Getting Your Paper Published:

A Workshop for Authors

Dr Kim Clube
Royal Astronomical Society

Prof. David Flower

Editor-in-Chief, MNRAS

Adam Leary
Oxford University Press
 Overview

• Choosing the right journal

• How to write a good paper
• Submitting to MNRAS
• How the review process works
• Responding to referee reports
• How to be a referee
• Post-acceptance – copy-editing, proofing
• Online publication, Dissemination, Promotion
 Choosing the right journal

• Scope and audience

• Quality of peer review, publication speed, reputation/Impact
Factor, charges
• MNRAS scope: “publishes the results of original research in
astronomy and astrophysics, including work which is
observational, theoretical or concerned with astronomical
instrumentation”
(See Instructions to Authors and Code of Practice for more details)
 MNRAS

• First published in 1827

• Published 3 times a month, but no longer publishes the
notices of the Society…
• Welcomes submissions from any astronomers anywhere:
– 80% of content originates outside UK
– 50% from outside Europe
• 2015 Impact Factor – 5.0
– vs. 5.9 (ApJ), 5.2 (A&A), 4.6 (AJ), 4.4 (PASP)
 MNRAS

• Main Journal – print and online, no page limit

• Letters – online only, 5-page limit (papers with immediate
impact)
• No charges to authors (except for colour printing - optional)
• >4000 submissions a year; >80% accepted for publication
• Green and Gold open access options
• >3000 subscribing institutions worldwide
 Before writing a paper

• Novelty – is this new science? How does it build upon

previous work?
• What are your key results? What you want to include in the
paper (data etc.)? What conclusions do you draw?
• Which journal? Format (Letter, paper), page charges
• Who contributed/author list
• Develop outline
 General outline

• Title and author list

• Abstract
• Introduction
• Observations/models/methods
• Results
• Discussion
• Conclusion
• Acknowledgements
• References
• Appendices
 Structure -Title and Abstract

Important as they are what people search for and look at first

Title:
• Short!
• Indicate the main result
• Attract the reader’s attention

Abstract:
• “Shop window” - Allows readers to quickly see what your paper is about and
whether to read the full paper
• Length: 200 words Letter; 250 words Main Journal
• Single paragraph, no references
• Understandable to all astronomers
• Summarizes goals, methods and new results
 Introduction

• State the main aims and reason for your work

• Indicate the problem or question to be addressed
• Provide background/context and acknowledge relevant
previous work
• Clarify how this work differs from previous work
• Don’t pad – this is not a review article (MNRAS does not
publish reviews)
• Define abbreviations
 Observations/Methods

• Describe how the work was done

• Include details of observations or methods such as which
telescope/instrument/software programs were used
• Explain how you analysed the data
• Include enough detail so that an expert could reproduce your
work if required
• Use subsections when necessary, these should be numbered
(this applies to other sections too)
 Results & Discussion

Results:
• Decide what data to present and how to present it (including additional
material online)
• Present results clearly and concisely, then follow with discussion section

Discussion:
• Include interpretation, implications and applications of results
• Compare with other published work
• Discuss significance and limitations
• Pose questions and make suggestions for future work

Tables and figures - provide numbers and captions and cite in text in order
 Conclusion

• Summarize the content and key results of paper

• Highlight major points
• Answer any questions posed in introduction
• Do not introduce anything not previously discussed in the
paper…
• …but don’t just restate the results
 Acknowledgements & References

Acknowledgements:
• Include funding, people not in author list who have contributed, facilities
and equipment (there may be specific text), referee (if they’ve been
helpful; even though anonymous)
• Do not include non-research contributions - parents, friends, pets

References:
• Follow Harvard reference style, e.g. Smith & Jones (2014)
• List all citations in the text alphabetically at end of paper
• Cite papers that have been influential in the work
 How to write a good paper

• Be concise
• Limit unnecessary jargon
• Avoid fragmentation of papers - ‘salami slicing’
• Figures should be clear, with good captions, axis labels etc.
• Write in good scientific English
• Be objective – report results, not an opinion piece
• Language is important. Don’t make it difficult for the reader!

"I am a great sinner but I don't think I have

deserved the cruel and unusual punishment I
have been subjected to through reading this
paper”
 Submitting to MNRAS

• LaTeX is best but MS Word also accepted

– MNRAS LaTeX style available
• British English
• Requirements in the journal instructions to authors (ITAs)
• Approval from all co-authors
• Submit your manuscript to one journal only
• Online submission and tracking system
– No paper submissions
 Submitting to MNRAS

• ScholarOne Manuscripts –
online manuscript submission
and peer-review system
• mc.manuscriptcentral.com/m
nras
• Log in or create an account
• You will have an Author Centre
and a Reviewer Centre by
default
Submitting to MNRAS

• Fill out online form, instructions

on each page
• Manuscript types: Main Journal,
Letter, Erratum
• Letter – need to state reasons
for seeking this format
• Submission steps can be done
in any sequence
 Submitting to MNRAS

• Cover letter seen by editor, not

referee
• Options for colour printing,
online-only material, press
releases

• Highlight special requests,

reasons for non-preferred
referees, additional information
such as companion papers
Questions so far?
 How the review process works

