You must have permission to use any material/figures, and (where applicable) be willing to assign us copyright for the material you SPIE Newsroom: How to submit submit. Figures should be sized appropriately for print: see our guidelines under Figures. Manuscript Preparation and Submission The PDF file is absolutely crucial. Not only is this where we will take the figures from, but it also gives us a version of your article Here you can find all the details of how to prepare and submit your against which we can check that mathematical symbols etc. are article to us via our online form. If you have any questions that rendering as you intended. Please make sure to follow the aren’t covered here, please contact Editorial Assistant Stuart Barr instructions given near the end of this document. <editorial@fac-media.com>. To get you started, below is a quick checklist of things to consider as you write. You can then read the Article content/audience details as you go along. You can download these guidelines by clicking here. You should think of your article not as a technical paper, but as an advertisement for your work and for your recent and future Checklist publications (or, if you’ve been asked to write a review, for progress made in your field). The main thing is to get across the importance You are writing for a general technical audience, which means you and utility of what you’re doing, not the technicalities. However, should take special care to explain things clearly: this is best done when people within your own field read your article, we still want using the formula we describe in the Article Content/Audience and them to have some idea of how your work differs from your Outline sections below. competitors (or what recent progress has been made). The idea is Articles may be submitted in LaTeX (see details below) or in MS that, having picked up the basic idea, they will follow up via your Word format. references if the material is relevant to them. Make sure to include both an introduction to the subject and a conclusion that includes a mention of what further work you plan Essentially, you are having to address three different audiences at to do, or what could/should be done in future. once. First is a general technical audience (we’ll call it G) consisting Tables, captions, photo credits, and references should be included of people from very different disciplines: if you are an electrical within the main document. So must figures, figure callouts, and engineer, it may be useful to think of a reader who is a reference citations. microbiologist. If you are a chemist, think of a particle physicist. A headline, short summary, all figures and all author details should Second is the subset of readers within your general discipline (we’ll be submitted using our electronic submission forms. You can reach call this D): other electrical engineers or chemists. Finally, there are these forms by logging into your account at http://www.fac- those people who are actually specialists in your field—working in media.com/cgi-bin/author. signal processing, say, or nanotechnology—who want to know the 1 2 meat of your technological contribution (we’ll call them S). Example: A new kind of correlation filter used with multispectral fingerprint scanner has reduced the time taken to Our formula is very simple. A typical 800-word article (including detect false prints by an order of magnitude and improved the references and captions) will normally consist of about seven performance by 150%. roughly 100-word paragraphs that should be addressed to the following audiences: G, G, D, D, S, S, G. For fuller details, the actual Paragraph 1: The problem (General audience) content, see the outline—with examples—below. (Note: if you have Give the context of your work for a non-specialist. To what general been asked writing a longer/shorter piece and would like advice on field(s) does your work apply, and why is this field important? What how to adapt this formula, please contact the commissioning editor, could be achieved in these fields and what issues are holding back Dr Sunny Bains, at sunnybains@fac-media.com.) this progress? Remember to spell out all acronyms the first time you use them, and to explain all jargon terms that aren’t well Outline understood outside your field. Elements marked with an asterisk should be entered directly into Please write the main text in the active voice where the electronic submissions form. If you also include these elements possible, and feel free to write in the first person or first in the article, and the two differ, then the data from the electronic person plural (“we have developed…”). form will be accepted as correct. Example: Having to use ionizing radiation for body scans has Headline* (General audience): Keep it short (ten words or fewer), many disadvantages, particularly related to the safety of both straightforward, and as free from jargon as you can. For non- medical staff and patients. It would be ideal if we could use specialists, you want to make clear the application/importance of visible light instead: it is simple to generate, poses little risk to your work, not the specifics (yet!) humans, and can captured easily using electronic cameras. Unfortunately, however, diffusion of light rays through body Example: Machine intelligence is enhanced using analogue tissue mean that the images that emerge are unclear… computation Paragraph 2: The set up (General Audience) Summary* (General audience): This is not an abstract, just a From the issues you described in the first paragraph, now pick out single sentence summing up what you will cover in the article and the ones that concern your work. How have people tried to solve giving the audience a reason to read on: it should be no longer than this/these in the past? Why have these solutions fallen short? 