Session 16 CRT - The Editorial Process The Session 16 C507...

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Unformatted text preview: The Editorial Process The Session 16 C507 Scientific Writing Editorial Assessment and Processing Processing We receive hundreds of papers every We year, of which we can only publish so many of them many So, for an editor, the main question is So, which papers to publish which But we must also address how we select But how papers to be published papers Assignment to Category Assignment When a paper comes in it is assigned to a When category and read by the editor or deputy editor editor They will consider topic, length, style, type They of paper, etc. of Assignment to Category Assignment For the JMPT, the paper types include Original data reports Literature reviews Case reports Commentary Editorial Assignment to Category Assignment Other journal may use different categories, Other ie ie JAMA uses • • • • • Original contribution Brief reports A Piece of My Mind Clinician’s Corner Review Assignment to Category Assignment Once submitted, the paper will be sent to Once an associate editor with expertise in the subject matter (for large journals with many submissions) many These associate editors have the authority These to reject the paper without consultation to In small journals, the editor may do this In alone alone Peer Review Peer This refers to the long-standing practice of This submitting manuscripts to acknowledged experts inside or outside the editorial office for the considered opinions and recommendations on publication recommendations While their comments may be sent to the While author and be of great help, their primary responsibility is to the editor responsibility Peer Review Peer Peer review practices can vary from Peer journal to journal journal In JMPT, all papers are sent for review to at In least 2 people least In JAMA, only invited editorials do not In undergo review undergo In Spine, each paper goes to 3 reviewers Peer review is one hallmark of a reputable Peer and scientifically useful journal and Peer Review Peer A considerable number of discussions of considerable peer review have been published, and there have been 3 international congresses congresses The majority accept the system as faulty, The but nevertheless the best available means of maintaining the quality of journals, and, through journals, scientific disciplines through Peer Review Peer Some critics have suggested that the peer Some review process excessively legitimates an insiders’ network that limits scientific originality or is suspiciously random in its outcome or Others conclude that too little is known about the Others actual workings and effects of the practice and that empirical study of this process is needed (and is being done now) (and Peer Review Process Peer Editors act as the first judge of submitted Editors papers (and last!) papers Those papers we find promising are sent Those to consultant/reviewers in the relevant field, usually 2 of them field, Peer Review Process Peer Many journals encourage separate sets of Many comments for the author and the editor comments For the author, these usually offer specific For criticisms or points of information criticisms For the editor, these offer an overall For assessment of quality and suitability for the journal journal Peer Review Process Peer The editor sends a cover letter reminding The the review that the manuscript is confidential material covered by copyright law and asks them to return the manuscript unreviewed should they feel they have conflict of interest in reviewing it they Peer Review Process Peer Manuscripts are accepted if reviews by Manuscripts reliable reviewers are encouraging and the editor agrees that the paper is important and suitable for the journal and Peer Review Process Peer One of three things will happen when One review is complete review The paper is accepted The paper is returned for revision The paper is rejected Revision is by far most common Copy Editing Copy Once a paper has been accepted for Once publication it must be copy edited publication In copy editing, we correct grammar, In spelling, and usage, query ambiguities and inconsistencies, verify totals in tables, prepare copy for rebuilding of line art, designate type size for preparation of the layout, and edit to journal style, subject to author approval author Copy Editing Copy Technical deficiencies not resolved during Technical peer review (for example, artwork that will not reproduce, values not converted to SI units, incomplete copyright waiver forms, or lack of permission for material reprinted from another source or use of a patient’s photograph) are also followed up and resolved by the copy editor resolved Copy Editing Copy Substantive deletions or drastic changes Substantive are dealt with by the editor, in consultation with the author with Layout Layout Layout people estimates the length of the printed Layout article, sizes and crops the figures, rebuilds line art and orders photocopies of figures art A dummy layout is created, showing breaks, if dummy any, in the title and placement of tables, figures and flush left headings. and This layout gives the author a preview of the This article’s final appearance in the journal and serves as blueprint for the printer in