Increasing Your Chances of Manuscript Acceptance

Increasing Your Chances of Manuscript Acceptance Kyoto University 21 August 2015 Andrew Jackson, PhD Kate Harris, PhD Eri Kinoshita, PhD

Your goal is not only to be published, but also to be widely read and cited Be an effective communicator Choose the right audience Communicate clearly with journal editors/reviewers S

Section 1 Journal Selection

Journal Selection Meet Dr Hanako Tanaka Dr Hanako Tanaka Assistant Professor Environmental Toxicology Fukuoka Institute of Science and Technology Study showed that increased heavy metal contamination led to increased cognitive impairments in children

Journal Selection Meet Dr Hanako Tanaka Dr Hanako Tanaka Assistant Professor Environmental Toxicology Fukuoka Institute of Science and Technology Should she: A. Write her manuscript first? B. Choose the journal first?

Journal Selection Choose your journal first! Author guidelines Manuscript structure Word limits Reference style Relevant references Aims and scope Topics Readership Be sure to emphasize Writing style Before choosing a journal, you need to evaluate your findings

Journal Selection What should she consider? Novelty Findings support previous research showing correlation between heavy metal contamination and cognitive impairments First to demonstrate industrial contamination of soil close to schools associated with increased risk of cognitive impairment of children Incremental advance

Journal Selection Novelty Conceptual advance First to show heavy metal contamination has cognitive effects Medium to high impact factor journal Incremental advance Builds on what is already known Low to medium impact factor journal

Journal Selection What is the Impact Factor? Average number of citations a journal has from articles published in the previous 2 years Formula for the 2014 Impact Factor: Number of citations in 2014 to items published in 2012 + 2013 Articles and reviews published in 2012 + 2013 Example: 120 citations in 2014 (to items published in 2012 + 2013) 80 Articles and reviews published in 2012 + 2013 = 1.5

Journal Selection Impact Factor Why it matters to you Higher IF may mean higher visibility Frequent website visits Emailed table of contents (etocs) Often used as metric for success Funding agencies University committees

Journal Selection Low medium impact factor journal (~2 3)

Journal Selection What to consider? Relevance where is it relevant? Study site: Kagoshima, Japan Are these findings only applicable to Japan? Study showed that increased heavy metal contamination led to increased cognitive impairments in children

Journal Selection What to consider? Relevance where is it relevant? Study site: Kagoshima, Japan Are these findings only applicable to Japan? No! Although the study site was in Japan, these findings are applicable worldwide

Journal Selection What to consider? Relevance where is it relevant? Study site: Kagoshima, Japan Are these findings only applicable to Japan? Choose an international journal Need to emphasize worldwide relevance

Journal Selection What to consider? Relevance where is it relevant?

Journal Selection Low medium impact factor journal (~2 3) International journal

Journal Selection What to consider? Relevance to whom is it relevant? Specialized? Only environmental scientists? Broad? Other disciplines? Environmental scientists Government policymakers Occupational health practitioners Cognitive scientists

Journal Selection What to consider? Relevance to whom is it relevant? Choose an environmental science journal with a broad audience Environmental Toxicology & Chemistry (IF=2.83) Interdisciplinary journal that integrates environmental toxicology, environmental chemistry, ecology, physiology, biochemistry, microbiology, genetics, genomics, environmental engineering, environmental modeling, epidemiology, and earth sciences. Broad audience, but not the appropriate audience

Journal Selection What to consider? Relevance to whom is it relevant? Choose an environmental science journal with a broad audience Environmental Health (IF=2.71) Interdisciplinary journal focusing on environmental and occupational medicine aimed at scientists and practitioners in all areas of environmental science and toxicology where human health and well-being are involved. Broad and appropriate audience

Journal Selection Low medium impact factor journal (~2 3) International journal Broad-focused journal

Journal Selection What to consider? Open access? Free for everyone to download and read But may have to pay fees (100,000 400,000 yen) So why would authors want to pay?

Journal Selection Open access Increased accessibility Researchers worldwide can download/read your paper Government/industry 1 Emerging markets Author retains copyright Increased downloads OA articles downloaded more often 2 Social network advantage 3 More impact in the field Published immediately online Fewer restrictions on word/figure limits (online only) 1. Davis PM. Faseb J. 2011; 25: 1 6. 2. http://www.nature.com/press_releases/ ncomms-report2014.pdf 3. Allen et al. PLoS ONE. 2013; 8: e68914

Journal Selection Open access myths The quality of OA journals is not good OA journals have the same peer review process as subscription-based journals IFs are lower partly because they are newer Less visibility in the field Fewer citations

Journal Selection Predatory journals Some OA journals are not good Easy way to get money from authors Promise quick and easy publication Often ask for a submission/handling fee If you are ever unsure, please check Beall s List of Predatory Publishers http://scholarlyoa.com/2012/12/06/bealls-list-of-predatory-publishers-2013/

Journal Selection Trustworthy journals Reputable publisher Springer, Elsevier, Wiley, PLoS, etc. Editorial board International and familiar Indexed Indexed by common databases Authors Do you recognize the authors? Fees Only paid after acceptance

Journal Selection What to consider? Open access? Environmental scientists Government policymakers Occupational health practitioners Cognitive scientists Yes!

