Switching Roles

Our journal website is powered by WordPress. A WordPress user account can have only one role at a time. Roles determine what the user can do in the system. There is no concept of “active” vs “inactive” roles per task. So someone cannot literally be assigned as an:

• Author and
• Reviewer

on the same account at the same time. A person can be both a reviewer and an author over the life of their engagement with the journal but this requires acgively switching their assignment in the back-end dashboard by the Administrative Editor.

Switching from Reviewer to Author

So, if you originally signed up as a reviewer, but now want to submit a manuscript as an author, you must contact our Administrative Editor who can switch your role from reviewer to author. Please send an email to hej@newcastle.edu.au requesting a role change.

Switching from Author to Reviewer

Likewise, if you have previously signed up as an author, but an Editor has assigned you as a reviewer, our Administrative Editor can switch your role from author to reviewer. Please send an email to hej@newcastle.edu.au requesting a role change.

How the Gauge Freedom Journal plugin is designed

The GFJ plugin expects and supports role switching, which is standard practice for academic journals.

✅ A person may:

• Submit manuscripts as an author
• Review manuscripts as a reviewer
• Do both over the life of the account

❌ A person may not:

• Review their own manuscript
• Review a manuscript where they are conflicted

Conflict‑of‑interest rules are enforced at the workflow level, not by banning dual participation.

How this works in practice

Scenario 1: Reviewer later becomes an author

1. User originally registers as Reviewer
2. Later, they want to submit a paper
3. An admin (or editor) changes their role to Author
4. They submit the manuscript
5. Their role can be changed back to Reviewer later if needed

✅ Full support
✅ Clean audit trail
✅ Normal journal practice

Scenario 2: Author later becomes a reviewer

Same process in reverse:

• Role is switched from Author → Reviewer
• The user can now receive and submit reviews

Why this design is intentional (and correct)

Academic publishing norms assume:

• Researchers publish papers
• The same researchers review other papers

The GFJ plugin:

• Allows this by design
• Enforces double‑blind review
• Prevents self‑review and direct conflicts
• Keeps editorial authority separate

Best Practice Journal Administration

✅ Use one account per person

• We never duplicate accounts for author vs reviewer
• This keeps identity, history, and accountability clean

✅ Switch roles as needed

• Role changes are instant
• No data loss
• No workflow breakage

✅ Editors manage role changes

• Prevents accidental permission misuse
• Maintains governance integrity

Where an Editor is required to Provide a Manuscript Review

✅ Transparency

• Mark editor‑reviews clearly in the system
• Ensure at least one independent external reviewer where possible

How this is done in practice

1. Editor retains Journal Editor role
2. Editor is explicitly assigned as a reviewer by the system/editor‑in‑chief
3. Another editor or the Editor-in-Chief confirms or issues the final decision

✅ One account
✅ One role
✅ Clear audit trail