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

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Add discussion about submission volume
eliotwrobson Nov 29, 2025
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eliotwrobson Dec 4, 2025
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Update author-guide.md
eliotwrobson Dec 4, 2025
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11 changes: 10 additions & 1 deletion 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](../our-process/policies.html#submission-volume-and-maintainer-overlap).
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@lwasser lwasser Dec 1, 2025 •
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@eliotwrobson , actually, this link is breaking CI.

what i suggest instead is to create a target at

policies.html#submission-volume-and-maintainer-overlap
that looks like this

(submission-volumne)=

Then your link here can look like this

[submission volume policy](submission-volume)

  internally linking to #../our-process/policies.html#submission-volume-and-maintainer-overlap; the file exists, but the hash '../our-process/policies.html#submission-volume-and-maintainer-overlap' does not

```

```{note}
If your package is more of a tool to support a specific workflow that
either:
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32 changes: 32 additions & 0 deletions our-process/policies.md
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Expand Up @@ -26,6 +26,38 @@ 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 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 unique point of contact per package.
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@sneakers-the-rat sneakers-the-rat Dec 2, 2025

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Suggested change
Each submission to pyOpenSci should have one unique point of contact per package.
Each submission to pyOpenSci should have one point of contact per package.

super minor thing - using unique twice across these sentences is somewhat redundant and could be confusing: if there can only be one of something in a set, it is by definition unique within that set, so this makes me wonder if the use of unique here is supposed to mean something different than the use of unique in the next sentence.

At any given time, all points of contact across all active submissions (those
under review) should be unique.
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the language is a little database-like, like i know what you mean, but maybe a more plain language description is something like "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
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@hamogu hamogu Dec 2, 2025

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Suggested change
- 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
- 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.

### Edge cases and exceptions

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. We will evaluate edge cases
to this policy as they arise, and decisions will be made by the Editor-in-Chief
based on reviewer capacity and the specific circumstances of the submission.

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i sort of think that adding this caveats section here would make it so that one would expect a caveats subsection for every rule that has caveats, rather than having a single caveats section for all policies like "all policies may have exceptions and etc. under the discretion of the editors..." but again extremely minor

## Submitting your package for review in other venues

We recommend submitting your package for review with pyOpenSci before
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