journal article & publishing lecture 2014

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“ Add your company slogan ”

Maina M. Mohd B.Eng, M.Eng, PGDE

(COREN, NSE, NIAE, NICOLD, IGRSM, ASABE)

Tel: +60102964931E-mail: [email protected]

JOURNAL PUBLICATION…Methods and Approaches in Publishing Process

By

Outlines and Objectives

At the end of this talk you should be able to:

Get Motivated to write

know the general structure of a journal paper

know Journal Index ‘impact factor’ and how to calculate it.

Write a cover letter for article submission and re-submission

Understand the review process and response to reviewer’s comments

chose ISI Journals for your publication

understand the style of top quality paper and how to write a quality journal paper

Know some common mistakes in writing.

Motivations

Set your goals

Be determine

Manage yourself (Time Management)

Always have your to-do-list

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Why and where to publish?

Research is completed only when the results are shared with the scientific communities

“Scientific journals are the repository of the accumulated knowledge in a field”. If you don’t get it out, no one will notice it.

Internal reports, theses, etc. are not considered to be peer reviewed and thus are less suitable or widely distributed publications

“A literature built of particularly prepared, carefully reviewed contributions fosters the growth of a field”

become famous.., In UPM:- to graduate (Research student)

Information dissemination

Develop an Idea

Carry out quality research to collect necessary data and analyse.

Write up - a paper for publication

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Conventional Structure of a Journal Paper

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Organizing a Research Paper

Title of the paper

Authors names and complete affiliations

Abstract (100 to 250 words )

Keywords

Introduction (Background)

Previous Work (Literature Survey)

Materials and Methods (Algorithm, Design, Methodology, Complexity Analysis, Quantitative Analysis, Statistical Analysis, …)

Results and Discussion

Conclusions

Acknowledgement

Reference

Title

Manuscript starts with your proposed title

Title must be informative, clear and show yourresearch depth

Title: “..should be summarized the main idea ofyour paper with special attraction and stylish”.Should be ~ 10 to 15 words.

ABSTRACT

An abstract should be Accurate: should reflect the content of the paper. Self-contained: avoid abbreviations, acronyms, define

unique terms. Avoid references or equations. Concise and specific: Be as brief as possible, yet convey

the information.

It is better to write abstract as the last part of yourmanuscript preparation

• Summary of your work

• Entices the reader to read on

• Must bring out the novelty of your work

• Must be brief (100 to 250 words)

ABSTRACT

Abstract means what is in the content of your paper!

Two kinds of abstract: descriptive and informative

Never write an abstract with the 1st person

Never use I have found! We discovered!

Informative abstract = introductory summary

Descriptive abstract merely tell what u have in your paper, this means some exact numbers, A 50% conversion was obtained.

Abstract is short, single paragraph

Never be more than half a page.

Introduction/Background/Literature

Introduction usually contains background information

Avoid repeating the contents of abstract

Is needed to place your work in context.

Most citations occur here. Keep in mind that most potential referees are authors of similar work.

Typically should not exceed about 25% of total length.

Often the Introduction is the most daunting section of a paper to write. Probably not the best section to write first.

Introduction

Historical background, theoretical needs, plan of development.

1st Paragraph, may be general, any statistics, applications, a general view, where we are and where to go, show your aim and goals.

Last Paragraph, your objectives, purpose of this paper, only mentioned very little about your findings.

In between, various related sequential topics are discussed from your literature review, to get the attention on your focused research.

Paragraphs:

How long should a paragraph be? 100 words ok!

Keep in mind the central subject of your paragraph

Paragraphing breaks the materials into related subdivisions for the reader’s better understanding

Long paragraph may have hidden missing points.

Break your paragraph when your presentation takes a new turn.

How do you provide transition? Paragraph opening’s statement must be related to previous paragraph.

Experiment or Analysis discussion

Describe the apparatus and method used to obtain the data.

Avoid too much detail (part numbers, model numbers, unnecessary dimensions)

Experimental schematic is more valuable than a photo of the outside of the apparatus

Reference to other similar experiments:

“this apparatus, which was originally developed for liquid oxygen viscosity measurements, was modified…”

“our design is similar to that of Maina et al. (2012)”

Experiment or Analysis discussion

Describe the data collection and analysis.

