This procedure outlines the selection and publication procedure for the Educational Video Tutorials published by the IEEE Instrumentation and Measurement Society in its web-based Educational Video Tutorial System (EVTS).
The main goal of this procedure is to guarantee the quality of the published materials, through a proper peer review process, as required by the IEEE publication rules.
1. Tutorial Selection
1.1. Prospective Authors and Speakers can either be self-invited, or invited by any member of the IMS AdCom. Irrespective of the type of invitation, they must submit the following documents to the IMS VP of Education Committee (EdCom) (or a designee of the VP):
1. A short (not longer than one page) CV, showing their involvement in the I&M field and their qualification in the specific area of the proposed topic.
2. A short (1 to 3 pages) abstract of the proposed tutorial, including the expected duration that shall not be shorter than 10 minutes and longer than 60 minutes.
1.2. The VP of EdCom appoints a review committee, composed of three members, one selected from the IMS EdCom and two selected from among known qualified experts in the area of the proposed topic. The committee will be given three weeks to review the proposal and make a recommendation to the VP of EdCom as to whether accept or reject the proposal. The VP of EdCom will make his/her decision based on this recommendation and will inform the Author(s) and the review committee.
2. Tutorial Publication
2.1. Authors of accepted proposals will be put in touch with the company (hereon referred to as the “Companyâ€) that takes care of Video Tutorial publication (presently Conference Catalysts). A representative of the Company will instruct the Authors on how to prepare the Video Tutorials.
2.2. The Company will assist the Authors in the preparation of their tutorials, in accordance with the Statement-of-Work (SOW) signed between the IMS and the Company. No additional assistance, beyond that specified in the SOW, will be provided to the authors free of charge.
2.3 The Authors shall submit the fully-recorded tutorial no later than eight weeks after they receive the recording guidelines/procedure from the Company. This period of time may be extended once by up to an additional four weeks upon a formal request for a time extension by the Authors and with the approval of the VP of EdCom. Failure to submit the recorded tutorial at the conclusion of the agreed-upon due date will result in excluding it from the EVTS.
2.4. As soon as the tutorial has been recorded and submitted by the Author(s) to the Company, the Company will make it available to the same three reviewers who evaluated the abstract. A representative of the Company will join this review committee to evaluate the recording quality of the tutorial and whether the guidelines provided by the Company have been properly followed. The reviewers will review the full tutorial and submit their recommendation to the VP of EdCom within 4 weeks from the receipt of the tutorial. The recommendation may be to:
1. Accept
2. Ask for minor revisions
3. Ask for major revisions
4. Reject
2.5. The VP of EdCom will make his/her decision based on this recommendation of the review committee and will inform the Author(s).
2.6. In case minor or major revisions become necessary, the Authors shall submit the revised version of their tutorials no later than four weeks after they receive the letter with the decision of the review committee. This period of time may be extended once by up to an additional four weeks upon a formal request for a time extension by the Authors and with the approval of the VP of EdCom. Failure to submit the recorded tutorial at the conclusion of the agreed-upon due date will result in excluding it from the EVTS.
2.7. The Authors of the accepted tutorials will transfer the copyright of the tutorials to the IEEE.
2.7. The Company will take care of publishing the accepted Video Tutorial in the EVTS and send a note to the IMS Membership regarding its availability.
3. Periodic Revision
3.1. The Company will keep track of publication date of every tutorial, and provide the updated list to the VP of EdCom every 6 months, in addition to the usage statistics of each tutorial.
3.2. Every 2 years, the VP of EdCom will ask the Authors to revise the content of their tutorials and update it, if necessary. If a tutorial has not been updated in the last 6 years, the tutorial itself is removed from the EVTS, unless a reasonable and substantial reason is given by the Authors (i.e., the tutorial covers a basic topic and no new elements have become available during the last 6 years), and approved by the VP of EdCom.
