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Eszter Lukács
IEEE Client Services Manager
Open Access at IEEE - Process for Authors and Administrators in Poland
The IEEE Today - Inspiring a Global Community of Innovation
IEEE is the world’s largest technical professional organization dedicated to advancing technology for the benefit of humanity.
Our MissionThe core purpose of IEEE is to foster technological innovation and excellence for the benefit of humanity.
Our VisionIEEE will be essential to the global technical community and to technical professionals everywhere, and be universally recognized for the contributions of technology and of technical professionals in improving global conditions.
The IEEE Today - By the Numbers
Source: IEEE Annual Report, 2018
Technology leaders rely on IEEE 5 million+ publication documents in IEEE Xplore
IEEE Journals, Transactions & Magazines—The top-cited titles in the fields of electrical engineering and computing— approximately 200 in all.
IEEE Conference Proceedings—Cutting-edge papers presented at IEEE conferences globally featuring the latest research, often published before many leading journals
IEEE Standards—Quality product and technology standards used by worldwide industries and companies to ensure safety, drive technology, and develop markets. over 1,250 active standards and more than 700 standards under development
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1,264,734
3,533,292
10,441
493
46,359
Only Journals are OA eligible
Open Access at IEEEProcess for Authors and Institutions
To help authors gain maximum exposure for their groundbreaking research and application-oriented articles, IEEE offers three options for open access (OA) publishing, all designed to meet the varying needs of our authors throughout their careers.
IEEE’s Evolving Open Access Program
OA Publishing Options1. Hybrid Journals - 100+ journals spanning an array
of technology fields2. Multidisciplinary OA journal - IEEE Access®3. Fully Open Access Topical Journals
With these successful titles, IEEE has published thousands of open access articles in IEEE Xplore. And IEEE recently announced new Open Access options for authors.
New Fully Open Access Journals Coming Soon from IEEEIEEE Access has introduced the following Society Subsections:
o IEEE Broadcast Technology Societyo IEEE Electronics Packaging Societyo IEEE Engineering in Medicine and
Biology Societyo IEEE Photonics Societyo IEEE Power & Energy Societyo IEEE Reliability Society
o IEEE Open Journal of Antennas and Propagationo IEEE Open Journal of Circuits and Systemso IEEE Open Journal of the Communications Societyo IEEE Open Journal of the Computer Societyo IEEE Open Journal of Engineering in Medicine and Biologyo IEEE Open Journal of Industry Applicationso IEEE Open Journal of the Industrial Electronics Societyo IEEE Open Journal of Intelligent Transportation Systemso IEEE Open Journal of Nanotechnologyo IEEE Open Journal of Power Electronicso IEEE Open Journal of Signal Processingo IEEE Open Journal of Solid-State Circuitso IEEE Open Journal of Vehicular Technology
IEEE offers even more options for authors with thelaunch of new fully open access journals:
IEEE is also currently planning to transition the IEEE Journal of Selected Topics in Applied Earth Observations and Remote Sensing to fully open access in 2020.
More information on these new titles now available on open.ieee.org
Author ProcessSubmission, acceptance, and seeking funding
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.
Review
Review Process
e.g. IEEE Transactions on InformationTechnology in Biomedicine
Submission – Step 1 – OA journal (Example 1)
Note: Page charges are set at the society’s discretion, and differ from journal to journal. Not all journals charge page charges. Links authors to list of
“logos”: https://open.ieee.org/index.php/for-institutions-funders/institutional-options/
Submission – Step 1 – OA journal (Example 2)
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/.
Submission – Step 1 – hybrid journal
Note: Open Access question is not present at submission.
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.
Submission – Step 4
Ringgold IDs are integrated in the submission system. If the affiliation entered by the author cannot be tied to a Ringgold ID, an error message appears.
Submission – Details & Comments
Authors will also be asked to enter their funding information. The exact location of this question differs from journal to journal.
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 may choose whether to publish open access.
Post acceptance – final files upload
Post acceptance – hybrid review
Note: Author of papers published in hybrid journals are only asked about open access after acceptance.
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), orA CC BY 4.0 license (in which the author retains copyright and the article is published open access).
Authors publishing in gold OA journals will be prompted to choose CC BY.
Articles accepted before 12 June 2019 were published under a CC BY 3.0 or the IEEE Open Access Publishing Agreement license.
eCF – step 1
In step 1, authors confirm that the article details are correct.
eCF – step 2
In step 2, the author confirms the paper’s originality.
eCF – step 3
Authors of open access articles must agree to pay an article processing charge (APC).
eCF – step 4
Authors of open access articles are prompted to sign the CC BY 4.0 license.
eCF – step 5
After the author has submitted an electronic signature, they will be able to download a copy of the license agreement.
RightsLink for Scientific Communications
All article processing charges (APCs) are handled through RightsLink for Scientific Communications (RLSC).
