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Submission Process

Adapted from Kalée Tock and Ryan Caputo

Submitting your research to a scientific journal or conference is a significant milestone in your astronomical career. This process transforms your private research into a public contribution to science. Understanding the submission process helps ensure your work gets the attention and consideration it deserves.

Preparing for Submission

Before submitting your double star paper, several preparatory steps are essential:

Documentation and Organization

Create a comprehensive archive of all materials related to your research:

  1. Research Roadmap: Document where to find all key files and resources
  2. Data Archive: Organize all raw data, processed images, and measurement tables
  3. Analysis Files: Maintain spreadsheets, code, and calculations with clear documentation
  4. Literature Collection: Keep copies of all referenced papers and resources
  5. Team Records: Document contributions and responsibilities of all team members

Creating a Research Index

Create a central document that serves as an index to all your research materials. Include clear file paths, brief descriptions, and contact information for team members responsible for different components.

Final Manuscript Preparation

Ensure your paper meets all requirements before submission:

  1. Journal Guidelines: Follow format specifications exactly (document type, margins, fonts)
  2. Completeness Check: Verify all required sections are included and properly formatted
  3. Figure Quality: Ensure all figures are high resolution and properly labeled
  4. Reference Verification: Check that all citations have corresponding references and vice versa
  5. Authorship Confirmation: Finalize author order and obtain approval from all authors
  6. Acknowledgments: Include all relevant acknowledgments for funding, facilities, and assistance

Choosing a Publication Venue

For double star research, several publication options exist, each with different audiences and requirements:

Journal of Double Star Observations (JDSO)

The primary venue for student double star research:

  • Focus: Astrometry of double stars, orbit calculations, observational techniques
  • Audience: Amateur astronomers, educators, professional astronomers specializing in double stars
  • Turnaround: Typically 2-4 months from submission to publication
  • Requirements:
  • Microsoft Word format following template
  • 2-10 pages typical for student research
  • Clear images and tables with proper formatting

Journal of the American Association of Variable Star Observers (JAAVSO)

Accepts double star studies, especially those with photometric components:

  • Focus: Variable stars, double stars, observational techniques
  • Audience: Amateur and professional astronomers
  • Requirements: More rigorous than JDSO, may require more extensive analysis

Conference Proceedings

For presenting your work at astronomical conferences:

  • Society for Astronomical Sciences (SAS) Symposium: Annual conference welcoming student research
  • Requirements:
  • Abstract submission by March deadline
  • Presenter must register for conference
  • Paper for proceedings follows specific template
  • Poster and/or oral presentation

Submission Workflow

The typical submission process follows these steps:

1. Pre-submission Review

Before official submission:

  • Have mentor review final manuscript
  • Address all internal feedback
  • Run final spell check and grammar check
  • Verify all tables and figures are correctly referenced
  • Check that all authors approve the final version

2. Initial Submission

The formal submission process:

  • Create Account: Register on journal's submission system if needed
  • Manuscript Upload: Follow journal's instructions exactly
  • Metadata Entry: Enter title, authors, abstract, keywords
  • Cover Letter: Include brief introduction explaining significance of work
  • Supplementary Files: Upload any required supporting materials

3. Editorial Assessment

After submission, editors will:

  • Check for completeness and adherence to guidelines
  • Determine if content is appropriate for journal
  • Select qualified reviewers
  • Set review timeline

Special Considerations for Team Submissions

For collaborative research like in the BinarSTAR program:

First Author Responsibilities

The first author takes primary responsibility for:

  • Final manuscript preparation
  • Submission process
  • Communication with editors and reviewers
  • Coordination of revisions
  • Sharing updates with all team members

First Author Commitment

First authors must be prepared to handle all reviewer correspondence, even if it extends beyond the program's timeframe. This requires maintaining access to all research materials and coordinating with team members potentially months after initial submission.

Team Communication During Submission

Maintain clear communication throughout the process:

  1. Submission Notification: Inform all team members when paper is submitted
  2. Status Updates: Share any communications from journal
  3. Timeline Expectations: Set realistic expectations about review duration
  4. Continued Access: Ensure all team members can access research materials if revisions are needed

Tracking Your Submission

After submission, monitor the process:

  1. Confirmation Receipt: Journal should acknowledge receipt within days
  2. Status Checks: Most journals offer online tracking systems
  3. Reasonable Timelines:
  4. Initial editorial decision: 2-4 weeks
  5. Peer review completion: 1-3 months
  6. Revision requests: Variable, depending on reviewer comments
  7. Polite Inquiries: If no update after 3 months, a courteous email is appropriate

Planning for Post-Submission Work

The submission is rarely the end of the process:

  1. Document Current Status: Create detailed notes about project state
  2. Coordinate Summer Schedules: For projects extending beyond academic year
  3. Designate Point Person: Identify who will handle communications during breaks
  4. Revision Planning: Discuss how potential reviewer requests will be handled
  5. Publication Celebration: Plan how team will recognize eventual publication

Next Steps

After submission, prepare for the peer review process, which will likely require revisions to your manuscript. Understanding how to interpret and address reviewer feedback is essential for publication success.

Continue to Peer Review →