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Instructions for Authors

New for 2010 – Please note that the journal now encourages authors to complete their copyright licence to publish form online

Preparing your manuscript

  1. Follow the instructions to authors regarding the format of your manuscript and references.
  2. Prepare your manuscript, including tables, using a word processing program and save it as a .doc, .rtf or .ps file. All files in these formats will be converted to .pdf format upon submission.
  3. Prepare your figures at publication quality resolution, using applications capable of generating high-resolution .tif files (1200 d.p.i. for line drawings and 300 d.p.i. for colour and half-tone artwork). The printing process requires your figures to be in this format if your paper is accepted and printed. For useful information on preparing your figures for publication, go to http://cpc.cadmus.com/da. For online submission, please also prepare a second version of your figures at low-resolution for use in the review process; these versions of the figures can be saved in .jpg, .gif, .tif or .eps format.
  4. It is preferable that you do not embed the low-resolution versions of the figures into the word processing manuscript. However, if necessary, you may choose to load your manuscript with the figures inserted after the references. Please insert your tables after the references, do not insert within the text of the manuscript.
  5. When inserting these low-resolution figures into the text of your manuscript, please make sure that any characters or numbers included in the figures are large enough to read. Tiny characters (such as numbers on a chart or graph) may not be easily readable in the text document and may be illegible in the .pdf created by the system.
  6. Prepare any other files that are to be submitted for review, including any supplementary material. The permitted formats for these files are the same as for manuscripts and figures. Other file types, such as Microsoft Excel spreadsheets and Powerpoint presentations, may be uploaded and will be converted to .pdf format.
    Please do not upload LaTex files as the journal staff, editors and reviewers may not have the appropriate software.
  7. When naming your files, please use simple filenames and avoid special characters and spaces. If you are a Macintosh user, you must also type the three-letter extension at the end of the file name you choose (e.g. .doc, .rtf, .jpg, .gif, .tif, .ppt, .xls, .pdf, .eps, .mov).

Open Access
NEW! OPEN ACCESS OPTION FOR AUTHORS
Starting in January 2006, Occupational Medicine authors have the option, at an additional charge, to make their paper freely available online immediately upon publication, under the Oxford Open initiative (http://www.oxfordjournals.org/oxfordopen/about). After your manuscript is accepted, as part of the mandatory licence form [LINK TO ONLINE LICENCE FORM] required of all corresponding authors, you will be asked to indicate whether or not you wish to pay to have your paper made freely available immediately. 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.

For those selecting the Open Access Option, the charges for Occupational Medicine vary depending on the institution at which the Corresponding author is based:

Optional Oxford Open charges:
For a Corresponding author based at an institution with an online subscription to Occupational Medicine:
Regular charge - £900 / $1800 / €1350
List B developing country charge** - £450 / $900 / €675
List A developing country charge** - £0 / $0 / €0

For a Corresponding author based at an institution that does not subscribe to the online journal:
Regular charge - £1500 / $3000 / €2250
List B developing country charge** - £750 / $1500 / €1125
List A developing country charge** - £0 /$0 / €0

*Visit http://www.oxfordjournals.org/jnls/devel/ for list of qualifying countries.

The above Open Access charges are in addition to any page charges and colour charges that might apply. Orders from the UK will be subject to a 17.5% VAT charge. For orders from elsewhere in the EU you or your institution should account for VAT by way of a reverse charge.  Please provide us with your or your institution’s VAT number.

If you choose the Open Access option you will also be asked to complete an Open Access charge form online [LINK TO http://www.oxfordjournals.org/oxfordopen/forms]. You will be automatically directed to the appropriate version of the form depending on whether you are based at an institution with an online subscription to Occupational Medicine. Therefore please make sure that you are using an institutional computer when accessing the form. To check whether you are based at a subscribing institution please use the Subscriber Test link [LINK TO http://www.oxfordjournals.org/oxfordopen/forms] for JOU

Submitting your manuscript

Now that your files are ready, visit the online submission web site. It is the policy of Occupational Medicine not to reveal authors' identities to reviewers of their paper, so please ensure that all documents are anonymised before you upload them.

