Group Photos of the JGR-Space Physics Crew

Just in case you have no idea what we look like, here is a picture of the JGR-Space Physics crew:

IMG_0172

From left to right: Brian Sedora (JGR-Space Physics journal program manager), Alan Rodger, me, Larry Kepko, Michael Balikhin, Mike Crowner (JGR-Space Physics editorial assistant), and Yuming Wang. This was taken outside the AGU HQ building in Washington, DC, during our editorial board meeting last week. And here’s another one that highlights the cool patio area where we are standing:

IMG_0176

Yes, that’s the solar system, laid out to scale. Something fun and special at the AGU building. If you ever visit AGU HQ, be sure to spend the time to see this courtyard, and if you have a minute, look for Pluto. It’s a bit of a walk past the front door. Yes, AGU put this in before the astronomers killed Pluto as a planet.

Fast Turnaround for JGR-Space Physics

I’ve made this point before, but I’d like to say it again: you are a fantastic community and I am very honored to be a part of it and to serve you. I am particularly talking about your willingness to agree to review papers and your timeliness with turning in those reviews.

I am specifically referring this chart, shown at our recent editorial board meeting:

Slide4

I hope that it is readable here in the blog post. JGR-Space Physics is the highlighted row in the table, which lists the median time from submission to first decision, not including those that are rejected without review (i.e., these values only include those sent out for review).

As you can see in the chart, JGR-Space Physics is third, behind Space Weather and GRL. While several factors that go into this timescale, there are two main determinants that can greatly change value, namely those that I listed above: securing referees and getting reviews back from those referees. Relative to other AGU-related communities, space physics is exceptionally fast, both at agreeing to serve as a referee and at actually doing it. Thank you for being such a good service-oriented research community!

A motivating factor for this post is another chart I saw at the editorial board meeting that showed the stats from your responses to the post-decision author surveys. In general, you like JGR-Space Physics, but one of the questions with a slightly lower median score was the one about timeliness of the review process. Apparently, there is a perception out there that JGR-Space Physics isn’t that fast. Of course, the survey could be biased; less than 20% of authors complete the survey and the results could be skewed toward those with a negative comment to send back to AGU. Yes, you usually have to wait over a month to hear back from us, and JGR-Space Physics is slow compared to the other AGU journals in which we publish (specifically, GRL and Space Weather). However, compared to other disciplines, we are pretty fast.

 

JGR-Space Physics Editorial Board Meeting

We, the editors of JGR-Space Physics, just completed our editorial board meeting at AGU HQ. It was an excellent 2 days of presentations by and conversation with AGU and Wiley staff. I am continually impressed by these two organizations.

We heard from AGU Executive Director Christine McEntee about the state of AGU and the big-picture topics coming up for the Union, we heard from AGU Director of Publications Brooks Hanson about the state of publications at AGU and the many new developments in this area, including a long-range strategic plan for the society’s publication portfolio. Dana Rehm, the Director of Marketing, Communications, and Engagement, told us about new websites on the horizon, like Eos.org, which I think will be an engaging new platform for both AGU members and the public. Barb Richman, the Eos Editor-in-Chief, also talked with us about the evolving nature of our society’s newspaper, especially focusing on the Research Spotlight blurbs about interesting papers in AGU journals. Peter Weiss, the Manager of Public Information for AGU, told us that the society gets roughly 20,000 media mentions per year, and reminded us of the existence of the GeoSpace blog, about science conducted by AGU members, including space physics. Joan Buhrman, Manager of Strategic Communications, informed us of resources available to AGU members for improving our abilities to talk to those beyond their own scientific community (other scientists, media, general public, policy makers, etc.). We heard from Wiley marketing managers Anne Stone, Mirelle Mascovitch, and Swapna Padhye about their efforts to increase the circulation of AGU journals. Brooks also walked us through the beta version of the soon-to-be-released new Wiley website for the journal, and our tireless journal-specific staffers, Brian Sedora and Mike Crowner, fielded questions about the GEMS website.

