WRITING A JOURNAL ARTICLE SUBMISSION


Please find below a hypothetical example of a research paper to be submitted for publication in a journal.

This paper is written is the style and format just as if it was to be actually submitted to a journal. This begins with the cover letter to the Journal Editors, and proceeds through the abstract, content, figures, appendices, & references, etc.
This is a work in process, not a finished resource.
Any comments can be sent to jeffrey@laban-analyses.org


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Jeffrey Scott Longstaff
LABAN Creekside
London SE8
United Kingdom
jeffrey@laban-analyses.org

6 October 2001

Dr. W. J. Irvine
c/o Teviot Scientific Publications Ltd
31 Montpelier Park
Edinburgh EH 10 4LX
Scotland UK

To the Editors

Please accept my manuscript “Full Manuscript Title Here” for consideration for publication in your journal Full Journal Title Here.

The manuscript contains NUMBER OF WORDS, including 2 appendices, 2 tables, and 2 figures.

This manuscript has not been presented or published, nor submitted for publication elsewhere.

Many editors ask specifically for this last statement. This cover letter page is not numbered. The numbering begins on the title page of the manuscript. Spell out name of the month so there is no chance of confusion between European and American methods which put the numbers in different orders. The wording on this cover letter is not intended to be exact.

Thank you very much for considering this article for your Journal.


Sincerely

[[sign your name here]]

Jeffrey Scott Longstaff
j.longstaff@laban.co.uk

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                                    Prototype Format p. 1
Running head: PROTOTYPE FORMAT [ABBREVIATE TITLE: MAX 50 SPACES]



Prototype Format for a Journal Submission

Jeffrey Scott Longstaff

Laban Centre, City University London



Author Notes

   If the article is to be ‘blind’ reviewed (when journal editors / reviewers will not know who the author is) then put author notes here, on the title/author page of the manuscript (p.1). Note that this title page is the only place where the Author’s name appears. This allows the Author’s name to be easily removed before giving the manuscript to ‘blind’ reviewers.
   However, APA (1994) format also includes Author Notes on a page immediately following the Reference List (see p. 14 below). Check individual journals for their preferences. It is important since it depends on their process for reviewing article submissions. When in doubt, just put them here on the title page.
   Author notes can be in a single paragraph or in several short paragraphs (as here, but not this long!!), and should include information such as the Authors professional affiliations, acknowledgements for support and collaborations from people and from institutions; if this article was part of a degree program; authors affiliation, and an address for reprints (or any other networking contact). Include e-mail address. See Author Notes (p. 14, below) for an example.


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                                     Prototype Format p. 2

Abstract

This ‘article’ is intended to provide an easy-to-use prototype format for a journal submission. The general format followed here adheres closely to that of the American Psychological Association (APA 1994) which is used by a large number of journals in psychological and social sciences. This prototype can be freely copied and used as a fill-it-in template for formatting articles submitted for publication in journals or other media. Follow the content and the style of this prototype (eg. CAPITALISATION, line spacing, paragraph indentations, etc.). Note that this ‘Abstract’ is written in one single block paragraph, with no indentation at the beginning. A maximum of 150 words is recommended by APA (1984, p. ) where they explain that “An abstract that is accurate, succinct, quickly comprehensible, and informative will increase the audience and the future retrievability of your article”. With this in mind, write the abstract like the entire article in miniature and be sure to use all key terms, proper names of key people or places, well known theories, areas of study and application, which will later serve in data-base searches for the article. Note that the Author’s name only appears on the title / author page, on all other pages the manuscript is identified only by the ‘Running Head’ (top right corner of page) which was identified on the title / author page as a shortened abbreviated title of the article.
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                                     Prototype Format p. 3

Prototype Format for a Journal Submission

   The title is restated here on p. 3. This beginning paragraph is implicitly an introduction, and so does not need to be labelled or to have a heading (APA 1983, p. 66). However, it is important to use a clear system of ‘headings’ to help organise the article.
   It should be kept in mind to check ‘Instructions to authors’ for each individual journal which you plan to submit to. This will probably have individual variations on how to format your article. However, don’t be over concerned if your article is not perfect format, if the editor of the journal wants your article they will give you the necessary proof-reading for you to revise it appropriately for re-submission.

