Submission instructions for authors

Monash University ePress's Submission and Refereeing System is used by the following journal/s:

• Australian Review of Applied Linguistics

This web page includes the following information:

• How to register to submit a paper
• How to upload a paper - step by step instructions
• Checking the status of your paper
• Submission guidelines and style guide

Registering to use the site

In order to submit a paper to any of the above journals, you will need to register your details for that journal in the Submission and Refereeing System first. Please ensure that you tick the box labelled 'Author: Able to submit items to the journal' during the registration process. The privacy statement for the individual journal is detailed at the bottom of its registration page.

Important note: the registration for the Submission and Refereeing part of the site is different from the registration you may have as a subscribed member of a journal that enables you to access the published issues of the journal online. The published area of the site and the pre-publication area of the site use different software systems and therefore require separate registrations.

How to upload a paper - step by step instructions

Uploading an article takes approximately five minutes.

Log in: http://ojs.lib.monash.edu.au/ojs/index.php/index/login.

The journal/s you have registered for will be listed on your 'User Home' page, under the heading 'My Journals'. Click on the link to your role as 'Author'.

Click 'Click here' under the heading 'Start a New Submission'. There are five simple steps in uploading the paper:

1. Starting the submission
   Choose the section of the journal that your article would be published in if it were selected for publication (ie Article, Book Review); check and tick the Submission Checklist, read the journal's privacy statement and add any comments about the paper for the editor. Then click 'Save and Continue' to move to the next step.
   (If you are unable to comply with one of the Checklist items for some reason, you can tick the Requirement and provided an explanation in the Comments to the Editor.
2. Entering the Submission's Metadata
   Ensure your author details are correct; add additional authors (email address required for additional authors); enter the title of your paper and its abstract. Click 'Save and Continue' to move to the next step.
3. Uploading the Submission
   Ensure that your paper complies with the blind peer review requirements. 'Browse' for your main file, then click 'Upload'. Click 'Save and Continue' to move to the next step.
4. Uploading Supplementary Files
   If you have no supplementary files to add, just click 'Save and Continue' to move to step five.
   If you do have supplementary files (graphs, figures etc), browse to find them, then click 'Upload'. Then click 'Save and Continue' to move to the next step. You will be asked to submit information about the files, then click 'Save and Continue' to go to the next step. You will have the opportunity now to upload further supplementary files, or simply click 'Save and Continue' to go to step five.
5. Confirming the Submission
   A summary of your uploaded material is displayed. If you are satisfied that the correct files have been uploaded, click 'Finish Submission' to complete the submission process.

You will receive an email acknowledging receipt of your submission. Note that the name of your uploaded file will automatically be changed by the system.

Checking the status of your paper

After logging in at http://ojs.lib.monash.edu.au/ojs/index.php/index/login, click ‘Author’ under the journal title; this will take you to the ‘Active Submissions’ page. If you are already logged in and have entered your role as Author, you can click on the ‘Active Submissions’ tab in the second-from-the-top navigation bar to go to this page directly.

The 'Active Submissions' page shows all of the papers you have submitted that are currently being considered for publication by that journal, and which stage or 'queue' the paper is in. There are four queues:

1. Awaiting assignment. Your paper has not yet been looked at by the editorial team.
2. Queued for review. The editorial team has begun looking at your paper.
   Click on the link 'queued for review' for further information.
   You will be able to see which member of the editorial team is handling your paper.
   Under the heading 'Peer Review', the 'Review Version' of your paper is the version that will be sent to reviewers. When your paper has been sent out for peer review, the date that peer review was 'initiated' will be filled in. Any subsequent peer review actions will be indicated by the 'Last modified' date, although the details won't be known to you. When a referee report has been uploaded and made available to you by your editor, there will be a link to this file beside the text 'Uploaded file'. Note that the name of the referee's uploaded file is automatically be changed by the system.
   Once a decision has been made as to whether or not the paper will be accepted for publication, or whether it needs further revisions before being accepted, this decision will be recorded under the heading 'Editor Decision'.
3. Queued for editing. A paper does not normally reach this stage unless is has been accepted for publication. Your paper has been accepted for publication as is being edited. The first stage of the editing process is copyediting. Other stages - layout editing and proofreading - may not be conducted within the Submission and Refereeing System; your editor will advise you of the process.
4. Archived. Papers in the Archive have actually left the submission and refereeing queue as they have been either accepted for publication or rejected, and have finished the submission and refereeing process. These papers are still available to you within the system from the 'Active Submissions' page, through a link on the right hand side of the screen to your 'Archive'. The paper's final status is recorded as 'Archived' if it has been rejected, or with the details of the issue it has been accepted into where it has been accepted. The history of the paper's progress through the submission and refereeing process is also still available, by clicking on the paper's title.

Submission guidelines

The ePress's Submission Guidelines (.pdf 820 kb) are divided into two sections:

Part One: Submission Specifications
This section is compulsory. If your paper has been accepted for publication you must ensure that the final version adheres to these instructions.
The section covers the style for references, and the formatting requirements for tables, images and equations, and what can and cannot be submitted in the body of the main Word document.

Part Two: Style Guide
These are suggested guidelines for the writing style - your Journal Editor will advise whether you must follow these guidelines or not.
The Style Guide section offers suggestions on spelling, punctuation, numerical and grammatical matters. Please use this Style Guide if requested to by your editor.