Encyclopedia of Otolaryngology, Head and Neck Surgery

Stilianos E. Kountakis, Editor-in-Chief Guidelines for Authors

The Encyclopedia of Otolaryngology, Head and Neck Surgery is a Springer Reference Work and will
contain approximately 1000-1500 entries. Divided into 5 topical volumes of approx. 1000 pages each, it
will be published both in print and online. Both versions will feature color illustrations and extensive cross-
linking and the electronic edition will be fully searchable.

Dear Author,

These Guidelines have been compiled to help you prepare your contribution. Please take the time to
read them. Please follow the suggestions for form and structure. The final layout will be performed by
Springer. Additionally, we invite you to visit the project‟s dedicated website:

http://refworks.springer.com/otolaryngology

Detailed information about the scope of the Encyclopedia is also available here.

During the preparation of your contribution, please consult the Editor-in-Chief, Stilianos E. Kountakis
(skountakis@mail.mcg.edu) or your designated Section Editor for queries regarding the content of your
contributions.

If you have any questions relating to the structure of your contribution or submission procedure, please
contact me (your Springer development editor) by phone, fax or e-mail at:

Anil Joseph Chandy

Springer
Reference and Database Publishing
3rd Floor, Gandharva Mahavidyalaya
212, DDU Marg
New Delhi-110002
India
T: +91 (0) 11 / 4575 5888
F: +91 (0) 11 / 4575 5889
E: anil.chandy@springer.com

We look forward to working with you.

1. Scientific Level of your Contribution

The level of contributions will be mid-way between reviews for specialised biomedical experts and articles
for graduate students.

2. Type of Contribution

The encyclopedia comprises two types of entries--- Essays and Definitions.

Your contract lists all entries you are assigned to with the entry type.

Essays

Essays should be clear and concise, providing a comprehensive and up-to-date overview of the topic
which they address. The Essays should not be written in the same style as an article for publication in a
scientific journal. Examples of essays are provided at our project website:

http://refworks.springer.com/otolaryngology

The Essays should each have about 3-10 print pages or 3000-10,000 words with a maximum of 20
bibliographic references and should follow an internal structure as below.

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Encyclopedia of Otolaryngology, Head and Neck Surgery
Stilianos E. Kountakis, Editor-in-Chief Guidelines for Authors

Entry Type General Disease Diagnosis and Procedure

Treatment
Structure Title of Entry Title of Entry Title of Entry Title of Entry
Author‟s Address Author‟s Author‟s Address Author‟s Address
Address
Heading Definition Synonyms Synonyms
Affiliation Synonyms Definition Definition (Mandatory)
Synonyms Definition Epidemiology Purpose
Definition Etiology History Principle
Basic Clinical Clinical Features Indication
Characteristics Presentation
[choose
subheadings freely]
Cross-References Diagnostics Tests Contraindication
References [max. 5] Differential Differential Advantage/Disadvantage
Diagnosis Diagnosis
Prophylaxis Etiology Cross-references
(Mandatory)
Therapy Treatment References (Max.20)
Prognosis References
(Max.20)
References
(Max.20)

Templates for each type are available on the website. We recommend the use of these templates.
References should mainly be books rather than scientific articles. Please add tables and figures (see
below).

Please mark all words (in some color) in your essay that you want to have hyperlinked with another
entry of the encyclopedia. These marked words will be linked from the Essay to the corresponding
definition or another essay. The complete list is available at http://oesys.springer.com/oto by going to
“download current List of Contributions” as a PDF document”.

Definitions

Definitions may benefit from having a separate, alphabetically listed entry, as they provide an opportunity
for non-specialists to gain a more complete understanding of each topic. Definitions should each have
only 1 sentence to a quarter page, maximum 100 words. They should consist of only a simple structure
without references, tables, and figures.

Structure of a Definition:
Heading
Synonyms
Definition
Cross-References (Mandatory)

3. Text

Please use Word for writing your contribution. Do not worry about the final layout;

Please use the following fonts only: Arial, Times New Roman or Times, size 12.
In order to accentuate special parts of the text please use italic type.

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Encyclopedia of Otolaryngology, Head and Neck Surgery
Stilianos E. Kountakis, Editor-in-Chief Guidelines for Authors

Please do not use any other layout elements such as indentations, bullet points, additional spaces, tab
stops, Clipart, etc. (we would have to delete all these elements later).

4. Tables

Please use only the table function in Word. You will find this function in the tool bar under Table → Insert
→ Table.
Tables are integrated into the text underneath the paragraph in which they are referred to.
All tables should be numbered for each entry (1, 2, 3 …).
Please make an explanatory legend for every table.

5. Figures

You can submit colored figures. Figures should always be saved in a separate file. Please do not insert
the figures in the Word document, as we can then no longer use them!

