This is a risky post. As an editor, I feel a bit like the Masked Magician, betraying our craft by giving away all of this insider
information. But I find it truly amazing: Submitting manuscripts for
publication is central to scientific research, and yet most authors have little
knowledge of how journals and editors operate. In an ideal world, this
information would be part of a first-term professional development sequence for
new graduate students, but few training programs offer such a thing. The
reality is that it is not only students and early-career researchers who are in
the dark, but so are many long-time faculty and researchers.
This post contains a jumble of insights that, based on my
experience as an editor and online observer, I am keenly aware that many people
simply do not know. I expect that some of you are going to be all like, “not all journals” and “not all editors.” You are correct, so
let me be clear: I am not making
universal claims about all journals/editors. My experience comes from
journals in psychology, and my comments here may very well be limited to that
field, and may not even apply to all journals in psychology. The broader
message, relevant to all, is that the system is not as rigid as it seems from
the outside. Some know this and take advantage of it, which is a source of
inequities in publishing. Many of my entries pertain to engaging in increased correspondence
with editors,
and I fully appreciate that those who have more precarious positions in
academia (e.g., women, racial/ethnic minorities) may be both more reluctant to
engage in these practices and may not reap the same benefits as their more secure
colleagues. Additionally, I am not necessarily suggesting that these are all
good practices. What I am presenting is the system as it currently functions,
which is important to understand.
In no particular order:
You can appeal if
your manuscript is rejected. This seems like one of the biggest secrets in
journal publishing, but you can always write back to the action editor and
request that they reconsider. Very few journals have formal policies for
handling appeals (see this paper on biomedical journals), and some journals may not consider your appeal at
all, but it is always possible to ask. If you plan to do this, I strongly
suggest you wait at least a couple of days (if not more) before contacting the
editor. Your initial response to the decision is seldom rational, and you want
to make sure you actually have a solid case for an appeal before requesting it.
You can ask for
extensions. Holy shit, you can ask for extensions! This has been one of my
saddest experiences as an editor: authors writing apologetic and pleading
emails to ask for extensions because they are undergoing chemotherapy, close
family members died, they are getting married, moving to a new country, and so
on. The truth is, I had no idea your paper was soon to be due—deadlines and
reminders are auto-generated—and honestly, it does not really matter if you
resubmit your manuscript today or next month. Now, there are some exceptions,
such as with special issues that tend to follow tight timelines, editors who
are stepping down from their position and trying to wrap up loose ends, or
production deadlines if your paper is to appear in a specific issue. But
generally speaking, extending deadlines is really no big deal.
You can safely ignore
the 48-hour “deadline” for returning proofs. Who among us has not received
one of these threatening emails on a Friday afternoon, ruining all of our
weekend plans? Good news: these deadlines are totally fake. Journals want you
to return the proofs quickly so that they can keep their production workflows
clean, but there is no reason for you to disrupt your work or relaxation plans
accordingly. Rather than completely ignoring them, write back and tell them
when they should expect your corrections. Saying something like “within the
next week” is usually fine.
You can check with
the editor before submission. If you are not certain whether your paper
would fit with the journal’s scope, you can always write to the editor, briefly describe the paper, and ask
whether they perceive it to be a fit based on the provided information.
Importantly, if the editor replies that it is within scope, that is not a guarantee that the paper will be
accepted or even sent out for peer review. Doing this is just to ensure that
your paper is generally within what the realm of what the journal will
consider, if you are not sure. Certainly not all editors agree, but personally
it is a lot less work for me to respond with an elaborated version of “not
really a good fit” rather than checking in the paper through the online system,
doing the pre-processing that I do, and then submitting a desk reject decision
for poor fit.
You can email the
editor about the status of your manuscript. If it has been some time since
you have heard from the journal, then it is totally fine to check in with the
editor for a status update. Brief, polite emails of inquiry are rarely a
problem. The big question is what constitutes “some time” since you have heard.
Generally speaking, it is fine to check in after 3-4 months. I once had an
author write to me one week after submission, asking why they had not yet
received a decision. Do not do that.
Sometimes papers
actually do get lost. As an author you would think this is not possible to
lose a paper with an online tracking system, but then again authors have all
used those systems, so know exactly how clunky they are. I have had a handful
of cases where the paper just sort of fell through the cracks. This is one
reason why checking in after 3-4 months can be a good idea (it is also the case
that checking in gets the paper on the editor’s radar, squeaky wheel and all
that).
You can write to
clarify what the editor believes to be necessary for a revision. Some
editors are really great at their job, expertly synthesizing reviewer comments
to provide clear recommendations for a path towards publication. Ideally, they
also make clear what revisions are non-negotiable. Other editors…..aren’t so
good at it, either just summarizing the reviewer comments or writing “see
reviewer comments below,” providing no guidance at all. If you are unclear
about how to proceed, for example if there are conflicting reviewer comments,
you can always write a brief email to the editor and ask for some guidance.
