Additions to the proofs - The publishing process (How to deal with proofs)—and after publication - Publishing the paper

How to write and publish a scientific paper - Barbara Gastel, Robert A. Day 2022

Additions to the proofs
The publishing process (How to deal with proofs)—and after publication
Publishing the paper

Earlier in this chapter, we stated that authors are sent proofs so that they can check the accuracy of the typesetting. Stated negatively, the proof stage is not the time for revising, rewriting, rephrasing, adding more recent material, or making any other significant changes to the final edited manuscript. There are three good reasons why you should not make substantial changes in the proofs.

First, an ethical consideration: Since neither proofs nor changes in the proofs are seen by the editor unless the journal is a small, one-person operation, it simply is not proper to make substantive changes. The paper approved by the editor, after peer review, is the one that should be printed, not some new version containing material not seen by the editor or the reviewers.

Second, it is not wise to disturb typeset material, unless it is really necessary, because new typographical errors may be introduced.

Third, corrections can be expensive. Therefore, you should not abuse the publisher (possibly a scientific society of which you are an otherwise loyal member) by requesting unessential changes; in addition, you just might receive a substantial bill for author’s alterations. Most journals absorb the cost of a reasonable number of author’s alterations, but sooner or later, many, especially those with managing editors or business managers, will crack down on you if you are patently guilty of excessive alteration of proofs.

One type of addition to the proofs is sometimes allowed. The occasion arises when a paper on the same or a related subject is published while yours is undergoing the publication process. In light of the new study, you might be tempted to rewrite several portions of your paper. You must resist this temptation, for the reasons stated previously. What you may do, though, is prepare a short addendum to the proofs (at most a few sentences), describing the general nature of the new work and giving the literature reference. If the editor approves including it, the addendum can then be printed at the end, without disturbing the body of the paper.