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Academic Writing for Publication Bimtek-Kopertis Wil 3 Febr 2017 A little about me

Media Anugerah Ayu A happy mum of two lovely boys and currently working as an academician at Sampoerna University-Jakarta.

Prior to that I was an Associate Professor in Faculty of Information and Communication Technology-International Islamic University Malaysia (IIUM)

Education: PhD from The Australian National University, Canberra-Australia MSc from The Asian Institute of Technology, Bangkok-Thailand Ir from Institut Pertanian Bogor, Bogor-Indonesia

Email: [email protected]; [email protected] Web: medayu.mandalawangi.net A little about me Coverage

• Writing • Academic writing • Academic writing for publication Writing… Writing habits

Marshal D Carper Writing habits

Hannah Heath • The secret of good writing is rewriting • The secret of rewriting is re-thinking

Academic writing… Its general components….. What is the point of academic writing?

• The substance of academic writing must be based on solid evidence and logical analysis, and presented as a concise, accurate .

• Academic writing can allow you to present your argument and analysis accurately and concisely. How is it done? • Aim for precision. Don’t use unnecessary words or waffle. Get straight to the point. Make every word count. • If there is any uncertainty about a particular point, use cautious language (such as ‘may’, ‘might’, ‘could’, ‘potentially’). • Unless you are a confident writer, it is best to avoid over-long sentences and to aim for a mixture of long and short sentences for variation and rhythm. • Avoid repeating the same words. Avoid overly elaborate language

• When using words that are not technical or subject related, use simple words in place of obscure words that have the same meaning. • Using overly elaborate language can make your writing seem pretentious. Technical and specific language

• Use technical language and words specific to your discipline where appropriate.

• However, it is wise to avoid convoluted phrases and terms when writing about general information. Is the following text a good example of academic style?

• Today being fat is totally bad for your health. About 30,000 fat people die every year in the UK and loads more fat people die in the USA. By 2005 more people will die of being fat than smoking and it doesn’t have to be this way, this could easily be prevented, couldn't it? Read this

• The number of deaths per year attributable to obesity is roughly 30,000 in the UK and ten times that in the USA, where obesity is set to overtake smoking in 2005 as the main preventable cause of illness and premature death. Avoid abbreviations and contractions

• Abbreviations and contractions are informal, and are best avoided in academic writing. For example: • ‘Department’ should be used instead of the abbreviation ‘dept’. • ‘Is not’ should be used in place of the contraction ‘isn’t’. Avoid slang words and phrases

Compare the following: • ‘The individual was sentenced for nicking a bike.’ • ‘The doctor looked kind of worried when he reviewed the case notes.’

• ‘The individual was sentenced for stealing a bike’ • ‘The doctor looked slightly worried when he reviewed the case notes.’ Avoid conversational terms

• This totally changed people’s lives’ • Why is ‘totally’ there? • If it’s a ‘filler’ it can be omitted. • If it’s used for emphasis, a more appropriate word could be used, for example ‘significantly’ or ‘fundamentally’ Avoid vague terms

Consider the following: • ‘The right thing’ would be better expressed as ‘the right action’ or ‘the right procedure’

• ‘A nice addition to the collection’ would be better expressed as ‘A popular addition to the collection’ or ‘A prestigious addition to the collection’ Be Impersonal

• In many academic disciplines, writing in the first person is not acceptable as it is believed to be too subjective and personal. Writing in the first person

• First person sentences use the pronouns ‘I’ and ‘we’. For example: • We have considered... • I suggest that... • I have observed...

These can be transformed into- Impersonal sentences

• Consideration has been given to... • The suggestion is made that... • It has been observed that... Referencing….. What does referencing mean?

• When writing an academic piece of work we need to acknowledge any ideas, information or quotations which are the work of other people. This is known as referencing or citing. Why should we include references in our work?

• We should include references in order to: – acknowledge the work of others – provide evidence of your own – illustrate a particular point – support an argument or theory – allow others to locate the resources you have used • And most importantly: – avoid accusations of Referencing while writing

• References will be cited in our work in two places: - – 1) Where a source is referred to in the text () – 2) In a list (the /List of references) at the end of the assignment. ….. Purpose of a Literature Review

The literature review is a critical look at the existing research that is significant to the work that you are carrying out.

