Problems with submissions

Having trouble submitting a manuscript at the CIN Editorial Manager site?

Some of the most frequently encountered problems with submission follow:

My artwork failed the quality check. What should I do?

Editorial Manager expects files submitted as art to conform to the following requirements: file in .EPS or .TIF format, image mode CMYK, and resolution 300 dpi or better.

This applies to screen shots taken from Web sites and software applications, and photos. Editorial Manager’s artwork check will flunk files in JPEG format, because the compression algorithm employed by the file format alters the image quality. Any file submitted as item type “figure” with a Word document file extension will also automatically fail the quality check.

If you have the capability to convert image files to the required format, mode, and resolution, we encourage you to do so before you submit.

If you don’t have the capability, save your artwork at the highest quality possible and keep the files aside. In the event the manuscript is accepted for publication, the editorial office will contact you for the source files. We can convert artwork to the correct format.

For review purposes we recommend embedding artwork in a Word document page. Make sure the figure number and caption appears on the Word page below the image. When you upload the file, select “manuscript” as the file type; this bypasses the artwork quality check. Your images will be incorporated into the review document in a format that is easy for reviewers to read and evaluate.

If you have screen shots to submit, instructions on how to capture and convert screen shots are listed in our guide to artwork, Screen shots and file formats-2011 (PDF).

I thought I submitted my manuscript, but I’ve heard nothing from the editorial office. What happened?

If you don’t receive a confirmation notice, it means the manuscript was not submitted. The usual reason is that a required item is missing from the submission and it is listed as “incomplete” on the author home menu, or the final PDF copy was not approved and forwarded to the editorial office.

Title page, manuscript file, and a copyright transfer form are required files for a new submission. If you are submitting a revised manuscript, a response to reviewers is also required. You can visit the “attach files” page to check whether these items were uploaded successfully.

If all required items are included, then proceed to the “build PDF for my approval” page and wait until the application displays “PDF built and waiting for approval” in the status column at the far right of the page. You must download the PDF, and it’s a good idea to page through it to see if files display properly.

The most important step, however, is going back to the Web site to click on “approve submission.” Answer “yes” to the dialog box that displays. This will forward the manuscript files to the editorial office.

You should receive an e-mail notification that the manuscript has been submitted. If you do not receive the notice, please go back to the Web site to check on the manuscript.

Unfortunately, Editorial Manager does not notify editorial staff when an incomplete or unapproved submission is waiting for attention, and we cannot “see” these items in the context-sensitive menus on our home page. It is the author’s responsibility to make sure that the manuscript submission process is completed.

I made selections, or supplied information, but it didn’t “take.” What happened?

As a Web-based application, Editorial Manager performs frequent screen refresh operations. These are often but not always tied to opening a new screen, clicking on a button, or making a selection from a dropdown window.

As a result, Editorial Manager can be slower to accept input than a software program that resides on a hard drive. It’s essential to be patient when working with EM. If your browser provides a status bar that tells you when a page is loading, keep an eye on it. Wait until pages are finished loading before making selections. If you make a selection but it doesn’t show up, try again.

Sometimes site problems can be resolved by clearing the cache on your browser. However, if the site repeatedly misperforms, contact the editorial office for assistance.

My manuscript disappeared. What happened?

If you submit the manuscript files but are not designated as the corresponding author, Editorial Manager automatically switches the record to the corresponding author’s name when the submission process is completed. All notifications will be sent to the corresponding author’s e-mail address. The author’s home page menu linked to the manuscript will be available only to the person logging in with the corresponding author’s username and password.

I can’t submit my revision. What should I do?

When you receive the e-mail notice from the editorial office requesting revisions on the manuscript, there is a due date in the body of the e-mail. When this due date passes, Editorial Manager will reset the author menus so that submitting a revision for the named manuscript is not possible.

The due date can be reset by the editorial office so that the menu system links go live again. Please e-mail to request a due date extension or to have the manuscript menu reactivated.

Please do not submit a revision as a new manuscript. Editorial Manager retains information such as the abstract, keywords, manuscript classifications, and files submitted for the original manuscript, so that authors will not need to start over when submitting a revised article.

The editorial office also depends on Editorial Manager to maintain continuity in the review process. If you submit a revision as a new manuscript, the review comments, communication history, editorial notes, and previous version are not available to reviewers and editors. This may seriously impede the follow up review and editorial decision.

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As always, if you have questions, you can contact the editorial office for assistance.