URL: http://www.cmos.ca/pubspolicye.html
Table of contents
5.1 Authors
5.2 Science Editors (including co-editors, as
appropriate)
5.3 Guest Editors for Special Issues and Special
Sections
5.4 Technical Editor
5.5 Referees
5.6 Director of Publications
5.7 Publisher
6. Miscellaneous Publishing Policies
6.1 A-O - Length of papers, issue size and use
of colour
6.2 CMOS Bulletin SCMO - Size and use of colour
6.3 A-O Special Issues and Special Sections
6.4 Copyright
6.5 Official Languages
6.6 Standard Units
6.7 Spelling
6.8 Disposal of Manuscripts
6.9 Page Charges
6.10 Advertising in CMOS publications
6.11 Mailing list rental
6.12 Print runs
6.13 Publishing in non-print media
6.14 Archives
6.15 Inventory of back copies for A-O and Bulletin
6.16 Subscription Policy
Criteria for Selection of Co-editors for Atmosphere-Ocean
Subscription Policy
CMOS PUBLICATION POLICY
An important objective of CMOS is to publish informative, high-quality periodicals and monographs on meteorological and oceanographic topics, in a timely and cost-effective manner.
This Policy concerns all publications of the Society. However, sections 5.2 to 5.5 apply only to Atmosphere-Ocean.
Definitions: in this document, the following words have a special meaning: manuscript is any document submitted for publication. After processing and when ready to print, the manuscript may be classified as a paper, correspondence or corrigendum, as appropriate.Other related words have conventional meanings.
The research journal (A-O) and the monographs published by CMOS provide meteorologists and oceanographers with a means to communicate with their peers in the international research community.
A-O publishes peer-reviewed, original research and survey articles as well as comments on published papers. The category Research Note was abolished in 1999.
Monographs document work produced by Canadians or in which Canadians have made a major contribution.
The CMOS Bulletin SCMO (Bulletin) is the main information vehicle for all members of the Society. It contains non-refereed articles, news, notes, book reviews and advertisements.
The CMOS Homepage (Web Page) is an additional means to communicate up-to-date information to members, as well as general information to interested persons around the world.
In order to maintain its high standards, it is important that CMOS follow the best current practices, and where possible, improve on them. This document records and formalizes the editorial, production, and related policies and defines a set of ethical guidelines. Adherence to these policies will protect the integrity and the reputation of the Society as a publisher.
All persons involved in CMOS publications must ensure that confidentiality of the manuscripts is maintained at all stages of the pre-publishing process. Information must not be given to persons unauthorized by the author (reporters for the news media or employees of investment firms, for example) prior to the appearance of the paper in print.
5.1 Authors
Authors for CMOS publications do not need to be members of the Society.
a. Authors have an obligation to present an accurate account of the research or work performed and are responsible for accurate reporting of the observations made and data collected.
b. Authors must relate their work to that of others and provide complete and accurate citations so that the readers can objectively evaluate the paper. When a journal reference is available on the Web, the complete URL should be provided as well as the standard reference to the paper version, as applicable.
c. Authors should be prepared to defend their adherence to both formal and informal standards of ethical conduct of research.
d. It is the responsibility of authors to ensure that manuscripts accepted for publication are free of any kind of prejudice.
e. In the case of multiple authors, it is understood by CMOS that the corresponding author is responsible for all matters on behalf of the group and, in particular, vouches that all authors have read and approved the manuscript as submitted.
f. Co-authors of a paper should be limited to those who have made significant scientific contributions to the work reported. Additional contributions should be indicated in a footnote or in the Acknowledgments section. All authors of a paper should be able to take public responsibility for the content.
g. Authors should avoid fragmentation of research reports or submission of trivial reports, as this hinders effective communication, consumes excessive journal space and burdens the review process unnecessarily.
h. Authors are responsible for obtaining any formal or informal approval or clearance of the manuscript from their institution or company before it is forwarded to CMOS.
i. Authors must identify the sources of all information quoted and material obtained privately. Papers can be listed as "Accepted for Publication" only when proof of final acceptance has been received from the journal. Papers to appear in proceedings are to be referred to as "Personal Communication". When a paper has been submitted for publication, this can be stated in parentheses within the text, but not in the reference list.
