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enh(policy): Add discussion about submission volume #357

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67b2290
Add discussion about submission volume
eliotwrobson Nov 29, 2025
781cbf9
Changes based on comments
eliotwrobson Dec 4, 2025
1b2be04
Update author-guide.md
eliotwrobson Dec 4, 2025
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17 changes: 13 additions & 4 deletions how-to/author-guide.md
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Original file line number Diff line number Diff line change
Expand Up @@ -51,7 +51,7 @@ We review packages openly using GitHub Issues.
::::

::::{grid-item}
:::{card} <i class="fa-solid fa-timeline"></i> Review timeline
:::{card} <i class="fa-solid fa-timeline"></i> Review timeline
:link: ../our-process/review-timeline
:link-type: doc
:class-card: left-aligned
Expand Down Expand Up @@ -117,6 +117,15 @@ for pyOpenSci.
as we also want to ensure that everyone working on the project receives full credit
for their effort.

```{note}
**Important**: To ensure quality reviews for all submissions and protect our
volunteer review team, each active submission must have a unique point of contact.
If you are currently the point of contact for another package under review, please
wait until that review is complete before submitting another package.

For more details, see our [submission volume policy](submission-volume).
```

```{note}
If your package is more of a tool to support a specific workflow that
either:
Expand All @@ -140,8 +149,8 @@ If you have questions about any of the elements listed below, you can
check out our [pyOpenSci Python packaging guide](https://www.pyopensci.org/python-package-guide) which includes an overview discussion of best practices
for Python packaging, including discussions of:

- Tools that you can use to create your package
- Tools for creating and publishing documentation.
- Tools that you can use to create your package,
- Tools for creating and publishing documentation,
- Resources for creating files such as the README file, code of conduct, contributing guide, and more.

```{include} ../appendices/editor-in-chief-checks.md
Expand Down Expand Up @@ -253,7 +262,7 @@ default if the package fits into the JOSS scope.

- When you submit your package for pyOpenSci review, you can opt to include a
submission to JOSS after passing pyOpenSci review. In this case, your package
will be evaluated by JOSS through the pyOpenSci review
will be evaluated by JOSS through the pyOpenSci review.
- To complete the JOSS submission, you will also need to craft a **paper.md**
file describing the package following JOSS' standards (see below). More details on the requirements for JOSS can be found on [their website](https://joss.readthedocs.io/en/latest/submitting.html#what-should-my-paper-contain).
- If you choose to opt into the pyOpenSci/JOSS partnership in your review,
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33 changes: 33 additions & 0 deletions our-process/policies.md
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Expand Up @@ -26,6 +26,39 @@ needed.
When submitting a package, please make sure that your GitHub notification
settings are setup to notify you when you receive feedback on the review issue.

(submission-volume)=

## Submission volume and maintainer overlap
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@lwasser lwasser Dec 1, 2025

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This looks really good.


To protect our volunteer peer review team and ensure quality reviews for all
packages, we have policies regarding the volume of simultaneous submissions.

### Unique point of contact requirement

Each submission to pyOpenSci should have one point of contact per package.
Each person listed as a point of contact may have only one submission under
review at a time.

This policy ensures that:

- Review feedback receives appropriate attention from maintainers.
- Maintainers don't become overwhelmed managing multiple concurrent reviews.
- Our volunteer reviewers and editors can focus their efforts effectively.

### Multiple submissions with overlapping maintainer teams

If multiple packages are submitted simultaneously with overlapping maintainer
teams, we will evaluate our volunteer reviewer capacity and may request
staggered submissions to ensure quality review for all packages and to protect
the time and availability of our volunteer editorial team.

We recognize that some situations may warrant exceptions to these guidelines.
For example, two closely related packages that would benefit from review by
the same editorial team may be handled together. All policies may have
exceptions under the discretion of the editors, and decisions will be made by
the Editor-in-Chief based on reviewer capacity and the specific circumstances
of the submission.

## Submitting your package for review in other venues

We recommend submitting your package for review with pyOpenSci before
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