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| general | manuscript preparation | file preparation | submission |
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| list of keywords | copyright statement | access to your paper |

General


All users must be registered to JINST . Registration gives access to your personal pages for all the roles you play in the journal (author, coauthor, referee, editor). There you can perform all the actions connected with the stages in the editorial procedure. Registration is easy and free of charge. To register you have to fill in the form on the JINST home page with the following data:

  • Login name
  • Password
  • First Name
  • Last Name
  • E-mail
  • Institution

Click here to register.

If you cannot remember your registration data, please do not register again, just click on "automatic password recovery" on the JINST home page. You can also update your profile and change login name and password by clicking on "modify my personal data".

The checkbox "Remember my login name on this computer" allows a cookie to be sent to your computer, which spares you from having to log in every time, unless you click on the "logout" button.

For information on the status of your submission please use the "WRITE TO EDITOR" and the "WRITE TO EDITORIAL OFFICE" buttons available at the bottom of the preprint page on your author pages (this link will only be accessible from the JINST home page once you have submitted your contribution as a corresponding author). Please ALWAYS use these tools instead of normal e-mail. These messages will be processed more quickly, and will be saved in the database and associated to the document they refer to.

On your author pages you can find all your preprints divided into sections according to their status:

  • Waiting for editor's decision: preprints that are in the review process, for which you have to await the editor's decision. The revised papers that you have submitted following editor's request can also be found here.
  • To be revised (major revision): preprints that you have to revise and resubmit from your Author pages.
  • To be revised (minor revision): preprints for which you have to make some small modifications prior to acceptance. The contribution will not be labelled as "revised" when it is published.
  • To proof read: accepted preprints that have been typeset in the JINST style, and must be proof-read by you before publication.
  • Appeals against rejection: rejected preprints that the editor has accepted to reconsider for publication.

Furthermore, in the top part of the page there are two navigation bars. The bottom one leads to all archived contributions, which are divided into

  • Accepted: accepted regular papers and technical reports that are being typeset and proofread
  • Rejected: preprints that have not been accepted for publication
  • Withdrawn: preprints withdrawn
  • Not suitable: preprints considered as not suitable for the journal
  • Published: papers and technical reports published.

Manuscript preparation


General information

Title, Authors (first and family names), affiliations and the corresponding author's e-mail address must be clearly indicated.

If the article is authored by a collaboration, its official email address should be provided, if available, instead of the corresponding author's.

If you have posted your preprint on the Archives, please enter its ID number in the submission form (in the field "arXiv number").

The abstract should briefly summarize the content of the contribution and must fit in the first page.

Please avoid formulae and references in the title and abstract.

At the time of submission you must characterize your work with a number of keywords selected, by order of preference or relevance, from the JINST keyword list. Please indicate these keywords after the abstract.


Text and style

Please divide the text into sections. Write your work in standard, comprehensible English. Conciseness is strongly encouraged, but clarity and consistency are more important. Short and simple words and sentences are helpful for readers. Please keep jargon and acronyms to a minimum.The Journal will not make language corrections; preprints submitted with poor English will be returned to the authors and publication will be delayed until they can provide a new version. The Editors will consider whether the content is of sufficient scientific interest compared to the overall length and may recommend ways of shortening the text.


Tables, figures and multimedia

Tables and figures can be used to improve the information in the text. This is true for both theoretical and experimental preprints.

Particularly large tables and figures or multimedia materials can be submitted as attachments to the contribution, by clicking the "upload file" button after the submission of the main files for the preprint has been successfully completed. They will undergo the same review process but, in case of acceptance, will not be typeset or transformed in any way. Authors are therefore advised to use standard formats to prepare them, so that Editors, Referees and Readers will be able to read them. SISSA and IOP bear no responsibility for uncommon formats, viruses and other problems that may arise.


References

JINST uses the sequential numerical system for references in the text. The sequential numbers occur within square brackets, and the reference list at the end of the preprint lists the references in numerical order, not alphabetically. Please write the reference as in the following example:

Kachru S and Silverstein E, 4-d conformal theories and strings on orbifolds, Phys. Rev. Lett. 80 (1988) 4855 [hep-th/9802183]



Author Manual

In order to make JINST papers as homogeneous as possible, authors are invited to follow the instructions described in the manual Instructions for authors: jinst-author-manual.pdf


File preparation


The following instructions should be followed for preparing papers/technical reports/proceedings contributions.

