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FAQ for Authors

In the following, you will find a list of FAQ for Authors.

For more information, see also
FAQ for individual users of DG Online
FAQ for librarians
FAQ for trade customers
FAQ ePUB

If you cannot find the answer you are looking for in this FAQ section, please do not hesitate to contact us at service [ at ] degruyter.com anytime.


Publishing with us

How do I find the right journal for my article?
Do I have to find an appropriate series for my book manuscript?
Do I have to pay anything to publish with De Gruyter? Is a subsidy required?
What are the printing cost subsidies for dissertations?
What options are available for publishing Open Access with De Gruyter?
How can I find financial support for my Open Access publication?
Where can I find out about the Impact Factor of a journal?
How are the rights to my manuscript handled if I choose to publish with De Gruyter?
Why does De Gruyter recommend ORCID?

Submitting a manuscript for publication

How can I submit my manuscript?
As a journal author, will I have a dedicated contact?
Can I propose individuals for the peer review process?

Manuscript formatting and production details

Is there a style sheet available for preparing my manuscript?
Can I use APA, Harvard or other style guidelines? Or does De Gruyter have its own guidelines? Is there a document for endnotes?
What is a camera ready copy (CRC)?
Is there a template file that can be used to produce a camera ready copy (CRC)?
How long will it take for my manuscript to be published?
How do I submit illustrations or graphics?
Can I include as many images in my manuscript as I like?
Am I responsible for obtaining the rights for the illustrations I use?
Are colour illustrations included for free?
Are there any specific guidelines I should be aware of if I want to use special characters or fonts?
How many characters (with / without spaces) or words will fit on a single page?
Am I responsible for creating an index for my manuscript?
What is an ahead-of-print publication?
Can I include audio and video files in my article?

After publication: free copies and archiving

How many free copies will I receive?
Can I get reprints of my publications?
Can I put my article / contribution on my own website or in a repository?
Can I make my work available free of charge online (e.g. on academia.edu) alongside it being published by De Gruyter?
As the author, do I get online access to my work?
Will I be informed when my article is published?
How can I find out if someone has cited my article?
What copyright considerations must I bear in mind?

Royalty statement

I have a question regarding my royalty statement. Who can I contact?
How are royalties calculated?

What is the difference between ‘copies sold’ and ‘subject to royalty’ on the royalty statement?
How are eBook revenues / eBook packages calculated?
When will I receive payment of my sales royalties? 
My contract says I will receive payment by April. Why do I receive my payment so late?
Why are negative sums for sales sometimes shown (Print)?
Why are negative sums shown (eBook)?
What are the discounts offered on a title and why are these not shown in detail?
Why are the revenues or prices shown for eBooks so low?
Why are sums under € 100 not paid out? 
Why does it say ‘Zahlung per Scheck / Payment per Check’ on my statement? When will I receive the check?
What do the numbers in parentheses mean?
Why do I see an amount for license fees on my royalty statement?

Pricing and ordering

Why are no prices listed for certain yearbooks?
Why are the eBook versions of textbooks so expensive?
As an author, do I get an author discount?
How can I ensure that my author discount will be applied to orders made via your website or with your logistics service provider?
As a lecturer, how can I get an inspection copy of a textbook?

Marketing and Sales

What are abstracting & indexing?
What marketing activities are carried out to achieve good visibility for my publications? How are my publications sold?
Are individual articles advertised?
What is an Editor's Choice article?
Can De Gruyter place an ad for my book in other media?


Publishing with us
 

How do I find the right journal for my article?

Journals: Choose the subject area in which you would like to publish from the list of all available journals. You can then see which journal in particular best suits your topic. You can get an initial impression of the contents of each journal by having a look at the product page and table of contents. You can access the table of contents by clicking the button "Read Content". 

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Do I have to find an appropriate series for my book manuscript?

Books: No. You would not be responsible for this. Your contact person in the respective editorial department can advise you further on this. It is, of course, possible for you to submit suggestions, if you wish. 

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Do I have to pay anything to publish with De Gruyter? Is a subsidy required?

Books: This depends on a variety of factors; e.g. the series in which the work is to be published, how complex the structure of the text is and how many photographs are to be printed (in colour or black and white). The most decisive factor is whether your manuscript is delivered as a typeset manuscript or as a print-ready file. It would be best to discuss these topics personally with your respective editorial department

Journals: For subscription journal publications, authors are not required to pay any fees to De Gruyter. If you would like to publish your article Open Access, an article processing charge will be required. 

