BRILL s Editorial Manager (EM) Manual for Authors Table of Contents

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1 BRILL s Editrial Manager (EM) Manual fr Authrs Table f Cntents Intrductin Getting Started: Creating an Accunt Lgging int EM Changing Yur Access Cdes and Cntact Infrmatin Registratin f ORCID-number (ptinal) Submitting a New Manuscript General Preparatin Creating Yur Submissin Online Making Further Changes t Yur Submissin and Sending It t the Editr Submitting an Invited Manuscript Submitting a Revised Manuscript Trubleshting Unable t Build PDF Submissin Missing frm Main Menu (Crrespnding Authr Changed) Submissin nt Received by Editr... 9 EM v [1] Last revised: 11 Nvember 2015

2 Intrductin This manual explains hw t submit an article using Editrial Manager (EM), ur nline submissin system. It prvides step-by-step instructins n hw t access the EM website fr the jurnal f yur chice and submit yur article nline. Fr quick reference, yu can simply click n ne f the entries in the Table f Cntents at the beginning f this manual and yu will be led straight t that particular sectin. Crss-references t ther relevant sectins have been included in the text where apprpriate, in which case clicking n the sectin number will lead yu t the apprpriate sectin. Shuld yu run int any prblems, please cntact the editrs, r cntact the EM Supprt Team at BRILL Please als have a lk at ur dedicated nline supprt page, which cntains additinal infrmatin, such as instructin vides and a Frequently Asked Questins dcument. 1. Getting Started: Creating an Accunt In rder t submit yur article, yu need t have an accunt in the system. If yu have previusly reviewed fr the jurnal r submitted anther article via this website, yu already have an accunt and can lg in as an Authr using yur ld access cdes (see sectin 2 fr further details n hw t lg in). Likewise, if the editr has sent yu an asking yu t submit an article nline and this includes access cdes, yu can simply lg in with the cdes prvided in the editr s . Otherwise, yu will first need t create an accunt by clicking n Register Nw in the lgin bx n the jurnal s EM website: 1 Fill in yur first name, last name and address and then click n Cntinue : On the next page, fill in the requested infrmatin. Fields that are displayed in red and marked with an asterisk (*) are cmpulsry. Once yu have filled in all the required infrmatin, click n Cntinue at the bttm f the page. On the fllwing page, check the infrmatin shwn and cnfirm that this is crrect by again clicking n Cntinue. Yu will then receive an cntaining yur access cdes s that yu can lg nt the website. 1 The URL f this site can be fund in the jurnal s Instructins fr Authrs and n the inside cver f the print jurnal. EM v [2] Last revised: 11 Nvember 2015

3 2. Lgging int EM G t the Editrial Manager website, enter yur username and passwrd int the apprpriate fields in the lgin sectin and click n Authr Lgin. When yu lg in the first time, yu will be prmpted t change yur passwrd (fr security reasns). After having dne s, yu will see yur authr s main menu, where yu will be able t submit a new manuscript, a revised manuscript, r check the status f an already submitted paper. Shuld yu have frgtten yur username and/r passwrd, click n Send Lgin Details in the lgin bx. On the next page, enter yur first name, last name and address and click n Send Username and Reset Passwrd. Yu will then receive an with temprary access cdes. Every time yur passwrd has been reset, yu will be prmpted t change yur passwrd upn first lgin. 3. Changing Yur Access Cdes and Cntact Infrmatin Once lgged in, yu can change yur access cdes as well as yur cntact infrmatin via Update My Infrmatin in the navigatin bar at the very tp f the page. Any changes can be saved by clicking n Submit at the bttm f the page. When changing yur access cdes, please d nt use special characters (e.g., á, è, etc.) r spaces and make sure t chse a unique set f cdes rather than reusing cdes that yu als use fr ther purpses. When cpying and pasting yur access cdes frm an , make sure nt t cpy an additinal space in frnt r at the end f the access cdes as this will generate lgin errrs. If yu are unable t lg in, please cntact 3.1 Registratin f ORCID-number (ptinal) ORCID is an initiative that allws researchers t btain a unique persnal identifier cde that can be used t link their publicatins unequivcally t their persn. This way, yu can avid cnfusin as t whether r nt a publicatin is indeed yurs r smene else s. Fr mre infrmatin n ORCID, click here. If yu already have an ORCID number, yu can enter this int the ORCID-field n the registratin/cntact infrmatin page in Editrial Manager. The Fetch/Register link next t the ORCID-field allws yu t either retrieve yur ORCID-number autmatically, r t g t the ORCID website and register. When yu are lgged nt the ORCID site, yu can link yur ORCID accunt with yur Editrial Manager Accunt (chse the Authrize ptin). 4. Submitting a New Manuscript 4.1 General Preparatin Please make sure t always check the jurnal s Instructins t Authrs prir t submissin in rder t avid unnecessary delays due t missing infrmatin r incrrect frmatting f the manuscript. Yu can access the Instructins fr Authrs via the link n the left hand side f yur Authr s main menu r thrugh the Instructins fr Authrs link in the blue navigatin bar at the tp f the web page. EM v [3] Last revised: 11 Nvember 2015