In addition, we had open-form conversations about pretty much everything regarding the journal. We talked about the review process, the Data Policy, Associate Editor functions, Smiilarity Reports, Impact Factors, website improvements, what meetings we’re attending the coming year, the hot topics in the field, and special collections. Of course, we developed a long list of action items to carry out in the weeks ahead.

I will be writing a string of posts on information from this meeting. I hope that you find it useful. I am very grateful that AGU allowed us to hold such an in-person meeting this summer and I am rejuvenated in my excitement to serve as your Editor-in-Chief for JGR-Space Physics.

Six Months of Submissions

The first half of 2014 is over already. Let me recap a few key statistics for you for the last six months.

The big number is 535. This is the number of new manuscript submissions to JGR-Space Physics (by AGU’s count). We are on pace for a record-setting year of submissions to the journal. Last year, there were 1014 new manuscripts received, and doubling the half-year count would put us at 1070, just a bit over this.

Some other interesting numbers from AGU: submissions by month. Here are the stats:

2014 (this year)          2013 (last year)

January                       78                                82

February                     79                                79

March                         91                                90

April                           105                              85

May                            84                                69

June                             98                                84

 

As you can see, the numbers are fairly close, with April and May accounting for the difference. I cannot explain this. I would have thought January would be a high-submission month, with people converting their AGU talks into papers. Looking across the numbers for the other AGU journals, this isn’t the case for any field. The other thing I thought would happen is that June would be a slow month, with the GEM, CEDAR, and SHINE Workshops all occurring around the same time within this window. The submission rate, however, is not significantly lower than other months, and is in fact the second highest for 2014.

I am very thankful that I have 4 other editors working with me on this task. I would like to thank them here, just in case you don’t them: Yuming Wang, from the University of Science and Technology China; Alan Rodger, most recently from the British Antarctic Survey; Larry Kepko, who is at NASA Goddard Space Flight Center; and Michael Balikhin, from Sheffield University. These four have been fantastic with their efforts to serve the community, and I greatly appreciate their time and effort in working with me for JGR-Space Physics. The other two I would like to thank here are the staff at AGU HQ that work most closely with this journal: Brian Sedora, the JGR-Space Physics journal program manager; and Mike Crowner, our journal assistant. They work very hard to keep our journal running smoothly, and I am very glad we have such an efficient and dedicated crew.

 

Self-Reviewing Scandal at JVC

The Journal of Vibration and Control just retracted 60 articles because of peer review misconduct. A story about it is here:

http://retractionwatch.com/2014/07/08/sage-publications-busts-peer-review-and-citation-ring-60-papers-retracted/

Apparently, a professor in Taiwan was able to create aliases in the SAGE Track peer review system, and was then able to suggest himself and often serve as a peer reviewer for his own papers. The investigation called it a “peer review ring” that was manipulating the system to get easy passage for their manuscripts, in in the end five dozen papers published from 2010 -2014 were retracted.

This is one of those “what if” nightmares that I face as Editor-in-Chief of JGR Space Physics. I understand that there is pressure to publish and that, sometimes, referees can cause much consternation for authors. Please, don’t sacrifice your ethical integrity to fulfill your need to publish. You will most likely be caught and it will it will end up causing far more harm to your career than the few papers you managed to slip through the system with easy peer review.

I think that AGU has an excellent system in place to defend against this. The biggest thing is that the journal editors are active scientists with extensive knowledge of the community of potential authors/reviewers. I don’t know everyone, of course, and I send manuscripts out for review to people that I don’t know. We mitigate this, however, by having 5 editors for JGR Space Physics, dividing the papers up mostly by discipline so that the assigned editor has some familiarity with the pool of potential reviewers.

Our use of two referees is also a very effective bulwark against this kind of ethical violation. As editor, I occasionally receive disparate reviews, making the editorial decision difficult. I’ll sometimes call on a third or even fourth referee for additional assessments of the paper. We try to be very thorough in our judgments of your manuscripts.

