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Revised Manuscripts

Manuscripts

Revised Manuscript Information

Once your manuscript is refereed you will be notified by email that the report is ready. Please review the revision instructions below.

Step 1: Review the referee reports and respond to the referee report. You will need to log into your www.meeting247.com/caari account to read or download the referee reports and to respond to them. Please, read the corresponding section below (Step 1) on how to interpret the referee reports.

Step 2: Implement any changes required by the referees, format the revised version of the manuscript according to the Revised Manuscript Guidelines (Step 2) below, and upload the manuscript via your www.meeting247.com/caari account and then lock it. If the referee report says “Publish As Is”, continue to Step 4 below for submitting your manuscript.

Step 3: The conference chairs or topic editor of your session will review your response to the referee report and check your manuscript. They may contact you for clarifications and more information. When they are satisfied they will accept your manuscript for publication, and you will be notified.

Step 4: Once your manuscript has been accepted for publication, put it into the AIP double column format (see the AIP template in MS Word). Your manuscript will be unlocked for editing, and you will simply upload your final AIP formatted manuscript and lock it. Please name this final document as AIP_###.doc (### is your MS number).

Step 5: Complete the required Publisher's Summary for each manuscript you are submitting to the proceedings at www.meeting247.com/caari. Your manuscript cannot be published unless this is completed.

Step 6: Complete the following AIP forms as appropriate and send them to Karen at kfsloan@sandia.gov.

Author transfer agreement (copyright release)

Written permission from publishers of material to be reproduced when published elsewhere

Offprint Reprints Order Form

Further details for each step are below.

Step 1: Review the referee reports and respond ...

Here are a few more details to help you understand the referee reports.

When the referee report for your paper is available you will be notified by email. You can also check the status of your manuscript anytime at the CAARI website. We would like to receive your revised final MS no later than October 13. In case of questions or if you cannot meet this deadline please contact Karen at kfsloan@sandia.gov.

If the report says:

Publish as is
Please resubmit your manuscript using the file naming convention for AIP and in the required AIP format (see the AIP template). See the Step 4 below.
Minor revision
Please make the modifications that the referee requested and resubmit your manuscript using the file naming conventions and the required format given below in Step 2. Use the "Track Changes" option in MS Word so that the referee and the editors can locate the changes you have made. If you do not agree with the referee (except grammatical or style modifications) or you have to answer the referee’s questions, please upload a separate document online with explanations and answers. The editors will review the revised manuscript, your comments, and answers.
Major revision
In this case you may have to rewrite part or all of your manuscript. Use the "Track Changes" option in MS Word so that the referee and the editors can locate the changes you have made. Resubmit your manuscript using the file naming conventions and the required format given below in Step 2. You also have the option of withdrawing your manuscript from the proceedings but this should be the last resort. Please follow the referee’s advice and try to answer all the questions in the revised manuscript. Your manuscript will go back to the same referee and he/she will review it again. In case you do not agree with the referee’s requests, please upload a separate document online with your explanation for each item. If the major revision is required because of language problems, we suggest you find a professional English editor to edit your manuscript.
Rejected
It means that the manuscript according to the referee does not satisfy AIP’s criteria for publication for any of the following reasons:
- The manuscript is too similar to another publication(s). You have to convince the editors by submitting a document in which you explain why this manuscript is different from what has already been published or you can withdraw your manuscript. In most cases the editors have already reviewed the similar publications given by the referee.
- The referee strongly disagrees with the results of the manuscript. You need to submit a document that explains why those results are right and the editor will decide whether the referee’s or your views are correct. You also have the right to withdraw the document.
- The referee thinks that the manuscript does not live up to the AIP or CAARI conference standards because:
  1. It does not contain enough new results.
  2. The quality of the manuscript is not appropriate for AIP and even a major revision would not help.
  3. The subject of the manuscript does not fit the profile of AIP. In this case the editors agree with the referee’s recommendation and you need to withdraw the paper. You still have the right to contest this decision and you can submit a document in which you can explain why your manuscript should be published. But you have to give an item by item explanation/answers for the referee’s comments

Step 2: Revise the manuscript...

Revised Manuscript Guidelines (Authors whose reports say “Publish As Is” can skip this step)

Authors of oral talks and posters MUST have presented the paper or poster at the conference in order to submit a manuscript.
Submit the manuscript to the Conference Organizers on the CAARI website via your CAARI account– NOT to the AIP .
All papers MUST be submitted in MS Word or PDF files.
Paper length is 7 pages, but must not be shorter than 3 pages.
The Paper MUST have line and page numbers.
Image formats can be JPG, GIF, BMP

Please, use the "Track Changes" option only (do not use the COMMENTS option) in MS Word so that the referee and the editors can locate the changes you have made. The following is required in the header of the initial document: “MS###, First revision”. You can include the figures in the manuscript file, but put them at the end of the manuscript, each figure on a separate page. The figure captions should appear as a list in the text of the manuscript. You can submit figures separately, if you have them in high quality format.