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What are the printing cost subsidies for dissertations?

Books: The printing fee will depend on many variables. Please get in touch with your contact person in your respective editorial department to find out more. 

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What options are available for publishing Open Access with De Gruyter?

Books & Journals:

> Information on Open Access publications 

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How can I find financial support for my Open Access publication?

Books & Journals:

> Open Access Funding 

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Where can I find out about the Impact Factor of a journal?

Journals: The Impact Factor can be found directly on the product page of each journal. This is updated every summer. Also, other factors such as SJR und SNIP shed light on the relevance of a journal.

> More information on Abstracting & Indexing
> List with all Impact Factor journals

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How are the rights to my manuscript handled if I choose to publish with De Gruyter?

Books & Journals:

> De Gruyter copyright agreement

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Why does De Gruyter recommend ORCID?

> All information to ORCID at De Gruyter

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Submitting a manuscript for publication
 

How can I submit my manuscript?

Books: General information on how to submit your manuscript can be found on our editorial department pages. Specific information can be found on the individual subject area pages. Each subject area also has a list of individuals, you can directly contact with your questions.

Journals: For most journals in the STM areas, manuscripts are submitted using a product-specific page via the "ScholarOne Manuscripts" or “Editorial Manager” online tool. You can find a link to this tool on the product page for each journal.

> Detailed instructions for ScholarOne

There are different procedures for the humanities journals. You can find specific information on the product page of each journal.

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As a journal author, will I have a dedicated contact?

Journals: Yes. When you submit your manuscript, your contact will get in touch with you directly. The peer review process will either be managed by the journal editors or a member of the publishing staff. You will receive all pertinent information from this contact person. 

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Can I propose individuals for the peer review process?

Journals: Yes, for the majority of journals you are welcome to propose reviewers. It will then be up to the editor as to whether these proposals are accepted. 

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Manuscript formatting and production details
 

Is there a style sheet available for preparing my manuscript?

Books: There is no style sheet available, but there are some guidelines that should be followed when creating your document. These guidelines depend on the subject area and, to some extent, the series you want to be published in. Your respective editorial department can provide you with more specific information.

> More information on preparing a manuscript

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Can I use APA, Harvard or other style guidelines? Or does De Gruyter have its own guidelines? Is there a document for endnotes?

Books: De Gruyter has its own style guidelines, that include detailed specifications for typography and layout. Please get in touch with your contact in your respective editorial department for more details as well as for information about bibliographic style.

Journals: You can find more detailed information on the product page of each individual journal ("Hinweise für Autoren / Instructions for authors"). 

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What is a camera ready copy (CRC)?

Books: Camera ready means that the manuscript typesetting has been done by the authors themselves. The publisher receives a fully formatted PDF from the author that is ready for printing.

> More information on preparing print-ready PDFs  

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Is there a template file that can be used to produce a camera ready copy (CRC)?

Books:

> Go to template

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How long will it take for my manuscript to be published?

Books: The time it takes from the submission of a manuscript until the actual book being published depends on whether the text is delivered as a typeset manuscript or a camera ready copy. De Gruyter strives to deliver swift processing times, such that camera ready manuscripts take approximately three months to complete and typeset manuscripts approximately six months. Some factors, however, such as multiple editors, complex manuscripts with several proofing rounds or complex register can extend this time.

Journals: The time required for the peer review process will vary depending on the journal. To get a rough estimate of the time involved, please see the product page for the journal in question. Once your article has been accepted, it takes about three weeks for the article to be published online (this applies to ahead-of-print publications). 

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How do I submit illustrations or graphics?

Books:

> How to submit graphics and pictures

Journals: For those journals that work with an online submission tool (e.g. "ScholarOne Manuscripts" or “Editorial Manager”), you will automatically receive information about how you can upload your graphics. In general, all graphics should be supplied with an descriptive text. 

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Can I include as many images in my manuscript as I like?

Books & Journals: The number of images depends on the respective book project or journal. However, as a general rule, you should limit your submissions to only the most necessary pictures. 

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Am I responsible for obtaining the rights for the illustrations I use?

Books & Journals: In general, the author is responsible for obtaining any use or further processing rights for any illustrations used. Likewise, the author must also bear any associated costs, unless the author's contract specifies some alternative arrangement. More detailed information will be provided to you once your manuscript has been accepted. 

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Are colour illustrations included for free?

Books: If you would like to include colour illustrations in a planned book, please get in touch with your contact in your respective editorial department, to discuss your available options.

