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Post-acceptance Guidelines

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In accordance with the recommendations of the World Association of Medical Editors and the Committee of Publication Ethics, the British Society for Rheumatology has developed author disclosure and patient consent forms for Rheumatology.

It is the responsibility of the corresponding author of the manuscript to provide the Editorial Office with all relevant information and to distribute the mandatory forms to each author of the manuscript and ensure that they complete and return the forms.

A manuscript will not be considered formally accepted and will not be processed for publication until all the required documentation has been received. The formal acceptance date is the date after editorial acceptance of the paper.

Authorship List
Author disclosure form
Patient consent form
Copyright permission
Licence to publish
Production
Proofs
Errata
Offprints
Advance Access

AUTHORSHIP LIST

All persons designated as authors should qualify for authorship. Please see the authorship section for information on the criteria for authorship.

All authors will be required to submit a signed statement confirming that they meet the authorship criteria.

Once a paper has been accepted, no changes can be made to the authorship list and the order cannot be changed.

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AUTHORSHIP DISCLOSURE FORM

The author disclosure form consists of two parts:

1) an authorship statement
2) a conflict of interest statement.

These forms are sent out by the Editorial Office at the time of acceptance. Any forms sent prior to acceptance cannot be used.

Each author listed on the manuscript must individually fill out and return the author disclosure form to the Editorial Office.

Authors cannot fill out forms on behalf of another author. The forms are electronic and must be returned by e-mail from the author’s e-mail address (which should be identical to the e-mail address that appears in the form).

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PATIENT CONSENT FORM

Patient Consent Form

Patients have the right to privacy that should not be infringed without informed consent. Identifying information should not be published in written descriptions, photographs and pedigrees unless the information is essential for scientific purposes and the patient (or parent or guardian) gives written informed consent for publication. Therefore, the patient must be shown the manuscript to be published.

Identifying details should be omitted if they are not essential, but patient data should never be altered or falsified in an attempt to attain anonymity. We understand that complete anonymity is difficult to achieve, and informed consent should be obtained in case of any doubt. For example, masking the eye region in photographs of patients is inadequate protection of anonymity.

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COPYRIGHT PERMISSION

If any figures/tables in your paper have already been previously published (for example in a journal, book or on a website), we will require a copy of the written or e-mail permission from the author and the copyright holder.

Permission must be obtained for reproduction for both print and electronic media world-wide in perpetuity. An appropriate statement must be included in the legend and a copy of the original published material must be provided. It is the author’s responsibility to obtain permission.

Figures/tables adapted from previously published sources and deemed to be sufficiently different from the original source do not require permission, but a reference must be included acknowledging the original source, e.g. Adapted from Smith et al. [13].

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LICENCE TO PUBLISH

It is a condition of publication in Rheumatology that authors grant an exclusive licence to the Journal, published by Oxford University Press on behalf of the British Society for Rheumatology.

This licence ensures that requests from third parties to reproduce articles are handled efficiently and consistently and will also allow the article to be as widely disseminated as possible.

In assigning the Licence, Authors may use their own material in other publications provided that the Journal is acknowledged as the original place of publication, and Oxford University Press is notified in writing and in advance.

The Licence agreement must be completed online and the publisher will send a link to the online licensing system to the corresponding author once the paper has been accepted and sent through to production.

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PRODUCTION

On acceptance, the manuscript files are sent to Oxford University Press for the production process. The files are copyedited and typeset by professionals who liaise with the corresponding author regarding any queries/corrections. A copy of the final proof is sent to the corresponding author for approval.

Articles are published online within an average of 6 weeks after they have been sent to production.

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PROOFS

The corresponding author is sent PDF page proofs by e-mail and is responsible for checking the proof thoroughly.

To avoid delays in publication, proofs should be checked immediately for typographical errors and any corrections returned within 3 working days to OUP marked on the proofs electronically or listed clearly in an e-mail.

The Publisher reserves the right to charge authors for the cost of changes made to the text or the figures at proof stage when such changes are extensive. No charge will be made for corrections of errors made during the editorial process or by the printer.

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ERRATA

Any significant error will be corrected and an erratum published online and in the print publication. Please inform the Editorial Office as soon as you spot the error and provide details of the paper including authorship, title and manuscript number.

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OFFPRINTS

The Publisher will supply free electronic access to each article. The details will be sent to the corresponding author. Printed offprints may be ordered at an extra cost at proof stage.

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ADVANCE ACCESS

What is Advance Access?

Advance Access enables us to publish papers online soon after they have been accepted for publication and well ahead of their appearance in the printed Journal, thus greatly reducing publication times.

New papers are uploaded onto Advance Access at regular intervals and are then taken off the Advance Access page once they have been included into the print issue, at which point the issue into which they have been incorporated will be posted online. Therefore, the Advance Access page may list no articles if all the available papers have been incorporated into an issue.

Advance Access versions of papers that have been incorporated into issues are available online via the paper's Abstract, Full Text pages, PDF version of the relevant issue or by browsing the archive.

Abstracts and titles are searchable and accessible within the Journal's web pages, the entire HighWire archive and PubMed.

When is a paper considered published?

As soon as a paper is included in Advance Access, it constitutes publication. The official publication date appears beneath the title of each manuscript article just before its Digital Object Identifier (DOI).

What is a 'DOI'?

A 'Digital Object Identifier' is an automatically generated unique identifier for intellectual property in the digital environment ('10.1093/rheumatology/keh516' is an example of a DOI).

The DOI is attached to the manuscript once it is accepted for publication and remains the same even if different versions of recognisably the same item appear successively. It appears on every version of the manuscript, including the final versions in print and online, and reprints. DOIs facilitate online searches for particular papers.

How do I cite papers that appear in Advance Access?

Papers published in Advance Access are citeable using the DOI and publication date. An example of an Advance Access citation is given below:
D. J. Walker and R. J. Moots. A patient-centred approach to drug regulation. Rheumatology Advance Access published on May 22, 2006, doi:10.1093/rheumatology/kel145.

The same paper in its final form would be cited:
D. J. Walker and R. J. Moots. A patient-centred approach to drug regulation. Rheumatology 2006; 45: 935-936; doi:10.1093/rheumatology/kel145

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