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1. By: Azam Shams
2. Publishing research papers When the paper writing is
finished and the authors consider the paper to be worth publishing,
the next step is to submit it for publication (e.g. to a
conference, a journal or a book editor). The selective focus here
is on journal articles and conference papers.
3. Processes of Publishing a Journal Article A) Identifying a
target journal B) Following the journals instructions C) Submitting
the paper D) Understanding the decision process E) Revising a paper
F) Answering queries G) Reviewing proofs
4. A) Identifying a target journal After preparing a
manuscript, your next step is to choose a journal for the
publication of your research. There are several criteria that
should be considered in accurately selecting a journal for
manuscript submission.
5. Criteria 1 The most common yet avoidable reason for journal
rejection is mismatch between the manuscript and the journal aims
and scope. First, determine whether the subject matter of your
article matches that of the target journal. Consider the sort of
research that the journal focuses on. Is it theoretical or applied?
Match between the subject of your article and the journal's aim and
scope.
6. Criteria 2 What is the readership and target audience? If
your paper is highly specialized or technical, youll do better to
publish in a journal with a small but very specific target
audience. Reaching the right readership can sometimes be more
important than reaching a wide readership.
7. Criteria 3 Is the journal highly visible? Once your paper is
published, it should be easy to find by other researchers. Journal
visibility plays an important role in this regard. Is the journal
available online? Publishing in journals that are only circulated
in print can seriously limit the number of people coming across or
reading your work.
8. Criteria 4 What is the CV value of publication? Some authors
put a premium on journal prestige. Here are some factors to
consider. Editorial board members. Prestigious journals usually
have eminent researchers as members of their Editorial Board. Visit
the journal website to check the names on the Editorial Board. Are
the Board members well-known in your field of study? Journal
sponsorship. Is the journal owned or sponsored by a prestigious
society in your field? What is the journal's impact factor? Dont
just look at the actual impact factor, since impact factor values
vary by field. Consider the impact factor relative to those of
similar journals within your field.
9. Criteria 5 What is the journals turnaround time? How many
issues does the journal publish in a year? A monthly journal is
much more likely to review your article quickly compared with a
journal that only publishes once a year. Some journals list the
date submitted and date accepted. Comparing these dates will give
an approximate idea of the turnaround time.
10. Checklist for journal selection While you choose a journal
for publication, you should ensure the following: Does the subject
of your article match the journal's subject focus? Does the journal
accept the article type you intend to submit? Is the journal read
by your target audience? Does the journal have an online edition?
Is the journal's impact factor in line with your requirements? Is
the journal regarded as a prestigious one in its field by
colleagues and peers? What is the turnaround time for articles
submitted to the journal? How many times a year is the journal
published? What are the publication charges? Is the length and
structure of your manuscript acceptable to the journal?
11. B) Following the journals instructions Read the
instructions to authors before starting to prepare your paper,
regard them while preparing your paper and check the them again
before submitting your paper. Look at some recent issues of the
journal. Doing so can help you gear your paper to the journal.
12. -What categories of article does the journal publish? -What
is the maximum length of articles? -What is the maximum length of
abstracts? -Does the journal have a template for articles? If so,
how can it be accessed? -What sections should the article include?
What are the guidelines for each? -What guidelines should be
followed regarding writing style? -How many figures and tables are
allowed? What are the requirements for them? -In what format should
references appear? Is the a maximum number of references? -In what
electronic format should the paper be prepared? Some Questions the
Instructions May Answer:
13. C. Submitting the Paper Traditional submission (by mail)
Electronic submission Inclusion of a cover letter (conventional or
electronic) Completion of required forms
14. Letter for the submission Dear Editor Please regard my
article titled : Speech Acts and Language Functions Found in
Conversation Models ob Prospect 1 for publication in your journal
of IJLLALW. I undertake that my article is not under consideration
for publication elsewhere. I am looking forward to hearing from you
at your earliest convenience. Sincerely yours Azam Shams MA
15. Some Categories of Editors at Journals The main roles
(except authors) involved in the journal editing and publishing
process and their responsibilities are as follows: (Helpful to know
because you might interact with each) Reviewer: Each journal has an
editorial board that includes a number of reviewers who are
responsible for reviewing submitted manuscripts assigned to them by
an editor. Having reviewed a paper, each reviewer independently
advises the editor whether to accept or reject the paper.
Editor-in-chief: The most important function of an editor- in-chief
(can also be a group of persons) is to make the final decision
whether to accept or reject a submitted paper.
16. Associate editor: In case a journal has a board of
associate editors, then for each submission an associate editor is
assigned as an intermediary between the authors, the reviewers and
the editor-in-chief. Associate editors handle the communication
with the corresponding authors and they control the reviewing
process, including the selection of reviewers and processing of
revisions. Based on the reviewers recommendations, they make a
recommendation to the editor whether to accept or reject a
submitted manuscript.
