Formatting APS Journal Articles
A Corrigendum (also called an Erratum) is a correction made to a previously published article. The correction may be the fault of the author, printer, or Copy Editors, but if the author determines that it is scientifically necessary, then it should be made. A Corrigendum is then created and published in the next available issue. In addition, it is linked online to the published article, and if the article is referenced, the Corrigendum information should be included.
This section describes how a Corrigendum is constructed and handled in the publishing process. Journal Supervisors are the people responsible for creating any Corrigenda, but it is important that everyone knows the process and how they should be handled.
The plural form of Corrigendum is Corrigenda.
All Corrigenda are published as the final papers in a given issue.
At proof stage, the words "Corrigendum" or "Corrigenda" are on the banner line of the article.
The Editorial Manager has to be informed of all necessary Corrigenda.
Step 1. The process begins when you receive notification that a Corrigendum is necessary and what the problem with the paper is. At this point, if the specific correction has not been documented through e-mail, then request an e-mail stating the information again. This is to ensure that there is proper documentation from the author available at any time.
Step 2. After you know all the information regarding the correction, complete a Corrigenda sheet and give it to the Editorial Manager. This is to let that person know that an error has occurred and that a Corrigendum is necessary.
Step 3. Next, create a Word document with the relevant information. This includes the volume and issue of the journal in which the article was printed, any bibliographic information, a description of the error, and any corrected tables or figures. The following form should be used (note the use of italics and bold font):
Volume Vol#, Month Year
Authors. Title. Journal volume: pages, year; First published Date, year; DOI number; http://article website.
Description of the correction.
Any corrected figures/tables and legends necessary, with the corrections in bold.
There are some basic guidelines to creating a description of the error. First, do not state the page number(s) where the error occurred; this is because on-line articles do not have page numbers. Instead, state the section, header, paragraph, and/or line of the sentence in the article. Second, avoid stating who is responsible for the error. Everyone makes mistakes! Instead, use statements referring to "an error," "a misprint," or a "misspelling" that somehow "occurred." The use of passive voice in this instance allows everyone to save face. Finally, if you are correcting a sentence, write out the entire sentence with the correction. Because the article will not be reprinted, this allows the correction to be placed in context of the data presented.
Step 4. Once you have written the Corrigendum, you have to make it into a manuscript. To do so, you have to access APSCentral as an author. Open APSCentral and, under User ID, type in your name and password. Using the pulldown menu, select the relevant journal and click on the Log In button. Select "Author Center" to begin making your Corrigendum manuscript. Under "Author Resources," click on the indicated word ("here") to submit a new manuscript.
Step 4a: type, title, and abstract. In the next page, select the manuscript type as "Announcements." The title of the manuscript should indicate that it is a Corrigendum; it should also include the APS manuscript number of the paper to be corrected for reference. The abstract box has to have something typed into it; simply state that it is a Corrigendum.
When you are finished, click "Next" to go to the next page.
Step 4b: attributes. The following key words should be entered: "corrigendum," "corrigenda," "errata," "erratum," and "correction."
When you are finished, click "Next."
Step 4c: authors and institutions. You will be the sole author of this corrigendum. From the "Add a New Author" menu, enter in your e-mail address. Click on the "Find" arrow next to it; the rest of the information will be added to the Author section automatically. Designate yourself as the corresponding author for the manuscript by clicking on the small box next to the relevant statement. Click on the "Add to My Authors" button at the bottom of the menu to place your name in the "My Author" section. There will be no other Authors.
Click "Next" to go to the next page.
Step 4d: reviewers and editors. There will be no reviewers or editors assigned.
Click "Next" to go to the next page.
Step 4e: details and comments. For the section "Response to Call for Papers," select "No" from the pulldown menu. For the question of whether this is a companion paper, select "No." For the question of whether this is a submission of a previously rejected paper, select "No." For the question relating to microarray data, select "N/A." Indicate whether or not your corrigendum has a color figure associated with it using the pulldown menu. Indicate the number of color illustrations; if there are none, type "0." Indicate the number of black and white illustrations; if there are none, type "0." Indicate the number of tables; if there are none, type "0." The Running Head should indicate that this is a Corrigendum. For the Articles in Press question, select "No."
Click "Next" to go to the next page.
Step 4f: file upload. Under "Upload New Files," select the Browse button. From there, go to the folder on your computer, click on the Word document relating to your corrigendum, and then select "Open." Next to the Browse button is a pulldown menu reflecting the File Designation; select "Main Text Document." If your corrigendum has figures associated with it, then you have to upload them as well. From the File Designation pulldown menu, select "Image." When all the information has been correctly entered, click on the button labeled "Upload Files." At the end of the process, a popup window will display that all files were successfully uploaded as well as list the relevant file information.
At this point, APSCentral can create a PDF file of your "manuscript." Select the icon at the bottom of the menu to create and review this PDF file.
When you have finished uploading all the files, click "Next" to go to the next page.
Step 4g: review and submit. If any of the required submission steps were not correctly completed, then the summary will indicate this and allow you to finish. When all the information has been completely entered, click the "Submit" button and then "OK" to finalize your submission.
Your Word document has now become a manuscript with you as the contact author. You will receive an e-mail confirming the submission of your manuscript from Peer Review.
Step 5. At this point, your Corrigendum is only a Submitted Manuscript. However, for the process to continue, it is necessary for the Corrigendum to become an Accepted Manuscript. There are several steps that must be completed for this to be accomplished.
Authors cannot access papers that they have written, and you are the author for the Corrigendum manuscript. Therefore, you have to use another User Name and Password to accept the manuscript. To accomplish this, type "journal" as your User Name and "supervisor" as the Password (these are case sensitive). Click on the Log In button, and then select the "Production Center."
Under the menu labeled Production Editor Lists, select "Awaiting Production Checklist." Find your manuscript and select "Production Checklist" from the Take Action pulldown menu. Complete the Production Checklist with the relevant information for your Corrigendum and then click "Checklist Complete."
Once the checklist has been completed, you are given the option to Accept the manuscript. You are also able to assign the article to a Batch from a pulldown menu; choose the Cadmus production option. From there, the manuscript is considered accepted.
Step 6. You will receive the Corrigendum you created from Peer Review with the relevant information in a folder just like any other paper. It will appear in your RPM inbox and should be processed exactly as if it were a normal paper.
Step 7. When you receive the S-proofs by e-mail, forward a copy to the author to verify the information presented in the Corrigendum. The rest of the workflow follows the process of a standard article.