Paper Checklist

[Sparks29032]

Submission Checklist

• Print out or copy this checklist and check the things off. Share it with Simon at the end.
• Check that paper is in the citations collection in regolith database. If not, ask Simon to do it.
• Check journal submission requirements. Cover letters? table of contents pictures? list of referees, etc..
• Check arXiv. Check with Simon if the paper will be submitted to arXiv.
• Check open access. Check with Simon if the paper should be submitted open access. Do not guess on this one as there may be financial consequences.
• Check the author list
  • Spend a few minutes to think if anyone who has contributed in any way has been left off. Run this by Simon. Last chance to avoid embarrassing omissions.
  • Double-triple check author name spelling and institution acknowledgement. Last chance to avoid embarrassing typos.
• Check acknowledgements (see Acknowledgements)
  • Beamlines
  • Funding sources
• Check all figures and tables
  • Are all the figures/tables in the paper correct (the ones you intended)?
  • Check the Figure captions for errors. If they refer to a green line, is the relevant line green, and so on.
  • Check figure axis labels. Check that the figure axis labels are correctly labeled. Make sure it doesn't say G when F is plotted. Make sure the units are correct. Make sure it says 'G (A^-2)' and NOT 'G(r)' (common mistake), etc.
  • Check references to figures. E.g., does reference to Fig. 4 refer to the right figure?
  • Check table captions. Are all the items in the table properly defined in the caption. If it is a crystal structure, are the space group and special positions mentioned in the caption? Is all the info correct?
  • Check numbers in the table for errors.
• Check compiled version for any question marks.
  • Correct any 'Fig.???' or unrecognized character?, or missing citations
• Check references. Go through the references and find all the obvious errors. Correct errors in the relevant Zotero collection, then re-export the collection. Don't make corrections directly on Overleaf, for example
  • Did all the journal names compile correctly?
  • Volume, year and page numbers appear for all references?
  • Check reference style. Is reference's style in accordance with journal's requirement? If not, change the latex style file (.bst) in Overleaf or repo.
• Get approval from all authors. Send an email to all authors with the final version of the manuscript. Ask them to double check author list, acknowledgements, ask them for suggested referees. Invite them to make changes and comments. Give a 48 hour deadline to respond.
• Write cover letter. Read journal notes for authors to see what info they require in the letter. Summarize the importance and why this is a good choice of journal. Do not repeat the abstract, the editor can read the abstract. Write a 2 sentence synopsis of the paper and why it is important and relevant. Include suggested reviewers if requested.
• Submit to the journal. Complete the submission process.
• Submit to arxiv (if needed)
• Email coauthors. Send an email to coauthors thanking them and letting them know about the submission to journal and arXiv citation information.
• Tag the repository.
  • Commit and push all changes of the final version in the repository.
  • Create and push a tag.
    • e.g., git tag -a 20180525PRLsubmitted -m <initial submission to PRL> then git push origin <tag_name>. More info about tagging git repos is here: https://git-scm.com/book/en/v2/Git-Basics-Tagging.
• Submit data to Zenodo. First discuss with Simon about what and how to do it.
• create open GitHub respository with codes etc.. Discuss with Simon first.

Resubmission_checklist

• Review this resubmission notes wiki page, especially the diff workflow
• Make changes to the manuscript. Do not save it to a new name because we will use git to recover the old version by checking out the tagged version.
• Write rebuttal letter. Write a proper rebuttal letter based on reviewers' comments and place in the repo/Overleaf. In this letter address all of the referee's points, one by one. Place a copy of the referee's comments in the repo. Give it a unique filename in case there are more referee comments from later submissions.
• Quickly redo all the submission checklist actions on the manuscript (double-check figures etc. again).
• Diff the changes. Create a diff.pdf file that shows changes to the manuscript between the version in the tag of the previous submission and the current version, and include this in the resubmission.
• Send to coauthors. Give them a deadline of 48 hours to send any comments (let them know they can ask for more time if they need it).
• Follow the submission workflow from the Submission section above to resubmit, using the instructions from the Editor on how to resubmit.
• Do all the commits and make a new resubmission tag of the repo

##A ccepted_checklist =##

• Share the news. Congratulations on the acceptance of the paper. Let all coauthors know the great news!
• Share the proof. When you receive the proofs, share them quickly with all the authors. Request comments back in 24 hours. Proofs should be responded to within 48 hours in normal circumstances.
• Respond the editor. Go through and answer any questions from the editor.
• Check author names and institutions. Its the absolute last chance to check that all the authors' names are correct and there are no missing authors.
• Check acknowledgement. Absolute last chance to avoid omissions and errors.
• Update the Regolith db entry. Make sure Simon does it.
• redo the submission lest of checking figures, references to figures etc.. You would be surprised how errors can propagate through this process...now is the absolute last chance.
• Check unpublished references. If any references are listed as unpublished, on arXiv, or submitted, check if they have appeared and give the full reference if at all possible. Do this by updating the Zotero collection by downloading the published version and reexporting.
• Check reference titles if needed. If the manuscript style has titles in the references, make sure there are no capitalization or other compilation errors. Again, correct these in the database using {braces} around words where you want to preserve the capitalization as well as on the proof.
• Read the paper through one last time. Finally, after you have done all these 'mechanical' checks, read through the paper and try and find any typos or other problems. Resist the temptation to do any rewriting here...you are looking for mis-spellings and missing or extra words and so on.
• Apply corrections from coauthors. Collect all the corrections from the other authors and add any additional ones to the proof
• Resubmit the proof.
• Email coauthors. Send an email to your coauthors that this was successfully resubmitted.
• Make a highlight slide using a template from here that follows NSF/DOE guidelines. Place it in a 'highlight' folder in the repo. Iterate with Simon to convergence (highlight templates and examples can be found
• Think about a web news or social media post.

Published_checklist

• Congrats. Phew, it is over! Pat yourself on the back and celebrate!
• Let coauthors know. Let your coauthors know the link to the final paper and the final reference.
• Update Regolith db entry. Ask Simon if not sure.
• Download the final version into billinge-group-bib in Zotero if it is not already done.
• Finalize the highlight slide.
• Update arXiv if necessary. Put the full paper reference into arXiv and submit a new version of the final resubmitted version.