Strategies for Handling Delays in Academic Journal Submissions

Have you submitted an article to an academic journal and haven't heard back months later? You're not alone. Managing the submission process, especially when facing delays, can be stressful. Here, we guide you through what actions to take and how to navigate the situation.

Initial Steps: Patient Communication

After submitting your manuscript, it's natural to want to know the status as soon as possible. However, patience is key. Initially, you should periodically send reminders to the journal, but not too frequently. Sending reminders every two weeks can be effective without being too pushy. For instance:

After 2-4 weeks: Send a polite reminder inquiry about the status of your manuscript. After 6-8 weeks: If no response, send a more earnest email to the editorial assistant or IT person. They should inform you if the manuscript is under review or if reviewers are being invited.

After the manuscript has been reviewed, they should apprise you of the outcome. If weeks turn into months and you still haven't received any updates, it's time to take more firm action:

Step 1: Firm Inquiry
Visit the journal's website or COPE (Committee on Publication Ethics) to understand the review process and your rights. If you still get no response, you should formally inquire with the person in charge of supervising editorial assistants. This step is crucial as the review process, despite what COPE recommends, is often not transparent.

Escalation: Taking Further Measures

When months have passed and you still haven't received any progress updates, it's time to escalate the situation. Follow these steps:

Contact someone besides the handling editor: If the handling editor is unresponsive, try contacting other designated personnel such as a customer support representative or the chief editor. Your email should state that the handling editor has not replied to your emails after 8 months. This is a firm but polite transition to avoid escalating tempers. Send a formal letter: If multiple attempts to contact the handling editor fail, send an official letter using your institution's letterhead. Sign it and send the PDF to the handling editor. If the journal has an online system, use it to withdraw the article. Withdraw and Resubmit: Once you've taken the necessary steps to withdraw the article, resubmit it to another reputable journal. It's a business, and not all journals handle submissions efficiently. Always choose the right journal for your paper based on their track record.

Best Practices and Resources

To ensure a smoother submission process in the future, consider the following best practices:

Choose journals with transparent submission and review processes. Keep a copy of all correspondence, including emails and letters, for record-keeping. Understand the review process of each journal you submit to, as specified on their website or through COPE guidelines. Be prepared to switch to a more efficient journal if the current one doesn't respond promptly.

Remember, the submission process, while challenging, is crucial for dissemination of your research. By taking proactive measures and understanding the nuances of the review process, you can navigate any delays more effectively.