Have you ever wondered what happens to your accepted manuscript before it is published? All manuscripts for the Journal of Pediatric Health Care (JPHC) are submitted on the Elsevier Editorial System (EES). Through the EES, all communications regarding your submission are sent to you as the author, to reviewers, and back to you for revision and re-submission. Once your manuscript is accepted, you receive an e-mail notification from the EES of this accomplishment (on behalf of the editor-in-chief or the associate editor). Upon acceptance, Elsevier registers your article with a unique reference number that is used to track your article throughout the production process.
It usually takes a minimum of 3 months for an article to make it from acceptance to the print version of the Journal.
Many people make up the production team, including the journal administrator (JA), journal manager (JM), local supplier manager, copy editor (CE), and journal management supervisor. It usually takes a minimum of 3 months for an article to make it from acceptance to the print version of the Journal. For example, for this issue of JPHC, manuscripts were at production last November. Although articles can make it through the production process in this time frame, the Journal has a backlog of manuscripts and original articles that may not appear in the print version of the Journal for several months to a year.
The JA retrieves accepted files from EES. This individual performs the final disposition and entry of all metadata (i.e., key words and other document information that will ideally place the article at a high level in online search results) into the internal workflow management system known as the Production Tracking System. In addition, the JA is responsible for electronically releasing copyright transfer and offprint order forms to the corresponding author.
The JM maintains regular contact with authors and editorial staff and is responsible for navigating accepted papers through the production process. The JM has a large number of details to track and will alert the editorial staff and authors regarding the need for permissions, questions about format, or concerns related to the text, tables, or figures. The JM delivers all accepted manuscripts to the CE.
The role of the CE is to ensure that the text is clear and correct with regard to spelling, grammar, and syntax (Elsevier, 2008). Authors and editorial staff are sent a list of queries or questions from the CE that the author can review when proofs are issued. At Elsevier, CEs will correct spelling errors, incorrect word or abbreviation usage, and fundamental syntax errors within the manuscript (Elsevier). Although the CE will format references (American Psychological Association style for JPHC) and send queries about reference content, the accuracy of the information in the references is the author's responsibility. Several grammatical considerations are not corrected by Elsevier CEs, including inconsistencies in the active and passive verb form, use of the first/third person, and use of the present/past tense (Elsevier).
Once the CE completes manuscript review, the JM spot-checks the CE's final manuscript before submission to the typesetter. The typesetter prepares the first page proofs, which are the preliminary version of your publication. Prior to you receiving your manuscript proof, the typesetter checks the artwork, tags the articles for databasing to render an eventual on-line version, converts files into a typesetting format, proofreads text, and “validates” the files using required Elsevier tools.
The proofs, which are a prototype of your completed manuscript, are sent electronically to the author(s) and involved editorial staff. There may be queries or questions from the CE or JM. The proof is in a portable document format (pdf). Authors and editors are encouraged to send feedback regarding the proof back to Elsevier staff through an electronic format termed the “annotated pdf” or by listing comments in a separate document that can be faxed or sent electronically to the JM. The JM's contact information is included for any author questions or concerns regarding the proof authors receive. Usually, authors have approximately a week to respond if the manuscript is planned for the next volume of the Journal or for the current production cycle. Manuscripts cannot be published unless the corresponding author approves the proof.
The JM coordinates the manuscript correction cycles, compiles author corrections onto master proofs, and returns a set of proofs to the compositor. All of these tasks are carried out electronically. Authors should always inform the editorial staff of any changes in their contact information to ensure that authors are able to receive proofs and other required documents. Most manuscripts for JPHC undergo one correction cycle, but additional proofs can be requested by an author or editorial staff member as appropriate.
Finally, the issue is compiled and the JM coordinates with the typesetter to prepare the full issue (approximately 72 print pages for JPHC). This compilation is accomplished by the JM, who submits physical copies of the articles after the issue line-up is confirmed by editorial staff, an issue pagination sheet (“blueprint” for the issue), and standard pages (e.g., front pages and back matter). During the final stages of production, ads are finalized and are released to the typesetter and then to the printer.
The electronic files are exported to the Elsevier Electronic Warehouse, which feeds the online Journal site and other online platforms that carry JPHC, including ScienceDirect and Mosby's Nursing Consult. The Electronic Warehouse ensures the continuity of content across the electronic platforms. Generally the online version is available about a week prior to the Journal being mailed.
Because there is a backlog of original articles, accepted in-press publications are available for JPHC subscribers at www.jpedhc.org.
Because there is a backlog of original articles, accepted in-press publications are available for JPHC subscribers at www.jpedhc.org. So, if you are an author, congratulations! Your manuscript made it through the production process!
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