Publishing Policies and Procedures

INSTRUCTIONS FOR AUTHORS
PEER REVIEW

Peer Review Process
Single Blind Review
DECISIONS ON MANUSCRIPTS
Rejection Policy
Appeals of Rejections
Withdrawn Articles
PRODUCTION PROCESS
PUBLICATION

Online-Only Journals
Online and Print Journals
Embargoes
OPEN ACCESS
Open Access Journals
Hybrid Journals
Third-Party Content in Open Access Journals
POST-PUBLICATION
Article Sharing
Institutional Repositories
Sharing with Colleagues
Corrigenda and Errata
Retractions and Expressions of Concern
PUBLICATION FEES
Open Access Journals
Subscription Journals
Low-Income Countries
Color Charges
Waivers
PRE-PRINT SERVERS
THESES AND DISSERTATIONS
DATA ARCHIVING
AUTHOR CONTRIBUTIONS AND CONTRIBUTION STATEMENTS
CHANGES TO AUTHOR LIST
PUBLICATION ETHICS AND MISCONDUCT POLICIES

Author Ethics and Misconduct
Editor Ethics and Code of Conduct
Complaints Against Editors and Reviewers
Disclosure of Potential Conflicts of Interest

 

INSTRUCTIONS FOR AUTHORS

Information about manuscript review and full instructions for authors for ESA's publications can be found using the following links:

PEER REVIEW

Peer Review Process

The following steps constitute the ESA journals’ review process:

1. Submitted papers go through a basic quality control (QC) process to ensure to ensure the manuscript confirms to ESA’s formatting guidelines and that no files or information appears to missing or unclear. This QC process includes running the paper through plagiarism detection software. 

2. If the paper passes initial QC, it is sent to the Editor-in-Chief (EIC). The EIC broadly reviews the content and scope of the paper and decides whether it will be assigned to a subject editor to be sent out for review. The EIC also reviews the results of the plagiarism report. The EIC reserves the right to withdraw or reject papers before review if the content does not meet the scope or standard of the journal in terms of English quality, science quality, etc. Papers with a high level of text similarity from previously published works will be withdrawn or rejected, unless this similarity falls into specific allowable categories (the paper was previously posted as a preprint, the paper is part of a master’s or doctoral thesis, the abstract was previously presented at a conference, etc.). 

3. The paper is assigned to a subject editor. The subject editor again assesses the paper for its appropriateness for review. 

4. If the paper is deemed appropriate for review, it is sent out to potential reviewers. 

5. When two reviews have been submitted, the subject editor analyzes the reviews and makes a decision on the paper. Occasionally, a decision is made based on more than two reviews, or a single review including a review from the subject editor. 

6. When a revised version is submitted, it goes through an initial QC process to ensure all the files are in order. 

7. After QC, the paper gets sent back to the original subject editor. The editor sometimes makes a decision on the paper immediately, but he or she might also send it back to the reviewers if he or she wants a second or third opinion. 

8. When the subject editor judges a paper ready for publication, the editor accepts the paper and notifies the author of acceptance. 

Single-Blind Peer Review

ESA journals use single-blind review. This means the editors and reviewers are able to see names of authors, but authors are not able to see names of reviewers (they can, however, see the name of the subject editor). 

Instructions for Authors

Information about manuscript review and full instructions for authors for ESA's publications can be found using the following links:

DECISIONS ON MANUSCRIPTS

Rejection Policy

Papers rejected from one ESA journal cannot be re-submitted to the same journal or another ESA journal. Editors might consider a resubmission if enough has changed that the manuscript could be considered a new paper, such as if extra years of field trials or new experiments were added. 

Appeals of Rejections

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 as email attachments to the ESA Director of Publications at pubs@entsoc.org:

• 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.

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.

Withdrawn Articles

Withdrawn articles can be re-submitted to the journal that originally withdrew the paper or be submitted to another ESA journal. Authors should address the reason for withdrawal before re-submitting. Papers that are withdrawn and resubmitted to the same or another ESA journal without addressing the reason for withdrawal are likely to be rejected. 

PRODUCTION PROCESS

After acceptance, articles are typeset and copyedited by Newgen in partnership with Oxford University Press. Authors will be asked to sign a license to publish. This license is needed before a paper can be published. During typesetting and copyediting, papers will be checked for journal style, formatting, and basic errors such as typos. The copyeditors will not make substantive changes to the content or language of a paper. After a paper has been copyedited and typeset, it will be sent to the corresponding author for final review. After the proofs have been returned, revised proofs will not be sent back to the author unless the author requests it. 

