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Instructions for Authors

Please note that the journal now encourages authors to complete their copyright licence to publish form online

Open access options for authors - please see below for further details

Online Submission of Manuscipts

1. All manuscripts must be submitted online. Once you have prepared your manuscript according to the instructions below please visit the online submission web site. Instructions on submitting your manuscript online can be viewed here.
Any hardcopy correspondence should be sent to the Chief Editor, Dr Noah Seixas, Department of Environmental and Occupational Health Sciences, University of Washington, 4225 Roosevelt Way NE, Seattle, WA 98105-6099 or by email to AOHed@uw.edu. Alternatively, correspondence can be sent to the editorial office at The Annals of Occupational Hygiene, BOHS, 5/6 Melbourne Court, Millennium Way, Pride Park, Derby DE24 8LZ, UK, or by email to annals@bohs.org

What we publish

2. Annals of Occupational Hygiene publishes original research and development material that helps reduce risk of ill-health resulting from work, and welcomes submissions in these areas. For more details, including some categories which we do not normally consider, see http://www.oxfordjournals.org/our_journals/annhyg/about.html.

3. We define the categories of submission as follows:

Editorial
Editorials are short communications addressing issues of interest to the readership, especially those regarding issues of publication of the Annals. Editorials are generally authored by the Chief Editor or members of the Editorial Board, but may be submitted by a guest editor, or others if invited by the editor to do so. Editorials are generally under 1500 words. Peer review is at the Chief Editor’s discretion, but will normally include at least one review by an editorial board member.

Commentary
Commentaries are discussions of topics of importance to occupational hygienists, including matters of policy, professional practice, or the science of occupational hygiene and occupational health. Commentaries may provide a perspective on controversial issues, but should be well founded on evidence as cited in the material presented. Commentaries are normally under 2000 words, and are peer reviewed through our normal process.

Letter to the Editor
A letter to the editor may be submitted by any reader on any topic of interest to the readership, including comments on papers having appeared previously in the Annals. Letters are normally less than 1000 words, and are peer reviewed at the discretion of the Chief Editor, but will normally include at least one review by an editorial board member.

Review Article
Review articles review the scientific evidence addressing a topic of interest to occupational hygiene scientists or practitioners. Articles should clearly state the scope of the review, provide a methodology for gathering the evidence reviewed, and summarize the results of that evidence comprehensively. The summary of evidence may be provided in text, or through quantitative analysis, as in a meta-analysis. Reviews are normally less than 5000 words and have up to six tables or figures, and are peer reviewed through our normal process.

Original Research Paper
Original research papers are reports of scientific investigations of matters affecting occupational risks, exposures, and methods of their assessment. Original research reports may be descriptive, observational and/or experimental investigations, and can usually be presented as hypothesis-driven research. Original research reports should be able to clearly state their aim, define the methods with which evidence is gathered and organized, describe the analytic methods used, and present the results of these analyses in a transparent and interpretable format. The conclusions of the paper must be supported by the data and their analysis. Original research papers are normally under 4000 words with a maximum of 5000, and have up to six tables or figures. Original research papers are peer reviewed through our normal process.

Short Communication
Short communications are descriptive studies, with limited data, that present new information of importance to the readership, but with insufficient data for a full original research report. Examples include: a description of an occupational disease case with a thorough investigation of the exposures likely to have given rise to the disease; a demonstration of a new measurement principle or device with potential for solving an important exposure measurement problem; evidence demonstrating the effectiveness of a novel exposure control strategy. In each case, the data available are insufficient to support a full original research paper or prove the validity of the observation, but provide potentially important information to occupational hygienists. Short communications will generally be less than 1500 words and have up to two tables or figures. Such reports will be peer reviewed through our normal process.

In addition, the editor may publish Corrigenda to correct previously published manuscripts.

