This document provides guidance on finalizing a manuscript submission. It discusses double checking formatting requirements, verifying references, signing a copyright transfer form, obtaining permissions, submitting online, the peer review process, possible editorial decisions, responding to reviewer comments, and post-acceptance tasks. The goal is to ensure the manuscript meets journal standards and is submitted correctly the first time.

1. GETTING IT
RIGHT THE
FIRST TIME
Final Steps in Manuscript Submission and…Beyond
NLN Writing Retreat * Baltimore, MD * December 2011

2. YOU’VE
DONE YOUR
DUE
DILIGENCE
And written a draft. Then end is in sight…
NLN Writing Retreat * Baltimore, MD * December 2011

3. THE FINAL • Information for Authors is just
that…information. Go back and double-check:
CHECKLIST – Length
– Format: spacing, margins, font
– References: format, number
– Abstract: number of words, format
(structured or not)
– Title page: format, information to include
– Tables: on separate page or
embedded, how many
– Figures: format, legends, separate page or
file
– Copyright transfer form
– Permission(s) to use copyrighted
information

4. REFERENCES • Verify that all information is correct
– Pubmed single citation matcher is
a quick way to do this
• Include issue numbers
• Include DOI numbers if available
• Make sure that they are formatted
according to the style of the journal

5. COPYRIGHT • Needs to be signed by all authors
TRANSFER • CIN Policy: manuscript not sent for review until
the CTS is on file
FORM • CIN: Okay to fax the form; can also scan and
save as a PDF
• With this form, you are transferring copyright
of the article to the publisher
– If you want to make copies for future
use, will need to obtain permission
– May be able to have a copyright exception
for specific material, such as an
illustration of a conceptual model that
you have developed
• If you have written the paper on work
time, may need to check regarding who should
sign the form (generally more of an issue for
nurses who work in hospitals, not academia)

6. PERMISSION • If you include previously copyrighted
material, will need to obtain permission for its
use
– Figures, illustrations, tables, research
instruments
• Write to the copyright holder for permission—
this will usually be the publisher
• A fee may be charged for the permission
– Ask who will be responsible to pay; it is
usually the author
– May range from $25 to $500 or more
• Need to include the permission with your
submission
• “Fair Use”: may quote up to 10% of a document
before you need to ask for permission
– Always need permission for poetry and
song lyrics

7. THE • Most (all?) journals have an online process
SUBMISSION • Give yourself time: a few hours
PROCESS – It may not take that long but it is
better not to be rushed and stressed
• Review the requirements first to
determine what you need to submit and in
what format
– For CIN: required: separate title
page, manuscript file, and copyright
transfer form
– Optional: cover letter, figures, tables
• Authors must register at the site to
submit
• For Editorial Manager journals: user
database is not shared so must complete
registration process for different journals.

8. WHEN A • CIN Process (and I suspect this is pretty
MANUSCRIPT universal)
IS RECEIVED – Technical check to make sure all
required elements have been
submitted and manuscript is in
correct format
• Manuscript may be returned for
revision (or worse, rejected) if it
does not meet journal standards
– Sent for peer review to two or three
reviewers
• This process may take 6 to 8
weeks
– When peer review process is
complete, editor makes decision

9. PEER REVIEW • Most journals: three reviewers; may be
up to six
• Selected for expertise in
content, research, statistics, methods
• Blinded process
– Double blind
– Author(s) blinded to reviewers
– Not blinded at all
• Reviewers are asked to comment on
content and not act as copy editors
• Reviewer comments are sent to
author(s) as written

10. EDITORIAL • Reject
DECISION – Not suitable for the journal
– “Bad” science
– CIN: invitation to resubmit after a
complete re-write
• Accept
– Go celebrate!
• Revise
– Most common

11. REVISIONS • Revise and re-submit for re-review by
peer reviewers
• Revise and re-submit for review by the
editor
• Tentatively accept pending revisions
and approval by the editor

12. MAKING • Sort out the comments from reviewers
– Which are the same?
REVISIONS – Which are different?
– Are there any that contradict each other?
• Attend to each comment
– Make the revision or, if not, why not?
• Write a document in which you enumerate the
comments and respond to each one
– Do not include identifying information on
this as it may go back to the peer
reviewers
– It’s fine to say, “Thank you for this helpful
comment” once or twice but not a dozen
times!
• Follow journal guidelines for how to indicate
you have made revisions: track
changes, comments, or a separate letter

13. DURING THE • Don’t get discouraged—making
REVISION changes is easier than writing the first
PROCESS draft!
• Don’t take the comments personally—
they are intended to help you improve
your manuscript, not make you feel like
a bad person
• Don’t withdraw your manuscript and
submit it somewhere else!
• Meet requested deadlines. If that’s not
possible, ask for an extension.

14. AFTER • Manuscript will go into production—may be
several months away
ACCEPTANCE – Keep the editorial office informed of any
address changes
• You will receive “page proofs” (usually a PDF)
and be asked to make corrections
– AQ—author query: things you need to
respond to
– Last chance to update information
(essential only)
– No re-writing at this point
– Will have a short turnaround: 48 to 72
hours
• For the future
– Save your acceptance letter for your
tenure file (editorial office may not be
able to provide this to you)
– Start thinking about your next article!

15. LESLIE’S • The famously formatted revision
FAVORITE • The “Love, Mary” letter
WACKY • The drunk author who screamed at
STORIES Leslie after rejection
• The irate author who accused Leslie of
“thwarting science” (moral: don’t argue
with a rejection letter)
• Withdrawal of a manuscript at the
eleventh hour
• “Because you didn’t respond to my
query letter, I didn’t receive a grant.”

16. HEARD JUST • “I’ve got the first draft of my manuscript
THE OTHER almost written. I think I’m going to send it
to Nursing Research.”
DAY (IN MY
• “I was at a conference last month.
OFFICE) Someone told me aim high and suggested
I send it to JAMA.”
• “I used phenomenology as a method
which is really rare in nursing. Not many
people are doing that.”
• “I’ve heard if you do a post-doc with ‘Dr.
Famous Person,’ she insists on being first
author on all manuscripts.”
• “In my dossier to the tenure committee, I
said I’ll have four manuscripts published
by next spring.”

17. TIME FOR
YOUR
QUESTIONS