The Online Submission Process: Guidelines and Training for Authors

Marlowe H. Smaby, Michael R. Smith, Cleborne D. Maddux

What Is Electronic Submission?

• Submission of manuscripts via diskette or e-mail attachment

• CE&S will accept either type, but is moving toward e-mail only submissions

Why Electronic Submission?

• Submissions can be placed on the Web for review by editorial board members

• Online Web review will be defined and explained later

Online Submission

• The following series of slides will explain, in detail, the requirements for online submission. Before submitting any manuscript, consult the most recent CE&S GUIDELINES FOR AUTHORS. Check a recent issue or choose the following link: http://unr.edu/homepage/smaby/guidelines.html

Preparing the Manuscript for Blind Review

• Authors’ names, addresses, etc. should appear ONLY in a title page and a cover letter.

• The text must contain no clues to authorship

• Mask all references to your identity – Example:

“As we said earlier (Smaby, 2000)”

..should be changed to:

“As we said earlier (Author, 2000)”

• If identity is not masked, manuscripts will be returned without review

General Instructions• Prepare a cover letter to the editor

– Include contact person, address, e-mail address, and statement that ACA ethical standards have been observed

• Indicate one of the following:– Qualitative Submission

– Quantitative Submission

– Position Paper Submission

General Instructions (Cont.)• Indicate the CE&S category of the

manuscript – Choose ONE ONLY: Counselor

Preparation, Supervision, Professional Development, Innovative Methods, or Current Issues.

• Prepare a title page that includes running head, title, authors, addresses, positions, institutions

• Use 12-point Times Roman Font• Double-Space EVERYTHING!

Instructions for Diskette Submission

• 3 ½ inch IBM formatted DISK (We CANNOT accept MacIntosh disks)

• Attach a label to diskette and clearly print:– Author’s name, manuscript title, type of file

(Word for Windows preferred, WordPerfect, or rich text accepted)

• Send to editor via U.S. mail.

Instructions for Submission as E-Mail Attachment

• Send an email message with the manuscript attached to: ces@unr.nevada.edu.

• The body of the message should contain your cover letter (see previous slide).

• The Subject: line of the message should read: – “Qualitative Manuscript Submission,” or– “Quantitative Manuscript Submission,” or– “Position Paper Manuscript Submission”– This will alert our staff to which evaluation form to

use. Each has a different evaluation form.

How to Attach a Manuscript to an E-Mail Message

• Use the mouse to point to the appropriate link below. This will open a new page that explains the process of attaching your manuscript to an email message.

• Use the BACK button of your browser to get back to this slide. If you do not need this help, then click anywhere else on this slide to advance or scroll down.

Choose the browser you use for email:

1. Netscape Communicator

2. Internet Explorer/Outlook Express

After Receiving Your E-Mail or Diskette

• CE&S assigns a code number (example: #6-1-1) and an email message is sent to you acknowledging that we have received your manuscript and that it has been sent out for review

• An e-mail message is sent to three reviewers stating that they have been assigned your manuscript.

After Receiving the Manuscript (cont.)

• The reviewers are chosen by level of expertise and matched with your topic

• The manuscript is placed on a secured server which can be accessed only by assigned reviewers who have been given a specific password

• You will receive a decision from the editor within 10-12 weeks, which may be Accept, Accept Pending Minor Changes, Accept Pending Major Changes, or Reject

Resubmitting After Revision• Prepare a new cover letter• Include your assigned manuscript number• The cover letter should indicate how all

suggestions for change made by editor and reviewers were addressed

• For re-submissions only, it is critical that you combine your cover letter and manuscript into ONE COMPLETE FILE prepared for blind review by three reviewers (which we then post to the web)

• Send the cover letter and the revisions back to the editor.

The Online Review Procedure• CE&S has implemented a new review process that takes

place completely on the Web• All resubmitted manuscripts are reviewed on the Web.

Plans are to conduct both initial and resubmitted reviews on the Web in the near future

• Assigned reviewers read the manuscript on the Web and fill out an evaluation form and revision recommendations to authors.

• Reviewers make editorial comments directly to the file in their own word processor in **BOLD CAPITAL LETTERS**, and then email the file back to us. We return these edited manuscripts to you with your disposition.

After Review is Complete

• Once we receive all 3 reviews back, we will email you a final disposition letter, including the 3 evaluation forms, reviewer recommendations, and copies of the edited manuscript attached

• You will then make changes accordingly (if appropriate), and re-submit using the same process.

Common Problems to Avoid

• Disk not protected in padded Disk Mailer (do not use plain envelope).

• Manuscript not prepared for Blind Review• Resubmitted manuscript does not include

cover letter and manuscript in one complete file. We put your cover letter (identity masked) indicating changes on the web for reviewers.

• Incorrect formatting (not double spaced, no use of page breaks, etc).

• APA style not observed

Tutorial Complete

• Thank you! If you have any questions, please email Michael Smith at ces@unr.nevada.edu

• Or call 775-784-6637 x2069