The ISMTE Poster Committee was pleased to accept 15 poster proposals for the 2013 North American and European conferences. Eleven authors submitted their posters by the July 1 deadline for presentation at the meetings. You will find the abstracts for these 11 posters below. The abstracts are presented in the order they were received.
Poster topics include:
- ethical issues,
- tracking productivity,
- auditing efficiency and workloads,
- social media strategy,
- reviewer database management,
- dentifying new reviewers,
- generating statistical reports,
- identifying language translation issues,
- developing a procedure for referring manuscripts to another journal, and
- the challenges of moving a journal online.
There should be at least one topic of interest for every meeting participant. Each poster presents something that is original, significant, and applicable to our field.
After the Poster Committee rated the poster proposals for acceptability, they reviewed the three highest rated posters to determine the winners of the first and second prizes for 2013. The Committee is pleased to announce that Ms. Alethea Gerding received the second prize of $200 for her poster "The Individual Issue Audit: A Journal Snapshot” and Ms. Margot Puerta received the first prize of $300 for her poster "Using Social TechnographicTM Profiling to Assist in a Journal’s Social Strategy.” Congratulations to both of these authors.
The Committee would like to sincerely thank all of the authors for their time and willingness to share their knowledge with their peers through these excellent posters. We look forward to seeing the posters at the conferences and meeting the authors in person during the poster sessions at each meeting.
Posters for 2014
It’s not too early to begin identifying your topic and preparing your abstract for the 2014 ISMTE poster sessions. The deadline to submit poster abstracts is March 3, 2014. Watch the ISMTE website and EON for more information in the coming months.
ISMTE conference committee: Erin Dubnansky, Julie Nash, Kristie Overstreet, Jason Roberts, and Michael Willis
Ethical Issues Encountered in the Editorial Office of a Large Physical and Applied Sciences Journal: A Pilot Study
Kristi Overgaard, Assistant Peer Review Manager, Origin Editorial, Barrington, IL Sarah Bidgood, Peer Review Manager, Origin Editorial, Arlington, VA
1) To determine if ethical guideline documents, which have been developed primarily in the biomedical sciences, are applicable to ethical issues that arise in the basic sciences.
2) To learn the types of ethical issues that may be brought to the attention of the editorial office.
3) To determine if a larger, comparative study is warranted.
Ethics in scientific publishing has gained much attention in recent years. Numerous organizations have created guidelines providing practical advice for handling ethical concerns. Most of these documents have been developed for biomedical journals. There is question about their applicability in other sciences. To investigate this question, we will identify ethical categories outlined in documents developed by COPE, CSE, and EASE. We will then collect emailed queries and accusations of ethical violations sent to a common email inbox at one physical and applied sciences journal over 12 months. At the end of this timeframe, we will categorize the correspondences into different types of ethical concerns based on the categories obtained from the guideline documents. We will use our results to determine whether the guidelines are applicable to the ethical concerns faced by publications specializing in non-biomedical sciences. The results of this study will show the types of ethical issues brought to the attention of the Editorial Office and to what degree current guidelines are suitable for editors in the hard sciences. This study will also allow us to determine the feasibility of a larger study, which would include more journals and, possibly, a comparison group of medical journals.
COI: None declared
Tracking productivity across a wide range of tasks on Editorial Manager
Alice Ellingham, Editorial Office Ltd, Hampshire, UK Andrew Walker, Editorial Office Ltd, Hampshire UK
Use of bespoke software.
Background: Editorial Office Ltd provides tailored peer review management services to publishers and societies worldwide. Issue: We aim to provide accurate tracking of tasks completed. Until recently, this has been dependent upon manually logging of time taken. In some occasions, this has proven to be inaccurate. Results: We have developed an intranet site plus a Firefox extension which automatically logs the user’s movements through the Editorial Manager site. Times and manuscript data are logged in our intranet site for use by our Team Leads for training and management purposes as well as invoicing. Conclusion: Firefox’s open platform allows the browser to be extended to provide journal specific functionality providing a tool to track productivity across a range of journals.
