Frequently Asked Questions
Author Questions
I have a new email address. How can I change my OJS/Exchanges login information?
You can still access the Exchanges portal and update your details under the Edit Profile option, via your old email even if you can’t access your old email account anymore. You can edit your account contact information by:
- Firstly, log into your Exchanges account (https://exchanges.warwick.ac.uk/index.php/exchanges/login)
- Click on your Profile name (top right-hand corner of the screen) and select View Profile
- Click the Contact tab and change the address at the top of the screen
- Finally, click Save to confirm
Alternatively, you can always contact the Editor-in-Chief to request an update to any of your account details.
Who can I talk to about a potential article?
The Editor-in-Chief or our Editorial Board members are happy to discuss any ideas you might have for a new article submission related to a specific call for papers.
Where can I find the current Call for Papers (CFP)?
Current calls for papers can be found on our Announcements page, on the IAS site, and in the editorial of most recently published issue.
What are the current submission deadlines?
Please see the our most recent Call for Papers for information on upcoming deadlines.
How do I submit my article manuscript to Exchanges?
To submit, you will need to register for an Exchanges user account. While you are logged in, click on Submit Your Paper | Make a New Submission from the homepage menu or select New Submission from your profile dashboard. The submissions portal will only be accessible when we are currently accepting submissions for specific issues. For more, see this video guide on the practical steps to submitting your manuscript.
Do submitted articles need to be fully anonymised?
If you are submitting a manuscript for peer-review article consideration, then YES. You should anonymise any necessary citations, references and metadata of your submission that could reveal the identity or identities of the submission author(s). (We will normally double-check that this has been done.) However, if you are submitting a critical reflection, conversation or book review for consideration, you do not need to anonymise the manuscript because it won't be undergoing peer review.
Is there any training for new academic authors available?
The Editor-in-Chief regularly contributes to ECR-related events at the University of Warwick, giving talks and workshops on various publishing topics throughout the academic year. If your department or research group would like to arrange a bespoke training session or briefing, please get in touch with the EIC to discuss it. You can also contact us about the possibility of having the EIC provide these services at other institutions, either online or in person, although there may be cost involved. Additionally, many episodes of the Exchanges Discourse Podcast offers advice for new authors.
How long does it get an article published in Exchanges?
Submission-to-publication timelines vary depending on the type of manuscript submitted (i.e., whether it will be editorially reviewed or peer-reviewed) and the current production schedule. While we make every effort to progress manuscripts in a timely fashion, some will inevitably take longer than others to reach publication. Authors should receive regular updates, but they can also contact their assigned editor at any point to discuss the progress of their manuscript.
Can I publish work that I intend to include (or have already included) in my PhD thesis?
Yes. While Exchanges’ guidelines state ‘manuscripts will be published on the understanding that they are an original and previously unpublished piece of work’, material included in a submitted thesis or dissertation, or a personal blog is not considered to have been formally/officially published, but rather only previously ‘distributed', and is consequently able to be considered. Authors should acknowledge where work has been previously distributed in an Acknowledgments section, for example, with text such as ‘This article is based on a chapter from the author’s thesis (Surname, YYYY)’.
Conversely, work which has previously been published (in a book, journal or conference proceeding), is ineligible for publication consideration unless it has gone through significant structural changes and received reprint permission from the current copyright holder. Authors may risk breaching the legal terms of a previously signed publication agreement or licence if they republish their work elsewhere without permission.
Are citations and references counted as part of the total word count for a manuscript?
No, abstracts, keywords, references, in-text citations, end notes and acknowledgements are not included in the article word count. However, authors should take care not to include an excessive amount of text within their end notes as a way to get around the word count restrictions!
How can I acknowledge funders, non-author contributors or ethical approval in my paper?
While we do not require it except in the case of funding received, we do encourage authors to add an Acknowledgements section containing any or all of this information. We recommend authors check with their research funders as they may require a standard wording or phrasing to acknowledge any work they have supported.
Once the submission has been accepted for publication Acknowledgement text can be added during the copy-editing stage before publication), so it is not required during submission. For articles undergoing anonymised peer-review it is advisable to skip acknowledgements to ensure author anonymity during review. (It will likely be deleted for this reason anyway.) The editor can also add funding acknowledgment text to your published article’s landing page (an example) to ensure maximum visibility.
Should I include references / a bibliography?
Yes! All submissions should include a References list of directly cited sources. Any materials which inspired or influenced your work but are not directly cited within it, can be listed in a separate Bibliography, although this is not a requirement. See our Style Guide for more guidance on referencing or contact the Editor.
My manuscript's English grammar and/or spelling is weaker than it should be. Does Exchanges offer any resources which can help me improve this?
Unfortunately, the Exchanges’ editorial team does not offer a bespoke editing or redrafting service. Authors should be aware that extensive weaknesses in the written English of submissions are a common reasons for manuscripts to be declined at the submission phase (a.k.a. a 'desk rejection'). However, many universities offer support services (e.g., Careers, Library or Study/Research Support) which can assist with proofreading, copy-editing and grammar.
What is the current status of my manuscript? Who can I ask to find out how it is progressing?
There are a number of ways to check the status of your submission. If you log in to your Exchanges account, you will be able to see the current publication stage (either Submission, Review, Copyediting, or Production. If you have received any direct messages from your assigned editor, these should also be visible on your submission's home page. For more detailed information, you should contact your editor directly; you will find their name listed just above yours under 'Participants'. Finally, you can always ask the Chief Editor for an update, which is recommended if you haven't heard from your editor for more than a month.