Manuscripts can be prepared in MS-Word or TeX/LaTeX. Source files submitted will be automatically transformed by the system in PDF files.


TeX and LaTeX

Your contribution can be one of the following:

  1. a single .tex file
  2. a file archive (a zipped or a gzipped tar archive)
    If your preprint includes more than one file the files will have to be archived. In this case it is essential for the master file to be saved in the root (main) directory, while the other files may be included in subdirectories. Please note that if two or more source files have the same extension (i.e. "abc.tex" and "def.tex"), in making the submission you must specify the master file name in the appropriate field, otherwise the submission will fail.
  3. a file or archive plus attachments (additional figures, large tables, videos, etc.).
    In this case an additional step will be requested of you when you see the upload confirmation screen. Please click on the button "upload file" (at the bottom of the page), and you will be able to recursively upload additional material. These will be viewed as separate file attachments throughout the review procedure and on the preprint's publication.

Manuscripts should be preferably prepared in LaTeX using the LaTeX class JINST.cls. A LaTeX sample file is also available. Other macro packages are also accepted, but preprints in these formats are inevitably processed more slowly after acceptance. If you are using other LaTeX formats, you should try to use standard packages. Some frequently used macro packages, (i.e.: aastex, elsart, feynman, harvmac, lanlmac, j-phys, phyzzx and revtex), even if old and/or deprecated, are installed at the JINST site, in addition to the standard TeX inputs. If you are using an unrecognised package, please include it in the submission. Always consider that the submission can be completed only if your file compiles successfully on the JINST server. If you have used BibTeX, you must include the .bbl file. The .bib file may also help. Figures must be in PostScript format (.eps or .ps).If you use packages like feynmf that require the use of metafont please include the .pk, .tfm and .t1, .t2, ..., files in your archive.

If the document consists of a stand-alone (La)TeX file this alone can be submitted as it is, without compressing it.


MS-Word

Your contribution can be one of the following:

  1. a single .doc/.docx file
    Please note that if the .doc/.docx file contains figures it should be submitted as a file archive (see point 2).
  2. a file archive (.ZIP)
    If your preprint includes more than one file the files have to be uploaded as an archive. In this case it is essential for the master file to be saved in the root (main) directory, while the other files can be included in subdirectories. Please note that if two or more source files have the same extension (i.e. "File1.doc" and "File2.doc"), in making the submission you must specify the master file name in the appropriate field, otherwise the submission will fail. If the word document contains figures they must appear in the .doc/.docx file. Make sure they are also included as separate files (GIF, JPEG, TIFF) in the compressed archive.
  3. a file or archive plus attachments (additional figures, large tables, videos, etc.).
    In this case an additional step will be requested of you when you see the upload confirmation screen. Please click on the button "upload file" (at the bottom of the page), and you will be able to recursively upload additional material. These will be viewed as separate file attachments throughout the review procedure and after publication.

For documents prepared in Microsoft Word for Windows or Macintosh, please use only True Type fonts (also for Greek letters and mathematical symbols). Equations must be prepared using Equation Editor, version 1.0, 2.0, 3.0 or MathType.

We also provide a sample article in MS-Word format.
Archive preparation (.tar.gz)

Put all the files that make up your manuscript in a folder. The folder is called paper in our example. To create a .tar.gz file issue these commands from a terminal:


$ cd paper/
$ tar -cvzf article.tar.gz *

You will find the file article.tar.gz inside the folder.


Submission


Preprints can be submitted only via the Internet by authors previously registered to JINST . The person making the submission (corresponding author) must be one of the authors. To register to JINST please complete the appropriate form available on the home page of the Journal. Registration is free (see also General). Please note that submitting a preprint implies the acceptance of the copyright agreement.

You can submit two different types of contributions:

  • Papers
  • Technical reports

JINST has a regular papers section and a technical reports section which share the same Advisory and Editorial Boards.

If you connect to the JINST website at SISSA you will find the following links:

  • submit a paper - this is for regular research paper submissions that will be published in the Papers section of the journal on the IOP Publishing website.