COI: None declared
The Individual Issue Audit: A Journal Snapshot
Alethea Gerding, Managing Editor, Journal of Prosthodontics, Chapel Hill, NC
1) What information should be included in an issue audit
2) Using issue audits to compare journal productivity and citations over time
3) Using issue audits to improve journal efficiency and selectivity and editor workloads
The Journal of Prosthodontics uses its eight annual print issues to provide a snapshot as to journal efficiency and editor workloads. In a one-page Excel spreadsheet, editors are able to see how long each of the articles was in review and production. By comparing previous issues, we can quickly catch when review or production times are increasing. We also use the audits to monitor associate editor workloads and for associate editors to compare their review times and revision requests among themselves. Finally, we follow citations in an attempt to glean patterns (are manuscripts published early in the year more likely to be cited?). This poster will show a simple, adaptable template that other journals can adopt for their own use.
COI: None declared
Using Social TechnographicTM Profiling to Assist in a Journal’s Social Strategy
Margot Puerta, MS, MBA(1); Veronica J Brown, BA(1); Michael J Cericola, BS(1); Christopher J Czura, PhD(1) Affiliations: 1. Molecular Medicine, The Feinstein Institute for Medical Research, 350 Community Drive, Manhasset, NY,
What types of social technologies are most appropriate for a biomedical journal’s audience? What are Social Technographic Profiles? How to use Social Technographic Profiles to assist in designing a social strategy?
Background: Social media and communication technologies are constantly evolving. Which tools and technology should STM journals take advantage of to best benefit their audience? Design: A sur vey was distributed to authors and reviewers drawn from the web-based manuscript submission system of a biomedical journal. Completed sur veys were included in the analysis, n=246. In addition to demographic data users were asked how often they used various social technologies. Individual sur veys were reviewed and categorized in one or more of the following Social Technographic™* profiles: Inactives –no participation in social technologies; Spectators – read and listen to content; Joiners – social network participants; Collectors – categorizers and aggregators of content; Critics – content reactors; or Creators – content publishers1. Results: Profiles for the biomedical journal audience were: Inactives 18% (45/246), Spectators 76% (187/246), Joiners 45% (110/246), Collectors 37% (92/246), Critics 41% (100/246), Creators 30% (73/246). Individuals may be included in more than one profile resulting in a total over 100%. Social Technographic™ profiles for this audience indicate platforms to pursue should include social technologies that encourage rating, review, organization, categorization, access, and consumption of information. Conclusions: The information generated from this sur vey allowed editorial staff to approach the management team with data-backed suggestions for website improvements. References: 1. Li C and Bernoff J. Groundswell: winning in a world transformed by social technologies. Boston, MA: Har vard Business Press; 2008. p. 41.
COI: Social Technographics is a registered trademark of Forrester Research, Inc. Forrester Research does not endorse the results of this study (they are aware of its existence). Acknowledgements: The authors wish to thank the publisher,
The Feinstein Institute for Medical Research, for supporting this work.
Overhauling a journal’s reviewer database
Gareth Watkins, Senior Editorial Assistant, Wiley, Oxford Di Sinclair, Managing Editor, Wiley, Oxford
3/28/2013 9:49 AM
1. How this can improve the peer review process.
2. How to replicate this approach.
3. Strengths and weaknesses of this approach.
The Journal of Advanced Nursing is a major international journal with a large database of reviewers (approximately 1500), quite a number of whom were proving unresponsive when invited to review. This led to delays in turnaround times with the potential to damage the journal’s reputation. The editorial office decided to undertake an overhaul of the database and remove any users who no longer wanted to be there, or whose email addresses were inactive. This was done by sending a broadcast email to all reviewers, then recording those who wanted to be removed, who didn’t reply, or whose email address resulted in a bounceback. Our poster will detail the process we went through and incorporate the texts of the emails that were sent. We will also discuss the strengths and weaknesses of this approach.
COI: None declared
Launching a project to use our large base of offers from young scientists to review
Yvonne Ohl, Sherryl Sundell International Journal of Cancer Im Neuenheimer Feld 242 69120
Heidelberg, Germany Tel.: +49 6221 424800, Fax: +49 6221 424809; email: email@example.com
3/28/2013 6:01 AM
To increase our database with young scientists who are willing and able to review and who would probably do so in a timely manner. To give interested young scientists reviewing experience and also involve these individuals for the benefit of IJC. To start developing and better organizing our database of authors and reviewers, including their ORCID, so as to better identify reviewers and authors.