Journals: Colour illustrations are free in all De Gruyter journals. For Open Access journals, specific Open Access rules will apply. 

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Are there any specific guidelines I should be aware of if I want to use special characters or fonts?

Books & Journals: If you use non-Latin fonts or special characters in your manuscript (Hebrew, Greek, Coptic, etc.), please use a Unicode font and be sure to inform us that you have done so. 

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How many characters (with / without spaces) or words will fit on a single page?

Books: The number of characters on a page depends on the book format used. A standard page (15.5 x 23) contains about 2,700 characters (including spaces). 

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Am I responsible for creating an index for my manuscript?

Books:

> More information on creating a Word index 

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What is an ahead-of-print publication?

Journals: Most scientific journals are traditionally subdivided into volumes and issues and appear in an online as well as print version. For this reason, previously articles only were published when a new issue of a journal was released in print. For many journals, articles now often appear online "ahead of print" so that they are made accessible as quickly as possible. They are then subsequently assigned to a printed issue of their given journal. 

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Can I include audio and video files in my article?

Journals: For journals with an online edition, we can publish such file formats as additional material. In most cases, they are made available as zipped files and can be downloaded by readers, should they wish to. 

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After publication: free copies and archiving
 

How many free copies will I receive?

Books: Please get in touch with your editorial department contact, to discuss your individual contract details.

Journals: You will receive an author copy (PDF) of your article that you can use in accordance with our Repository Policy

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Can I get reprints of my publications?

Books: Reprints are available at the author's expense. If you would like to have any reprints, please submit a request to your relevant editorial department. You will then receive an estimate of the associated costs. 

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Can I put my article/ contribution on my own website or in a repository?

Books & Journals:

> De Gruyter publishing guidelines for the provision of content in repositories

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Can I make my work available free of charge online (e.g. on academia.edu) alongside it being published by De Gruyter?

Books & Journals:

Open Access guidelines

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As the author, do I get online access to my work?

Books: If you need access to your eBook or to the online version of your contributions, please contact the editorial department.

Journals: Yes, as the corresponding author, you receive unlimited free access to the online edition of your article. You need only be authenticated as the author of your work. To do this, please register with De Gruyter Online or log in with your existing account. 

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Will I be informed when my article is published?

Journals: Yes. As soon as your article is published online you will receive notification by email. In the email you will receive a detailed guide on how you can view and download your article. 

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How can I find out if someone has cited my article?

Journals: You can register on our website to receive a New Citation Alert for all articles that are published on De Gruyter Online. When an article is cited, you will receive an email with information on where it has been cited.

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What copyright considerations must I bear in mind?

Books & Journals:

> All information regarding rights and licenses 

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Royalty statement


I have a question regarding my royalty statement. Who can I contact?

Books: Please get in touch with your editorial department contact.

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How are royalties calculated?

Each royalty recipient for a title receives from the publisher a statement of sales royalties, which usually consist of a percentage of the net proceeds. The net proceeds are defined as the list price or the user fee for online use minus any statutory tax included in this price and minus any discounts granted. Every revenue stream from all sales channels are included, e.g. eBook packages, consortium sales, and aggregators. Royalties are not generated for inspection copies, depository copies, and free copies. 

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What is the difference between ‘copies sold’ and ‘subject to royalty’ on the royalty statement?

Copies are only subject to royalty when they have actually been distributed against revenue (i.e. are not inspection copies, depository copies, or free copies). There may also be a contractually stipulated threshold, such as payment as of the 250th copy sold. Either of these can result in copies being sold but not subject to royalty.

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How are eBook revenues / eBook packages calculated?

All package and consortia revenues are divided amongst the individual titles which make up the package. This means that the revenues for a single title can be well below what the retail price for that book is, as libraries and institutions receive discounts for package deals. 

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When will I receive payment of my sales royalties? 

The sales royalties for the preceding year are transferred between April 1 and May 31 of the current year. The note to payee on the transfer will include the 8-digit voucher number which is shown on your royalty statement.

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My contract says I will receive payment by April. Why do I receive my payment so late?

Due to the volume of payments to be processed, the transferal of royalties for the preceding year is done in several stages during the timeframe April 1 – May 31. 

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Why are negative sums for sales sometimes shown (Print)?

The number of copies as well as revenues for titles which have been returned are subtracted from the number of copies sold, which can result in a negative number of copies and/or a negative sum.  

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Why are negative sums shown (eBook)?

