Docstoc

Manuscript_Submission_Instructions

Document Sample
Manuscript_Submission_Instructions Powered By Docstoc
					                           Manuscript Submission Instructions

For complete manuscript preparation instructions and guidelines regarding journal policy, see
International Journal of Medical Volunteerism’s Instructions for Authors.

NOTE: Please ensure that your browser is set to accept cookies, as the system requires them for
proper operation.

Navigating the Site
Information and Materials You Will Need
Submission Process
Protected/Encrypted Files
Unusual Characters
Getting Help
Checking Manuscript Status
Review Process
Submit Your Manuscript

Navigating the Site

The first time you use the International Journal of Medical Volunteerism’s manuscript submission site,
you will be asked to register for an account, which includes choosing a user name and password. You
will use the same user name and password for author and reviewer functions. Please save this
information and do not share your user name and password. After setting up your account and logging
in, you will reach a Home Page personalized for you, where different categories of tasks are listed. If
you are required to perform a task, a red arrow will appear next to a manuscript link. If no red arrows
are visible on your Home Page, you have no outstanding tasks to complete.

You may log into the system at any time to submit a manuscript or to check on the status of
previously submitted manuscripts. To submit a manuscript, select the Submit Manuscript link.

If you have previously submitted a manuscript to IJMV, at least 1 of these folders will appear beneath
the Submit Manuscript link:

      Live Manuscripts: This folder includes links to all manuscripts currently under review.
      Post Decision Manuscripts: This folder includes links to all manuscripts for which a final
       editorial decision has been made.

Information and Materials You Will Need

Before submitting a manuscript, please gather the following information and materials:

      All Authors
             Full names: First Name (Given) and Last Name (Family or Surname) (eg, Jane Q.
                Author or Q. Jane Author, not JQ Author or QJ Author).
             E-mail addresses (required for all authors). Note: The e-mail address is used to
                differentiate between users with similar names, so accuracy is important.
             Postal/mail address for the corresponding author.
             Telephone and fax numbers for the corresponding author.
      Title. (You can copy and paste this from your manuscript, but do not delete the title from the
       manuscript file. Make sure there are no line breaks in the title.)
      Abstract. (You can copy and paste this from your manuscript, but do not delete the abstract
       from the manuscript file. If submitting a structured abstract, add a line space between each
       section.) Follow word limit instructions for abstracts (see Instructions for Authors).
       Conflict of Interest Disclosures: Each author’s conflicts of interest and financial disclosures,
        including declarations of no financial interest, must be included in the cover letter and on the
        financial disclosure form(s) or in an attachment to the form(s). For more information see the
        Instructions for Authors.
       Cover letter.
       Manuscript: Acceptable manuscript file formats include Word and WordPerfect. Do not submit
        the manuscript file as a PDF. Your manuscript will be converted to a PDF during the
        submission process. Do not include line numbers as these will be added to your manuscript
        during the PDF conversion process. The manuscript file should be double-spaced throughout,
        and should contain the following items in this order: title page, abstract, manuscript text,
        Acknowledgment section, references, figure legends, and tables. For other requirements, see
        the Instructions for Authors. For your manuscript files, we recommend individual file sizes of
        no more than 500 KB, with the total size for all files not exceeding 5 MB (not including any
        video files). Additional information on preparing files suitable for editorial assessment can be
        found in the Manuscript Preparation section of our Instructions for Authors.
       Tables: For initial submission and review, acceptable table file formats include Excel, Word,
        WordPerfect, and PDF. If using Excel, do not place tables on individual spreadsheets within the
        same file because only the top sheet will be converted. Tables can be appended to the end of
        the manuscript text file (after any figure legends) or uploaded as separate files. Additional
        information can be found in the Instructions for Authors and in Instructions for Table Creation.
        Please note: If you are asked to submit a revised manuscript, you will be asked to place the
        tables at the end of the manuscript file, after any figure legends.
       Figures: For initial submission and review, acceptable figure file formats are AI, BMP, DOC,
        EMF, EPS, JPG, PDF, PPT, PSD, TIF, WMF, and XLS. Figures should be of sufficient quality for
        editorial assessment. Figures should be loaded as separate files, particularly for manuscripts
        with large numbers of figures. In addition, for multi-part figures, we recommend creating 1 file
        for each figure, with all parts included in the same file. If you are using a dial-up Internet
        connection, you may wish to avoid embedding graphics files in your main document as this
        will substantially increase the size of the file and prolong the time it takes to upload. For more
        information, see Tips. Please note: If you are asked to submit a revised manuscript, you will
        be required to place each figure in a separate file and upload them as separate files. If your
        manuscript is accepted, you may be asked to provide high-resolution, uncompressed TIFF files
        (see Technical Requirements for Figures). Additional information on figure preparation can be
        found in the Instructions for Authors.
       Video: For editorial and peer review of an initial submission, submit videos in .mov, .wmv,
        .mpg, .mpeg, .mp4 or .avi file format. To facilitiate uploading and reviewing, the initial video
        submitted should not exceed 10 MB. Verify that all videos are viewable in QuickTime or
        Windows Media Player before submission. Once the video has been approved for submission,
        you will be asked to upload an uncompressed version of the file in .dv or similar format (no
        size limit) with minimum physical dimensions of 480 pixels wide and 360 pixels high to a
        secure FTP server. Please be prepared to provide this larger version promptly upon request.