    • submit a technical report - this is for technical report submissions, reports on innovative technical achievements of interest to the community

    • submit a proceedings contribution - this is to be used exclusively for conferences that have announced to participants the publication of proceedings in JINST.


The submission procedure

The procedure for submitting papers and technical reports is the same. After logging in to JINST , you are asked to choose between papers and technical reports at the beginning of the submission procedure, by clicking on the appropriate link on the JINST home page in the section "Submit":

  • submit a paper
  • submit a technical report
  • submit a proceedings contribution

There are two ways to make a submission


A) Submission from the arXiv

If you have already posted your preprint on the arXiv, you can submit it to JINST just by selecting the keywords and sending the arXiv reference number. This submission mode only works for TeX/LaTeX files. To submit your contribution, please follow the steps below:


A.1) Keyword selection

You are first requested to select the keywords that most adequately characterise your work from a multiple choice menu.

Click here to see the complete list of keywords. Please choose from 2 to 4 keywords (they can be taken from more than one section), that most accurately describe the subject of your work.

After you have chosen your keywords, press the "Submit" button at the bottom of the page. Should you then realise that your choice was not appropriate, at this stage you can still go back and make a change. Requests for changing keywords after the submission has been completed will not be accepted.


A.2) Fill in the submission form

You can now select the appropriate archive and fill in the preprint number of your contribution.

In the following field you can specify the TeX master file name, which is necessary if more than one .tex file are included in the article archive.

On the same page you are also reminded of the keywords you have chosen and can assign a value to each keyword to establish its relevance for the paper. The default value is [100], meaning that all keywords will be considered equally relevant.

If applicable, please also use this form to communicate if your paper should be published open access according to one of the listed items. You may request open access publication upon payment of an article publication fee by selecting the options "Open access paid by Author". Click here for further information

A.3) Completing the submission process

After filling in the fields described above, please click on "submit". The system will take care of downloading the file(s) together with the full metadata. Please DO NOT double-click: push the upload button just once and wait. The system is processing your files. This can take up to a few minutes, depending on their size.

After completing the procedure, a submission report will be shown to you with the data of your contribution, the link to the compilation log file and the link where you can upload additional materials (the "upload file" button). If, on the other hand, the submission fails the report will inform you of the error(s) that have occurred. In particular if the (La)TeX compilation fails, please read the .log file, fix the error on your computer and try again. Should you be unable to solve the problem, do contact the Editorial Office.

To upload additional figures, tables and multimedia see below point C.


B) Submission via web upload

B.1) Preparation of the archive

On your computer, please prepare a compressed file archive (tar.gz) containing the LaTeX (or TeX) file(s), all the .eps (or .ps) figures, any nonstandard package, and, if you use bibtex, the .bbl file. If you use MS Word prepare your .zip archive containing the full text with figures and all the figures in separate files. (See also Preparation of the file)

You can also submit pdflatex documents, which allows you to use .pdf, .png and .jpg images. To ensure pdflatex compilation you must add \pdfoutput=1 in the line immediately after the \documentclass command as shown in the following example:

\documentclass[11pt,a4paper]{article}
\pdfoutput=1
...

Important note: if you are using the JINST.cls the \pdfoutput=1 statement must appear on the line preceeding the \documentclass statement as shown.

\pdfoutput=1
\documentclass{JINST}
...


B.2) Keyword selection

You are first requested to select the keywords that most adequately characterise your work from a multiple choice menu.

Click here to see the complete list of keywords. Please choose from 2 to 4 keywords (they can be taken from more than one section), that most accurately describe the subject of your work.

After you have chosen your keywords, press the "Submit" button at the bottom of the page. Should you then realise that your choice was not appropriate, at this stage you can still go back and make a change. Requests for changing keywords after the submission has been completed will not be accepted.


B.3) Fill in the submission form

Please give the following information:

  • The title
  • The complete list of authors
  • The abstract
  • The arXiv number (if any)

and select the format of your contribution (TeX or doc/docx).

In "Enter the file to process" put the file (tar.gz or .zip) containing your contribution. If there is more than one .tex file you should also fill in the field "Master file name", for the software to know which is the main file for the article. The indicated master file name must include the appropriate extension (.tex or .doc/.docx), which must match the extension of the actual master file.