Journal Selection Low medium impact factor journal (~2 3) International journal Broad-focused journal Open access

Journal Selection How many journals are there? Total journals OA journals SCI journals >40,000 10,586 1 8739 2 Too many to choose from! 1. DOAJ.org (accessed 29/5/15) 2. http://ip-science.thomsonreuters.com/cgibin/jrnlst/jlresults.cgi?pc=d (accessed 29/5/15)

Journal Selection Journal Selector www.edanzediting.co.jp/journal_selector Insert your proposed abstract or keywords

Journal Selection Journal Selector www.edanzediting.co.jp/journal_selector IF = 2 3 Open access Journal s aims & scope, IF, and publication frequency Filter by: Field of study Impact factor Indexed in SCI Open access Publishing frequency

Journal Selection Journal Selector www.edanzediting.co.jp/journal_selector Journal website Similar published articles Are they currently publishing similar articles? Have you cited any of these articles?

Journal Selection Tips to identify the most suitable journal Identify the interests of the journal editor Identify the interests of the readers S Editorials Review articles Special issues Most viewed Most cited

Journal Selection Visit the journal website Read the author guidelines before you write your manuscript!

Journal Selection Ready to write! Thank you!

Activity 1: Journal Selection Please see Activity 1 in your Workbook

Activity 1: Journal Selection 1. Based on the summary in your handout, which journal do you think is most appropriate and why? 1. Journal of the American Chemical Society 2. Science 3. ACS Nano 4. Nanoscale Research Letters

Activity 1: Journal Selection Journal of the American Chemical Society (10.677) Subscription-based journal dedicated to all areas of chemistry. Features High impact factor Subscription-based Broad audience Not interdisciplinary Likely not appropriate for the interdisciplinary nature of this study

Activity 1: Journal Selection ACS Nano (12.062) Subscription-based general journal that publishes original research related to nanoscience and nanotechnology at the interface of chemistry, biology, materials science, physics, and engineering. Features High impact factor Subscription-based Narrow audience Interdisciplinary Appropriate if: High novelty High applicability Have time

Activity 1: Journal Selection Nanoscale Research Letters (2.524) Open access journal publishing research emphasizing the underlying science and behavior of nanostructures and further the goal of unifying nanoscience in physics, materials science, biology, chemistry, engineering, and their interfaces. Features Low impact factor Open access Narrow focus Interdisciplinary Appropriate if: Low novelty Low applicability No time

Section 2 Cover letters

Coverage letters and Staffing Plan Significance Relevance Why your work is important! Cover letter: First impression for journal editors Interesting to their readers? Writing style

Coverage letters and Staffing Plan Is this a good cover letter? No! Dear Editor-in-Chief, Not personally addressed I am sending you our manuscript entitled Techniques to detect entanglement in cats by Schrodinger et al. We would like to have the manuscript considered for publication in Quantum Theory Frontiers. Please let me know of your decision at your earliest convenience. Sincerely yours, Albert Einstein, PhD Not enough information about the manuscript

Coverage letters and Staffing Plan A good cover letter Dear Dr Lippman, Editor s name Manuscript title Please find enclosed our manuscript entitled Evaluation of the Glasgow prognostic score in patients undergoing curative resection for breast cancer liver metastases, which we would like to submit for publication as an Original Article in Breast Cancer Research and Treatment. The Glasgow prognostic score (GPS) is of value for a variety of tumours. Several studies have investigated the prognostic value of the GPS in patients with metastatic breast cancer, but few studies have performed such an investigation for patients undergoing liver resection for liver metastases. Furthermore, there are currently no studies that have examined the prognostic value of the modified GPS (mgps) in these patients. The present study evaluated the mgps in terms of its prognostic value for postoperative death in patients undergoing liver resection for breast cancer liver metastases. A total of 318 patients with breast cancer liver metastases who underwent hepatectomy over a 15-year period were included in this study. The mgps was calculated based on the levels of C-reactive protein and albumin, and the disease-free survival and cancer-specific survival rates were evaluated in relation to the mgps. Prognostic significance was retrospectively analyzed by univariate and multivariate analyses. Overall, the results showed a significant association between cancer-specific survival and the mgps and carcinoembryonic antigen level, and a higher mgps was associated with increased aggressiveness of liver recurrence and poorer survival in these patients. Article type Give the background to the research What was done and what was found This study is the first to demonstrate that the preoperative mgps, a simple clinical tool, is a useful prognostic factor for postoperative survival in patients undergoing curative resection for breast cancer liver metastases. This information is immediately clinically applicable for oncologists treating such patients. As a premier journal covering the broad field of cancer, we believe that the Breast Cancer Research and Treatment is the perfect platform from which to share our results with the international medical community. We would also like to suggest the following reviewers for our manuscript Recommend reviewers & Publication ethics declarations Interest to journal s readers