For each video, provide a citation in the appropriate place in the manuscript text and include a title (a
brief phrase, preferably no longer than 10 to 15 words) and a caption/legend (brief description or
summary of the content) at the end of the manuscript. In the video caption/legend, specify the video
file format and briefly describe the content of the video. Also, enter the same title and caption/legend
in the designated fields on the Web-based manuscript submission system when uploading each video.
If multiple video files are submitted, number them in the order in which they should be viewed.

If the author does not hold copyright to the video, the author must obtain permission for the video to
be published in the IJMV. This permission must be for unrestricted use in all print, online, and licensed
versions of the IJMV. Additional information can be found in the Instructions for Authors. Submit the
completed form to reproduce copyright-protected material to the editorial office.

Note: If the manuscript and accompanying video(s) are accepted for publication, all video files will be
placed into a journal video frame and may be edited by the journal staff according to journal style.
        Authorship Forms are required for all authors. Do not submit these forms until after you have
         submitted your manuscript and received a manuscript number (the manuscript number is
         displayed on the Receipt screen during submission). Be sure the manuscript number is
         included in the space provided on each author’s form and send these to the editorial office by
         mail (International Journal of Medical volunteerism, PO Box 7522, Atlanta, GA 30357) or fax
         (+404-616-8202).
        Patient Identifiability: If a patient is identifiable from the text of your manuscript or by a
         photograph or other image or a genetic pedigree chart that you submit for publication, a
         “consent for publication of identifying material in IJMV” is required. Placing a black box over a
         patient’s eyes is not sufficient to make a patient unrecognizable. The form may be obtained
         from the Instructions for Authors. Do not submit this form until after you have submitted your
         manuscript and received a manuscript number (the manuscript number is displayed on the
         Receipt screen during submission). Be sure the manuscript number is included in the space
         provided for the title or subject of the article. Send it to the editorial office by mail
         (International Journal of Medical volunteerism, PO Box 7522, Atlanta, GA 30357) or fax
         (+404-616-8202). The manuscript will not be reviewed until this consent is received.

Submission Process

The manuscript submission process includes 6 steps that gather information about your manuscript
and allow you to upload the pertinent files (cover letter, manuscript text, tables, figures, and related
materials).

    1. Select Manuscript Category and Number of Authors. After clicking to submit your
       manuscript, you will be reminded of the information required for submission and you will be
       asked to select the Category of Manuscript. In addition, you must enter the number of
       coauthors before continuing to the submission form.
    2. Complete Submission Form. On this form, you will be asked to enter author details
       including contact information for all authors and the manuscript title and abstract (if required),
       and answer a series of questions related to your manuscript submission. You also will be asked
       to indicate how many separate files constitute your complete submission. Please note: If you
       are the corresponding author, enter your information in the corresponding author fields; do
       not re-enter the same information in the coauthor fields.

