MANUSCRIPT WRITING AND PUBLISHING

Jennifer Cunningham Erves , PhD, MPH, MAEd, MS, CHESAssistant Professor of Research

Meharry Medical College

Objectives

We will discuss:

■ Core Components of Writing a Successful Manuscript

■ Manuscript Preparation

■ Choosing a Journal

■ The Peer Review Process

■ Ethical Issues in Medical Research Writing

Anatomy of a Manuscript

■ Title Page

■ Abstract

■ Introduction

■ Methods

■ Results

■ Tables/Figures

■ Discussion

■ Acknowledgements

■ References

Which to Write First?

Methods

Introduction

Figures/Tables

Results

Discussion

Abstract

Title Page

Acknowledgements

References

Title Page

■ Title– A few words to describe content– Many indicate study design (i.e.,

epidemiological studies)

■ Additional content of title page:– Authors affiliations, corresponding

author, running title, keywords, list of abbreviation

– Optional: Word Count, Number of Tables/Figures, Sources of grant support

ATTENTION GRABBER!!

Abstract

■ Summary of manuscript

■ 200-300 words

■ Structured or Unstructured

■ Descriptive, Critical, or Informational

■ Second most important section of manuscript

■ Content can vary pending on the type of article written

■ Be direct and succinct

Do NOT ….

■ Repeat the title

■ Refer to things outside the abstract– It needs to be able to stand alone!

■ Use References

■ Use Abbreviations

Keywords

■ Captures main topics for indexing

■ 3- 10 words

■ Be strategic so will be found in literature searches

■ Link it to what you are known for (e.g., community engagement, health disparities)

■ If a medical topic, then use the MeSH term in the keywords

What are MeSH terms?

■ Stands for Medical Subject Headings

■ U.S. National Library of Medicine medical vocabulary resource

■ Purpose: Provides hierarchical-organized terminology for indexing and cataloging of biomedical information in databases such as PUBmed/MEDLINE and other NLM databases.

■ Use of MeSH terms is not applicable for all journal submissions!

For more information on MeSH and identification of MeSH terms, please go to https://www.nlm.nih.gov/mesh/meshhome.html

Introduction

■ Describes Importance of Topic

■ Summarizes relevant literature

■ “Funnel-Shaped Approach” for Writing

■ 1-1.5 pages

CONTENT

• Describe Public Health Burden

• Contributing factors to the Problem

• Previous work to address the problem

• Gap in the Literature• Thesis statement• Public health significance

Methods

■ Be clear on each step

■ 3-5 paragraphs

■ Most Common Components– Study Design– Theory (when applicable)– Subject Selection – Variables and Procedures– Analytic Methods– Human Subjects Approval

Quantitative Results

■ Narrative should be same logical sequence as tables/figures■ Summarize and not repeat all data from tables■ Include absolute numbers with percentages■ 3-4 paragraphs

– Paragraph 1: Patient Characteristics– Paragraph 2: Evidence for Objective 1– Paragraph 3: Evidence for Objective 2– Paragraph 4: Evidence for Objective 3

Qualitative Results

■ Narrative should be same logical sequence as tables/figures

■ Summarize and not repeat all data from tables

■ 3-4 paragraphs– Paragraph 1: Patient Characteristics– Paragraph 2: Theme 1– Paragraph 3: Theme 2– Paragraph 4: Theme 3– Paragraph 5: Theme 4

Discussion

■ Summarize new and important findings

■ Compare findings with the literature

■ Conclusions follow objectives

■ Describes where the topic is heading

■ Suggest clinical implications

■ Discuss Limitations and Next Steps

■ Provide Conclusion

References

■ Cite primary work over review articles

■ Avoid abstracts when possible

■ “In Press” Articles require permission

■ Avoid personal communication unless essential and not in public source

■ Check accuracy and formatting

■ Electronic citations should be considered

Reference Management Software

• EndNote• Zotero• Mendeley• RefWorks• BibTeX• RefME

Electronic Citations

■ Electronic citations must be cited because someone wrote the content.