PRELIMINARY FORMAT
Page set-up
Margins and Page Size

Size of Margins
   Essentially, a large margin must be given in a manuscript submission to leave room for editors go give their comments and proof-reading marks. APA (1983, p. 137) specifies to “Leave uniform margins of 1 1/2 in. (4 cm) at the top, bottom, right, and left of every page”.






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                                     Prototype Format p. 4
Line Spacing
   Using double-spacing between lines is also generally requested to allow for plenty of space for proof-reading marks.
Lines on a Page
   A general guidance of “not more than 25 lines of text” on a single page is also given by APA (1983, p. 137).

Headings in APA Style

Five Levels of Headings
   Five levels of headings are prescribed (APA 1983, p. 66). Depending on the complexity of the article, different numbers of levels may be required. Each ‘heading’ will function as a title or sub-title for the major sections and sub-sections of the article. Each heading ‘level’ is distinguished by a particular format (capitalisation, underlining, centring etc.) to distinguish it within the text.
Guide to Headings in a Table
   A general guide is prescribed in Table 1. Notice here that the proper format for tables is being included. Capitalise ‘Table’ whenever it refers to a specific example (look to the end of this manuscript to find ‘Table 1’ which is on a separate page to be inserted here when this article is published).





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                                     Prototype Format p. 5

                              

Insert Table 1 about here

                              


   Hopefully this mock article can be of some use to other Authors who need a simple-to-follow format with which to organise their articles submitted for publication.

CENTRED CAPITALS

   This is the highest heading, and would probably only be used for extremely long and complicated articles with several different sections and categories. APA (1994) does not use numbered headings (1, 2, 3, etc.), but just lists them in proper levels.

Centred Upper and Lowercase Letters

   Most articles would probably begin with this, 2nd highest, level. Notice there are not any extra line spaces above or below the heading. There is text on very line, no lines are left blank.

Centred Upper and Lowercase Letters and Underlined

Flush Left Upper and Lowercase Letters and Underlined
   There does not need to be any text between the heading titles, and in this case between the 3rd highest, and 4th highest headings there is no text so that the next heading just flows on directly. There might be a few sub-sections within this heading.
   Indented lowercase letters also underlined and end in a period. In the case of this, lowest level heading, just start the text immediately following the heading.
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                                     Prototype Format p. 6
   Another lowest level heading. These are used only for the very smallest sub-section distinctions in the article. They are short in this example, but they can be longer.
   Seriation - an additional lowest level heading. This is just to make the point, that there can be more of these. I suppose the only lower ‘level’ from this point would be to include an enumeration, or series.
   Seriation is for all organised people who find clarity by putting items into neatly numbered lists. They might go anywhere in the manuscript, at any level of heading. The following format (APA, 1983) might be followed. For seriation within a paragraph or sentence, use (a) small letters, (b) enclosed in parentheses, (c) only commas as punctuation, and (d) a final item to conclude the list. For seriation of separate paragraphs, a different format is recommended:
   1. Begin each paragraph-item with a number.
   2. Follow the number with a period (‘full stop’ to you English friends, or ‘dot’ to you computer literates).
   3. End each paragraph-item with a period.
   I would be the first to agree that these two should not be the only acceptable formats. The ‘Golden Rule’ is just to be clear, succinct, and consistent.
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                                     Prototype Format p. 7
Next Level Four Heading
   As a general rule of organisation, if there is (say) one heading, then there also needs to be at least a second heading at that same level. Since APA-style headings do not use a numerical prefix the overall organisation is not so apparent. However, in the sense of category boundaries, there does not need to be a first category (ie. heading #1) if there is no second category (heading #2). It can be a type of assessment as to the organisational structure of one’s own thoughts and conceptions, whether they can be represented in a consistent of hierarchical structure of section headings.