4 Many f ur jurnals have a duble-blinded review prcess, in which case yu will be asked t supply a separate title page dcument as well as an annymized manuscript file. In that case, please make sure that the title page dcument includes the title f the manuscript, the names and affiliatins f all authrs as well as any acknwledgments and select the item type Title Page when uplading this file (see als sectin 4.2). The secnd (annymized manuscript) file shuld include the full title f the manuscript, abstract, keywrds and the manuscript text but shuld NOT cntain any f the authrs names r cntact infrmatin. Figures and tables shuld preferably be supplied in separate files. All surce files fr yur manuscript shuld be in an editable file frmat (e.g., MS Wrd fr ms text, tiff/jpg/eps files fr figures). Only if yur manuscript cntains nn- Rman scripts such as Hebrew, Greek, Arabic, etc., r scientific ntatins in frmulae that may end up scrambled in the eventual PDF file f the submissin, we advise t als prvide a PDF file f yur manuscript (in additin t the Wrd file) in which all f these special characters are displayed crrectly. 4.2 Creating Yur Submissin Online If yu wish t submit a manuscript and have n My New Invitatins link in yur Authr s Main Menu, yu can submit yur manuscript via Submit New Manuscript. Yu will then be guided stepwise thrugh the submissin prcess. The actual steps may differ slightly per jurnal depending n the jurnal s needs. Certain steps, hwever, are always required, such as selecting an article type (e.g., Research Article, Bk Review, etc.), prviding a title, the names f all authrs and uplading the surce files f yur article. Instructins fr each submissin step are generally prvided at the tp f the page. In cases where the infrmatin requested is required fr submissin, the instructins will include a statement in red indicating that the step is required. Yu can navigate frm ne page t anther via the Next and Previus buttns n each page, r via the navigatin buttns n the left hand side. The last step in creating yur submissin is uplading the surce files f yur manuscript ( Attach Files step). Yu can uplad each file by selecting the crrect type frm the Item drp dwn menu (nr. 1 in the screensht belw, left; e.g., Title Page, Manuscript, Figure, etc.; item types marked with an asterisk [*] are required fr submissin). Amend the Descriptin if necessary (nr. 2). Then click n Chse Files (nr. 3). This pens a ppup windw where yu can select the file yu wish t uplad. Simply select the apprpriate file (nr. 4 in screensht belw, right), and either click n Open (nr. 5) r drag the selected file(s) t the Or Drag & Drp Files Here area (nr. 5 belw, left). Repeat the prcess until all relevant files have been upladed fr yur submissin. EM v [4] Last revised: 11 Nvember 2015

