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Created: Thu Mar 15 09:50:34 2007
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LIGO-M060334-01-Z
MEMORANDUM
DATE: March 15, 2007
TO: The LIGO Scientific Collaboration
FROM: The LSC Publications and Presentations Committee
SUBJECT: New LSC Review Procedures
Refer to: LIGO-M060334-01-Z
One of the provisions of the LSC Bylaws is the creation of a Publications and
Presentations Committee. Among other functions, the P&P committee is charged with:
· maintaining a public archive of publications and presentations
· managing the reviews of LSC technical publications and conference proceedings
· managing reviews of abstracts and presentations at conferences
· nominating speakers for conferences
This memorandum outlines the specific procedures and timelines for LSC members to
follow with regard to observational papers, technical papers, abstracts, and
presentations.
1. Observational Papers
Reviews for observational papers are handled by review committees for the individual
data analysis groups and as such are not covered here. Instead, we lay out a specific
time line for the steps to publication. If, at some stage in the review, major changes in a
manuscript are required, the Spokesperson may extend the time line, or suggest that we
go back to a previous step and re-solicit comments.
1. The author list. The composition of the author list is specified in the LSC
Publication Policy (T010168, latest revision). Before publicly posting a manuscript,
the analysis groups should confirm that they have the latest author list. This can
generally be found at http://www.ligo.org/ (documents), but a final check with the
Spokesperson and LSC Election and Membership Committee to make sure
should be done.
2. Presenting the results to the collaboration. The analysis group makes a
presentation at an LSC meeting with (what they believe are) the final results of the
analysis. This presentation must be preceded by making a complete manuscript
available to the collaboration at least three days prior to the presentation. It is
probably optimistic to hope that the analysis and the manuscript will be
universally accepted without comment from the collaboration; however this should
be the goal.
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LIGO-M060334-01-Z
3. Two week period for comment from the collaboration. Following the
presentation, there will be (at least) a two week period for comment from the
collaboration at large. Comments should be directed to the analysis group chairs,
the LSC spokesperson and the Analysis Committee Chair. The analysis group
chairs should see that the review panel has access to the comments. During this
period, all members (including the Executive Committee and the Review Panels,
etc.) should make their opinions/suggestions about the manuscript known to the
analysis groups.
4. One-week period for analysis groups to address comments from
collaboration. The analysis groups will update the drafts to incorporate the
comments/suggestions from the collaboration. [Clearly, if a major change is
needed, the period can be extended and/or we can go back to step 2.]
5. One-week period for reviewers to prepare a recommendation. After the
analysis groups have addressed the comments of the collaboration, the
reviewers will make a recommendation about whether (or not) the paper should
be published. The recommendation will be made to the LSC Executive
Committee. Although this is a rather compressed period, most of the review work
should already have been done.
6. Meeting of the Executive Committee. The LSC Executive Committee will meet
to decide on whether or not the paper should be published. Normally,
discussions will take place at the monthly meeting of the Executive Committee.
The chairs of the review panels are invited to participate in this meeting. In reality,
the decision will likely be a provisional approval, requiring some changes to the
manuscript. The Executive Committee should lay out what steps need to be
taken in order for the manuscript to be published.
· The LIGO Lab has graciously agreed to pay the charges for one page of color
figures in the journal, provided the LSC Executive Committee approves the
request. A decision on color printing should be made at this meeting.
7. One week period for groups to address recommendations from the
Executive Committee.
8. One week period of final comment from the collaboration. This final waiting
period is an opportunity for the collaboration to look the paper over one last time.
At this stage, comments should be limited to serious errors. It is too late for
issues of style or suggestions on what should have been done.
9. Two week period of limited distribution of the manuscript outside the
collaboration. Our GWIC colleagues request that we make the manuscript
available for comment outside the collaboration before submitting to a journal.
Nominally, this will be done by posting the paper on the gr-qc and/or astro-ph
archive and informing GWIC that the paper is there, but the Executive Committee
and the LSC Spokesperson may propose other mechanisms to meet this
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LIGO-M060334-01-Z
requirement.
