Part 2: Preparation and Submission of Transactions Papers
| Part 2: Preparation and Submission of Transactions Papers |
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(Part 2 last revised December 2010) Authors are responsible for complying with the guidelines in effect at the time of submission, so you should check for the most current submission requirements as often as needed. You will find the information on the PES web site or contact the PES Executive Office, 445 Hoes Lane, Piscataway, NJ 08855-1331 USA, phone: +1 732 562 3883, fax: +1 732 562 3881, pes@ieee.org. Introduction
To be accepted and published in a PES Transactions, a paper must be of unquestionably high quality and must make a definite contribution to technical knowledge. Examples of such papers are those that 1) present fundamental or advanced concepts; 2) describe one apparatus or one system application backed by test data and field experience; 3) describe a proven valuable innovation; 4) describe a useful new technique of measurement, calculation, or design together with practical examples; 5) present a needed commentary and summary of technical knowledge not previously available for convenient reference; 6) present useful data and experience which are of current and timely interest that reflect changes that should be made in a new technology, or 7) propose an IEEE Standard. A paper will be reviewed by the appropriate Transactions Editorial Board according to its submittal classification. The Editorial Board of each Transactions has the sole responsibility and authority for judging all submissions of Transactions papers for acceptance, revision and resubmission, or rejection. The required 150-word abstract and up to 10 keywords will be reviewed in conjunction with the paper. Transactions papers may not be submitted for a specific PES meeting and, therefore, may be submitted at any time. All accepted papers will be published and permanently referenced in the IEEE Transactions on Power Systems, Power Delivery, Energy Conversion, Smart Grid, or Sustainable Energy with available discussions and closure also printed in an issue of the Transactions. See Part 5 of the Author’s Kit for complete information regarding discussions and closures. After publication in a PES Transactions, papers are available individually from Ask*IEEE or as reprints (minimum quantity of 20) from IEEE. The Transactions are distributed through the IEEE All Society Periodicals Package and individual nonmember sales to major libraries worldwide. Technical Areas and Associated Topics
The technical areas covered by each of the PES Transactions are enumerated below.
Paper Preparation
Basic guidelines for preparing papers for the Power & Energy Society are provided in Part 4 of the Author’s Kit. Information is given regarding desktop publishing format, type sizes, and typefaces. Style rules are provided that explain how to handle equations, units, figures, tables, references, abbreviations, and acronyms. Sections are also devoted to the preparation of acknowledgments, references, and authors' biographies. An example of the desired layout for papers is provided in PDF format and is as a Microsoft Word template. We encourage you to use LaTeX to produce your paper if it contains many math equations. An IEEE Periodicals Department template is available on the web at http://www.ieee.org/web/publications/authors/transjnl/index.html. Please use bare_jrnl.tex. This template will produce a paper that satisfies PES formatting requirements. The stylistic differences from the Word template are acceptable. Transactions papers are limited to eight pages including any references, attributions, biographies, etc. Papers exceeding eight pages will be subject to mandatory page charges. The name and affiliation (including city and country) of each author must appear on the paper. Paper Submission Information
IEEE Policy Regarding Plagiarism Authors are expected to comply with the IEEE policy regarding plagiarism as stated below: 6.4 PUBLICATIONS STANDARDS POLICY AND PRINCIPLES FOR AUTHORS, REFEREES, AND EDITORS 6.4.1 PUBLICATION PRINCIPLES B. Responsibilities of Manuscript Authors f) IEEE defines plagiarism as the use of someone else’s prior ideas, processes, results, or words without explicitly acknowledging the original author and source. Plagiarism in any form is unacceptable and is considered a serious breach of professional conduct, with potentially severe ethical and legal consequences. The PSPB Operations Manual provides detailed guidelines for 1) handling allegations of plagiarism, 2) applying appropriate corrective actions when findings of plagiarism have been reached, and 3) referencing previously published material. h) Except as indicated in Section 6.3.4 (Multiple Publication of Original Technical Material in IEEE Periodicals), authors should only submit original work that has neither appeared elsewhere for publication, nor which is under review for another refereed publication. If authors have used their own previously