August 2015

Submission: Frequently Asked Questions

  1. What do all the different ID names mean?
  2. How do I make changes to the manuscript I just (re)submitted?
  3. Do you have a preferred file format for submissions?
  4. Are there any special guidelines I need to follow if I want to submit my manuscript in Word instead of the preferred REVTeX?
  5. Do your file requirements agree with those of the arXiv e-print archive?
  6. My password doesn't work - what do I do?
  7. What should I do if I received an error message that my figure had no number?
  8. Why won't my preview PDF generate successfully?
  9. Why do I have to enter the email address and affiliation for every author?
  10. Why can't author/referee names be autofilled?
  11. Why can't I enter a list of referees who should not be used?
  12. Why does the system keep requesting information that I repeatedly supply?
  13. Why do I see author names published in Chinese, Japanese, or Korean in some papers?
  14. Does the APS offer any publication charge discounts or waiver of fees for any of the journals?
  15. How can I update my contact information?
  16. Where can I see the PDF that is sent to the referee(s)?
  17. How can I check on the status of my (re)submission?
  18. If I’m having a technical issue with the submission process, whom should I contact?
  19. How do I classify my files?
  20. How do I change the title of my manuscript?

1.  What do all the different ID names mean?

Throughout the submission and review process your manuscript may have several separate identifiers. The final identifier is given at publication, when it becomes citable. Each of these identifiers has some logical justification. For reference, the identifiers currently in use are:

  1. E-print number, e.g., 0804.1718, assigned by the arXiv e-print servers. This can be used at submission to automatically download files from the e-print server.
  2. Temporary ID for submission (e.g., es2012jun12_111) used to uniquely identify a new submission to the journals before an APS manuscript code has been assigned. At that point the temporary ID can be safely forgotten.
  3. APS manuscript code number of the form AB12345. This is used throughout the rest of the review process. The APS manuscript code number should also be used with all correspondence during the review process.
  4. Journal/Volume/Page or article number for published articles, e.g., Phys. Rev. B 84,201020.

2.  How do I make a change to the manuscript I just (re)submitted?

If you need to make corrections to the files you submitted and it is still listed in your account as “With Submissions Staff”, click on the temporary ID number (which is highlighted in red) and make any corrections needed. Note: when you do this the submitted date will update to reflect the most recent change.

If you want to make a resubmission on a manuscript that already has an APS manuscript code number, log into your account and look for the code number highlighted in red. Click on the number and it will take you to your submission page that will show several options, one of them being resubmit.

3.  Do you have a preferred file format for submissions?

Yes, REVTeX is preferred. Text files should be formatted in REVTeX, LaTeX, or some varieties of plain TeX. The file must be in ASCII containing no control codes, with line lengths of 80 characters or less. Submissions in MSWord, PostScript and PDF are also acceptable,` although their use is extremely limited in either the peer review or production process. (PDF or PostScript submissions do not qualify for the publication-charge discount or waiver.)

4.  Are there any special guidelines I need to follow if I want to submit my manuscript in Word instead of the preferred REVTeX?

We accept manuscripts prepared using Word 2007 or later in .docx format. APS does not provide Word technical support to authors, nor do we provide a template for preparing a paper; however, we do have some hints regarding fonts, figures, equations, and table formatting.

Use standard Windows fonts in any Word document (Times New Roman). If you use an unusual font, we will probably not have it and, therefore, be unable to convert your Word document to PDF for viewing. Include figures in your Word document as pictures. Include equations by using Design Science's Math Type, and tables by using the Table Editor. Do not embed any of these items as objects, since this will cause a problem with our conversion of your file to PDF. We prefer that separate PostScript or encapsulated PostScript figure files be provided for each figure in addition to the figures already included in your Word document.

5.  Do your file requirements agree with those of the e-print archive?

Yes. The e-print archive recommends single-spacing. In other areas the issues are not so much differences as stricter requirements on our side. For example, figure placement: if called in to the manuscript via one of the LaTeX graphic packages, figures should be placed along with their captions in a figure section after the end of the text, rather than distributed through the middle of the file. Tables similarly should appear with captions after the reference section. Feynman diagrams and the like drawn with the LaTeX picture environment should generally be treated as figures rather than equations, and should have accompanying electronic figure files. See the REVTeX tips and guidelines on file format for more details. Our purpose is to gather your content in such a way that we can re-use it internally in several modes and again in our final production process; we do not want a "camera-ready" version of your paper.