35 words. Try not to repeat the headline in the summary. What is (briefly) your new solution? Please write this section in an impersonal way. 3 Example: There have been many approaches to the 4 development of micromechanical structures with very high aspect ratios. Most of those in two dimensions—for instance, Paragraph 7: Conclusion/further work (General audience) as developed by Smith,3 Singh,4 and Chao5—have problems of Go back and remind us of the application, the problem with it low-yield. For instance, with three-dimensional techniques, (without restating from scratch), and explain how the work you’ve such as … To get around these problems, we have been just described has moved things on. Then tell us how you think you working on a new approach called hybrid structure formation can make even further progress. (HSF), that attempts to incorporate the advantages of both and the disadvantages of neither. Example: To make the types of three-dimensional structures we need for next-generation batteries and other devices, the Paragraph 3: Your approach (Audience in your discipline) use of surfactants as templates seems promising. So far our Having mentioned your approach in the last paragraph, you should results have shown that we can easily make structures at the now explain the basic concepts behind it and how it works. Here right scale (5-10nm), in the right types of patterns (such as you can be a little more technical, but if you use words that can’t hexagonal cells), and that are solid enough to be viable in real be looked up in a basic scientific dictionary, add some explanation. devices. Our next step will be to show that the new materials can be fabricated in large-enough slabs to be useful in Example: Neuromorphic engineering—the building of brain- macroscopic products. like structures in silicon—was originally conceived by Carver Mead at the California Institute of Technology.6 It is based on Acknowledgments the idea that it is more efficient to use the physics of If you want to acknowledge support, discussions, grants, etc., you electronic devices to implement functions directly, rather are welcome to do this in a single paragraph at the end of the than to simulate these functions using digital algorithms. This article. Note that this paragraph should appear in italics. is a particularly advantageous approach for building neural systems as the functions that transistors perform naturally Mathematics are qualitatively very similar to those in biological neurons… We understand that mathematics is a necessary part of science and Paragraphs 4-6: What you’ve done (Audience in your discipline technology. However, for these articles, which are intended to show for paragraph 4, moving to a specialist audience for 5 and 6) the importance of a piece of work and its possible relevance to the This is the most straightforward section of the article, and the one reader, it is not appropriate to have a lot of mathematics. Give the that is least likely to be a problem. Go through what you’ve done, minimum necessary to understand the basic concepts you are what your results were, and what your results mean. Just start off discussing, and refer to your papers so that readers can look up the on the less technical side so that those that aren’t right in your field details if they find the work worth studying further. can grasp the basics what you’re trying to do: even if they don’t understand the full details as you progress. 5 Article formatting 6 better to supply the figures at higher-resolution (larger size) than absolutely necessary. Please see the guidelines on creating LaTeX a PDF at the end of this page. If you intend to use LaTeX, you can download two files that will help you. First, there is a template (full article with example Word figures and references that you can modify). You can download this as a zip archive called SPIENewsroomTemplate.zip. If you We prefer LaTeX, but can also accept MS Word format. Authors open ExampleWithMyriadPro.pdf, you can see what the final pdf should use as simple a format as possible. Avoid complicated file should look like. However, it is likely that you will not have document templates, styles, headers, footers, columns, and so the headline font available. In this case forth. All the equations (whether inline or display) should be ExampleWithoutMyriadPro.pdf is what your article will look like written using the MS Equation Editor. when you render it. Either of these are absolutely fine for submission. Although you should include figures embedded in the Word file to create the PDF and to help with placement, you should also Remember that we are not expecting camera-ready upload the originals individually. Please see the guidelines on artwork, so if you have problems with our style, use one creating a PDF at the end of this page. you’re more familiar with and our production team will perform the conversion. The main thing is to produce a Tables clear PDF. Tables should be submitted as LaTeX/Word file, not as images. You can also download the formatting files only (no example All the tables should be placed sequentially at the end of the article etc.), SPIENewsroomFormattingFiles.zip. article. Make sure to include titles or captions for all tables in the text. If you are using