j. When a manuscript contains material (tables, figures, charts, etc.) that is protected by copyright, or contains material "adapted" from such protected material, it is the obligation of the author to secure written permission from the holder of the copyright (generally the publisher, not the author). Letters of permission must be sent to the (Science) Editor before final acceptance of the manuscript. When the above-referenced material is not protected by a copyright, an appropriate acknowledgment must nevertheless be included in the text.
k. Authors are responsible for disclosing any information that may affect the acceptance or rejection of the manuscript. A manuscript will be considered for publication in A-O only with the understanding that it has not already been submitted to, accepted by, or published in another journal.
l. If the corresponding author is expecting to be unavailable at the time when approval of the final manuscript is required, the Technical Editor should be provided with another contact in order to complete this task. Failing timely approval by the author or a representative, the final copy may be approved by the Science Editor, or the manuscript may be held over for a future issue.
5.2 Science Editors (including co-editors, as appropriate)
a. The Science Editor is responsible for the scientific content of the publication.
b. CMOS Council appoints an editorial board for the journal, upon recommendation by the Science Editor. It is usually composed of Associate Editors, who assist the Science Editor in assessing manuscripts submitted for publication and act as an advisory group for the Science Editor as required.
c. Science Editors are appointed by Council for a fixed renewable term, normally three years. Associate Editors may hold office for several years. To the extent possible, Science Editors should be selected on the basis of the attached criteria.
d. The position of Science Editor is considered to be a normal function of a working scientist, and is not remunerated by CMOS. However, payment of direct costs associated with performing the editorial function, such as courier and secretarial assistance, may be approved by CMOS.
e. The Science Editor may appoint one or more Assistant Editors, to assume editorial responsibilities during an absence.
f. It is the responsibility of the Science Editor to ensure that manuscripts accepted for publication meet the guidelines established for authors.
g. The Science Editor is responsible for ensuring that proper review procedures are followed and for making the final decision on acceptance or rejection of a manuscript. The Science Editor may delegate some duties to Associate Editors, or to a temporary Science Editor or Guest Editor appointed to oversee a special issue or section, but the final responsibility remains with the Science Editor.
h. The peer review process is carried out under the direction of the Science Editor. When a manuscript is deemed appropriate for consideration for publication, arrangements are made for it to be reviewed by at least two referees.
i. Referees are advisory to the Science Editor and do not make decisions on acceptance or rejection of a manuscript. The name of a referee will only be conveyed to an author with the explicit consent of the referee. A referee may not be a co-author or a person acknowledged for a contribution to the paper (see section 5.5: Referees).
j. The Science Editor will endeavour to ensure that submitted manuscripts are dealt with in a timely manner. The Science Editor will endeavour to notify the corresponding author of the receipt of the manuscript. The Science Editor will notify the corresponding author of any changes in status of the manuscript and all decisions that follow. In cases where the author has not approved the final manuscript by the prescribed date, the Science Editor may approve it.
k. The Science Editor shall strive to ensure that the contents of an author's manuscript are not divulged to anyone other than persons necessarily involved in reading the manuscript or reviewing it for the Science Editor or persons assisting in these functions. He/she will instruct reviewers accordingly.
l. The Science Editor shall give unbiased consideration to all manuscripts and shall declare any potential conflict of interest, in which case the Science Editor should delegate the consideration of the manuscript to another Science Editor or to a member of the Editorial Board.
m. All files regarding an individual manuscript are the property of CMOS and are to be retained by the Science Editor or disposed of in consultation with the Director of Publications. Associate Editors are to forward their files to the appropriate Science Editor when no longer needed, and at the end of their term.
n. When notified of errors in facts or conclusions in a paper subsequent to its publication, the Science Editor, after notifying the corresponding author, is responsible for initiating publication of an erratum or a report pointing out the changes. If an unsolicited critical note is submitted for publication, the Science Editor will notify the original author and offer the possibility of submitting a rebuttal within a specified time limit. If the note is accepted for publication, it will be referred to as Comment (with or without a Reply to Comment).
o. If the Science Editor receives convincing evidence of plagiarism, duplicate publication, or falsification of data, the Science Editor may initiate publication of a retraction. The Science Editor must notify the Director of Publications as soon as possible of any serious breaches of ethical behaviour. If appropriate, legal advice may be sought.