Coverage letters and Staffing Plan Declarations on publication ethics Original and unpublished Not submitted to other journals Authors agree on paper/journal Must-have statements Declare potential conflicts of interest Source of funding Authorship contributions Additional forms: authorship, COI, informed consent, or CONSORT

Coverage letters and Staffing Plan Building your cover letter Marc Lippman, MD Editor-in-Chief Breast Cancer Research and Treatment 21 August 2015 Dear Dr Lippman, Please find enclosed our manuscript entitled Evaluation of the Glasgow prognostic score in patients undergoing curative resection for breast cancer liver metastases, which we would like to submit for publication as a Original Article in Breast Cancer Research and Treatment. Journal editor s name Article type Did you read the aims and scope? Did you read the author guidelines? Manuscript title

Coverage letters and Staffing Plan Building your cover letter Second paragraph: Current state of the field Problem researchers are facing The Glasgow prognostic score (GPS) is of value for a variety of tumours. Several studies have Introduction investigated the prognostic value of the GPS in patients with metastatic breast cancer, but few studies have performed such an investigation for patients undergoing liver resection for liver metastases. Furthermore, there are currently no Problem studies that have examined the prognostic value of the modified GPS (mgps) in these patients. The present study evaluated the mgps in terms of its prognostic value for postoperative death in patients Objectives undergoing liver resection for breast cancer liver metastases.

Coverage letters and Staffing Plan Building your cover letter Third paragraph: Briefly describe your methodology Summarize your key findings A total of 318 patients with breast cancer liver metastases who underwent hepatectomy over a 15-year period were included in this study. The mgps was calculated Methods based on the levels of C-reactive protein and albumin, and the disease-free survival and cancerspecific survival rates were evaluated in relation to the mgps. Overall, the results showed a significant association between cancerspecific survival and the mgps and carcinoembryonic antigen level. A Key results higher mgps was associated with increased aggressiveness of liver recurrence and poorer survival in these patients.

Coverage letters and Staffing Plan Building your cover letter Fourth paragraph: Why interesting to the journal s readership This study is the first to demonstrate that the preoperative mgps, a simple clinical tool, is a useful Conclusion prognostic factor for postoperative survival in breast cancer patients undergoing curative resection for liver metastases. This information is immediately clinically applicable for surgeons and medical oncologists treating such patients. As a premier journal Relevance covering breast cancer treatment, we believe that Breast Cancer Research and Treatment is the perfect platform from which to share our results with all those concerned with breast cancer.

Coverage letters and Staffing Plan Building your cover letter Fourth paragraph: Why interesting to the journal s readership This study is the first to demonstrate that the preoperative mgps, a simple clinical tool, is a useful prognostic factor for postoperative survival in breast cancer patients undergoing curative resection for liver metastases. This information is immediately clinically applicable for surgeons and medical oncologists treating such patients. As a premier journal covering breast cancer treatment, we believe that Breast Cancer Research and Treatment is the perfect platform from which to share our results with all those concerned with breast cancer. Target your journal keywords from the aims and scope

Coverage letters and Staffing Plan Building your cover letter Last paragraph: Declarations related to publication ethics Source of funding Conflicts of interest We confirm that this manuscript has not been published elsewhere and is not under consideration Ethics by another journal. All authors have approved the manuscript and agree with submission to the Breast Cancer Research and Treatment. This study was funded by the Funding Japanese Ministry of Health, Labour and Welfare. The authors have no conflicts of interest to Conflicts declare. of interest

Coverage letters and Staffing Plan Building your cover letter Other important information: Recommended reviewers Author s contact information We would like to recommend the following reviewers to evaluate our manuscript: Reviewers 1. Reviewer 1 and contact information 2. Reviewer 2 and contact information 3. Reviewer 3 and contact information 4. Reviewer 4 and contact information Can also exclude reviewers! Please address all correspondence to: Contact information

Coverage letters and Staffing Plan Additional points Highlight recent issues in the media Given the considerable attention climate change has received worldwide, it will be important to Highlight recently published articles in their journal It has recently been shown that PMS2 mutations cause Lynch Syndrome (ten Broeke et al. J Clin Oncol. 2015;33:319). However, it still remains unclear Highlight recent policy changes Recently, the Japanese government has implemented new incentives to promote entrepreneurship Highlight current controversies Currently, there is disagreement on the effect of substrate rigidity on stem cell differentiation. Our study aims to address this controversy with a novel

