357: Literary Editing and Publishing
Procedure for Handling Submissions Assignment
journal has a
helps editors keep track of submissions as well as establish positive
professional communication with their writers. Your goal in this
to create a procedure for handling submissions in a timely manner.
Format: There is no format
assignment, but you should choose a style that works best for your
group. You might create a checklist or an outline.
Typically one person
of all submissions; however, the individual handling tasks are often
among the group. As you create your handling procedure, you should also
consider who will complete each task.
Due Date: You
your submission procedure somewhere in your long report, due on
December 12. You can also add materials (acceptance, rejection letters,
etc.) to your final presentation, if you wish.
Steps to include
in your procedure:
the Flow: You
can limit the
submissions you read by using your submission guidelines to set up a
editorial policy. You should consider genre, format, and space
setting up your policy.
is always helpful to keep track
of submissions in a spreadsheet as well as record the number of
receive within a given period. This will help prevent the editorial sin
losing a submission. You can also use your records as a marketing tool.
only publish 2% of the submissions you receive, let your readers
don’t have time
for this step, but some journals have a letter that acknowledges the
a manuscript. This helps relieve the author’s mind and it could
prevent him or
her from “harassing” you. These letters are typically
acknowledge receipt of manuscript, ensure the writer that they will
respond the submissions as soon as possible, and ask for patience as
submissions are typically read and discussed by several members of the
Distribution: You should set a
for each submission. I suggest that you distribute submissions in
batches of 3-5 and think about how many readers you want to
journals design a distribution form to accompany submissions. These
contain simple categories (Yes, No, and Maybe) and include a place for
You should meet
discuss submissions. At least consider how a submission might make it
should create a
letter that is simple yet thoughtful (example).
wish to create a simple template for submissions you would accept with
author; ask if
work is still available; request that the document be sent in a
format; request a bio, a statement, and/or an answer to a standard
Edit with a
At some point you will want to
edit your submissions for style and correctness. It is best to have
editors “proof” submissions. Create a style sheet to
standardize format and
help correct common errors (style sheet: example 1; example 2).
send a copy of the manuscript to the writer asking them to review the
(contributer email): Once your issue is
should inform the writer. Mention that copies are limited but s/he will
a copy in the spring of 2010. WSU students can pick up their copies in
371. All other students can pick up their copies from their creative
professor (example of a contributer