In the competitive landscape of academic publishing, the process of preparing and submitting a research manuscript can be a significant time commitment. For researchers in the United Kingdom and beyond, understanding the submission policies of academic journals is crucial. One such policy that has gained prominence is "format-free submission." This approach allows authors to submit their manuscripts in a format of their choice, provided certain essential criteria are met, thereby streamlining the initial submission process. This article, based exclusively on information provided by academic publishers and template services, will explore what format-free submission entails, how it works, and the key requirements for authors.
What is Format-Free Submission?
Format-free submission is a policy adopted by some academic publishers that allows authors to submit their research manuscripts without needing to reformat them to the specific style requirements of a target journal prior to the peer-review stage. The core principle is to reduce the administrative burden on researchers, allowing them to focus on the content of their research rather than on intricate formatting details.
According to information from Taylor & Francis, format-free submission means that "provided you include everything necessary for review and use a consistent citation format, you can submit your paper without needing to worry about formatting your manuscript to meet that journal’s requirements." Similarly, Wiley describes its Free Format submission as a service where "you don’t ever need to worry about formatting requirements" and where the publisher will update the formatting into the journal's style if the manuscript is accepted for publication.
This policy is particularly beneficial for researchers who are submitting to multiple journals or who may be unfamiliar with the specific formatting guidelines of a new journal. It simplifies the initial submission, making it more efficient and less time-consuming.
How Does Format-Free Submission Work?
The process for format-free submission is generally straightforward, but it requires careful attention to the publisher's guidelines. The following steps outline the typical workflow based on information from Wiley and Taylor & Francis.
1. Check Journal Eligibility
The first and most critical step is to verify whether the target journal offers a format-free submission policy. This information is usually found in the "Instructions for Authors" section on the journal's homepage. Wiley states that over 1,100 of its journals offer Free Format submission, while Taylor & Francis notes that its format-free submission is available for over 850 Taylor & Francis and Routledge titles. Authors should always confirm this policy directly with the journal before preparing their submission.
2. Prepare Your Manuscript
Once eligibility is confirmed, authors can prepare their manuscript in a format of their choice. Key guidelines include: * Consistency: Use a consistent format and citation style throughout the document. While the specific style (e.g., APA, MLA, Chicago) is flexible, it must be applied uniformly. * Essential Elements: The manuscript must include all components necessary for peer review. According to Taylor & Francis, these typically include: * An abstract * Author affiliation * Figures * Research-funder information * References * Conflict of interest disclosures and other ethics statements * Readability: Manuscripts should be formatted for easy reading and commenting. Taylor & Francis recommends double spacing and line numbers.
Wiley provides specific guidance for references, noting that they should include author(s) name(s), journal or book title, article or chapter title (where required), year of publication, volume and issue (or book chapter), and pagination. While not mandatory, including DOI (Digital Object Identifier) numbers is recommended by Taylor & Francis.
3. Submit Your Manuscript
Authors submit their prepared manuscript as a single file containing the text, figures, and tables. If the manuscript is accepted for publication, the publisher will then reformat it to the journal's specific style. Wiley clarifies that this reformatting is done by the publisher, not the author.
It is important to note that format-free submission primarily applies to the peer-review stage. If a manuscript is accepted, the publisher may request additional items for publication, such as keywords, a public interest statement, author biographies, or editable source files. Occasionally, authors may be asked to perform some formatting at the acceptance stage, particularly for references, to fit the journal's style.
Key Requirements and Considerations
While format-free submission removes the pre-submission formatting burden, it does not eliminate all requirements. Authors must ensure their submission meets the journal's minimum criteria for review.
Mandatory Inclusions for Peer Review
As mentioned, all necessary elements for evaluation must be included in the submission. This ensures that editors and reviewers have all the information required to assess the manuscript's suitability and quality. Omitting essential components like an abstract, figures, or ethics statements could result in the submission being returned or delayed.
Citation Consistency
The requirement for a consistent citation format is non-negotiable. Inconsistent referencing can confuse reviewers and may lead to requests for revision before the manuscript proceeds to peer review. Authors should choose a citation style and apply it meticulously throughout the reference list and any in-text citations.
Post-Acceptance Requirements
Authors should be aware that the format-free policy does not extend indefinitely. If the manuscript is accepted, the publisher will handle the reformatting, but the author may be asked to provide specific elements or make minor adjustments. For example, Taylor & Francis notes that authors might be asked to complete formatting on their paper at the point of acceptance or if invited to make revisions, such as formatting references to fit the journal style.
The Role of Submission Forms and Templates
While the focus here is on the manuscript itself, the broader context of academic submission often involves completing various forms. The provided source data includes information about sample submission forms, which are distinct from manuscript format-free policies but are part of the overall submission process.
For instance, a "Sample Submission Form" can be a Word document or a template used to provide specific information, which may need to be completed and signed. Services like PDFfiller allow users to fill out and sign such forms digitally. Similarly, platforms like Jotform offer submission form creators for building online forms to collect applications, registrations, or feedback.
These tools and templates are designed to streamline data collection and ensure that all required information is gathered efficiently. For researchers, understanding the difference between the manuscript format and supplementary submission forms is important. The format-free policy applies to the research manuscript, while other forms (e.g., author declaration forms, copyright agreements) may still require specific formatting or completion.
Benefits of Format-Free Submission for UK Researchers
For researchers in the UK, format-free submission offers several practical advantages: * Time Efficiency: It saves significant time that would otherwise be spent reformatting manuscripts for each journal submission. * Reduced Frustration: It minimises the stress associated with navigating complex and sometimes differing formatting guidelines across journals. * Focus on Content: It allows researchers to prioritise the scientific merit and clarity of their work rather than its presentation. * Streamlined Transfers: Wiley notes that if an author accepts a transfer to a journal offering Free Format, a draft submission is started, and manuscript files are transferred, simplifying the process further.
Conclusion
Format-free submission is a valuable policy that supports the research community by reducing administrative barriers. By allowing authors to submit manuscripts in their preferred format, publishers like Wiley and Taylor & Francis demonstrate a commitment to efficiency and author convenience. However, success with this approach requires diligence: authors must verify journal eligibility, ensure their manuscript is complete and consistently formatted, and be prepared for potential post-acceptance requests. For UK-based researchers, leveraging format-free submission can be a strategic move to accelerate the dissemination of their work while maintaining focus on its core scientific contributions.