On the same page you are also reminded of the keywords you have chosen and can assign a value to each keyword to establish its relevance for the preprint. The default value is [100], meaning that all keywords will be considered equally relevant.

If applicable, please also use this form to communicate if your paper should be published open access according to one of the listed items. You may request open access publication upon payment of an article publication fee by selecting the options "Open access paid by Author". Click here for further information

B.4) Completing the submission process

After filling in the fields described above, please click on "submit". The system will take care of downloading the file(s) together with the full metadata. Please DO NOT double-click: push the upload button just once and wait. The system is processing your files. This can take up to a few minutes, depending on their size.

After completing the procedure, a submission report will be shown to you with the data of your contribution, the link to the compilation log file and the link where you can upload additional materials (the "upload file" button). If, on the other hand, the submission fails the report will inform you of the error(s) that have occurred. In particular if the (La)TeX compilation fails, please read the .log file, fix the error on your computer and try again. Should you be unable to solve the problem, do contact the Editorial Office.


C) Submission of the additional materials

Your contribution can be completed with additional tables and figures, multimedia or any other attachment. To submit additional material, please click on "upload file" in the "Submission report" page after successfully uploading the main files for your contribution. After clicking on "upload file" you can repeat the procedure as many times as necessary.

The attachments will be processed along with the main document.


D) Correspondence with the editor and the Editorial Office

If you wish to communicate with the editor-in-charge of your preprint or with the Editorial Office after you have submitted your preprint, please go to "my Author pages (corresponding author)" from the JINST home page. Click on the appropriate preprint number and scroll down the page. You will find, amongst others, the "write to editor" and "write to the editorial office" buttons. You will be able to communicate in this way at every stage of the editorial procedure. Please do so for the correspondence to be stored in the system.


Revised versions

Revised versions can be submitted only if requested by the editor, contributions must therefore be submitted in their final form.

Once accepted, revised preprints will be labelled as "revised". If the revision required is only a minor revision, the preprint, once accepted, will not be labelled as "revised".

The revisions are listed in your author page in "State of preprints" in the sections "To be revised (major revision)" and "To be revised (minor revision)" respectively.

Authors that have been asked to revise their preprints must tend to the requested modifications. The time frame for resubmitting major revisions is 4 weeks, while for minor revisions it is 2 weeks. After 3 weeks and 1 week respectively the author will receive a message from the Editorial Office, reminding him/her of the deadline. If the revised version is not submitted by the deadline the original submission will be withdrawn and any revised version will have to be considered as a new submission. For proceedings contributions, please liase with the editor-in-charge about the desired schedule for publication. For proceedings contributions please liase with the editor-in-charge about the desired schedule for publication.

The revised preprints must be uploaded from the preprint page by clicking "submit revision"/"submit minor revision". You can make your resubmission using the submission via the arXiv or by web upload.

The cover letter is mandatory and should clearly describe all the changes with respect to the previous version and explain whether or not you have addressed the editor's requests. You will be asked to enter the cover letter in a text area at the beginning of the upload procedure (i.e. before uploading the file for the revised version). Please make sure you save it in a file on your computer before uploading it as a network failure could cause the resubmission to fail and the cover letter might get lost. Should you forget to enter the cover letter when resubmitting your preprint, please connect to your JINST Author pages and send it with the "WRITE TO EDITOR" e-mail tool.


After rejection

Contributions are selected, processed and reviewed as fairly as possible, with no discrimination by active scientists in the field. Authors of contributions that have been rejected can appeal and reply to the editor and referee(s). Appeals must be scientifically justified and not polemic. Please send your rebuttal letters by connecting to the preprint page and using the "write to Editorial Office" button.


Author inquiries and appeals

In the case of regular papers and technical reports, although the identity of editors is anonymous, authors can communicate at all times with them through the appropriate "write to editor" button on their pages, or through the Editorial Office. For proceedings contributions, the editor is not a regular member of the JINST Editorial Board, but rather a member of the Organizing Committee and is therefore known to the authors.


Addenda/Errata

Errata and addenda can be submitted to JINST as stand-alone articles following the instructions below.
1) Click on "submit an erratum" or "submit an addendum" in JINST to see the list of your published articles (as corresponding author).
2) Find the article in question and click on "submit erratum" or "submit addendum".
3) Continue the submission process (see instructions).