an older LaTeX package or if your package cannot read JPG files, you may need to use an References amended version of the CLS and an EPS of the top bar image AlternateFormattingFiles.zip. Note, this version is not exactly the IMPORTANT: References must be cited in the text. If not, same as the one we use in production, but is good enough to they will be omitted even if they appear in the reference list give you a rough idea of what your article will look like (although that you provide. it will change anyway during the editing process) In addition, your own figures may need to be converted to EPS format. IMPORTANT: We cannot accept references submitted as footnotes. If you are not sure how the final article is going to look, it is 7 8 Reference callouts Journal/Proceedings Reference number. Author(s), Article title, Journal or LaTeX users, please cite in the normal way. Proceedings title (Abbreviation) Vol. (No.), pp. firstpage– lastpage [or p. firstpage], Year. doi:XX.XXXX/XX.XXXX.XXX. Word users, please number your references from 1 onwards in See example reference 1. the sequence that they appear in the article (do not use any of the software facilities for references). The reference callout SPIE Proceedings should appear as a superscript number that appears after the Reference number. Author(s), Article title, Proc. SPIE Vol., pp. comma, period, or colon after the relevant word. firstpage–lastpage [or p. firstpage], Year. doi:XX.XXXX/ XX.XXXX.XXX. Example: This approach1 has been successfully tried by three See example reference 2. groups:2-4 we, however, have taken it one step further.5 Thesis Then, list your references with their number at the end of the Reference number. Author, Thesis Title, type of thesis, article, again in order (see Formatting of references, next). University, Country, year degree awarded. doi:XX.XXXX/ XX.XXXX.XXX. Formatting of references See example reference 3. We will be formatting the references through LaTeX (even if you URL actually submit in Word), so you need not worry about this. You Reference number. http://xxx.xxx.xxx/xxx Description of what must, however, make sure you provide us with enough the URL is. Date accessed. information so that we can publish the reference in our style. See example reference 4. Please look at the examples below to make sure you are supplying the right information. Book Reference number. Author(s), Book Title, edition, Publisher, Please remember to include DOIs (Digital Object Identifiers) City, Year. doi:XX.XXXX/XX.XXXX.XXX. See example reference 2. where possible: note that the format will be different for each publisher. Chapter/article in edited book Reference number. Author(s), Article title, in Editors (eds.) Book If you are using LaTeX, please just supply this as a standard BIB Title, edition, pp. firstpage–lastpage [or p. firstpage], Publisher, file. In Word, you need not do any formatting, just make sure City, Year. doi:XX.XXXX/XX.XXXX.XXX. See example reference 3. the references are clear. 9 10 Book originally published in another language with a How many? translator Reference number. Author(s), Book Title, Translator(s) (trans.), A good rule of thumb is that there should not be more pictures Publisher, City, Year (originally published Year). doi:XX.XXXX/ than text. An 800 word article is about a page of text, so the XX.XXXX.XXX. See example reference 4. figures that accompany it (with space around it and room for captions) should take up no more than a page. This scales up (and down) with article length. Example Text within figures References 1. M. Kasevich and S. Chu, Atomic interferometry using stimulated Raman transitions, Phys. Rev. Lett. 67 (5), pp. Except in unusual cases, your figure will appear approximately 181–190, 2004. doi:10.1046/j.1432-1327.2004.02263.x 89mm (3.5-inches) wide. Please make sure any text in the 2. Y. Demiris and P. Veskos, Robots for rehabilitation, Proc. figure is readable at that size. SPIE 5742, pp. 36-48, 2007. 3. S. Bains, Physical Computation and Embodied Artificial Embedded fonts Intelligence, PhD thesis, Open University, UK, 2005. 4. http://nico.nikkostrom.com The NICO Toolkit is an artificial While using ‘Save as’ or ‘Export’ to EPS or PDF, please ensure neural network (ANN) toolkit designed and optimized for speech that the fonts are embedded in the file. technology applications. Accessed 30 March 2007. 5. W. A. Harrison, Electronic Structure and the Properties Format of Solids, 3rd ed., Freeman, San Francisco, 1980. doi: 10.1162/003355300554872 It is important that you understand that the original figures you 6. A. S. Gurman and D. P. Kniskern, Family therapy outcome send will be used as backups: our first choice will be to extract research: knowns and unknowns, in A. S. Gurman, D. P. the figures from the PDFs that you provide. Kniskern (eds.), Handbook of family therapy, pp. 742–775, Brunner/Mazel, New York, 1981. doi:10.1109/16.8842 For these backups, preferred formats for figures are EPS and 7. A. R. Luria, The mind of a mnemonist, L. Solotarof (trans.), PDF, but TIFF and uncompressed JPEG (quality set to 100% or Avon books, New York, 1969 (original published 1965). doi: compression set to 0%) files are also acceptable. Please avoid 10.1098/rspa.2001.0787 submitting figures in application-specific formats such as AI or CDR. Figures Word, PowerPoint, or Excel figures can also be provided as backups if necessary. If you choose to do this, however, please 11 12 make sure that they meet all the other criteria we outline in the figure is just an a photograph or other image