BRILL EM Manual for Authors

Table of Contents
Introduction .............................................................................................................................................................. 2 1. 2. 3. 4. 5. Creating an Account .......................................................................................................................................... 2 Logging into EM................................................................................................................................................. 3 Submitting an Unsolicited Manuscript.............................................................................................................. 3 Submitting a Solicited Manuscript .................................................................................................................... 6 Submitting a Revised Manuscript ..................................................................................................................... 6

Introduction
The journal you wish to submit a paper to uses Editorial Manager (EM), an online submission and peer-review tracking system, which means that you will need to submit your manuscript via the Editorial Manager website of this journal. Below you will find step-by-step instructions as to how to access the Editorial Manager website submit your article online. Should you run into any problems submitting your article, please contact the Editorial Office, or contact the EM Coordinator at BRILL directly at EM@brill.nl.

1. Creating an Account
In order to submit your article, you will need to have an account in the system. Should you have received an email from the editor asking you to submit an article online and this email includes access codes, then you already have an account (in which case you can log into the site directly; see Section 2 for further details on how to log in). Otherwise, you may need to create this account yourself. If you have no account in the system yet, you will need to create one yourself. You can do this as follows: First go to the journals EM website1 and click on the Register Now link in the login section:

Then fill in your first name, last name and email address and click on Continue:

On the next page, fill in the requested information. Fields that are displayed in red and marked with an asterisk (*) are compulsory. When you have filled in all the required fields, click on the Continue button at the bottom of the page. On the next page, check the information shown and confirm that this is correct by again clicking on the Continue button. Editorial Manager will then send you an email containing the access codes with which you can now log in to the website.

The URL of this site can be found in the journals Instructions for Authors and on the inside cover of the print journal.

2. Logging into EM
Go to the Editorial Manager website, fill in your username and password into the appropriate fields in the login section and click on Author Login. This will lead you to your authors main menu, where you will be able to submit a new manuscript, a revised manuscript, or check the status of an already submitted paper.

Should you have forgotten your username and/or password, you can have your access codes resent to you by clicking on the Send Username/Password link in the login section and then filling out your first name, last name and email address. Click on the Send Username/Password button to have the access codes sent to your email address. Once logged in, you can change your username via the Update My Information link in the navigation bar at the very top of the webpage.

3. Submitting an Unsolicited Manuscript

If you wish to submit a manuscript and have no My New Invitations link in your Authors Main Menu, you can submit your manuscript via the Submit New Manuscript link. Please make sure to always check the Instructions to Authors prior to submission in order to avoid unnecessary delays due to missing information or incorrect formatting of the manuscript. You can access the Instructions for Authors via the link on the left hand side of your main menu.

You will then be guided stepwise through the submission process. The actual steps may differ slightly per journal depending on the journals needs. Certain steps, however, are always required, such as selecting an article type (e.g., Research Article, Book Review, etc.), providing a title, the names of all authors and uploading the source files of your article. The help texts at the top of the page will indicate whether you are required to submit the information requested and will provide additional instructions where necessary. You can navigate from one page to another via the Next and Previous buttons on each page, or via the navigation buttons on the left hand side. The last step in creating your submission is uploading the source files of your manuscript, on the Attach Files page. You can upload each file by selecting the correct Item type from the Item drop down menu (e.g. Title Page, Manuscript, Figure, etc.), then amending the Description (if

necessary) and then clicking on the Browse button. The latter action opens a popup window allowing you to select the file you wish to upload. Simply select the correct file and click on Open and then click on the Attach This File button. Repeat the process for each file.

The files you have uploaded will appear at the bottom of the page. If need be, you can change the item type via the drop down menu associated with a specific file and the description by simply typing over the current text. When all is in order, click on the next button at the bottom of the page and then again on Next and then on Build PDF for my Approval.

The system will now build a pdf file of your submission for editorial use. Note that you will need to check the pdf and will need to approve it in order to actually submit the article to the editor. You will find the submission in the Submissions Waiting for Approval folder in your main menu.

As soon as the PDF has been built, you will receive notification via email and the action column on the left side will contain links allowing you to proceed with submission of the paper: In order to view the PDF of your submission and ensure that it is complete and free of conversion errors, click on the View Submission link. If you wish to make further changes to the submission, click on Edit Submission, this will lead yo u straight back to the submission steps as described below; you can then make the required changes and rebuild the PDF. Should you wish to remove your submission, click on Remove Submission. Send Email will allow you to send an email query to the Editorial Office. When you are ready to submit the paper to the Editorial Office, first read Brills conditions carefully (available at http://brill.nl/downloads/conditions.pdf and under the here link on the Waiting for Approval page), check the I agree tickbox in the right hand column, and then click on the Approve Submission action link in the left hand column and on OK.

The paper should now be visible in the Submissions being Processed folder in your main menu. NOTE that any papers that appear in Incomplete Submissions or Waiting for Approval folders in your main menu will not have been successfully submitted to the Editorial Office and that you will need to make sure the PDF is built and approved. Papers that have been submitted successfully will appear in the Submissions Being Processed folder until the editor has taken a decision. In this folder you can also check the status of the article: there is a Current Status column at the very right.

4. Submitting a Solicited Manuscript

The editor may decide to ask you to submit a manuscript on a specific subject via Editorial Manager. In that case, before submitting the manuscript, please check if your main menu contains a n Invited Submissions section. If it does, please submit the solicited article via the link(s) displayed for these folders. The My New Invitations link contains any invitations to submit a manuscript where you still need to indicate whether you agree or decline to actually submit a paper as requested by the editor. In order to be able to submit your article, please click on the My New Invitations link and then on the Agree to Submit link. This will transfer the paper to your My Accepted Invitations folder. If you go to this folder, you can submit the paper by clicking on Submit Invited Manuscript. This will start up exactly the same submission process as described in section 3, so please go to section 3 and follow the steps described there on how to create your submission and submit this to the Editorial Office.

5. Submitting a Revised Manuscript

If you have received a decision from the editor asking you to revise your manuscript, you will find the manuscript in the Submissions Needing Revision folder in your main menu. In this folder you will be able to view the manuscript version that the editor has taken a decision on (via the View Submission link). It will also allow you to download the source files of that manuscript version. Should the editor have provided any

attachments accompanying his decision (for instance, an annotated manuscript or additional review comments), you will be able to download these via the View Attachments link. When you have finished revising your manuscript, you can upload the revised version into EM by clicking on the Revise Submission link and then on OK. You will then be guided through the same submission process as when you submitted the original version of the manuscript (see Section 3 for more details). You can make changes where necessary, upload the revised files and then build the pdf. Note that for revisions, the Waiting for Approval and Processed folders appear in the Revisions section in your main menu.