Another big defense against this is the GEMS submission and review system. Even though authors suggest potential referees on the submission pages, I think it is very rare that both referees came from this list and it is a fairly regular occurrence for neither reviewer to be from the list. The “editor’s only” sections of GEMS are quite extensive in helping us find qualified and knowledgeable experts on the topic of a submitted manuscript. Research community members are quite good about updating their contact information and duplicate entries are regularly merged. To me, at least, your reviewer suggestions just get my mind moving in the right direction for potential reviewers.

My Email Inbox

As my term as Editor-in-Chief rolls on, I will probably end up annoying many in the community with my editorial decisions on particular manuscripts by either rejecting yours or accepting one you consider unworthy. But there is another way in which I might be annoying you: when I ignore your emails.

Email is one of our primary means of direct communication and I make time for it every day. That said, it can overtake my life if I let it, so I intentionally limit my time on email. I get somewhere between 20 and 80 non-spam emails a day, and sometimes I don’t get around to answering all of them with specific replies the same day they come in. Sometimes I need to think about the reply and can’t do it immediately. I try to remember those emails that demand quick attention, but my work time is very fragmented and such emails are sometimes pushed out of my mental to-do list. Furthermore, once they are scrolled off of the first page of my inbox, the chance of reply is greatly diminished.

For me, people in my office have my full attention. I will rarely answer the phone when I am meeting with someone. Email is an even lower priority. I make time for it, but only a limited amount of time, and it could be that I don’t get around to answering you that day, that week, or at all.

What I am saying is this: please know that you are not alone in your frustration with me about a lost, forgotten, or ignored email. Please don’t take it personally; I just didn’t get around to responding to it and my multi-tasked life made me inadvertently drop it off my list. I am requesting that you simply resend it with a gentle reminder.

I will leave you with this humorous comic from someecards.com:

SixMonthReminder

While funny, it’s not applicable to me: I am actually asking you to please remind me, on whatever cadence you feel is necessary.

Publications Versus Presentations

I was at a meeting this week, the GEM Workshop in Portsmouth, Virginia, and I am watching many people give talks in the sessions. Many of the talks are very clear and concise, but some strike the nerve of one of my pet peeves. Regarding those, I just have to say: ARGH.

My point is this: the content, format, and style of scientific presentations are fundamentally different than scientific publications. I get annoyed with people giving presentations that look like a copy-paste hack job of converting their paper into a Powerpoint document. Let me explain.

In a paper, you start by citing the relevant literature to build up to an unresolved question to be addressed by your study. You then step through the details of your methodology, covering it in sufficient detail to allow others to trust your analysis and even reproduce your work. This is followed by objective analysis your results, followed by a discussion of the new scientific findings and their implications, and conclude with a brief summary. You can make multiple points in a paper, as long as they are justified by the results and analysis. Readers of the paper can spend as much time as they want on any section, and zoom in on the details of any figure, and flip back and forth through the document as much as they like. That is, the reader is in control of how they absorb the material.

With a presentation, the opposite is true: the viewer has no input into how the material is absorbed and the presenter is in control of the flow of the content. It takes some work to be effective, and it is not a simple translation of Word into Powerpoint. For instance, you do not have to include many (if any) citations, and you only have to give a cursory explanation of your methodology. Some people spend a lot of time on these sections and it isn’t the best use of your time at the podium. In addition, please don’t show a paragraph of text on a slide; the audience will read it instead of listen to you. Because the audience cannot go back to a figure, the presentation and interpretation of the results should be intermixed. In showing the figure, though, don’t leave a lot of white space around it. Conference rooms are big and there is no reason not to maximize the figure size and make it readable from the back. If the axes aren’t readable, then please over-write them in larger font. Another ineffective presentation technique is to squeeze many plots on a single slide; the audience will be distracted by the other plots and not listen to you. It is better to break it up, put each plot on its own slide, and walk the audience through the plots one at a time. Even more importantly, though, the audience is hearing a lot of talks at the meeting, and so a presentation should be very focused, usually on just a single main point. The results should all be directed at this one main point, and extraneous material should be removed.

