Guide for Authors

  • Paper Submission

    1 - Submission of your Abstract by November 15th: Please register on the Elsevier Editorial System (EES) to submit your Abstract: http://ees.elsevier.com/cirp. You must submit your Abstract in Microsoft Word format, and upload your file under the Item: *Manuscript and Description: Abstract.

    2 - Submission of the full Paper (called 'Manuscript') by January 20th: Please ensure you submit your full paper manuscript on EES as a revision of your Abstract and not as a 'new' submission. You must submit your full Paper in Microsoft Word format, following the informal template given in the Guidelines for Authors on the CIRP site (on 2 columns and four pages, with the figures inserted). This will allow the Editorial Committee reviewers to have an easier reviewing of your paper.

    Be careful: after the reviewing by the Editorial Committee in February, you are no longer allowed to modify the list of the authors of your paper.

    3 - After approval of the paper: submission of the revised Paper by April 5th: Please ensure you submit your revised paper manuscript on EES as a revision of your previous version and not as a 'new' submission. You must submit your final Paper version in Microsoft Word format. We suggest you keep your layout on two columns with the figures inserted into the text, so that the typesetters can follow the same layout. However, you can also follow the usual EES format: your manuscript can be double spaced and on a single column, and all formatting will be done by Elsevier during the typesetting process. In any case, also upload your figures and tables under separate files so that they can be printed in the best possible quality.

    Deadlines Reminder:

    - Your abstract must be submitted online by November 15th the latest.
    - Your full paper must be submitted online by January 20th the latest (no hard copy is requested).
    - If required, the Certificate of Sponsorship should be sent by email by the sponsor to the CIRP Office (cirp@cirp.net) by January 20th the latest (available in the Member's Dashboard online).

    The author of a paper has to accept a commitment (included in the electronic submission form) indicating that the paper will be orally presented. If such a commitment cannot be given the Editorial Committee will have the right to refuse the paper. Authors who do not attend during the STC paper sessions to orally present their paper without having given a notification and a valid reason will be excluded from submitting a paper for the following two years.

    In exceptional cases, the Editorial Committee may accept papers of up to six printed pages. In such a case, you must write a letter of justification addressed to the Editorial Committee Chairman. This letter and the paper must be uploaded on EES by the paper submission deadline. Papers longer than 4 pages not accompanied by a letter of justification will be rejected.

    A letter of justification should also be uploaded on EES if a paper is a Cooperative Work between Members from different Labs.

    The official language of CIRP Annals is English. If English is not your mother tongue, make sure that the English is checked by a competent editor. Papers written in what is considered to be poor English will be rejected.

    A publication fee will be requested: 66 Euros for 4 printed pages. The fee for additional pages is 25 Euro per page. This is not an Elsevier fee. This is requested by and should be made payable to the CIRP.

    Paper Preparation

    General

    You must give full details of the title and authors (first name + family name) of your paper in your word file (see Template). Mark CIRP Fellows by the number (1) following the name, mark Associate Members by the number (2) and Corporate Members by the number (3).

    Affiliations of authors should be indicated by superscript numbers. Do not use academic titles. (Prof. Dr. etc.)

    Only for papers written by non-members, Research Affiliates or Corporate Members (without Fellows or Associate Members being co-authors), the name and affiliation of the author(s) should be followed by a separate sentence indicating the Fellow sponsoring the paper: `Submitted by *name* (1), *city*, *country*'.

    Note: Sponsored papers must be accompanied by the written approval of the sponsoring Fellow (the "Certificate of Sponsorship") signifying that he/she has read the full paper and that the paper is, in his/her opinion, in accordance with the CIRP standards of quality. Without the Certificate of Sponsorship sent by email by the sponsor to the CIRP Office in Paris (by January 20th), the paper will not be considered for review.

    The sponsor certificate is available for members through the 'submit a paper' page on the CIRP site (http://www.cirp.net)

    Abstract

    Your abstract should not exceed 100 words. It should provide a brief summary of the contents of your paper.

    Keywords

    Select keywords that can be used to identify the subject of your paper (the CIRP search engine uses the keywords for the identification of your paper). These keywords should be separated by comas, e.g Casting, Forming, ….

    The first two keywords must be taken from the latest CIRP List of Keywords, available from the CIRP web page 'Authors: Submit a paper'. The last keyword may be taken from the list or may be freely chosen by the author. Frequently occurring keywords will be included in the CIRP keyword list on a regular basis.