5.3 Guest Editors for Special Issues and Special Sections
To relieve the Science Editor from the burden of a large number of papers in one specialised field, Guest Editors with scientific prestige in the domain of the issue may be chosen. To avoid appearance of conflict of interest, the proponent of the special issue may not serve as Guest Editor. In all cases, the Science Editor has the right to make final decisions on all papers. (See also section 6.3)
5.4 Technical Editor
a. The Technical Editor is responsible to the Editorial Board of A-O for the quality of the language, style and adherence to the publication standards agreed by the Editorial Board. A short version of these standards is published on the back inside cover of A-O. A complete version is published in the CMOS Homepage, under "Instruction for authors".
b. A Translator/Assistant Technical Editor is appointed to translate abstracts and ensure final quality of all French language texts. Style and layout remain the responsibility of the Technical Editor.
c. The Technical Editor and Translators are hired and supervised on a daily basis by the Director of Publications, who also recommends related expenses such as courier, photocopy, etc. for payment by CMOS.
d. The Technical Editor is responsible for all correspondence with authors after acceptance of the manuscript, except for financial matters. Routine financial matters are referred to the CMOS Business Office and special cases to the Director of Publications.
e. The Technical Editor is responsible for routine correspondence with the printers for all aspects of production.
f. After a manuscript has been accepted for publication, the Technical Editor may make editorial changes as required but must not make substantive changes in the content of a manuscript without consultation with the author and the Science Editor.
g. The Technical Editor must alert the Science Editor concerning any substantive changes requested by an author after acceptance of the manuscript, including changes in authorship or deletion or insertion of substantial amounts of material.
5.5 Referees
a. Referees are advisors to the Science Editor and should serve only in their areas of expertise. A referee who feels inadequately qualified to evaluate a manuscript should return it promptly to the Science Editor.
b. A referee who cannot give an unbiased opinion about a manuscript should declare this bias or conflict of interest to the Science Editor and return the manuscript promptly.
c. A referee who is unable to complete the review of a manuscript in an appropriate time should return it to the Science Editor promptly.
d. All statements made by the referee must be adequately supported so that the Science Editor may make a well-informed decision regarding the manuscript.
e. The referee should call to the attention of the Science Editor any obvious failure by an author to cite relevant work by other scientists.
f. Referees must treat the manuscript as a confidential communication. If referees wish to seek expert advice from colleagues, they should consult the appropriate Science Editor or Associate Editor before proceeding. Colleagues must also honour the confidentiality of the document.
g. Unpublished information, arguments, or interpretations disclosed in a submitted manuscript should not be used for the referee's own research except with the consent of the author.
5.6 Director of Publications
a. The Director of Publications is responsible for arranging and negotiating all contracts and business matters for CMOS publications.
b. The Director of Publications has general responsibility for the quality of the periodicals and monographs published by the CMOS.
c. The Director of Publications will review available documentation regarding the scientific quality and competitiveness of the publications (e.g. citation statistics), and deal with ethical questions (e.g., reporting of fraudulent data, duplicate publication, submission of inappropriate material) referred by the Science Editor.
d. In cases where a Science Editor is not fulfilling obligations as outlined in this policy, the Director of Publications has the responsibility to recommend to Council termination of the appointment.
e. The Director of Publications has the right of access to all files maintained by the Editors of CMOS publications. The Director of Publications may exercise this right when necessary to ensure that the policies and procedures in application conform to the requirements outlined in this Publication Policy. Information gained from such audit will remain strictly confidential.
5.7 Publisher
a. CMOS is the Publisher of all official publications of the Society, and is represented by the Director of Publications. The Publisher is responsible for setting policies, procedures, and guidelines for production of the publications, through Technical Editors or other appointees as appropriate.
b. The Publisher accepts no responsibility for statements or opinions expressed by a contributor, and a statement to this effect will appear in all publications.
6. Miscellaneous Publishing Policies
6.1 A-O - Length of papers, issue size and use of colour
There is no specific length restriction for papers published in A-O. The minimum number of papers for an issue is dictated by the possibility of printing the title on the spine of the book. The minimum number of pages in an issue has been determined as 64 ; there is no maximum number of pages. All costs attributable to the use of colour must be authorized and paid for by the appropriate author(s).
6.2 CMOS Bulletin SCMO - Size and use of colour
The normal number of pages in the Bulletin is 32. Colour will normally be used on the cover pages only, provided that the cover illustration justifies it. Colour will not be used for the inside pages unless paid for by an advertiser.
6.3 A-O Special Issues and Special Sections
A Special Issue is one of the quarterly issues that is devoted entirely to a specific topic.