         At the bottom of the submission form is a Save and Exit button that allows you to
         save a partially completed submission form to finish at a later time. However, we
         recommend that you submit your manuscript in one session, if possible, to expedite
         the editorial review process.
    3.   Transfer Manuscript Files. After successfully completing the submission form, you will be
         asked to indicate the locations and format of each of your files. After completing this screen,
         your files will be uploaded to our server.
    4.   Review Manuscript Information and Print Receipt. When the file transfer is complete,
         your manuscript is assigned a manuscript number. This number, along with a summary of
         your submission details, is presented for your review and confirmation. This screen should be
         printed for your records as a receipt of submission.
    5.   Check That Manuscript Files Are in the Correct Order. The Archives of Otolaryngology-
         Head & Neck Surgery system creates PDFs of each of your submitted files. In addition, it
         creates a single PDF of your manuscript, regardless of the number of files you designated for
         transfer. At the bottom of the Receipt screen, you are asked to indicate the order in which you
         wish to present your manuscript files to the Archives of Otolaryngology-Head & Neck Surgery
         editorial team. This information is used by the system in preparing the single, merged PDF of
         your manuscript.
    6.   Review and Approve Converted Manuscript Files. After the individual and/or merged
         PDFs have been created, you will be asked to review and approve the PDF of your cover letter
         and either the PDF of your article file (if only a single file was provided) or the merged
         manuscript PDF (if multiple files were provided) to ensure that you are satisfied with how your
         manuscript will be displayed. You may add, delete, or replace manuscript files at this time.
         When you are satisfied that the submission is complete and can be viewed, click the Confirm
       Approved Converted Files link under Manuscript Tasks. Please note: Clicking this link will
       complete your submission and initiate the review process. We will not begin the editorial
       review process for your manuscript if you have not clicked this link.

Protected/Encrypted Files

The manuscript submission system cannot convert password-protected or encrypted files. If any of
your files are password protected or encrypted, you should disable the protection or encryption before
submission.

Unusual Characters

Occasionally you may notice that unusual or erroneous characters appear in your text in place of the
intended text. This is caused by your browser character settings. To prevent this problem, you should
make your character settings as broad as possible by choosing a Unicode or ISO character setting. To
check or change your current settings, choose View from your browser menu and then Encoding.

Getting Help


If you need additional help, you can click on the help signs    that appear throughout the system. A
help dialogue box will pop up with context-sensitive help. If you have questions or problems with your
submission, please contact the editorial office by e-mail at ijmv.org or by telephone at +404-616-
8261 (8 AM to 5 PM Eastern Time, Monday through Friday).

Checking Manuscript Status

After you approve your manuscript, you are finished with the submission process. To check the status
of your manuscript throughout the editorial review process:

   1. Log into the system with your user name and password.
   2. Select the Live Manuscripts folder on your Home Page.
   3. Select the Check Status link for the appropriate manuscript.

Review Process

The manuscript submission and editorial review process is as follows:

   1. An author submits a manuscript.
   2. The manuscript is assigned to an editor.
   3. The editor reviews the manuscript and makes an initial decision based on manuscript quality
      and editorial priorities, usually either to send the manuscript to peer reviewers or to reject the
      manuscript at that point so that the author can submit it to another journal.
   4. For those manuscripts sent to peer reviewers, the editor makes a decision based on editorial
      priorities, manuscript quality, reviewer recommendations, and perhaps discussion with fellow
      editors. At this point, the decision is usually to request a revised manuscript, reject the
      manuscript, or provisionally accept the manuscript.
   5. The decision letter is sent to the author.

Submit Your Manuscript

The manuscript submission process starts by clicking the Submit Manuscript link on your Home Page.
Make sure you have gathered all of the required manuscript information listed above before starting
the submission process.
We prefer that all submissions be handled via the online system unless otherwise noted. After
completing your submission online, do not send an additional copy by mail or fax.

