Workshop: Getting
It Published
(Or, The Devil Is in the
Details)
Following Guidelines for
Format and Style:
Where to get format and style
guidelines:
In the journal (front or
back matter)
From the editorial office
From the WWW site
From journal articles (for
points not given in general guidelines)
Not sure of the journal
yet? Choose a consistent, simple style that retains the most information;
convert when you choose a journal
Main format and style points
to observe:
Title page
Order and names of sections
Heading styles
Abbreviations and acronyms
Mathematical notation (including
format for units, percent)
Use of first person and
active voice
Literature citations
Tables and figures
Footnotes (whether and where)
NOTE: Check the
instructions carefully. Usually it is best to set up the manuscript to
follow the journal style as published, but a few journals specify a different
format for manuscripts.
Usual information on title
page:
Title
Authors’ names (affiliations,
addresses)
[Running head]
[Abstract]
[Acknowledgments]
[Footnotes]
[Corresponding author]
Usual sections
Abstract
Introduction (often without
head)
[Background]
Materials and Methods
Results
Discussion
[Results and Discussion] |
[Conclusions/Summary]
Acknowledgments
Literature Cited (References)
Tables
Figure Captions (usually
grouped
on one page) |
NOTE: Each
section may present some style idiosyncracies, and not all journals follow
this order.
Heading styles
May have several orders
(first, second, third), each with own style There should be at least two
of each order
Abbreviations, acronyms,
and units of measurement
How are abbreviations handled?
Spelled out at first use?
Grouped in footnote? Some acceptable without definition?
SI, English, or dual units?
Exponents used on units
(e.g., cm-1)
% or percent?
CBE or other style specified?
If so, which edition of manual?
Specialized mathematical
notation (e.g., operators, notation for and definitions for variables
Literature citation (in text)
Name (date):
Jones et al. (1996)
do not agree with the assertion (Boles 1994) that moss is essential
to tree growth.
Numbered (with numbered, alphabetical
reference list):
Jones et al. (19)
do not agree with the assertion by Boles (2) that moss is essential to
tree growth.
Numbered (numbers and reference
list ordered, by first appearance):
Jones et al. (1)
do not agree with the assertion by Boles (2) that moss is essential to
tree growth.
HINT: If references
are numbered in text, keep name (date) in the text until the end (as hidden
text, if necessary) and keep a version of the final with name (date) style
for reference in revision.
Literature citation (in
reference list)
Jones, E. B., Q. V. Miller,
and H. S. Pfeffer. 1996. Moss: help or hindrance? Journal of Strange Forestry
99:110-112.
Jones EB, Miller QV, and Pfeffer
HS. 1996. J. Strange For. 99:110-112.
Jones, E. B., Q. V. Miller,
& H. S. Pfeffer. 1996. Moss: help or hindrance? Pp. 244-269 in Mass:
Its Place in the Wodd, G.M. Phyte, ed. Humbug Press, New York.
And many variations, especially
for "gray "gray literature"!
HINT: Bibliographic
management programs can generate many styles automatically, and indexing
references in text can help you check whether all cited references are
included in the Literature Cited.
Other style and format considerations:
Punctuation and spelling
(British, American, or hybrid)
Une spacing, font, and font
size
Table and figure captions
(including footnote style, location of symbol key)
Camera ready or not?
Paper size
Numbered lines
Scientific names (used or
not? With authorities or not? In abstract? If so, repeated in text?)
Submitting: the Final Steps
(making a list, checking it twice)
Read current Instructions
to the Authors (Yes, again!)
Check format for accuracy
and consistency
Check reference list against
text
Proofread (ask a friend!)
Check page order
Photocopy figures, label,
and put at back of master manuscript
Photocopy manuscript with
figures—as many as necessary
Label figure originals (on
back), if originals needed, and pack protectively
(Generate electronic copy
and package disk)
Write cover letter (read
the Instructions yet again)
Put in an envelope and mail
Cover letter
Required number of copies
Figure originals
(Diskette)
Wait (3-4 months for most
journals)
Responding to Reviewers
Change what you
can
Explain what you can’t or
shouldn’t change and why
If necessary, call the corresponding
editor for clarification
Make sure that revision
reflects all changes (e.g., if a table has been deleted or replaced with
a figure, are new table and figure numbers and captions correct? Have references
been updated?)
Write a cover letter detailing
your responses to the reviewers’ comments (Be specific, tactful—and appreciative!)
Fill out any journal paperwork
(copyright release, etc.)
Make up a new packet with
revised hard copies, [text marked by reviewers, if requested], figure originals,
and electronic copy.
Send it off.
[Repeat as many times as
necessary]
LETTER OF ACCEPTANCE! (now,
and only now, "In press")
Reading the Galleys or Page
Proofs
Turn around fast (1-3 days)
Use standard marks (supplied
by publisher, or from dictionary or style manual)
Mark in both text and margin
Make as few changes as possible
Be sure that figure captions
match figures, and that figures, tables, and footnotes are correctly placed
Take care of copyright form,
page charges, reprint orders, billing, or other paperwork