All figures should be numbered as follows: “Transmissible diseases_fig1.TIF”, etc.

Please insert the file name of the figure as well as an explanatory legend underneath the paragraph which
refers to the figure (but do not insert the legend into the figure).

• Please save electronic figures as EPS- or TIFF-files. Photos made with a digital camera also may
be saved as JPEG-files. Photographs should have a resolution of 600 dpi, drawings 1200 dpi.

Please do not use figures from the internet (usually their resolution is not high enough), nor photocopies.
If you want to use figures from other sources you will have to request permission to use them. Please use
the permission form from the project website and send it to the publishing house concerned. When you
receive permission you will need to indicate the source in the figure legend. Please note that copyright
clearance is the Author’s responsibility.

6. Special Characters

Please insert all special characters (e.g. Greek letters and mathematical symbols) by using the special
character function in the tool bar in Word: Insert → Symbol. Other font options may not be converted
properly in the final layout.

7. Citations

Citations within the text should use the author-date system as follows:
1. One author: (Dubois 1999).
2. Two authors: (Miller and Smith 2001).
3. More than two authors: (Miller et al. 1999).
4. Multiple citations are separated by semicolons and listed chronologically:
(Vallejo 1990; Smith 1995).
5. When two or more works by the same author have the same publication date distinguish
them, in the order in which they appear in the text, with letters following the date: (Kruger
1997a, b).

8. Reference List

References should be mostly books (newest editions) and overview articles

Format the references as follows:
Monographs:
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Encyclopedia of Otolaryngology, Head and Neck Surgery
Stilianos E. Kountakis, Editor-in-Chief Guidelines for Authors

Snider T, Grand L (2002) Air pollution by nitrogen oxides. Elsevier, Amsterdam

Collections:
Zippel J, Harding FW, Lagrange M (1992) The stress of playing God. In: Mildor E (ed) Explorations in
geopolitics, 4th edn. Wiley, New York, pp 103–124
Journal Articles:
Kirch W, Shapiro F, Fölsch UR (2004) Health care quality: Misdiagnosis at an University hospital in 5
medical eras. J Public Health 12:154–161
In preparing the reference listing, be sure to include complete bibliographic information.
Do not use numbered references or footnotes.

9. Language and Spelling

American English spelling should be used consistently. Explain all the acronyms and abbreviations you
use in your contribution.

10. Multimedia Content

You can send us multimedia content together with your manuscript as well, i.e. sound or video files. We
will use the multimedia content for the online version of the Encyclopedia. These multimedia examples
will enhance the benefit of the online version immensely.

Note that multimedia content also needs captions. Please place the multimedia captions in a separate
text file. The files should be in MPEG4 format.

11. Permissions

You will need to get permission from the copyright holder to quote, reprint, or adapt works from other
sources. Please note that this is the contributor’s responsibility. To assist you in this process, we have
enclosed the Permissions Request Form with the invitation package. You can also download the form
from the project website.

12. Submitting your Contribution

Please submit your contribution online via our web-based editorial and manuscript management system
(OESYS) at http://oesys.springer.com/oto

Your credentials (ID and Password) for accessing the website is provided in the invitation letter. A short
note on how to use the system called OESYS for Authors is also included below.

Thank you very much for your help! If you have any questions, please do not hesitate to contact us.

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Encyclopedia of Otolaryngology, Head and Neck Surgery
Stilianos E. Kountakis, Editor-in-Chief Guidelines for Authors

A short introduction to OESYS (manuscript submission system)

OESYS is an online manuscript upload, managing and editing system. It is designed to organize the
contributions of a reference work. The system is therefore optimized for large numbers of authors and
contributions.

Log in
 to open OESYS please go to the internet address that was sent to you by e-mail
 enter your username and password
 select „Author‟ from the „Role‟ drop-down menu
 click on the „Submit‟ button

Upload your contribution

 Click on Upload and review contributions
 Clicking the upload icon opens a form to indicate how many main contribution files (up to 2), how
many figure files (up to 10) and how many other files (up to 5) you would like to upload
 then click on the button Proceed with submitting contribution.

View your contribution files

 If a contribution consists of uploaded files, you will be presented with the file list of the contribution. You
may click on the filenames to open or download them.
 Should you wish to replace a file please email the file to the Reference Development Editor (email
address to be found on the main screen).

Edit or view annotations on the contribution

Clicking the annotation icon opens a form to add private or public notes to the contribution. Once there
are viewable notes, the icon will change to .
 private notes are only visible for you
 public notes are visible for everyone
All private or public annotations that were made on a contribution appear below the form for new
annotations.

Send an e-mail to Section Editor or Editor-in-Chief

Here you can send an e-mail directly to the Section Editor or Editor in Chief.

Change your address information

Use the link address information to update/complete your address details. When you have made changes,
click the Update! Button.