Most journals are having difficulties in finding reviewers as submissions are ever increasing and good science is being performed in all parts of the world. Our journal regularly receives emails from young post-doctoral scientists, many of them from China and India, interested in developing their careers and in serving as reviewers for us. Nearly 250 emails from such individuals have accumulated. Using these people might help to expand our base of qualified reviewers. However, our editors have traditionally been cautious about using "unknown” people to review and it is difficult to assess each individual CV and candidate for suitability. Therefore, we initiated a project to identify those young scientists who would still be interested in reviewing, which at the same time would help us to better organize our author and reviewer database and also provide these individuals with an opportunity to gain reviewing experience. We will work with our editors to develop standardized criteria for this purpose and then contact all the candidates again using a standardized format. Here, we will present our project strategy, our materials, and implementation procedures. In a follow-up report we will present the results of the project.
COI: None declared
How to generate efficient statistical reports using a custom-built Microsoft Access database
Dr. Laura Hausmann, Journal of Neurochemistry, University Hospital Aachen, Pauwelsstrasse 30,
1) How Editorial Office Staff can create a useful database in Microsoft Access (or a similar software) to keep record of submission numbers, decisions and measures taken, etc. providing exactly the information that is required
2) How such a database allows creation of user-defined set forms to generate e.g. reports to the publisher with one click, and easy record keeping even by several people at once
3) How such a database can help smoothing transition between offices/staff
Creating statistical reports on important performance figures can be a time consuming task for editorial office staff. Cognos, the reporting system implemented in ScholarOne, can be a helpful tool but often does not provide the exact kind of information in the exact way that is required for reports to various addressees. In the Journal of Neurochemistry’s editorial office, we use a custom-built database implemented in Microsoft Access to keep records of all performance figures we need to access on a regular basis. The database allows a) compilation of (quarterly, annual…) reports within a few minutes, easy to be copied into Excel etc. to sort the data by any desired parameter, b) several persons to work on the database and update information at once, c) one-click creation of customized reports for the publisher’s records, d) reliable record keeping as well as creation of statistics in a defined configuration over very long time periods, e) easy transition between offices when staff members or office location changes.
COI: Acknowledgments to Dr. Natalia N. Nalivaeva who established the original version of the Access database we are currently using in the Editorial Office of Journal of Neurochemistry.
Get Organized! Use Google Calendar to Keep Track of Social Media
Deborah Bowman, MFA, Managing Editor, GIE, St. Louis, MO Meghan McDevitt, Editorial Assistant, GIE, Downers Grove, IL
1. How to create a Google account for your Journal.
2. How to use the Google Calendar feature to develop a social media editorial calendar (with screen shots).
3. How to use the social media editorial calendar to improve your Journal’s online influence.
Background: With journals using so many social media outlets (Facebook, Twitter, LinkedIn, blogs), scheduling posts without overlap can be confusing. Issue: We wanted to find the tool that would best help us organize our social media posting schedules. Results: We found that Google Calendar would be the most effective method for organizing our social media schedule for several reasons: it can be color coded for different outlets (Facebook, Twitter, LinkedIn, blogs), text and image attachments can be added, multiple calendars can be added, reminders can be set up for posting content or for checking influence (e.g., checking your Klout score), and calendars can be shared among those who post. Conclusion: Google Calendar is an effective tool for organizing a journal’s social media content schedule. Using it helped us to post regularly, which improves a journal’s online influence.
COI: None declared
Lost in translation – challenges faced by an Asia-Pacific medical journal
Dr Lieve Bultynck Editorial Office Manager, Respirology, School of Anatomy, Physiology and Human Biology, The University of Western Australia, Crawley, Australia; Dr Christel Norman Consultant Editorial Officer, Respirology, School of Anatomy, Physiology and Human Biology, The University of Western Australia, Crawley, Australia (based in Fréjus, France); Dr Anke van Eekelen Editorial Officer, Respirology, School of Anatomy, Physiology and Human Biology, The University of Western Australia, Crawley, Australia; Prof. Peter Eastwood Winthrop Professor and Editor in Chief, Respirology, Centre for Sleep Science, School of Anatomy, Physiology and Human Biology, The University of Western Australia, Crawley, Australia
(1) Understand the unique challenges faced by international Asia-Pacific based journals with high numbers of submissions from non-native English- speaking countries with diverse cultural and educational backgrounds;
(2) Incorporate effective workflows for journals to identify and resolve manuscripts with problematic use of English, high levels of plagiarism and/or unjustified authorship;
(3) Develop strategies for journals to assist authors with English as second language and to inform them on journal policy and publishing ethics.
