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Demystifying the publishing process
GUEST
SERIES:
WRITING
FOR
PUBLICATION
Demystifying the publishing process Editor’s note: This is the seventh in a series of articles on writing for publication. The first article was published in the March 2006 issue of the Journal.
I
t’s been months since you celebrated the acceptance of your article, but you have not yet seen it in print. “What’s taking so long?” you wonder. An overview of the publishing process will help you understand the timeline for article publication. Components of the process include submission, peer review, editing and layout, and author review and approval (Figure 1).
SUBMISSION Depending on the instructions in the author guidelines, you will need to submit your completed manuscript by regular mail or e-mail or upload it to a dedicated Internet site set up by the journal. Electronic submissions are rapidly becoming the norm in the publishing industry. For example, soon all submissions to the AORN Journal will be handled through an electronic submission system accessible via the Internet. A significant advantage of this method is that it gives authors the ability to check the status of the manuscript at any time during the process. Be sure to follow the journal’s guidelines for sending in your manuscript, including submitting all the required elements (eg, an abstract, artwork files, tables, author contact information). Incomplete or missing information will delay your manuscript from reaching the editor. After the manuscript is received, the editor, editor-in-chief, or research editor reviews it to determine if it is acceptable for peer review. © AORN, Inc, 2006
Cynthia Saver, RN
PEER REVIEW Like any other perioperative nurse, an editor cannot be an expert in all aspects of the specialty. Thus, the editor must tap into the expertise of others—a process called peer review. One or more nurse experts will review the article carefully and communicate their findings to the editor. This process helps the editor determine whether the manuscript is a valuable addition to the journal, and, ultimately, to the readers. Peer review is Your article was common in scholarly journals, and faculty accepted months members in most universities must publish in ago, but you still peer-reviewed journals as part of the criteria for have not seen it tenure. The easiest way to tell in print. “What’s if a journal is peer reviewed is to check in taking so long?” the journal itself; this information is usually you ask. noted in the front section and in the author guidelines. You also can find this information on the journal’s web site. Most peer reviews are double blind, meaning that the author does not know the identity of the reviewers, and the reviewers do not know the identity of the author. In theory, this makes the review process more objective. The editor taps into his or her network of nurses to match the appropriate reviewers with the manuscript’s content. Reviewers must have some expertise in the content area. They may be researchers, educators, clinicians, or administrators, or they may have a combination of one or more of those roles. Reviewers must reveal any conflict of interest that would bias them either positively or negatively toward SEPTEMBER 2006, VOL 84, NO 3 • AORN JOURNAL • 373
374 • AORN JOURNAL
Author copies and recognition The first week of the month of publication, each author receives • a copy of the Journal, • tear sheets of the article, • a certificate of recognition, and • an author pin.
Query submission The author identifies a topic, submits an intent-to-submit form or query, and receives feedback.
Final editing and printing After the author approves the article, it goes through final editorial and production processes.
Editor’s evaluation The editor-in-chief considers peer reviewers’ recommendations and decides to accept, decline, or request revisions.
Initial editing and author approval The article goes through three stages of editing/preparation. The edited article is sent to the author for review and approval. Signed author approval forms indicate approval of editing and transfer of copyright to AORN.
Requested forms and permissions include: • verification of originality and that the article has not been published previously, • permission to reprint or adapt tables/graphics (if necessary), • consent to publish photographs (if necessary), • biographical data, and • disclosure of potential conflict of interest.
Acceptance Author receives a formal letter of acceptance. Manuscripts normally are not scheduled for publication at this time. The author will be informed when the article is scheduled (this may take several months).
Revisions The author receives a detailed letter outlining requested revisions. The author submits the revised manuscript. The editor-inchief evaluates revisions and makes a final decision.
The research section editor evaluates manuscript reviews and sends her recommendation to the editor-in-chief.
Peer review The manuscript is reviewed by two nurse content experts who make recommendations to accept, decline, or revise. The author submits requested forms and obtains permissions.
Research manuscripts also are sent to the research section editor for review.
Manuscript submission The editor-in-chief reviews the manuscript. She may send the article to peer review or request additions or revisions from the author.