If you cannot submit online for any reason or have other questions about manuscript submission,
please contact the Archives of Otolaryngology-Head & Neck Surgery editorial office at IJMV.org or call
404-616-4681(8 AM to 5 PM Eastern Time, Monday through Friday).
Navigating the Site

The first time you use the Archives of Otolaryngology-Head & Neck Surgery manuscript submission
site, you will be asked to register for an account, which includes choosing a user name and password.
You will use the same user name and password for author and reviewer functions. Please save this
information and do not share your user name and password. After setting up your account and logging
in, you will reach a Home Page personalized for you, where different categories of tasks are listed. If
you are required to perform a task, a red arrow will appear next to a manuscript link. If no red arrows
are visible on your Home Page, you have no outstanding tasks to complete.

You may log into the system at any time to submit a manuscript or to check on the status of
previously submitted manuscripts. To submit a manuscript, select the Submit Manuscript link.

If you have previously submitted a manuscript to Archives of Otolaryngology-Head & Neck Surgery, at
least 1 of these folders will appear beneath the Submit Manuscript link:

      Live Manuscripts: This folder includes links to all manuscripts currently under review.
      Post Decision Manuscripts: This folder includes links to all manuscripts for which a final
       editorial decision has been made.

Information and Materials You Will Need

Before submitting a manuscript, please gather the following information and materials:

      All Authors
             Full names: First Name (Given) and Last Name (Family or Surname) (eg, Jane Q.
                Author or Q. Jane Author, not JQ Author or QJ Author).
             E-mail addresses (required for all authors). Note: The e-mail address is used to
                differentiate between users with similar names, so accuracy is important.
             Postal/mail address for the corresponding author.
             Telephone and fax numbers for the corresponding author.
      Title. (You can copy and paste this from your manuscript, but do not delete the title from the
       manuscript file. Make sure there are no line breaks in the title.)
      Abstract. (You can copy and paste this from your manuscript, but do not delete the abstract
       from the manuscript file. If submitting a structured abstract, add a line space between each
       section.) Follow word limit instructions for abstracts (see Instructions for Authors).
      Conflict of Interest Disclosures: Each author’s conflicts of interest and financial disclosures,
       including declarations of no financial interest, must be included in the cover letter and on the
       financial disclosure form(s) or in an attachment to the form(s). For more information see the
       Instructions for Authors.
      Clinical Trial Registration: Registration is required for all randomized clinical trials. The name
       of the registry and registration identifier must be included at the end of the abstract before
                                              Clinical Trial Registration
       being submitted for peer review. Please review
       Requirements located in the Instructions for Authors.
      Cover letter.
      Manuscript: Acceptable manuscript file formats include Word and WordPerfect. Do not submit
       the manuscript file as a PDF. Your manuscript will be converted to a PDF during the
       submission process. Do not include line numbers as these will be added to your manuscript
       during the PDF conversion process. The manuscript file should be double-spaced throughout,
       and should contain the following items in this order: title page, abstract, manuscript text,
       Acknowledgment section, references, figure legends, and tables. For other requirements, see
       the Instructions for Authors. For your manuscript files, we recommend individual file
       sizes of no more than 500 KB, with the total size for all files not exceeding 5 MB (not including
        any video files). Additional information on preparing files suitable for editorial assessment can
        be found in the Manuscript Preparation section of our Instructions for Authors.
       Tables: For initial submission and review, acceptable table file formats include Excel, Word,
        WordPerfect, and PDF. If using Excel, do not place tables on individual spreadsheets within the
        same file because only the top sheet will be converted. Tables can be appended to the end of
        the manuscript text file (after any figure legends) or uploaded as separate files. Additional
        information can be found in the   Instructions for Authors and in Instructions for
        Table Creation. Please note: If you are asked to submit a revised manuscript, you will be
        asked to place the tables at the end of the manuscript file, after any figure legends.
       Figures: For initial submission and review, acceptable figure file formats are AI, BMP, DOC,
        EMF, EPS, JPG, PDF, PPT, PSD, TIF, WMF, and XLS. Figures should be of sufficient quality for
        editorial assessment. Figures should be loaded as separate files, particularly for manuscripts
        with large numbers of figures. In addition, for multi-part figures, we recommend creating 1 file
        for each figure, with all parts included in the same file. If you are using a dial-up Internet
        connection, you may wish to avoid embedding graphics files in your main document as this
        will substantially increase the size of the file and prolong the time it takes to upload. For more
        information, see Tips. Please note: If you are asked to submit a revised manuscript, you will
        be required to place each figure in a separate file and upload them as separate files. If your
        manuscript is accepted, you may be asked to provide high-resolution, uncompressed TIFF files
        (see   Technical Requirements for Figures). Additional information on figure
        preparation can be found in the Instructions for Authors.
       Video: For editorial and peer review of an initial submission, submit videos in .mov, .wmv,
        .mpg, .mpeg, .mp4 or .avi file format. To facilitiate uploading and reviewing, the initial video
        submitted should not exceed 10 MB. Verify that all videos are viewable in QuickTime or
        Windows Media Player before submission. Once the video has been approved for submission,
        you will be asked to upload an uncompressed version of the file in .dv or similar format (no
        size limit) with minimum physical dimensions of 480 pixels wide and 360 pixels high to a
        secure FTP server. Please be prepared to provide this larger version promptly upon request.