10.Submitting to a Journal. If there are no major modifications required/requested
during the public posting period, the analysis group chairs should request final
permission from the LSC spokesperson to submit the manuscript to the Journal.
11. Sit and wait to hear from the journal.
12. Two week period for addressing the referee comments. The analysis groups
and their review panels should prepare a revised manuscript and response to the
referee, and share these with the Spokesperson in draft form.
13. One-week posting of referee reports, the response to the referee and the
revised manuscript. Provided the Spokesperson determines that the referee
comments are "minor", this period should be kept short. Once again, it is too late
for issues of style or suggestions on what should have been done. At this stage,
comments should be limited to serious errors.
14. Re-submitting to the Journal. The analysis group chairs should reconfirm with
the LSC Spokesperson that everything is ok, and then resubmit the paper.
Action/Step Time Period
Present initial manuscript to LSC At least 3 days before presentation at
LSC Meeting
LSC Comment Period 2 weeks
Analysis group revisions 1 week
Re-review of manuscript 1 week
Executive Committee approval At monthly Executive Committee
meeting
Analysis group revisions (if needed) 1 week
Final LSC comment period 1 week
Post on ArXiv; GWIC comment period 2 weeks
Submit to journal Following GWIC comment period
2. Technical Papers and Conference Proceedings
The LSC Publication Policy (LIGO T010168, most recent version) in Section 3 describes
the criteria for determining if a technical paper needs to go through the LSC review
process. Briefly, if a paper contains instrumental data, if it was influenced by
interactions with other LSC members or in working groups, or if it used LSC hardware
and software resources for the purposes of analysis or design, the paper should go
through a technical review.
2A. General Procedures
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LIGO-M060334-01-Z
Technical papers are papers with limited author lists from LSC institutions that do not
present observational (astrophysics) data or results. Conference proceedings can fall
into this category present if they present previously published observational results.
Review papers also fall into this category. The procedure for submitting and reviewing
technical papers and conference proceedings is as follows:
· Obtain a LIGO `P' number from the LIGO Document Control Center. DCC
numbers are obtained by e-mailing dcc@ligo.caltech.edu providing the author list
and title of the publication.
· Once the `P' number has been obtained, send the manuscript to lsc-
pp@ligo.caltech.edu and to the DCC with the following:
o a pdf of the manuscript
o DCC number
o name of the target journal or proceedings
o suggestions for internal LSC reviewers qualified to review the paper.
· Once the paper has been received, it will be assigned an LSC editor from the
P&P committee who will assign a reviewer. It will also be posted on the
password-protected ligo.org Tekpaperz web page for comments from the LSC at
large for a two week period.
o In rare cases, an accelerated review may be requested. However, in the
vast majority of cases, the two week period will be honored.
· At the end of a two week period, reviews and comments from the LSC will be
sent back to the author. In most cases, the author is free to submit to a journal.
In some cases, the LSC editor may ask to see the revised manuscript before
submission. If a second review is required, the LSC editor will work to ensure an
expedited review. Simultaneous with submission, an updated version of the
paper should be submitted to the DCC for archival and reference.
2B. Special Procedures for Joint LIGO Lab - LSC Technical papers
For the special case where some of the authors are members of the LIGO Laboratory,
additional procedures need to be followed. These procedures are detailed in the most
recent version of LIGO-L950002. Specifically, the following steps are required:
· For technical archival journal publications involving both LIGO Lab and non-Lab
authors, the LSC publications policy process (i.e., this procedure) is followed,
with the added requirement that the manuscript be circulated (via web pointer) to
the LIGO Lab staff one week in advance of submission to the journal for
comments.
· All publications with any Lab authors must carry an appropriate
acknowledgement of NSF support. Authors are personally responsible for
ensuring that the following Acknowledgement is included on any paper on which
their names appear (verbatim):
LIGO was constructed by the California Institute of Technology and
Massachusetts Institute of Technology with funding from the National
Science Foundation and operates under cooperative agreement PHY-
The LIGO Scientific Collaboration
LIGO-M060334-01-Z
0107417. This paper has LIGO Document Number LIGO-< USE ACTUAL
DCC# HERE >.
In addition to the LIGO Lab acknowledgment, papers may carry acknowledgment
statements by other LSC institutions.
