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Production FAQ

Production

When and how shall I receive a proof of my article?

A proof of most papers published will be sent to the corresponding author within 2-4 weeks, generally by e-mail in PDF format.

Why is my supplementary material not online?

Supplementary material should be uploaded within 24 hours of online publication of your paper. If it does not appear 24 hours after your paper is published online, please contact Oxford Journals.

My paper is online—when will it be published?

All papers that appear online are considered published. The date it appears online is the definitive publication date. The publication date of your article will appear centred at the top of the first page of the Advance Access publication.

How do I cite an article that is available in Advance Access but not in an issue?

Papers published in Advance Access using the doi and publication date ('doi' stands for 'digital object identifier' and is unique to each paper; for more about dois, please visit http://www.doi.org or http://www.crossref.org). An example of an Advance Access citation is given below:

Hill AF, Joiner S, Wadsworth JDF, Sidle KCL, Bell JE, Budka H, et al. Molecular classification of sporadic Creutzfeldt–Jakob disease. Brain Advance Access published April 8, 2003, doi:10.1093/brain/awg125.

The same paper in its final form would be cited:

Hill AF, Joiner S, Wadsworth JDF, Sidle KCL, Bell JE, Budka H, et al. Molecular classification of sporadic Creutzfeldt–Jakob disease. Brain 2003; 126: 1333-46. First published April 8, 2003, doi:10.1093/brain/awg125.

What is/where do I find the manuscript number to put on my licence/offprint form?

The Oxford Journals manuscript number (or article ID number) is a 6-character code made up of three letters followed by three numbers. It can be found on any correspondence from Oxford Journals and on your PDF proofs (it makes up the last six characters of the doi). If you have not yet been assigned an Oxford Journals article ID number, but you have a manuscript number assigned by the Editorial Office, you may use that number on your licence form.

Can I make another correction to my article?

Please contact the production editor to see if this is possible. You will need to check the status of your paper with us, but if it is soon after you returned your first corrections, generally yes. You should ensure that you check your proofs very carefully to avoid this situation arising.

How do I cite an e-letter?

An example of an e-letter citation is given below:

Saunders, David I, 'Optimum Positioning for Preoxygenation: Offer the Benefits to All' [E-letter], British Journal of Anaesthesia (30 Nov 2005), http://bja.oxfordjournals.org/cgi/eletters/95/5/706#423 (accessed 1 Dec 2005).

I have just seen my article published in Advance Access and have spotted an error—can this be changed?

At Oxford Journals we use two forms of Advance Access. You can determine which model a journal uses by visiting the Advance Access page online.

Some journals publish papers almost immediately after acceptance, with no copyediting or typesetting. If your paper has been published under this model of Advance Access, you should make changes to your article once you have received your proofs, as the final version of your paper will be posted when the issue is published.

The second form of Advance Access that we use at Oxford Journals means that your paper will only be published in its final form, i.e. after the paper has been copyedited, typeset, and proofread. If your paper has been published in Advance Access in its final corrected form and you have already received and returned proofs, it is Oxford Journals policy not to make further changes to the article.

Why have changes been made to my article after it was accepted?

All papers are subject to copyediting after acceptance to ensure that articles conform to journal style, there are no spelling or grammatical errors, for internal consistency.

How do I open my proofs? What should I do if I want to make changes to them?

You will need Adobe Reader to open your PDF proofs – this software is freely available at http://www.adobe.com/products/acrobat/readstep2.html. You can make changes by printing out the PDF and faxing the marked up pages back to Oxford Journals, or if you have Adobe Acrobat, you can electronically mark your corrections and e-mail the PDF back to us.

When do you need my proofs back?

We require proof corrections to be returned within two working days.

I was out of town and couldn't return the proofs within your deadline—is it too late to return them for inclusion in the next issue?

This depends on how quickly the journal is published. You should always return your proofs as soon as possible, even if you miss the deadline. If you know you will be away, please let us know so we can accommodate this, or arrange for someone to handle the proofs in your absence.

Has my paper been accepted? Please could you send an official letter of acceptance?

You should receive a letter of acceptance from the Editors of the journal once your paper has been accepted. If you have any doubts over whether your paper has been accepted, please contact the Editorial Office you submitted your paper to (please note the Editorial Office is separate from Oxford Journals, and is not at Oxford University Press).

Figures

What format should figures be supplied in?