5 Once upladed, the files yu selected will appear at the bttm f the Attach Files page: If need be, yu can still change the item type via the Item drp dwn menu assciated with a specific file and the descriptin by simply typing ver the current text. When ready, click n Next at the bttm f the page, nce mre n Next and then n Build PDF fr my Apprval. By pressing this last buttn yu cnfirm that the infrmatin yu have upladed is crrect and cmplete and that the system can create a PDF file fr editrial use. Nte that yu will still need t check and apprve the PDF in rder t actually send the article t the editr (see als belw). Open Access Publicatin and Publicatin Charges BRILL ffers its authrs the ptin t publish their article in Open Access. 2 Sme f ur jurnals are full Open Access, which means that if yu submit an article t that jurnal it will be published in Open Access by default. Please nte, hwever, that fr the majrity f ur jurnals, Open Access publicatin is a chice we ffer t ur authrs and hence yu can still chse NOT t publish in Open Access and hence NOT pay any article publicatin fees. Fr mre infrmatin n ur Open Access plicy, fees and t find ut which f ur jurnals are full Open Access, click here. Mre and mre Editrial Manager sites ffer the ptin t indicate during the submissin prcess whether r nt yu wish t have yur article published in Open Access. If this feature is activated n yur site, this will wrk as fllws: After yu have clicked n Build PDF fr my Apprval at the end f the submissin prcess (see abve), yu will be led t a page where yu can indicate whether r nt yu wish t have yur ms published in Open Access (select either Yes r N ). On this page yu can als see what the publicatin charges wuld be fr Open Access publicatin ( View Publicatin Charges buttn): Once yu have selected either Yes r N, the Prceed buttn will be made active. Then click n Prceed s that the system can create the PDF f yur article. Nte that fr Full Open Access jurnals, yu will need t select the Yes ptin in 2 When yu publish an article in Open Access, the article is made available nline fr the general public at n cst fr the reader. Instead, the authr will reimburse the cst fr publicatin by paying an Article Publicatin Charge. EM v [5] Last revised: 11 Nvember 2015

6 rder t be able t prceed with submissin. Als nte that the help text at the tp f the page will already indicate whether r nt Open Access publicatin is a chice fr the jurnal in questin. 4.3 Making Further Changes t Yur Submissin and Sending It t the Editr When the system has created a PDF f yur submissin, yu will receive ntificatin via and yu will find it in Submissins Waiting fr Authr s Apprval in yur main menu. The Actin clumn n the left will cntain a number f links allwing yu t take further actin n the paper. (NOTE: If yu d nt see any specific actin links as shwn belw, but rather ne link called Actin Links, either hver ver the link text with yur muse t view and click the actual links OR press the + symbl in the Actin clumn header t display all links directly n the page.) View Submissin: Opens the PDF f yur submissin. Please check the PDF t ensure that it is cmplete and free f cnversin errrs. Make further changes if required (Edit Submissin, see belw). Apprve Submissin: This will send yur ms t the editr fr further prcessing. If the PDF is kay and yu are ready t submit it t the Editr, first read Brill s cnditins carefully (click here t view; als accessible via the here link n the Waiting fr Apprval page) and check the I agree tick bx in the right hand clumn befre clicking n Apprve Submissin. Edit Submissin: Allws yu t make further changes t the submissin. Clicking n the link will lead yu straight back t the submissin steps as described abve; yu can then make the required changes and create a new PDF fr apprval. Remve Submissin: Allws yu t remve yur submissin. Send will allw yu t send an query t the Editrial Office. Once the manuscript has been sent t the editrs, the paper will be visible in Submissins Being Prcessed in yur main menu and yu will autmatically receive a cnfirmatin f receipt via . NOTE: Any papers shwn in Incmplete Submissins r Waiting fr Apprval in yur main menu have NOT been sent t the editr. Fr these submissins yu will still need t make sure the PDF is built and apprved. Papers that have been submitted successfully will appear in Submissins Being Prcessed until the editr has taken a decisin. EM v [6] Last revised: 11 Nvember 2015