AORN Journal Manuscript Flow
FIGURE 1
SEPTEMBER 2006, VOL 84, NO 3 Guest Series: Writing for Publication
Guest Series: Writing for Publication
SEPTEMBER 2006, VOL 84, NO 3
TABLE 1
Components of a Peer Review Reviewers provide general comments about a manuscript, including how it can be improved. A reviewer evaluates a manuscript against criteria such as the following.
the manuscript. Choosing the proper mix of reviewers is an art and a science. For example, a researcher with statistical expertise and a clinical expert may be selected to review the results of a study. Many editors keep a list of regular peer reviewers and their areas of expertise. Peer reviewers evaluate many criteria, such as relevance, nursing implications, accuracy, and quality of references (Table 1). Most journals, including the AORN Journal, ask reviewers to complete a checklist that includes those criteria, an evaluation of the originality of the manuscript, and specific recommendations regarding publication. Recommendations include to accept the manuscript, to accept it with minor or major revisions, or to reject it. Reviewers do not focus on grammar or spelling; they offer suggestions for rewrites, additions, and deletions as guidelines. Reviewers receive no compensation or only a small honorarium for their work, so their motivation is the opportunity to contribute to the nursing literature. Reviewers must fit this responsibility into their already crowded schedules, which means that delays are not uncommon. The peer review process usually takes from four to eight weeks but varies widely by publication. The editor reviews and summarizes the comments and decides if an article will continue on the publication track. If your article requires
General
• • • • • •
Content is relevant to perioperative nursing. Information is current, timely, and accurate. Manuscript clearly explains complex concepts and follows a logical sequence. Information has not appeared in other journals. Content is unbiased and complete. Content is in line with standards and recommended practices.
Additional required elements for research manuscripts
• • • • • • • • •
Abstract Research questions or hypothesis Literature review Theoretical/conceptual framework Description of methodology of study Findings Discussion Limitations Recommendations for future research
revisions, the editor will return the manuscript with a letter explaining what is required to make the manuscript suitable for publication. At this point, the time frame is back in your control. Many publications will require the author to return the revisions by a predetermined deadline. If making the revisions will be time consuming or you cannot meet the deadline for other reasons, you should contact the editor to discuss a reasonable time frame for returning the manuscript. Just as you did during the original writing process, set a deadline for completing the revisions to help prevent procrastination. Many writers become discouraged upon learning they need to revise a manuscript, or they may feel they don’t have the time and energy. You are close to being published now, however, so don’t let an article you’ve worked hard on go unpub-
lished because you get discouraged or lose interest.
EDITING AND LAYOUT After you return the revised manuscript and it is accepted, the editorial staff begins the editing process. This may include a substantive edit of the manuscript, focusing on organization and flow. Think of this as the main part of a surgery—the resection of the bowel, for example. Every manuscript undergoes copyediting for correct spelling and grammar and to ensure it fits with the journal’s style. This is analogous to closing the incision—the main work is done, but everything needs to be lined up and stapled so that the wound can heal properly. You may receive queries from the editorial staff members during the editing process to ensure that the article is accurate and complete. AORN JOURNAL •
375
Guest Series: Writing for Publication
SEPTEMBER 2006, VOL 84, NO 3
Depending on the journal, you may be required to submit your own print-ready art files, or the journal’s design or graphics department may create or adapt figures or illustrations for your article. When these elements are returned to you for review and approval, check them carefully for accuracy. When the editing and graphics are completed, the article is ready for layout. The editor or designer uses special software to organize the information in the electronic file exactly as it will appear on the pages of the journal.
AUTHOR REVIEW AND APPROVAL You will be provided with the prepublication layout of your article for review. It may include minor author queries (eg, the year of publication missing from a reference) and a cover letter that details any major revisions that have been made during editing. You should thoroughly check the article to ensure that everything is accurate. At this stage, you should only make changes that are absolutely necessary. Remember that you and the editorial staff members are a team. Just as with the surgical team, you need to understand and respect each person’s role in the publishing process. You supply the clinical expertise and the editorial
376 • AORN JOURNAL
staff supplies the editing expertise. They know best how to make an article appealing to readers and how to ensure it is grammatically correct and stylistically consistent.
approve its publication either with no changes or with the minor changes you have noted on the form. If you find major problems with your article at this stage, contact the editor immediately.
Remember that you and the editorial staff members are a team. You supply the clinical expertise and the editorial staff supplies the editing expertise.
The time from acceptance to publication varies widely, from two months to more than a year, depending on several factors. One is the importance of the topic for the readers. For example, the AORN Journal reviewers rate the priority of a topic on a scale of one to five. Those rated number one are considered by the reviewers to be of the most interest and likely will be published sooner. The overall editorial plan and the nature of the topic also affect the timing of publication. The time frame also may be affected by the number of articles a publication receives and accepts, the number of pages printed in each issue, and the frequency with which the journal is published. Waiting may be difficult, but imagine the personal satisfaction you will feel when you see your name and article in print. After your article is published, don’t forget to add this significant accomplishment to your resume! ❖
ON THE PRINTED PAGE
You will probably have a short time frame in which to do a complete review, make the minor changes you deem necessary, and answer any questions that the editor has asked. This is not the time to rework a paragraph or add or remove material. It is time to catch errors such as misspellings, wrong labels on figures, and reference numbers in the wrong location. You will then sign a form attesting that you have reviewed the article and
CYNTHIA SAVER RN, MS PRESIDENT CLS DEVELOPMENT, INC
SERIES:
WRITING
FOR
PUBLICATION
Demystifying the publishing process Editor’s note: This is the seventh in a series of articles on writing for publication. The first article was published in the March 2006 issue of the Journal.
