Journal article & publishing lecture 2014

JOURNAL PUBLICATION
“ Add your company slogan ”
…Methods and Approaches in Publishing Process

By

Maina M. Mohd B.Eng, M.Eng, PGDE
(COREN, NSE, NIAE, NICOLD, IGRSM, ASABE)

Tel: +60102964931
E-mail: mainam@buk.edu.ng

LOGO

Outlines and Objectives
 At the end of this talk you should be able to:
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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

1
Develop
an Idea

3
Carry out quality
research to collect
necessary data and
analyse.

2

Write up - a
paper for
publication

Conventional Structure
of a Journal Paper

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Organizing a Research Paper
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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 your
research depth

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

ABSTRACT
• 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)
•

 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 your
manuscript preparation

ABSTRACT

 Abstract means what is in the content of your
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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
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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
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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

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.

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Results and Discussion

 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 of
either the Introduction or Results. It should
present the overall significance of your work
and show how it agrees or disagrees with
previous models or allows disparate
observations to be drawn together. It is often
very helpful to have a Figure of new model
that 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 are
not 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
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.

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References
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.
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References:
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 132-138
Patents:
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
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Cover letter
Editor-in-chief,
Name of Journal.
Address:….

Date: ….

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

Editorial board and Referees
 Consistency of paper, accuracy of your collected data,
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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
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Peer Review Process

Author
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Note: Only less than 2% of articles reach the bill board without
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Response to Reviewers
you should respond to reviewers:
 Follow the same format as the reviewers – general and
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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,
Name of Journal.
Address:….

Date: ….
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.

Sincerely
Name of Correspondence Author,

Publication Process
Revise your
paper to avoid
early rejection

Publisher

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ACCEPTANCE RULE

A
C
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E
P
T
A
N
C
E
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Attention to details
Check and double check your work
Consider the reviews
English must be as good as possible
Presentation is important
Take your time with revision
Acknowledge those who have helped you
New, original and previously unpublished
Critically evaluate your own manuscript
Ethical rules must be obeyed
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Tips on Journal
Types and Database

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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
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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).

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
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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.

TENSES

Text can be written in either past or present tense,
the preference is to some extent personal. Past
tense is used because of reported speech for
describing results of an experiment and procedures
but use present tense for a general conclusion.
Visit the following writer’s Blogs:
- Thesiswhisperer.com
- Writecheck (Turnitin)

Common Mistakes in
Writing

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Common Mistakes in Technical Writing
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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.

“ Add your company slogan ”

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Journal article & publishing lecture 2014

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