IEEE OA Workflow - Authors to follow.pptx

workflow

1. Open Access at IEEE Workflow for Authors VIT University, Vellore August 22, 2023 Dhanukumar and Christy - IEEE

2. IEEE Access Outstanding Associate Editors

3. Purpose of the presentation This presentation is meant for current or prospective open access account administrators. It will show the process of open access (OA) publication from submission to post-publication reporting.

4. Covered in this presentation Author Process Submission process Post acceptance RightsLink for Scientific Communications (RLSC)

5. Author Process Submission, acceptance, and seeking funding

6. Submission – Step 1 IEEE Publication Recommender helps authors find the most suitable journal and displays journal’s OA Status with submission URL https://publication-recommender.ieee.org/home Note: Open Access status clearly displayed in results.

7. Submission – Step 1 – in IEEE Xplore https://ieeexplore.ieee.org/browse/periodicals/title?refinements=Publisher:IEEE&showActiveTitlesOnly=true

8. Submission – Step 1 – in IEEE Xplore

9. Submission process The corresponding author will complete the submission process. Authors submitting to fully OA journals will be asked to accept OA terms and charges during Step 1. Authors submitting to hybrid journals will not be asked to select OA until after acceptance.

10. Submission – Step 1 – Fully OA journal Note: There is some pricing variation among journals. More detailed article processing charge (APC) information can be found at https://open.ieee.org/index.php/for-authors/article-processing-charges/ . The institutional partners list goes to https://open.ieee.org/for-institutions/institutional-partners/

11. Submission – Step 1 – Hybrid journal Note: Open Access question is not present at submission.

12. Submission – Steps 2 and 3 Step 2 : the author will upload their manuscript files Step 3 : the author will upload their attributes, or keywords

13. Submission – Step 4 The corresponding author adds affiliation data for all authors. The institution data entered here will be used to match the author with an institutional OA account. **Authors should use their institutional email address**

14. Submission – Step 4 If the affiliation entered by the author cannot be tied to a Ringgold ID, an error message appears. Ringgold IDs are integrated in the submission system

15. Submission – Step 5 Details & Comments Authors will also be asked to enter their funding information. The exact location of this question differs from journal to journal. Step 6 – Review & Submit The author reviews and submits the manuscript. Articles can match a RLSC profile based on the FundRef ID in addition to the affiliation/institution provided by the author.

16. Acceptance If the manuscript is accepted, the author will be prompted to upload the final files and choose a copyright license. After acceptance, hybrid journal authors will choose whether to publish open access.

17. Post acceptance – final files upload

18. Post acceptance – hybrid review IEEE supports author choice when publishing in a hybrid journal. Hybrid journal authors are asked to select open access or traditional (non-OA) after acceptance. The institutional partners list goes to https://open.ieee.org/for-institutions/institutional-partners/

19. Post acceptance – copyright selection After acceptance, authors will be prompted to choose their copyright license using the Electronic Copyright Form ( eCF ). Authors publishing in hybrid journals may choose between: A traditional license (in which copyright is transferred to the publisher and the article is published behind a paywall), or A CC-BY 4.0 license (in which the author retains copyright and the article is published open access). A CC-BY NC-ND license (a more restrictive license than CC-BY in that the article may not be reused for commercial purposes, nor may the article be changed in any way.) Authors publishing in gold journals may choose between CC-BY or CC-BY NC-ND. Authors should confirm any license restrictions set by the institution.

20. Post acceptance – hybrid journal Authors who choose “traditional submission” in a hybrid title will receive an email informing them of the opportunity to publish OA if an active OA agreement is present based on the corresponding author’s affiliation. Note: The email is sent only if the profile associated with the article is set a “Touch free” in RLSC.

21. IEEE Electronic Copyright Form ( eCF ) Confirm that the article details are correct. Confirm the paper’s originality OA Authors must agree “to pay” an APC (Article Processing Charge) Select and sign CC-BY license type Download a copy of the agreement

22. RightsLink for Scientific Communications (RLSC) All article processing charges (APCs) are handled through CCC RLSC. After acceptance, authors will receive an email prompting them to pay all charges through RLSC. In a Touch-free workflow, RLSC will generate a funding request automatically when a manuscript matches an institutional profile. If the author is affiliated with an institution that has an OA agreement, they will be prompted to seek funding from that institution. Institutional profiles are matched using author-provided affiliation data including email domains and/or Ringgold IDs. Wild cards can also be used when matching on email domain.

23. Article Acceptance – Touch Free Workflow A funding request is automatically sent to the institution when a manuscript matches the profile. The author receives an email when the request is approved or denied by the institution.

24. Seek Funding prompt – Traditional Workflow If the affiliation data entered by an author matches an existing institutional profile, authors will see a pop-up prompting them to seek funding from their institution. If an author chooses “Bill Me” they will go through the standard workflow and will not use institutional funds/token. In a traditional (non-touch free workflow) the author must click “seek funding” to send a funding request to the institution.

25. After the author chooses a payment method, they will see a summary of the charges, including any discounts. Summary of charges Note: Authors must complete the checkout process, even for $0 orders

26. Next, the author will review their order and accept the terms and conditions. If all details are correct, they will click “SUBMIT FOR APPROVAL” If a PO or other tracking number is needed, the author will enter it here. Order review

27. Authors will need to create a RLSC account or sign in to an existing account. Sign in to RLSC

28. Order Review

29. After submitting the order, the author will see a confirmation page. Order confirmation

30. Additional OA resources IEEE Open and IEEE Author Resources

31. IEEE Open Access Partners

32. IEEE Title List on IEEE Open

33. IEEE Open Access Author Guide

34. Summary of what we’ve covered Author Process Submission process Post acceptance RightsLink for Scientific Communications (RLSC) Administrator Process Notifications Responding to funding requests Reports Additional IEEE open access resources

35. Additional Resources IEEE Open https://open.ieee.org/ CCC RLSC: Resources for Institutions https://www.copyright.com/rlinstitutionalportalrc/ IEEE Author Center https://ieeeauthorcenter.ieee.org/ IEEE Author Posting Guidelines https://www.ieee.org/publications/rights/author-posting-policy.html IEEE Representatives in India Dhanukumar [phone] / [email protected] Manjunath [phone] / [email protected]