Instructions for Authors

Publication Policy

Advances in Polar Science(APS) is an international, peer-reviewed journal jointly sponsored by the Polar Research Institute of China and the Chinese Arctic and Antarctic Administration, published quarterly by China Science Press, for the whole Antarctic and Arctic science community. Original papers are accepted from scientists of any nation, subject to peer review by at least two expert referees. Papers must present scientific results or interpretations that are new and have not been published elsewhere.
Submissions may relate to any field including polar glaciology, polar oceanography, polar atmospheric science, polar space physics, polar geology, polar geophysics, polar geochemistry, polar biology and ecology, polar medicine, Antarctic astronomy, polar environment observation, polar engineering as well as polar information service and management. Authors should state, when submitting, if the paper has originally been submitted elsewhere. Failure to do this may result in immediate rejection.
Authors should ensure that papers conform as closely as possible to the format set out here to facilitate publication as speedily as possible.
Papers should focus on the polar regions. Papers making comparisons with other regions will also be acceptable.
APS is published in only in English. The Editors particularly welcome papers with a multidisciplinary approach. There are no page charges.
APS publishes (1) Reviews: Summarizes representative results and achievements in a particular topic or an area, comments on the current situation, and advice on research directions. Author opinions and related discussions are invited; (2) Articles: Reports important original results in all areas of polar science; (3) Letters: Briefly presents novel and innovative findings related to polar science; (4) Trends:Reports important scientific news, information, and academic affairs, as well as major international programs or conferences in all areas of polar science.
An entire issue of the journal may be devoted to publishing the proceedings of an Antarctic or Arctic meeting, the special research theme for an Antarctic or Arctic cruises, or the research outcome of a polar scientific program. Organizers or leaders interested in this should contact the Editors immediately after the meeting programme, the cruise or the program is finalized. No cost of publication will be required and all papers will be subject to normal refereeing and editing.
The Editors assume that those authors who publish in the journal will be happy to review submissions in their own field.

Online Submission


Authors should submit their manuscripts online via the website:
http://mc03.manuscriptcentral.com/apsci.

Electronic submission substantially reduces the editorial processing and reviewing times and shortens overall publication times. Please click on the ‘Author Center’ link in the top left hand of the screen in http://mc03.manuscriptcentral.com/apsci and upload all of your manuscript files following the instructions given on the screen.

Template


You can click here to get the latest template.

After Acceptance


Upon acceptance of your article you will receive a link to sign the Copyright Transfer Statement online and indicate whether you wish to order Open Choice, offprints, or printing of figures in color. Once the Author Query Application has been completed, your article will be processed and you will receive the proofs.
Online First
The article will be published online after receipt of the corrected proofs. This is the official first publication citable with the DOI. After release of the printed version, the paper can also be cited by issue and page numbers.

Manuscript Submission


When choosing APS for their submission, authors should consult the APS scopes included at the beginning of this guide and consult its recent issue.

Submission
APS uses a completely electronic manuscript submission and peer review system: the ScholarOne Manuscripts (http://mc03.manuscriptcentral.com/apsci). All steps in the review process are performed and monitored from ScholarOne Manuscripts. The system accepts a wide range of file formats and automatically generates a composite PDF file for editors and reviewers. In addition, ScholarOne Manuscripts allows you to check the status of your manuscript online throughout the review process. The ScholarOne Manuscripts submission process is relatively simple and quick if you have the necessary information and materials assembled in advance. Make sure to review the ScholarOne Manuscripts submission guidelines and requirements before you begin your first online submission; User help is available both online and through the journal Editor’s office

Review Authors are asked to provide the names and contact information of three experts in their area as possible reviewers. To avoid a conflict of interest, do not list colleagues who are close associates, collaborators, or family members. The decision to accept a manuscript for publication is made by the journal editor solely on the basis of suitability of subject matter to the focus of the journal, originality of the contribution, and scientific merit. The Editor has complete responsibility and authority to accept or reject a submitted article for publication. The Editor may confer with Associate Editors and reviewers in making this decision. Once the Editor has made a decision on a manuscript, the decision and accompanying reviews are sent via e-mail to the author.

Manuscript Decision You will receive word of the Editor’s decision on your manuscript via e-mail. If your submission is accepted, this e-mail will contain a series of instructions and links on what to do next to initiate the production process. You will need to decide on color figure options, complete important forms (e.g., copyright transfer), and provide APS staff with final electronic files in designated formats. It is important to note that the official acceptance date of your manuscript is assigned only when you have provided all final, workable electronic files. APS staff graphics experts and copy editors will contact you to resolve any technical questions on your files.

Final Files Text and table files must be supplied in Microsoft Word, WordPerfect, or LaTeX; PDF text files cannot be used for the production process. Figures and multimedia can be submitted in a variety of formats; consult the list of Acceptable File Formats. Authors who are unable to provide electronic files for text and/or figures should contact the journal editor’s assistant. Once the Editor’s Assistant has received all your files and essential accompanying information, your manuscript will begin the production process.

