May 1996 Pursuing Publication By Julie R. Linkins ______________ Ms. Linkins is an associate editor on the staff of the FBI Law Enforcement Bulletin. ______________ (Publishing articles in law enforcement journals can be both rewarding and career enhancing. This article explains how to get started.) (Margin Note: During the hiring process, the fact that I had been published came up several times as a positive influence in the decision to hire me. Both the city manager and city council members commented on it and thought that it showed a professional ability that they desired in their new police chief.1) Law enforcement officers do not have to deal with the "publish or perish" syndrome found in university settings, but they can benefit from publishing articles in professional journals or commercial magazines. Published authors carry a certain weight and credibility with their colleagues. Many of them find that publishing enhances their professional image and, as noted in the beginning quote, earns them favorable consideration when it comes to being hired or promoted. Through published articles, experienced officers reach and influence a vast audience, having an impact far beyond the limited range of their personal contacts. Such extended sharing of experience and knowledge is important for the criminal justice field as a whole, which can only grow and progress when its members learn from one another. Unlike professionals in some other occupations, however, law enforcement officers often lack exposure to the publishing process. Their jobs do not help them learn how to transform ideas into manuscripts suitable for publication in an academic journal or commercial magazine. Fortunately, the publishing path is well worn, and new authors need only navigate the route charted by their successful predecessors. As with any worthy goal, the process takes time, forethought, planning, and a lot of patience. By following the six basic steps described in this article, budding law enforcement authors can soon see their ideas, knowledge, and experiences in print. SIX SIMPLE STEPS The six steps outlined here generally apply to any type of magazine or professional journal, not just law enforcement publications. Essentially, an author must 1) choose a workable topic, 2) draft a thesis and preliminary outline, 3) select an appropriate publication, 4) query the editor, 5) submit the manuscript, and 6) work with the editor. Of course, the writing part comes between querying the editor and submitting the manuscript, but that topic falls outside the scope of this article. Step 1: Choose a Topic The road to getting published starts long before the first word appears on a page. One of the most difficult--and arguably the most important--steps is selecting a workable topic for the manuscript. Many editors and published authors recommend that new writers start by writing about something they know well.2 For criminal justice professionals, possible topics could include ethics, domestic violence, juvenile crime, pursuit driving, jail administration, campus crime prevention, shift work, or stress. Employees also can write about a subject that will benefit their employer. For example, a police dispatcher might draft an article for a local newspaper or journal that describes enhancements to the department's 911 system. This generates both positive publicity for the department and recognition for the author. After selecting a broad subject, the author must then sharpen the manuscript's focus. A review of several law enforcement publications will help determine which aspects of the topic have already been covered. Why should authors care about what others have written on their subject? Editors want to publish articles with new topics or at least fresh approaches to common topics. Just as radio stations avoid playing only one song all day, publications do not repeat the same message over and over. Therefore, writers must find a gap in the coverage of their topic area and structure their writing to fill that gap. For example, a review of the Criminal Justice Periodical Index (CJPI) for the past year probably would reveal a number of articles in the top four national law enforcement journals on community policing.3 A closer inspection, however, might show that every one had focused on successful efforts and none had covered the pitfalls of community policing programs. A savvy writer, then, could analyze the problems encountered in community policing efforts (and perhaps some possible solutions) and write about those. A word of caution is warranted here. Sometimes, in their zeal for finding a unique topic, authors will latch onto something too obscure or unworkable, e.g., the height of buildings in which most hostage situations occur. Authors should try to avoid overly narrow subjects. Often, a quick survey of a few co-workers will help put things in perspective. With a focused and workable topic, an author can move to the second step of the publication process. This entails developing a thesis and preliminary outline. Step 2: Develop a Thesis and Preliminary Outline Most people remember their high school days when the teacher forced them to submit a thesis and an outline with their research papers. Typically, students, not realizing how a thesis and outline could help them, wrote the paper first and then pulled the thesis and outline from the finished product. This might have worked in high school, but when it comes to publishing professional papers, busy authors can save themselves a lot of time and effort by creating a thesis and outline early in the process. A thesis simply states the purpose of the paper. It summarizes in one or two sentences what the author wants the reader to learn from the article. A well-written thesis defines the parameters of the article and helps prevent excursions into interesting but unrelated territory. The preliminary outline shows how the author plans to lead the reader through the topic to accomplish the purpose. Just as the thesis frames the topic, the outline keeps the author focused on it. No matter how interesting, if a piece of information does not support a specific point in the outline, it does not belong in the article. Of course, authors should maintain some flexibility here; after all, this is a