    Headings and heading spacing

    We recommend using no more than three levels of headings, indicated in these instructions as Heading 1, Heading 2 and Heading 3.

    FontThe font used by the typesetting process will be Gulliver, however please submit your paper in Cambria point 9 (or Times point 9.5) for the main text, in Cambria 8 (or Times 8.5) for captions and Cambria 7 (or Times 7.5) for references. Elsevier will convert the paper to the Gulliver font upon acceptance.

    HEADING 1

    To denote the major sections of your paper, use Heading 1. These sections should be numbered.

    Heading 2

    To denote logical subsections of major sections, if any, use Heading 2. Number the subsections accordingly.

    Heading 3To denote further divisions of a subsection, if relevant, use Heading 3. These divisions are not numbered.

    Terminology and Symbols

    Authors should use CIRP approved terminology and symbols, for example: ISO 3002 Parts I-V. We also recommend that authors adopt the terminology used in the CIRP Dictionary and that they use SI units.

    Style

    The following list summarizes several important points of style to keep in mind when preparing your paper for the CIRP Annals:

    • Use bold for emphasis, but keep its use to a minimum. Avoid using underlining in your paper
    • Use a consistent spelling style throughout the paper (US or UK)
    • Use single quotes
    • Use %, not percent
    • Do not use ampersands (&) except as part of the official name of an organization or company
    • Keep hyphenation to a minimum. Do not hyphenate 'coordinate' or 'non' words, such as 'nonlinear'
    • Do not end headings with full stops
    • Do not start headings at the foot of a column or with only one line of text below; put the heading on the next column or page
    • Leave one character space after all punctuation

    Equations

    Use italics for variables (u); bold for vectors (no arrows) (u); bold italic for variable vectors (u) and capital bold italic (U) for variable matrices. Use ith, jth, nth. The order of brackets should be {[()]}, except where brackets have special significance.

    Lists

    Mark each item with a solid bullet or with an Arabic numeral followed by a full stop, e.g., 1. 2. 3. and so on. Be consistent in marking list items.

    The following is an example of a numbered list:

    1. For complete or near complete sentences, begin with a capital letter and end with a full stop.

    2. For short phrases, start with lower case letters and end with semicolons.

    3. Do not capitalize or punctuate single items.

    4. Use a colon to introduce the list.

    Figures and Tables

    General appearance

    Make sure that all figures, tables, graphs and line drawings are clear, sharp and of the highest quality. Lines should be thick enough to allow proper reproduction.

    Diagrams, graphics and photographs should be either in grey scale or in colour of excellent quality with good contrast. Use RGB colours, not CMYK.

    It is important that you make sure that all lettering inside figures or tables is clearly legible.

    Ensure that you supply the original source file of tables or figures, recommended file formats: TIFF, JPG, EPS, PDF, Microsoft office programs (Word, Excel, Powerpoint). Do not paste tables in picture format or as an Image object in Microsoft Word.

    For all information on figures and tables, please see our EES Instructions for Figures and Pictures available from the page 'Submit a paper' on the CIRP Website.

    Numbering, captions and positioning

    Number figures and tables consecutively, e.g., Figure 1, Figure 2, Figure 3; Table 1, Table 2, Table 3, 'Fig' is also acceptable. Use (a), (b), (c) to distinguish individual subjects in a composite figure. See Figures 1 and 2 for examples of figure and caption placement. Refer to Table 1 for an example of a table centred across two columns.

    Each figure and each table must have a caption (font in Cambria 8 or Times 8.5). Captions should be centred at the foot of the figure. Begin the caption with a capital letter and end with a full stop. Place the figure or table on the text page as close to the relevant citation as possible, ideally at the top or at the bottom of a column. If a figure or table is too large to fit into one column, it can be centred across both columns at the top or the bottom of the page. Do not wrap the text around the figures.

    References (Vol. 1 - Vol. 2)

    Relevant works must be cited in the reference list (font in Cambria 7 or Times 7.5).

    For publications in Vol. 1 of the annals the references must be listed in order of citation (chronologically). For Vol. 2 of the annals (all keynote papers) the references must be listed in alphabetical order.

    Number the references chronologically: [1] [2] [3]. Cite the references in the body of the paper using the number in square brackets [1]. All references listed must be cited, and all cited references must be included in the reference list.

    Please use the following style for references:

    Last name, initial, year of publication, full paper title, journal name, volume, first and last page. Use only common abbreviations in journal names.

