SEB4 Sponsored by Atmosphere-Ocean CMOS: Richard Asselin publications@cmos.ca Taylor & Francis : Victoria Gardner Victoria.Gardner@TandF.co.uk Climate editor : William Hsieh whsieh@eos.ubc.ca Ocean editor : Guoqi Han hang@dfo mpo.gc.ca Meteorology and Hydrology editor: CMOS Congress, 29 May 2012 Douw Steyn, dsteyn@eos.ubc.ca Technical editor : Sheila Bourque ao.tech.ed@rogers.com RA Is it a Journal article? Question 1 Or is it really a magazine article? Question 2 Or is it a Research in Progress paper, a literature review or Viewpoint? If your paper is original research result or thorough topic review Select appropriate journal and write for it RA 1
Diapositive 1 SEB4 I've changed my title for consistency with the other titles. Sheila E Bourque, 5/15/2012
Find the right journal Visit your university library website Look at publishers and journal websites bit Talk to peers/mentors Generalist: publishes across the whole field. Niche: a journal with a narrow aims and scope. RA Journal content SEB5 Familiarize yourself with the aims and scope statements Remember, you are joining a conversation with ihother contributors... make sure you have something to say. Top Tip RA 2
Diapositive 4 SEB5 Changed to Canadian spelling. Sheila E Bourque, 5/15/2012
The Best journal What is the readership and usage? The top cited or downloaded papers may be on the journal website. VG Is it international? Is this important to you? Is it peer reviewed? How long will this take? Who is the Editor? Who is on the editorial board? Who publishes in the journal? Top Tip 3
Is A O the journal for me? A decision made on most papers within 60 days (2011 data)! Friendly and personable interaction with dedicated Co Editors and Technical Editor High quality technical editing and production Online early publication of papers through ifirst Page charges (CAD$115 per pg) page) cover unlimited use of colour graphics Page charges waived for first time Canadian authors** 50 free reprints for each paper High international visibility of your research) All abstracts are published in English and French Online version available free to all CMOS members VG 4
Climate Change, Mean Sea Level and High Tides in the Bay of Fundy Preparing the journal manuscript Read the Information for authors Follow submission guidelines. SEB3 Supply meaningful keywords A Circulation Model for the Discovery Islands, British Columbia Advice from Professor Mark Brundrett, Editor of Education 3 13: "We would typically expect a strong title, a good title that really expressed what the article was about and made it clear to the reader exactly what the topic was, and it's amazing how often writers neglect to do that. The title and abstract are the most visible parts of your article. VG Help for prospective authors We have an Author Services website http://journalauthors.tandf.co.uk/ The site also contains audio interviews with academic editors providing advice on how to get published and how to write a research paper. VG 10 5
Diapositive 9 SEB3 I've made changes to bullets 2 and 5. Sheila E Bourque, 5/15/2012
Structure of a manuscript Title Abstract Introduction Methods Results Discussion and/or Conclusions Acknowledgements References GH Title Title is a label and determines whether a paper gets read. Maximum information in least words State results Include keywords Question: easier to understand Decline of North Atlantic Subpolar Circulation in the 1990s X Avoid long title (check journal rules) X Avoid abbreviations X Avoid using Investigation of GH 6
Abstract Abstract is a critical component of a paper, which determines weather it gets read in details. State the main issue and objective State methods State key results State major conclusions and significance X Acronyms X Too much background information or methodology GH Introduction State why the study is important and necessary Provide brief background (broad context followed by explicit rationale) Provide sufficient literature review State hypothesis or focal question or objective State what you will do X Too much or too little background information X Unclear purpose X Confusing structure GH 7
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WH Figure shrunken to fit into single column! Original default Enlarged fonts, line width and marker size. Axes box used. WH 2 9
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Journals publishing protocol Plagiarism: much easier to detect now. Self Plagiarism: avoid using your own previously published work without attributing it. Submitting a manuscript to more than one journal at a time is not allowed and you will be found out. Do not submit an incomplete paper just to get feedback. Acknowledge all co authors and fellow researchers. Always mention any source of funding for your paper. DS Scientific Writing Write clearly and concisely. Be as precise as you possibly can. Every word counts. Pay careful attention to evidenciary argument. Refer specifically to all figures. When referring to specific features in a figure, be sure readers will know exactly what feature you are referring to. Avoid incomplete comparisons. Avoid overuse of definite article (in English). Avoid throwaway references. DS 12
Common mistakes 1. Do not commence with "this paper ", "this report " or similar. Write about the research rather than the paper. 2. Avoid sentences that end in " is described", " is reported", " is analyzed" or similar. SEB16 3. Do not begin sentences with "it is suggested that ", "it is believed that ", "it is felt that " or similar. 4. Do not use phrases such as the paper includes a discussion on summarize the discussion. SEB17 5. Do not write in the first person in any form. Thus, not only should you avoid "I", but also "we", "the author", "the writer" and so on (opinions vary on this). 6. Remember that different subjects have slightly different styles. 7. Stick to the prescribed word limit (see instructions for Authors) DS SEB18 SEB19 Peer Review 1. Editor receives manuscript 2. Reviewers 3. Accept Minor amendments Major amendments Reject 6. Technical Editor 5. Amend 4. Feedback to author 7. Feedback to /from author 8. Publisher proof stage 9. Article Published! DS 13