We prefer figures to arrive as TIFFs, although we can accept most figure formats. Please note that JPEGs generally do not meet our requirements and should be avoided. For production, images must be at a minimum resolution of 600 dots per inch (dpi) for line drawings (black and white) and combinations, and 300 dpi for colour or greyscale. Colour figures must be supplied in CMYK not RGB colours. Please ensure that the prepared electronic image files print at a legible size and are of a high quality for publication. For useful information on preparing figures, visit http://cpc.cadmus.com/da where you can also test whether your figures are suitable for production by using the preflight tool at http://cpc.cadmus.com/da.

Customer Service

Will I receive any free offprints?

Unless stated in the journal or on the offprint form, you will not receive any free paper offprints. Most journals do, however, offer authors free, permanent access to the online version of their articles. Any exceptions to this rule will be outlined on individual journals' offprint forms.

When will I receive online access to my article?

Corresponding authors will be sent URLs for their online papers once they are published.

When will I receive my paper offprints?

If applicable, offprints are normally dispatched within 4–6 weeks after print publication.

How do I pay for colour/excess charges?

You will be invoiced for any costs relating to publication after print publication.

How do I order offprints/reprints?

You will receive an offprint order form with your PDF page proofs. You should complete this and fax it back with your corrections. This form can also be downloaded from the journal website in most cases.

How much do offprints cost?

The prices for offprints are stated on the offprint form. Please add 100% of the prices quoted for colour offprints (i.e. black/white cost for 100 offprints, £271/$461; colour cost £542/$922).

What is the difference between offprints and reprints?

Offprints are ordered before publication of an article, and are printed are the same time as the issue. Reprints are printed after publication and may incur an extra cost.

What happens if I return my offprint form late?

If the issue has already gone to press, reprints will have to be ordered instead of offprints (see above for explanation of the difference), and may incur an extra cost. You should return your offprint form as soon as possible.

Do I have to return my offprint form even if I don't want to order any?

It is helpful if you do so.

Why do I have to pay for colour/excess pages?

Colour figures cost more to print than black and white figures to produce. For some journals, therefore, we must charge authors a fee to defray costs. For details about colour charges for your journal, please contact your Editorial Office or Oxford Journals Production Editor.

Where are my offprints?

If you do not receive your ordered offprints 6 weeks after publication of the journal, please contact Oxford Journals so we can investigate what has happened.

Can you send the invoice for my paper to someone else?

Invoices can be addressed to whomsoever you wish—please fill in this section clearly on the offprint form.

Can we receive a waiver for our article's charges?

If your country is listed on our developing countries list, you may receive a waiver of publication charges. Other reasons for applying for a waiver should be directed to the Editor of the journal, who may have the discretion to grant a waiver.

Conflicts of interest

What is a ‘Conflict of Interest’?

Any financial interests or connections, direct or indirect, or other situations that might raise the question of bias in the work reported or the conclusions, implications or opinions stated – including pertinent commercial or other sources of funding for the individual author(s) or for the associated department(s) or organization(s), personal relationships, or direct academic competition.

How can I be sure if I should declare something?

Please consider the following Conflict of Interest test: Is there any arrangement that would compromise the perception of your impartiality or that of your co-authors if it was to emerge after publication and you had not declared it?

Who should make the declaration?

The corresponding author is expected to obtain the relevant information from all co-authors

How should the declaration be made? This journal requires declaration of any Conflict of Interest upon submission. This information will be available to the Editors. If your manuscript is published, this information will be communicated in a statement in the published paper.

Depending on the journal, you may also be asked to submit signed Conflict of Interest form(s) if your article is accepted for publication.

In both cases the corresponding author has to be in a position to report for all co-authors.

What happens if I do not know about any potential Conflict of Interest for my co-authors?

On submission any potential Conflict of Interest should be clearly stated for each author – the Editors reserve the right to require further information before the paper is reviewed. As corresponding author it is your responsibility to confirm with your co-authors whether they have any conflicts to declare. If you are unable to do this you will need to co-ordinate the completion of written forms from all co-authors, and submit these to the editorial office before the manuscript can be processed.

Are referees and Editors covered by a similar code?

All referees are either asked to decline to review a manuscript if they have a potential conflict or declare any potential conflict.

All Editors have submitted a Conflict of Interest statement to the publisher or society. Editors would not handle the review of a manuscript if there was a potential Conflict of Interest, and instead would pass it on to another editorial colleague.