    Here are some examples of a reference list:

    [1] Krause, F.-L., Kimura, F., Kjellberg, T., Lu, S.C.-Y., 1993, Product Modelling, Annals of the CIRP, 42/2:695-706.

    [2] Samet, H., 1990, Applications of Spatial Data Structure, Addison-Wesley, Reading, M

    Processing of Accepted papers

    After the review by the Editorial Committee (EC) during the CIRP Paris January meeting, the authors of accepted papers will receive suggestions for improvements and the correction of errors (emailed by March 10th the latest). Please read the recommendations for improvements and the textual corrections suggested by the EC reviewers carefully, make the required changes, and re-submit the revised manuscript on EES (through the "Revision" folder) by April 5th the latest.

    Typeset format for 4 pages

    Your paper is limited to four printed pages in the typeset format used by Elsevier. Please note that an informal template is available from the CIRP website to assist in formatting your paper. However, if you do not use the template, this is the way to estimate whether your paper will fit the limit:

    1. Four printed pages is equivalent to approximately 4,200 words without figures or tables. This is approximately 600 words on the title page and 1,200 on three subsequent pages

    2. For each figure or table in your paper you should look at the size of the figure in relation to the final printed page (not the title page) and subtract, pro rata, the number of words from your total allowance. For example, a figure which is about 1/4 of a page will use the space of 300 words (1,200/4); 1/6 will use 200 words (1,200/6) and so on. Please note that figures must be large enough to be legible; sizing may be adjusted during the typesetting process if figures are deemed too small, which may affect the page count

    3. Approximately 10 references are equal to 200 words. These must be subtracted from your total word count. For example if you have 20 references and no figures or tables your paper must not exceed 3,800 words

    4. The abstract and keywords do not count towards the total.

    Please see the example article for further guidance. This paper has approx 2,145 words excluding the abstract, title and keywords, all figures, tables and references. The 7 references add approx 180 words to the total word count; the 10 figures about 1600 in total and the 3 tables' 400, totalling approx 4,325 words. This paper just fits to 4 pages in the standard Elsevier format. This demonstrates the absolute maximum that can fit to four pages.

    Copyright

    Upon acceptance of an article, authors will be asked to sign a 'Journal Publishing Agreement' (for more information on this and copyright see http://www.elsevier.com/copyright). Acceptance of the agreement will ensure the widest possible dissemination of information. An e-mail (or letter) will be sent to the corresponding author confirming receipt of the manuscript together with a 'Journal Publishing Agreement' form or a link to the online version of this agreement. Subscribers may reproduce tables of contents or prepare lists of articles including abstracts for internal circulation within their institutions. Permission of the Publisher is required for resale or distribution outside the institution and for all other derivative works, including compilations and translations (please consult http://www.elsevier.com/permissions). If excerpts from other copyrighted works are included, the author(s) must obtain written permission from the copyright owners and credit the source(s) in the article. Elsevier has preprinted forms for use by authors in these cases: please consult: http://www.elsevier.com/permissions

    Submission of an article implies that the work described has not been published previously (except in the form of an abstract or as part of a published lecture or academic thesis), that it is not under consideration for publication elsewhere, that its publication is approved by all authors and tacitly or explicitly by the responsible authorities where the work was carried out, and that, if accepted, it will not be published elsewhere in the same form, in English or in any other language, without the written consent of the copyright-holder.

    Proofs

    One set of page proofs in PDF format will be sent by e-mail to the corresponding author. Elsevier now sends PDF proofs which can be annotated; for this you will need to download Adobe Reader version 7 (or higher) available free from http://www.adobe.com/products/acrobat/readstep2.html. Instructions on how to annotate PDF files will accompany the proofs. The exact system requirements are given at the Adobe site: http://www.adobe.com/products/acrobat/acrrsystemreqs.html#70win.

    If you do not wish to use the PDF annotations function, you may list the corrections (including replies to the Query Form) and return to Elsevier in an e-mail. Please list your corrections quoting line number. If, for any reason, this is not possible, then mark the corrections and any other comments (including replies to the Query Form) on a printout of your proof and return by fax, or scan the pages and e-mail. Please use this proof only for checking the typesetting, editing, completeness and correctness of the text, tables and figures. Significant changes to the article as accepted for publication will only be considered at this stage with permission from the Editor. It is important to ensure that all of your corrections are sent back to us in one communication: please check carefully before replying, as inclusion of any subsequent corrections cannot be guaranteed. Proofreading is solely your responsibility. Note that Elsevier may proceed with the publication of your article if no response is received.

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