• To provide background information • To establish importance • To demonstrate familiarity • To “carve out a space” for further research Characteristics of Effective Literature Reviews

• Outlining important research trends • Assessing the strengths and weaknesses of existing research • Identifying potential gaps in knowledge • Establishing a need for current and/or future research projects Analyzing Sources • A literature review is never just a list of studies— it always offers an argument about a body of research

• Analysis occurs on two levels: – Individual sources – Body of research Four Analysis Tasks of the Literature Review

TASKS OF LITERATURE REVIEW

SUMMARIZE SYNTHESIZE CRITIQUE COMPARE Summary and Synthesis In your own words, summarize and/or synthesize the key findings relevant to your study. • What do we know about the immediate area? • What are the key , key characteristics, key concepts or key figures? • What are the existing debates/theories? • What common are used? Sample Language for Summary and Synthesis

• Normadin has demonstrated… • Early work by Hausman, Schwarz, and Graves was concerned with… • Elsayed and Stern compared algorithms for handling… • Additional work by Karasawa et. al, Azadivar, and Parry et. al deals with… Example: Summary and Synthesis

Piaget’s theory of stages of cognitive development and Erikson’s stages of psychosocial development are commonly used for educational psychology courses (Borich & Tombari, 1997; LeFrancois, 1997; Slavin, 1997). Piaget described characteristic behaviors, including artistic ones such as drawing, as evidence of how children think and what children do as they progress beyond developmental milestones into and through stages of development. Comparison and Critique Evaluates the strength and weaknesses of the work:

• How do the different studies relate? What is new, different, or controversial? • What views need further testing? • What evidence is lacking, inconclusive, contradicting, or too limited? • What research designs or methods seem unsatisfactory? Sample Language for Comparison and Critique

• In this ambitious but flawed study, Jones and Wang… • These general results, reflecting the stochastic nature of the flow of goods, are similar to those reported by Rosenblatt and Roll… Example: Comparison and Critique

• The critical response to the poetry of Phillis Wheatley often registers disappointment or surprise. Some critics have complained that the verse of this African American slave is insecure (Collins 1975, 78), imitative (Richmond 1974, 54- 66), and incapacitated (Burke 1991, 33, 38)—at worst, the product of a “White mind” (Jameson 1974, 414-15). Others, in contrast, have applauded Wheatley’s critique of Anglo- American discourse(Kendrick 1993,222-23), her revision of literary models… Common Errors Made in Lit Reviews

• Review isn’t logically organized • Review isn’t focused on most important facets of the study • Review doesn’t relate literature to the study • Too few references or outdated references cited • Review isn’t written in author’s own words • Review reads like a series of disjointed summaries • Review doesn’t argue a point • Recent references are omitted Writing a Literature Review: In Summary • As you read, try to see the “big picture”—your literature review should provide an overview of the state of research.

• Include only those source materials that help you shape your argument. Resist the temptation to include everything you’ve read!

• Balance summary and analysis as you write. • Keep in mind your purpose for writing: – How will this review benefit readers? – How does this review contribute to your study?

• Be meticulous about . Supporting tools

Tools to support in writing related to referencing and literature review:

- EndNote - Mendeley - Zotero A peek on Mendeley A peek on Mendeley A peek on Mendeley A peek on Mendeley Academic Writing for Publication Determine if you are ready to publish

You should consider if you have information that advances understanding in a certain scientific field

This could be in the form of:

• Presenting new, original results or methods

• Rationalizing, refining, or reinterpreting published results

• Reviewing or summarizing a particular subject or field

If you are ready to publish, a strong manuscript is what is needed next What is a strong manuscript?

• Has a novel, clear, useful, and exciting message • Presented and constructed in a logical manner • Reviewers and editors can grasp the scientific significance easily

Editors and reviewers but also authors are all busy scientists – make things easy to save their time What is a strong manuscript?