2C. Special Procedures for Conference Proceedings
For conference proceedings presenting observational results, the author list must be
"John Doe Speaker for the LSC". In addition, the following text must be used verbatim
for the acknowledgment:
The authors gratefully acknowledge the support of the United States
National Science Foundation for the construction and operation of the
LIGO Laboratory and the Particle Physics and Astronomy Research
Council of the United Kingdom, the Max-Planck-Society and the State of
Niedersachsen/Germany for support of the construction and operation of
the GEO600 detector. The authors also gratefully acknowledge the
support of the research by these agencies and by the Australian Research
Council, the Natural Sciences and Engineering Research Council of
Canada, the Council of Scientific and Industrial Research of India, the
Department of Science and Technology of India, the Spanish Ministerio de
Educacion y Ciencia, The National Aeronautics and Space Administration,
the John Simon Guggenheim Foundation, the Alexander von Humboldt
Foundation, the Leverhulme Trust, the David and Lucile Packard
Foundation, the Research Corporation, and the Alfred P. Sloan
Foundation.
3. Presentations
3A. General guidelines for all presentations:
· Only results from LIGO/GEO data analysis that have been approved by the
Collaboration Council (or the Executive Committee acting on behalf of the
Council) may be shown publicly.
· Conference proceeding papers may only include observational results that have
previously been published in a peer-reviewed journal or approved for
presentation by the Council (or the Executive Committee).
· For presentations dealing with technical matters, talks may include slides with
LIGO/GEO sensitivity curves and LIGO observational results that are already in
the public domain (either published or already presented at major conferences or
workshops).
· All presentations must have DCC G numbers assigned and visible on the
viewgraphs at the time of the presentation. A G number can be obtained by any
Collaboration member via http://antares.ligo.caltech.edu/dcc/numdefault.htf.
· Final versions of presentations should be submitted to the DCC as soon as
possible after the presentation.
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LIGO-M060334-01-Z
The following procedures should be followed by all LSC members for approval of
presentations. A summary of the steps timetables involved is given at the end of
this section.
3B. Procedures for All Presentations (Posters and Talks):
· Slides with LIGO and/or GEO strain curves and LIGO observational results must
carry the LSC logo.
· Transparencies should be submitted to the DCC as close to the time of the
presentation as possible, by emailing files or a pointer to dcc@ligo.caltech.edu
· The presenter is responsible to email in a timely way to lsc-pp@ligo.caltech.edu
the following information, for archiving in the LSC talk database:
o the DCC number
o the DCC pointer
o title
o speaker(s)
o venue for the talk
3C. Invited presentations on Status of LIGO, GEO and Advanced LIGO and on
Observational Results
This category includes invited contributions to:
A) Conferences and Workshops
B) Seminars and Colloquia
· The invitation shall be forwarded to lsc-pp@ligo.caltech.edu. In order to ensure a
fair distribution of talks to individuals and institutions, the P&P committee, in
collaboration with the LIGO Laboratory Speakers Committee and the person who
received the invitation, will decide whether or not to accept and will select a
speaker from the LSC. In almost all cases, the person receiving the invitation will
be approved to give the presentation. If the invitee does not wish to accept the
invitation, and the conference is of interest to the LSC, the P&P Committee would
be pleased to identify a substitute.
· Once the speaking assignment is made, the person who received the invitation is
responsible for responding to it.
· The abstract should be sent to lsc-pp@ligo.caltech.edu for P&P approval no
fewer than 2 days before the abstract submission deadline.
· If the talk includes new results to be presented at major conferences, the
speaker, in collaboration with the analysis groups, must first obtain the approval
of the Council (or the Executive Committee).
· For conferences and workshops, a pointer to the transparencies shall be emailed
to lsc-pp@ligo.caltech.edu for P&P approval one week before the presentation.
Any shorter interval needs to be negotiated ahead of time with the P&P
committee. Minor changes can be made in the week before presentation, but no
changes concerning astrophysical results (in graphs or text) are allowed. The
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presented version must be sent to the P&P and to the DCC for archival and
reference.
