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NAME
OSA Fellow
AFFILIATION
LOCATION AND DATE OF PRESENTATION
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Preparing to write
your manuscript
Types of papers
Journal selection
Ethical guidelines
Defining authorship
Sections of an article
• Submission process
• Peer review process
• OSA and partner
journals
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• What is the novelty?
• What is the message?
• Put it in context—need appropriate refs
• Have it read by others
• Don’t make it longer (or shorter) than
needed
• Invest time in writing well
• Choose appropriate co-authors
• Choose appropriate journal
(don’t aim too high and don’t aim too low)
• There’s more to a journal than its Impact
Factor
• Read the journal’s Author webpage
• Use the correct format
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Research articles
Reviews
Letters
Comments/
Replies
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Discussion
Errata
Conference
proceedings
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Specializedbroad interest
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Theoreticalapplied
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Full-lengthletter
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Subscriptionopen access
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Timeliness of publication process
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Journal reputation
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Obtain necessary clearances
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Submit to one journal at a time
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Declare any conflicts of interest
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Give proper attribution
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Obtain permissions
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Do not fabricate data
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Comply with internationally recognized
principles for use of animal and human
subjects in research
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Word by word copying is strongly
discouraged, but if necessary must be given
proper attribution
Authors make substantive contributions:
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Basic physical ideas or discussion
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Laboratory experiments
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Detailed calculations
All authors share
responsibility and
accountability for
publication content
• Citation
Private conversations referenced in publications
only with permission
• Acknowledgement
Contribution is not significant enough to list
as author, must obtain permission first
• Lead author
Primary responsibility, most substantial contribution,
usually first author
• Submitting author – deals with journal
• Corresponding author
Person interested individuals contact,
predictable address; usually submitting author
• Last author
Alphabetical or least contributor, sometimes head of lab
• In some fields, student is first author if
based primarily on Ph.D. dissertation
• Order is often independent of relative
status/rank of authors
• Should be discussed at start
• Change order only with permission of all
• No addition of authors after submission
• Should begin at start of research
• Open and professional discussion
• Order may reflect contribution or could be
alphabetical
• Identify expected contributions, roles, and tasks
of each potential author
• Can change over time, renegotiate as needed
(prior to submission)
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List affiliations of each author
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Allow all authors to review and comment
prior to submission
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Journal will send email to
all authors – Be ethical!
Title: informative, accurate, concise
Example of good title
Repetitively pulsed tunable dye laser for high
resolution spectroscopy
Example of bad title
A Unique, Novel Object-Detection Model that
Improves upon that of Wang et al.
Abstract
• Problem and objectives
• Methodology
• Findings and Conclusion
• Research’s effect and impact
Check journal style guide for abstract
length restrictions
Introduction
• Problem to be addressed
• Background and literature review
• New developments and principle results
• Research purpose and method
Main Body of Paper
• Problem
• Theory and experiment
• Results
• Figures/multimedia
Discussion
• Results viewed in larger context
• Comparison with other related work
• Significance
Conclusion
• Summary (no new information)
• Statement of specific conclusions
• Future consideration
References
• Numerical order by appearance
• Follow journal’s style guide
• EndNote and Bibtex
Appendices
• Supplementary material
• Material valuable for specialist
Acknowledgments
• Technical assistance/useful comments
• Financial support/disclosures
Grammar, punctuation, spelling, terminology
• Logical sentence structure, clarity of content
• Common weakness is omission or misuse of
“the” and “a”
• Suggestions
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o
o
o
Use shorter sentences
Read papers in English in leading
research journals
Ask colleagues for help
Work relevant to journal scope
• Results significant to field
• Incremental work discouraged
• Discussion, conclusions supported by data
• Work placed in proper context
• Equations, figures, tables, multimedia
contribute to presentation
• Well-written and logically organized
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Language Review
• http://languageediting.osa.org
Style review
• Journal style guide
• Browse published
articles
Follow online submission process
PRISM – www.prism.opticsinfobase.org
Select Appropriate Journal
Copyright
agreement
Authors
transfer copyright
to OSA
• Retain rights for
author reuse
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Title and Abstract
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Note if for
feature issue
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Note related
papers
Upload
Word, TeX
• Cover letter
• Author
response
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Multimedia
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Video
Audio
Tabular data
Images
Other
OCIS Codes
Add keywords
• Select primary code
• Enter same codes
as listed on the
paper
• Free-form
keywords
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Co-authors
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E-mail address
required
Notified
when submission
complete
Reviewer
suggestions
3 names
required
• Designate
non-preferred
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Funding/Page Charge
Information
(Subscription journals)
Note NIH funding
• Overlength charges
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OA journals have
mandatory charges
Submission completed!
• Auto acknowledgment sent
• Official submission
confirmation
to follow
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2.
3.
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Initial quality check by staff, Editor
Editor in Chief assigns appropriate
Topical/associate editor
Topical/associate editor handles
manuscript
contacts possible referees
waits for reports
makes first decision
makes final decision
manuscript sometimes sent for rereview
Reviewer recommendations
• Accepted as is
• Requires further revisions
• Referred to another journal
• Rejected
Peer review comments should help produce a
better manuscript
Manuscript Decisions
Editor makes decision after peer review
• If revisions are requested
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• Authors may resubmit revised manuscript
• A cover letter should explain each change
• Editor may refer back to review
• Editor makes final decision
Suggest a few referees, but make sure that:
They aren’t just the big names in the field
• They are not closely linked to you.
• You can ask for reviewers to be excluded, but
don’t go overboard
• Associate Editor is not required to grant request
(though generally tries)
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Dealing with referee’s comments:
• Referees are not your enemy—consider them an
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ally who can help improve your manuscript
Treat them seriously (one revision allowed)
Deal with each and every point
- You don’t need to agree with all of them
Can make additional changes
Don’t cast aspersions on referees, or try to guess
the referees’ identity (you are likely to be wrong)
Be courteous to referees & editors
If manuscript is rejected
• Act on reviewers comments before
submitting elsewhere
• OSA strongly discourages resubmitting rejected
papers to other OSA journals
• You can appeal but most are turned down
• Advice: put in your drawer for a week or two
weeks, reread referee reports, rewrite and
submit to other journal.
• Referees and Editors are volunteers
• Be generous with your own time as a reviewer
• Refereeing is a necessary cv item, shows
engagement in the community
• Refereeing record is considered for Editorial
Board candidates
• Point out suspicions of unethical behavior
For a copy of slides or further questions,
email me at
EMAIL ADDRESS
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