Publishing Policies and Procedures
Conditions for Publication
Author
Misconduct Policy
Manuscript Review
Production and Publication of
ESA Journals
Publication Charges
Reprints
Publication Charge Waivers
Editorial review charges for accepted articles are assessed
per published printed page. ESA members are billed at a lower rate than for
nonmembers. Refer to Publication Charges for
complete information.
Members without funds for publication may request a partial
or full waiver of page charges depending on their situation. Requests for
waivers must accompany the manuscript when first
submitted for publication. Refer to
Publication Charge
Waivers for complete information.
The Entomological Society of America (ESA) expects authors,
reviewers, editors and others involved in its publications enterprise to
safeguard the integrity of its publications process and to alert appropriate
officials to possible misconduct. The ESA believes it has a responsibility
to ensure that allegations of misconduct are properly investigated. The
Society takes all such allegations seriously and will use the expectations,
definitions, and procedures outlined below to examine their validity and to
take appropriate action.
1.
Expectations of Authors Involved in the ESA Publications Enterprise
The ESA expects authors submitting to and publishing in its
journals, proceedings, and books (“publications”) to adhere to ethical
standards of scholarship and to ensure that the work they submit for
publication is free of scientific and publication misconduct.
The list of authors of the work should accurately reflect who carried out
the research, who wrote the article, and others who made substantive
contributions to the work. All authors of articles
submitted for publication assume individual and shared responsibility,
within the limits of their professional competence, for the accuracy and
integrity of their work.
2.
Author Misconduct and Initial Considerations for its Investigation
2.1 Kinds and Definitions of Author Misconduct
-
Plagiarism
– taking material from another's work and submitting it as one’s own
without properly acknowledging or attributing its source.
-
Self-plagiarism
– republishing one's own work that has previously been published
elsewhere in the primary literature without citing the earlier
publication.
-
Duplicate publication
– publishing the same, or substantially the same, article in more than
one journal or other publishing venue. ESA policy does permit the
submission of an article based on a previously published abstract,
proceeding, presentation, or poster.
-
Conflict of interest
– failing to make known to the editor financial, institutional or other
conflicts of interest that might be perceived by a reasonable person to
influence one’s work.
-
Dishonest
communications
– knowingly providing ESA with dishonest information during any part of
the publications process.
-
Fraud – fabricating
a research report or suppressing or altering data.
-
Improper assignment
of credit or authorship
– omitting those who should be included as authors or including as
authors those who should not be.
2.2 Initial Considerations
The ESA recognizes that allegations of author misconduct may prove
to be unfounded, and that such allegations may be damaging to an individual.
Therefore, the following general considerations will be observed:
-
To be actionable, allegations of author misconduct must be received
in writing by the Editor-in-Chief of the affected publication. Such
writing should include a description of the alleged behavior and
information in support of the allegation.
-
Necessary investigations of allegations will begin promptly and
proceed as expeditiously as possible.
-
Strict standards of confidentiality, fairness, and impartiality
will be maintained throughout the processes of allegation investigation
and resolution. All aspects of an investigation must be treated
confidentially throughout the investigation process.
-
Processing of a manuscript involved in case of alleged author
misconduct will be suspended until the relevant case has been resolved.
The Editor-in-Chief of the affected ESA publication will communicate as
necessary with the Corresponding Author of a suspended manuscript to
keep the author informed of the status of his or her submission.
-
If a case of author misconduct has been determined to have
occurred, any actions taken by ESA will apply only to the author(s) who
was involved in the misconduct.
3.
Process for Addressing Allegations of Author Misconduct
3.1 Level of the Editor-in-Chief
All allegations of author misconduct will be referred initially to
the Editor-in-Chief of the affected ESA publication. When a written
allegation of misconduct is received, the Editor-in-Chief will make a
preliminary inquiry to determine whether misconduct may have occurred. The
Editor-in-Chief will treat the allegation confidentially, but may
communicate with the person(s) making the allegation, the author(s) of the
Work with respect to which misconduct is alleged, the Chair of the
Publications Council, the Managing Editor of ESA publications, and others as
deemed necessary to make a preliminary assessment of the allegation. If,
after these preliminary communications and consultations, the
Editor-in-Chief determines that author misconduct has not occurred, the
Editor-in-Chief will dismiss the allegation and no further investigation
will be made.