Further Examples; Author Citations

This level-3 heading moves on (supposedly) to a new higher-order section of the article. For this example article, we can include two bits on citations of authors.
Day/Date System
The simplest format for giving citations to authors is the ‘day / date’ or ____???____ method. When the journal or conference etc. requests variations, it is a simple matter to just get copies of their examples and change this format to suit that particular case. However, generally, this is a widely-used and very flexible format.




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                                     Prototype Format p. 8
Citations
   Citations in text. When a quote or reference is given within the text of an article it is “enclosed in double quotation marks, and followed by the author information” (Author, 2001. p. 18). Note that the period is after the author citation, enclosed within the sentence which is cited. An alternative format might be to give the Author (2001) first, together with the date, “then followed by a quote together with the page number” (p. 54), this method is especially economical “when there are more quotes from the same work, but on different pages” (p. 23).
   Citations in block quotes. When a longer bit is quoted (eg. over 4 lines of text) it should be separated off from the text of the article in a block quote:

   Typically this block quote is indented 5 spaces on
   both sides. In APA format it is also double-spaced
   within the manuscript for journal submission.
   However in one’s own manuscript writing these
   block quotes are typically single-spaced. Note that
   at the end of a block quote the author citation is
   after the period, not included within the sentence.
   (Author, 1974. pp. 33-34)



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                                     Prototype Format p. 9
   Another option could also be to separate the Author (1974) from the page number where she wrote:

   Well, she might have written anything, the essential
   point being that it is still a block quote, but with a
   slightly different citation format. Sometimes it can
   be more convenient for the writing to include the
   author’s name and date earlier. However, as with
   the other block quote format, the page numbers go
   after the period. (pp. 33-34)


New Higher Order Section

   In this prototype article, there is an extra line above this new higher-order heading. In APA (1994) example, they do not allow this extra line. However, in the case here, the high-level heading looks too insignificant when it is placed directly under the text above. It seems to require this extra line. If it seems like the article needs a deviation from the standard, then do it, since ultimately, it is on the content of the article which it will depend. Small issues of ‘format’ can always be adjusted later and are not worth excessive concern.



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                                    Prototype Format p. 10

Conclusion

   This is a work in progress, and it is yet to be seen if it will have practical useful appeal. Alone, it is just a bunch of words, the same information can also be found elsewhere. Only when coupled with action does theory have anything to do with reality.





















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                                    Prototype Format p. 11

References

American Psychological Association (APA). (1983). Publication
   manual of the American Psychological Association (2nd
   revised edition). Washington DC: American Psychological
   Association.
APA guide specifies that References should always begin at the
   top of a new page.
And Use this indentation layout, with all lines double spaced
   (for easy proof-reader marking) and references listed in
   alphabetical order.
Format for References can be found in the “BIBLIOGRAPHIC
   FORMAT” ( bibliographic_format.html ).
Notice the difference between a Reference List (where all works
   have been cited in the article) and a Bibliography (where
   works might not have been cited in the article - but just
   contribute to its development).
APA style uses a reference list. If something is important enough
   to include in your list of literature, then it is also important
   enough to at least mention in the text of the article.
American Psychological Association (APA). (1994). Publication
   manual of the American Psychological Association (???
   revised edition). Washington DC: American Psychological
   Association. (Reprinted 1999)
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                                    Prototype Format p. 12

Appendix A
Labanotation Direction Symbols

   Labanotation “direction symbols” are based on three horizontal planes and can be visualised as part of a cube (Laban 1966, 10-17; Preston-Dunlop 1969, 26-31; Hutchinson 1970, 24-26) (Fig. 9).

                              
Insert Figure 9 about here
                              

   In this example appendix it can be seen that it can be written just like the main body of the text, including references and figures.


