with no lines or figure section. text that might end up looking fuzzy, then we can accept 300dpi (= 300 pixels per inch, = 118 pixels per centimeter). Color mode If you are having difficulty converting images, please send us an Images should be in RGB mode or grayscale unless color tone is image with higher resolution rather than lower. However, we particularly crucial. In this case please use CMYK. would be grateful if you would avoid trying to upload very large (>5Mb) files. Vector graphics If your resolution is too low If generating EPS or PDF files from scratch, the lines and curves in the figures should ideally have a stroke weight (line weight) If you have an image with too few pixels, and no access to a between 0.35pt and 1.5pt. In EPS, if any nonstandard fonts are vector-graphic or higher-resolution original, do not attempt to used, please convert them to curves/outlines. resize the image. Also, do not attempt to upload your article yet. Instead, please e-mail the figures to editorial@fac-media.com, Image size and we will let you know whether they are publishable or not. Your article will look better if you try to design your figures so Make sure your figures are ‘called out’ in the text that they are no more than about 89mm wide (one column). At this size the text should appear no smaller than 8pt, and It is crucial that you refer specifically or ‘call out’ your figures in hopefully not much bigger than 9pt. If you submit a figure that’s the text (see Figure 1, see Figure 2a, etc.). This ensures that we bigger than this, it will either have to go across two columns know where you want your figures to go. Because of other (about 17cm) or shrunk down, neither of which is likely to result considerations, we can’t guarantee the positioning, but it really in an optimal or attractive layout. is important that you include these callouts. Captions Image resolution Please make sure that you send us images with the correct Please supply a clear, descriptive caption for each figure, again resolution. To make art containing lines and text look clear and aimed at a general audience. Make the caption active where crisp, we need a resolution of 600dpi (= 600 dots per inch, = possible, and please ensure that all acronyms, legends, axis labels, 236 dots per centimeter). So, for an image that is intended to fill etc., are spelled out. one approximately 8.9cm or 3.5-inch-wide column, you should use an image that is about 2100 pixels wide (grayscale). If the 13 Example 14 1. FTP to ftp.spie.org Figure 1. Light from the laser is split into two paths: an object 2. Username is SPIEFTP and password is spie (note the password is beam, which reflects from the subject; and a reference beam. case-sensitive). These converge at the holographic plate and interfere to 3. You will be in the “Incoming” directory. produce the recording. BS: Beamsplitter. L1, L2: Lenses 1 4. Change to the “SPIENewsroom-Videos” directory. Place the file(s) and 2. in that directory. 5. Please notify both Managing Editor Rich Donnelly (rich@spie.org) Video/multimedia and editorial@fac-media.com that you have uploaded a multimedia file. Tell them the names of the authors of the article, the working We actively encourage the inclusion of short (up to five minute) title, and when you expect to upload the main article. video clips with the articles. We are willing to consider any format that is likely to convert well to Windows Media and Quicktime, Internet Explorer users: choose “File / Login As” and then use which will be the final downloads on the site, but would prefer not the login details above. to handle files that are greater than 10MB. If you have questions about this, please contact Rich Donnelly, managing editor of SPIE Figure and photo credits (if the figure isn’t yours) Newsroom, at rich@spie.org. If you wish to use a figure or photograph that was not created by In your article text, please treat the video as a reference not you or one of your co-authors, then you must have express written a picture, as it will have to work with both the HTML and permission to use it. If you obtain this permission, you will normally PDF version of the article. So, in the text you might write: also be expected to credit the creator. Please do this by including the credit in italics at the end of the caption. The results of our work are shown in a short video that is available online.3 Example Then, include the video credit and a caption for the video in the Figure 2. During the virtual operation, the surgeon is able to bibliography: control the scalpel using the force-feedback glove and the large monitor to the right. Photo courtesy of Gus Rayleigh 3. Video of real-time signal processing being carried out by the Photography. Johns Hopkins University neuromorphic retinal chip. Credit: John Smith, Johns Hopkins University. Please upload the video before you upload the rest of the article: 15 Author biographies All authors can have biographies of up to 50 words appear at the 16 end of the article (more if the author has participated in SPIE 100% of its original size, then you do not have sufficient activities, see form). Do not try to incorporate these biographies resolution. Reduce it back to 100%. If it is still within 20% of into the article itself, simply gather the information and have it the size you were aiming at, leave it at this size: it should be ready to put into our online form when you put in the rest of the fine. If it is much smaller than the size you were aiming at, you author information. will have to find a higher-resolution