■ How to evaluate an electronic citation– Is the author a qualified expert?– Who is the sponsoring organization? (.edu, .gov, .org)– Date of posting

■ Some electronic websites have no clear author such as government or organization websites.

■ Note: Wikipedia is NOT a reliable source!

Tables and Figures

Tables

■ Double space■ Each table on a single page■ Title summarizes data■ Do not use horizontal lines■ Give each column a heading■ Footnote explains content■ Identify statistical measures of

variation

Figures

■ Number consecutively according to cited

■ High resolution images■ Letters, numbers, and figures need

to be sufficient size■ Include titles and detailed

explanations in legends rather than figure

Writing Process

■ Co-Authors identify writing process– First author writes sections and co-authors edit– Co-authors choose sections

■ Choose your writing process– Write then Edit OR Edit while Writing

■ Prewrite brainstorm, outline, free write

■ Draft make it flow, use proper language

■ Revise clarify ideas

■ Edit grammar, mechanics

■ Publish finished product

Make sure to:

1. Create a Timeline for Co-Authors

2. Create a Block for Writing Times for

Yourself3. Identify the right setting

for writing4. Review Other Articles

for Guidance

Setting for Writing- BE CREATIVE!

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Determining Authorship

■ Substantial contribution to:– Conception and design– Acquisition of data– Analysis and interpretation– Writing of Article

■ Draft and critical revision of manuscript for intellectual contact

■ Final approval of submitted version

■ Note: Some journals will provide authorship criteria upon submission!

Authorship Order

■ First Author: Design or conceive study; writes first draft; partners with last author for subsequent drafts

■ Second Author: Major contribution

■ Third Author: Important contributions

■ Last Author: Usually experienced investigator who partners with first author in interpretation, analysis, and writing

■ Middle Authors: Everyone else who qualifies for authorship

Authorship Grid

Choosing a Journal

■ Review Scope of Journal– If your articles does not have the same scope, NEXT!

■ Journal Prestige and Rankings– Impact Factors, Quality, Rankings

■ Review Published Studies– Compare most sections of manuscripts to see if a good fit.– For example, just because the scope is similar the journal may not have

a history of publishing qualitative research.

■ Review Reference Listings– Similar references indicate this journal could be IT!

Who is JANE?■ Stands for Journal/Author Name Estimator

■ JANE helps to:– Identify a journal, find relevant articles to cite in your manuscript,

and find reviewers if an editor

■ How does it work?– Enter title, abstract, and/or keywords of paper in box and click

‘find journals’, ‘find authors’, or ‘find articles’– JANE compares the information to documents in PubMed to find

best matching journals, authors, or articles

■ JANE relies on data in MEDLINE, PubMED, and Directory of Open Access Journals (DOAJ) to identify high-quality journals and reduce chances of papers from predatory journals.

Impact Factors (Ifs)

■ The higher the IF, the more highly ranked the journal

■ It is used to compare journal in a subject category.

■ Top 5% of journals Ifs >/= 6

■ 2/3 of journals have IF > 1

■ Usually aim for 2 or higher!

Types of Journals

■ Paper

■ Electronic

■ Online-Submission Required

■ Online open access

■ Owned by a professional organization

■ Owned by a publisher

■ Owned by an individual for the betterment of their profession

■ Owned by a university

Journals

Signs a Journal is Predatory

■ Aggressively solicit scholars to submit papers.– Spam or individually flattering emails. – Will publish your article for a fee before reviewing it.

■ Claim peer review and its extremely short!■ Editorial board lack qualifications or are well-known with no input■ The scope is overly broad and/or does it fit well with your research.■ Publication frequency is irregular or not stated.■ May have the same or similar name to a legitimate journal■ Email address is non-professional (@yahoo.com, @aol.com or @gmail.com)