Respirology is the official English-language, peer- reviewed journal of the Asian Pacific Society of Respirology. It is the major respiratory medicine journal in the Asia-Pacific region. In recent years the journal has experienced a rapid rise in impact factor and an increase in submissions from Europe and North America, but particularly from the Asia-Pacific region. The journal’s stated aim is to publish the best research papers in the respiratory medicine field, however it is also mindful of its role in supporting and guiding authors from the region represented by its host society. This presents particular challenges for Respirology as it seeks to maintain international standards of research conduct, quality and presentation while handling large numbers of submissions from developing countries and non-native English speakers. The major challenges can be summarised as follows: (1) English language proficiency; good science being ‘lost in translation’ (2) Plagiarism: lack of knowledge about text recycling; inability to paraphrase and express ideas in an original way; (3) Authorship: unwarranted authorship and increasing numbers of requests for joint authorship. This poster presents an overview of the extent of these issues and the procedures implemented by Respirology to identify potential problems and work with the authors to overcome them.
COI: Respirology is owned by the Asian Pacific Society of Respirology (APSR), Tokyo, Japan, and published by Wiley Publishing Asia, Melbourne, Australia. The Editorial Office staff of Respirology are funded by the APSR. The Editorial Office is accommodated at the Centre for Sleep Science which is part of the School of Anatomy, Physiology and Human Biology, The University of Western Australia, Crawley, Australia. The Editorial Office staff members thank the APSR for their financial support to attend the ISMTE conference.
Making the most of good science: Referring manuscripts from IJC to Cancer Medicine Franca Bianchini1, Ruth Prior2, Verity Emmans2 and Sherryl Sundell1 1International Journal of Cancer Im Neuenheimer Feld 242 69120 Heidelberg, Germany 2Wiley-Blackwell, John Wiley
& Sons Ltd 9600 Garsington Road Oxford, OX4
2DQ United Kingdom
3/1/2013 4:51 AM
1. Why and how we established a procedure for referring manuscripts
2. How we evaluated the outcome of the new process
3. How such a collaboration impacts the reputation of involved journals
Offering the possibility of transferring manuscripts between journals (referring) is becoming a common practice in publishing. The International Journal of Cancer (IJC) recently started a collaboration with Cancer Medicine, an open access journal launched in 2012 by Wiley. Authors of scientifically sound manuscripts not suitable for publication in IJC are offered the option of easily transferring their paper, along with any reviews performed at IJC, to Cancer Medicine without having to reformat their manuscript. Some papers considered with low novelty or low priority for IJC were referred to Cancer Medicine without being reviewed; papers were also referred after the review process, and these were generally borderline rejections, i.e. papers given a low priority score by the reviewers but with no fundamental changes requested. Last year Cancer Medicine received about 120 submissions, and approximately 80% were transferred from supporter journals. IJC referred more than 600 papers to Cancer Medicine, and on average 11% of authors agreed to transfer their paper to the journal. Results after 15 months of follow-up, as well as advantages for the two journals, the submitting authors, and the publisher will be presented in the poster.
COI: None declared
Starting Over – New Editors and a New Online World for International Social Work
Mrs Elizabeth Ryan Journal Manager for International Social Work at Durham University, UK and freelance Editorial Assistant for the Journal of Research in Nursing, UK.
2/27/2013 3:24 PM
• Identifying the major challenges of transitioning new Editors at the same time as implementing a new online submission system.
• Workable solutions for overcoming the challenges of this situation, whilst ensuring the peer review process is not affected.
• Taking this as an opportunity to create new policies to benefit the journal in the long term
If a journal is administered ‘offline’ and it is time for a change in Editorship, publishers tend to take this opportunity to move a journal online at the same time. Although this is a pragmatic thing to do, it can raise challenges for the Editorial Assistant, especially if they have been recruited at the same time as the new Editors. The poster will outline the main challenges of this situation and deliver workable solutions to these challenges, all based on the experience of this situation with International Social Work. The main challenges are the inherited ‘offline’ records from the previous editorial team, if these are received at all, and any overlap with the offline and new online submissions which can be time consuming and difficult to negotiate. Also, there can be resistance from the new Editors regarding the new ‘online’ world, and this has to be overcome. However, it can be an opportunity to organise the administration of the journal in a new way, for example, with the creation of new policies for special issues and submission guidelines which not only make sense to you, but can be utilised by any further editorial teams in the future.
COI: None declared