July 20, 2018

Author Guidelines

Abstract and full-paper manuscript should be prepared according to the American Institute of Physics (AIP) Conferene Proceeding template, which is 8.5 x 11 inch paper, single column format.

There is minimum of 4 pages for full-paper, and no maximum page limit. We do not accept a one-page paper or extended abstract to be included in the proceeding.

Figures and tables must be inserted in the text (as close as possible to their first mention in the text, preferably at the top or bottom of the page) and may not follow the Reference section.

Please provide at least 4 keywords for your article for easy identification. Keywords should describe the main topics of the research reported in the article. Very general terms are not necessary (e.g., “physics” or “astronomy”); keywords should instead describe specific topics and thus help someone searching for articles in these subject areas.

To avoid font problems, be sure to embed all fonts when saving your file. Hardcopy should be printed from the final file, and checked for any missing fonts. Look for blank spaces or any strange characters not in your original file that can indicate a dropped font.

Please note that the Word file must be converted to PDF prior submission to us. If you will be using the LaTex template provided you must convert your final submission to PDF. We do not accept LaTex or Word files.

Microsoft word template and LaTex Classes and Guides are available for download for your reference.

How to Create a Production-Ready PDF File of Your Final Submission

  1. Make sure all images included in your submission were created using the guidelines provided in the below section named “Figure Position and Digital File Preparation.

How to Embed Fonts
You will be converting your source file, whether it is a Word file of LaTex file to pdf for final submission to the proceedings. When creating the pdf file it is important to ensure that you embed all fonts. In order to ensure there is no loss if information in the pdf file, all fonts must be embedded. If your fonts are not embedded, your paper will not print correctly. Fonts should be embedded when creating the initial pdf file.

Converting Word to PDF
When creating a pdf file from a Word file the settings to embed the fonts should be done in Word. When printing to pdf from Word, the options are chosen when creating your print settings. Below is how this should be done:

  1. Select Print
  2. In the print dialog box, select “Adobe PDF.”
  3. Select “Properties.”
  4. Under “Default Setting” select “High Quality Print.”
  5. Select “Edit”.
  6. Select “Fonts” from the left list of folders.
  7. If it is not already checked off, check the two boxes: “Embed all Fonts” and “Subset embedded fronts when percent of characters is less than 100 %.”
  8. Hit “Ok”

Converting LaTex to PDF
If you will be creating the pdf file directly from the LaTex file the following command should be ran

If you will be creating a .dvi file form the Latex file and then converting that to a postscript file, the following command should be ran

You will then need to convert the .ps file to a pdf file using Distiller. Your distiller settings should be set as follows:

  1. Set “Default Setting” to “High Quality Print.”
  2. Select “Settings” from the drop down menu.
  3. Select “Fonts” from the left list of folders.
  4. If it is not already checked off, check the two boxes: “Embed all Fonts” and “Subset embedded fronts when percent of characters is less than 100 %.”
  5. Hit “Ok”.

Figure Position and Digital File Preparation
How to Position the Figures

  1. Number figures in the order in which they appear in text. Check the order carefully.
  2. Label all figure parts with (a), (b), etc. Avoid any large disparity in size of lettering and labels used
    within one illustration.
  3. Ensure that lettering and lines are dark enough, and thick enough, to reproduce clearly.
  4. All figures should be inserted in the text as close to their first mention as possible.

How to Prepare Electronic Files for Figures

  1. Your original figure files should be created using the following formats: Postscript (.ps), Encapsulated PostScript (.eps), using Times Roman fonts, Tagged Image File Format (.tif), lzw compressed or Portable Document Format (.pdf). Application files e.g., Corel Draw, Microsoft Word are not acceptable. We can not accept JPEG or GIF files as these are meant to be viewed on the screen only and the print quality will be very poor.
  2. The original figures should be imported into the Word template in the correct location and orientation as to how it should display on the page. The Word template will them be converted to the final PDF submission according to the instructions provided above for creating the pdf files.
  3. Settings: Set the dpi for the type of graphic are: 600 dpi resolution for line art, 300 dpi for halftones, 600 dpi for combinations line art halftones.
  4. Refrain from including type in your halftone (grayscale) image files, because it will print blurry.
  5. Save line art as black/white bitmap, not grayscale.
  6. Save halftones and combinations as grayscale, not black/white bitmap.
  7. Create color files at 300 dpi TIFF, PS, or EPS format.
  8. When selecting a file mode, use CMYK (cyan, magenta, yellow, black).

Transfer of Copyright
Your paper must be accompanied by a signed Transfer of Copyright form. AIP can not publish your paper without the signed Transfer of Copyright Form in its possession.

Use of Previously Published Materials

  1. Use of previously published materials requires written permission from the original publisher and /or the original author.
  2. Permissions: To use previously published material from a book or journal, you must obtain written permission from the owner of the rights to the material (the original publisher and/or author).
  3. It is your responsibility to obtain permission to use copyrighted material. The executed permissions need to be sent along with the manuscript to your volume editor.
  4. Write for permission as early as possible before your manuscript deadline. Publishers may be slow in responding to requests for permission, and it is possible that permission will be denied, or that you will be asked to also obtain the author’s permission (in cases where the author controls sole rights, or joint rights with the publisher). In any case, it is in your own best interest to also ask the author of the original publication. If the author is difficult to locate, keep good records of your attempt.
  5. Most publishers offer submission of permission requests online or via email, which may be the fastest and most convenient way of receiving a reply. Some examples with relevant links are:
    The Astronomical Journal
    The Astrophysical Journal
  6. You may also use the Permission Request Form to request permission to reprint text, tables or figures. You may complete this form and fax it to the publisher or author of the material you wish to use.
  7. When the signed permission is returned to you, please insert any necessary credit lines in your figure or table legends.

You do need permission to:

  1. Quote verse, either in whole or in part.
  2. Reproduce tables, graphs, drawings, and photos, or any copyrighted features that are complete in themselves.
  3. The mere redrawing of an illustration is not enough to make it original. There must be alterations that are themselves copyrightable. Even when intellectual additions are present, you must obtain permission from the copyright holder to alter the table or illustration.
  4. Acknowledgment of the source of material does not substitute for obtained permission to use the material. Always obtain permission when in doubt.
  5. It is a courtesy and it is in your best interest to notify the original author of your intention to reproduce his/her material. Many publishers actually require it.

You do not need permission to:

  1. Use material from any AIP journal or magazine and also from select publications of constituent societies of AIP (please see the list of publications exempt from need of permission).
  2. Use material in the public domain (material that is no longer or never has been protected by copyright, e.g. United States government reports, NASA publications, DOE publications). Note that a work which has passed into the public domain in the United States may still be protected under copyright in other countries. If so, you must obtain permission to use such material in order to enable AIP’s worldwide distribution of your work.
  3. Include material that falls within the Freedom of Information Act. This would include work done by a U.S. government employee and work published by the U.S. government.
  4. Discuss another’s ideas as long as that person’s “literary expression” of the ideas is not used; you must keep in mind that the organization and selection of the material and its sequence are part of the “literary expression.” When in doubt, obtain permission.
  5. Include material when the use constitutes “fair use,” such as quoting or paraphrasing copyrighted material for the purpose of scholarly comment, illustration, or criticism within a limited scope.