Fabricated data logger to register voltage and power

A possible sentence might be: “We recorded data over a range of temperatures between 1.7 and 2.1 K and pressures to 1 MPa.”

Present only that necessary to understand the experiment, but be complete.

It’s is OK to repeat some things published elsewhere if it helps the reader avoid looking up another reference.

This is often the easiest section to write and thus might be a good place to start

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Material and Methods

State materials used

Explain your experimental design in detail

Details about how you collect your data.

How data was analyzed, software used etc.,

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Results and Discussion:

Constitutes the main body of your paper, the supportive data must be clearly presented here.

Short description in initial paragraph is required to brief the reader. What are the topic you will discuss and how would be the arrangements. What are the parameters you have studied. The ranges and limitations, repeatability of the collected data.


Each paragraph is covering a specific topic and all the results come after you have mentioned. Explain each figure and cite any table you have in appendix.

All the supporting information or any outcome of your calculation has to be presented in highly skilled manner.

Accuracy and consistency.


This section typically contains tables and graphs of all the data and analysis for comparison.

Should be compact. Don’t attempt to show everything. A sample of the data compared to a general correlation is good.


Not more than one figure per page of text

Do not duplicate data in tables that are adequately presented in graphs (Precision data is better in tables)

Compare your results with other similar experiments, if appropriate. In this case, be sure to use complete references. However, avoid sentence like “ the results confirm the work of Ahmad (2014)” except when the aim of your work is to verify.

Figures and Tables

Number all the figures and tables

Graphs are also shown as figures

Provide captions for all figures and tables

Figure 3. Effect of temperature on performance of external hard disk

Refer to each figure and table in the text.

Figure 4 shows the effect of …

DISCUSSION

Do not make this predominantly a rehash ofeither the Introduction or Results. It shouldpresent the overall significance of your workand show how it agrees or disagrees withprevious models or allows disparateobservations to be drawn together. It is oftenvery helpful to have a Figure of new modelthat is based on your findings.

Conclusion

Keep this section short and clear.

State the most important findings and how your work has advanced the field or contribute to knowledge.

Recommendations; Possibly comment on what additional work would be beneficial or is planned.

Acknowledgement

Acknowledgment:

Indicate thanks to those who have helped with the work, but arenot co-authors. List funding source:

Thanks to Chinua Bello Aiyeola for technical assistance

Work supported by …….

This research has been supported by ….

You acknowledge the foundation that provide you financial support, World Bank, MOSTI, etc.

This research was made possible through a grant No. 063538, sponsored by Universiti Putra Malaysia

References

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This is how citation indices are constructed. Worst thing

is to cite improperly an important reference from one of

the referees’ work! Formats depend on journals. Limit

self citation. Make sure you cite and list all. Never list any

reference as you did not cite in the text and vice versa. Be

complete and act as professional. Recommended to use

Endnotes, mendeley, zotero etc.

References

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Citations in the body of text e.g.;

Better estimate of evapotranspiration is essential to

determine the crop water demand as well as for

improving irrigation delivery performance (Maina et al.,

2012, Rowshon and Amin, 2003b and Hudson, 2013).

Jia et al. (2011) claims that better estimate of evapotranspiration is essential to determine the crop water requirement.

References:

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Reference Lists. e.g:Books:Hudson, P. B. and K. Darlene (2013) Introduction to human ecology, 6th edition, Harcourt Brace Javanovich college Publishers new York, USA.Journal:Maina M., (2012a) Soil salinity assessment of Kadawa Irrigation of the Kano River Irrigation Project (KRIP) Journal of Food, Agriculture & Environment Vol.10 (3&4): Helsinki Finland Pp 132-138Patents:Bingham, James (2000) RF diathermy and faradic muscle stimulation treatment, US6094599 .Proceedings:Maina M., M. S.M. Amin, A. Samsuzana, and A. Wayayok (2012) Evaluation of field Measurements and Estimated Rice Crop Water Requirements. proceedings of paddy water management, 27-29 November 2012, Bangkok Thailand.

