Information for Journal Editors and Contributors
Short guide to journal production
This guide gives a summary of an editor’s role during the production process, and includes information on timelines, metadata, style, etc. It is a useful resource for editors and guest editors alike.
Consistency across our journal portfolio is very important to us, and all journal submissions should follow our house style (based on the Harvard referencing system). We hope that this document answers all your stylistic queries, however, you can direct any additional style questions to firstname.lastname@example.org.
If contributors have a more specific query about submitting an article to a particular journal, please contact the editor(s) of that journal, whose details can be found on the relevant journal page.
Citation Style Language
We have created a Citation Style Language (CSL) file for Intellect House Style to be used with reference management programs. This CSL is compatible with Mendeley, Zotero, Papers, and many more listed on the citation styles website.
It is very important that images are supplied as high-quality JPEG files as low-resolution images appear fuzzy, jagged and blurry in print. This guide has been produced to help you check that your images are big enough to be used.
Tables, charts and graphs
Please use Microsoft Word’s table feature to create any tables, and embed them in the article when you submit. Each column should be clearly labelled, and we prefer that you avoid the use of merged cells, colour or shading. Do not submit tables as images, PDF or excel files. Graphs (line, bar, pie etc.) should be submitted as high-resolution JPEG files separately, and should follow the same standards as images.
We offer our editors the JAWSevolve submission system, to help track incoming articles, and to allocate peer reviewers. If you're interested in learning more, please contact Mareike, Assistant Journals Manager, at email@example.com
Editorial and Advisory Board management
Running a journal is a lot of work, and being an editor comes with many hats. One of them is managing the Editorial and Advisory Board.
We have put together some tips and suggested action points on how best to approach the objectives of a board, as well as the recruitment process and board maintenance.
Contributor publishing agreement (standard)
Once an article has been accepted for publication, the contributor must complete and submit this form to the Editor. Editors should send the completed forms to their journal's Production Editor when submitting the journal for copy-editing, as we cannot publish without the contributors’ agreement.
Download the Publishing Agreement
Contributor publishing agreement (OA)
We have a separate publishing agreement for any contributors wishing to publish their article Gold Open Access. This should be discussed with the journal's Editor and Production Editor on submission.
Peer review flowchart
Peer review is a vital part of our journal production and quality control. Before an article is accepted for publication, it must undergo double-blind peer review by at least two academics. This flowchart gives an overview of the process.
Peer review recognition and ebook discount
Intellect appreciates the work that flows into every single published piece, not just by authors and editors, but also by peer reviewers. We seek to recognize these efforts by offering a simple way to claim peer reviews via Publons (part of Web of Science, Endnote, Elsevier).
Publons records reviewer activity as a measurable research output, and ensures that peer reviewers get credit each time they complete a peer review.
Once an account has been set up with Publons here (or any of the above-mentioned platforms as the log-in details will be the same), the ‘review receipts’ sent from our editors can be forwarded to firstname.lastname@example.org. Each peer review will then automatically be added to the profile. Peer reviewers should ensure to link the ORCID iD to their Publons account.
To see exactly how to add reviews through email@example.com, please watch the video below: https://youtu.be/gpM1dVsDRys
Note that Publons can add reviews sent to firstname.lastname@example.org to your account if the email address they're sent from is verified against your Publons account.
We also offer journal peer reviewers a 30% discount on Intellect ebooks. To claim your discount, please email email@example.com and copy in the editor of the journal you reviewed for.
Template instructions for peer reviewers
When an article is sent for peer review, the reviewer may need guidance and instructions to ensure a constructive and rigorous review process. This document is only an example and editors are free to edit it as they wish.
Writing better metadata
What is metadata?
Metadata is any data that describes a journal, which includes obvious things such as article title, journal title and publication date, as well as ‘deeper’ data such as licences, references, keywords and abstracts. The keys to good metadata are consistency, accuracy and specificity.
Why do we need rich metadata?
Rich metadata will help make your journal/article more discoverable. It not only helps the research to be found and therefore be cited more and increases sales, it also helps the Intellect marketing team with their efforts in promoting the journal and help libraries, indexers and other databases know what they can do with our content.
But this is not all: Rich metadata also makes a journal more accessible for a number of readers. Read about Intellect’s commitment to make our publications accessible here
What happens if we don’t have rich metadata?
Without rich and consistent metadata, it is easier for journal content to get ‘lost’. Readers might just not be able to identify an article or journal as the right choice for them because of a lack of information, or because of the many other titles that have similar, generic identifiers. If accurate keywords, references, descriptions and author/editor information and ORCIDs are available, a publication will still be discoverable in years to come – something Intellect is of course keen on, as we are proud to publish original thinking!
This document gives advice on writing effective titles, abstracts and keywords in order to increase the visibility of your work.
Running order template
Please make sure that you include a running order when sending journal articles to your production manager for copyediting. This helps us keep track of material, and may be a useful way of recording word counts as well.
Proof corrections template
When sending contributors the proof of their article, please ask them to clearly list any changes in a table, using the page numbers and line numbers printed on the proof. Editors should also use this table for their own proofreading.
Abstracting & Indexing Journal Editor's Guide
For information on Intellect's abstracting and indexing programme and what you can do to improve your journal's chances of being well-indexed, read through our Abstracting & Indexing Journal Editor's Guide.
It is the author’s responsibility to secure written permission from copyright holders for reproducing images, tables, figures or text extracts. If required, copyright permissions must be obtained before the journal is submitted for production. When looking to use material from books/journals, contact the original publisher. For images from an art agency, museum, library or gallery, contact the organization. Photographers typically hold copyright over photographs. This letter can be used as a template when seeking copyright permission.
For information on how you can use the preprint, accepted manuscript and final published version of your journal article, please go to our Self-Archiving Policy page.
Some use of copyright material is allowed within academic publishing under ‘fair dealing’ in UK copyright law, or ‘fair use’ in US law. The UK and US interpretations of fair dealing/use do differ, and this is still a grey area in copyright. Please be aware that it is your responsibility if you choose to use content under fair dealing/use, and we do advise you to seek permission from the copyright holder wherever possible.
Visit the UK Copyright Service website for a fact sheet on using copyright works.
Visit the Society for Cinema and Media Studies website for advice on the use of film stills.
Visit the US-based College Art Association’s Code of Best Practices in Fair Use for the Visual Arts (2015) for advice based on feedback from artists, designers, curators, museum directors, academics, art historians, rights officers and publishers.
We are committed to upholding high standards of ethical behaviour amongst our staff, authors and editors, and maintaining these standards throughout the publication process. Please see our ethical guidelines page for more details.