Instructions for journal editors-in-chief and editorial offices regarding submission of supplementary material
Supplementary material is defined as any content that supports, but is not key to, the understanding of a print- and/or online-published item's message. Given that supplementary material is exclusively published online, it may include file types (video, audio) that are incompatible with a print format.
Supplementary material is subject to the same peer review process and copyright requirements as all primary content. It will be neither copy-edited nor typeset, but will be published as approved by the Editor-in-Chief. As the submission of supplementary files becomes more prevalent we would like to offer some guidelines for submission of supplementary files to Cambridge University Press journals production.
Most common types of supplementary material
Common types of supplementary material include audio and video files and large datasets or tables. Datasets, tables, and other textual material are commonly submitted as PDF, Excel, or Word files. Our recommendations for the various types of files can be found in Appendix one at the end of this document.
Supplementary files should be delivered to journals production at Cambridge from the journal's editorial office, not direct from an author, ensuring that the production editor knows the files have been approved by the journal editor-in-chief / editorial office.
The editorial office and the author should ensure that an in-text citation to each supplementary file has been made in the article. Preferably, in-text cites will appear in a separate section at the end of the article, following the text and preceding the traditional "References" or "Notes" section, and will include a URL address to be assigned by Cambridge.
Upon receipt by Cambridge University Press the production editor will record receipt of the supplementary file in our internal tracking system. The author will be able to check in page proofs to be certain that the in-text citation appears properly; however, the supplementary material files themselves will not be circulated with the page proofs. When an article is published online, either as a FirstView article or as part of an issue, the supplementary material will be published online with the article.
Files should be in final, publishable format upon submission to Cambridge journals production. Cambridge will not edit or typeset supplementary material, or modify audio or video files in any substantive way. Cambridge will notify the author/editorial office if a submitted file does not meet our quality and size requirements. We can by arrangement convert audio and movie files to FLV format for streaming on the understanding that this may affect the resolution.
Some supplementary material may not be able to be submitted through our online peer review systems, due to file size or compatibility problems. In such cases the editorial office should submit the article manuscript through the online manuscript system, following normal procedure, and send the supplementary material separately to the production editor, preferably by FTP (with an email notification). supplementary material files should be clearly identified as such. For instance, if John Smith includes a series of supplementary material tables to be published with his article, the file should be labeled <<Smith_supp.pdf>>. It is important for all involved to be able to see at a glance what the file represents.
All supplementary material is subject to the same copyright requirements as primary material; this is clearly specified in the copyright form that will be sent to the author with first proofs:
"I/we hereby assign to Cambridge University Press, full copyright in all formats and media in the said contribution, including in any supplementary materials that I/we may author in support of the online version."
The URL used in the article to refer to the supplementary online material will be the resolver URL for the article DOI.
Supplementary movies are available at http://dx.doi.org/10.1017/jfm.2016.412.
It should be easy for the typesetter to automatically fill in the DOI in this format, as the DOI is supplied in the metadata, and for production/content services to proof. The journal editors should not create their own numbers, and there should be only one URL per article, even if several separate supplementary files are supplied (e.g., if they supply both a video file and a PDF, or three supplementary Word docs: one URL covers them all).
Appendix one: Supplemental file submission requirements
- Preferred formats: mp3 or mp4
- Accepted formats: AAC, AIFF or WAV
- Maximum file size 15Mb
Video files should be submitted according to the following specifications.
- Preferred formats: mpg/mpeg, mp4 or mov
- Acceptable formats: wmv or avi
- Maximum file size: 15Mb
- Minimum dimensions: 320 pixels wide by 240 pixels deep
- Verify that the videos are viewable in QuickTime or Windows Media Player
For each video, provide a citation in the appropriate place in the manuscript text and include a title and pertinent copy, preferably limited to 20 words.
This citation will appear in print as a boxed text and also specify the video file format. In the case of multiple video files, number them in the order in which they should be viewed.
If associated with a figure, please include a citation at the end of the figure caption explaining the video's function, its file format, and that it is accessible on the Cambridge Core website.
The video will be posted at the site of the appropriate journal title, volume, issue number, and article. At the article entry for the online table of contents the video can be accessed via a link which states "Supplemental Materials."
Please be advised that Cambridge University Press will not edit your video file. It will be posted online exactly as supplied. If deemed unacceptable, the author will be responsible for rectifying the problem and supplying an acceptable file.
Other acceptable file formats
Accepted formats: pdf, doc/docx, xls/xlsx, ppt/pptx, jpeg, tiff, png, and zip