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NAME OSA Fellow AFFILIATION LOCATION AND DATE OF PRESENTATION • • • • • Preparing to write your manuscript Types of papers Journal selection Ethical guidelines Defining authorship Sections of an article • Submission process • Peer review process • OSA and partner journals • • What is the novelty? • What is the message? • Put it in context—need appropriate refs • Have it read by others • Don’t make it longer (or shorter) than needed • Invest time in writing well • Choose appropriate co-authors • Choose appropriate journal (don’t aim too high and don’t aim too low) • There’s more to a journal than its Impact Factor • Read the journal’s Author webpage • Use the correct format • • • • Research articles Reviews Letters Comments/ Replies • • • Discussion Errata Conference proceedings • Specializedbroad interest • Theoreticalapplied • Full-lengthletter • Subscriptionopen access • Timeliness of publication process • Journal reputation • Obtain necessary clearances • Submit to one journal at a time • Declare any conflicts of interest • Give proper attribution • Obtain permissions • Do not fabricate data • Comply with internationally recognized principles for use of animal and human subjects in research • Word by word copying is strongly discouraged, but if necessary must be given proper attribution Authors make substantive contributions: • Basic physical ideas or discussion • Laboratory experiments • Detailed calculations All authors share responsibility and accountability for publication content • Citation Private conversations referenced in publications only with permission • Acknowledgement Contribution is not significant enough to list as author, must obtain permission first • Lead author Primary responsibility, most substantial contribution, usually first author • Submitting author – deals with journal • Corresponding author Person interested individuals contact, predictable address; usually submitting author • Last author Alphabetical or least contributor, sometimes head of lab • In some fields, student is first author if based primarily on Ph.D. dissertation • Order is often independent of relative status/rank of authors • Should be discussed at start • Change order only with permission of all • No addition of authors after submission • Should begin at start of research • Open and professional discussion • Order may reflect contribution or could be alphabetical • Identify expected contributions, roles, and tasks of each potential author • Can change over time, renegotiate as needed (prior to submission) • List affiliations of each author • Allow all authors to review and comment prior to submission • Journal will send email to all authors – Be ethical! Title: informative, accurate, concise Example of good title Repetitively pulsed tunable dye laser for high resolution spectroscopy Example of bad title A Unique, Novel Object-Detection Model that Improves upon that of Wang et al. Abstract • Problem and objectives • Methodology • Findings and Conclusion • Research’s effect and impact Check journal style guide for abstract length restrictions Introduction • Problem to be addressed • Background and literature review • New developments and principle results • Research purpose and method Main Body of Paper • Problem • Theory and experiment • Results • Figures/multimedia Discussion • Results viewed in larger context • Comparison with other related work • Significance Conclusion • Summary (no new information) • Statement of specific conclusions • Future consideration References • Numerical order by appearance • Follow journal’s style guide • EndNote and Bibtex Appendices • Supplementary material • Material valuable for specialist Acknowledgments • Technical assistance/useful comments • Financial support/disclosures Grammar, punctuation, spelling, terminology • Logical sentence structure, clarity of content • Common weakness is omission or misuse of “the” and “a” • Suggestions • o o o Use shorter sentences Read papers in English in leading research journals Ask colleagues for help Work relevant to journal scope • Results significant to field • Incremental work discouraged • Discussion, conclusions supported by data • Work placed in proper context • Equations, figures, tables, multimedia contribute to presentation • Well-written and logically organized • Language Review • http://languageediting.osa.org Style review • Journal style guide • Browse published articles Follow online submission process PRISM – www.prism.opticsinfobase.org Select Appropriate Journal Copyright agreement Authors transfer copyright to OSA • Retain rights for author reuse • Title and Abstract • Note if for feature issue • Note related papers Upload Word, TeX • Cover letter • Author response • Multimedia • • • • • Video Audio Tabular data Images Other OCIS Codes Add keywords • Select primary code • Enter same codes as listed on the paper • Free-form keywords • Co-authors • • E-mail address required Notified when submission complete Reviewer suggestions 3 names required • Designate non-preferred • Funding/Page Charge Information (Subscription journals) Note NIH funding • Overlength charges • OA journals have mandatory charges Submission completed! • Auto acknowledgment sent • Official submission confirmation to follow 1. 2. 3. • • • • • Initial quality check by staff, Editor Editor in Chief assigns appropriate Topical/associate editor Topical/associate editor handles manuscript contacts possible referees waits for reports makes first decision makes final decision manuscript sometimes sent for rereview Reviewer recommendations • Accepted as is • Requires further revisions • Referred to another journal • Rejected Peer review comments should help produce a better manuscript Manuscript Decisions Editor makes decision after peer review • If revisions are requested • • Authors may resubmit revised manuscript • A cover letter should explain each change • Editor may refer back to review • Editor makes final decision Suggest a few referees, but make sure that: They aren’t just the big names in the field • They are not closely linked to you. • You can ask for reviewers to be excluded, but don’t go overboard • Associate Editor is not required to grant request (though generally tries) • Dealing with referee’s comments: • Referees are not your enemy—consider them an • • • • • ally who can help improve your manuscript Treat them seriously (one revision allowed) Deal with each and every point - You don’t need to agree with all of them Can make additional changes Don’t cast aspersions on referees, or try to guess the referees’ identity (you are likely to be wrong) Be courteous to referees & editors If manuscript is rejected • Act on reviewers comments before submitting elsewhere • OSA strongly discourages resubmitting rejected papers to other OSA journals • You can appeal but most are turned down • Advice: put in your drawer for a week or two weeks, reread referee reports, rewrite and submit to other journal. • Referees and Editors are volunteers • Be generous with your own time as a reviewer • Refereeing is a necessary cv item, shows engagement in the community • Refereeing record is considered for Editorial Board candidates • Point out suspicions of unethical behavior For a copy of slides or further questions, email me at EMAIL ADDRESS