4. The Annals aims to conform with the Code of Conduct and the Guidelines of the Committee on Publication Ethics (COPE) http://www.publicationethics.org/, and in making a submission authors agree to having their submission dealt with in accordance with these Codes and Guidelines.

5. Submitted material must be original, and not under consideration elsewhere. If the findings have been published elsewhere in part, or if the submission is part of a closely-related series, this must be clearly stated in the letter accompanying the manuscript, and the submitted manuscript must be accompanied by a copy of the other publications (or by a copy of the other manuscripts if they are still under consideration). These should be uploaded in the submission as supplementary files. Any deceitful attempt to republish material by the author or others that has already appeared or submitted elsewhere will be treated as serious malpractice, and action will be taken in accordance with COPE procedures. Submitted manuscripts may be screened with iThenticate software.

Preparing a submission

6. Language.
Manuscripts must be in English and authors should try to write in a way which is simple and clear. British or American styles and spelling may be used, but should be used consistently, and words or phrases which might be unclear in other parts of the world should be avoided or clearly explained. It is the authors’ responsibility to provide a text in good English, and authors whose first language is not English should seek help from a native speaker or competent translator. This must be done before first submission to ensure a thorough peer review. The editors are sympathetic to the difficulties of writing in a second language, but regrettably cannot do major work on English editing; major problems with English language or construction may lead to rejection. If English is not your first language, you may wish to have your manuscript edited for language before submission. Language editing does not guarantee that your manuscript will be accepted for publication. Oxford University Press lists some commercial services available for English language technical editing which can be found here.
Authors are responsible for all costs associated with such services.

7. Brevity. The necessary length of a paper depends on the subject, but any submission must be as brief as possible consistent with clarity. The number of words, excluding the abstract, references, tables and figs, must be stated as a message to the Editor at the time of submission. If this length is more than 5000 words, a statement must be included justifying the extra length, and papers without this information may be returned unread. Suitable extra material can be included in the online edition only (see para 17, Supplementary Material below).

8. Title, abstract and keywords. These are important because most readers find papers by internet search of subjects, not by browsing the journal. Titles should be constructed to succinctly describe the major issue or question examined by the paper and should not assert the research findings as a truth . Recognisable, searchable terms and keywords must be included to enable readers to more effectively find your paper. To optimise the visibility of your paper we advise you to make a list of the 10 most likely search terms (words and phrases) that your intended readers will use to find your work, and to ensure that these appear in your title, the abstract and the keywords. The 'number one' search term from your list should appear somewhere in the paper's title. This will usually not be just a single word; rather a short phrase summarising the main subject of the paper. The 'top 5' search terms (including 'number one') should each appear at least once in the abstract, with the 'top 3' appearing more than once if possible. It is important that your abstract is written in a naturalistic and engaging style that will encourage readers to follow up by reading the full paper. The 'bottom 5' search terms can then be added as keywords. It is important to include variants of the 'top 5' here if they exist, e.g. alternative names for chemicals or processes.

9. Authorship. Persons should only be named as authors if they have made significant identifiable intellectual contributions to the work; other contributions may be recognised by acknowledgement at the end of the submission. For further details of our policy, see http://annhyg.oxfordjournals.org/content/51/8/651.full.pdf html

All names and affiliations of authors should be clearly stated at the beginning of the paper.

10. Structure of paper. Papers should generally conform to the pattern: Introduction, Methods, Results, Discussion, and Conclusions, unless these are clearly inappropriate. A paper must be prefaced by an abstract of the argument and findings, which may also be arranged under the same headings. As with many other journals, we are unable to publish footnotes to the text. Please therefore incorporate this sort of material into the body of the paper, in brackets if appropriate.