For each video, provide a citation in the appropriate place in the manuscript text and include a title (a
brief phrase, preferably no longer than 10 to 15 words) and a caption/legend (brief description or
summary of the content) at the end of the manuscript. In the video caption/legend, specify the video
file format and briefly describe the content of the video. Also, enter the same title and caption/legend
in the designated fields on the Web-based manuscript submission system when uploading each video.
If multiple video files are submitted, number them in the order in which they should be viewed.

If the author does not hold copyright to the video, the author must obtain permission for the video to
be published in the Archives of Otolaryngology-Head & Neck Surgery. This permission must be for
unrestricted use in all print, online, and licensed versions of the Archives of Otolaryngology-Head &
                                              Instructions for Authors. Submit the
Neck Surgery. Additional information can be found in the
completed form to reproduce copyright-protected material to the editorial office.

Note: If the manuscript and accompanying video(s) are accepted for publication, all video files will be
placed into a journal video frame and may be edited by the journal staff according to journal style.


       Authorship Forms are required for all authors. Do not submit these forms until after you
        have submitted your manuscript and received a manuscript number (the manuscript number
        is displayed on the Receipt screen during submission). Be sure the manuscript number is
        included in the space provided on each author’s form and send these to the editorial office by
        mail (Archives of Otolaryngology-Head & Neck Surgery, 183 Tuckahoe Farm Ln,
        Charlottesville, VA 22901, USA) or fax (+434-973-3454).
       Patient Identifiability: If a patient is identifiable from the text of your manuscript or by a
        photograph or other image or a genetic pedigree chart that you submit for publication, a
        “consent for publication of identifying material in Archives of Otolaryngology-Head & Neck
         Surgery” is required. Placing a black box over a patient’s eyes is not sufficient to make a
         patient unrecognizable. The form may be obtained from the Instructions for Authors.
         Do not submit this form until after you have submitted your manuscript and received a
         manuscript number (the manuscript number is displayed on the Receipt screen during
         submission). Be sure the manuscript number is included in the space provided for the title or
         subject of the article. Send it to the editorial office by mail (Archives of Otolaryngology-Head &
         Neck Surgery, 183 Tuckahoe Farm Ln, Charlottesville, VA 22901, USA) or fax (+434-973-
         3454). The manuscript will not be reviewed until this consent is received.

Submission Process

The manuscript submission process includes 6 steps that gather information about your manuscript
and allow you to upload the pertinent files (cover letter, manuscript text, tables, figures, and related
materials).

    1. Select Manuscript Category and Number of Authors. After clicking to submit your
       manuscript, you will be reminded of the information required for submission and you will be
       asked to select the Category of Manuscript. In addition, you must enter the number of
       coauthors before continuing to the submission form.
    2. Complete Submission Form. On this form, you will be asked to enter author details
       including contact information for all authors and the manuscript title and abstract (if required),
       and answer a series of questions related to your manuscript submission. You also will be asked
       to indicate how many separate files constitute your complete submission. Please note: If you
       are the corresponding author, enter your information in the corresponding author fields; do
       not re-enter the same information in the coauthor fields.