preliminary outline. If a point that seemed relevant in the beginning turns out to be insupportable or unimportant later, the outline can be changed. Often, developing the outline helps authors identify gaps in the available information, causing them to refocus the article. Sometimes the opposite happens, and the outline reveals a huge bulge in the information. For example, the original outline for this article included a section on how to draft a manuscript. My research showed, however, that the subject far exceeded the limited range of an article on the publishing process. A thesis and an outline help authors find such flaws early and keep them from spending a lot of time pursuing unmanageable topics. The thesis and outline also serve in the query stage of the publication process to convince an editor to accept the proposed article. Before authors query editors, however, they have to find the right ones. Step 3: Find an Appropriate Publication Many aspiring authors do not realize the importance of finding the right publication. They spend plenty of time developing good ideas and carefully crafting their writing, but they expend little energy choosing an appropriate magazine. Often, editors must reject excellent manuscripts because they simply do not fit the audience, purpose, or style of the magazine.4 For instance, officers occasionally send beautiful poems eulogizing fallen comrades to the FBI Law Enforcement Bulletin. No matter how touching the poems, they will not be accepted because this magazine does not publish poetry. Astute authors review several issues of a magazine to get a feel for its content, style, and format. Writers should be able to answer six important questions about the magazines to which they plan to submit material: 1. Who reads this magazine? 2. What subjects interest these readers? 3. What is the average length of the articles in the magazine? 4. What types of introductions do the editors seem to favor? 5. What is the general tone of the writing? 6. What techniques do writers seem to use most frequently to develop articles?5 Knowing the magazine's audience, for example, helps prospective authors determine whether their topics will be well-received. Are the readers mostly administrators or line personnel? Specialists (e.g., fingerprint examiners) or generalists? Practitioners or academicians? These factors also affect the length, style, and tone of the articles. For example, some scholarly publications tend to run longer papers that emphasize research methodology. In contrast, other magazines target practitioners and generally publish shorter articles that focus on the results of this research. When reviewing a publication, authors also should notice what format (interview, Q&A, narrative), point of view (first person-- I, we; second person--you; or third person--he, she, it, they), and type and amount of documentation the magazine uses. Some magazines, for example, occasionally publish interviews, whereas this magazine generally does not. By carefully assessing several publications, an author can choose the magazine most suitable for a particular article idea and writing style. A good choice will make it easier to persuade an editorial staff to accept the proposed article when it receives the query. Step 4: Query the Editor In this step, the author becomes a salesperson, pitching an article idea to the prospective--and often reluctant--buyer, the editor.6 Editors are, in many ways, just like cops. Just as police officers on the street must make decisions rapidly, with scant information, editors must determine the value of an article based only on a brief letter from an unknown writer. It becomes critical, then, for an author to make a good first impression by writing a strong query letter. An effective query letter starts with accurate information. Authors should take care to address the letter to the current editor at the correct address. They usually can find this information in the masthead of the most recent issue of the magazine. The masthead lists the volume and number of the issue, the date and place of publication, any required legal notices or disclaimers, and information about the production staff. It usually appears on the first few pages of the publication (for example, see the inside front cover of this magazine). When editors receive letters addressed incorrectly, warning bells ring with the question, "If the author is sloppy with the details here, what can I expect from the article?" The first paragraph of the query letter should introduce the proposed topic and highlight its importance to the magazine's readers. The thesis drafted earlier often comes in handy here. Its concise statement, supported by one or two more sentences of explanation, draws a clear picture of the proposed article. This paragraph should refer the editor to the enclosed preliminary outline for more in-depth information. The second paragraph should list the author's credentials, which demonstrate expertise or authority to write about the topic. Credentials can include work experience, personal experience, and education, if relevant to the article. Authors should give editors enough information to make a reasoned judgment about the author's suitability to write on the topic at hand. It is often a good idea to request a copy of the publication's guidelines for authors. Most magazines and journals have a preprinted set of directions for prospective authors to follow. These guidelines describe the magazine's audience and purpose, manuscript specifications, basis for judging manuscripts, and other submission information. Asking for the guidelines in the query letter serves two purposes: It shows the author's willingness to meet the editor's needs, and it encourages the editor to respond to the query. Finally, the query should let the editor know how to reach the author. As a matter of courtesy, a self-addressed, stamped, business-sized envelope may be included for the editor's reply. Some publications work with shoe-string budgets and cannot afford the postage to answer the numerous queries they receive. It never hurts to help them save some money. Patience takes on added importance at this point. Authors sometimes forget that their letters are not the only ones an editor receives. Editors have varying