• A scientific paper is not a research report, but a contribution to the scientific discussions • A review is not an overview of the literature (as often in the introduction of a ) but a discussion of the literature bringing a new message

Before writing: Define what it is you want to make clear Identify the right audience for your paper

• Identify the sector of readership/community for which a paper is meant

• Identify the interest of your audience

• Is your paper of local or international interest? Choose the right journal

Do not just “descend the stairs”

Top journals

Nature, Science, Lancet, NEJM, ......

Field-specific top journals

Other field-specific journals

National journals Choose the right journal

• Ask help from your supervisor or colleagues – The supervisor (who is sometimes the corresponding author) has at least co- responsibility for your work. You are encouraged to chase your supervisor if necessary. • Articles in your references will likely lead you to the right journal. • DO NOT gamble by submitting your manuscript to more than one journal at a time. – International ethics standards prohibit multiple/simultaneous submissions, and editors DO find out! (Trust us, they DO!) Multiple submissions save you time but waste editor’s and reviewer’s time.

The editorial process of your manuscripts will be completely stopped if the duplicated submissions are discovered.

“It is considered to be unethical…We have thrown out a paper when an author was caught doing this. I believe that the other journal did the same thing. ” James C. Hower Editor, the International Journal of Coal Geology

Do not send your manuscript to a second journal UNTIL you receive the final decision of the first journal Read the ‘Guide for Authors’! Again and again!

• Stick to the Guide for Authors in your manuscript, even in the first draft (text layout, nomenclature, figures & tables, references etc.). In the end it will save you time, and also the editor’s. • Editors (and reviewers) do not like wasting time on poorly prepared manuscripts. It is a sign of disrespect.

55 Scientific Language – Overview

Write with clarity, objectivity, accuracy, and brevity.

• Key to successful is to be alert for common errors: – Sentence construction – Incorrect tenses – Inaccurate grammar – Not using English Check the Guide for Authors of the target journal for language specifications Scientific Language – Sentences

• Write direct and short sentences • One idea or piece of information per sentence is sufficient • Avoid multiple statements in one sentence

An example of what NOT to do: “If it is the case, intravenous administration should result in that emulsion has higher intravenous administration retention concentration, but which is not in accordance with the result, and therefore the more rational interpretation should be that SLN with mean diameter of 46nm is greatly different from emulsion with mean diameter of 65 nm in entering tumor, namely, it is probably difficult for emulsion to enter and exit from tumor blood vessel as freely as SLN, which may be caused by the fact that the tumor blood vessel aperture is smaller.” General Structure of a Research

• Title Make them easy for indexing and • searching! (informative, attractive, • Keywords effective)

• Main text (IMRAD) – Introduction – Methods Journal space is not unlimited. – Results Make your article as concise as – And possible. – Discussions • Conclusion • Acknowledgement • References • Supplementary Data The process of writing – building the article (a recommended approach) Title & Abstract Introduction Conclusion Discussion Methods Results Discussion Conclusion

Figures/tables (your data) Elements of a manuscript/research article

Title

Abstract

Keywords

Introduction

Methodology

Results/Discussions/Findings

Conclusion

References Let’s look at each element….. Title

• A good title should contain the fewest possible words that adequately describe the contents of a paper.

• Effective titles – Identify the main issue of the paper – Begin with the subject of the paper – Are accurate, unambiguous, specific, and complete – Are as short as possible

– Articles with short, catchy titles are often better cited – Do not contain rarely-used abbreviations – Attract readers

62 Title

An effective title should… Good •Answer the reader’s question: Title “Is this article relevant to me?” •Grab the reader’s attention VS. •Describe the content of a paper using the fewest possible words Bad Title • Is crisp, concise • Uses keywords • Avoids jargon A Human Expert-based Approach to Electrical Peak Demand Management Good Title

VS VS.