After acceptance, authors will receive an email prompting them to pay all charges through RLSC.
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 and Ringgold IDs.In some cases, the author’s email domain may also be used as a matching criterion.
Upon acceptance, authors will receive a notification email prompting them to pay charges through RLSC.
Acceptance notification & pay charges prompt
Since RLSC is managed by Copyright Clearance Center and not by IEEE directly, users will need to create a RightsLink account to view or pay charges.
Sign in to RightsLink Author
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” instead, they will go through the standard workflow, and will not use institutional funds.
Seek Funding prompt
After the author chooses a payment method, they will see a summary of the charges, including any discounts.
Note that authors must complete the checkout process, even for $0 orders.
Summary of charges
View of charges if the author seeks funding from their institution. (Discounts may vary depending on the agreement.)
View of charges if the author selects “Bill Me.”
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
After submitting their order, the author will see a confirmation page.
Order confirmation
Administrator ProcessResponding to funding requests, reporting, and setting
alerts
Account Administrator capabilities
The Institution Portal in RightsLink for Scientific Communications allows administrators to:
View pending transactions.Approve or deny funding requests.Manage notifications.Pull transaction reports.
Administrators can also set Xplore alerts to monitor published articles.
When an article eligible to be published under an institutional agreement is identified, the administrator will receive a notification email.
Note: Eligible articles are identified using author-supplied affiliation data and matched using Ringgold IDs and, in some cases, email domains.
Clicking on the “Funding Requests” link will bring administrators to their institutional portal.
Notifications
Administrators will also receive an email when an eligible author chooses to seek funding under their account.
Notifications
When administrators log in, they will be able to view and respond to outstanding requests.
Account dashboard
Responding to funding requests
Pending articles will be shown at the top of the page by default.
Clicking the number in the “Total Fees” column will bring up the order confirmation page with manuscript details.
Manuscript details pageThe detailed order confirmation page is available to both authors and administrators.
It includes information on article license type, discounts, and pricing.
Approving requests
Clicking “Approve” will launch a pop-up box that prompts the administrator to confirm approval.
Administrators can also choose to approve requests automatically under the “Billing Profiles” tab.
Denying requests
If a funding request is denied, administrators can select the reason from the pre-populated dropdown list. The reason will be included in the notification email sent to the author.
Administrators can also add an explanation or further instructions. (If “Other” is selected from the dropdown menu, this field is mandatory.)
Billing Profiles
If an institution has agreements with multiple publishers that use RLSC, they will be able to access all profiles from the “Billing Profiles” tab.
Administrators can also set automatic approvals, manage notifications, and view agreement details.
Billing Profiles
Clicking on a specific profile will bring up agreement details.
Most of the data will be read-only. However, administrators can add contacts, manage notifications, add a special note to authors, and choose to require an order number.
Reports
In the “Reports” tab, administrators can run Transaction Summary Reports based on various criteria.
Reports
If an institution has profiles with multiple publishers, manuscripts from all publishers will be shown by default. However, it is also possible to limit results to a single publisher.
Transaction Summary Report data is refreshed hourly.
Full reports will be sent by email.
Search and setting IEEE Xplore alerts
Many administrators want to monitor the publishing activity from their institution.
They can do this by searching or setting up alerts in IEEE Xplore.
Searching for published articles
Administrators can search IEEE Xplore for articles by affiliation and/or by funding agency. They can also set alerts.
Searching by affiliation
On the IEEE Xplore homepage, click on “Advanced Search.”
Searching by affiliation
Select “Author Affiliation” from the dropdown menu, and enter the relevant search term.
It is a good idea to also include alternate spellings or abbreviations in the search.
Searching by affiliation
Results can be exported from the search results page by clicking on “Export” in the top right.
Exports are limited to 2,000 results.
Search by affiliation
Results will be exported in the specified format.
IEEE Xplore alerts
To set a search alert, the administrator will first need to sign in to IEEE Xplore.
IEEE Xplore alerts
Then, conduct a search.
Once the results come up, click “Set Search Alerts” in the top right.
Enter a name for the search.
IEEE Xplore alerts
To access saved searches, click on “My Settings,” and “Search Alerts.”
IEEE Xplore alerts
A list of saved searches will be displayed.
We’ve covered
Author ProcessSubmission processPost acceptanceRightsLink for Scientific Communications
Administrator ProcessNotificationsResponding to funding requestsReportsSearching IEEE Xplore and setting alerts
Additional Resources
IEEE Open Sitehttps://open.ieee.org/
RightsLink for Scientific Communications: Resources for Institutionshttp://www.copyright.com/publishers/rightslink-scientific/institution-agreement-management-resources/
IEEE Author Centerhttps://ieeeauthorcenter.ieee.org/
Author posting guidelineshttps://www.ieee.org/publications/rights/author-posting-policy.html
Facilitating Research Reproducibility
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