A Special Section is a part of a regular quarterly issue containing three or more papers on a specific topic. However, three or more papers on the same topic will not be treated as a special section unless these papers have been co-ordinated by a proponent.
Special Issues or Sections are highly useful by presenting a cross section of research results on a single topic or experiment, but that they tend to require much more time and are difficult to produce. A-O will attempt to publish one Special A-O Issue per volume; however, there is no restriction on the number of Special Sections. When the Science Editor receives a proposal for a Special Issue or Special Section, the proponent will be requested to prepare a written document indicating the Title, Purpose, Expected list of manuscripts (authors and titles), List of possible Guest Editors, Referees, Role of the proponent, Financial arrangements (e.g. who will be responsible for page charges), Possible need for greater print-run, Timing, etc. (see para. 5.3 for guidelines for selecting Guest Editors). This information will be shared with the Technical Editor and the Director of Publications. The proponent will also be responsible to write a Foreword to the issue or section.
Special Issues and Special Sections will be identified on the cover of the printed issue by means of a logo, acronym, drawing or other identifying graphics. There will also be a name or acronym (bilingual if possible), by which this special Issue/Section will commonly be referred to in the future; e.g. : CLASS.
Special Sections will be placed at the end of the issue. The index will highlight the title of the Special Section.
In addition to the 50 free offprints of their individual paper, authors of Special Issues or Special Sections may receive a few complimentary copies of the complete issue, and may order additional copies at a price to be quoted before printing. The convener of the Special Issue or Special Section may receive up to 50 complimentary copies of the complete issue, provided the order is received at the CMOS Office before printing.
6.4 Copyright
In order for an author's manuscript to be accepted for publication, the author must transfer copyright to the CMOS. As the holder of copyright on all original material published in its publications, CMOS (through the Director of Publications) exercises the right to grant permission to copy or republish articles or portions thereof, provided that the source of such material is fully acknowledged. This is normally free of charge if the intended use is mainly scientific. Authors of reproduced material will be sent a copy of the permission, if their addresses are known.
CMOS reserves the right to charge for all forms of copying or publishing other than for personal or internal use, such as copying for general distribution, for advertising or promotional purposes, for creating new collective works, or for resale. Any such arrangement will be negotiated by the Director of Publications. See also section 5.1.j concerning use of copyrighted material by authors
6.5 Official Languages
All material of an official nature originating from the headquarters of the Society will be published in both official languages.
In the Bulletin and on the Web Page, all material relating to membership and other communications from the CMOS Council or Executive will be in both official languages. Articles will be in the author's language, with abstract in the other language, if possible.
Other (scientific or general interest) articles are published in English or French according to the author's choice. Some material of general interest may be translated by CMOS.
A-O papers and research notes are always preceded by an informative abstract in both English and French.
6.6 Standard Units
In A-O, metric units are used or the metric equivalents given, and the use of SI units is preferred, as outlined in the Canadian Metric Practice Guide (CAN/CSA - Z234.1-89).
6.7 Spelling
English spelling and practice are as per the Oxford dictionary and UK style. French spelling and grammar are according to Office de la langue française du Québec. Translation of scientific words and expressions is according to the Termium of Secretariat of State of Canada. The WMO and the Villeneuve dictionaries will be secondary sources.
6.8 Disposal of Manuscripts
Original manuscripts can be disposed of one year after publication.
Rejected manuscripts will be retained by the (Science) Editor for a minimum of two years after the decision. Associate Editors will forward rejected manuscripts to the Science Editor.
6.9 Page charges
There is no page charge for papers published in the Bulletin.
For A-O:
i)Page charges are set occasionally by CMOS Council, upon recommendation by the A-O Editorial Board.
ii)It is the responsibility of the Science Editor to inform the author of the applicable page charges, as a condition for acceptance.
iii)The Director of Publications may agree to reduce charges in cases where authors cannot afford to pay, e.g. if the author has no applicable research grant or funding. Authors should not be expected to pay from their personal funds.
iv)The corresponding author is expected to pay the charges, but CMOS will bill individual co-authors if the corresponding author negotiates a cost sharing arrangement with them.
v) Fifty free offprints will be provided by CMOS; this benefit may be eliminated if page charges are not paid in full.