Bad A better approach of managing environmental and Title energy sustainability via a study of different methods of electric load forecasting Examples

Original Title Revised Remarks Preliminary Effect of Zn on Long title distracts readers. observations on the anticorrosion of Remove all redundancies such as effect of Zn element zinc plating layer “observations on”, “the nature of”, etc. Good on anticorrosion of Title zinc plating layer VS. Action of antibiotics Inhibition of growth Titles should be specific. on bacteria of mycobacterium Think to yourself: “How would I search for tuberculosis by this piece of information?” when you Bad streptomycin design the title. Title

Fabrication of Electrospinning of “English needs help. The title is nonsense. carbon/CdS coaxial carbon/CdS coaxial All materials have properties of all varieties. nanofibers nanofibers with You could examine my hair for its electrical displaying optical optical and and optical properties! You MUST be and electrical electrical specific. I haven’t read the paper but I properties via properties suspect there is something special about electrospinning these properties, otherwise why would you carbon be reporting them?” – the Editor-in-Chief Keywords

• In an “electronic world”, keywords determine whether your article is found or not! • Avoid to make them – too general (“drug delivery”, “mouse”, “disease”, etc.) – too narrow (so that nobody will ever search for it) • Effective approach: – Look at the keywords of articles relevant to your manuscript – Play with these keywords, and see whether they return relevant papers, neither too many nor too few

66 Keywords

Logical Use in the Title and Abstract for enhanced Search Engine Optimization Appropriate

Applicable

Specific

Searchable

2/27/2017 Abstract Tell readers what you did and the important findings • One paragraph (between 50-300 words) • Advertisement for your article • A clear abstract will strongly influence if your work is considered further What has Graphite intercalation compounds (GICs) of composition been done CxN(SO2CF3)2 · δF are prepared under ambient conditions in 48% hydrofluoric acid, using K2MnF6 as an oxidizing reagent. The stage 2 GIC product structures are determined using powder XRD and modeled by fitting one dimensional electron density profiles. A new digestion method followed by selective fluoride electrode elemental analyses allows the determination of free fluoride within products, and the compositional x and δ parameters are determined for reaction times from 0.25 to 500 h. What are the main findings Abstract

A “stand alone” condensed version of What you did the article •No more than 250 words; written in Why you did it the past tense •Uses keywords and terms How the results were useful, important & move the field forward Why they’re useful & important & move the field forward Example: abstract template from Emerald

Abstract

Purpose- Design//Approach- Findings- Research limitations/implications (if applicable)- Practical implications (if applicable)- Originality/value-

Introduction

The place to convince readers that you know why your work is relevant, also for them

Answer a series of questions: General – What is the problem? – Are there any existing solutions? – Which one is the best? – What is its main limitation? Specific – What do you hope to achieve?

State its contribution

72 Introduction

• A description of the problem you researched • It should move step by step through:

• The introduction should be: • Specific, not too broad or vague • About 2 pages • Written in the present tense

Methods / Experimental

• Include all important details so that the reader can repeat the work. • Details that were previously published can be omitted but a general summary of those should be included

• Give vendor names (and addresses) of equipment etc. used

• All chemicals must be identified • Do not use proprietary, unidentifiable compounds without description

• Present proper control experiments

• Avoid adding comments and discussion.

• Write in the past tense • Most journals prefer the passive voice Reviewers will criticize incomplete • Consider use of Supplementary Materials or incorrect descriptions, and may even recommend rejection • Documents, spreadsheets, audio, video, ..... 75 Methodology

• Problem formulation and the processes used to solve the problem, prove or disprove the hypothesis • Use illustrations to clarify ideas and support conclusions:

Tables Graphs Present representative data Show relationships or when exact values are between data points important to show or trends in data Figures Quickly show ideas/conclusions that would require detailed explanations

Fig. A Results – what have you found?

• The following should be included – the main findings – Thus not all findings – Findings from experiments described in the Methods section – Highlight findings that differ from findings in previous publications, and unexpected findings – Results of the statistical analysis

77 Results – Figures and tables

• Illustrations are critical, because – Figures and tables are the most efficient way to present results – Results are the driving force of the publication – A figure/table should convey the message besides giving the data of the

"One Picture is Worth a Thousand Words" Sue Hanauer (1968) Results – Appearance counts! . Un-crowded plots  3 or 4 data sets per figure; well-selected scales; appropriate axis label size; symbols clear to read; data sets easily distinguishable. . Each photograph must have a scale marker of professional quality in a corner. . Text in photos / figures in English  Not in French, German, Chinese, ... . Use colour ONLY when necessary.  If different line styles can clarify the meaning, then never use colours or other thrilling effects. . Colour must be visible and distinguishable when printed in black & white. . Do not include long boring tables! Discussion – what do the results mean?