I
t’s been months since you celebrated the acceptance of your article, but you have not yet seen it in print. “What’s taking so long?” you wonder. An overview of the publishing process will help you understand the timeline for article publication. Components of the process include submission, peer review, editing and layout, and author review and approval (Figure 1).
SUBMISSION Depending on the instructions in the author guidelines, you will need to submit your completed manuscript by regular mail or e-mail or upload it to a dedicated Internet site set up by the journal. Electronic submissions are rapidly becoming the norm in the publishing industry. For example, soon all submissions to the AORN Journal will be handled through an electronic submission system accessible via the Internet. A significant advantage of this method is that it gives authors the ability to check the status of the manuscript at any time during the process. Be sure to follow the journal’s guidelines for sending in your manuscript, including submitting all the required elements (eg, an abstract, artwork files, tables, author contact information). Incomplete or missing information will delay your manuscript from reaching the editor. After the manuscript is received, the editor, editor-in-chief, or research editor reviews it to determine if it is acceptable for peer review. © AORN, Inc, 2006
Cynthia Saver, RN
PEER REVIEW Like any other perioperative nurse, an editor cannot be an expert in all aspects of the specialty. Thus, the editor must tap into the expertise of others—a process called peer review. One or more nurse experts will review the article carefully and communicate their findings to the editor. This process helps the editor determine whether the manuscript is a valuable addition to the journal, and, ultimately, to the readers. Peer review is Your article was common in scholarly journals, and faculty accepted months members in most universities must publish in ago, but you still peer-reviewed journals as part of the criteria for have not seen it tenure. The easiest way to tell in print. “What’s if a journal is peer reviewed is to check in taking so long?” the journal itself; this information is usually you ask. noted in the front section and in the author guidelines. You also can find this information on the journal’s web site. Most peer reviews are double blind, meaning that the author does not know the identity of the reviewers, and the reviewers do not know the identity of the author. In theory, this makes the review process more objective. The editor taps into his or her network of nurses to match the appropriate reviewers with the manuscript’s content. Reviewers must have some expertise in the content area. They may be researchers, educators, clinicians, or administrators, or they may have a combination of one or more of those roles. Reviewers must reveal any conflict of interest that would bias them either positively or negatively toward SEPTEMBER 2006, VOL 84, NO 3 • AORN JOURNAL • 373
374 • AORN JOURNAL
Author copies and recognition The first week of the month of publication, each author receives • a copy of the Journal, • tear sheets of the article, • a certificate of recognition, and • an author pin.
Query submission The author identifies a topic, submits an intent-to-submit form or query, and receives feedback.
Final editing and printing After the author approves the article, it goes through final editorial and production processes.
Editor’s evaluation The editor-in-chief considers peer reviewers’ recommendations and decides to accept, decline, or request revisions.
Initial editing and author approval The article goes through three stages of editing/preparation. The edited article is sent to the author for review and approval. Signed author approval forms indicate approval of editing and transfer of copyright to AORN.
Requested forms and permissions include: • verification of originality and that the article has not been published previously, • permission to reprint or adapt tables/graphics (if necessary), • consent to publish photographs (if necessary), • biographical data, and • disclosure of potential conflict of interest.
Acceptance Author receives a formal letter of acceptance. Manuscripts normally are not scheduled for publication at this time. The author will be informed when the article is scheduled (this may take several months).
Revisions The author receives a detailed letter outlining requested revisions. The author submits the revised manuscript. The editor-inchief evaluates revisions and makes a final decision.
The research section editor evaluates manuscript reviews and sends her recommendation to the editor-in-chief.
Peer review The manuscript is reviewed by two nurse content experts who make recommendations to accept, decline, or revise. The author submits requested forms and obtains permissions.
Research manuscripts also are sent to the research section editor for review.
Manuscript submission The editor-in-chief reviews the manuscript. She may send the article to peer review or request additions or revisions from the author.