11. Design and analysis. The quality of the data and analysis must always be good enough to justify the inferences and conclusions drawn. Particular attention should be given to design of sampling surveys, which should be planned using modern statistical principles, and to the treatment of results below the limit of detection (see http://annhyg.oxfordjournals.org/content/54/3/255.full.pdf html )

12. Units and symbols. SI units must be used, though their equivalent in other systems may be given as well.

13. Figures. These include photographs, diagrams and charts. The first submission should include good quality low resolution copies of Figures, and may be incorporated into the text or at the end of the manuscript.

The revised version of the paper, after review, should be accompanied by high-resolution electronic copies in a form and of a quality suitable for reproduction. They should be uploaded as separate files. They should be about the size they are to be reproduced, with font size at least 6 point, using the standard Adobe set of fonts. They should have a resolution of 600 dpi for line figures, and 300 dpi for half tones, saved as .tif, .jpg, .gif, .bmp or .eps files (with fonts embedded where appropriate). Graphics in word processor, Excel and Powerpoint formats may not be of sufficient quality. Fine hairlines should be avoided and clear hatching patterns should be used in preference to solid grey shadings wherever possible. Computer-generated graphics should be reproduced in grey-scale if they are to be published in black and white. Colour photographs should be scanned at 300 d.p.i. (600 dpi for colour line/tones) and be in CMYK colour mode. Figures will appear in colour in the online edition, but if colour is required in the print edition authors will be charged £350 per Figure. If a Figure is to appear in black and white in the print edition, authors should ensure that it makes sense without colour and that its caption does not refer to colour. Please state your preferred option (i.e. agreement to pay £350/figure for print or colour online-only with no charge) upon submission through the online site.

14. Cover photographs. We are keen to receive interesting and relevant photographs for the cover of the Annals of Occupational Hygiene. If you have an image which you wish to submit for consideration, which does not have to be one of the Figs in your paper, please email it at any time to annals@bohs.org. Quality is important: on the cover, images will be landscape, and should preferably be at least 2200 x 1800 pixels. Please ensure that there is no objection from any people shown in the photograph, or those responsible for any workplace shown in the photo.

15. Tables. Tables should be numbered consecutively and given a suitable caption. As with Figures, it is helpful to incorporate them into the text of the first submission, but in the revised version each table should be presented on a separate page. Footnotes to tables should be provided below the table and should be referred to by superscript lowercase letters.

16. References. References should only be included which are essential to the development of an argument or hypothesis, or which describe methods for which the original account is too long to be reproduced. References in the text should be in the form Jones (1995), or Jones and Brown (1995), or Jones et al. (1995) if there are more than two authors, and they should be incorporated naturally into the text. For example:
Jones and Brown (1995) and Hospath et al (2006) observed total breakdown of control..., or
Total breakdown of control has sometimes been observed (Jones and Brown, 1995; Hospath et al., 2006).
Papers whose references are not properly arranged may be returned for revision without review.

At the end of the paper, references should be listed in alphabetical order by name of first author, using the Vancouver Style of abbreviation and punctuation. ISBNs should be given for books and other publications where appropriate. Material unobtainable by readers should not be cited. Personal Communications, if essential, should be cited in the text (e.g., Professor O.H. Poobah, Institute for Dusty Sciences). Internet material can be referred to if it is likely to be permanently available; the date on which it was last accessed should be given. References will not be checked editorially, and their accuracy is the responsibility of authors.

Examples:
Simpson AT, Groves JA, Unwin J, Piney M. (2000) Mineral oil metal working fluids (MWFs)—Development of practical criteria for mist sampling. Ann Occup Hyg; 44: 165–72.
Vincent JH. (1989) Aerosol sampling: science and practice. Chichester, UK: John Wiley. ISBN 0 471 92175 0.
Swift DL, Cheng Y-S, Su Y-F, Yeh H-C. (1994) Ultrafine aerosol deposition in the human nasal and oral passages. In Dodgson J, McCallum RI, editors. Inhaled Particles VII. Oxford: Elsevier Science. p. 77–81. ISBN 0 08 040841 9 H.
British Standards Institution. (1986). BS 6691: 1986. Fume from welding and allied processes. Part 1. Guide to methods for the sampling and analysis of particulate matter. London: British Standards Institution.
Morse SS. (1995) Factors in the emergence of infectious diseases. Emerg Infect Dis [serial online] 1995 Jan–Mar;1(1). Available from: URL: http://www.cdc.gov/ncidod/ EID/eid.htm (accessed 25 Oct 2010)