• Check for the following: – How do your results relate to the original question or objectives outlined in the Introduction section? – Do you provide interpretation for each of your results presented? – Are your results consistent with what other investigators have reported? Or are there any differences? Why? – Are there any limitations? – Does the discussion logically lead to your conclusion? • Do not – Make statements that go beyond what the results can support – Suddenly introduce new terms or ideas

80 Results/discussion

Demonstrate that you solved the problem or Results made significant advances

Results: Summarizes the Data • Should be clear and concise Discussion • Use figures or tables with narrative to illustrate findings

Discussion: Interprets the Results • Why your research offers a new solution • How can it benefit other researchers professionals Conclusion

• Explain what the research has achieved • As it relates to the problem stated in the Introduction • Revisit the key points in each section • Include a summary of the main findings and implications for the field • Provide benefits and shortcomings of: • The solution presented • Your research and methodology • Suggest future areas for research Conclusions

• The conclusion is not a summary of the paper and is no outlook to future work • Present global and specific conclusions as a clear take home message • Avoid judgments about impact

83 Abbreviations

• Abbreviations must be defined on the first use in both abstract and main text. • Some journals even forbid the use of abbreviations in the abstract. • Abbreviations that are firmly established in the field do not need to be defined, e.g. DNA. • Never define an abbreviation of a term that is only used once. • Avoid acronyms, if possible – Abbreviations that consist of the initial letters of a series of words – Can be typical “lab jargon”, incomprehensible to outsiders

84 Another important element that needs to be considered in academic publication  Ethics Publish AND Perish! – if you break ethical rules

• International scientific ethics have evolved over centuries and are commonly held throughout the world. • Scientific ethics are not considered to have national variants or characteristics – there is a single ethical standard for science. • Ethics problems with scientific articles are on the rise globally.

M. Errami & H. Garner A tale of two citations Nature 451 (2008): 397-399

86 Ethics Issues in Publishing

Scientific misconduct – Falsification of results Publication misconduct – Plagiarism – Different forms / severities – The paper must be original to the authors – Duplicate publication – Duplicate submission – Appropriate acknowledgement of prior research and researchers – Appropriate identification of all co-authors – Conflict of interest

87 Plagiarism includes (Galvan, pg. 89): 1. Using another writer’s words without proper citation 2. Using another writer’s ideas without proper citation 3. Citing a source but reproducing the exact word without quotation marks 4. Borrowing the structure of another author’s phrases/sentences without giving the source 5. Borrowing all or part of another student’s paper 6. Using paper-writing service or having a friend write the paper A short‐cut to long‐term consequences!

Plagiarism is considered a serious offense by your institute, by journal editors, and by the scientific community.

Plagiarism may result in academic charges, but will certainly cause rejection of your paper.

Plagiarism will hurt your reputation in the scientific community.

From: Elsevier Plagiarism Detection Tools

• Plagiarism detection schemes: – Turnitin (aimed at universities) – Ithenticate (aimed at publishers and corporations)

Manuscripts are checked against a of 20 million peer reviewed articles which have been donated by 50+ publishers. • Editors and reviewers • Your colleagues • "Other“ whistleblowers – “The walls have ears", it seems ...