3.2 Level of the Author Misconduct Panel
If the Editor-in-Chief determines that a further investigation is
warranted, the Editor-in-Chief will initiate a more formal investigation.
This investigation will be conducted by the Author Misconduct Panel (Panel)
consisting of the Editor-in-Chief, Chair of the Publications Council, and
the Chair of the affected publication’s Editorial board.
The Chair of this Panel is the Chair of the Publications Council. The Panel
Chair may appoint an alternate Panel member on a case-by-case basis if one
of the regular members is unable to participate or has a conflict of
interest.
The Panel will make appropriate notifications of this
investigation, which will typically include the person(s) making the
allegation, the author(s) alleged to have committed the misconduct, and the
Managing Editor of ESA publications, but, subject to limitations stated in
Section 3.3, may also include other parties, such as ESA legal counsel, and
the author(s) institution or employer. Such notice to the author(s) will be
made only to the
author(s) alleged to have engaged in misconduct and the
Corresponding Author who shall be responsible for all communications with
other authors. After the investigation is complete, the Panel will send a
statement outlining the alleged misconduct to the author(s) alleged to have
committed the misconduct, and the author(s) will be given a maximum of 30
days to respond in writing to the allegation. The author(s) response, if
any, will be included as part of the Panel’s report.
The Panel will then make a determination whether, in its judgment,
misconduct has occurred. If the Panel determines that no misconduct has
occurred, 1) the report and documentation, together with a record of the
Panel’s determination, will be sealed and delivered to the Managing Editor
for archiving at ESA headquarters; 2) the Editor-in-Chief will communicate
the results of the determination to the Author(s) involved and to the
person(s) making the allegation; and, 3) any suspended manuscripts will be
released to continue through the publications process.
If the Panel determines that author misconduct has occurred, the
Panel will determine a course of action that it deems appropriate given the
circumstances of the case. (See Section 3.4 below for some possible
actions.)
The ESA Executive Director and legal counsel will review the
Panel’s decision and notify the Panel of any legal concerns that could
affect the Panel’s decision. Once so notified, the Chair of the Panel will
carry out the course of action, including the appropriate notification of
all parties involved, including the Governing Board. The Panel’s report,
documentation, and determination will be delivered to the Managing Editor
for archiving at ESA headquarters.
3.3 Parties Responsible for
Investigating Allegations of Author Misconduct
In cases alleging Author Misconduct
under Paragraph
2.1 above, members of the Author Misconduct Panel will conduct
and document an investigation with the purpose of attempting to ascertain
the facts of the case. For this investigation, the Panel members may contact
any individual or organization deemed to be relevant to the facts of the
case, including the author’s home institution or employer, and may request
that those individuals or organizations carry out further inquiries into the
facts of the case. Prior to making any contacts with any person other than
the authors and the complaining party, the Panel Chair shall consult with
legal counsel through coordination with the ESA Executive Director.
3.4 Some Courses of Action for
Resolving Cases of Author Misconduct
The following actions may be taken upon a finding of author misconduct:
-
Withdraw the manuscript pending correction to eliminate the misconduct.
-
Reject the manuscript and deny its publication by ESA.
-
Notify the author(s) home institution(s) of the misconduct.
-
If a paper has already been published, officially retract the paper and
flag any electronic version as a retracted paper.
-
Prohibit the author(s) from publishing in ESA publications for a
specified period of time.
-
Such other action as may be determined necessary and appropriate under
the circumstances of the misconduct, provided that any report or
disclosure of a finding of misconduct or imposition of discipline shall
not be undertaken without prior consultation with legal counsel.
Actions appropriate in particular circumstances may vary depending on a
variety of factors, including, but not limited to: the severity of the
misconduct, identified prior misconduct, and the stage of the publication
process at which the misconduct is discovered.
4.
Additional Considerations
4.1 Reviews and Appeals
All parties directly involved in a case of author misconduct shall
have the right to review and respond to the report and documentation
provided by the Author Misconduct Panel.
Author(s) shall have the right to appeal a determination of author
misconduct to the Publications Council. All appeals must be submitted in
writing to the Council within 30 days of notification of the decision by the
Panel. The appeal must include a rebuttal of the decision, explaining in
detail the author(s) rationale for why the decision was in error. The
Council will review the evidence and the rebuttal, and issue its decision
as promptly as reasonably possible after receipt
of the appeal. The decision of the Council is final. Members of the Panel
who are on the publications Council will not have a vote on the appeal.