So, please, presenters, think about your audience when you formulate your talk. Specifically, maximize your figure sizes, minimize unused space on the slides, increase your axis labels and annotations to make them readable, avoid full paragraphs of text, and focus on the content on a single main finding. It requires some work to prepare an effective talk, but it will be worth it.

Conversely, regarding manuscript submissions, they are more than just a cut-and-paste reformatting of your presentation. A lot more work needs to go into the Introduction and Methodology sections, in particular. The Intro needs adequately set the stage that the question being posed is not only unaddressed in the present literature but worthy of attention, and the approach should be thoroughly presented to allow reproduction of the results (or cover this topic with citations of such comprehensive presentations). You can get away with a less polished study in a presentation, but not in a manuscript submission to JGR-Space Physics.

 

 

Models And The Data Policy

Hopefully you know about AGU’s new Data Policy. I have a previous post about it. A big question that has come up about this is the availability of code.

The policy, located here:

http://publications.agu.org/author-resource-center/publication-policies/data-policy/

has this line in it:

  • “New code/computer software used to generate results or analyses reported in the paper.”

The availability of “code” comes at several levels: it could mean the code used to actually make the plot (e.g., the short IDL script), or it could mean the first-principles code that the authors used to make the “numerical data” (e.g., the complicated set of FORTRAN files). While both ends of the spectrum pose issues, it is the latter, bigger request that raises the biggest concern. This is a very sensitive issue for some in our community.

For me, it is about reproducibility. Scientific advancement is based on the ability of others to reproduce your results and verify the accuracy of the analysis and therefore the robustness of the finding. Towards this, it would be great if everything were open source and available for public scrutiny. In reality, though, your code is your intellectual property and the copyright on it is probably held by your company, university, or institute. The code might be (and usually is, these days) a large collaborative effort rather than a single person’s work, making it awkward for one of them (the author of a paper using the code) to provide access without the other code authors’ consent. Plus, the author of the code might want to restrict access to the source files so that they have a competitive advantage on proposals for funding. In addition, if you are basing your paper on results from the Community Coordinated Modeling Center, then you might not even have access to the original code.

It has been argued to me that a scientific code is a lot like a scientific instrument. It is not required to share the actual instrument that collected the data, only the data itself. Therefore, the numerical code used to produce the “numerical data” should not be required to be public, just the output from the code. This point is made especially clear for those using CCMC output for their study. In general, I agree with this assessment.

However, before the data analysis papers appear in journals, the instrument is usually written up with a detailed description paper, or series of papers, somewhere, and perhaps also patents for specific parts. Furthermore, the calibration and processing software is extensively tested and usually available to those that ask for it.

What I am getting to is this: like scientific instrument, numerical models on which scientific findings are based need to be thoroughly tested and verified. Such model description and verification presentations could be within a “research article” JGR-Space Physics paper as a lengthy methodology section, it could be its own paper in JGR-Space within the “Technical Reports: Methods” category, or could be published elsewhere like Journal of Computational Physics, Geoscientific Model Development, or in the near future in AGU’s new journal Earth and Space Science. That is, the “instrument” used to produce the “data” needs to be adequately described and tested so that readers know the “data” is trustworthy. I think that the code itself, though, does not need to be made public, just like the actual instrument (or its technical design documents) do not need to be made public.

The best verification, however, is to make the model available and let others examine and assess the source code. So, I urge you to release your model to the world. At the very least, share it with a colleague and have another set of eyes scrutinize it.

Until we are told or decide otherwise, this will be the implementation of the “code” part of the Data Policy for JGR-Space Physics.

Press Releases for Papers

Space physics is full of exciting new discoveries about how nature works. Within the community, some papers have a big impact on the field, and we can even quantify this with various metrics, like views/downloads from the journal website to citations in top-tier journals. Beyond our field, however, we are often cautious about sharing our findings with a broader audience. This is understandable, because we usually formulate our findings in our jargon-filled, field-specific nomenclature. It takes a serious effort to convert our cool results into language that non-experts can easily comprehend.