It is often better to
contact the editor directly with questions. If you have a question about a
manuscript, you will often get the most useful information if you email the
editor directly at their institution account. Journal-specific email accounts
can be inconsistently monitored and staffed, and sometimes those on the receiving
end do not have the information you actually want. This is one tidbit that most
editors probably do not want me to share, because who out there is really
looking for more emails, but from the author side of things this is a smart
approach.
You can (and should)
ask to be on an editorial board. The biggest reward for completing timely,
high-quality reviews, is more review requests from the same journal. Most
journals have rating systems that score reviewers on timeliness and substance.
If you have completed a good number of reviews for a journal within a year (say
3-4), then you should certainly write to the editor and request to be
considered for the board. Waiting to be invited is a mistake. It is easy for
journals to overlook recurring quality reviewers, so if that is you, definitely
let the editor know. In most cases, we would be thrilled to have someone like
you on the board.
You can thank editors
for their decision, but few actually do! I get this question a lot. Your
paper is accepted, or thoughtfully rejected, should you respond to the editor? In
my experience, very few do this, but you are always welcome to. As an editor, such
emails are nice and appreciated, but I do not at all expect them. Sometimes the
emails are not so nice….better to leave those in your drafts folder.
Suggesting reviewers
is helpful, but be thoughtful about it. Many journals now solicit suggested
reviewers as part of the submission process. As an editor, this is helpful for
identifying potential reviewers that I might have otherwise missed. However,
these suggestions can go wrong in at least two ways. First, it is not helpful
to suggest the most well-known, senior person in the field. I handled a paper
on language development once where the authors suggested Steven Pinker. He is
not likely to review your paper, and if he did, the quality of the review would
probably be very low. (That is not a comment on Pinker per se—I know nothing
about his reviews—I have just observed that more senior researchers provide
rather cursory reviews.). Second, do not suggest your close collaborators as
reviewers. Any editor who is doing their job properly will not just invite
suggested reviewers without doing a little background work, and coauthors are
very easy to discover. So, make suggestions for potential reviewers, but do so
thoughtfully.
Your paper did not
have five reviewers because the editor hates you. Sometimes your papers
have one reviewer, and sometimes they have seven. What gives? There can be good
reasons for many reviewers on a paper, but much of this variation has nothing
to do with your paper, per se. For example, when initially attempting to assign
reviewers to a paper, I will send four or five invites at once. I do this
because in the vast majority of cases, inviting four or five people will yield
two who agree, which is generally want I want. Using this approach saves time,
instead of inviting two, waiting for them to decline, then inviting another
two, waiting for them, and so on. But it also means that sometimes they all
agree and you end up with five reviewers. Sorry about that.
Word/page limits are
not always rigid. In fact, the limits expressed on the journal webpage
might not even be real. Much like faculty webpages, journal webpages can often
be out of date, with editors not even familiar with what is listed. Even if
word/page limits are accurate, journals handle these differently. Some journals
enforce strict limits and will not even conduct an initial evaluation of the
paper unless it conforms to the standards. Others have soft limits, and will
consider longer paper with sufficient justification. As with most things on
this list, you can always email the editor to find out what is possible.
Cover letters for new
submissions are often (but not always) useless (in psychology). Authors
always have questions about the importance of cover letters, and what should be
included within them. The answer is….it depends….a lot. In some fields, the
cover letter consists of a “sales pitch” in which you attempt to convince the editor
that your manuscript is novel, exciting, and worthy of publication. For
example, an old editorial
in Nature Immunology suggested that
authors, “present their cases in a one- to two-page (!!!!) cover letter that
highlights the context of their experimental question and its relevance to the
broader research community, the novelty of the new work, and the way that it
advances our understanding beyond previous publications.” (incredulous
exclamation marks added to communicate incredulity). This tweet
describes a similar approach. In contrast, in many/most cover letters submitted
to psychology journals, the authors provide a formal statement that amounts to
“here it is, hoping for the best!” They may indicate their co-authors, that
they followed APA ethical principles, and that the paper is not under
consideration elsewhere, but that is about it. And personally, that’s all I
want. I will judge the paper on its merits, not on the authors’ ability to
persuade me of its value. This post from Retraction Watch and the associated comments highlights the
variability across fields/journals. Accordingly, the only advice you should
take about cover letters is to not take
anyone’s advice. Look to see what it says on the journal webpage (which may
not be accurate) and talk to colleagues who have experience with the
journal.
Cover letters for
revisions are super important. Cover letters for new submissions and cover
letters for revised submissions are in totally different genres of cover
letters. In fact, this is why some journals distinguish between the “cover
letter” and the “response to reviewers.” I have an entire post on how to handle
this process, A Workflow for Dealing with the Dread of Revising and Resubmitting Manuscripts.
That’s about it for now. What did I miss? What did I get
wrong? I will update the post as I receive feedback. For those of you who are
angry about the content of these items, especially with regard to the disparate
opportunity/impact for minority scholars, please re-read the beginning of this
post. My intention here was to describe a system that is central to our work,
yet opaque to the majority. Changing these systems to make them more equitable
is a topic for another day.