original. Creating and checking the PDF file Step 1: Format your article, making sure the figures are the Step 3: Create your PDF at 600dpi or higher Word Article/Mac User right size Choose Print -> PDF -> Save as PDF. You need worry about For each photo/figure, consider which of the following will work nothing further: the wonders of Macintosh should make sure best. the output is at an appropriate resolution. A. One-column figure LaTeX Article/Mac User If your figure is going to run in a single column, then format it so that it is 89mm or 3.5-inches wide in whatever software you If your program has a separate DVI viewer, please check the are using. Note, it is acceptable for the figure to be up to 1/3 options for printing to PDF. Choose 600dpi or higher (the narrower than this if that looks best. higher the better up to 1200dpi). You should now get an appropriate PDF when you print. B. Two-column figure If your figure is going to run in a single column, then format it Word Article/PC User so that it is 185mm or 7.3-inches wide in whatever software you are using. You may already have software on your computer that will enable you to create PDFs: for instance, Adobe Acrobat. If you C. If you are not sure do not, you may wish to try a piece of freeware such as If you think the figure might have run at a size between 1-2 CutePDFWriter that does this job (note that you may have to columns, or you are just not sure what the best size is, please install an additional piece of free software, called Ghostscript, follow the instructions for the two-column figure above. for this). Step 2: Make sure the figures are at the right resolution Once you have installed the appropriate Pdf printer (e.g. Adobe PDF), you will have to make sure that you are printing If, in Step 1, you are having to blow the figure up to more than 17 to the right resolution. First go to Start -> Settings -> 18 Control Panel -> Printers and Faxes. Then select the appropriate printer (e.g. Adobe pdf). You will have to find the Display the PDF file you have created on the screen. Now blow it right option (something like Right Click and Properties -> up so that it is at 400% magnification. Check the following: Advanced -> Print Quality or Printing Preferences -> Adobe PDF Settings ->Adobe PDF Conversion Settings) and then Does all the text look sharp and unpixelated in each and every choose the right resolution. Normally this will be ‘best figure? quality’ (not ‘standard’ or ‘fast’). If you are given an option between ‘high-quality print’ and ‘press quality’, then the first Do all the lines and curves look sharp and unpixelated in each of these is better (the second is too high). and every figure? LaTeX Article/PC User Do the photographs look clear and unfuzzy in each and every figure? Open the DVI viewer program and change the DVI viewer’s print settings. For example, if you are using Miktex/Texnic Have the equations, mathematical symbols, accents, and all Center, open the DVI viewer program, and then go to View - other special characters rendered properly in the document (we > Options -> Printer and choose a printer with a resolution of will use this for checking)? 600dpi or higher (up to 1200dpi). Other programs are similar. If you submit an article with unpublishable figures, we Note that if you have Adobe PDF or CutePDFWriter installed will regretfully be forced to ask you to resubmit. Also, on your PC, the DVI output can be directly printed to the PDF although we will try to correct them, we cannot be held printer. Then you would follow the instructions for setting the responsible for errors that occur as the result of being print resolution to ‘high-quality print’ or 1200dpi in the Word sent an incorrect PDF. Article/PC User section above. Preparing your article for upload Note: There is a good chance that your software may, by default, automatically compress your images when outputting Before you attempt to upload your article, you should gather the PDF. Please try to prevent this happening by using your together the following information: output options. We don’t mind how big a file we have to deal with, but it will be much easier for us to make your images The original article file(s): either a Word document or TEX and look good if we can compress them ourselves in a systematic BIB files. way. The original figures. Step 4: Check the PDF 19 20 The checked, high-resolution PDF file. Author affiliations and contact details. Short biographies for the main authors or all authors on your article. You have up to 50 words for each, plus an additional 50 if they have participated in SPIE activities. Your account login and password. Uploading your article Unless you have a very large number of authors (which, incidentally, we discourage for this kind of article), this should be a relatively quick and straightforward process. You simply login to your account at http://www.fac-media.com/cgi-bin/author: the details were e-mailed to you by Stuart Barr when you first agreed to write for us. Click Upload article, and you will find a form that will allow you to upload files and enter all the details. If you have problems, please contact editorial@fac-media.com. If you find you do not have all the information you need, you may Save details for later. If you find an error or problem within 48 hours, you can withdraw your article through your account. Just press the relevant button. After that time, if you find a problem, you will have to contact editorial@fac-media.com for assistance. 21
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