4.2 Cases Involving Duplicate
Publication
In cases of author misconduct that involve the appearance of duplicate, or
near duplicate, materials in an ESA publication and in a publication of
another publisher, the Editor-in-Chief involved will notify the other
publisher of the apparent duplicate publication. If the ESA publication is
not the original publication of the material, a retraction of the duplicate
materials will be published as soon as practicable in the ESA publication
series that published the duplicate material. A retraction will be issued in
the print and, if applicable, digital version of the publication. A
duplicate publication will not be removed from the digital version of an ESA
publication series; but, under the direction of the Managing Editor, it will
be appropriately flagged or annotated to indicate its duplicate status and
that it has been retracted.
4.3 Case Files
The ESA will maintain files of communications,
documents, and other materials relative to each case of alleged author
misconduct that is formally submitted by an Editor-in-Chief to the Author
Misconduct Panel for resolution. In cases in which no determination of
misconduct is found, the relevant files will be sealed and will not be
released unless all individuals involved in the case request that the
materials be made public or unless disclosure is required by law.
Review Process
Before any manuscript is accepted for
publication, it is evaluated by two reviewers qualified to assess the
significance and quality of the research. Reviewers comment on the content of
the manuscript, the methodology of the experiment, and the results. Reviewers
recommend revisions to the manuscript and suggest whether a manuscript should be
accepted or rejected for publication. Reviewers are selected by the editors. The
editor may seek additional reviews of a manuscript or have a resubmitted one
reviewed again. However, the decision to accept or reject a manuscript for
publication is the responsibility of the editor, not the reviewer.
In addition, the editor may withdraw or recommend
transfer of a manuscript to another ESA publication.
A manuscript is withdrawn by
the editor when the data are sound, but there is a major flaw(s) in the
manuscript that can be fixed. If a manuscript has been
withdrawn rather than rejected, it can be resubmitted at a later date, but the
author must take into account the comments of the editor and reviewers before
doing so. When it is resubmitted, it will be treated as a new submission and
need additional peer review. In the cover letter, please explain that a previous
version of the paper was withdrawn and note the previous manuscript number.
A withdrawal cannot be appealed by the authors.
A manuscript is rejected by the subject editor when there is
a fundamental flaw in the data that cannot be fixed, or for other reasons. A
manuscript describing that data set cannot be submitted again to an ESA
journal. A rejection can be appealed to the editorial board.
The review
process also is handled online using the Rapid Review system.
NOTE: If you
have a problem downloading a review from the Rapid Review website, refer to the
attached information on how to
change your web browser security settings to allow file downloads from the
Rapid Review website.
Appeal of a Rejection
An author can appeal an editor's decision to reject a
manuscript for publication through the publication's Editorial Board. To appeal
a rejection, the author must send the following items to the ESA Director of
Publications:
-
A letter that explains why the author has chosen to
appeal the rejection. The letter should address specific reasons provided by
the editor for the rejection.
-
The editor’s letter of rejection.
-
The reviewers’ comments.
-
The rejected, unrevised manuscript. If a rejected
manuscript has been revised before an appeal, the rejection cannot be
appealed.
- Any additional
correspondence
These items may be sent as e-mail attachments to
pubs@entsoc.org or send 6 copies of each
item by mail to the Entomological Society of America, Director of Publications,
10001 Derekwood Lane, Suite 100, Lanham, MD 20706-4876, USA.
The Director of Publications forwards these materials to the
Editorial Board members for review. The Editorial Board Chair gathers comments
on the materials from other board members and rules on the appeal. In writing,
the Chair then informs the author, editor, other board members, and the
Director of Publications of the Editorial Board's decision. The decision of the
Editorial Board is final. The appeals process takes approximately 1 month from
when the Editorial Board receives the appeal materials.
After authors have submitted the final version of their
manuscript, it is forwarded to the ESA Headquarters Office where it is sent out
for copyediting and typesetting. As a result, the copyeditor may make minor
stylistic changes to the manuscript after an author has revised it. Important
new changes are noted as author queries on the page proof and referred to the
corresponding author for approval.
