Since 2016, the Spartan Medical Research Journal (SMRJ) has served as a formal publication outlet for research completed by students, residents, and faculty at the Michigan State University College of Osteopathic Medicine (MSUCOM). Now entering its fourth volume, the journal’s mission remains to publish timely peer-reviewed articles on quality improvement and patient safety, clinical, and medical education research that will lead to improved patient care and teaching outcomes.
When SMRJ was started, the editors used email and Word docs to track peer review, and they published all articles in PDF format. However, with the journal continuing to expand, the editors realized they were in need of an easier way to track submissions and a new publishing system to improve the journal’s online reading experience and chances of being added to relevant indexes. As a result, Chief Editor William Corser and Assistant Editor Sam Wisniewski began searching for publishing tools and services, focused on three key areas: streamlining peer review, modernizing the journal’s website, and producing XML for all articles.
After considering different options, Corser and Wisniewski chose to use Scholastica’s peer review and open access publishing software, as well as Scholastica’s typesetting service to produce PDF, HTML, and XML article files. Since making the switch, they’ve found that peer review is smoother for editors and authors and they’re making strides towards reaching their article discovery and indexing goals.
Over the years, the SMRJ team has been developing the journal to better serve the needs of authors and readers at MSUCOM and beyond. The journal has proven to be a prime example of how university departments can publish journals to add value to their communities.
“I think the dean kind of points to us as a good example of what departments can do. We’re meeting a need by providing a place for students, residents, and faculty to publish their work. There is certainly a lot more work done than actually gets out there,” said Corser.
Today, Corser says the journal is seeing the fruits of its efforts to reach more authors and publish articles on diverse topics. “We’re starting to see greater variety in articles published. I would say about 20% of our papers are case reports and then I think we have about 50% research papers and 30% quality improvement papers. Most of our articles are coming from within the MSUCOM community, but some are from outside folks who found us online or heard about us via word of mouth which is positive.”
With this exciting journal growth, the editorial team began to recognize new internal and external needs both in terms of managing peer review and online publishing. “It’s just the two of us handling the submissions coming in and getting them back and forth to peer reviewers. Just relying on email and Word docs was getting pretty difficult,” explained Wisniewski. “So we started talking about ways to streamline that process. At the same time, we were getting our application ready to submit to PubMed for indexing, and that’s when we realized we needed XML. So it was really good timing when we found Scholastica and realized it could help us with both of those things.”
Since transitioning to using Scholastica software, Corser and Wisniewski say SMRJ has been able to improve its peer review workflows. “From what we’ve seen so far, the same kind of streamlining we’re seeing on our end seems to be happening for the authors in terms of peer review. We have had a small group for this current issue submit through Scholastica and everything has been great. It’s been especially helpful to have a way to have conversations back and forth within Scholastica with authors,” said Wisniewski.
Corser said he also hopes using Scholastica for peer review will help improve the quality of SMRJ submissions. “I think the online submission system obliges authors to fill in some qualifying fields, and we’re hoping that’s going to improve our efficiency by helping us get better-prepared submissions,” he explained. “Up until a few months ago we just got stuff emailed to us and it could be quite a mess—we’d often have to send authors copies of our Instructions for Authors file because they didn’t follow them and the results were pretty mixed in terms of whether authors followed through on making necessary updates. I think the submission software helps make it clear to authors that they can’t successfully submit something without following certain steps.”
Corser and Wisniewski said Scholastica’s publishing software and typesetting service are also helping them to improve SMRJ’s reader experience and indexing potential.
“With Scholastica’s formatting, articles are looking fancier and they are more interactive for readers than before. You can click on citations and they pull up the reference, you have nicer graphics, and the journal looks more polished overall,” said Corser.
Scholastica’s typesetting service also includes full-text XML files for all articles, which SMRJ will need for PubMed indexing. “We hope to soon be approved for PubMed,” said Corser. “The XML formatting is pretty much required for that and that’s one thing that we weren’t going to be able to do ourselves.”
As the journal pursues PubMed indexing, the editors hope to keep attracting new readers and quality submissions. “We’re mostly looking for original contributions and quality improvement and patient safety projects. We’re now looking to continue getting more diverse article types and content,” said Wisniewski.
Corser noted that the journal is already lucky in having a wide range of submissions to choose from. “It’s really positive that we are not desperate to accept anything that rolls in. We are afforded the luxury of being able to be increasingly picky about what we accept,” he said.
Corser and Wisniewski both believe SMRJ is filling a greater need by providing an open access publishing platform for the MSUCOM community and beyond. “We have heard from authors that they are delighted Google Scholar is indexing their articles and that anyone in the world can access them,” said Corser. “We’re hoping that publishing on Scholastica will help us expose the journal to even more authors and readers as an OA publishing option.”