Data Fabrication and Falsification - often go hand in hand

A Massive Case Of Fraud Chemical & Engineering News February 18, 2008

Journal editors are left reeling as publishers move to rid their archives of scientist's falsified research William G. Schulz A CHEMIST IN INDIA has been found guilty of plagiarizing and/or falsifying more than 70 research papers published in a wide variety of Western scientific journals between 2004 and 2007, according to documents from his university, copies of which were obtained by C&EN. Some journal editors left reeling by the incident say it is one of the most spectacular and outrageous cases of scientific fraud they have ever seen. …

92 Data fabrication and falsification

Fabrication: Making up data or results, and recording or reporting them

“… the fabrication of research data … hits at the heart of our responsibility to society, the reputation of our institution, the trust between the public and the biomedical research community, and our personal credibility and that of our mentors, colleagues…”

“It can waste the time of others, trying to replicate false data or designing experiments based on false premises, and can lead to therapeutic errors. It can never be tolerated.” Professor Richard Hawkes Department of Cell Biology and Anatomy University of Calgary

“The most dangerous of all falsehoods is a slightly distorted truth.” G.C.Lichtenberg (1742-1799) Publication ethics – Self-plagiarism

2003 2004

94 Publication ethics – How it can end .....

“I deeply regret the inconvenience and agony caused to you by my mistake and request and beg for your pardon for the same. As such I am facing lot many difficulties in my personal life and request you not to initiate any further action against me. I would like to request you that all the correspondence regarding my publications may please be sent to me directly so that I can reply them immediately. To avoid any further controversies, I have decided not to publish any of my work in future.”

A “pharma” author December 2, 2008

95 The article of which the authors committed plagiarism: it won’t be removed from ScienceDirect. Everybody who downloads it will see the reason of retraction… 96 Types of misconduct

Conflict of Interest Author Attribution

• A financial or other relationship • Must be given if you use another with the publication at odds with author’s ideas in your article, even the unbiased presentation of if you do not directly quote a source data or analysis Author involvement/ Plagiarism contributions

• Copying another person’s work • Include any and all who have made word for word or paraphrasing a substantial intellectual contribution without proper citation to the work

• Do not include minor contributors 2/27/2017 Ethical publishing

Plagiarism

• Avoid plagiarism

• Cite and separate any verbatim copied material – but how much?

• Paraphrase other’s text properly, and include citation

• Credit any ideas from other sources

• Familiarize yourself with IEEE Policies

2/27/2017 Ethical publishing

Duplication, Redundancies & Multiple Submissions

• Author must submit original work that:

• Has not appeared elsewhere for publication

• Is not under review for another refereed publication

• Cites previous work

• Indicates how it differs from the previously published work

• Authors MUST also inform the editor when submitting any previously published work 2/27/2017 Publication process Your personal reason for publishing

• However, editors, reviewers, and the research community don’t consider these reasons when assessing your work. • If these are the drivers, consider a career switch

101 The Process - Overview

Author Editor Reviewer START

Basic requirements met? Submit a [Yes] paper Assign reviewers Review and give [No] recommendation Collect reviewers’ recommendations

[Reject] REJECT Make a decision Revise the [Revision required] paper [Accept]

Michael Derntl Basics of Research Paper Writing and Publishing. ACCEPT http://www.pri.univie.ac.at/~derntl/papers/meth-se.pdf First Decision: “Accepted” or “Rejected”

Accepted Rejected

• Very rare, but it happens • Probability 40-90% ...

• Do not despair – It happens to everybody

• Try to understand WHY – Consider reviewers’ advice – Be self-critical

• If you submit to another journal, begin as if it were a new manuscript – Take advantage of the reviewers’ comments – The same reviewer may again • Congratulations! review your manuscript! – Cake for the department – Read the Guide for Authors of the – Now wait for page proofs and new journal, again and again. then for your article online and in print First Decision: “Major” or “Minor” Revision

• Minor revision – Basically, the manuscript is worth being published – Some elements in the manuscript must be clarified, restructured, shortened (often) or expanded (rarely) – Textual adaptations – “Minor revision” does NOT guarantee acceptance after revision!

• Major revision – The manuscript may be worth being published – Significant deficiencies must be corrected before acceptance – Involves (significant) textual modifications and/or additional experiments Why editors and reviewers reject papers

• The content is not a good fit for the publication • There are serious scientific flaws: • Inconclusive results or incorrect interpretation • Fraudulent research • It is poorly written • It does not address a big enough problem or advance the scientific field • The work was previously published • The quality is not good enough for the journal • Reviewers have misunderstood the article “There is no way to get experience except through experience.”