Step 2: Revise the 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 – NOT to the AIP .
• All papers MUST be submitted in MS Word or PDF files.
• Paper length is 4 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.
• 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:

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 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 – NOT to the AIP .
• All final (camera-ready) AIP-formatted files MUST be submitted in MS Word.
• Paper length is 4 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 (below) 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 not the program code like WED-IBA05-4, but the 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.

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 numbered - please, remove the line numbers from your manuscript document. To remove the line numbers in MS Word :

1. go to File/Page Setup
2. click on the Layout tab
3. click on the Line Numbers link
4. unselect Add Line Numbering check box and
5. 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.

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, 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 and 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 will be able 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 30, the manuscript may not be submitted to the publisher. DO NOT FORGET TO PUT YOUR MANUSCRIPT NUMBER ON THE FORM IN THE TOP RIGHT-HAND CORNER.

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.

Send the Transfer Agreement form and the Request for Permission (as applicable and when completed) to:
(Email or fax is the preferred method)
Email: kfsloan@sandia.gov
Fax: 1-505-844-7775
Karen Sloan (CAARI 2008)
Sandia National Laboratories
PO Box 8500, MS 1056
Albuquerque NM 87185 USA

If you wish to order reprints of your paper, proceed to the  AIP website, complete the form and forward it to Karen. You will be contacted and billed directly by AIP.

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