Instruction to Authors

 
 

Instructions to Authors are a set of guidelines provided by journals, conferences, publishers, or academic institutions to ensure that the submissions meet specific standards and requirements. These instructions typically cover all aspects of manuscript preparation, formatting, submission, and review. They help authors prepare their work in a consistent, professional manner, making it easier for editors, reviewers, and publishers to process the submission.

Here’s a comprehensive outline of typical Instructions to Authors for academic submissions, which can be applied to journals, conferences, or research papers:

General Submission Guidelines

  1. Manuscript Types

    • Clearly specify the types of manuscripts accepted (e.g., original research articles, review papers, short communications, case studies).
    • Indicate whether there are any particular formats or sections required (e.g., introduction, methods, results, discussion, conclusion).

  2. Word/Character Limit

    • Specify any length restrictions for the manuscript (e.g., total word count, character count, or number of pages).
    • If applicable, mention whether references, figures, and tables are included in the word count.

  3. Title and Abstract

    • The title should be descriptive and concise.
    • The abstract should be a brief (typically 150-300 words) summary of the research, including the aim, methodology, key results, and conclusion.
    • Keywords: Authors should provide 3-6 keywords that help in indexing the paper.

  4. Author Details

    • Authors should list their full names, institutional affiliations, and contact information (email addresses).
    • If there are multiple authors, a corresponding author should be identified.
    • The order of authorship should be confirmed before submission, as this will be used in the final publication.

Manuscript Formatting

  1. Document Type

    • Manuscripts should be submitted in a specific file format (e.g., Word, LaTeX, PDF).
    • Ensure the document is properly formatted before submission to avoid delays (e.g., font size, margin size, line spacing).

  2. Font and Line Spacing

    • Common formatting requests include using a standard font like Times New Roman (12-point size), with 1.5 or double line spacing.
    • Use normal margins (e.g., 1 inch on all sides).

  3. Sections and Headings

    • Organize the manuscript into clearly defined sections with appropriate headings and subheadings.
    • Standard sections typically include: Introduction, Methodology, Results, Discussion, Conclusion, and References.

  4. Figures and Tables

    • Figures and tables should be placed within the manuscript (either at the end or inline) or submitted as separate files (depending on journal requirements).
    • Provide clear captions for each figure and table.
    • Ensure that images are of high resolution (typically 300 dpi for images).
    • Use appropriate labeling for tables and figures (e.g., Figure 1, Table 1).

  5. Equations

    • If the manuscript contains equations, ensure they are formatted correctly, using equation editors (e.g., in LaTeX or Word) for clarity.
    • Equations should be numbered consecutively and referenced properly in the text.

  6. Citations and References

    • Use the prescribed citation style (e.g., APA, MLA, Chicago, IEEE, etc.).
    • Cite all sources mentioned in the manuscript, including primary research papers, books, and online resources.
    • Include a complete list of references at the end of the manuscript, formatted according to the chosen citation style.

Ethical Considerations

  1. Originality

    • Manuscripts should be original work, and authors should confirm that the paper has not been submitted or published elsewhere.
    • Ensure proper citation of previous work, avoiding plagiarism.

  2. Authorship

    • Authorship should be based on substantial contributions to the research project. Ensure that all contributors meet the journal's or conference's criteria for authorship.
    • Acknowledge anyone who contributed to the study but did not meet authorship criteria in the Acknowledgments section.

  3. Conflict of Interest

    • Authors must disclose any financial or personal conflicts of interest that could influence the work.

  4. Human and Animal Research Ethics

    • If the research involves human subjects or animals, authors must confirm that ethical approval has been obtained from relevant institutional boards or ethics committees.
    • Provide consent information where applicable (e.g., informed consent from human participants).

  5. Data Availability

    • Specify whether the data supporting the findings of the study are available in publicly accessible repositories or if they are available upon request.

Submission Process

  1. Online Submission System

    • Authors will need to submit their manuscripts via the journal or conference's online submission system (e.g., Editorial Manager, EasyChair, or another platform).
    • During the submission process, authors will typically upload the manuscript and any supplementary files (e.g., figures, data sets).
    • Some journals require a cover letter that includes a summary of the work, its significance, and why it is suitable for the journal.

  2. Peer Review Process

    • Indicate whether the submission will undergo blind peer review (where reviewer identities are hidden from authors) or open peer review (where both authors and reviewers know each other’s identities).
    • Authors should be prepared to make revisions based on reviewer feedback, which may require resubmission of the revised manuscript.

  3. Revisions and Resubmission

    • Authors should carefully address all reviewer comments during the revision process and provide a response to reviewers document detailing how each comment has been addressed.
    • Authors must submit the revised manuscript within the specified timeframe.

  4. Accepted Manuscripts

    • Once a manuscript is accepted for publication, authors may be asked to sign an agreement (e.g., copyright transfer agreement or license agreement) before the work is published.
    • Authors may also be asked to provide final proofs for review.

Additional Instructions (Optional)

  • Supplementary Material: Authors may be asked to submit supplementary material (e.g., data sets, code, videos, appendices) that support the main text.
  • Language and Grammar: Manuscripts should be written in clear, professional academic language. Non-native English speakers may be encouraged to have their papers edited by a professional language editor before submission.

Example of "Instructions to Authors" (Excerpt)

General Information:
We welcome submissions of original research articles, reviews, and short communications on topics related to Computer Science. Submitted papers must not have been previously published or under consideration for publication elsewhere.

Formatting:

  • Manuscripts must be typed in Times New Roman, 12-point font, with 1.5-line spacing and 1-inch margins on all sides.
  • All sections (Abstract, Introduction, Methods, Results, Discussion, References) must be clearly labeled.
  • Figures and tables should be placed within the text where appropriate, or submitted separately if required. Each table and figure must have a descriptive caption.

References:
Use APA style for citations and references. In-text citations should be formatted as: (Smith, 2020), and the reference list should follow the format outlined in the APA 7th edition style guide.

Ethical Approval:
All studies involving human or animal subjects must include a statement on ethical approval, and the relevant committee's name and approval number must be provided.

Conclusion

Instructions to Authors serve as a vital resource for both the submission process and the preparation of a manuscript. Adhering to these instructions is crucial for authors to ensure that their work is accepted and processed efficiently. Following the formatting and ethical guidelines helps maintain consistency across submissions, streamlines the review process, and ensures the integrity and quality of published research.

If you're preparing a manuscript for submission, always check the specific Instructions to Authors of the journal, conference, or publisher you're submitting to, as each may have unique requirements.