Publication Workflow
Topics for department articles are selected by the department editor(s), and often written by them as well. Department articles are not submitted or managed in ScholarOne. When a department editor has an article ready for publication they should follow these steps:
1. Assemble article source
Assemble the final text in a source format convenient for you and broadly used. Editors typically deliver .doc(x) or LaTeX source files. This form should include the text features that you believe will help readers navigate the article, including the title, abstract, body text, and subheadings (if applicable), along with tables and figures. As noted above, there is no template, so any rationally organized, readable form of the text is acceptable.
If you are using word processing software that supports advanced revision and collaboration features (such as MS Word or Google Docs), make sure that the document is free of tracked changes and make sure the document has no comments; comments that include information for the AEiC/D should be included in the transmitting email, not in the article source.
2. Render the article in final typeset form
It is helpful for department editors to a PDF version of the article in order for the publications staff to validate that what they get as a proof from the publishing system has the elements you intended in the locations you intended. This is an optional step but does help to minimize confusion.
3. Assemble high-resolution images
Please include “native” images at the highest resolution available as separate files when you deliver your article; many word processors automatically transform inserted images so that the higher-resolution original is not recoverable. Please make sure each image file is clearly named.
- If you are using software that includes some layout ability (such as MS Word or Google Docs), you should include a version of the image in your document, about where it should appear in relation to the text. Include a short, meaningful caption, and number the element (i.e., Figure 1, Table 2, …). Then when you transmit your high-resolution version for publication, use the element label and number (i.e., Figure 1) in the file name such that it is clear to someone with no background in computing or knowledge of your article which element from your document the high-resolution version is intended to replace.
- If you are using flat text (i.e., a LaTeX), include the element label and number along with a short, meaningful caption in the text near the content that supports it. Then, use the element label and number (i.e., Figure 1) in the file name such that it is clear to someone with no background in computing or knowledge of your article where the element goes in your article.
4. Transmit content
Transmit the content to the AEiC/D by email or by file sharing service. If you are emailing, be sure to attach all the parts of your article to an email that includes whatever extra information the departments editor may need.
Department editors have access to a shared Google Drive space maintained by the AEiC/D, and content may be uploaded there. Within this space select the “Departments” folder, select your department and create a folder in which to deposit your article source and related files. You may name it anything sensible, and the AEiC/D will change it to match the convention. Note that when using this option the submitting editor must notify the AEiC/D of the submission by email; failure to do so will result in a delay in publication.
If you are using a personal file sharing service, you may use whatever file sharing platform (i.e., Google Drive, Dropbox, Box, etc.) you prefer. Email the link/share the directory to the AEiC/D. You should create a new directory for the submission that contains
- only the content related to this specific article
- all of the content that relates to this article, and
- only the final version of that content to prevent confusion (no drafts, earlier versions, etc.).
What happens next
The AEiC/D will acknowledge your submission by email, generally within 1-2 business days of when it is received. After receipt, the submission will be logged into the tracking spreadsheet, which is available for all department editors to review. After verifying compliance with guidance and resolving any issues or questions, the AEiC/D will transmit the submission to IEEE publications, notify the EiC that the article is ready to be scheduled into a future issue, and update the status in the log. IEEE publications will deliver pre-publication proofs to the department editors directly for review.