Duosuma Duotrope's Submission Manager

Guide to Setting Up Calls for Submissions

Basics

How do I manage my Calls for Submissions?

The Manage Your Projects page is where you can see lists of your active projects and their related Calls for Submissions. To access this page, you must be the Account Owner or have "Manage Projects & Calls" privileges.

What is a Call for Submissions?

A Call for Submissions is an open request for people to send in submissions (of written work, visual art, or multimedia) following a set of guidelines (which can be loose or strict, depending on your requirements).

Important Note: Duosuma is not a storefront. You may not create projects or calls for submissions for the purpose of selling physical or digital products or for selling services (such as editing or self-publishing services).

How do I add Calls for Submissions to my Duosuma projects?

First, on the Project page, select the appropriate project. Then, either scroll down to the Calls for Submissions section or use the "Jump to Calls" link at the top of the page to skip right to that section. If the call isn't already listed, use the Add a Call for Submissions function.

Advice for Setting Up Calls: Any time you accept a different number of pieces or different file types, you should set up separate calls. For example, if you only accept a single short story at a time, but you accept up to three works of flash fiction, you should set up two separate calls: one for short stories and another for flash fiction. Also, if you only accept PDFs for certain types of submissions, that type of submission should get its own call.

Settings for Calls

Basic Information

Call Name: (Required.) The name of the call. We recommend keeping this short and succinct. Examples: "Flash Fiction", "Special Issue: What is Diversity?", "Theme: Call of the Wild".

Call Status: (Required.) The options are: Open to submissions, Temporarily closed to submissions, or Inactive (you don't expect to accept submissions for this call in the future). Temporarily closed calls will still appear on your public page, although they will be "greyed out," clearly marked as "closed," and not provide any way to submit. Inactive calls will be removed from your public page.

You will have the option of setting a call for Internal Testing Only. If you check that box, only members of your team can submit to the call, and all submissions will be entered as self-destructing test submissions. Read our short Guide to Testing for full details.

Categories: (Required.) Select which categories apply to this call: Fiction, Nonfiction, Poetry, Drama, Multimedia, and/or Visual Art.

File Options: (Required.) Select which files types you will allow. Depending on which categories are selected, different options will be available.

For Fiction, Nonfiction, Poetry, and/or Drama:

  • .doc
  • .docx
  • .odt
  • .pages
  • .pdf
  • .rtf
  • .txt
  • File-Sharing link (DropBox, Google Drive, etc.)

For Visual Art:

  • .gif
  • .jpeg
  • .pdf
  • .png
  • .svg
  • .tif
  • File-Sharing link (DropBox, Google Drive, etc.)
  • Portfolio link

For Multimedia:

  • Audio-Sharing link (SoundCloud, etc.)
  • File-Sharing link (DropBox, Google Drive, etc.)
  • Portfolio link
  • Video-Sharing link (YouTube, Vimeo, etc.)
If you need to accept submissions in a format not listed above, please contact us and we'll see if that's something we can offer in the future.

Submission Cap: (Optional.) If you'd like to set a cap (or quota) on the maximum number of submissions that you can receive for this specific call per billing period, you can set that here. Once you receive that number of submissions for the call, submissions will automatically close until the start of your next billing period, when the counter will reset and submissions will resume. If you would rather set an Account-level cap or a Project-level cap, do that on those respective pages. (Note that caps count the number of submissions, not the number of submission credits, so plan accordingly.)

Description

Call Info & Guidelines: (Required.) Provide information and complete submission guidelines for this call. This section allows the following formatting elements: bold, underline, italics, links, blockquotes, and lists. (If you are comfortable with HTML, you can manually use those tags. Otherwise, you can use the interface.)

Fee/Tip Settings

Note: For this section to be available, the account must be set up for charging fees, and the call cannot be for a representation (literary agency/agent) project.

Default Fee: If you choose to charge a fee for this call, indicate that here. Then enter the currency (USD, AUD, CAD, EUR, GBP, NZD) and the amount of the fee. Default fees can be overridden in Submission Periods. If you want to alternate between fee-based submissions and free submissions on a certain schedule, set the default fee on the call, and then set up your submission periods (setting the free periods to have a fee of zero).
When fees are required, each submission will result in 4 submission credits being charged to your account.