Page Proofs
The corresponding author is notified by e-mail that a page
proof of his article in PDF format is available to download from the Cadmus web
site within approximately 4-5 weeks after the accepted manuscript is received
by ESA. The page proof is an unpaginated copy of how the article will look when
printed. Authors should check carefully for typographical errors. Authors are
asked to examine the placement and quality of figures. All changes should be
made on the page proof. Changes noted elsewhere will not be incorporated into
the article.
Also included as part of the page proof are the
ESA
Publishing Agreement and Reprint Order Form (see below). The corresponding author must
complete the Publishing Agreement and the Reprint Form (if ordering reprints)
and return both forms with the corrected page proofs to the journal Issue
Manager at the address noted in the e-mail and on the forms.
Limits to Alterations. Because of the extensive
review that each manuscript receives, the extensive opportunities authors are
given to review their manuscripts before typesetting, and the high cost of
resetting type, alterations should not be made once a manuscript is in page
proof. Significant new data may be added as a Note Added in Proof at the end of
the article, before the Acknowledgments. Extensive alterations may require
re-review and may delay publication. Corrections other than printer's and
editors’ errors will be billed to the author. See
Publication
Charges below.
Returning the Page Proofs. Articles are not scheduled
for publication until page proofs, Publishing Agreement, and Reprint Order Form
have been received by the Cadmus Production Office. Authors are asked to return
page proofs within 48 hours after receiving them. Authors who reside outside
the United States should consider having someone in the United States handle
the page proofs (e.g., a member of the Editorial Board of the publication) to
avoid delays in mailing. Return page proofs to Issue Manager, [Journal Name],
Cadmus Professional Communications, 940 Elkridge Landing Road, Linthicum, MD
21090; Fax: 410-691-6929; Phone: 410-691-6998; e-mail:
m-ibrahiml@cadmus.com.
Publication
After page proofs have been received by the Cadmus
Production Office, the article will be proofread, paginated, and sent to the
printer for final publication. Articles are published within journal sections
approximately in order of their acceptance. Publications are mailed to
subscribers between 5 and 8 weeks after the page proof has been received by
ESA. During periods of heavy submissions, however, publication time may be
extended. If authors follow their turnaround time schedule, manuscripts usually
are published within 4-5 months of final acceptance.
Reprints
Paper reprints are mailed to the appropriate author within 2
weeks after publication of the article. Open access reprints are available
online when the online issue is posted.
Page Charges
ESA assesses page charges for: research and Forum articles
published in Annals of the Entomological Society of America, Environmental
Entomology, Journal of Economic Entomology, and Journal of Medical
Entomology, and for research articles in American Entomologist and Arthropod
Management Tests. Charges are established by the ESA Governing Board. Journal
page charge rates are below. Page charges for
American
Entomologist and
Arthropod Management Tests
are noted on each publication's respective home page under "Information for
Contributors."
Page charges are not assessed for letters to the editor,
invited articles, and book reviews that appear in the journals; letters to the
editor, commentaries, forum articles, feature articles, book reviews, and
obituaries that appear in American Entomologist; or for manuscripts
published in the Handbook Series or Thomas Say Publications in Entomology.
Charges are not assessed for manuscripts that are rejected for publication.
Page charges help offset some of the costs associated with
processing, reviewing, editing, and publishing articles. As of January 1, 2005, charges for
the four ESA journals are below. These rates will apply for all new journal
manuscripts submitted from January 1, 2005 forward.
Member charge per printed page:
|
$52.00
|
Nonmember charge per printed page:
|
$81.00
|
Page charges for Rapid Communications are higher: $96 per
printed page for ESA members; $150 per printed page for nonmembers.
Pages with color have an additional charge depending on the
number of pages (see below).
Money-Saving Tip for Non-ESA Members. The average
journal article is more than 6 pages long. Given the current price of ESA
membership dues, you can save more than that amount on page charges by joining
ESA when you submit your manuscript. Do the calculation—then go online to
the Membership
Section to access the ESA membership application form.
Alteration Charges. ESA charges for all author
alterations that are made to a manuscript after it has been typeset. Current
rates for author alterations are as follows:
Author alteration (per line):
|
$6.00
|
Figure change (fig. must be same size as original):
|
$50.00
|
Color Charges. If your manuscript contains color
figures, they can be printed in color providing that authors agree to pay all
of the extra expense associated with color printing. If you wish to have any of
your figures reproduced in color, please complete and sign the ESA Color
Printing Agreement for the appropriate journal and return it to the address
shown on the form.