published work(s) as a basis for a new submission, they are required to cite the previous work(s) and very briefly indicate how the new submission offers substantively novel contributions beyond those of the previously published work(s). In addition to the sanctions applied by IEEE, if an author is found to have committed plagiarism PES imposes the following sanction: Starting in January 2009, individuals whose names are placed on the IEEE Prohibited Author List will not be allowed to organize or lead any PES sponsored activities such as invited conference sessions, distinguished lectureship, editorship of PES publications, paper reviewer for PES etc. PES Policy Regarding Bibliography Papers Because of the electronic search capabilities available through the IEEE and other technical societies, bibliography papers merely listing publications are not of interest. Even if such papers include brief summaries of the listed papers, such information cannot be considered as an original contribution of archival value which is a prerequisite for publication in the Transactions. Authors should note that such manuscripts will be rejected without review. Authors who developed bibliography papers may contact the IEEE Technical Committees for their interest in placing the papers on their web sites. Paper Submission Procedures
The same paper cannot be submitted to more than one PES Transactions. An author should choose the Transactions (Power Delivery, Power Systems, Energy Conversion, Smart Grid, or Sustainable Energy) best suited to review the paper and submit it to only that Transactions. The Editor-in-Chief will review the paper for suitability for his Transactions. He will inform the author if he deems it more suitable for another Transactions. Accepted Proceedings papers may be submitted to the PES Transactions. However, they must be significantly upgraded and are expected to comply with the IEEE policy regarding plagiarism as stated above. An author submits a manuscript by uploading a word processing file (.doc, .rtf, or .ps) of the paper directly onto Manuscript Central, a site on the World Wide Web where the paper can be accessed by the Transactions Editor-in-Chief, Editors, and Reviewers. It will be converted to a PDF file by the system. (It is recommended that the PDF file be under 1 MB. Papers exceeding this file size may require a longer review time.) Upon acceptance of a paper for publication, the author will be required to upload final files to Manuscript Central. In addition, the author will be required to submit a completed IEEE Copyright Form electronically via Manuscript Central if it was not completed during the initial submission of the paper. Any paper received for initial submission at the Executive Office will be returned so that the author can upload it. Uploading Instructions In order for a paper to be submitted and reviewed, it must first be uploaded by the author onto Manuscript Central. If you are uploading a revised manuscript in response to a "Revise and Resubmit" decision, please see the next section for instructions. 1. Prepare the Manuscript It is important that you read all instructions thoroughly; we suggest that you print these instructions and fully prepare your manuscript before proceeding further with your submission. a. Make sure that you follow the specifications in Part 4 of the Author’s Kit regarding formatting of the manuscript. If you have questions about those requirements after reviewing Part 4, please send an e-mail to PES-format@ieee.org. b. Compose your paper using word processing software. (Please check that the “Track Changes” feature has been turned off and that the file name does not exceed 50 characters including the extension.) Your word processing file (.doc, .rtf, or .ps) will be converted to a PDF file on the Manuscript Central site. 2. Log in to Manuscript Central Navigate to the PES portal page for Manuscript Central or to the Manuscript Central site for the specific Transactions to which you are submitting your paper:
You will have access to all of the sites with a single account. Please check if you already have an existing account on Manuscript Central. If you have forgotten your User ID or Password, or you have questions or have problems with your account, please send an e-mail to PES-MCreviewer@ieee.org. DO NOT CREATE A SECOND ACCOUNT! 