         At the bottom of the submission form is a Save and Exit button that allows you to
         save a partially completed submission form to finish at a later time. However, we
         recommend that you submit your manuscript in one session, if possible, to expedite
         the editorial review process.
    3.   Transfer Manuscript Files. After successfully completing the submission form, you will be
         asked to indicate the locations and format of each of your files. After completing this screen,
         your files will be uploaded to our server.
    4.   Review Manuscript Information and Print Receipt. When the file transfer is complete,
         your manuscript is assigned a manuscript number. This number, along with a summary of
         your submission details, is presented for your review and confirmation. This screen should be
         printed for your records as a receipt of submission.
    5.   Check That Manuscript Files Are in the Correct Order. The Archives of Otolaryngology-
         Head & Neck Surgery system creates PDFs of each of your submitted files. In addition, it
         creates a single PDF of your manuscript, regardless of the number of files you designated for
         transfer. At the bottom of the Receipt screen, you are asked to indicate the order in which you
         wish to present your manuscript files to the Archives of Otolaryngology-Head & Neck Surgery
         editorial team. This information is used by the system in preparing the single, merged PDF of
         your manuscript.
    6.   Review and Approve Converted Manuscript Files. After the individual and/or merged
         PDFs have been created, you will be asked to review and approve the PDF of your cover letter
         and either the PDF of your article file (if only a single file was provided) or the merged
         manuscript PDF (if multiple files were provided) to ensure that you are satisfied with how your
         manuscript will be displayed. You may add, delete, or replace manuscript files at this time.
         When you are satisfied that the submission is complete and can be viewed, click the Confirm
         Approved Converted Files link under Manuscript Tasks. Please note: Clicking this link will
         complete your submission and initiate the review process. We will not begin the editorial
         review process for your manuscript if you have not clicked this link.

Protected/Encrypted Files
The manuscript submission system cannot convert password-protected or encrypted files. If any of
your files are password protected or encrypted, you should disable the protection or encryption before
submission.

Unusual Characters

Occasionally you may notice that unusual or erroneous characters appear in your text in place of the
intended text. This is caused by your browser character settings. To prevent this problem, you should
make your character settings as broad as possible by choosing a Unicode or ISO character setting. To
check or change your current settings, choose View from your browser menu and then Encoding.

Getting Help


If you need additional help, you can click on the help signs    that appear throughout the system. A
help dialogue box will pop up with context-sensitive help. If you have questions or problems with your
submission, please contact the editorial office by e-mail at archoto@jama-archives.org or by
telephone at +434-960-9202 or +434-960-9203 (8 AM to 5 PM Eastern Time, Monday through
Friday).

Checking Manuscript Status

After you approve your manuscript, you are finished with the submission process. To check the status
of your manuscript throughout the editorial review process:

   1. Log into the system with your user name and password.
   2. Select the Live Manuscripts folder on your Home Page.
   3. Select the Check Status link for the appropriate manuscript.

Review Process

The manuscript submission and editorial review process is as follows:

   1. An author submits a manuscript.
   2. The manuscript is assigned to an editor.
   3. The editor reviews the manuscript and makes an initial decision based on manuscript quality
      and editorial priorities, usually either to send the manuscript to peer reviewers or to reject the
      manuscript at that point so that the author can submit it to another journal.
   4. For those manuscripts sent to peer reviewers, the editor makes a decision based on editorial
      priorities, manuscript quality, reviewer recommendations, and perhaps discussion with fellow
      editors. At this point, the decision is usually to request a revised manuscript, reject the
      manuscript, or provisionally accept the manuscript.
   5. The decision letter is sent to the author.

Submit Your Manuscript

The manuscript submission process starts by clicking the Submit Manuscript link on your Home Page.
Make sure you have gathered all of the required manuscript information listed above before starting
the submission process.

We prefer that all submissions be handled via the online system unless otherwise noted. After
completing your submission online, do not send an additional copy by mail or fax.

If you cannot submit online for any reason or have other questions about manuscript submission,
please contact the Archives of Otolaryngology-Head & Neck Surgery editorial office at
archoto@jama-archives.org          or +434-960-9202 or +434-960-9203 (8 AM to 5 PM Eastern
Time, Monday through Friday).


Please press   HOME to continue.

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:15
posted:12/19/2011
language:
pages:10