Preparing a Paper for Entomologist's Record
and Journal of Variation:
This page contains information on preparing a paper for the journal
. Papers submitted to this journal should normally impart new information,
or provide a comprehensive review of existing information.
. We accept papers describing new species.
. We have no page charges (you do not have to pay to publish in this
.Illustrations (including colour plates) may be included
. There are no restrictions on who can submit papers to us - you do
not have to be a subscriber
. We can prepare British Isles vice-county distribution maps from artwork
provided at no fee (in fact we normally prefer to do this). To view
a typical map to see its format, click here.
. However, we tend to avoid papers that employ detailed statistical
. If we do not consider we are the appropriate journal for your paper
we will tell you and will normally recommend an alternative publication.
. Papers will normally fill two or more pages of the journal including
tables, drawings and photographs, and will contain at least 1500 words
of text. However, this is not a hard and fast rule.
. All papers should present their information clearly and concisely.
The Editor will cut out waffle - if you can say it in one line then
don't say it in ten!
. As with other journals, please do not offer us papers that are simultaneously
being offered elsewhere.
We index papers strictly alphabetically. If your paper starts with
the word "The" then it will be indexed under "T".
Bear this in mind when thinking of your title.
Please submit papers in a file format that can be read by Word 2000
software running on a PC.
We do not usually require paper copy of papers submitted electronically,
but we may ask for a copy if we feel that anything has been lost during
electronic transmission (male and female symbols, for example, do not
always come through). Please note the following points:
. drawings, figures, graphs, photographs etc should be sent as separate
files and not embodied in the text of a word processed document. For
information on acceptable formats please click
. We require the originals of colour photographs by post please, as
without these we can not guarantee that the colour reproduction will
same as the original.
. Because of the risk of computer viruses, generally disseminated as
e-mail attachments by a criminal minority, please ensure that the e-mail
message to which you attach your submission includes your name and
a note of what the attachments are. Unsolicited attachments from unknown
persons are always deleted without being read and we will obviously
not be able to tell you that we have done this. Attached programme
files (e.g., all files ending in .exe) are never accepted under any
When you submit a paper we will respond by giving it a reference number.
Please quote this number in communications about that particular paper
as this helps us to find out what stage it is at.
All papers, except for the annual reviews of immigrant lepidoptera
and of microlepidoptera, will be peer-reviewed before acceptance. We
normally use only one referee (but descriptions of new species will
be refereed by two persons), and he or she remains anonymous unless
he or she says otherwise. It is quite normal for a paper to be returned
to an author for alterations to be made, so if this happens to you
please don't worry. Some journals do it as a matter of principal. It
is, in any case, far better to look mildly silly in private than a
complete fool in public - the referee's job is to make sure that your
paper is accurate, comprehensive and intelligible. If you want to see
the form we send to referees with your paper click here. Experience
suggests that about two-thirds of papers will be returned to authors
for corrections that the editor is not prepared to make alone and the
other third either pass with flying colours or else are corrected by
It is not compulsory to make the corrections suggested by the referee,
but if you do not make a particular correction you must justify not
doing so or we may make it anyway!
When you have returned the revised manuscript to the editor (or if
the referee does not ask for any corrections), we will edit this to
conform to house style and send it to our printers where it will be
prepared as a galley proof.
When we are ready to publish the paper we will send you the galley
proof. You must then correct any errors in it and return it within
seven days if possible. Note that tables, figures, photos etc will
probably be placed at the end of the text. You must mark the text with
the position where you would like these to appear. However, because
we need to fit a certain page size, it is not always possible to put
the illustrative material exactly where you wish. Therefore what you
must actually do is mark the earliest point at which it can appear.
Since you should not place such material before it is referred to in
the text, we suggest you highlight the text where it is mentioned for
the first time and we can then insert it at the most convenient position
An order form for offprints will be provided with the galley proofs.
25 copies are provided free and more can be purchased (multiple authors
may negotiate for more than 25 freebies), but ALL reprints must be
ordered, by post, on the form with the galley proofs.
When we get the galley proof back we will make the corrections and
prepare the paper to pages. Page proofs will not normally be sent to
an author unless we have a specific reason for doing so or unless requested
by the author. If we choose to send you page proofs there is no fee,
but if you make such a request and then make changes to the paper,
a £5 fee will be charged per corrected page to cover costs and
must be paid prior to publication.
If you decide you want to go back to reading about submitting a shorter
Note please click here
Click here to return to Publications
Click here to read about copyright of articles