PUBLICATION

Online-Only Journals

For ESA’s online-only journals, articles are published online into an issue as soon as they finish the production process. 

Online and Print Journals

For ESA’s journals that publish both online and in print, articles are published online into an Advanced Access queue as soon as they finish the production process. Articles are then placed into the next available issue in order of acceptance date and depending on space in the issue. When an issue publishes, the articles in the issue will be moved out of the Advanced Access queue and will be given a volume number, issue number, and page rage. All articles have DOIs as soon as they are published into Advance Access, and those DOIs do not change when the article is placed in an issue, so papers may be cited using those DOIs as soon as the paper is published online. 

Embargoes

ESA staff often embargo articles for special promotion, such as a blog post or press release. Articles can also be embargoed if they have been registered in Zoobank, are part of a special collection, or need to publish alongside another article. An article being embargoed can sometimes mean a publication delay of  a week or more, although ESA staff try to minimize the time as much as possible. If an author requires an embargo for funding or institutional reasons, please contact the ESA editorial office. 

OPEN ACCESS

Open Access Journals

ESA publishes three fully open access journals: Arthropod Management Tests, the Journal of Insect Science, and the Journal of Integrated Pest Management. 

Hybrid Journals

Authors wishing to publish open access in one of the hybrid journals (American Entomologist, Annals of the Entomological Society of America, Environmental Entomology, Insect Systematics and Diversity, Journal of Economic Entomology, Journal of Medical Entomology) may choose to do so for a fee. 

Third-Party Content in Open Access Papers

If you will be publishing your paper under an open access license but it contains material for which you do not have open access re-use permissions, please state this clearly by supplying the following credit line alongside the material: 

Title of Content

Author, original publication, year of original publication, by permission of [rights holder]

This image/content is not covered by the terms of the Creative Commons license of this publication. For permission to re-use, please contact the rights holder. 

POST-PUBLICATION

Article Sharing

ResearchGate, Academia.edu, and Other Social Sites

Authors who publish under an open access license are able to post the published version of their paper online, including on social article sharing sites. Authors who publish under a subscription license, however, are not permitted to post their accepted or typeset article on commercial sites.. Authors who wish to do so can post their original, pre-peer-review article on a commercial site such as ResearchGate or Academia.edu. For more information, please see guidelines from Oxford University press here. 

Institutional Repositories

Please refer to the guidelines from Oxford University Press, found here. 

Sharing with Colleagues

Authors are free to share the final, published version of a paper directly with interested colleagues. Oxford also provides a toll-free link to all authors that authors can share with colleagues, which allows the colleague free, direct access to the author’s published paper online. 

Corrigenda and Errata

After an article has published, significant errors can be corrected through a corrigendum or erratum. Corrigenda are used to correct errors introduced by the authors, while errata are used to correct errors introduced by the typesetters or the editorial office. Minor or typographical errors that do not affect the scientific interpretation of a paper typically will not be corrected.

Retractions and Expressions of Concern

Papers can be retracted for multiple reasons, such as errors in data that change the scientific understanding of the paper or ethical violations. In some cases, such as when there is evidence of unreliability but the investigation is not definitive, an expression of concern might be issued. ESA journals follow the Committee on Publication Ethics guidelines for retractions and expressions of concern. 

PUBLICATION FEES

Open Access Journals

ESA’s open access journals charge an open access fee. ESA members are eligible to request a one-time waiver if they do not have monetary support for publication fees. 

Subscription Journals

ESA’s subscription journals have page charges. ESA members are exempt from page charges as a benefit of membership. 

Authors also are able to pay for open access in a subscription journal if they choose. ESA members receive a discount on the open access charge. Open access charge waivers are not available when publishing open access in the subscription journals. 

Low-Income Countries

Authors from a select list of low-income countries are eligible to publish for free or receive reduced open access fees and page charges. The discounts available are included on each journal’s website. 

Color Charges

ESA’s online-only journals do not charge fees for color figures. ESA’s print journals, however, do charge fees for figures that are in color. ESA members, while exempt from page charges, are not exempt from color charges. 

Authors may elect to publish figures online in color and in print in greyscale at no charge. 