Diapositive 25 SEB16 Changed to Canadian spelling. Sheila E Bourque, 5/15/2012 SEB17 Changed to Canadian spelling. Sheila E Bourque, 5/15/2012 SEB18 As far as I know AO has no word limit. Sheila E Bourque, 5/15/2012 Diapositive 26 SEB19 I added steps 6 and 7 Sheila E Bourque, 5/15/2012
Top ten reasons for rejection 1 The wrong journal: doesn t fit the aims and scope/fails to engage with the issues addressed by the journal. 2 Not a proper journal article (i.e., too journalistic, or clearly a thesis chapter, or a consultancy report). 3 Too long or too short. 4 Failure to consult Notes for Contributors or ignores the conventions of academic writing generally. 5 Bad style, grammar, punctuation; poor English or French (not corrected by native speaker). Continued DS Top ten reasons for rejection cont. 6 Fails to say anything of significance (i.e., makes no new contribution) or states the obvious. 7 Not properly contextualised (e.g., concentrates on parochial interests and ignores the needs of an international or generally wider readership). 8 Poor theoretical framework (including references to relevant literature). 9 Scrappily presented and clearly not proofread. 10 Libellous, unethical, rude. DS 14
What to do if your paper is rejected Do nothing for a few days: calm down! Top Tip Try not to get into a discussion with the Editor about the reviewers Use the reviewers comments, alter the paper and submit to another journal. If you do submit elsewhere, take care to alter your paper to the new style tl of that t journal. If asked to make heavy amendments and resubmit, you need to decide if it is worthwhile. DS From this aagh I can t write any more 30 VG 15
to publication! 31 Technical Editing After acceptance paper goes to technical editor My job: To act as the reader's advocate by making the text easier to read and understand, and To make the author look better to the reader Editing for grammar, spelling, consistency and style Formatting consistent with journal style Fact checking and scientific consistency Removing ambiguity cross checking citations/references Improving syntax for clarity and logical flow SB 16
Resources NRCan s Atlas of Canada used for place names Montréal not Montreal AO uses Canadian spelling (Canadian Oxford) different from either US or UK modelling not modeling (US) centre not center (US) analyze not analyse (UK) AO uses The Canadian Style for text style various other references are used if The Canadian Style doesn t cover the relevant point SB Top reasons for publication delays 1. Missing files 2. Not following AO format 3. Missing permissions 4. Need for revised figures or tables 5. Poorly constructed reference list/missing references 6. Slow to respond to queries 7. Missing deadlines for reviewing proofs SB 17
Files Needed I need the editable file (Word or LaTex) Order Title page Abstract Body of text References Figure captions Tables Figures SB AO Format Text double spaced, 12 point font 1 inch margins Pages numbered SI units, no italics Follow standards for variables If equation is complex, used the displayed format Latin terms not in italics Put citations in parentheses, not square brackets SB 18
Permissions Frequent cause of publication delays Need permission to reproduce anything or modify anything (from copyright holder) If you re unsure ask Some journals give blanket permission to reproduce US gov t material is open source Canadian gov t material is not Sometimes you have to pay for authorization to reproduce Check before using the material Stuff downloaded from the Internet is not open source check SB Figures and Tables Problems Units or variables differ from those used in the text Lines too thin Colour of overlying lines or text to close to background Text on figure too small to read Unable to distinguish dashed and dotted lines Caption doesn t match figure Labels too small Table poorly formatted SB 19
References make sure all reference entries are consistent we use full author lists no et al. need location of publication for books or reports Include page range you are referencing all citations (except personal communication) must be listed in references all references must be cited if the material is unpublished it can t appear in the reference list URLs belong in the references with a citation in the appropriate text SB Proofs Proofs reviewed by author, science editor and technical editor Corrections usually come from all 3 Technical editor collates all changes and submits to CATS Essential changes to figures can be made at this stage size changes Revises sent to technical editor reviewed to ensure all changes in corrected proofs have been implemented Meet the deadline provided in the email SB 20
SEB2 My paper has been published! Now what? If you publish in A O: You will receive an email from CATS with a link to your article you can share this with 50 colleagues! Remind CMOS members of their free access to the journal get them to read your paper! Visit T&F Author Services page for more information on: Promoting your paper (email banners) Your rights (you have more than you may think!) SEB12 Optimizing citations to your paper 41 RA Places to promote your Paper Reading Lists Departmental t website bit or personal webpage Discussion Lists Blogs Email signature Social and Academic Networking e.g. Twitter, Facebook, Linked In, MyNetResearch, Academici, CiteULike 42 RA 21
Diapositive 41 SEB2 This is where I would put my slides, because the technical editing comes between acceptance and proofs. Sheila E Bourque, 5/15/2012 SEB12 Changed to Canadian spelling. Sheila E Bourque, 5/15/2012
Taylor & Francis Online Access through hiphone, Blackberry and Android as well as tablet devices Alerts to Researchers First page preview of articles and links to what others have read Links with social media networks like Facebook or Twitter RA 43 22