Coverage letters and Staffing Plan Specific cover letter styles http://www.nature.com/nature/authors/submissions/subs/#a6

Coverage letters and Staffing Plan Why recommend reviewers? Journal editors are busy! Evaluating new submissions Finding reviewers Evaluating reviewer comments Evaluating revised manuscripts Commissioning review articles Organizing special issues Updating aims and scope Increasing the profile/visibility of their journal Ensuring consistency in their publication

Coverage letters and Staffing Plan Why recommend reviewers? What problems do journal editors face when finding reviewers? If not in your field, they may not be familiar with whom may be best to evaluate your work Resort to using online databases to find reviewers Only ~1/3 of reviewers accept peer review invitations

Coverage letters and Staffing Plan Why recommend reviewers? Reviewers recommended by authors are usually more favorable 1. Scharschimidt et al. J Clin Invest. 1994; 93: 1877 1880. 2. Earnshaw & Farndon. Ann R Coll Surg Engl. 2000; 82: 133 135. 3. Grimm. Science 2005; 309: 1974. 4. Wager et al. BMC Med. 2006; 4: 13. 5. Schroter et al. JAMA 2006; 295: 314 317. 6. Rivara et al. J Pediatr. 2007; 151: 202 205. 7. Bornmann & Daniel. Res Eval. 2009; 18: 262 272. 8. Bornmann & Daniel. PLoS One 2010; 5: e13345.

Coverage letters and Staffing Plan Why recommend reviewers? Reviewers recommended by authors are usually more favorable Accept Reject Author Editor Author Editor JAMA (n=329) 56.9% 46.0% 12.9% 23.6% BMC Med (n=200) 47.0% 35.0% 10.0% 23.0% J Pediatr (n=280) 63.6% 42.9% 14.3% 25.0%

Coverage letters and Staffing Plan Do you have to recommend reviewers? Sometimes Authors are requested to provide the names and full addresses (including e-mail address) of up to four potential referees When submitting your paper, you must provide the names, affiliations, and valid e-mail addresses of five (5) reviewers. If you do not do so, your paper will be returned, unreviewed.

Coverage letters and Staffing Plan Recommending reviewers PNAS 11 people! http://www.pnas.org/site/authors/editorialpolicies.xhtml

Coverage letters and Staffing Plan Recommending reviewers Where to find them? How senior? Who to avoid? From your reading/references, networking at conferences Aim for mid-level researchers, Associate Professors Collaborators (past 5 years), researchers from your university International list: 1 or 2 from Asia, 1 or 2 from Europe, and 1 or 2 from North America Have they published in your target journal?

Coverage letters and Staffing Plan Who should you choose? Where to find them? From your reading/references, networking at conferences Choose reviewers who have expertise in one or more aspects of your study Avoid direct competitors Researchers you have discussed your work with at conferences may be more likely to accept an invitation

Coverage letters and Staffing Plan Who should you choose? How senior? Aim for mid-level researchers Full professors, heads of departments, and deans are usually too busy Associate professors have good experience and more time Note: if you do recommend a senior researcher, they may recommend a junior researcher from their group

Coverage letters and Staffing Plan Who should you choose? Who to avoid? Collaborators (past 5 years), researchers from your university Collaborators (past 5 years) Researchers from your university Researchers without publications Researchers without English websites

Coverage letters and Staffing Plan Choose internationally 1 or 2 reviewers from Asia 1 or 2 reviewers from Europe 1 or 2 reviewers from North America Journal editors want to see an international list for 2 reasons: 1. Shows that you are familiar with your field worldwide 2. Shows that your research is relevant worldwide Increased readership increased citations increased impact factor

Activity 2: Cover letters Please see Activity 2 in your Workbook

Activity 2: Cover letters Editor-in-Chief Anxiety, Stress & Coping: An International Journal 21 August 2015 Dear Editor, No name Please find enclosed our manuscript entitled Job stress impairs the working efficiency among Japanese employees, which we would like to submit for publication in Anxiety, Stress & Coping: An International Journal. No article type

Activity 2: Cover letters Why is this study being done? This study examined the relationships between common mental health symptoms and working efficiency among young Japanese employees, and also the effects of job strain and workplace social support. No methodology We found that: Previous mental health symptoms were not a predictor of low working efficiency Job stress significantly impaired the working efficiency only in inexperienced employees Workplace social support improved the working efficiency in stressed employees Avoid bullet points

Activity 2: Cover letters Therefore, we feel this manuscript is particularly suitable for Anxiety, Coping & Stress and will be of great interest to its readers. We look forward to hearing from you at your earliest convenience. Yours sincerely, Andrew Jackson, PhD No conclusion Why is it suitable? Incorrect journal name! No disclaimers regarding ethics No recommended reviewers No corresponding address