Tip Jar: If you want to provide submitters the option of sending a "tip jar" payment along with their submission, check this box, and submitters will be shown that option whenever fees are not required.
Submissions with tip jar payments result in 1 submission credit being charged to your account (the same as free submissions).

Submission Settings

Anonymous Submissions: Indicate whether you require all submissions for this call to be anonymous (no identifying information in manuscripts).

Multiple Entries: Set whether you will allow multiple submissions for this call. If you do, people will be able to send multiple submissions without waiting for a reply between submissions. (The number of pieces per submission is a different setting.)

Simultaneous Submissions: Indicate whether you will allow simultaneous submissions for this call. (Simultaneous submission refers to the practice of having a piece under submission at several different publishers at the same time.)

Reprints: Set whether you will allow reprints (previously published work) for this call. If you do, you may optionally set a brief Reprints Policy.

Pieces: This sets the limitations on the number of pieces per submission. The concept of Pieces is tightly integrated into Duosuma. You can think of a "piece" as a title, or something that would be published under a title. Submitters indicate what piece(s) they are submitting as part of the submission process. Submitters will be unable to go over (or under) the limits you set, so please ensure you set this up as intended.

  • If you only allow a single item/title (short story, poem, novel, collection, etc.) per submission for this call, select "One piece (title) per submission."
  • If you allow more than one piece per submission for this call and have a specific range (such as 3-5 poems per submission), select "Multiple pieces per submission" and set the Min. and Max. pieces.
  • If you allow more than one piece per submission for this call but don't have a specific range, select "Unlimited pieces per submission."
An important note regarding collections: If you publish single-author collections (such as poetry or fiction collections/chapbooks), each collection counts as one "piece" (submitted as a unit with a single title for the collection). Only set it to "multiple pieces" if you allow authors to submit more than one collection at a time.

Single File: If you allow multiple pieces but want submitters to send only a single file containing all the pieces, indicate that here.

Initially Assign To: This sets the number of people who should be assigned each submission when it is received (default is one), if the Account is set up for one of the Automatic Assignment options.

Submission Periods

What are Submission Periods?

Submission periods are designed for two situations:

  1. Calls that open and close to submissions, or
  2. Calls that alternate between fee-based and fee-free submission periods on a certain schedule.

If either of those apply to your submission calls, we highly recommend that you set up submission periods. We will ensure that your calls open and close according to the schedule you set.

A note about "rolling" submissions: If you accept "rolling submissions," meaning that the call is always open to submissions but has revolving deadlines, we do not recommend setting up submission periods (unless it switches from fee-based to fee-free periods). Our system is set up to close submissions when a closing date is reached, and that is not desirable behavior for "rolling submissions."

How do I add a Submission Period?

First, navigate to the call in question from the Manage Projects page. Then, either scroll down to the Submission Periods section or use the "Jump to Dates" link at the top of the page to skip right to that section. If the submission period isn't already listed, use the Add a Submission Period function.

Submission Period Settings

Depending on the current open/closed status of the call and the other submission periods that have been set up, you will be able to add an Opening Date or Closing Date or both. Note that all openings occur at 12:00 AM, and all closings occur at 11:59 PM of the selected Time Zone (default is the Account Time Zone or UTC if one hasn't been set).

If fees are an option for this Call for Submissions, you will also be able to adjust the Fee for this submission period. For example, if you want to accept fee submissions from January through March, and submissions with a USD $3.00 fee from April through June, you should set two Submission Periods:

  • Opening: January 1, Closing: March 30, Fee: 0.
  • Opening: April 1, Closing: June 1, Fee: $3.

Remember that when fees are required, you will be charged 4 submission credits per submission, and when fees are not required, you will be charged just 1 credit per submission (including "tip jar" submissions).

Recurring Periods: When entering both an Opening and Closing date, you will also have the option to set the period to recur annually.

Helpful Hint: If you have recurring submission periods, and you want to get those set up but you are not being given the option to add both an opening and a closing date, first set up a submission period with the upcoming closing date. Then, set up a recurring period for the next full period, with both the opening and closing dates.

See more Documentation.
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