are not a Team Manager, click “Join” to request to be added as a Manager to the team

    2. Log into Gmail Google Synapse Referee Accounts group, LastPass, and the Synapse Referee Accounts page

    3. Create an entry in the Notes section of LastPass for each new account, and enter the email, username and password. Choose the “Shared synapse referee” label from the drop-down menu.

    4. Log into Synapse with your personal account credentials

    5. Go to the Synapse Referee Team page and send an email invite to the new Synapse referee email account

    6. Log out of Synapse and log back in using the new Synapse Referee email and password from LastPass.

    7. Go to the Gmail Google Groups Synapse Referee Account inbox and accept the “Join” invitation for the new Synapse Referee Account. You will be automatically routed to the Synapse Referee Team page. Verify that the new account has been added.

    8. Log out of Synapse, LastPass and Google Group email accounts.

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  1. Log in to your Synapse account

  2. Go to the Teams tab in Synapse. Click “Create a New Team”

  3. Create Team name in the following format: manuscript name_year

  4. Add Reviewer team to Synapse entity/entities under Project Sharing Settings or Folder Sharing Settings:

    1. Grant the team access at the Project OR Folder level as determined by Researcher

    2. Give Reviewers either View OR Download permissions based on the Researcher’s preference

  5. Under the newly created Team, click Team Actions menu, click Edit Team.

    1. Ensure the following

    options are unchecked so that users can join the team by invite only:

    1. “Users can join this team without manager authorization”

    2. option is checked: “Users must be authorized by a team manager to join this team”

    3. Ensure the following option is unchecked: “Any Synapse user can send messages to this team”

    4. Click “Save”

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  1. Under the Team Actions menu, click ACT Manage Access Requirements

    1. Click “Create a New Access Requirement”

    2. Choose the “Click-wrap” radio button

    3. Click “Next”

    4. Add the Click-wrap template provided in Figure 1 and click Save

  2. Under the Team Actions menu, click Invite User

    1. Invite the Synapse Referee reviewer accounts to join the team

    2. Note: Do not accept the clickwrap on behalf of the reviewers! The reviewers need to agree to the clickwrap to conduct the anonymous manuscript review.

  3. ACT logs the following information for each Synapse Referee Account in the “In-Use Accounts table in the ACT Zone Facilitating Anonymous Journal Reviews Wiki.

    1. Reviewer Account Name

    2. Account ProfileID

    3. Date Added

    4. Date of Expiry

    5. Researcher

    6. Project Name

    7. Project SynID

    8. Access Level

    9. Account Type

    10. Jira Issue

  4. Anonymous Manuscript Review click-wrap template:

Figure 1: Clickwrap Template

####**Before conducting the manuscript review, please agree to the following terms and conditions for anonymous data access:**

**You agree to only access and use the data necessary for the purpose of reviewing the submitted manuscript, and to delete any data downloaded immediately after submitting your review if applicable.**

You agree to abide by the Synapse [Terms of Use](https://s3.amazonaws.com/static.synapse.org/governance/SageBionetworksSynapseTermsandConditionsofUse.pdf?v=4) and [Privacy Policy](https://s3.amazonaws.com/static.synapse.org/governance/SynapsePrivacyPolicy.pdf?v=5).

You confirm that you will not attempt to re-identify research participants for any reason, including for re-identification theory research.

You will not reset your account username or password. If you have issues logging into the account, please inform the Journal Editor.

You agree to report any misuse or data release, intentional or inadvertent, to the Journal Editor within 2 business days of initial knowledge.

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  1. ACT will use email template in Figure 2 to provide Synapse Anonymous Reviewer account information to the journal editor.

  2. ACT will use One Time Secret Password to generate a secret password link for each anonymous reviewer account by copying the Synapse login credentials from the LastPass Shared Synapse Referee Account (username, email and password), generating a secret password and copying the password into the email template.

  3. Using the template insert:

    1. Manuscript name

    2. Author

    3. Link to Synapse entities

    4. One Time Secret Password (Note: Each reviewer should have individual accounts and login credentials)

  4. ACT will email the template to the Editor and update the Jira to indicate that the credentials have been sent. (Note: Do not put the login credentials for the anonymous reviewer accounts in the Jira)

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Dear X,

Synapse accounts have been assigned for the review of the manuscript "[MANUSCRIPT NAME]" by [FIRST AUTHOR]. Each link below contains account login information. One unique account and credentials link has been generated for each manuscript reviewer.

Please note that the links are available for 7 days and will expire once they are clicked once, so please forward each link directly to each reviewer without clicking on it yourself. All reviewers associated with this manuscript review should log into a unique Synapse account.

Login information link for Reviewer 1: [Link created from Share a secret - One Time ]

Login information link for Reviewer 2: [Link created from Share a secret - One Time ]

Login information link for Reviewer 3: [Link created from Share a secret - One Time ]

Please instruct each reviewer to:

  • Log intohttps://www.synapse.org using the account credentials provided

  • Join the [insert team name] by clicking on the “Teams” tab and selecting “Join” for the pending invitation

  • Access the data here [INSERT LINK TO DATA BEING REVIEWED].

Once the reviewers have completed their review, please reply to myself and the Synapse ACT (act@sagebionetworks.org), and we will remove reviewer access to each respective account.

Note that by default, reviewers will lose access to their accounts after 6 months. If you need to extend reviewer access, please let me know via email before [date].

Please let me know if you or the reviewers have any questions. As a reminder, reviewers must remain anonymous, so any account or data access questions they may have should go through you and can be directed towards the researcher and the Synapse ACT (act@sagebionetworks.org).

Thank you,

X

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  1. Once the review is concluded, ACT should revoke access to entities used for the anonymous manuscript review accounts by removing the Anonymous Manuscript Team from the entities and deleting the Reviewer Accounts from the team.

  2. ACT will reset all reviewer account passwords by:

    1. Logging into the anonymous reviewer Synapse account and changing the password.

    2. Update the new account password in LastPass under the Shared-Synapse-Referee-Accounts in the Notes section.

    3. Note: ACT members will need to be invited to this Note in order to have access to passwords and be able to update passwords. This does not apply to the Gmail Google Group account that is tied to the Synapse account.

  3. ACT will update the ACT Zone by moving the information from the “In-Use Accounts” table to the “Previous Assignment of Accounts” table.

  4. ACT will comment on Jira when the account close-out process has been completed and resolve the Jira issue.

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  1. ACT will check the ACT Zone In-Use Accounts table to ensure the account isn’t currently being used. If the account is listed in the Previous Assignment of Accounts table, then the account close-out process has been completed and Sage ACT can proceed with the decommissioning process.

  2. Refer to the IT Confluence /wiki/spaces/IT/pages/1200816129 instructions, step #7.

  3. Create a Jira issue under the IT Operations Project and request removal of the Synapse account. Provide the user Profile ID and Synapse Referee email address in the description.

  4. Once IT has confirmed removal of the account:

    1. Move the account to the “List of Decommissioned Reviewer Accounts and their Access Level” table.

    2. Delete the account information in LastPass.

    3. Delete the account from the Synapse Referee Accounts page.

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VI. Revision History

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