Annals
Color Printing Agreement ![Click for instructions on viewing PDF documents](https://webarchive.library.unt.edu/eot2008/20090115090727im_/http://www.entsoc.org/Pubs/Images/image001.jpg)
EE
Color Printing Agreement ![Click for instructions on viewing PDF documents](https://webarchive.library.unt.edu/eot2008/20090115090727im_/http://www.entsoc.org/Pubs/Images/image001.jpg)
JEE
Color Printing Agreement ![Click for instructions on viewing PDF documents](https://webarchive.library.unt.edu/eot2008/20090115090727im_/http://www.entsoc.org/Pubs/Images/image001.jpg)
JME
Color Printing Agreement ![Click for instructions on viewing PDF documents](https://webarchive.library.unt.edu/eot2008/20090115090727im_/http://www.entsoc.org/Pubs/Images/image001.jpg)
Invoices
For domestic authors, invoices for editorial review charges
and reprints are mailed at the time the issue is published in which the article
appears. For international authors who are not members of ESA, payment by
credit card, certified bank check, or wire funds transfer is required in
advance. A quotation (pro forma invoice) is
e-mailed to the corresponding author when advance payment is required.
ESA charges for article reprints. An
order form, complete with ordering instructions, is included with the typeset
page proof. The reprint order form must be returned with the page proofs. Late
reprint orders are accepted, however, charges for late reprints are
considerably higher.
ESA offers two types of reprints: paper or open access. A paper
reprint is printed on paper in multiples of 100 copies. An open access
reprint (formerly known as PDF reprints) is a PDF file of the article that
is posted with the online journal issue and is freely available.
You may order paper reprints, open access reprints, or both.
Return your page proof and reprint order at the same time to ensure your
reprint request is made on time. Late orders for paper and open access reprints
will be billed at much higher prices. Paper reprints are shipped within two
weeks of the mailing date of the journal; open access reprints are available as
soon as the electronic version of the issue is posted.
Below are links to ESA's reprint order forms. The forms
include reprint prices--which may change at any time without notice.
Annals Reprint Form
EE Reprint Form ![Click for instructions on viewing PDF documents](https://webarchive.library.unt.edu/eot2008/20090115090727im_/http://www.entsoc.org/Pubs/Images/image001.jpg)
JEE Reprint Form
JME Reprint Form
Shipping
Prices quoted in the reprint order forms include shipping
within the United States via UPS Ground. All orders outside the United States
must have Expedited Shipping, which provides delivery in 5-9 days and includes
package tracing and proof of delivery.
For Expedited Shipping to addresses in Canada and Mexico add
20% of the printed reprint cost; for all other countries, add 40%.
ESA provides a partial waiver of page charges to authors who
have no grants or funds for publication. Only ESA members whose dues are
current at the time of publication are eligible for waivers of page charges.
ESA Waivers must be requested in writing when a manuscript
is first submitted for publication. Waivers requested after a manuscript is
accepted for publication will be denied. Authors who request a waiver must fill
out the ESA Page Charge Waiver Form that is available from this web site or the
ESA Publications Office. You may print and fill out a PDF of the
Page
Charge Waiver Form or e-mail us at pubs@entsoc.org to have the form sent to
you.
Waivers are limited and are available on a "first-come,
first-served" basis once a manuscript is finally accepted. If waivers are
unavailable, the publication of a manuscript may be delayed until funds become
available. Waivers are not available to nonmembers.
ESA member. ESA will fund 90% of the page charges for
five printed pages in a calendar year for authors who are ESA members and
absolutely have no other source of funds for publication. Authors are
responsible for the remaining 10% plus the full costs of all remaining pages,
author alterations, and reprint costs.
Unemployed or Retired ESA Members. Unemployed,
retired, or emeritus ESA members with no institutional support may publish up
to five printed pages per calendar year free of page charges. Authors in these
categories are responsible for all remaining page, alteration, and reprint
charges.
C. P. Alexander Fund
For Annals of the Entomological Society of America authors
only who are ESA members, there is an annual grant amount toward editorial
charges provided by the C. P. Alexander Fund from the
Entomological Foundation.
A grant from this fund could be used in addition to a waiver (either 90% or
100%) to cover editorial charges for pages six and above. Within a year, no
more than one grant is provided per author. A request for a C. P. Alexander
Grant must be noted on the waiver form when a manuscript is first submitted for
publication in Annals.