How to Use ScholarOne Manuscripts

How to Use ScholarOne Manuscripts: Your Definitive Guide to Seamless Submission

Navigating the labyrinthine world of academic publishing can feel like treading water in a sea of jargon and complex systems. Among these, ScholarOne Manuscripts stands as a titan, a ubiquitous platform for submitting research to countless journals worldwide. For many, its interface can initially appear daunting, a maze of menus, fields, and options. Yet, mastering ScholarOne isn’t about memorizing every button; it’s about understanding its core logic, anticipating its requirements, and approaching each submission strategically.

This comprehensive guide is designed to demystify ScholarOne, transforming it from a perplexing obstacle into a powerful tool in your publishing arsenal. We’ll strip away the ambiguity, providing clear, actionable steps and concrete examples to ensure your next submission is not just successful, but genuinely seamless. Forget the generic advice; we’re diving deep into the practicalities, empowering you to navigate the platform with confidence and precision.

The Foundation: Understanding ScholarOne’s Philosophy

Before you even log in, grasp this fundamental truth: ScholarOne is a workflow management system. It’s designed to guide your manuscript through every stage of the editorial process – from initial submission to peer review, revision, and eventual decision. This means it’s heavily reliant on structured data and specific document types. Your goal isn’t just to upload files, but to populate fields accurately, categorize your work precisely, and ensure your submission adheres to the journal’s often stringent requirements.

The platform prioritizes clarity and traceability. Every action you take, every file you upload, every piece of information you provide is logged. This traceability is crucial for editors, reviewers, and publishers alike. Approach ScholarOne with an understanding that every piece of data serves a purpose in this meticulously crafted workflow.

Initiating Your Journey: The “Start New Submission” Gateway

Your journey always begins with the “Start New Submission” or similar button, usually found on the journal’s ScholarOne homepage after you’ve logged in. This isn’t just a click; it’s the opening of a multi-stage wizard that will meticulously collect every detail about your manuscript.

Actionable Tip: Before clicking “Start New Submission,” have all your materials organized and readily accessible on your computer. This includes your manuscript file (typically blinded), figures, tables, supplementary materials, cover letter, and a list of potential reviewers (if required). Procrastinating here leads to frustration later.

Example: Imagine you’re submitting to the Journal of Academic Excellence. You’ve found their ScholarOne portal. After logging in with your pre-registered credentials, you’ll see a prominent button, perhaps titled “Author Centre” or “Submit Manuscript.” Clicking this will present the “Start New Submission” option.

Step 1: Type, Title, and Abstract – The Core Identifiers

This initial screen is critical as it sets the stage for your entire submission. Accuracy here is paramount.

• Article Type: This is not a casual selection. Journals often have specific requirements for different article types (e.g., original research, review article, short communication, letter to the editor). Selecting the wrong type can lead to immediate unsubmission.
  • Actionable Tip: Refer to the journal’s “Author Guidelines” or “Instructions for Authors” before you start. They will explicitly define their accepted article types and their corresponding requirements.
  • Example: If your paper reports on empirical findings from an experiment, you’ll likely select “Original Research Article.” If it’s a comprehensive summary of existing literature, “Review Article” would be appropriate. Do not select “Perspective” if your paper is data-driven research.
• Full Title: Enter the complete, accurate title of your manuscript as it appears on your manuscript file.
  • Actionable Tip: Avoid typos. Copy and paste directly from your manuscript to eliminate error potential.
• Running Head/Short Title (Optional but Recommended): Some journals require a shortened title for page headers. If prompted, provide one that accurately reflects your full title within the character limit.
• Abstract: Copy and paste your complete abstract here.
  • Actionable Tip: ScholarOne often imposes character or word limits on the abstract field, separate from your manuscript’s word count. Be prepared to truncate if necessary, though ideally, your abstract meets the journal’s stated length from the outset.
  • Example: If the journal’s guidelines state a 250-word abstract limit, ensure your abstract fits before pasting. If ScholarOne then imposes a 200-word limit in its field, you’ll have to trim further. This discrepancy is rare but possible.

Step 2: Authors, Institutions, and ORCIDs – Establishing the Contributors

This is where you meticulously list every contributing author. ScholarOne requires detailed information for each individual.

