OJS Author Guide: How to Submit a Manuscript in Open Journal Systems

Submitting your research to an academic journal is a crucial step in sharing your work with the scholarly community. If you're submitting to a journal that uses Open Journal Systems (OJS), this guide walks you through every step of the submission process—from creating an account to tracking your manuscript through peer review and publication. Whether you're a first-time author or simply new to OJS, you'll find everything you need to submit successfully.

Before You Begin: Preparation Checklist

Before starting your submission in OJS, ensure you have the following ready:

Required Items

• Manuscript file: Usually in Microsoft Word (.doc or .docx) or PDF format, prepared according to the journal's author guidelines
• Abstract: A summary of your research (typically 150-300 words)
• Keywords: 4-8 terms that describe your research
• Author information: Full names, email addresses, and institutional affiliations for all co-authors
• References: Complete bibliography formatted according to journal requirements

Supplementary Materials (if applicable)

• Figures and tables (may need to be separate files)
• Data files or appendices
• Cover letter
• Conflict of interest statement
• Ethics approval documentation

Important: Read the Author Guidelines

Every journal has specific requirements for manuscript formatting, file types, word limits, and required elements. Always read the journal's Author Guidelines before preparing your submission. These guidelines are typically found on the journal's website under "For Authors," "Submissions," or "Author Guidelines."

Step 1: Register for an Account

If you don't already have an account with the journal, you'll need to register before submitting.

How to Register

1. Visit the journal's website
2. Click "Register" (usually in the top navigation or sidebar)
3. Fill in the registration form with your details:
   • Username (choose something memorable)
   • Password
   • Full name
   • Email address
   • Institutional affiliation
   • Country
   • ORCID iD (if available and requested)
4. Select "Author" under "Register as" (some journals allow you to register as both Author and Reader)
5. Complete any required fields and click "Register"
6. Check your email for a confirmation message (some journals require email verification)

Tip: If you've previously submitted to or reviewed for any journal on the same OJS installation (often the case for journals hosted by the same university or publisher), you may already have an account. Try logging in with your existing credentials first.

Step 2: Start a New Submission

Once logged in, you'll see your Dashboard. Here's how to begin:

1. Click "New Submission" on the right side of your Dashboard (or "Start a New Submission")
2. You'll enter a multi-step submission wizard that guides you through the process

OJS uses a 5-step submission process (in OJS 3.x):

• Step 1: Start
• Step 2: Upload Submission
• Step 3: Enter Metadata
• Step 4: Confirmation
• Step 5: Next Steps

Step 3: Complete the Submission Form (Step 1 - Start)

The first screen asks you to provide preliminary information:

Select Section

Choose the appropriate section for your submission. Common sections include:

• Research Articles
• Review Articles
• Case Studies
• Short Communications
• Letters to the Editor

If you're unsure which section fits your manuscript, select the one that best matches your content type. The editor can reassign it later if needed.

Submission Requirements Checklist

You must check each box to confirm your submission meets the journal's requirements. Common items include:

• The submission has not been previously published
• The submission is not currently under review at another journal
• The file is in the required format (Word, PDF, etc.)
• References have been checked for accuracy
• The manuscript follows the journal's formatting guidelines
• Author guidelines have been followed

Important: You cannot proceed without checking all required boxes. Read each item carefully—these are commitments you're making about your submission.

Comments for the Editor (Optional)

Use this field to communicate anything important to the editor, such as:

• Suggested reviewers (if the journal allows this)
• Potential conflicts of interest
• Special circumstances regarding your submission
• Reason for resubmission (if applicable)

Privacy Statement

Review the journal's privacy statement explaining how your data will be used. Click "Save and Continue" to proceed.

Step 4: Upload Your Manuscript (Step 2 - Upload Submission)

This step is where you upload your manuscript file(s).

Uploading the Main Manuscript

1. Click "Upload File" or "Add File"
2. Select the Article Component—choose "Article Text" for your main manuscript
3. Choose your file from your computer
4. Wait for the upload to complete
5. Review the file details:
   • File name (you can rename it)
   • Confirm the component type
6. Click "Continue" then "Complete"

Adding Additional Files

If you have supplementary materials, click "Add Another File" and repeat the process. Select the appropriate component type:

• Article Text: Main manuscript (usually only one)
• Figure: Images, charts, graphs
• Table: Data tables
• Data Set: Research data files
• Supplementary File: Additional materials (appendices, supplementary methods, etc.)
• Other: Cover letters, author statements, etc.

File Format Tips

• Most journals prefer Microsoft Word (.doc or .docx) for the main text (easier to edit during copyediting)
• Figures should be high-resolution (at least 300 DPI) in JPEG, PNG, or TIFF format
• Keep file sizes reasonable—very large files may cause upload issues
• Name files clearly (e.g., "Smith_MainText.docx" rather than "Document1.docx")

Anonymous Submission (for Blind Review)

If the journal uses blind peer review, you may need to upload an anonymous version of your manuscript. Remove:

• Author names from the manuscript text
• Author names from file properties (in Word: File → Info → Check for Issues → Inspect Document)
• Identifying acknowledgments
• Self-citations that reveal your identity

Click "Save and Continue" when all files are uploaded.

Step 5: Enter Metadata (Step 3 - Enter Metadata)

Metadata is information about your article that helps readers find and cite your work. Complete each field carefully—this information will appear in search engines, databases, and citations.