6.10 Advertising in CMOS publications
Advertising is accepted in CMOS publications subject to approval by the Director of Publications. All advertising must be consistent with the editorial policy of the publication. Generally, advertising will be directed to the Bulletin or the Home Page. Advertising is not accepted in A-O, in order to maintain its scholarly orientation.However, advertising inserts may be included with the mailings of A-O, if this is judged appropriate by the Director of Publications.
The following types of advertising are accepted:
i. Advertisements submitted by other organisations may be accepted free of charge where benefit is expected for CMOS publications in exchange.
ii. Advertisements announcing upcoming conferences and symposia may be accepted free of charge, subject only to approval by the Editor of the publication concerned. Such advertisements will only be accepted when the event is of interest to a significant proportion of the readers served by that publication. The event need not take place in Canada.
iii. Paid advertisements may be accepted providing they are consistent with the editorial policy of the publication. No advertising that implies endorsement of a product or service by CMOS will be accepted. Loose inserts are considered to be advertisements.
Advertising fees will be published occasionally in the Bulletin.
6.11 Mailing list rental
CMOS does not rent its membership or subscription lists. However, CMOS will arrange mailing of acceptable publicity, for a fixed fee plus direct costs.
6.12 Print runs
For both A-O and the Bulletin, the print run is determined and communicated to the Printer by the CMOS business office as follows: number of paid and complimentary subscribers, plus 20 for late subscriptions, plus 50 for archives and back copies. This number is rounded up to the next even 50. The printing contract should provide for 3-5% over- or under-prints.
For Program and Abstracts, the CMOS Business office requires 50 copies from the Congress organisers, in order to meet the demand of subscribers and for archiving.
6.13 Publishing in non-print media
All policies referred to above apply when the publication is on the world wide web, CD-ROM, or any other medium.
6.14 Archives
One bound copy of all current (A-O, Bulletin and Congress Program and Abstracts) and past publications (including Atmosphere, Climatological Bulletin, CMOS Newsletter, Chinook, and Publications of the Canadian Branch of the Royal Meteorological Society) of CMOS is kept in CMOS Executive offices. The Annual Review is bound with the Bulletin and/or Newsletter.
The cumulative CD-ROM for Atmosphere-Ocean can also serve as a form of archive.
Eventually, it would be desirable to archive the other publications in a second format, other than bound volume.
6.15 Inventory of back copies for A-O and Bulletin
CMOS maintains a varying number of copies of all publications, for sale and for archive purposes.
Within the first and second year after publication, all extra copies are kept.
In the third and fourth year, the stock is reduced to about 25 copies.
In the fifth year and beyond, the stock is reduced to five copies, or up to 10 if space permits. In all cases, the minimum of loose copies should be two.
6.16 Subscription Policy - See Annex
2
a) Criteria for Selection of Co-editors for Atmosphere-Ocean
The following are desirable qualities:
1) Active scientist, with good scientific reputation, in Canada and other countries.
2) Demonstrated interest for the CMOS, e.g.: participation in other committees/ activities in the past; already published in A-O, CMOS Bulletin SCMO or other publication; member of organising committee of congresses or other CMOS conferences.
3) Recognised skill as a referee, e.g.: associate editor for A-O or other journal; editor of internal publication.
4) Availability: be ready and capable of allocating the time required at the right moment, to ensure a quick processing of submitted manuscripts.
5) Be able to make decisions in a fair and equitable manner.
6) Fair knowledge of both official languages, sufficient to understand scientific texts written by authors or referees.
7) Be anxious to contribute to improving the quality of A-O.
8) Dynamic and proactive in searching for articles to publish.
9) Be supported by employer (e.g.:secretarial assistance, travel to meetings, moral support).
Note: If necessary, CMOS will provide limited additional secretarial assistance.
The following policies apply to all CMOS Publications
| 1. | Term of subscriptions: calendar year or volume year only |
| 2. | Cancellations of subscriptions are not accepted after the first issue of the volume has been shipped. If cancellation notice is received before shipping of the first issue, the subscription fee will be reimbursed in full. |
| 3. | Claims for non-receipt of issues are accepted
if received within six months of shipping. In cases where the issue claimed
is out of print, a B&W photocopy will be provided. Regular (surface)
mail will be used for shipping, unless the client pays the fee for air
mail (currently $2 for shipping to US and $5 for shipping overseas, per
issue)
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| 4. | Payment options
|
| 5. | Provision of Back Issues
Director of Publications 2007 |
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Homepage
URL: http://www.cmos.ca/pubspolicye.html |