AORN Journal Manuscript Flow
FIGURE 1
SEPTEMBER 2006, VOL 84, NO 3 Guest Series: Writing for Publication
Guest Series: Writing for Publication
SEPTEMBER 2006, VOL 84, NO 3
TABLE 1
Components of a Peer Review Reviewers provide general comments about a manuscript, including how it can be improved. A reviewer evaluates a manuscript against criteria such as the following.
the manuscript. Choosing the proper mix of reviewers is an art and a science. For example, a researcher with statistical expertise and a clinical expert may be selected to review the results of a study. Many editors keep a list of regular peer reviewers and their areas of expertise. Peer reviewers evaluate many criteria, such as relevance, nursing implications, accuracy, and quality of references (Table 1). Most journals, including the AORN Journal, ask reviewers to complete a checklist that includes those criteria, an evaluation of the originality of the manuscript, and specific recommendations regarding publication. Recommendations include to accept the manuscript, to accept it with minor or major revisions, or to reject it. Reviewers do not focus on grammar or spelling; they offer suggestions for rewrites, additions, and deletions as guidelines. Reviewers receive no compensation or only a small honorarium for their work, so their motivation is the opportunity to contribute to the nursing literature. Reviewers must fit this responsibility into their already crowded schedules, which means that delays are not uncommon. The peer review process usually takes from four to eight weeks but varies widely by publication. The editor reviews and summarizes the comments and decides if an article will continue on the publication track. If your article requires
General
• • • • • •
Content is relevant to perioperative nursing. Information is current, timely, and accurate. Manuscript clearly explains complex concepts and follows a logical sequence. Information has not appeared in other journals. Content is unbiased and complete. Content is in line with standards and recommended practices.
Additional required elements for research manuscripts
• • • • • • • • •
Abstract Research questions or hypothesis Literature review Theoretical/conceptual framework Description of methodology of study Findings Discussion Limitations Recommendations for future research
revisions, the editor will return the manuscript with a letter explaining what is required to make the manuscript suitable for publication. At this point, the time frame is back in your control. Many publications will require the author to return the revisions by a predetermined deadline. If making the revisions will be time consuming or you cannot meet the deadline for other reasons, you should contact the editor to discuss a reasonable time frame for returning the manuscript. Just as you did during the original writing process, set a deadline for completing the revisions to help prevent procrastination. Many writers become discouraged upon learning they need to revise a manuscript, or they may feel they don’t have the time and energy. You are close to being published now, however, so don’t let an article you’ve worked hard on go unpub-
lished because you get discouraged or lose interest.
EDITING AND LAYOUT After you return the revised manuscript and it is accepted, the editorial staff begins the editing process. This may include a substantive edit of the manuscript, focusing on organization and flow. Think of this as the main part of a surgery—the resection of the bowel, for example. Every manuscript undergoes copyediting for correct spelling and grammar and to ensure it fits with the journal’s style. This is analogous to closing the incision—the main work is done, but everything needs to be lined up and stapled so that the wound can heal properly. You may receive queries from the editorial staff members during the editing process to ensure that the article is accurate and complete. AORN JOURNAL •
375
Guest Series: Writing for Publication
SEPTEMBER 2006, VOL 84, NO 3
Depending on the journal, you may be required to submit your own print-ready art files, or the journal’s design or graphics department may create or adapt figures or illustrations for your article. When these elements are returned to you for review and approval, check them carefully for accuracy. When the editing and graphics are completed, the article is ready for layout. The editor or designer uses special software to organize the information in the electronic file exactly as it will appear on the pages of the journal.
AUTHOR REVIEW AND APPROVAL You will be provided with the prepublication layout of your article for review. It may include minor author queries (eg, the year of publication missing from a reference) and a cover letter that details any major revisions that have been made during editing. You should thoroughly check the article to ensure that everything is accurate. At this stage, you should only make changes that are absolutely necessary. Remember that you and the editorial staff members are a team. Just as with the surgical team, you need to understand and respect each person’s role in the publishing process. You supply the clinical expertise and the editorial
376 • AORN JOURNAL
staff supplies the editing expertise. They know best how to make an article appealing to readers and how to ensure it is grammatically correct and stylistically consistent.
approve its publication either with no changes or with the minor changes you have noted on the form. If you find major problems with your article at this stage, contact the editor immediately.
Remember that you and the editorial staff members are a team. You supply the clinical expertise and the editorial staff supplies the editing expertise.
The time from acceptance to publication varies widely, from two months to more than a year, depending on several factors. One is the importance of the topic for the readers. For example, the AORN Journal reviewers rate the priority of a topic on a scale of one to five. Those rated number one are considered by the reviewers to be of the most interest and likely will be published sooner. The overall editorial plan and the nature of the topic also affect the timing of publication. The time frame also may be affected by the number of articles a publication receives and accepts, the number of pages printed in each issue, and the frequency with which the journal is published. Waiting may be difficult, but imagine the personal satisfaction you will feel when you see your name and article in print. After your article is published, don’t forget to add this significant accomplishment to your resume! ❖
ON THE PRINTED PAGE
You will probably have a short time frame in which to do a complete review, make the minor changes you deem necessary, and answer any questions that the editor has asked. This is not the time to rework a paragraph or add or remove material. It is time to catch errors such as misspellings, wrong labels on figures, and reference numbers in the wrong location. You will then sign a form attesting that you have reviewed the article and
CYNTHIA SAVER RN, MS PRESIDENT CLS DEVELOPMENT, INC