*Follow the Journal’s Author guideline for manuscript preparations

Submission &

Resubmission

Cover letter

Editor-in-chief, Date: ….Name of Journal. Address:….

Dear Editor:This is to submit our manuscript entitled (Title Name of your article for publication).All authors of this paper have participated in the planning, executing, and analysis of the

data. They have read and approved the final version for submission.The contents of this manuscript have not been published previously, and are not under

consideration for publication elsewhere. We supply the names and addresses of 5 potential reviewers for our manuscripts as follow:

1- Name of reviewers, Address, Telephone and e-mail.2….SincerelyName of Correspondence Author,

Department of …..Name of your institution,Tel: +60102email:…..@.....

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Editorial board and Referees

Consistency of paper, accuracy of your collected data, research methodology, use of high precision equipment, how was the application reflected on data

Presentation of results, latest literature

Not missing the very famous research scientist in the related field.

Summarizing well, must have very strong abstract.

Referee’s point of view is very important, then you should have your paper well structure.

Content of paper in terms of sufficient data to conclude.

Follow the instructions for author or Authors guidelines of the journals

Peer Review Process

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Author

Note: Only less than 2% of articles reach the bill board without correction

Response to Reviewers

you should respond to reviewers:

Follow the same format as the reviewers – general and specific

Respond to all the comments of the reviewers in the same order

Start the response to reviewer comments as follow:

We made changes in according with the referees comments

As requested, we provided sufficient details for full understanding of readers.

We apologize for the departure from journal format which has now been corrected.

Response to Reviewers

In accordance with the reviewers suggestion we have deleted the section of text/table/figures.

In accordance with the reviewers request we have added the required information to the materials and methods/results section on Page Number, Line Numbers.

We understood the reviewers point but feel that it is necessary to concentrate and focus on possible mechanisms and would therefore like to retain the section.

In line with the advice of the referees revisions were successfully carried out …

Resubmission Letter

Editor-in-chief, Date: ….Name of Journal. Address:…. Manuscript No/Reference No:….

Dear (Name of the editor)

Thank you for your kind communication regarding our paper entitled Title. We are happy to learnt that it might be acceptable and thank the reviewers for their constructive criticisms. Our responses are detailed on the enclosed separate sheets.

We would now like to resubmit for your further consideration of publication in (Journal Name). Please find enclosed a copy of the original with alterations marked in red for your information.

We hoped that the revised version may now be acceptable for publication.

SincerelyName of Correspondence Author,

Publication Process

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Revise your paper to avoid early rejection

Publisher

ACCEPTANCE RULE

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A Attention to detailsC Check and double check your workC Consider the reviewsE English must be as good as possibleP Presentation is importantT Take your time with revisionA Acknowledge those who have helped youN New, original and previously unpublishedC Critically evaluate your own manuscriptE Ethical rules must be obeyed

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Tips on Journal Types and Database

Types of journal manuscripts

These Include;

Original Research,

Rapid Communications, (ie letters or Notes)

Review Articles

Case Studies

*Patent

* set of exclusive rights granted by a sovereign state to an inventor or their assignee for a limited period of time, in exchange for the public disclosure of the invention.

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How to publish in top journals?

Top journals have very high standards

Theory development, Research methods has to be succinct.

Get research training if you need it (and nearly all of us do!)

Start as student, learn from others; support your peers

Never send out a paper without some internal review

Suffer rejection .., not to worry

Persist, Persist, Persist until….you got it.

Every paper will find a home

* UPM pays for any impact factor Journal publication based on Q ranking in ISI –Thomson Reuters

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Before you start writing

Read out literatures; evaluate other research works

Do research based on your concepts and idea

Prepared your own library

Use Mendeley, Endnotes, Refworks etc., for referencing.

Check your findings and prepare Figures and Tables.

Where do you publish?

Conference proceedings (somewhat reviewed, progress reports) These are not all in the citation index. Why indexing is so important?