• Adding Authors: You’ll typically click an “Add Author” button. For each author, you’ll need:
  • First Name, Middle Initial (if any), Last Name
  • Email Address (crucial for notifications and potential co-author access)
  • Institution/Affiliation (full official name, not acronyms)
  • Department (if applicable)
  • City, State/Province, Country
  • ORCID (Open Researcher and Contributor ID): This is increasingly mandatory.
    • Actionable Tip: Every author should have an ORCID. If not, direct them to ORCID.org to register before submission. If an ORCID is not provided, you may be prompted to add it later or the submission might be held.
    • Example: For Dr. Jane Doe from the “Department of Biomedical Engineering, University of Global Research, New York, NY, USA,” ensure all these fields are populated correctly. Her ORCID should be entered precisely as 0000-0002-1825-0097 (example format).
• Corresponding Author: You must designate one author as the corresponding author. This individual will receive all communications regarding the manuscript.
  • Actionable Tip: Confirm with your co-authors who will serve as the corresponding author well in advance. This role carries significant responsibility.
• Author Order: The order in which you add authors is usually the order in which they will appear on the published paper.
  • Actionable Tip: Double-check the author order with all co-authors before proceeding. Correcting this post-submission can be a bureaucratic headache.

Step 3: Classification and Keywords – Enhancing Discoverability

This section helps editors and reviewers quickly understand your paper’s domain and aids discoverability post-publication.

• Classifications/Categories: Journals often have predefined subject classifications. Select the one(s) most relevant to your work.
  • Actionable Tip: If your paper spans multiple disciplines, select the primary one first, then any secondary ones. Avoid choosing irrelevant categories just to fill space.
• Keywords: Provide a list of relevant keywords, typically 3-5, that accurately describe your manuscript’s content.
  • Actionable Tip: Think like a search engine user. What terms would someone type to find your paper? Avoid overly broad terms or jargon only understood by a niche within your niche. Use keywords that appear in your title and abstract.
  • Example: For a paper on “Machine Learning Applications in Climate Modeling,” keywords could be: “machine learning,” “climate models,” “deep learning,” “environmental science,” “predictive analytics.”

Step 4: Funding, Conflicts of Interest, and Ethical Statements – Declarations of Integrity

This is a crucial ethical and transparency step. Be prepared to provide clear and concise information.

• Funding Information: Detail all sources of funding that supported your research. This usually includes grant numbers and names of funding bodies.
  • Actionable Tip: Have your grant numbers and funding agency names readily available. Be precise.
• Conflicts of Interest (COI): You must declare any potential COIs for all authors. This includes financial interests, affiliations, or relationships that could be perceived as influencing the research.
  • Actionable Tip: Most journals have a specific COI statement they prefer. Ideally, this statement is also included in your manuscript file. Replicate it accurately in the ScholarOne field. If no COI exists, state “The authors declare no competing interests.”
  • Example: “Dr. X is a paid consultant for PharmaCorp. All other authors declare no competing interests.” Or, if all clear: “All authors declare that they have no competing interests.”
• Ethical Approval (for studies involving humans/animals): If your research involved human subjects, animal subjects, or sensitive data, you must provide details of ethical committee approval, institutional review board (IRB) approval, or equivalent.
  • Actionable Tip: State the name of the ethics committee/IRB, the approval number, and the date of approval. Lack of this information can lead to immediate desk rejection.
  • Example: “The study was approved by the Institutional Review Board of the University of Global Research (Protocol #UGRES-2023-017, approved on January 15, 2023).”

Step 5: Details and Comments – Niche Requirements and Additional Information

This section often serves as a catch-all for journal-specific requirements or supplementary information.