  1. First, you will need to log into the system. Note: Before you begin, you should be sure you are using version 4.0 or higher of Netscape or Internet Explorer. If you have an earlier version, you can download a free upgrade using the icons found at the bottom of our login screen.
    • If you know your login details (i.e. you have submitted or reviewed a manuscript on this system before), use your User ID and Password to log on.
    • If you do not know your login details, check to see if you are already registered by clicking on the 'Check for existing account' button and following the on-screen instructions. If you are not already registered, you can register by clicking on the 'Create a new account' button on the login screen and following the on-screen instructions.
    • If you have trouble finding manuscripts or have other problems with your account do not create another account. Instead, please contact Manuscript Central Customer Support (see below).
  2. To submit a new manuscript, go to the 'Author Centre', choose 'Submit First Draft of a New Manuscript' and then follow the on-screen instructions. There are up to 12 steps for you to follow to submit your manuscript. You move from one step to the next by clicking on the 'Save and Continue' button on each screen or back to the previous screen by clicking on the 'Previous' button. Please note that if you click on the 'Back' or 'Forward' button on your browser, the information you have entered will not be saved. At any stage you can stop the submission process by clicking on the 'Return to Menu' button - everything you have typed into the system up to, but not including, the current screen will be saved. To return to the submission process you will need to click on the manuscript title in the 'Partially Submitted Manuscripts' section in your 'Author Centre'. You may like to have the original word processing file available so that you can copy and paste the title and abstract into the required fields.
  3. To upload your files in the Author Centre 'File Upload Centre':
    • Click on the 'Browse' button and locate the document you want to upload.
    • Select the document's designation from the pull-down menu. The designation choices may vary from journal to journal, but will always include 'Main Document' (your manuscript text).
    • You will also be asked whether each document you upload should be considered for review, and the default is set to 'Yes'. Please be advised that, if you select 'No', the editorial staff will still be able to view that document and make it available to an editor or reviewer if necessary.
    • Click on the upload button to submit your file. If you are uploading your manuscript file, and it is in one of the formats specified above, it will be automatically converted to a .pdf file for peer review.
    • When the upload of each file is completed, you will see a confirmation window asking you to write a description of that document. For your Main Document, you can use language such as 'Manuscript Text' or 'Main Document'. For your figures, please include the figure number, e.g. 'Figure 1' or 'Fig. 1'. For any other supporting documents, please indicate clearly what the document is as well as its format (MS Excel, MS Word, etc.).
  4. From the files you submit to make up your manuscript, the system creates and stores separately two types of documents:
    • Files for Review. These will be the files viewable to the editor and reviewers of your manuscript. The system will automatically convert your text documents (any document in .doc, .rtf or .ps format) into .pdf and make that newly converted document accessible for review, leaving the originally uploaded document under the second column, 'Files for Production'. [Note: PDF files are readable with Adobe Acrobat Reader, available for download from the main login screen of Manuscript Central, as well as from www.adobe.com.] The system will also convert and save under 'Files for Review' all files with images (figures, charts, graphs, etc.) in.jpg, .gif, .tif and .eps format, converting them into smaller .jpg images, leaving the original files under 'Files for Production'. The smaller versions of your image will include in the filename '_sm.jpg'. The system will also save under 'Files for Review' any documents which are uploaded in formats that it cannot convert.
    • Files for Production. These are all the original word-processor files and figures you uploaded. Not listed here will be those files you designated for review but submitted in a format that cannot be converted by the system.
  5. After the successful upload of your text and images, it will be possible for you to view and proof your manuscript now located on the web site. The on-screen version of your manuscript you review at the journal's web site will also be the version accessed by the editor and the reviewers.
  6. If the files have not been uploaded to your satisfaction, click on the 'Previous' button to move back to the file upload screen where you can remove the files you do not want, and repeat the upload process.
  7. When you are satisfied with the uploaded manuscript then click on the 'Submit' button. It is not until this button is pushed that the manuscript and all of the associated information (i.e. contributing authors, institutions, etc.) is linked together and the manuscript is given a manuscript number. Once the manuscript is submitted it is not possible to undo the submission.
  8. After the manuscript has been submitted you will receive an email confirmation stating that your manuscript was successfully submitted. This email will also give the assigned manuscript number, which is used in all correspondence. If you do not receive this email, your manuscript will not have been successfully submitted to the journal and the paper cannot progress to peer review. If this is the case your manuscript will still be sitting in the 'Partially Submitted Manuscripts' section of your 'Author Centre' awaiting your attention.
  9. If you return to your 'Author Centre' you will notice that your newly submitted manuscript can be found in the 'Submitted Manuscripts' area. Among the information listed there, the 'Processing Status' section provides information on the status of your manuscript as it moves through the review process.

Submitting a revised manuscript

Please supply your revised paper through the online submission web site using your User ID and Password to log on - remembering that these are both case-sensitive. If you cannot remember your password, please use the 'Forgot your Password' button.

  1. Logon to the online submission web site as before and, in the 'Author Centre', click on 'Manuscripts with Decisions' under 'My Manuscripts'. You will then see a list of all manuscripts you have submitted where the editors have been able to make a decision.
  2. Find the manuscript you wish to review and click on the link 'create a revision' in the 'Actions' column.
  3. This will initiate a revised-submission process that prompts you to respond to the points made by the Editors and/or reviewers.
  4. Continue to follow the 7-step submission process, providing information when prompted.

Important note: All the files from your previous submission will have been retained by the system. So, when you reach the 'File Upload' screen (Step #6), you will need to delete any files that are no longer needed or need replacing with revised versions.

IMPORTANT. If your paper goes on to be accepted, your images will be required as high-resolution .tif files (1200 d.p.i. for line drawings and 300 d.p.i. for colour and half-tone artwork) or high-quality printouts on glossy paper. For useful information on preparing your figures for publication, go to http://cpc.cadmus.com/da. Please note that publication of your manuscript will not proceed until figures suitable for reproduction are received.

Getting help
If you experience any problems during the online submission process please use the 'Author Help' function, which takes you to specific submission instructions, or 'Get Help Now', which takes you to the Frequently Asked Questions page. Alternatively, contact the Manuscript Central support line by email (support@scholarone.com) or telephone (+1 434 817 2040 x167).

Language Editing
Particularly if English is not your first language, before submitting your manuscript you may wish to have it edited for language. This is not a mandatory step, but may help to ensure that the academic content of your paper is fully understood by journal editors and reviewers. Language editing does not guarantee that your manuscript will be accepted for publication. If you would like information about one such service please click here. There are other specialist language editing companies that offer similar services and you can also use any of these. Authors are liable for all costs associated with such services.