Any credit notes for eBook packages are shown as negative sums on the royalty statement. This can happen, for example, when an eBook was part of a yearly package but must be removed from the package due to delayed publication. Each and any transaction amount for a title is included in the royalty statement. 

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What are the discounts offered on a title and why are these not shown in detail?

Discounts are negotiated individually with trade customers. Titles which are sold at an author discount or which are included in packages or consortium deals are also included in the royalty calculation. The consolidated sum of these sales is shown on the royalty statement, as an individual breakdown of all sales positions would not be feasible from an administrative standpoint. 

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Why are the revenues or prices shown for eBooks so low? 

In order to reach the largest possible audience with our titles, we have agreements with so-called aggregators. Aggregators are service providers who offer digital content from numerous publishers, tailored toward the customer’s needs, and available for purchase as individual documents, entire titles, or on a subscription basis. The usage is often on a granular level and can be chapter- or even page-based. The revenues are assigned to the ISBNs of the individual titles, and the result can be very small sums. Each and any transaction amount for a title is included in the royalty statement so in this case, these can even be cent amounts. 

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Why are sums under € 100 not paid out? 

As of 2016, sums of under € 100 will be paid out for authors with bank accounts within the SEPA (Single Euro Payments Area). Unfortunately, the fees for bank transfers outside of SEPA are very high, which makes transferring smaller sums economically unfeasible. Sums under € 100 will be credited to your internal author account and collected until the total amount reaches € 100. Unfortunately, it is not possible to use this amount as credit for ordering books.  

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Why does it say ‘Zahlung per Scheck / Payment per Check’ on my statement? When will I receive the check? 

Unfortunately, this is an outdated classification which has not yet been corrected for all royalty recipients. The royalty sum will be paid out by a wire transfer, provided you have submitted your bank account information. We do not remit payment with a check.

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What do the numbers in parentheses mean? 

Should you find a number in parentheses behind the revenue numbers as of December 31 (31.12.), this means that all product types for that title have been added together (print, eBook, paperback if applicable, new editions if applicable). This is not the case for every statement; you do not need to worry if you do not see any numbers in parentheses.  

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Why do I see an amount for license fees on my royalty statement? 

You will receive a share of any license fees that our Rights & Licenses Department has earned for your title. This includes licensed use (for example in university course packs) but also translations or requests to reprint. If your author contract with us does not include sales royalties, you are still entitled to license fees and will receive a statement of these fees. 


Pricing and ordering
 

Why are no prices listed for certain yearbooks?

For yearbooks, it is not possible to quote a price if the title of the yearbook (e.g. Yearbook 2013) differs from the year of publication (e.g. 2014). Please contact our service team for more information.

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Why are the eBook versions of textbooks so expensive?


> More information

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As an author, do I get an author discount?

Books: Yes, as an author you get a discount on all orders with De Gruyter. You can find further details in your contract.

Journals: Contributors will receive a discount on all orders of the printed issue in which their article is published.

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How can I ensure that my author discount will be applied to orders made via your website or with your logistics service provider?

Books: Your author discount cannot automatically be applied in the webshop. For this reason, please submit your order by email to our customer service team, indicating your entitlement to an author discount.

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As a lecturer, how can I get an inspection copy of a textbook?

You can order inspection copies by completing a form directly on degruyter.com.

> More information on inspection copies

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Marketing and Sales
 

What are abstracting & indexing?

Books & Journals:

> Abstracting & indexing

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What marketing activities are carried out to achieve good visibility for my publications? How are my publications sold?

Books & Journals:

> More on De Gruyter's marketing and sales activities

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Are individual articles advertised?

Books & Journals: Users interested in a particular journal will be informed via an email alert that your article has been published. The De Gruyter website has been optimised for search engine use, so your article will be easy to find. We maintain close contacts with various abstracting & indexing services, so your article will be included in the most important of these services. Moreover, your article can also be selected as an Editor's Choice article. We also have selected PR campaigns for articles appearing in Open Access journals. Plus, we will also advertise the journal in which your work is published.

> More on Marketing and Sales

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What is an Editor's Choice article?

Journals: For almost every De Gruyter journal, some articles are selected that are freely accessible for a period of one calendar year. It is thus possible to read these articles directly without registering on De Gruyter Online. The editor decides, in most cases, which articles get selected.

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Can De Gruyter place an ad for my book in other media?

Books: At the individual title level we focus our efforts on online marketing. However, if needed, you can always download a product flyer from De Gruyter Online. These are available by clicking the "Print flyer" button on the desired product page.

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