• Number of Figures/Tables: This is a simple count. Be accurate.
• Word Count: The total word count of your main body text (excluding abstract, references, figure legends, tables).
  • Actionable Tip: Use your word processor’s word count feature. Remember that ScholarOne’s calculation might differ slightly, but aim to be within the journal’s stated limits.
• Cover Letter: This is where you paste or type your cover letter.
  • Actionable Tip: Your cover letter should be concise, professional, and persuasive. It should briefly introduce your manuscript, highlight its significance, state that it’s original and not under consideration elsewhere, and affirm that all authors have approved the submission. Do not simply reiterate your abstract. Address the editor by name if possible.
  • Example: “Dear Dr. Smith, We are pleased to submit our manuscript titled ‘Novel Insights into XYZ,’ for consideration as an Original Research Article in [Journal Name]. This study presents [brief summary of findings and significance]. We believe it fits well within the scope of your journal, particularly [mention specific journal aims relevant to your paper]. All authors concur with this submission, and the work has not been previously published nor is it under consideration elsewhere.”
• Special Instructions/Comments to Editor: Use this sparingly for truly essential information, like requesting double-blinding waiver, or clarifying a unique aspect of your submission. Do not use it to ask questions about the journal’s scope – that should be known prior to submission.
• Suggested Reviewers (Crucial): Many journals request a list of 2-5 potential reviewers.
  • Actionable Tip:
    • Identify experts: Choose researchers who are active in your specific sub-field, based on their recent publications.
    • Avoid conflicts: Do not suggest collaborators, former students/supervisors, or anyone from your institution. Avoid anyone with whom you have a personal or financial relationship.
    • Provide full details: For each suggested reviewer, include their full name, institution, and especially their email address. ScholarOne often has a search function to help find profiles, but having accurate email addresses is vital.
    • Example: “Dr. John M. Doe, University of Global Research, j.doe@research.edu (Expert in neural networks for biosignal analysis).”
• Opposed Reviewers (Optional but Useful): If there are individuals you believe should not review your manuscript due to potential bias (e.g., direct competitors, known critics, personal conflicts), list them here with a brief, professional justification.
  • Actionable Tip: Be professional and concise. Focus on academic reasons, not personal ones.
  • Example: “Dr. Jane P. Smith, due to a competing study currently under review at a different journal.”

Step 6: Reviewers – The Peer Review Landscape

This section will typically auto-populate based on your “Suggested Reviewers” input. You may be able to re-order them or add more if limits permit.

Actionable Tip: Double-check the accuracy of reviewer information here one final time.

Step 7: File Upload – The Digital Heart of Your Submission

This is where your manuscript and accompanying files are uploaded. ScholarOne is highly prescriptive about file types and often requires specific naming conventions.

• File Types and Requirements:
  • Main Manuscript File: This is your primary document. It should typically be blinded (no author identification) and often requires page numbers, line numbers, and specific formatting (e.g., double-spaced). Common formats: .DOCX, .DOC, .RTF, sometimes .PDF (though editable formats are preferred for production).
    • Actionable Tip: Convert any .DOC to .DOCX. Ensure all track changes are accepted and comments deleted. Run a spell and grammar check. Check font consistency.
  • Figures: Uploaded separately, usually as high-resolution image files (e.g., .TIFF, .JPEG, .EPS) or PDFs containing individual figures. Never embed figures large-scale directly within the main manuscript unless explicitly permitted.
    • Actionable Tip: Name figures clearly (e.g., “Figure1.tif,” “Figure2.png”). Ensure resolution meets journal requirements (e.g., 300 DPI for photographs, 600-1200 DPI for line art).
  • Tables: Often uploaded as separate Word or Excel files if not embedded at the end of the manuscript after references.
    • Actionable Tip: Ensure tables are formatted clearly, with proper headers and notes.
  • Supplementary Information/Appendices: Any additional data, code, videos, or extended methods. These are usually uploaded as separate files (.DOCX, .PDF, .XLSX, .MP4, etc.).
  • Cover Letter (as a separate file): While also usually pasted into a text box, some journals require it as a separate uploaded file too.
  • Copyright Form/Declaration (if required): Often a PDF form to be downloaded, signed, and re-uploaded.
• How to Upload: You’ll typically have an “Upload Files” button. You select the file, choose its “File Designation” (e.g., “Main Article,” “Figure,” “Supplementary Data”), and then click “Upload.”
  • Actionable Tip: Assign the correct “File Designation” to each file. This is crucial for the editorial office to process your submission correctly. Misdesignating files will cause issues.
  • Example: You upload MyPaper_Blinded.docx and designate it “Main Article.” You upload Figure1.tif and designate it “Figure.” You upload SupplementaryTable1.xlsx and designate it “Supplementary Material.”
• Order of Files (Compilation): After uploading, ScholarOne often allows you to reorder the files for preview. This is important as it dictates the order in the final PDF proof generated by the system.
  • Actionable Tip: Ensure your main manuscript is first, followed by figures, tables, and then supplementary files, unless the journal specifies otherwise.

