Responsibilities of journal editors towards authors

1. RESPONSIBILITIES OF JOURNAL EDITORS TOWARDS AUTHORS

2. Why are journal editors so important? They play a crucial role in the publication process. They are the single point of contact for authors throughout the publication cycle. Authors rely on them heavily. They represent everything the journal stands for. BUT…

3. Are journal editors and authors aligned? Do authors know exactly what journal editors want? Do journal editors really understand the challenges authors face? NO!

4. Mismatch in perspectives of editors and authors A recent survey1 found that authors and journal editors DO NOT UNDERSTAND each others’ challenges and requirements. Here’s an example: • One question in this survey was about the clarity of journal instructions. (The survey respondents included both authors and journal editors.) • There were clear differences in the views of both groups. From C. Cerejo. International journal editors and East Asian authors: two surveys. Learned Publishing 27(1) 63-75.

5. Are journal instructions easy to understand? According to you, journal instructions are Unclear but complete Unclear and incomplete Clear but incomplete Clear and complete WHAT AUTHORS SAID WHAT JOURNAL EDITORS SAID 76% 34% 32% 23% 12% 11% 10% 1%

6. Authors versus journal editors • Editors think… • Authors don’t realize the importance of publication ethics. • Authors only address the peer reviewer comments they find agreeable. • Authors don’t follow journal instructions well. • Journal systems and processes are author-friendly. • Authors think… • They understand publication ethics and do the best they can to adhere to standard guidelines. • They address and respond carefully to all peer reviewer comments. • Journal instructions for authors are often incomplete and unclear. • Journal systems and processes are inefficient. From C. Cerejo. International journal editors and East Asian authors: two surveys. Learned Publishing 27(1) 63-75.

7. How can journal editors bridge this gap? Journal editors can bridge this gap and help authors follow best publication practices by: • Providing clear author guidelines • Setting up efficient and author-friendly journal processes • Communicating with authors clearly

8. Providing clear author guidelines • Setting up efficient and author-friendly journal processes • Communicating with authors clearly

9. Give authors easy access to clear journal guidelines Before submitting a paper to a journal, authors always check the journal’s website for detailed author guidelines. • Journal editors should ensure that authors have all the information they need on the journal’s website. • This information should be clearly visible and accessible.

10. What do clear guidelines include? Author guidelines for preparing and submitting manuscripts Easy-to-access sample papers or formatting templates A clear statement of the journal’s policies on authorship criteria Details of publication costs or copyright terms, if any Policies on conflicts of interest for editors, staff, authors, and reviewers Best-practice guidelines for sharing experimental materials and information to allow research replication An outline of the journal decision-making process, including time to first decision, time to publication, open access policy, if any, and rejection rates

11. Providing clear author guidelines • Setting up efficient and author-friendly journal processes • Communicating clearly with authors

12. Journal processes are important • Journal editors manage large submission volumes • Smooth and efficient journal processes will help reduce the burden on both editors and authors.

13. What do journal processes include? Automated workflow systems for smooth submission and manuscript status tracking Format and process for pre-submission inquiries System for effective and rapid peer review Procedure for reconsidering editorial decisions Process for handling ethical issues or allegations or findings of misconduct Mechanism to ensure timely publication of accepted manuscripts

14. Providing clear author guidelines • Setting up efficient and author-friendly journal processes • Communicating clearly withauthors

15. Why author communication is important • It is a major part of a journal editor’s daily responsibilities. • Authors attach great importance to everything a journal editor says. • It is a journal editor’s duty to ensure that all communication with the author is clear, complete, and objective.

16. What does clear communication include? Treating all authors with fairness, courtesy, objectivity, honesty,and transparency Protecting the confidentiality of every author’s work Transparently outlining the decision-making process and all editorial policies for authors Making editorial decisions with reasonable speed and communicating them in a clear and constructive manner Being vigilant in avoiding the possibility of editors and/or referees delaying a manuscript for suspect reasons Regularly reviewing instructions for authors Regularly reviewing policies for handling ethical issues and allegations or findings of misconduct Helping authors identify essential and non-essential changes in in peer review reports

17. Benefits for authors and journal editors To sum it up, journal editors should This will benefit authors and journal editors! • Provide clear author guidelines • Set up efficient and author-friendly journal processes • Communicate with authors clearly

18. How will authors benefit • Having easy access to all essential information will increase authors’ confidence during journal submission. • Authors will prepare a better submission package that adheres to all journal guidelines. • Authors will know what is expected from them and will follow best publication practices. • There will be lesser chances of authors misunderstandingjournal editors.

19. How will journal editors benefit • The quality of submissions to their journal will improve! • Cleaner journal processes will help editors reduce clutter and set up smoother submission cycles. • Offline communication with authors will reduce, thereby reducing the burden on journal editors. • By encouraging authors to follow best publication practices, editors will also be seen as advisors and thought leaders.

20. Sources This content has been adapted from: • Editor roles and responsibilities, White Paper on Promoting Integrity in Scientific Journal Publications, Council of Science Editors, 2012 [Accessed September 4, 2015] Available from: http://www.councilscienceeditors.org/resource-library/editorial-policies/white-paper-on-publication-ethics/2-1-editor-roles-and-responsibilities/ • Bridging the gap between your journal and your authors, Workshop conducted by Clarinda Cerejo at The 2nd Asian Science Editors′ Conference & Workshop 2015, Available from:http://asianeditor.org/event/2015/workshop2/Bridging%20the%20gap%20between%20your%20journal%20and%20your%20authors.pdf Illustrations and Vectors from freepik.com

21. Related reading You might also be interested in reading • C. Cerejo. International journal editors and East Asian authors: two surveys. Learned Publishing 27(1) 63-75, Available from:http://www.ingentaconnect.com/content/alpsp/lp/2014/00000027/00000001/art00010 • Top 10 mistakes authors make---As compiled by a committee of journal editors, Available from:http://www.editage.com/insights/top-10-mistakes-authors-make-as-compiled-by-a-committee-of-journal-editors

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