The file submitted should be as follows.

File format - LaTeX/pdfLaTeX or MS-Word
Title - "Erratum: Title of the original article" or "Addendum: Title of the original article". Different titles will be corrected during the typesetting stage.
Authors - they must be the same as the original article.
Abstract - the author can choose whether or not to include an abstract in the file. Note however that the abstract will not be displayed on the published erratum/addendum's web page.
Keywords - they must not be included.
References - references to specific parts of the original article (equations, figures, tables, etc.) must be consistent with the numbering of its published version.

Please refer to the section File and archive preparation if you need to submit an archive.

Errata and addenda are the only way to modify articles after publication. They are peer-reviewed, typeset and proofread before being published open access.


Papers evaluated as technical reports

Editors evaluating a submitted work may decide that it is not suitable for publication as a regular paper. However, if it contains very relevant technical information they can suggest that the author(s) publish it as a technical report instead. In such cases the editor will contact the author who will either resubmit the work as a technical report in its present form, or revise it before resubmission.

Withdraw

A preprint can be withdrawn at any moment during the review process, by clicking on the appropriate button on the author pages.


Coauthors

A coauthor is a registered user selected by the corresponding author that has access to the author pages without being able to view the correspondence relating to the preprint or change the status of the preprint.

Select Coauthors

After you have submitted your preprint it is possible to select coauthors for your preprint. From the JINST home page select the "my Author pages (corresponding author)" and click on the appropriate preprint number. At the bottom of the page you will find the "Select Coauthor" button which allows you to select and notify the coauthors of the preprint. A coauthor role allows you to access some basic information about the submission and, in case of need, allows the corresponding author to enable one of the coauthors to upload revisions/proofs in his/her place ("switch corresponding author" below)

Please note that in order to be selected as a coauthor the person must already be a registered JINST user.
If the person you wish to select as a coauthor is not already registered, please ask them to register by completing the appropriate form available on the home page of the Journal. Remember that registration is free (see General for further details).

Switch Corresponding Author

Once a coauthor has been selected it is also possible to change the corresponding author to one of the coauthors using the "Switch Corresponding Author" button.

With this operation, the existing corresponding author becomes a coauthor and the selected coauthor becomes the new corresponding author.



The preprint web page


As soon as a new contribution is submitted to JINST , a preprint number is assigned and the preprint appears in the section "waiting for editor's decision". The preprint number identifies your contribution throughout the editorial procedure, and is required for any correspondence with the JINST Editorial Office.

The preprint number
Figure 1. The preprint number

To access the preprint web page of a particular document, you should:

  1. Log in to the JINST website at SISSA
  2. Click on "my Author pages (corresponding author)" or "My coauthor pages"
  3. The preprints still in progress are in the "pending papers" page divided into sections according to their status.

The preprint web page for a particular preprint contains all the information about that preprint, except for confidential data (i.e., editor and referee names). From the preprint web page, you can perform the following actions:

  • check the status of the preprint and the progress of the editorial procedure
  • download the preprint (PDF)
  • communicate with the Editorial Office, the Editor and the Scientific Director (corresponding author only)
  • read and download the report
  • submit the revised version for the preprint, if requested by the Editor (corresponding author only)
  • withdraw the preprint (corresponding author only).

Proof-reading and publication


After the contribution has been accepted and typeset you will be notified and you will be able to:

  • view the typeset version of your document (in PDF format)
  • proof-read the document for mistakes or minor changes before publication. The only corrections acceptable at this stage are the following:
    • layout (i.e., wrong floating of figures or tables),
    • spelling mistakes in words or formulae,
    • wrong cross-references among formulae and text,
    • mistakes or updating in references
  • The corrections must be suggested using the web form accessible with the button "send proofs", explaining where they occur in the document (page number, paragraph and line, or equation number) and specifying both the old (wrong) version and the correction.
    Please notice that if the corrections you request are not truly minor, the preprint will be shown to the editor-in-charge for approval. If they feel that the corrections affect the content significantly, you may be requested to submit a revised version of the preprint for which a new review process will begin. This will be listed in the "Pending revision after proofreading" section.
    • approve the document for publication (unless there is a request of information from the editorial office).