3. Enter the manuscript data; designate a corresponding author. a. Enter the information as prompted on the screen. Your entries will appear on the subsequent screens; proofread the data in each step as you proceed. If there are errors, you can return to earlier pages and correct them. b. Enter your manuscript title and the text of the abstract (you may copy and paste this information from your manuscript). Note: Even though the title and the abstract are included in the text of the manuscript, you must also enter them in this step because the Editorial Office uses these fields in a searchable database to expedite the review process. It is important to understand that Greek letters and special characters such as mathematical symbols, as well as formatting codes such as italic, bold, and superscript will not automatically convert to Web-compatible codes. Therefore, you must use the Character Palette that is provided to ensure that the title and abstract appear as you wish in the submission information. On-screen instructions will help you. c. The author who logged in to upload the manuscript is automatically designated the “Corresponding Author.” If you wish, you may designate a co-author as the “Corresponding Author” and all future communication regarding the paper will be through that individual. d. When asked to input your list of authors, please do so in the same order they are listed on the manuscript. Though there is room for multiple affiliations for each author, we request you fill in only the first as that is the only one that will be referenced. 4. Upload the manuscript. Using the browse button provided, locate the word processing file (.doc, .rtf, or .ps) of your manuscript on your computer and then click "Upload" to place your manuscript file on the web site. It will be converted to a PDF file by the system. 5. Proofread the uploaded manuscript. It is critical that you carefully proofread the PDF file of your manuscript. Look very carefully at all special characters, mathematical symbols, Greek letters, equations, and tables. Check your images for clarity and legibility. If you find errors, go to your original document on your computer and make any necessary changes. Then go to the Unsubmitted Manuscripts area in your Author Center on Manuscript Central, click on Continue Submission to the right of the manuscript title and re-upload the manuscript. It will be converted to a PDF file which should be proofed carefully. 6. Submit the manuscript. You may leave your manuscript in the Unsubmitted Manuscripts area in your Author Center and return later to review it. But please understand that until you click the "SUBMIT" button, the manuscript will not enter the review process. Once you submit your manuscript you will not be able to make any changes to it unless requested to do so by the Editor-in-Chief as a result of the review process. Please Note: It is extremely important that you check your PDF document prior to clicking on the "SUBMIT" button. If the manuscript is not reviewable (e.g., the text and graphics are not clear and legible, or all graphics are not present, or the format is not appropriate), you will be required to upload a corrected draft onto Manuscript Central. The paper will not be reviewed until the manuscript is replaced with one that is reviewable. To avoid doing double work, please check your draft carefully prior to submission! Once you submit your manuscript you will get an immediate submission confirmation that provides you with a Manuscript Number. Be sure to make a record of this number. If your paper is accepted for publication, you will be required to provide this number. You will receive an e-mail within 24 hours of submission confirming that your paper has entered the review process. 7. Manuscript is checked for reviewability; Editor-in-Chief determines appropriateness for Transactions. After your paper has been submitted to Manuscript Central, the PDF file will be given a preliminary check to ensure that it is reviewable—e.g., that the text and graphics are clear and legible, all graphics are present, and the format is appropriate. (Please see Part 4 of the Author’s Kit for specifics.) If your paper is reviewable, it will be released for review as soon as it is checked. If the manuscript is not reviewable, it will be unsubmitted from Manuscript Central and you will be sent an e-mail message requesting that you correct the problems and upload a corrected manuscript onto Manuscript Central. The paper will not be reviewed until the manuscript is replaced with one that is reviewable. Additionally, the Editor-in-Chief will inform the author if he deems the paper is more suitable for another Transactions. Review Time
Typically, the review of a paper is completed in three months. Once a decision is made, the decision letter is sent promptly to the corresponding author. Sometimes a large number of papers are received within a short period of time resulting in longer review times. Please do not send inquiries to the Editor-in-Chief or the PES Executive Office regarding the review status of your paper unless the review has been delayed well beyond the three-month target. “Revise and Resubmit” Manuscript Uploads