· For seminars and colloquia, a pointer to a reasonably final set of transparencies
should be emailed to lsc-pp@ligo.caltech.edu for P&P approval before the
presentation, preferably a week in advance.
3D. Contributed presentations on Status of LIGO, GEO, Advanced LIGO and
Observational Results
Conference and workshop contributed presentations that describe the status of the
project and/or present observational results should follow this procedure:
· Speakers are assigned by the search groups (for observational results) or by the
LIGO Speakers Committee (for "status" talks), in consultation with the P&P
committee.
· The speaker talks "for the LIGO Scientific Collaboration".
· If the talk presents data analysis results, abstract and transparencies should be
distributed to the analysis group and be endorsed by its chairs before they are
submitted to the P&P committee. New observational results also need to be
approved by the Council (or the Executive Committee).
· Abstracts should be sent for final approval to lsc-pp@ligo.caltech.edu at least 4
days before the deadline of abstract submission for conferences with an
expected large number of abstracts (e.g. GWDAW, Amaldi, Aspen, APS), 2 days
in all other cases.
· A pointer to transparencies should be sent to lsc-pp@ligo.caltech.edu for final
approval one week before the presentation. A faster turn-around needs to be
negotiated with the committee.
3E. Invited Presentations on Technical Matters
Invitations received by a LIGO Scientific Collaborator for seminars, colloquia,
conferences and workshops on LSC-related technical matters (as distinct from LSC
observational results and overview talks on the status of LIGO, GEO or Advanced
LIGO) are regarded as an invitation to an individual.
Invitees should follow this procedure:
· No prior approval is needed to accept such an invitation. If the invitee does not
wish to accept the invitation, and the conference is of interest to the LSC, the
P&P Committee would be pleased to identify a substitute.
· The invitee should email lsc-pp@ligo.caltech.edu to inform the P&P committee of
date, place, and title of the presentation well in advance of the presentation.
· The abstract should be sent to lsc-pp@ligo.caltech.edu for before the submission
deadline.
· A pointer to transparencies shall be emailed to lsc-pp@ligo.caltech.edu as soon
as is reasonable, but before the presentation if possible.
3F. Contributed Presentations on Technical Matters
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LIGO-M060334-01-Z
Any member of the LIGO Collaboration may initiate the submission of an LSC-related
technical contribution to a workshop or conference. This procedure should be followed:
· The initiating author(s) should inform the P&P committee of their intent, with an
email to lsc-pp@ligo.caltech.edu at least 2 days before submission, with:
o a title
o an abstract of the talk
o a proposed author list
o a link to the conference/workshop web page
For main conferences (e.g. GWDAW, Aspen, APS, Amaldi), where a large
number of contributions is expected, we require 4 days advance notice.
· If LIGO or GEO data are used in the presentation (for instance, to test an
analysis method on actual data) transparencies should be submitted for approval
to lsc-pp@ligo.caltech.edu at least one week before the presentation. If no data
are involved, advanced submission of slides is optional, but a pointer to
transparencies shall be emailed to lsc-pp@ligo.caltech.edu as soon as is
reasonable, but before the presentation.
Table of steps and time tables for presentations
Category Action Time Period
Invited `Status' or `Results' Notify P&P When invitation is received
Presentations at committee
Conferences or Seminars Send abstract to At least 2 days prior to submission
and Colloquia P&P Committee deadline
Send presentation Conferences - at least 1 week
to P&P Committee prior to presentation
Seminars when ready and in
reasonably final form
Contributed `Status' or Send abstract to 2 days prior to deadline; 4 days
`Results' Presentations P&P Committee for major conferences
Send presentation 1 week before presentation
to P&P Committee
Invited Presentations on Notify P&P When invitation is received
Technical Matters committee
Send abstract to At least 2 days prior to submission
P&P Committee deadline
Send presentation Conferences - at least 1 week
to P&P Committee prior to presentation
Seminars when ready and in
reasonably final form
Contributed Presentations Send abstract to 2 days prior to deadline; 4 days
on Technical Matters P&P Committee for major conferences
Send presentation Optional, unless real data is used,
to P&P Committee in which case at least 1 week
The LIGO Scientific Collaboration