• Peer review by the Royal Astronomical Society

• MNRAS Editorial board: 21 Scientific Editors
– Senior researchers in different subject areas
– Located worldwide, appointed by the RAS
• RAS editorial office in London: 6 Assistant Editors
• Office checks papers before assigning to a Scientific Editor,
usually within 24 hours
 How the review process works

• Editorial office handles all correspondence

• Check for plagiarism
• Paper may be rejected immediately:
– Out of scope
– Clearly unsuitable
– Obvious errors
– Duplicate submissions etc.
 How the review process works

Authors
submit

Authors
withdraw
 How the review process works

• Editor chooses a referee (usually one)

• Referees are independent experts in the field who:
• assess the paper
• point out errors, suggest improvements
• recommend whether to publish or not
• Referees give up their time for free as a service to the community
• Editor uses the report(s) and own judgement to make a decision to
accept, reject, or ask authors to revise
• Single blind review – editor and referee anonymous to authors
How the review process works

• Reviewer recommends, Editor decides

• Accept – passed straight to publisher
• Accept after revision – very minor corrections,
usually then accepted without further review
• Major/moderate/minor revision – you will
have to address some shortcomings in the
paper, may need more research
• Withdraw – referee is opposed to publication,
but the editor is allowing you to respond or
revise
• Reject – two editors agree that the paper is
unsuitable and will not be considered any
further
 How the review process works

• Expect to have to make revisions before acceptance

• Median time from submission to first decision:
• 32 days for Main Journal
• 23 days for Letters
• Median time from receipt to acceptance (mostly revision time taken by
authors):
• 14 weeks for Main Journal
• 8 weeks for Letters
• Any delays are usually caused by late referees. We have limited options for
dealing with this…
 Responding to referee reports

• The vast majority of papers undergo at least one round of

revision – nobody’s perfect!
• Respond explicitly to each comment in the report, explaining
what you changed and why
• Highlight changes in bold/colour
• Be polite! Peer review is not an argument. You don’t want an
angry referee…
• Any confidential comments to the editor should be in your
cover letter
 Responding to referee reports

• If the referee didn’t understand something, the onus is on you to

make it clearer
• If you think the report is unfair, you can request a second referee
but:
• Not always granted
• May or may not see report of first referee
• Should be your last resort option
• New referees may be more critical, not less – can be a gamble!
• Time allowed for revisions:
• 2 months for Letters
• 6 months for Main Journal
 Rejection

• Reasons for rejection:

• Out of scope
• Major errors
• “Salami-slicing”
• Plagiarism
• Not novel
• Unwilling to revise
• Not always because it is bad research – don’t take rejection as a personal
attack or insult!
• Reassess approach, consider other options e.g. different journal, extend
the research, change method etc.
 Accepted papers

• If accepted, production and publication

handled by Oxford University Press

• Discussed in the last section of the

workshop
 How to be a referee

• You will be invited to act as a referee: respond to all correspondence

promptly
• Are you an expert on this field? Do you have time to review the paper (and
subsequent revisions)?
• Suggest alternatives if unable to review
• Follow ethical guidelines:
– Keep all information confidential
– Declare any possible conflict of interest e.g. competing research,
personal or professional connection with one of the authors, same
institution etc.
– Be objective: assess the paper, not the authors
How to be a referee

• Comment on:
– Context/referencing
– Methods and assumptions
– Any errors or mistakes
– Interpretation
– Clarity of language, figures,
length etc.
• Make suggestions for
improvement
• Report on time
Questions so far?
 Overview

• The Production process

• Copy-Editing and Proofing
• Online Publication
• Promotion – OUPblog, social media
• Author Services
 Production

Transfer to
Production/ Author
Proofs Out
Welcome Corrections
Email

Copy- Final Online

Typesetting
Editing Revision Publication
Copy-Editing and Proofing

• Minor changes only – nothing that

affects the science
• Layout and formatting; Figures
and Tables
• Spelling in UK English – MNRAS
style
• Be available - check emails
regularly
• 3 days to respond!
• Author Queries – Respond to ALL!!
• Last chance to make corrections
 Online Publication

• ‘Accepted Manuscript’ online

within 24 hours with DOI
• ‘Version of record’: 3–6 wks
• Final citation details
• Indexed in NASA ADS
• Indexed in Web of Science
• Search-Engine-Optimised
• Mobile-Optimised
• Usage and Altmetric
• Author toll-free links
• Dissemination to libraries;
Access for developing nations
Online Publication (cont.)

• Support embedded video /

3D-interactive figures

• Video presentations

• RAS press office – provides

support for press releases
OUPblog – 70K Visitors /
110K Views each month
Twitter – 25K Followers
Tumblr – 110K Followers
Facebook – 1.1M Likes
YouTube – 16K Subscribers
Author Services
Contacts
Submitted papers: [email protected]

Royal Astronomical Society

Burlington House
Piccadilly
London W1J 0BQ
Tel: +44 (0)20 7734 3307/4582

Accepted papers: [email protected]

RAS Journal Production

Oxford Journals
Oxford University Press
Great Clarendon Street
Oxford OX2 6DP
Tel: +44 (0)1865 353116

Other questions about publishing

with OUP: [email protected]