Manuscript file naming conventions:

Please name your files as MS### where ### is your manuscript number. If you submit the figures separately as files, they should be named as MS###FigureX, where X is the figure number.

Step 3: Wait for the notification from the Conference Chairs or Editors

The conference chairs or topic editor of your session will review your response to the referee report and check your manuscript. They may contact you for clarifications and more information. When they are satisfied they will accept your manuscript for publication, and you will be notified.

Step 4: Submit the AIP-formatted manuscript...

Revised Manuscript Guidelines

All submitted manuscripts will be published in one volume of the American Institute of Physics Conference Proceedings series.
Submit the manuscript to the Conference Organizers on the CAARI website by logging into your account – NOT to the AIP .
All final (camera-ready) AIP-formatted files MUST be submitted in MS Word.
Paper length is 7 pages, but must not be shorter than 3 pages.
Authors of oral talks and posters MUST have presented the paper or poster at the conference in order to submit a manuscript.

Manuscript file naming convention for AIP-formatted final version :

After you format your manuscript according to the AIP template and include all figures (if applicable) you will end up with one file. Please name your file as aip_###.doc where ### is your manuscript number. It is critical that that the filename starts with the "aip_" prefix. A valid filename is, for example, aip_123.doc provided the Manuscript number is 123.

Acknowledgment Statement

Since double publication is not tolerated by AIP, the acknowledgment statement below will be required before final submission. If the paper you are submitting has been previously published or recently submitted to another journal, you will need to complete the Request for Permission to Reprint Published Material form and send it to the other publisher of your paper. The completed and signed form should be returned to you and submitted with your final manuscript to Karen Sloan.

Acknowledgment

"I acknowledge that this manuscript is considered to be a representation that it has been neither copyrighted or published, nor submitted for publication elsewhere."

Preparation of final manuscripts

Manuscripts should be typed throughout in accordance with the AIP template in MS Word only. Do not use PDF files as the format cannot be edited, if necessary, before submitting to the publisher.

You can cut and paste text within the template as long as you keep the format the same. Manuscript should have one-inch margins on the top, bottom, left and right sides. Pages should be double-columned. While the first version of the manuscript should include the line numbers for the referees, this final version of the manuscript should not have the lines or pages numbered - please, remove the line numbers from your manuscript document. To remove the line numbers in MS Word :

go to File/Page Setup
click on the Layout tab
click on the Line Numbers link
unselect Add Line Numbering check box and
press OK to confirm your choices

Please follow the template closely as it relates to font size changes, italics, bolds and references. All figures and tables are to be included within the text of the document, and not at the end. Make sure your journal references are abbreviated correctly. Numbering for references should not be in parenthesis or brackets. DO NOT link your references to the number in the text.

Preparation of figures

Color figures can be printed in color when this is essential to the presentation. Authors will be charged for color reproduction. If to be published in black-and-white, computer-generated graphics should be produced in grey scale.

If, together with your accepted article, you submit usable color figures, then AIP will ensure, at no additional charge, that these figures will appear in color on the web (e.g., ScienceDirect and other sites) regardless of whether or not these illustrations are reproduced in color in the printed version. For color reproduction in print, complete the Offprint Reprints Order form, circling the number of color reprints, and send it to Karen. You will receive information regarding the costs from AIP after receipt of your accepted article.

Step 5: Fill the publisher's summary...

The Publisher requires a summary for each manuscript which MUST containing the following data:

Full title
List of authors
Name and complete affiliation of corresponding author (mail address, telephone and fax numbers, and e-mail address)
Number of figures
Indication which figures should be printed in color. Color figures can be published on the web free of costs but extra cost payable by the author is involved if they should also be printed in color in the proceedings.

You are required to complete this summary on-line when you are submitting the final version of your manuscript. Some of the entries, e.g. the title, will be already pre-filled for you so you will only need to confirm them. The Summary is a requirement when submitting a paper to AIP.

Step 6: Complete the following AIP forms

All final manuscripts will be submitted to the publisher together with the Transfer of Copyright Agreement. If the Transfer form is not received by November 10, the manuscript may not be submitted to the publisher.

If you have previously published your manuscript in another journal or have recently sent it to another journal for publication, you must complete the Request for Permission to Reprint Published Materials. The other publisher must sign this form and return it to you. Upon receipt, you will forward the signed form to Karen (see address below). This form will also be sent to AIP along with your manuscript.

If you wish to order reprints of your paper or want figures printed in color, complete the Offprint Reprints Order form and send to Karen.

Send the Transfer Agreement form and the other applicable form when completed to:
(Email or fax is the preferred method)
Email: kfsloan@sandia.gov
Fax: 1-505-844-7775
Karen Sloan (CAARI 2010)
Sandia National Laboratories
PO Box 8500, MS 1056
Albuquerque NM 87185 USA

All of the forms will be submitted to AIP along with your manuscript.