Final Author`s Checklist before Submitting Manuscripts to the IAA

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Final Author’s Checklist before Submitting Manuscripts
to the IAA MS&T Website for Initial Peer Review
 Filename of document is correctly formatted
o Check that filenames start with the corresponding author’s last name
o Check that filename is less than 30 characters long (see the Instructions to Authors for
examples of how to name your files).
o Check that no symbols or non-standard characters are in the filename (i.e., &,?, ö, á, )
o Check that no spaces are in the filename (use_underscores_instead)
o Only use a single period “.” in the filename to separate it from the file type (e.g.,
“filename.doc”, NOT “This.is.my.file.doc”).
 Document has been spell-checked?
 For non–native speakers, students and 1st time authors – Has language and word choice been
critically evaluated by an English speaking colleague, an advisor and/or other co-author(s) listed
on the manuscript?
o Preparing and submitting manuscripts in good English is the sole responsibility of the
authors.
o The editors of Freshwater Crayfish can recommend highly-qualified English speaking and
general editors. If required, however, there would be a small charge for any such service
(cost assessed on a case-by-case basis).
o Note: the editors of Freshwater Crayfish will not be correcting or rewriting substandard
manuscripts for any author under any circumstances.
 Have all species been correctly presented?
o Introduced with authority at 1st mention? E.g., Euastacus mirangudjin Coughran
 This includes the first mention of non-crayfish taxa as well (e.g., fish, plants, etc.).
 Should you place the Authority name(s) in parentheses or not? NOTE: Placing the
Authority in parentheses means that the generic name has changed from that use in
the original species description. E.g., Astacus astacus was originally described by
Linnaeus (1758) as Cancer astacus, so the first mention of this species in the text of
a paper would look like: Astacus astacus (Linnaeus). If you are unsure whether to
use parentheses for your taxon, please check the Crayfish Taxonomy Browser for
proper formatting of the Authority name(s).
o Abbreviated thereafter? e.g., E. mirangudjin
 Line numbering is turned on (continuous throughout document, not restarted each page)?
 Pages are numbered (centered at bottom of page)?
 Check that format is correct
o All text is left aligned (i.e., not justified)?
o New paragraphs indented?
o Two spaces between sentences?
o Double line spacing throughout?
o Margins correct? 1 inch (= 2.5 cm) all 4 sides.
o Correct font and font size? (suggest Times New Roman or Arial 11 pt)
o Unit strings and units correctly formatted? (see Instructions for Authors)
 Find-replace
o Erroneous double-spaces
o Double periods and commas
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 Check Literature Cited section
o Are in-text citations consistent with literature cited section? (i.e., no missing citations or
references). Please check carefully or use bibliographic software to manage in text citations
(e.g., EndNote, Mendeley, Zotero, etc.)
o Download Endnote Style from MS&T website for correct formatting
o Are references in alphabetical order
o Are references correctly formatted
o Check that all periodicals have issue numbers (if available)
 Issues must be supplied if they are available (no exceptions). Most can be easily
looked up online….
 Check quality of figures
o Do they meet minimum standards (line art = 1200 dpi TIFF; halftone and color figures = 600
dpi TIFF). If you are unsure how to output your figures at high resolution, you should state
this in you cover letter and you should also upload a copy of your data file(s) that were used
to generate the figure(s) along with your manuscript files and tell the editor what program
and version were used to create the original figure(s).
o Authors should use the Digital Expert tool on the publisher’s website to check their final
image files for potential publication problems. (see http://dx.sheridan.com/)
o Figures should be sized by the authors to either a single or double column width (actual
pixel width depends on resolution of the image). Most graphs will fit a single column,
whereas maps might be better at double column width.
o Taking a low resolution figure (e.g., 96 dpi) and just using Photoshop to up the pixel density
to 600 dpi WILL NOT WORK for improving image quality.
o Color figures should be submitted as CMYK not RGB.
o Manuscripts with substandard figures will not be sent out for review – there will not be any
exceptions to this rule
 Manuscript Integrity, Review and Revision
o Students/First-time authors – Have your Co-Author(s)/Supervisor/Advisor or a colleague
read the entire manuscript and approved its submission?
o Submissions should be accompanied by a covering letter that includes:
 The contact information for three suggested reviewers.
 Describe the extent to which data, text, or illustrations have been used in existing or
forthcoming papers or books, and should state an ability to pay page charges,
especially for color figures, if the paper is published.
 Attest to the bona fide nature of data used in the study that exist only on a website
and must describe steps taken for quality control. The URL must be provided in the
manuscript. Authors should be able to provide a hard copy of the data on request.
o Because the review process depends on volunteers, it can sometimes be lengthy; however,
we strive to get evaluations of well-written papers back to authors within 8–12 weeks after
submission.
 Authors must do their part by revising papers promptly, ideally within 30 days of the
time the paper is evaluated by the reviewers and editor. Any papers not revised and
returned to the editor within the specified timeframe (without prior arrangement)
will be considered as withdrawn, and revisions returned after that time will be
considered new submissions, which would require another round of review.
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