7 5. Submitting an Invited Manuscript The editr may ask yu t submit a manuscript via Editrial Manager. In that case, befre submitting the manuscript, please check if yur main menu cntains an Invited Submissins sectin. If it des, please submit the slicited article via the link(s) displayed fr these flders. My New Invitatins cntains invitatins t submit a manuscript. Fr these invitatins, yu will need t indicate whether yu agree r decline t actually submit a paper. Yu can d this by first clicking n My New Invitatins and then n Agree t Submit (r Decline t Submit). Agreeing t submit will transfer the paper t My Accepted Invitatins. When ready, yu can g t this flder and submit the paper by clicking n Submit Invited Manuscript. This will start up exactly the same submissin prcess as described in sectin 4.2, s please fllw the steps described there n hw t create yur submissin and submit this t the Editrial Office (see als sectin 4.3). 6. Submitting a Revised Manuscript If yu have received a letter frm the editr asking yu t revise yur manuscript, yu will find the manuscript under Submissins Needing Revisin in yur main menu. Here yu will be able t view the manuscript versin that the editr has taken a decisin n (View Submissin) and dwnlad the surce files f that manuscript versin (File Inventry). Shuld the editr have prvided any attachments accmpanying his decisin (fr instance, an anntated manuscript r additinal review cmments), yu will be able t dwnlad these via View Attachments. When ready, yu can submit the revised versin f yur manuscript by clicking n Revise Submissin and then n OK. Yu will then be guided thrugh the same submissin prcess as when yu submitted the riginal versin f the manuscript (see sectin 4.2 fr mre details). Yu can make changes where necessary, uplad the revised files and then build and apprve the pdf. EM v [7] Last revised: 11 Nvember 2015

8 NOTE: The editr usually appreciates (and ften requires) receiving a nte detailing the changes yu have made t yur manuscript. This shuld be upladed with the Respnse t Reviews item type label. Fr revisins, the Waiting fr Apprval and Being Prcessed flders appear in the Revisins sectin in yur main menu. 7. Trubleshting 7.1 Unable t Build PDF If the system des nt prvide a Build PDF fr My Apprval buttn at the end f the submissin steps as described in sectin 4.2, this means that yu have nt yet supplied all the required infrmatin and/r files. The Summary Fllwing Attach Files page at the end f the submissin prcess will in that case indicate in red which infrmatin/files are missing. The verview in the table n this page shws which kind f files are required fr submissin (thse preceeded by an asterisk [*]) and hw many files per item type are currently included in yur submissin. If any required files are missing, they will be highlighted in red in this table. Nte that the system can nly check whether r nt a file has been upladed with a certain item type it cannt check whether the cntents f the file prvided actually match with the item type that yu have selected fr each file. Fr example, if yu have selected the Table item type fr the file with yur manuscript text and have nt prvided anther file with the required Manuscript item type, due t its item label, the system will think that the file cntains tables and will nt knw that it actually cntains the manuscript text (and hence will ask fr a Manuscript file). T slve this, g back t Attach Files. At the bttm f the page then change the selectin in the Item drp dwn menu fr the file frm Table t Manuscript. See sectin 4.2 fr mre details. If yu have failed t supply required infrmatin abut yur submissin (ther than the manuscript files), this will shw up at the bttm f the Summary Fllwing Attach Files page in red. Click n the relevant navigatin buttn n the left t supply the missing infrmatin (e.g., Submit Abstract ). EM v [8] Last revised: 11 Nvember 2015

9 Once yu have prvided all the missing infrmatin and/r files, g t Attach Files, click n Next at the bttm f the page, nce mre n Next and then n Build PDF fr my Apprval. Then check and apprve the PDF as explained in sectin Submissin Missing frm Main Menu (Crrespnding Authr Changed) If yu change the crrespnding authr while creating r editing a submissin, the submissin will be sent t the Crrespnding Authr s main menu fr apprval and will disappear frm yur main menu. In that case, please cntact the Crrespnding Authr and ask him/her t ensure that the submissin is finalized and sent thrugh t the Editr fr further prcessing (see sectins 4.2 and 4.3). 7.3 Submissin nt Received by Editr Please check yur Authr s Main Menu: Only manuscripts that yu find in Submissins Being Prcessed and Revisins Being Prcessed have been received by the editr. Any manuscripts that yu find in Incmplete Submissins, Submissins Waiting fr Authr s Apprval, Incmplete Submissins Being Revised, Revisins Waiting fr Authr s Apprval, and Declined Revisins have nt been received by the editr. The actin links shwn fr the submissins in these flders will allw yu t cmplete the prcess (see als sectins 4.2 and 4.3 fr mre infrmatin). If yu see any mss in Submissins Sent Back t Authr, Submissins Needing Revisin, Revisins Sent Back t Authr, this means that the editr has asked yu t make further changes t thse submissins and is waiting fr yu t take further actin. Yu will have received an explaining which changes yu need t make. If yu have nt received an , please cntact the editr. EM v [9] Last revised: 11 Nvember 2015

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