policies and track records for responding to queries. If after 4 to 6 weeks an editor has not answered the query letter, the author may send a follow-up note, politely asking the status of the query. Pestering the editor too soon or too often, however, courts almost certain rejection. Authors should use their best judgment. When editors respond favorably to query ideas, they often guide authors on how to shape the article to meet the needs of the magazine and its readers. For example, an editor of a newsletter for retirees might tell the dispatcher writing about the improved 911 system to focus on the benefits to senior citizens. If the newsletter's audience consisted of other dispatchers, however, the editor might recommend describing the system's equipment, how to operate it, and the training given to dispatchers. Thus, the author can--and should--approach the same topic differently for different audiences. Next, the author has to write the article. Sure, this sounds easy, but anyone who has tried it knows better. Writers should not get discouraged if composing the manuscript takes longer than originally estimated (as writing this one did). Instead, they should focus on the message they want to share with the audience. The words will come, eventually. The author should follow the editor's advice as closely as poss-ible and make sure the manuscript conforms to the specifications outlined in the author guidelines. It is a good idea to have a colleague or two read the manuscript before sending it to the editor. They often can catch any problems with the information, the logic, or the pesky typing errors that crop up from time to time. Once the manuscript passes peer review, the author should send it to the editor. Step 5: Submit the Manuscript Usually, several weeks or even months can pass between the time the editor responds to the query and the author submits the manuscript. Therefore, the author should send a cover letter with the manuscript to remind the editor of their previous correspondence. The letter should cover some other important details, as well. It should guarantee that the article has not been submitted to any other publication. In an editor's mind, submitting the same manuscript to several magazines is akin to cheating on a spouse. Editors demand an exclusive relationship with their authors. The author also should give consent for the manuscript to be revised. Even though authors find this painful (most believe their manuscripts are perfect), editors reserve the right to change manuscripts to fit the magazine. Providing consent up front demonstrates the author's willingness to work with the editor to get the article published. At the same time, the author may ask to review the edited version of the article before publication. In the rare event that the editor's revisions are absolutely unacceptable, the author can pull the article. The cover letter should tell how, where, and when the editor can reach the author by mail, telephone, facsimile, and electronic mail, if available. Law enforcement authors working second or third shifts should be sure to note when they can be reached at work or at home. Now comes another waiting period for the author, but a very active time for the editor. Even though the original article idea sounded good in the query, the manuscript must be evaluated carefully. Does it deliver what the query promised? Often, more than one member of the editorial staff will review a submission, and sometimes, if the staff members are unfamiliar with the topic, the manuscript will be sent to an outside subject-matter expert for review. This takes time, and authors should try to be patient. Step 6: Work with the Editor Eventually, the author will receive the editor's response. If authors do their homework and follow the steps outlined above, chances are good that editors will accept their submissions for publication. Only one step remains: Working with the editor to develop the final version of the manuscript. Editors could easily adopt the law enforcement motto "To protect and to serve." Editors' decisions must take into account the best in-terests of both the authors and the readers. At its best, the author-editor relationship resembles that of close friends who look out for one another by pointing out a crookedly worn tie or a missed blouse button--not to be nasty, but to help avoid public embarrassment. Editors protect authors by reading their manuscripts critically and helping them correct errors or fill in holes. A little friendly criticism from an editor can prevent an author from public embarrassment when a flawed article gets distributed to thousands of readers. Likewise, editors must protect readers from confusing, inaccurate, or just plain boring stories. Editors know the types of people who read the magazine, what duties they perform, and how much time they have to read articles. They also evaluate continually what has already been published on various topics and what their readers still want to know. Using this knowledge, editors mediate between what the author wants to write and what the audience wants to read. By helping authors express their ideas in an article of the length, focus, level of complexity, and style appropriate for the readers, editors serve the needs of both parties. Of course, authors who study their market well usually write articles that hit the mark the first time, which makes the editing process move smoothly and quickly at this stage. Novice authors often throw away their research notes and background material as soon as an editor accepts their manuscript. As tempting as it seems to keep only the shining finished product and pitch the residue, authors should hold on to their background material at least until the article appears in the magazine. Editors do more than merely check for correct spelling, grammar, and punctuation. They also evaluate the logic, presentation, reading level, data, and documentation. Up until the last moment before the printer starts the presses, editors can, and usually do, ask authors to double-check sources, clarify statements, update facts, and add examples. Authors can save themselves a lot of time and headaches by keeping handy their research notes and complete source documentation (all the trivial details that