If you use EndNote and/or Reference Manager to facilitate referencing citations (not required for submission), this journal's style is available for use

17. Supplementary material. Supporting material that is not essential for the argument of the paper, but would nevertheless benefit the reader, can be submitted for the online edition only. Examples are more detailed descriptions of methods, extended data sets/data analysis, or additional figures (including colour), or audio or video files. The final version of a supplementary text file will be converted to a pdf and uploaded to the website as submitted if it is satisfactory, so care should be taken to clearly include title and authors and its relation to the paper which it supplements. Ensure that the supplementary material is referred to in the main text where necessary, for example as '(see supplementary material in online edition)' or '(see supplementary Figure 1 in online edition)'. Figures and Tables in the main paper and supplementary material should be numbered in different sequential series, using, for example, Fig S1, S2 etc in the supplementary material.

18. Ethics. If requested, authors must produce original data for inspection by the editor. Possible fraud may be referred to the authors’ institutions. Studies carried out on human subjects, other than measurements in the course of their normal work activities, must have been approved by a competent ethics committee using the standards of the Helsinki Declaration of the World Medical Association http://www.wma.net/en/30publications/10policies/b3/.
The ethics committee which gave approval must be named in the paper.

19. Funding and Conflicts of Interest. At the time of submission of the paper a form concerning authorship and conflict of interest (available here) must be completed by the corresponding author on behalf of all co-authors. The following must be declared: contributions made by each author; contributors (if any) who are not identified as authors and their role; the role (if any) of the study sponsor, or other interested bodies, in preparing the research material, writing, reviewing or approving the submitted manuscript; the source of direct financial support for the work; any indirect sources of support including involvement of the authors in legal testimony or consultancy related to the material in the paper; any financial or other relationships with a body that could appear to influence what is in the paper, whether or not the content of the paper was discussed with that body, including any financial interest in products or companies producing products discussed in the paper. The sources of direct and indirect support must be declared in a statement for publication at the end of the paper. These interactions will not necessarily prevent publication, but must be declared. If in doubt, it is better to disclose any possible conflict of interest.

20. Government agency funding. For work funded by a government agency, the specific requirements of that funding agency for acknowledgement must be followed.

An example is given here for work sponsored by a US National Institutes of Health grant: ‘This work was supported by the National Institutes of Health [AA123456 to C.S., BB765432 to M.H.].’
See para 28 below about deposit of NIH-funded papers.

How we work

21. Quality. All submissions which include scientific data or opinions are normally sent to at least two reviewers (referees), selected for expertise and having regard to the international nature of the journal. This includes correspondence intended for publication. Authors are invited to suggest the names and addresses of up to three independent reviewers when they submit a paper, but these reviewers will not necessarily be used. After considering reviewers’ comments, the editor will inform the author whether or not the paper is acceptable, and what modifications, if any, are necessary. Reviewers’ anonymised comments will be transmitted to the author with the editor’s decision. The decision will reflect not only technical considerations, but the priority of the material, bearing in mind pressure on space. The editor may make minor editorial changes to accepted material.

22. Speed. The editors’ target is to send a decision to the author within two months of receiving a paper. In practice the median time achieved is about seven weeks.

23. Appeals. The decision of the editor is normally final, but an author may appeal if:
(a) the procedures spelt out here or published by COPE (see paragraph 4) have not been properly followed;
(b) the author can show that the objections by the editor and reviewers to the paper are based on major misunderstandings;
(c) the author can suggest ways of overcoming the major criticisms of the paper.