https://libguides.uml.edu/c.php?g=563165&p=5352697

Avoiding Predatory Journals

■ Think, Check, Submit– https://thinkchecksumit.org/

■ Beall’s List– https://beallslist.weebly.com/

– Note: Searchable by Publisher and by Journal Name

Choosing the Type of Paper

■ Original Research

■ Literature Reviews/Review articles

■ Clinical Trials

■ Opinion

■ Systematic Reviews

■ Meta-analysis

■ Rapid Communications

■ Cases Studies

■ Perspectives

■ Commentary

■ Conference Abstracts/Proceedings

■ Theoretical Model/Framework

■ Concept

■ Pilot Study

■ Letters to the Editor

■ Teaching Ideas

Pre-submission Inquiries: YES OR NO???■ Purpose: To determine if your

article is a good fit/ editors’ interest

■ Usefulness: Reduce time for manuscript publication

Pre-submission Inquiry: Content

■ Greeting: Identify Editor in Chief and be personable

■ Identify your Goals: Why you are writing the journal specifically

■ Connect your article to the journals’ purpose

■ Send Title and Abstract in submission

■ Closing: Thank the editor for their time, and express interest in their reply. Use words like “Sincerely” or “Best regards” in closing.

How To WRITE a compelling cover letter

■ Format of article

■ Brief summary of findings

■ Address contribution to the journal

■ Statement of non-redundancy of submission

■ No conflicts of interest

■ Ethical Statement

■ Approval of all authors

■ Contact Information for Corresponding Author

Manuscript Preparation

■ Review Submission Guidelines

■ Be aware of publishing schedules (biweekly, monthly, bimonthly, quarterly, annually, immediate (online and open access)

■ Never submit to multiple journals at ONE time

■ Title needs to catchy and reflect study; No more than 12 words

■ Abstract: 2nd most important part of manuscript

Peer Review Process

Submit Manuscript(6-15 months)

Manuscript Assigned Number

Editorial Review2-3 weeks

Assigned Peer review2- 3 Reviewers

(2-8 weeks)

REJECT

REJECT

REVISE OR CONDITIONALLY ACCEPTACCEPT REJECTGALLIES

2-6 monthsPUBLISHED1-3 months

AVAILABLE IMMEDIATELY

EMBARGOED

The Decision

■ Manages and review peer comments

■ Communicates decision to corresponding author

■ Breaks tie if peer reviewers divided!

■ Revisions- ASAP

■ More than 4 weeks to revise: Journal can require you to start over the peer review process.

Reasons for Revision Requests

■ Minor Faults in methodology

■ Minor inaccuracies in data

■ Inconsistencies among different sections of manuscripts

■ Faulty Deductions

■ Data do not support conclusions

■ Excessive data or text

■ Poor or excessive illustrations

■ Poor but salvageable

Peh and Ng, 2009

Once Accepted…

■ Review of a Galley Proof by all authors

■ Last time to make corrections!

■ Return in specific period according to journal

■ Be ready to pay fees if that’s the journals requirement (e.g., submission fees, page proof fees, change fees

Reasons for Rejection

■ Outside Scope of Journal

■ Incomplete Submission

■ Poor Methodology

■ Faulty Experimental Design

■ Major Flaws in Result Interpretation

■ Extremely Poor Writing

■ Duplicated or Plagiarised Work

IS THERE LIFE AFTER A PAPER

REJECTION?

YES!!Review comments and adapt prior to future submission!

Peh and Ng, 2009

When do I write my own manuscript?

■ Once you have received independence

■ Completed R01

■ Research decreases and number of projects involved in increases

■ Focus is to gain grants and tenure

■ Leader in the field

Writing Ethics■ You must be committed to ethical

principles even if it delays your work!

■ Common ethical issues include:

Writing Resources

Final Advice

■ Start Writing Early (e.g., introduction and methods during data collection)

■ Writing Partner, Team, or Manuscript Sprints

■ Focus on High Visibility Components- Title, Abstract, Tables/Figures

■ Organization with Headings and Subheadings

■ Finish strong: Outside Reviewers to read paper

■ Don’t harass any of the journals editors pre, during, and post-submission– You can be flagged and automatically rejected

Welch, 1999

Final Advice

■ Rewrite, rewrite, rewrite

■ Proofread, proofread, proofread

■ Check all your numbers for accuracy and consistency

■ Use software for references but still check them for accuracy

WritersWriteEvery dayHave you written anything yet?