When you approve the document for publication, or after your requested corrections have been implemented, the document is sent to the IOP Publishing Office for publication. Please note that if there is no feedback from the authors within 7 days from the first proof-reading notification, the document is considered suitable for publication as it stands, and is sent to the IOP Publication Office for publication. It will be stored in the "published" section of your JINST author pages and will also be available on the IOP website.

Note that the Assignment of copyright form must be sent to the IOP Publishing Office before publication.

At the time of publication on the IOP EJ's site, the paper will receive a definitive paper number (fig. 2).

Definitive paper number
Figure 2. Definitive paper number

Copyright statement


Authors are asked to submit a completed Assignment of Copyright form to IOP at the same time as submitting their contributions to JINST or after its acceptance. There are two different forms depending on whether or not the article is to be published on an open access basis. Open access articles are subject to an Article Processing Charge (see below). The transfer of copyright assumes that all authors have received the final version of the contribution and have agreed to it being submitted to the journal. The copyright assigned to IOP covers all formats and media (including electronic, microform and paper).

In the case of multi-author papers, only one author needs to sign the form but they should have obtained the written consent of all the other authors beforehand.

Regular Assignment of Copyright Form
Copyright of articles is assigned to Institute of Physics Publishing and SISSA Medialab from the date on which the article is accepted for publication. The main features of the copyright transfer are that:

  • authors transfer the worldwide copyright of their work to the Institute of Physics Publishing and SISSA Medialab;

    • authors automatically retain rights for the future use of their own work;

If you cannot assign copyright, an agreement giving License to Publish will be required instead. Please consult permissions@iop.org if the standard form is not appropriate for your circumstances.

Transfer of copyright allows IOP to participate in the work of the UK's Copyright Licensing Agency (CLA), which licenses copying in the UK. In addition, through bilateral arrangements, it participates in the work of other reproduction rights organizations around the world, principally the Copyright Clearance Center (CCC) in the USA. IOP supports these organizations as they represent a development in copyright protection that is extending to other countries, so that copies beyond those permitted under legislation should be paid for by the copier.

Open Access Licensing Agreement Form

Open access articles are published under a creative commons attribution license (more information on this policy can be found here). The creative commons attribution license allows users to re-use the content in any way they like, provided it is accurately attributed. Copyright stays with the agreed copyright owner. Authors who may not own the copyright (e.g. authors in industrial companies or government research establishments) are asked to state this explicitly

Please note that in the case of papers where the copyright is owned by CERN, the authors need take no further action as such articles are covered by a collective license agreement between CERN, SISSA Medialab and IOP Publishing. No form needs to be completed in these cases.

Please download, complete and fill in the appropriate form and send it to the following address

JINST
IOP Publishing Ltd
Temple Circus
Temple Way
BRISTOL BS1 6HG
UK


Access to your paper


Authors can access all versions of their JINST papers on their Author pages (in the link "published"). Regrettably, source files cannot be provided.

Authors can opt for open access publication. Open access articles are published under a Creative Commons attribution license (more information on this policy can be found here). The Creative Commons attribution license allows users to re-use the content in any way they like, provided it is accurately attributed. Copyright stays with the agreed copyright owner.

How can I make my article open access?

You can let the publisher or the editorial office know that you wish to take up this option at any point in the review process.

How much does it cost to make my article open access?

The article processing charge for JINST is:

1400 (GB Pound); $2220 (USD); €1600 (Euro); excluding VAT where applicable.

The fee covers all publication costs, from the management of peer review to the online hosting, dissemination and long-term archiving of the published paper.

How do I pay?

You will be sent an invoice once your article has been accepted for publication.

Does it make any difference in the review process or after publication?

Open access articles are treated in the same way as all other articles in the journal; they are peer-reviewed to the same high standard and are processed in the same way. Downloads of open access articles are included in Counter usage statistics and open access articles are indexed by abstracting and indexing services in the same way that regular articles are. The only difference is that they are published under a creative commons attribution license and are available to all on open access terms.

Who should I contact for more information about the copyright statement and open access publication fee?

For copyright and licensing issues you should contact permissions@iop.org

For the open access publication fee you should contact jinst@iop.org

Copyright © SISSA - Trieste (Italy) - 2006-2014.