17. Initial Screening by the Journal For appropriateness of
subject matter For compliance with instructions For overall quality
(sometimes)
18. Dear author, Thank you very much for considering the
international journal of language learning and applied linguistics
world to publish your research paper. Your paper will be checked in
terms of Plagiarism using www.Plagscan.com . If the similarity is
less than 20%, it will be sent to two reviewers. You will receive
the review result and further instructions soon. Best regards,
Article Submission
19. Peer Review Evaluation by experts in the field Purposes: To
help the editor decide whether to publish the paper. To help the
authors improve the paper, whether or not the journal accepts
it.
20. D) Understanding the decision process Based on the peer
reviewers advice, the editors own evaluation, the amount of space
in the journal, other factors Options: Acceptance without revision
(a rare event) Acceptance with minor revisions Revise (major
changes usually with additional experiments required; Editor
usually sends the revised manuscript back to one or more of
original reviewers) Reject (with encouragement to re-submit after
extensive revisions and addition of new experimental data to
address the flaws/issues in the original manuscript) Reject (submit
to another journal)
21. review result I am writing with regard to the paper that
you submitted for possible publication in the international journal
of language learning and applied linguistics world (ijllalw). I am
glad to inform you that based on the reviewers comments your paper
has been ACCEPTED to be published in the current issue with minor
revision required. In order to receive the detailed review results
and the comments of both reviewers for the better enhancement of
the manuscript, please sign and send the copyright form along with
the publication fee payment not later than 2 days. You can pay the
publication fee through Pay Pal or Bank transfer. To pay the
publication fee through Pay Pal, please pay the fee (165 USD, 25 $
EXTRA AS PAYPAL TAX) to [email protected]. If you wish to use bank
transfer, please find the necessary information in the attached
file. For bank transfer, please pay 170 USD (30 USD extra as the
bank transfer commission). Best regards,
22. E. Revising a Paper The goal is to improve the paper and
get it accepted for publication. So Revise and resubmit promptly.
Include a letter saying what revisions were made. If you received a
list of requested revisions, address each in the letter. If you
disagree with a requested revision, explain why in your letter. Try
to find a different way to solve the problem the editor or reviewer
identified.
23. review details Dear author, Thank you very much for paying
the publication fee. Attached you can find the review result for
the paper that you submitted to the IJLLALW. The reviewers may have
made some changes in RED. Please, use the attached file to revise
your paper. Please 1) Insert your paper in the journal template and
format the paper as mentioned in the review details form. 2)
Highlight your changes in BLUE so that we can easily find out what
revisions you have made. 3) After highlighting the changes in the
main paper in BLUE, you should complete the REVIEW CHECKLIST and
send it to the journal with the final revised paper inserted in the
template. In the REVIEW CHECKLIST, in every section including the
abstract, introduction and you should explain in short, how you
have answered the reviewers comments (if any comment has been
given). 4) Refer to the review result form for further possible
comments. 5) Send the revised version (with changes highlighted in
BLUE) and the cover letter not later than 5 days. 6) The final
version should only be sent in word file. VERY IMPORTANT NOTE:
AFTER THE FINAL SUBMISSION, THE PAPER WILL BE PUBLISHED AND INDEXED
SOON. ANY CORRECTIONS IN THE NAMES OR AFFILIATIONS OF THE AUTHORS
AFTER THE PAPER IS PUBLISHED RESULTS IN MULTIPLE UPLOADING OF THE
SAME MATERIAL WHICH COSTS THE JOURNAL 40 USD. THIS AMOUNT SHOULD BE
PAID BY THE AUTHORS. Best regards,
24. F. Answering Queries Queries: questions from the manuscript
editor Some topics of queries: Inconsistencies Missing information
Ambiguities Other Advice: Respond promptly, politely, and
completely yet concisely.
25. G. Reviewing proofs After acceptance, authors are sent
proofs of their manuscript but only changes to the title, author
list, spelling, grammar, formatting, or scientific errors will be
permitted. All corrections must be approved by the publishing team.
When all editorial issues are resolved, your paper will be formally
accepted for publication.
26. Final Step First, Celebrate Publication of Your Paper!
Then: Some journals publish the paper online as a PDF file of the
final manuscript that was accepted for publication (days to
weeks).
27. final revised paper & review checklist Dear author, I
am glad to inform you that your paper has been published now. Many
thanks once again for considering the international journal of
language learning and applied linguistics world as an academic
place to share your latest findings with other scholars. Best
regards,
28. Dos and Donts When Submitting Papers Do look into whether
the journal has page charges or submission fees, or fees for color
illustrations or photos, or reprint charges. Do prepare a cover
letter for your paper including the name of the manuscript , the
names of the authors, academic degree, position, affiliation, the
address, telephone number, e-mail address. Dont interpret the
editors decision letter too literally. Usually there are qualifiers
in the decision letter like: We can only accept your paper after
major revisions or Your paper is not acceptable in its current
form. Should you choose to revise your paper.. These are generally
statements that are leaving the door open for you to revise, rebut
and resubmit.