Waivers

ESA members are exempt from page charges in ESA's subscription journals (Annals of the ESA, Environmental Entomology, Insect Systematics and Diversity, Journal of Economic Entomology, and Journal of Medical Entomology).

ESA members with no institutional support may request a publication fee waiver for Arthropod Management Tests, Journal of Integrated Pest Management, and Journal of Insect Science. E-mail us at pubs@entsoc.org to request a waiver form.

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. Waivers are limited to one per year per author.

PRE-PRINT SERVERS

ESA journals accept submissions that have been submitted previously to a pre-print server. Please note in the cover letter that the paper has been submitted to a pre-print server. 

THESES AND DISSERTATIONS

ESA journals accept submissions that are part of a dissertation of thesis, provided the content was not commercially published. ESA journal authors reserve the rights to re-use portions or the entirety of their article published in an ESA journal in a thesis or dissertation, provided the thesis or dissertation is not commercially published. 

DATA ARCHIVING

ESA journals encourage authors to deposit data supporting the results in the paper in an appropriate public archive. Data are important products of the scientific enterprise and they should be preserved and usable for decades in the future. Authors may elect to have the data publicly available at time of publication, or, if the technology of the archive allows, may opt to embargo access to the data. ESA journals will provide support to link the paper and data. Any costs associated with archiving the data are the responsibility of the author. ESA journals are integrated with Dryad Data Repository, but authors are free to use whichever repository they prefer. 

AUTHOR CONTRIBUTIONS AND CONTRIBUTION STATEMENTS

Papers published in ESA journals may have only one designated corresponding author. The corresponding author is the primary contact responsible for returning author proofs and managing any invoices related to the paper in question. 

If an author group wishes to designate that two authors contributed equally to a paper, this can be done through the use of a symbol in the author list and a footnote indicating that the authors contributed equally to the work. This should not be done by designating two corresponding authors.

To provide a clearer understanding of how each author contributed to the development of a paper, ESA encourages authors to include author contribution statements in papers. Authors are welcome to use the CRediT taxonomy but are not required to do so. 

CHANGES TO THE AUTHOR LIST

Once a paper is submitted to an ESA journal, no changes may be made to the author list without written permission of all authors. This includes the addition of an author or authors, the removal of an author or authors, and any changes to the order of the authors listed. 

PUBLICATION ETHICS AND MISCONDUCT POLICIES

ESA expects authors, reviewers, editors, and others involved in its publications enterprise to safeguard the integrity of its publications process by acting ethically 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. For matters not covered by the ESA policies below, ESA publications follows guidelines and recommendations from the Committee on Publication Ethics. 

Author Ethics and Misconduct

For information on author ethics and author misconduct investigations, please see ESA’s policy here

Editor Ethics and Code of Conduct

For information on ESA editor ethics and the editor code of conduct, please see here

Complaints Against Editors and Reviewers

If an author believes an editor or reviewer has acted unfairly, with bias, abusively, or in some other manner that violates the code of conduct or does not meet ESA’s standard of professionalism, please send your complaint to pubs@entsoc.org. Please include a letter outlining the complaint and all correspondence involving the issue. The information will be shared with the journal’s editorial board and chair of the Publications Council for investigation. 

Disclosure of Potential Conflicts of Interest

Potential conflicts of interest include any relationships of a financial or personal nature between an author or coauthor and individuals or organizations within three years of submission which, in theory, could affect or bias an author’s scientific judgment, or limit an author’s freedom to publish, analyze, discuss, or interpret relevant data. Sources of financial support originating outside the coauthors’ home institution(s) for any aspect of a study must be indicated in the Acknowledgments section of the paper. Financial support includes not only funding, but gratis provision of materials, services, or equipment. Any additional potential conflicts of interest, not covered in the acknowledgments of financial support, must be revealed to the editor at submission, and disclosed in a statement immediately following the Acknowledgments. If an author or coauthor has entered into an agreement with any entity outside that authors’ home institution, including the home institution of another coauthor, giving that entity veto power over publication of the study or over presentation, analysis, discussion, or interpretation of any results of the study, whether or not such veto power was exercised, this information must be disclosed in a statement immediately following the Acknowledgments. As a suggestion, such a statement could take the following form: “This manuscript is published with the concurrence of [Institution / Company / Individual / etc. X].” If no potential conflicts of interest exist, this must be stated in the cover letter to the editor at submission.