If my article has been declined for publication, can I resubmit a revised version?
You are welcome to resubmit article revisions for consideration if you are able to do so by the original deadline of the call for papers for the issue you originally submitted to. In rare circumstances, an article might be able to fit the parameters of an upcoming issue, in which case the EIC will let you know. All resubmitted articles will be treated as new contributions, and consequently they may be declined again if they continue to fail to meet the required standard.
My funder/potential employer/institution needs a formal acceptance letter. How can I get one?
At each stage of your manuscript’s progression you will receive an email: when it is accepted for review consideration (passed to Review), when it is accepted for publication (passed to Copyediting), and when it is approved for publication (passed to Production). If you require a more formal letter confirming your manuscript’s current status please request it from the Editor-in-Chief. NB: we can only confirm a manuscript’s current status at time of writing, and formal letters are provided electronically as a PDF.
Reviewer Questions
How do I become a peer reviewer for Exchanges?
If you are new to Exchanges, you can register as a potential reviewer online when you create a new user account (Profile). Visit https://exchanges.warwick.ac.uk/index.php/exchanges/user/register and complete the online form, taking care to note your desire to be added to our reviewers database. You must include your Reviewing Interests and a short Biography information too, so we can understand your suitability and qualification to be a reviewer. If you are already registered with Exchanges, login, and under your Profile’s Roles section tick the box marked Reviewer, and add in your full range of Reviewing Interests. Then click Save. You can also request an email invitation; click on 'Accept' and you will be sent to the database where you can add your reviewer details to your profile. No profile information is displayed publicly; it can only be accessed by the user and our team of editors.
Is there any training for new peer reviewers available?
We provide peer-review guidance to all reviewers as part of the reviewing process. Individual editors can also offer support to reviewers upon request. However, it is important that reviewers’ opinions are their own, and as such we cannot provide specific recommendations. Groups of potential reviewers who are interested in arranging more formal training should contact the Editor-in-Chief.
How can I remove myself (de-register) from the Exchanges peer-reviewer database?
You can do this at any time by either editing your user profile's listed Roles or by contacting the Editor. However, if you have been approached with a review request or are currently conducting peer review on our behalf, please notify us directly before you de-register so we can seek an alternative reviewer as soon as possible.
How do I make sure my reviewer interests are recorded correctly?
You can double-check, remove, or add information to your reviewer profile at any time:
- Login at https://exchanges.warwick.ac.uk/index.php/exchanges/login.
- Click the Profile icon at the top right and select Edit Profile.
- Select the Roles tab to display Reviewing Interests
- Enter as many relevant keywords or phrases here as desired, pressing return after each to add.
- You may delete any interests by clicking on the red X.
- Finally, click Save to finish and add these details to your reviewer profile.
NB: Keyword suggestions may be automatically generated, but you don't have to use these.
Can I have a formal letter confirming my contribution as a peer reviewer?
All reviewers should receive standard emails from the editorial team thanking them for their contribution. More formal letters of recognition can be produced upon request by the Editor-in-Chief and are provided electronically as a PDF.
General Questions
Help! I’ve forgotten/lost my password or login ID.
Don’t panic! Go to https://exchanges.warwick.ac.uk/index.php/exchanges/login/lostPassword and enter the email associated with your account. You will receive a notification of your login ID and a link to reset your password. Contact the Chief Editor if you do not receive the reset email within 24 hours.
I am having difficulties accessing my profile/the OJS Dashboard. How can I resolve this?
Try these steps: (1) Clear your browser cache (instructions for Chrome, Explorer, Firefox and Opera). (2) Turn your VPN off if you are using one, or connect to a new private ‘node’. (see your VPN’s instructions for details on how to do this.) (3) Turn off any ad-blocking or privacy software. If none of these options work and the problem persists, get in touch.
My email address has changed, how do I update my contact details?
See the note for authors above on changing email addresses.
Where can I find out more about Exchanges?
You can find all the details about Exchanges on our journal website, on the Institute of Advanced Study’s site, and via our Editorial blog. If you have a specific question that's not answered here, contact the Editor or a member of the Editorial Board.
Where do I find out more about contributing to Exchanges?
Our Announcements page and recent editorials are good places to start. You will also follow our social media accounts and/or sign up for our email newsletter to receive a regular update on news, events, and opportunities with the journal.
I am interested in working with Exchanges on creating a themed (special) issue. How do I explore this idea further?
You can find examples of past special issues here; it's a good idea to consult some first to give you a sense of the scope and parameters of issues. We also have a basic guide to creating a special issue proposal. Ideally, any new special issue should align with Exchanges’ missions to (1) publish excellent interdisciplinary research with relatively far-ranging interest and appeal, (2) boost the publication prospects of early-career researchers, and (3) provide professional-development opportunities for ECRs via contributing editor positions. (Any potential collaborators must be prepared to recruit suitable associate editors from the postgraduate (PGR) and/or ECR ranks.) Once you have sufficiently developed your idea, please contact the Chief Editor to arrange an introductory meeting to discuss the scale, scope, and potential publication time frame of the issue. Once you submit a more formal issue proposal in writing, the EIC will make a decision as to whether the proposal is viable and arrange any necessary next steps.