If you are uploading a revised manuscript in response to a “Revise and Resubmit” decision by an Editor-in-Chief, DO NOT UPLOAD YOUR MANUSCRIPT AS A NEW PAPER! Submitting a revised manuscript differs from submitting a manuscript for the first time. Here is some information that should clarify the process. You will find more detailed instructions on the Manuscript Central site. (Please check that the “Track Changes” feature has been turned off in your word processing file before uploading it.) 1. You must have been designated the Corresponding Author when the original manuscript was first submitted in order to submit a manuscript in response to a "Revise and Resubmit" decision. 2. As a Corresponding Author, you already have an account on Manuscript Central. Do not create a new account! See directions above if you do not remember your login ID or password. 3. Go to the web site which reviewed your paper and log in. Here are the URLs:
4. Click on the Author Center. You will find a category called "Manuscripts with Decisions." You should find your paper title listed in this category. If your paper is not listed, or any information is incorrect, please send an e-mail to PES-MCreviewer@ieee.org for assistance. Do not proceed to upload your revision! 5. If the paper title is in the "Manuscripts with Decisions" area, click on the "Create a Revision" button. A new manuscript record will be created with the same Manuscript ID and “.R1” (for revision 1). This record "shell" contains all key information previously entered with the exception of the text of your manuscript. Check the existing data about the paper. Make all necessary revisions and supply any missing information. 6. Respond to the decision letter and reviewer comments by entering your text in the Response to Decision Letter field. 7. On the next series of screens you will be asked to enter (or confirm, if information is already provided on the screen) the title, the abstract, the keywords and additional comments pertaining to the paper. Use the Character Palette if necessary. After each entry or confirmation, click "Save and Continue" once you are satisfied. (It is important that you check the abstract and revise it if necessary.) 8. Click on "Create a New Draft" and "Next" which prepares to upload your manuscript into the record shell. Browse your computer to find the word processing file (.doc, .rtf, or .ps) of the revised draft you wish to upload. (Please note: You may use the File Manager to upload supporting documents as well.) Click "Open" and then "Upload File." When the system has converted it to a PDF file, click "View Proof." Check the proof in the Adobe Acrobat window that will open on screen. If you are not happy with the draft, close the Acrobat window, make corrections on your manuscript, and re-upload it by following directions on the site, and check the proof again. Close the window when you are done checking. Select the appropriate button: "Submit Your Manuscript," "Change the Draft," "Contact the Support Center," or "Return to Author Center." 9. Your draft is not entered into the review process until you click "Submit Your Manuscript." You should receive an automated confirmation of the submission almost immediately. Upon Acceptance of the Paper
Upon acceptance of a paper for publication, the author is required to upload the following final files to Manuscript Central:
In addition, the author will be required to submit a completed IEEE Copyright Form electronically via Manuscript Central if it was not completed during the initial submission of the paper. A proof of the paper will be sent to the corresponding author for review and approval. Power Engineering Letters
The Power Engineering Letters Section in each of the PES Transactions offers a vehicle that speeds publication of new results, discoveries, and developments. It affords authors the opportunity to publish contributions within a few months of submission to ensure rapid dissemination of ideas and timely archiving of developments in a rapidly changing field. Original and significant contributions in applications, case studies, and research in all fields of power engineering are invited. Of specific interest are contributions defining emerging problems and special needs in specific areas. Authors are encouraged to submit contributions to the Letters Section offering new insight to established techniques, concepts, and methodologies in electric power engineering. Such contributions are distinctly different from discussions of papers recently published in the Transactions, in that the former seek to broaden the scope, and point to potential enhancements to existing and established technologies. Letters should be formatted according to the instructions given in Part 4 of the Author’s Kit. Note, however, that letters do not contain biographies. Submitted letters are limited to two formatted pages. Submissions exceeding this page limit will not be reviewed. In order for a letter to be submitted and reviewed, it must be uploaded by the author onto Manuscript Central. The uploading procedure is the same as that for Transactions papers discussed earlier under “Paper Submission Procedures.” Complete instructions are also available on Manuscript Central. The URL for the letters review site is: Any new submissions received by the Power Engineering Letters Editor-in-Chief will be returned for direct upload by the author. If the letter is accepted for publication, the author will be required to upload the following final files to Manuscript Central:
In addition, the author will be required to submit a completed IEEE Copyright Form electronically via Manuscript Central if it was not completed during the initial submission of the letter. A proof of the letter will be sent to the corresponding author for review and approval. Publication Information
Proof of the Paper or Letter The process of preparing a manuscript for publication can, on occasion, change, delete, or modify characters and equations. A proof of the manuscript will be sent to the corresponding author for review and approval. It is essential that the proof be checked as thoroughly as possible since the responsibility for the final text is the author's. Please note when checking your proof:
Failure to return the corrected proof in the allotted time frame will result in deferring the paper or letter to a future issue. Posting on IEEE Xplore® A new publication procedure began in 2004. Accepted papers and letters are processed for publication before they are scheduled for a specific issue of the Transactions. When the corrected proof has been returned and the changes have been incorporated, the paper or letter is posted on IEEE Xplore® as “Accepted for Future Publication.” Copyright It is the policy of the IEEE to own the copyright to the technical contributions it publishes on behalf of the interests of the IEEE, its authors, and their employers, and to facilitate the appropriate reuse of this material by others. To comply with United States copyright law, authors are required to sign and submit a completed IEEE Copyright Form. This form returns to authors and their employers full rights to reuse their material for their own purposes. Voluntary Page Charges After a manuscript has been accepted for publication, the author or his/her company or institution will be requested to pay a charge of $110 per page, for the first eight published pages, to cover part of the cost of publication. Payment will not be obligatory nor a prerequisite for publication. The author will receive 100 free reprints without covers if the charge is honored. Mandatory Page Charges The author or his/her company or institution will be billed $110 per each page in excess of the first eight published pages. Payment of these charges is not negotiable or voluntary. Further, submission by the author of his/her manuscript to these Transactions signifies acceptance of the requirement to pay mandatory page charges. The Publisher holds the right to withhold publication of the current submission or any future submissions from the author if this charge is not honored. Color Charges IEEE now offers the option to print figures in grayscale but post online free of charge. Any color figures submitted will be automatically processed by IEEE for online color. Figures may also be printed in color for a charge of $1045.00 (set-up) plus an additional $62.50 per color figure. Payment of these charges is not negotiable or voluntary. Presentation at a PES General Meeting
An author who is interested in presenting an accepted Transactions paper at a PES General Meeting must upload the paper’s abstract to the meeting’s submission and review site. It will be sent directly to the appropriate Technical Committee Program Chair (TCPC) based on the committee selection and that TCPC will determine if the topic of the paper is suited for presentation in one of his or her technical sessions. The author will be notified of the decision by e-mail. See the PES web site for details for specific meetings. (Please note: The author should follow the steps on the review site and upload the full paper in addition to the abstract. This is for the TCPC’s use only. The full paper will not be published in the Proceedings. Do not upload the full paper as its own submission. It must be uploaded along with the abstract so there will be only one conference paper number.) Accepted Transactions papers that will be presented at a PES General Meeting (in a poster session, or if invited by a Technical Committee, in a session of another format) will have their abstracts published in the Conference Proceedings for that meeting. At least one author of the Transactions paper must register for the meeting and pay the appropriate registration fee! Papers will not be scheduled for presentation nor abstracts of the papers published in the Proceedings unless the fee is paid. Registration forms will be made available on the PES web site. Questions, Comments, and the Future
Changes in the use of electronics in publishing are dynamic, and we recognize that the instructions given in this document will need to be revised. We also know that you, the author, are in a unique position of knowing both your capabilities and your needs. We welcome your suggestions regarding this document. All comments, questions, and suggestions about this document will be forwarded to the correct person if you send them to: IEEE PES Executive Office |
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