29. Processes of Publishing a Conference Paper The review
system at scientific conferences is quite similar to the journal
paper review system, at least in computer science. Nevertheless,
there are some differences in the publishing process, which are
explained in this section. Generally, papers published in
conference proceedings do not have a reputation as high as journal
papers. This is particularly true for the natural and social
sciences. Several months before the conference date, the conference
chairs issue a call for papers (often referred to as CFP in both
written and oral communications) to invite authors to submit papers
to be published in the conference proceedings and to be presented
at the conference venue.
30. CFP information The CFP, which can normally be downloaded
from the conference website, comprises the following information:
Title, acronym and venue: for example, Eighth European Conference
on Technology Enhanced Learning (EC-TEL 2013), Paphos, Cyprus.
General information/theme: this section can be found on most CFPs
describing the scope or special theme of the conference, i.e.
putting the main topic of the conference in the light of current
developments. Topics of interest: encloses a list of topics of
particular interest for the respective conferences subject area.
During the submission process in the conference management system,
the author usually has to select a subset of the topics that best
fit the submission. This selection is mostly relevant for assigning
peer reviewers, who also select a subset of the conference topics
as their area of expertise.
31. Submission guidelines: most CFPs comprise a section where
general guidelines for submissions are communicated to the authors.
Additionally, if the conference proceedings are published by a
well-established publisher, the publisher is also mentioned in the
CFP. Deadlines: this section lists a number of deadlines to be met
by authors. Typically, these include at least: Submission deadline:
this is the deadline for submitting the complete paper. There are
also some conferences that initially require an extended abstract
for various reasons (e.g. pre-selection or paper bidding by the
program committee) and then a full paper submission. Most
submission deadlines are firm, whereas failure to meet the deadline
results irreversibly in not being considered for presentation
and/or publication. Since conferences take place in different time
zones, the exact submission deadline has to be taken into account
by the authors. Since most conferences are annual events,
researchers in the community know well in advance when paper will
be due for submission.
32. Notification date: this is the date when the author is
notified of acceptance or rejection. The notification date given is
often not very accurate, as the program committee cannot anticipate
the number of submissions, to mention one reason; also, the peer
reviewers often fail to submit their reviews on time. Thus, the
review process may take longer than expected. Conferences that use
peer review to decide whether a submission should be accepted or
not typically emit one of only two messages to each submitting
author at the notification date: Accept: the paper has been
accepted and will be published in the conference proceedings.
However, reviewers may have suggested minor modifications to be
incorporated in the published paper. Usually, acceptance letters
(or mails) sent by organizers include the invitation (typically the
obligation) to orally present the paper at the conference. This is
a very good opportunity to receive immediate feedback in
discussions with peers after the presentation. Reject: the paper
was rejected and will not be published in the conference
proceedings. Most reviewers supply valuable comments to authors on
how to improve the rejected paper. Unlike journals, most
conferences do not consider the option of asking authors for
revision. Papers are normally either accepted or rejected right
away.
33. Some conferences implement a rebuttal process, which allows
authors to respond to the reviews before a final decision is made.
The reviewers may then elect to change their reviews based on the
arguments brought forth by authors during the rebuttal period. This
can go either way, i.e. result in lower or higher scores. Depending
on the reputation of the conference and the response to the call
for papers, the acceptance rate will vary significantly among
different conferences. Most serious conferences disclose the
acceptance rate in the preface to the proceedings and/or on their
website. The top conferences in computer science usually have an
acceptance rate of 1015% or lower. Most other conferences with a
good reputation will typically accept no more than one quarter of
the submissions.
34. Camera-ready paper deadline: in case of acceptance, this is
the submission deadline for camera-ready papers, i.e. final
versions to be included in the conference proceedings. At some
conferences, failure to meet this deadline may result in the
accepted paper not being included in the conference proceedings. As
with journals, it is vital to meet all deadlines and to comply with
all guidelines (such as paper formatting instructions). See Figure
4 for an example of the important dates section in the website of
the Eighth European Conference on Technology Enhanced Learning,
EC-TEL 2013. Note that in this example the submission deadline was
extended once. Such extensions of the submission deadline are
common, yet not a rule. Other information: Other information of
interest, e.g. call for workshops to be collocated with the
conference, tutorials, panel discussion proposals, demonstrations
and information on sponsors, publisher, invited speakers.
35. What is an Impact Factor ? A journals impact factor is an
annual measure of the extent to which articles in that journal are
cited.
36. ISI Journals and Impact Factors The Institute for
Scientific Information (ISI) was founded by Eugene Garfield in
1960. It was acquired by Thomson Scientific & Healthcare in
1992, became known as Thomson ISI. ISI publishes the annual Journal
Citation Reports (JCR) which list the Impact Factor for the
journals. A list of over 14,000 journals is maintained by the
ISI.
37. Why submit to an ISI Journal? If published: better
visibility, higher credibility, good incentive If rejected:
valuable experience with free useful reviews. If your paper is of
high quality but submitted to a non-ISI journal, you have wasted a
rare chance
38. What makes a paper publishable in ISI journals? Title:
interesting and new. Relevant literature why this research is
important and what is the missing information. Presents new
knowledge (novelty). Methodology clearly explained. Professional
presentation and followed guidelines to authors. Fall under fields
(s) prescribed by the journal. Good English: clarity