6.  My password doesn't work - what do I do?

An APS journal account is required to access the web submissions server. If you have not created one, please go to http://journals.aps.org/signup. For more information on journal accounts, please see http://journals.aps.org/help/accounts. Once you have a journal account, you can log in by going to http://journals.aps.org/login/. If you have forgotten your password, click "Forgot your username/password". Follow the instructions there and a message will be sent from no-reply@aps.org, which contains a link you need to click and then reset your password. Please be sure you set your password with at least eight characters using both numbers and letters. If you encounter any problem in creating an account, please send a message to help@aps.org.

7.  What should I do if I received an error message that my figure had no number?

A correctly formatted LaTex manuscript file should result in any figure files being numbered correctly automatically. If a change is needed, click on the “Select/change descriptions” button and make the necessary changes.

8.  Why won't my preview PDF generate successfully?

9.  Why do I have to enter the email address and affiliation for every author?

APS is in the process of expanding its database of authors. This will help prevent any accidental misattribution of authorship going forward.

10.  Why can't author/referee names be autofilled?

Our databases are confidential, and if this were enabled it would cause a breach of confidentiality.

11.  Why can't I enter a list of referees who should not be used?

You can; we expect this information to be entered directly as part of the comments for the editors.

12.  Why does the system keep requesting information that I repeatedly supply?

This sounds as if it could be an incompatible browser problem. The APS journal web sites, like many other web sites, no longer support outdated browsers. Our journal web sites adhere to the latest web standards and should render and work properly with any modern, standards-compliant browser. If you are still experiencing a problem, try updating to one of the following current browsers: Firefox 27.X, Google Chrome version 33.X, IE 9 and 10, and Safari 5, 6, and 7. After upgrading, you will need to clear your browser's cache. See http://journals.aps.org/unsupported-browser for details on browser support on our websites.

13.  Why do I see author names published in Chinese, Japanese, or Korean in some papers?

Authors of these papers have requested this option. In order to do this for your manuscript, please include a note in the cover letter to indicate that it contains Chinese, Japanese, or Korean characters in author names. Then when you get to the Title/Abstract/Other Info page you will see a check box. Check this box if your text file includes author names shown with Chinese, Japanese or Korean (CJK) characters.

14.  Does the APS offer any publication charge discounts or waiver of fees for any of the journals?

There are no publication charges for Physical Review Accelerators and Beams, but Physical Review Physics Education Research's financial model requires publication charges to the authors or to the authors' institutions. Physical Review X also requires payment of an article-processing charge similar to the charge for PRPER; see the PRX site for more information. For the other journals except for Reviews of Modern Physics (RMP), prior to acceptance, submission in some electronic formats qualifies for a publication charge discount (Physical Review Letters) or waiver (Physical Review A, B, C, D, E, Applied, Fluids). Acceptable formats for the discount or waiver are currently REVTeX (preferred), LaTeX, Harvmac, Plain TeX, or MSWord; with any figures provided as individual electronic files (for MSWord, this means figures must be submitted twice, once as part of the MSWord file containing the entire manuscript, and once as separate files for each figure). Such submissions can make a greater contribution to the overall speed and efficiency of our editorial-review process by, for example, the automatic extraction of metadata about the manuscript for our database.

15.  How can I change my contact information?

When you first login on the upper left side of the page your name, email, and affiliation is listed. Click Update to make any changes. Or, whenever you create a new submission you will also be given the opportunity to update your contact information. After updating, be sure you click on the “Save” button. When you want to go back to submit, click on “Submit a Manuscript” on the left side of the page.

16.  Where can I see the PDF that is sent to the referee(s)?

After logging into your account, go to the “Under Review” heading and click on the manuscript code (highlighted in red). It will bring you to an information page for that manuscript where you can click on the “Download Manuscript PDF” option. This is the current PDF sent to the referee(s).

17.  How can I check on the status of my (re)submission?

To find the status of any of your (re)submitted manuscripts, log into your account and click on the “Status” link, to the far right of where the code number appears. From there you can see the details of your (re)submission or contact the editors regarding the (re)submission as well, if you should have any concerns.

18.  If I’m having a technical issue with the submission process, whom should I contact?

While going through the submission process, you will notice a “Report a technical problem” link at the bottom of almost all the pages. Click on the link and you will receive a pop up that will allow you to provide a description of the problem you are experiencing. Enter your description and click on the submit button. A message will be sent to the Help Desk Staff. If the link is not available on a page you are on, send your message directly to help@aps.org and be sure to include either the temporary ID number or the APS manuscript code of the manuscript you are submitting along with a description of the problem you are experiencing.

19.  How do I classify my files?

Very few file descriptions are given or needed. If one of your files does not fit a description exactly, simply use "Other".

20.  How do I change the title of my manuscript?

Any title changes must be approved editorially before being updated. If you want to make a title change, you should enter it as part of your response to the editor(s) and/or referee(s) when resubmitting.

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