Yes, I am talking about the new-paper-related press release. In general, I think that if the authors are excited enough about their research findings to consider a press releases, then they should follow through with it and do the press release.   I don’t want to discourage anyone from pursuing publicity about their latest findings.

Press releases can be done at the local level, and is especially easy if your institution has a press office. Pretty much all universities, large companies, and government labs have such an office with media specialists who know exactly how to construct a press release about your scientific finding and how to distribute it to the right journalists. If you are excited about your result, your press office crew can help you formulate it into a story of relevance to the general public.

In addition, you can work with the press office at the funding source for your work, like NASA or NSF. Your program manager will be able to direct you to a press office within that agency.

I think you should do a press release even if there are others in the field that might not be convinced yet about the veracity of the claim.  If we waited until a majority consensus, then we wouldn’t call it new and it wouldn’t warrant a press release. So, go for it, even if others in the field might cringe. They can have their own press release on a competing finding.

As for the timing of it, many press offices want the release to come out simultaneously with publication. So, if you think your results are worthy of a press release, then start talking with your press office at the time of submission or after the first round of reviews, so that it is ready to go soon after acceptance.

 

Interpreting a Similarity Report

This is a continuation of the last two posts, the first on the general concept of a Similarity Report and the second that walked through an example report. In this one, I will discuss our method of interpreting these reports and making a decision based on it (that is, to send it out for review or reject it based on a high cross check content).

First off, I would just like to say that evaluating a Similarity Report is a subjective task because we do not want to impose rigid rules on ourselves regarding the numeric values within the report. That said, we have some guidelines that we follow. Here’s a quick overview.

In a Similarity Report, there are several numbers that we check. The first is the Similarity Index, the total overlap with other sources. A Similarity Index number greater than 15% is unusual and requires special assessment by the editor. A value of over 25% will almost certainly have the paper sent back to the authors for revision.

When we open the Similarity Report, in our “Document Viewer” display of it we see the highlighted manuscript in one frame and a listing of the sources in another. For each source, two numbers are given: the total number of words of overlap and the percentage of the new manuscript that was found to overlap with this source. Any source below 50 words overlap is nothing to worry about. However, overlap values for individual sources over 100 words or over 5% are unusual and require special assessment by the editor. Sometimes these are just a bunch of small stuff and there is nothing to worry about (affiliations, citations, and commonly used phrases).

Other times, however, entire sentences or even paragraphs are copied verbatim from a previous paper. It is overlap of this kind for which we are scanning the document. Even still, one big chunk of overlapping text usually isn’t enough to make us send it back to you. It rises to the level of rejection when the large-block overlaps exceed a page or so.

Here is an example of a page with serious overlap:

Page from Similarity Report_lowres

I’ve lowered the resolution so that you cannot read the text. You can still see the highlighting, however, and you can see that the colored text covers nearly the entire page. A typical double-spaced manuscript page has 350-400 words, so this represents hundreds of words of overlap. At this point, we really start to consider rejection.

For a typical paper with 5000 – 10,000 words, a single source value over 10% will probably have the paper sent back to the authors for revision. Let me keep iterating the point, though, that there is no hard threshold for this, and single source values as low as 3% could warrant rejection while a value of 15% might actually be okay. It all depends on how it is distributed through the manuscript and it is, in the end, a judgment call by the editor.

I understand that authors only see these reports if the editor deems it to be a problem. So, authors don’t have experience viewing and interpreting these files. This is why I am spending several blog posts on this topic. If you would like to know more, please just ask and I’ll keep posting about it.

One more point of confusion is that we, the editors, perhaps haven’t been as clear as we could be about what exactly in the Similarity Report made us reject the manuscript and therefore what specifically the authors need to change to make it acceptable. We will try to be much better about this in the future, adding a paragraph to our decision letters that itemizes the places that we want changed in the text.