Submission Instructions & Process

Getting Started

Manuscripts must be submitted online via The Journal of CSWB’s online manuscript submission and review system at www.journalcswb.ca.

Registration and login are required to submit items online and to check the status of current submissions.

The guidelines below contain information pertaining to online manuscript submission. The following information will help you submit your manuscript to the journal’s web-based peer review system. Once you have submitted your manuscript, you will be able to monitor its progress through the peer review process.

Before submitting a manuscript, please gather the following information:

  • First name, last name and email address for all authors
  • Title (you can copy and paste this from your manuscript)
  • Abstract (if applicable) (you can copy and paste this from your manuscript)
  • Key words
  • Cover letter (optional)
  • Manuscript files in Microsoft Word format. Tables must be included at the end of the manuscript file, as per the author guidelines
  • Figures/images as separate files in appropriate format as outlined in the author guidelines

Logging In/Creating an Account

All authors, reviewers and editors must log in to use the system. Once logged in to the site you will be taken to your user dashboard.

Already have a username/password?

If you are already registered with the system, you may login to The Journal of CSWB’s website by clicking on Login at the top right-hand corner of the site and then filling in your username and password.

You must ensure you are enrolled as an author to submit a manuscript. Once signed in, go to the very upper right-hand corner of the page and scroll over your username to select “View Profile” from the pull-down menu. On the profile page, go to the “Roles” tab. Ensure the box beside “Author” is checked and click save.

Need a username and password?

If you want to submit an manuscript and do not have a username and password, you must select “Register” on the top right-hand corner of the website. Once registration is complete, follow the instructions below to begin manuscript submission.

Manuscript Submission Steps

Once logged into the site, you will be taken to your user dashboard. From your dashboard click “New Submission” which will take you to the first step of the five-step submission process.

Step 1: Starting the Submission.  Under "Section”, a drop-down menu will be available containing a list of journal sections. The author will be asked to select the appropriate section (Trust, Strengths, Services, Justice) for the submission. Under each section, the author will also be asked to indicate the appropriate manuscript type (ie: Original Research, Review, etc). The author must then complete the “Submission Requirement” checklist indicating the submission is prepared in the proper format as required by the Journal. “Comments for the Editor” section is optional and is where you may enter suggested reviewers for your manuscript, address any issues such as conflicts of interest or duplicate publication, or any other comments relevant to your submission. Select “Save and Continue” to proceed to the next section.

Step 2: Uploading the Submission. Uploading your manuscript and associated files, such as figures, is a 3-step process (Upload File, Review Details, Confirm):

  • Select a manuscript component (Manuscript Text, Figures(s), or Other) from the dropdown list and upload the file. It is important to note that you can only upload one file at a time.
  • Review to ensure that you have uploaded the correct file.
  • Confirms that the file upload was successful, and you are prompted to upload additional files (such as figures), if applicable. Click “Complete” once all files have been uploaded.

You will be brought back to the Submit a Manuscript screen where you will see the files you have uploaded. If you need to make changes, expand the blue arrow to the left of your file and make any changes using the Edit link.

Step 3: Entering the Submission’s Metadata. Enter the title and the abstract (if applicable) for the manuscript. The first, middle, and last name, and e-mail address of each author must be added. To add additional authors, click "Add Contributor” under the Abstract. Enter all the author fields marked with an asterisk and identify the contributor’s role in the submission. Ensure the correct author is selected for “Principal contact for editorial correspondence”. Keywords associated with your manuscript may also be entered as part of the submission’s metadata by typing the word or phrase and hitting your Enter key.

Step 4: Confirming the Submission. This step allows the author to review the submission for completeness by going back to previous steps and adjusting any of the information provided before continuing. Click “Finish Submission” to compete the submission process.

Step 5: Next Steps. Your submission is now complete! The submission's principal contact will receive an acknowledgement by email and the Editor will be notified of the submission. Once submitted, you will be presented with the following options:

  • Review this submission
  • Create a new submission
  • Return to your dashboard

Please note that once you complete a submission; you cannot make changes to it. If you want to replace the file you submitted or make any other changes to the submission, you will need to contact the Editor through the Pre-Review Discussions tool.

Editorial Decisions

You will be notified by email once a decision regarding your paper has been made. You should receive notification of the initial decision within 2–8 weeks of submission. If any further steps are required, they will be outlined in the email from the Editor.

Revisions

When a revision of a manuscript is requested, it is essential that you carefully follow the instructions given in the Editor's email, which may include comments from reviewers. You may also be provided additional comments from the reviewers as an attachment to the decision email. When preparing a revised manuscript, please note the following requirements:

  • Any changes to the manuscript must be done with “track changes” turned on in the word processor being used.
  • A cover letter for the Editor must be prepared that outlines a response to the reviewer’s comments stating how the concerns were addressed or providing reasoning if they were not.

Revisions are requested within 3 weeks of the Editor’s decision. If the revised manuscript is not submitted within 6 weeks, your file may be closed, and it will need to be considered as a new submission.  

Submitting a Revised Manuscript

Log into your account, and under submissions click on the name of the manuscript under “My Queue”. On the Review tab of your manuscript, scroll down to Revisions and click “Upload File” and complete the steps. Repeat the steps for each file type, such as the cover letter containing the response to reviewers and revised figures (if applicable).

Once the revised files are uploaded, you must notify the Editor that the revised documents have been submitted. To do this, click on “Add discussion” under Review Discussion and select them from the list of participants. You can write the Editor a brief note informing them that you have uploaded a revised manuscript and figures (if applicable). Click “OK” to send this to the Editor.

Copyediting

After final acceptance of your manuscript, it will be copyedited before publication to conform to The Journal of CSWB’s style and usage. This editing may be substantive. It is the responsibility of the corresponding author to read the copyedited manuscript he or she will receive and to answer all queries fully. The author receives an email notification with instructions once their manuscript has undergone copyediting.

Production & Proofreading

Upon completion of copyediting, your manuscript will be sent to the production stage. In the production phase your manuscript will under layout into our standard journal format. Prior to the publication of a manuscript, it is required to be proofread once in layout format. An email message with instructions and a link will be sent to the corresponding author. It is the author’s responsibility to complete the proofreading in a timely manner.

Checking Manuscript Status & System Notifications

To check the status of a paper, login to your account and go to “Submissions”. From there you will see a listing of all the papers you have submitted to The Journal of CSWB, under “My Queue”. Select the paper you have submitted to see detailed information regarding the status of your paper.

You will receive email notifications through the system at various stages to inform you of Editorial Decisions and to let you know when actions by the author are required during the review, copyediting and production phases. To ensure that you receive these notifictions, we encourage you to add the email address "noreply@journalcswb.ca" to your safe sender list.

Do You Require Assistance?

If you require any technical assistance, please contact:

SG Publishing Inc. Support Services
support@sgpublishing.ca