Ans.: exposure to the world

Journals (better reviewing, archival results) Physical sciences & applied sciences journals; an

attractive journal Engineering journals

How to choose the right journal for your work? Read the scope! Journal ranking (impact factor*) ISI Journals

Journal Impact factor

Why is this important?

How is it calculated?

As defined by the Thomson Reuters Scientific corporation, "journal impact factor" is the ratio of average number of citations to citable articles published in a journal.

Most prestigious journals have high impact factors: e.g. Nature (29), Science (24)

Engineering journals generally do not have high impact factors (0.2 ~ 5).

ISI web of knowledge

Formatting

Most journals have on-line Instruction to Authors . Some cases manuscript template is included

Many conference proceedings are going to do a format check before the technical editor even check the manuscript and review

MS word is acceptable for Elsevier journals, but some journals expect publications to be submitted in Latex format (good to learn latex)

Initial submission format often not finalized since most articles are sent back to author for revision.

Pay particular attention to reference format which is different depending on journal. Follow up exactly the journal format.*

Writing Style

Use simple sentences, unless you are comfortable writing complex and compound sentences

Avoid Repetition

Make use of the grammar and spelling checker, but exercise caution

Will a figure or table be able to say the same thing more effectively?

Have a colleague to proof read your paper before submit.

Text can be written in either past or present tense,the preference is to some extent personal. Pasttense is used because of reported speech fordescribing results of an experiment and proceduresbut use present tense for a general conclusion.

Visit the following writer’s Blogs:- Thesiswhisperer.com- Writecheck (Turnitin)

TENSES

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Common Mistakes in Writing

Common Mistakes in Technical Writing

Poor organization

Misreading the reader

Writing technicalese

Lengthy sentences

Big words

Writer’s block

Poorly defined topic

Stopping after first draft

Inadequate contents

Dull, wordy prose


Poor organization:

Poor organization stems from poor planning. A computer programmer who would never think of writing a complex program without first drawing a flow chart would probably knock out a draft of a user’s manual without making notes or outline


Misreading the reader:

Just know your readers whether businessmen, academician, or technicians.Engineers are interested in your compressor’s reliability and performance, while the purchasing agent is more concerned with cost.


Writing in technicalese:

Anyone who reads technical documents knows the danger of “technicalese” — the pompous, overblown style that leaves your writing sounding as if it were written by a computer or a corporation instead of a human being. “Technicalese,” by my definition, is language more complex than the concepts it serves to communicate.

By loading up their writings with jargon, phrases, passive sentences, and an excess of adjectives


Lengthy Sentences:

Lengthy sentences tire the reader and make your writing hard to read. A survey indicates that in technical papers, the sentences become difficult to understand when they exceed 34 words in length.


Big Words:

Engineers sometimes prefer to use big, important-sounding words instead of short, simple words. This is a mistake; fancy language just frustrates the reader. Write in plain, ordinary English and your readers

will love you for it.


Writer’s block:

Writer’s block isn’t just for professional writers; it can afflict engineers and managers, too. Writer’s block is the inability to start putting words on paper or computer, and it stems from anxiety and fear of writing. When technical people write, they’re afraid to make mistakes, and so they edit themselves word by

word, inhibiting the natural flow of ideas and sentences.


Poorly defined topic:

Effective writing begins with a clear definition of the specific topic you want to write about. The big mistake many people make is to tackle a topic that’s too broad. For example, the title “Project Management” is too all encompassing for a technical paper.

Stopping after first draft

All write ups need revision to avoid mistakes and ensure clarity. Most journal articles suffer rejection at first preliminary check not due to the conceptual framework but serious fault in the presentation of facts.

Revision is necessary after first draft.

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Inadequate Content

The content of your manuscript should be substantially contained enough information worthy of sharing.

Avoid ‘onion cutting’ strategy to get many papers out of a single study.

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Dull wordy prose:

Technical professionals are busy people. Make your writing less time consuming for them to read by telling the whole story in the fewest possible words. How can you make your writing more concise? One way is to avoid redundancies — a needless form of

wordiness in which a modifier repeats an idea already contained within the word being modified.

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journal article & publishing lecture 2014

Technology