go into footnotes). Trudging back to the library to try to find the exact volume and page number of an obscure report cited in a manuscript written months ago can take a lot of the fun out of getting an article published. A NOTE ABOUT PATIENCE At last, all the questions will be answered, the last comma placed, and the final footnote finished. Then what? Usually, more waiting, and waiting, and waiting.... Authors need an ample supply of patience. It can take anywhere from a few months to as much as a year before the article appears in the magazine. The FBI Law Enforcement Bulletin, for example, operates under a 2-month lead time, meaning that by January, the March issue has already gone to the printer. But even if an author and editor finish preparing the text in January, the article will not necessarily be published by April. Other factors also can affect the publication date. For example, the art staff must find or create appropriate illustrations, the editor might want to publish it with a related piece still in the works, or perhaps, the space has been designated for another purpose, such as the annual index. CONCLUSION Professional journals provide members of the law enforcement community with a marvelous opportunity to share their ideas, knowledge, and experiences with thousands of their colleagues simply by writing down what they know. Yet, the thought of pursuing publication strikes fear in even the bravest of souls. Learning how to select a manageable topic, frame a thesis and outline, convince an editor to request and later accept a manuscript, and collaborate with an editor to polish the final product all can be disconcerting at first. But experienced officers should remember that making arrests and investigating cases did not always come easily, either. The guidelines offered here should help prospective authors avoid some of the frustration new writers typically experience and open the door to a rewarding endeavor. Personal satisfaction, widespread recognition, and increased hiring and promotional potential can--and will--make the effort worthwhile. ________________ Endnotes 1 Member of the Police Writer's Club quoted in "Writing Your Way to the Top," The Police Writer, Summer 1995, 5. 2 J.L. Barkas, How to Write Like a Professional (New York: Arco, 1985), 47. 3 A number of publications, including Police Chief and this magazine, print an annual index in their December issues. This can provide a quick review of the contents of a specific magazine, whereas, CJPI covers more than 100 publications from the United States, Great Britain, and Canada. 4 Michael Seidman, "Study the Market!" Writer's Digest, February 1994, 40. 5 Myrick E. Land, Writing for Magazines (Englewood Cliffs, NJ: Prentice Hall, 1993), 29. 6 Some magazines pay for articles; others do not. Likewise, some employers allow employees to be compensated for their writing, while others might not. Prospective authors should check with their legal advisor and with individual publications for guidance. __________________ SIDEBAR 1 Where To Find Appropriate Publications Most law enforcement professionals will be familiar with the major law enforcement publications--Police Chief, Law and Order, Sheriff, and FBI Law Enforcement Bulletin. To find other national or regional outlets, or to identify highly specialized publications, authors might want to consult these sources: Roger Fulton, ed., Law Enforcement Related Publications and Editors: A Guide for Writers in Police, Security and Corrections (Hayes, VA: Police Writers Club, annually). Mary Ann Gilbert, Criminal Justice Periodical Index (Ann Arbor, MI: University Microfilms, annually since 1975). Roy M. Mersky, Robert C. Berring, and James K. McCue, eds., Author's Guide to Journals in Law, Criminal Justice, & Criminology (New York: Haworth Press, 1979). M.S. Vaughn, and R.V. del Carmen, "An Annotated List of Journals in Criminal Justice and Criminology: A Guide for Authors," Journal of Criminal Justice Education, 3, 1992, 93-142. __________________ SIDEBAR 2 Common Questions Posed to Editors Editorial staffs respond daily to numerous questions posed by prospective authors. While most of the questions are tailored specifically to the author's particular dilemma, three questions, in particular, continue to be asked. Must I Write Well? The short answer is no, but it helps. Most editors agree that writing skill has some bearing on an article's selection, but many would say that other factors, such as topic, factual accuracy, clear analysis and logical flow of information, and presentation, can be more important. Editors can correct grammar and punctuation, but they cannot magically produce the knowledge gained, for example, from years of law enforcement experience. Are Multiple Queries/Submissions Okay? Asking more than one editor about the same article idea poses no problem whatsoever at the query stage. Authors may send their article ideas to as many editors as they want; it only takes time and money. However, editors frown on multiple submissions, that is sending the same article to a number of magazines to see who bites first. Magazines earn their reputations by publishing new material, so editors usually demand exclusive relationships. And, editors never forget who "cheated" on them. One infidelity could banish authors to that magazine's perpetual doghouse. A magazine's reprint policy may help prospective authors to decide which editor receives the manuscript first. Some magazines will reprint articles that have been published elsewhere; others will not. Over time, authors can see the same article appear in several publications, depending on the reprint policies of each magazine. Why Do Editors Decline Articles? Many factors can compel an editor to decline an article idea. Most often, neglectful authors fail to research their market and send their articles to the wrong publications. Sometimes, however, another author could have submitted a substantially similar idea first, or the magazine may have covered the topic in depth already. In a few instances, the writing simply will be too poor to make it worth the time and effort to correct. Occasionally, an author's query letter and preliminary outline will promise something that the finished manuscript does not deliver. ________________________