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Special Issue Section Guidelines for I&M Society-Sponsored Conferences, Symposia and Workshops

(Last Update: May 26, 2009)

The following guidelines detail the process leading to publication of Special Issue Sections in the IEEE Transactions on Instrumentation and Measurement (TIM) for conferences and workshops sponsored (technically and/or financially) by the Instrumentation and Measurement Society (IMS).

* Conferences and workshops MUST contact the transactions editor-in-chief (EIC) and request a Special Issue immediately after their request for sponsorship from the society has been approved and not later (in particular not after the conference has taken place).

* The EIC makes a determination as to whether or not a Special Issue will be assigned to the conference or workshop based on considering several pertinent factors (including but not limited to the technical scope of the conference, request timeliness, etc.).  There three options that may be considered: 1) the guest editor acts as the associate editor and will monitor the review process, 2) the guest editor only quality checks the submitted papers for whether the papers are technically extended beyond the proceedings copy and also whether the authors registered (full registration) and presented the paper (oral or poster) at the conference and then the Editor-in-Chief assigns the papers to the regular associate editors who will handle the review process, and 3) no special issue will be assigned and authors will be asked to submit their extended papers, still fulfilling the special issue requirements, and the papers will be reviewed as "regular" papers and will publish the accepted papers under the common technical area grouping.  Consistent with options #1 and #2, guest editor(s) will be given associate editor permission in the web-based manuscript submission and review process system used by TIM (http://tim.allentrack.net).

* If the publication of a Special Issue has been approved by the EIC, conferences and workshops MUST immediately and clearly advertise (in their web site, brochures, announcements, etc.) the fact that all papers, independent of the mode of presentation (i.e., oral or poster), that are presented at the conference with at least one author having paid full registration fee, are eligible to be considered for the Special Issue. Any exceptions (limited and such as conference-sponsored keynotes and invited speakers, etc.) must be approved by the society vice president for conferences and the transactions EIC.  In addition, the conference or workshop MUST identify a two-week period, after the conference has taken place (usually about four weeks after the conference), during which (and only in this period) the authors may upload their extended Special Issue papers.

* The conference or workshop, in agreement with the TIM EIC, MUST identify one or two individuals as the guest editor(s) for the Special Issue. The guest editor(s) will in turn assemble a group of at least three individuals as the "Special Issue Selection Committee". It is strongly suggested that the organizers and guest editors contact the TIM EIC as soon as possible for planning purposes and with any questions they may have.

* Only a maximum of ten papers from any given conference or workshop (with the exception of the Special Issues dedicated to I2MTC and CPEM conferences) will be published in the Special Issue section of TIM. However, since many more papers may be submitted, the remaining reviewed and accepted papers will appear in an upcoming regular issue of TIM. There are additional requirements for ALL papers (Special Issue and regular) from the conferences and workshops that must be adhered to, as outlined below.

* Paper(s) authored or co-authored by the guest editor(s) are NOT eligible for publication in the Special Issue section. However, once reviewed and accepted they will appear in the next available regular issue.

* The guest editor(s) in consultation with the "Special Issue Selection Committee" will decide which of the ten accepted papers will appear in the Special Issue section.

* The guest editor(s) are expected to prepare an introductory page for the Special Issue (such as those for I2MTC Special Issues).

Additional Requirements:

1. The paper must be TECHNICALLY extended beyond the scope of the paper that may have appeared in the conference or workshop proceedings (if any).

2. At the time of submission, the authors must provide detailed information (in a separate file to be uploaded as part of the submission process) regarding how the paper is a technically extended version of the proceedings paper.

3. The proceedings paper MUST be clearly referred to in the text and listed as one of the references in the special-issue paper.

4. A PDF copy of the proceedings paper must be submitted at the time of special-issue paper submission.

5. It is the responsibility of the author(s) to obtain permission to re-use and re-print materials from the proceedings paper and this permission must be obtained ahead of time from its publisher. An acknowledgement and permission statement required by the proceedings paper publisher must be properly incorporated in the Special Issue paper. The author(s) is (are) solely responsible for this and any other copyright permission-related requirements and issues. If the proceedings paper was copyrighted by the IEEE, this permission is not required.

6. When uploading your manuscript click on "Special Issue Manuscript" in the "Manuscript Upload Instructions" page of the Allentrack System.  Then, in page #1 of "Submit Manuscript" you must choose your specific Special Issue.  Subsequently, in the same page and in the "Files to Upload" section you MUST upload two files; one containing a detailed explanation of how the paper is TECHNICALLY extended beyond the scope of the proceedings paper and another which is a PDF copy of the Conference/Workshop Proceedings paper.  To this end, you must put the number "2" in the small box in front of "Extension Beyond Proceedings & Copy of Proceedings" (if any was published) so that the system allows you to upload these two files. Consequently, these two files will be available to the reviewers. Failure to submit a detailed explanation of the TECHNICAL extension and a PDF copy of the Proceedings paper will result in the immediate return of the manuscript to the author(s) as an unacceptable submission.