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Publication Sequence

Copyediting/Page Proofs

To prepare each paper for final publication, EHP staff will convert electronic material to a desktop publishing format and copyedit the manuscript. The copyedited version, with embedded author queries, will be converted to PDF page proofs and sent to authors by e-mail. The authors can use free Adobe Reader software (http://get.adobe.com/reader/otherversions/) to review the proofs. There are two methods of correcting and returning proofs:

  • Authors may use Comment and Markup Tools in Acrobat and return the corrected proof via the production tracking system.
  • Authors may print the proof and write corrections directly on the printed copy, and then scan the marked proof and return it via the production tracking system. Authors using this method should also include with the page proofs a list of itemized changes (including their locations).

The copyedited proofs of an article may be slightly different from the accepted manuscript as a result of the editing process, but no substantive changes will be allowed. Any significant changes at this stage of processing will require a correction to be published at the end of the article. Extensive changes cannot be made at the proof stage; only minor changes, such as spelling, grammar, clarification, and referencing, should be requested. If new information has become available after acceptance of the manuscript, an addendum in proof can be included with the permission of the Editor-in-Chief.

Should a change to the author lineup be requested (add or remove an author, or change the order of authors), EHP must receive written approval from all authors indicating that they approve the change before it can be executed. This approval can be provided as a signature (in ink and scanned) or as a direct email to EHP; either approval method must include a copy of the new lineup. It is the corresponding author’s responsibility to coordinate co-author approvals of the new lineup. Approvals on behalf of an author will not be accepted. Your paper will remain on hold until all approvals are received, so a request to change the author lineup could result in a delay to your publication date. Should all authors fail to approve the lineup, EHP will either publish the paper with the old lineup, or will consider retracting the article at the request of the authors.

Copyright, Reproduction, and Citation

EHP is a publication of the U.S. Government. Publication of EHP lies in the public domain and is therefore without copyright. All text from EHP may be reprinted freely. Use of materials published in EHP should be acknowledged (for example, “Reproduced with permission from Environmental Health Perspectives”); pertinent reference information should be provided for the article from which the material was reproduced. Articles from EHP, especially the News section, may contain photographs or figures copyrighted by other commercial organizations or individuals that may not be used without obtaining prior approval from the holder of the copyright. For further information, contact EHP Permissions (ehponline@niehs.nih.gov).

Press Releases and Embargo Policy

Authors are responsible for arranging media outreach with their own press offices in conjunction with EHP. All final articles are published at 8 am Eastern Time on the first business day of the month; contact EHP to determine which month your paper is scheduled to be published in, so you can give the media sufficient time to prepare stories and contact corresponding authors for additional information.

Authors whose papers have been provisionally accepted for publication should contact Susan Booker, EHP News Editor, at booker@niehs.nih.gov to coordinate embargo and publication dates. Authors or press officers should also provide EHP a copy of their final press release.

After final acceptance EHP will send press officers a PDF copy of the accepted manuscript of the article to be distributed to media who request it; final versions of the article will be distributed if they are available at that time. All pre-press materials will be clearly identified as embargoed and will include the embargo date and time established by EHP in conjunction with the authors. Authors must adhere to EHP’s embargo policy, and authors and media alike are responsible for ensuring that all third parties with whom they share pre-press materials honor the embargo.

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