Because we receive many more papers than we have room for, the editors have to make a judgment on the importance of a paper, and appeals against this judgment are not normally useful. Appeals should be addressed to the editor who dealt with the submission and copied to the Chief Editor. Authors may also appeal to the Committee on Publication Ethics if the matter is within its competence. Details are given at http://www.publicationethics.org/

The revised version

24. Authors invited to submit a revised version must prepare it as instructed in the letter they will receive. Particular care should be taken to prepare and upload Figures in accordance with paragraph 13 above.

The publication process

25. After clearance by the Editorial Office, papers are passed to the publishers, Oxford University Press (OUP), who handle subsequent stages. OUP will send the corresponding author a link to a licence, which permits us to publish the paper, and authors are encouraged to complete this online.

Please note that by submitting an article for publication you confirm that you are the corresponding/submitting author and that Oxford University Press ("OUP") may retain your email address for the purpose of communicating with you about the article. You agree to notify OUP immediately if your details change. If your article is accepted for publication OUP will contact you using the email address you have used in the registration process. Please note that OUP does not retain copies of rejected articles.

26. Optional open access. authors have the option to publish their paper under the Oxford Open initiative; whereby, for a charge, their paper will be made freely available online immediately upon publication. After your manuscript is accepted the corresponding author will be required to accept a mandatory licence to publish agreement. As part of the licensing process you will be asked to indicate whether or not you wish to pay for open access. If you do not select the open access option, your paper will be published with standard subscription-based access and you will not be charged.

Oxford Open articles are published under Creative Commons licences. Authors publishing in the journal can use the following Creative Commons licences for their articles:
• Creative Commons Attribution licence (CC-BY)
• Creative Commons Non-Commercial licence (CC-BY-NC)
• Creative Commons non-Commercial No Derivatives licence (CC-BY-NC-ND)

Please click here for more information about the Creative Commons licences.

You can pay Open Access charges using our Author Services site. This will enable you to pay online with a credit/debit card, or request an invoice by email or post. The open access charges applicable are:

Regular charge - £1750/ $2800 / €2275
List B Developing country charge* - £875 / $1400 / €1135
List A Developing country charge* - £0 /$0 / €0
*Visit our Developing Countries page for a list of qualifying countries

Please note that these charges are in addition to any colour/page charges that may apply.

Orders from the UK will be subject to the current UK VAT charge. For orders from the rest of the European Union, OUP will assume that the service is provided for business purposes. Please provide a VAT number for yourself or your institution, and ensure you account for your own local VAT correctly.

27. Corresponding authors will receive pdf proofs via e-mail, on which only minor alterations may be made. At publication, the corresponding author of a published paper will receive a URL for free access to the online article; but if desired paper reprints may also be ordered when the proofs are returned. Papers are normally published soon after clearance of the proofs, on the journal's advance publication website http://annhyg.oupjournals.org/papbyrecent.dtl. The journal uses the digital object identifier (doi) system, which enables the paper to be indexed and cited at this stage in a way which remains valid after transfer to an issue. The paper will be transferred later to the online and print editions of an issue of the journal.

Author Self-Archiving and Public Access

28. For information about this journal's policy, please visit our Author Self-Archiving policy page. Oxford Journals will deposit all NIH-funded articles in PubMed Central. See http://www.oxfordjournals.org/for_authors/repositories.html for details. Authors must ensure that manuscripts are clearly indicated as NIH-funded using the guidelines in para 20 above.

Language Editing Pre-Submission

OUP offers pre-submission language editing through Oxford Language Editing, a service for researchers all over the world. Language editing, particularly if English is not your first language, can be used to ensure that the academic content of your paper is fully understood by the journal editors and reviewers. Visit http://www.oxfordlanguageediting.com to find out more about the freelance editors available and the different services offered. Please note that edited manuscripts will still need to undergo peer-review by the journal.