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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: [email protected].
• 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: #61-1) 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
[email protected]
• Or call 775-784-6637 x2069