University of Ottawa Medical Journal Workshop

Feb 11, 2014Diane Kelsall MD MEd

Deputy Editor, CMAJ and Editor, CMAJ Open

CMAJMedical knowledge that matters

CMAJ OpenMedical research for all

1. Circulation over 80,000 in print2. Over 2.2 million unique users at cmaj.ca

annually3. Impact factor of 6.54. 1882 articles submitted in 20135. Overall 17% accept rate (5% in some sections)

5 things to know about CMAJ

How do we choose articles

for publication?

• Multi-step process • Implications for authors• Implications for editors

Manuscript submission system + 1 manuscript coordinator + 2 editors + 2 peer reviewers

Reject most (“red flags”) Peer review some Revision letters for a few Bring the best through to publication

How can we do this quickly?

RIOT

•Relevant•Important/Interesting

•(Original)•True

We don’t want papers that will require a lot of work

Editors are human…

Use of acceptable file formats? All required components included?

Initial evaluation by submission coordinator

Instructions for authors

Typical manuscript file

• Cover letter• Correct journal?• Commissioned?• Previous author correspondence?• Any issues raised?• Language skills?• Author title and position included?

First look

• Article type• Title • Author list

Questions: Are we interested in this topic? Is this the right article type for this topic? Are the authors right for the topic?

First look

• Custom” questions for red flags• Requirements re: word count/tables/figures• Competing interests• Ethics approval• Trial registration• Patient consent

First look…

Study type we publish? Good research question? [RIO] Formatted for CMAJ? Language skills?

Read the abstract(for research)

• For research:• Methods first for “T” in RIOT• Use of appropriate reporting guideline• Confirmation of RIO

Read the article

• For other article types:• RI(O)T• Use of appropriate template

• For all articles:• Adherence to template* • Writing style and language skills• Look for plagiarism, misconduct

Read the article

Authors Topic Clinical trials registration Run text through for plagiarism

Quick searches

Time to first decision?

5 minutes

All papers get a second read

And some get a third…

Immediate intercept (about 600/1000 in research)

Send for review (about 400)

Make decision

Reviewers do NOT make the decision Instructions for reviewers Select reviewers:

Subject matter experts Methodologists Target audience

Send for review

Decision after review Reject (2 editors agree; ~200 in research) Revision/overhaul (2 editors agree) Bring to manuscript meeting for discussion

(~ 200) Revision/overhaul/reject 70 will move forward

Make decision

Pick the right journal Consider more than impact factor Decide on your audience What is the journal looking for?

Read author instructions Write to fit the journal requirements Don’t think that your paper should be the

exception to the rule

How to maximize your chances

Decide what your message is. Choose your title carefully Use clear, understandable language Eliminate acronyms Edit your paper carefully Get someone to review it for you Don’t fuss too much with the cover letter

How to maximize your chances…

Difficult to figure out research question Multiple research questions Authors seem unsure of the study type Methods are vague or confusing Multiple designs

Common problems in research papers

Underpowered Low response rate Too much data and results not clear Poor structure (e.g., results in discussion or

conclusion) Conclusions poorly linked to results or

question Unrepresentative

Common problems in research papers II

The topic and article type don’t match Author groups don’t have appropriate

expertise A similar paper recently published in journal Authors have their own agenda Focus is on very rare conditions Article doesn’t conform to template Rambling writing and disorganization

Common problems in nonresearch papers

Submit the article according to the protocol of the journal

Include all relevant components in proper format

If you have had contact with the Editorial team, it’s ok to drop a line saying that the article is coming

It’s not ok to call/e-mail repeatedly about your paper.

Submitting your article

Respond in a timely fashion. Address each revision carefully. Follow instructions for resubmission. If you have concerns about the requested

revisions, contact the appropriate person.

If revisions are requested

Respond promptly to communications from the journal.

If leaving town for a long time, make sure you are reachable or designate someone. Let the journal know.

Be prepared to review proofs quickly (within a few days).

Be prepared for media involvement.

If your paper is accepted

Read the letter from the journal carefully. There may be an opportunity to resubmit.

Be pleasant in your correspondence. If you have the opportunity to appeal, do so with grace.

Admit that your paper can be improved Offer to revise in accordance with editor and

reviewer comments Clearly address the reasons for rejection

If your paper is rejected

International Committee of Medical Journal Editors (www.icmje.org)

World Association of Medical Editors (www.wame.org) Council of Science Editors (

www.councilscienceeditors.org) Committee on Publication Ethics (

http://publicationethics.org) The Equator Network (www.equator-network.org) Journal websites (including Cochrane, GRADE, AGREE)

Resources

Electives (available at most medical journals) Fellowships (CMAJ, BMJ, NEJM, JAMA, CFP) Council of Science Editors courses

Formal training options

Partner with faculty member on peer review Submit a paper to a journal Sign up to be a peer reviewer

Informal training