Step 8: Review and Submit – The Final Checkpoint

This is your last chance to scrutinize every detail before committing to the submission. Do not rush this step.

• Summary Page: ScholarOne will present a comprehensive summary of all the information you’ve entered: article type, title, abstract, authors, affiliations, keywords, funding, declarations, and uploaded files.
  • Actionable Tip: Read through this summary meticulously. Check for typos, incorrect author order, missing ORCIDs, or mislabeled files. It’s much easier to correct now than after submission.
• Generate PDF Proof (Crucial Step): ScholarOne will compile your uploaded files into a single PDF proof. You must review this proof for accuracy and formatting.
  • Actionable Tip: Download the PDF. Open it. Check that all pages are present, figures and tables are legible, formatting (line numbers, page numbers) is correct, and no blinding information is visible in the main manuscript text if you’re aiming for a double-blind review. This PDF is what the editors and reviewers will see. If something looks off here, it’s off.
  • Example: You might notice a figure is fuzzy in the proof, indicating a low-resolution upload. Or, line numbers might not appear despite being in your Word document. This is your chance to go back and fix it (by replacing the file in Step 7).
• Declare Agreement/Confirm Submission: Once you are completely satisfied after reviewing the PDF proof, you will check a box to confirm agreement with the journal’s terms and conditions, and then click the final “Submit” button.
  • Actionable Tip: Do not check this box or click “Submit” until you are 100% confident.

Post-Submission: What Happens Next?

• Confirmation Email: You will receive an automated confirmation email from ScholarOne with a manuscript ID number. Keep this ID handy; it’s your primary reference for all future communication.
• Tracking Your Manuscript: Log back into ScholarOne. Your “Author Centre” or “Submissions” area will now show your manuscript’s status. Common statuses include:
  • “Submission Received”: Successfully submitted but not yet checked by editorial staff.
  • “With Editor”: The manuscript is with the editor-in-chief or an associate editor.
  • “Under Review”: The manuscript has been sent to peer reviewers.
  • “Awaiting Reviewer Scores”: Reviewers have been invited or have agreed to review.
  • “Awaiting Decision”: Reviewer reports have been received, and the editor is formulating a decision.
  • “Decision Made”: A decision (accept, revise, reject) has been rendered.
• Responding to Revisions: If you receive a “Revisions Required” or “Major Revisions” decision, you’ll be prompted to upload revised files and a point-by-point response to reviewers’ comments via the same ScholarOne system.
  • Actionable Tip: Be meticulously organized in your revision. Address every comment from every reviewer (even if you disagree, you must explain why). Upload a revised manuscript (often with changes highlighted) and a separate “response to reviewers” document. ScholarOne will guide you through this process similarly to the initial submission.

Mastering the Nuances: Advanced Tips for ScholarOne Success

• Journal-Specific Customizations: Recognize that almost every journal customizes its ScholarOne instance. While the core workflow remains, some may add unique steps, require specific file naming, or ask for additional declarations. Always refer to the journal’s author guidelines first.
• Blinding Protocols: If the journal uses double-blind peer review, ensure your manuscript file has no author names, affiliations, or identifying information in the headers, footers, or main text itself. Remove identifying properties from your document metadata as well.
• File Sizes: Be mindful of file size limits, especially for large figures or supplementary videos. ScholarOne will often alert you if a file is too large. Compress images if necessary.
• Saving and Returning: ScholarOne allows you to save drafts of your submission and return to them later. Utilize this feature to avoid losing progress and to submit only when everything is perfect.
• Communication Log: ScholarOne maintains a detailed communication log for your manuscript. This is where you’ll find past decision letters, comments from editors, and any internal notes visible to authors.
• Help & Support: If you encounter a technical issue or have a question about the interface, look for a “Help” or “Contact Support” link within the ScholarOne system. Do not immediately email the journal’s editorial office for platform issues.

Conclusion

ScholarOne Manuscripts, while initially appearing complex, is a logical and robust system designed to streamline the academic publishing process. By understanding its workflow, meticulously preparing your documents, and approaching each step with precision and attention to detail, you can navigate the platform with confidence. This guide provides the actionable knowledge to transform your submissions from a source of anxiety into a well-executed process. Your research deserves a seamless journey to publication; let ScholarOne be the conduit, not the roadblock. Now, proceed with clarity and master the publishing frontier.