making a page proof page Layout Layout The copy-edited manuscript, as set in a The proposed layout, will be sent to you as a galley proof or set of pseudo-pages from the printer. A copy is sent to the editor as well copy There are usually queries that need to be There answered answered You also have a chance to see the complete You layout and comment on the way it has been set layout Correcting Proof Correcting A proof is your paper as set in type as it proof will appear in the journal will A proof allows you to catch errors in proof typesetting and correct them typesetting IT IS NOT A TIME TO REVISE OR ADD IT NEW MATERIAL THAT YOU FEEL NEEDS TO BE ADDED! NEEDS Correcting Proof Correcting You normally will get a letter from the You editor letting you know when to expect proofs proofs If you cannot examine proofs at that time If you need to let the editor know you You are asked to return proofs to the You printer in 48 hours- delay will affect production in terrible ways production Today, we do this online Correcting Proof Correcting Proofs may be sent to you in a number of Proofs ways ways Galley proof Page proof Edited manuscript Online pseudo-page Correcting Proof Correcting What not to do with proofs Proof is sent for correction, not for rewriting Proof the paper the Resist the temptation to polish your prose (all Resist changes cost money) changes Unless editorial changes have introduced Unless error, do not change them back (they are likely style issues the editor uses) likely Do not treat proof lightly- this is your paper Do your Correcting Proof Correcting What to do with proof Read it to be sure that is says what the accepted Read manuscript said manuscript Read proof for consistency (all numbers are the same Read in different locations in the paper, etc.) in Be sure that nothing has been left out by the printer Correct errors in spelling and typesetting Mark proof with conventional proofreader marks Correcting Proof Correcting You should read proofs 2 times The first time should be slowly, to check: • • • • • • • • Punctuation Paragraph breaks Section headings and subheadings Table titles and alignments Figure legends Figure placement (location and setting) References Etc. How to Read Proof How Second reading This second reading is insurance against This missing errors missing Do not worry about the meaning of text here; Do instead, focus upon appearance instead, Also, cross check data that appears at two or Also, more points in the paper more What to Check What Spelling Check words you are uncertain about Verify spelling of names • Often, names appear with different spellings in Often, references as cited in the text and in the reference list list Spell checkers do not catch incorrectly spelled Spell words that are correct for another meaning words What to Check What Word division Words often have to be divided at the end of Words the line in order to “justify” (keep the rightthe hand margin of the text evenly aligned) There are two practices used to do this: • English- divides words by etymologic units • American- divides words by pronunciation units What to Check What Other details Look for proper italicization • Italicize journal names in the article, but not in the Italicize reference list reference • Latin words are italicized in text • Microbiologic names are italicized Make sure equations are properly aligned What to Check What Cross-Checking As noted, verify author’s names intext against As spelling in references spelling Check the citation numbers. Are they correct? Are the numbers you cite similar across all Are areas of the paper? areas • • • • Abstract Results Text Tables and figures What to Check What Tables Note correctness of title, row and column Note headings as well as numerical values for the data in the field data Verify the arithmetical calculations Verify Note the alignment of data under column Note headings and along row headings headings Make sure all footnote symbols in the table Make have corresponding footnotes and are in proper order proper What to Check What Checking illustrations Check to be sure that line purity has not been Check lost and that no errors in reproduction have occurred occurred Make sure that radiographs are printed Make properly, right side up, and that no patient identification is present identification Do the same for other medical records, ie, Do EKG tracings EKG What to Check What Queries from editor or printer These often ask you to verify some piece of These information information They also ask you if a minor change has They preserved your meaning (“Okay as set?”) preserved From printer, there are often queries about the From way in which something was set, when taking manuscript to set as type manuscript What to Check What Marking proof You need to make two marks for every You change change • One mark ins made in the body of the text • The second is made in the margin adjacent to the The change change You should use proofreader’s marks, and You mark in red ink mark Between Proof and Publication Between Reprints and preprints Remember, this is under copyright Pre-publication disclosure is frowned upon Citing accepted papers- listed as “in Citing press” or have date amended as information becomes available information Publication! ...
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