Title and Abstract

• Prefix: Articles like "A" or "The" at the start of your title (optional)
• Title: Your article's main title
• Subtitle: Secondary title if applicable
• Abstract: Summary of your research (paste from your manuscript)

Contributors (Authors)

Add all authors/contributors to your submission:

1. Click "Add Contributor"
2. Enter each author's details:
   • Name (given name and family name)
   • Email address
   • Affiliation (university, institution, or organization)
   • Country
   • ORCID iD (if available)
   • Contributor role (Author, Translator, etc.)
3. Indicate if this person is the "Principal Contact for Editorial Correspondence"
4. Click "Save"
5. Repeat for all co-authors

Important: The order of contributors typically reflects their contribution level (first author, second author, etc.). You can reorder contributors using the up/down arrows.

Keywords

Enter keywords that describe your research. These help others find your work:

• Type a keyword and press Enter
• Add 4-8 relevant terms
• Use terms that researchers in your field would search for
• Include both specific and broader terms

Additional Metadata Fields

Depending on the journal's configuration, you may also need to complete:

• References: Your bibliography (some journals require this separately)
• Supporting Agencies: Funding sources and grant numbers
• Coverage: Geographic or temporal scope of your research
• Rights: Copyright or licensing information
• Source: Information about previously published versions
• Subject: Discipline or subject classification

Click "Save and Continue" when complete.

Step 6: Confirm and Complete (Step 4 & 5)

Confirmation

Review all the information you've entered:

• Files uploaded
• Metadata entered
• Contributors listed

If everything looks correct, click "Finish Submission."

A confirmation dialog will appear asking if you're sure you want to submit. Click "OK" to complete your submission.

What Happens Next

After completing your submission:

• You'll see a confirmation message
• You'll receive a confirmation email acknowledging your submission
• The editor will be notified of your new submission
• Your submission appears in your Dashboard under "My Authored" or "Active Submissions"

Important: Once submitted, you cannot make changes to your manuscript directly. If you need to make corrections, contact the editor through the Pre-Review Discussions feature.

Tracking Your Submission

After submission, you can monitor your manuscript's progress through your Dashboard.

Submission Stages

Your submission will move through these stages:

1. Submission: Your manuscript is being evaluated for initial suitability. The editor may contact you for clarifications.

2. Review: Your manuscript is undergoing peer review. This stage typically takes 4-12 weeks depending on the journal and field.

3. Copyediting: Your manuscript has been accepted and is being prepared for publication.

4. Production: Final formatting and galley preparation before publication.

Checking Your Status

1. Log in to the journal website
2. Go to your Dashboard
3. Find your submission in "My Authored" or "Active Submissions"
4. Click the submission title to view details
5. Check the stage indicator (Submission, Review, Copyediting, Production)

Understanding Status Indicators

• Queued for Review: Awaiting assignment to reviewers
• Under Review: Currently being evaluated by peer reviewers
• Revisions Required: Needs changes before proceeding
• Accepted: Approved for publication
• Declined: Not accepted for publication

Responding to Review Decisions

After peer review, you'll receive an email with the editor's decision. Here's how to handle each outcome:

Revisions Required

The most common outcome—your manuscript needs changes before final acceptance.

1. Read the reviewer comments carefully
2. Make the requested revisions to your manuscript
3. Prepare a response document addressing each reviewer comment
4. Log in to OJS and navigate to your submission
5. Go to the Review stage
6. In the "Revisions" section, click "Upload File"
7. Upload your revised manuscript and response letter
8. Use the "Review Discussion" panel to notify the editor that you've submitted revisions

Tip: Be thorough in your response. Address every reviewer comment, even if you disagree. Explain your changes clearly and professionally.

Resubmit for Review

Major revisions requiring another round of peer review. Follow the same process as above, understanding that reviewers will evaluate your revised manuscript again.

Accepted

Congratulations! Your manuscript will move to the Copyediting stage. You may be asked to:

• Review copyedited changes
• Answer queries from the copyeditor
• Approve final galleys (proofs)

Declined

If your manuscript is declined, you'll receive feedback explaining the decision. You may:

• Review the feedback to improve your manuscript
• Submit to a different journal
• Consider if major revisions could make it suitable for resubmission

Copyediting and Production Stages

Once accepted, your involvement continues through these final stages:

During Copyediting

• Watch for emails requesting your review of copyedits
• Check changes made to grammar, style, and formatting
• Respond to any queries from the copyeditor
• Approve the copyedited version or request changes

During Production

• Review the formatted galleys (PDF and/or HTML versions)
• Check for any errors in the final layout
• Verify that figures, tables, and equations appear correctly
• Approve for publication or request corrections

Important: Respond promptly to requests during these stages. Delays can postpone your article's publication.

After Publication

Once your article is published:

• You'll receive notification that your article is live
• The article will be assigned to a journal issue
• It will be indexed in databases (Google Scholar, etc.) over time
• You'll receive a DOI (Digital Object Identifier) for permanent citation
• You can share the article link with colleagues and on social media

Troubleshooting Common Issues

Upload Errors

Problem: File won't upload or times out.

Solution: Check file size (reduce if very large), try a different browser, ensure stable internet connection, contact the journal's technical support if issues persist.

Forgotten Password

Problem: Can't remember login credentials.

Solution: Click "Forgot your password?" on the login page. Enter your email address to receive reset instructions.

Can't Find Submission

Problem: Submission isn't appearing in Dashboard.

Solution: Check "Archives" for completed/declined submissions. Ensure you're logged into the correct journal if you have multiple accounts.

Need to Make Changes

Problem: Spotted an error after submission.

Solution: Use the Discussion feature to contact the editor and explain the needed changes. The editor can unlock the submission for corrections if necessary.

Best Practices for Authors