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                                    Prototype Format p. 13

Appendix B
An Example for a Second Appendix

   Start each new appendix on a separate page (APA, 1983, p. 145). Use capital letters, A, B, C, etc. to designate each appendix (not I, II, III or any other numbering)
   If there is only one appendix, then the ‘A’ or ‘B’ is not necessary, just label it ‘Appendix’.























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                                   Prototype Format p. 14

Author Notes

   These author notes might go here (APA 1994) or they might be placed on the title / author page (see p. 1) so that it can easily be removed for ‘blind’ reviewers of the article.
  However, APA (1994) format also includes Author Notes on a page following the Reference List. Check individual journals for details on their preferences for Author Notes.
   Author notes can be in a single paragraph or in several short paragraphs (as here, but not this long!!) (see p. 1 for more description).
   Jeffrey Scott Longstaff currently advises research degrees in areas of Laban Analyses, and is resident musician at Laban Centre London. This article was part of a Ph.D. research program at Laban Centre London, City University of London.
   Thanks to the staff and students at Laban Centre London for providing an inspiration to write this article, and then to participants of the ICKL 2001 conference (Ohio State University) for providing the final motivation to see this through. Requests for reprints should be sent to Dr. Jeffrey Scott Longstaff, LABAN Creekside, London SE8, United Kingdom. < j.longstaff@laban.co.uk >






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                                    Prototype Format p. 15

Footnotes

   1 In APA (1983, p. 153) each footnote is in paragraph form, with a superscript number to begin each note.
   2 Footnotes are used in this format to add more detailed discussion, but which is extra to the main focus of the article (rather than as the place to put full bibliographic information) (APA, 1983, pp. 105, 145, 153).
   3 Author / date referencing (Author, 1996) can be continued to be used in the notes, just as it was in the main body of the article.
   4 If a footnote is large, it might be an option to put it as an appendix.



















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                                    Prototype Format p. 16


Table 1

Five Levels of Headings

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Level                  Example of Heading

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Level 1 (Highest level):

CENTRED CAPITALS

Level 2:

Centred Upper and Lowercase Letters

Level 3:

Centred Upper and Lowercase Letters and Underlined

Level 4:

Flush Left Upper and Lowercase Letters and Underlined

Level 5 (lowest level):

   Indented lowercase letters also underlined and ending with a dot.


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                                     Prototype Format p. 17


Table 2

Selection of Headings to be used

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Number of Headings Needed         Level of Headings Used

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   one                              level 2

   two                              levels 2 and 4

                             or     levels 4 and 5

   three                            levels 2, 4 and 5

   four                             levels 2, 3, 4 and 5

   five                             all 5 levels

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Note. For examples of each of the levels of headings, see Table 1.












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                                     Prototype Format p. 18


Table 3

General Info.

Re: Hypothetical Table which is Typed Directly onto the page

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                 Variation in Terminology

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Concept        Me             LIMS

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XXXXX        frontal*        vertical

YYYYY       horizontal       horizontal **

ZZZZZ          medial        Sagittal **

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   a Notes about the table can be added at the bottom of the table. Notice that this type of table is ONLY for tables which can be typed directly onto the page.
   b Footnotes can also be added to give information about a specific aspect of the table, and these continue on in a single paragraph. Use only horizontal ‘rules’ (lines). Never use vertical lines. APA guide (pp. 93, 146) says to draw the horizontal rules in with pencil.
   * p<.05, one-tailed. ** p<.01, one-tailed.

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                                     Prototype Format p. 19

Figure Captions

Figure 1. These will be the exact titles (‘caption’) to be included with each figure. The actual figures (without captions or page numbers, for clean copying) will be on the pages to follow.
Figure 2. This is the last page which has a number, the actual figures to be inserted continue on from here, but they are not on numbered pages.
Figure 3. On each figure page, just place the figure in as quality reproduction as possible. Do NOT include “Figure 1, etc. . .”. On the back of the figure, write the figure caption: “Figure 1. ...”.