Publications Fees
Publication fees in APS is free of charge thanks to generous funding from the Polar Research Institute of China.

Article Preparation and Proofing


Article Preparation
Once all final files and missing information are provided, APS graphics experts will evaluate and size your figures. If any of your figures do not meet technical specifications, you will be contacted and asked to provide revised figures.
Copyediting begins after figures are finalized. Manuscripts are copyedited in the order in which they are accepted for publication, with the exception of rapid publication types, such as correction articles. Copy editors edit the electronic text file, including tables, in the format in which you provide it and make sure that figures match their captions and the text. In addition, copy editors create the critical “metadata” for your article that allows it to be fully linked, searched, and accessed online.
Copy editors will contact you via e-mail to resolve any questions or discrepancies. This reduces the number of changes needed at article proof stage and gives you a chance to make minor last-minute corrections. After queries are answered, copy editors revise the files and send text and figure files to a commercial firm for processing into the three outputs required for electronic publishing: the master source file (XML), the Web version (HTML), and a printer-friendly version (one PDF for the Web and one for the print issue, where applicable).

Article Proofs
When the proofs are ready, the corresponding author will be contacted via e-mail and asked to proofread the PDF version through a secure Web site. Articles are not fully proofed by staff, so authors are asked to be thorough in their reviews of the HTML version, paying particular attention to mathematics, tables, and graphics. The proof is not a draft; authors should submit only serious corrections that affect the interpretation of the article or correct the data and avoid simple rewording and rephrasing. A list of corrections should be returned via e-mail, and staff will incorporate them into the article files according to APS style. If figure revisions are requested or new figures supplied during this proofing process, the staff will process them and post them for the corresponding author to review. Extensive or significant changes to the article are subject to Editorial review.
The corrected files are again sent to the commercial firm for reprocessing into final files for the archive, Web, and print. Staff carefully check to make sure that all corrections have been made, that HTML links work, and that the article is properly posted on the journal Web site. The article is now officially published.

Reprints and Open Access
Electronic reprints are available for APS. APS is published under the open access model and is therefore free for anybody to read and download, and to copy and disseminate for educational (but not commercial) purposes. Articles will be published immediately after the final corrections of the master proof have been made. When posted online, articles will be assigned a DOI number (Digital Object Identifier) whereby it becomes possible to search and cite them without delay.
APS is accessible via the journal’s website at http://www.aps-polar.org

Most Frequently Made Changes
The following checklist covers the changes made most frequently to APS manuscripts. Following this checklist will help speed the processing of your manuscript.
  • List all authors on title page and provide complete addresses for all authors
  • Use American spellings rather than British spellings
  • Incorporate footnoted information into text (footnotes are used only for affiliations and auxiliary material)
  • Define abbreviations/acronyms at first use
  • Change dates to international date format: 25 January 2003 (in tables, months may be abbreviated)
  • Change bulleted lists to numbered lists
  • Add space between numeral and unit of measure; do not use a dot
  • Number text equations consecutively throughout; do not number by section, except appendix equations, which must be numbered separately from main text equations
  • Provide equations that are editable, not formatted as pictures
  • Format reference citations to APS style: use numbered references, not name-date format, and enclose citations in brackets: …[1-2]… or [3,8]
  • Provide complete information for each reference, as outlined above
  • Cite all references in the text and provide a reference for each unique text citation
  • Provide tables that are editable, not formatted as pictures (note that tables may be submitted in Excel)
  • Include at least two points of latitude and longitude on figures containing maps

Video Guidelines


Thank you for your interest in Advances in Polar Science. It is readily possible to impart to viewers the main take home messages, the conceptual interest of the findings, and some supporting details in fewer than five minutes. It is generally effective to use schematics, minimizing the amount of raw data/figure panels, to communicate your findings clearly, especially within the size of the flash player windows in which your video will appear. It is especially important not to have small text that won't be legible in the flash player (see below for more details on font size). While it may be tempting to primarily film slides presenting the figures in paper with your voice explaining the data, the video is likely to be more engaging if you can mix up the presentation as the examples here do. Please see below for more specific information about video and file preparation.
Because all video abstracts will be showed on our website, please supply the highest quality video with the maximum suggested resolution and bitrate.
Minimum specifications are as follows:
  • File size: <150 MB
  • Frame rate 30 frames per second
  • One of the following formats .mp4, .avi, .mov or .mpg (.mp4 preferred)
  • Frame size 320 x 240 pixels or greater
  • Video codec H.264 (WRAW codec is strongly discouraged)
  • Video bitrate 2 Mbps
  • Audio codec AAC (SWOT Little Endian PCM Audio is strongly discouraged)
  • Audio bitrate 128 kbps
Any text within the video should be legible within the video at a frame size of 320 x 240 pixels. To determine whether the font will be legible in the final online product, view the video at a size of 320 x 240 in Quicktime by going to Window> Show Movie Inspector, and dragging the bottom-right corner of the movie screen inward so that the size of the screen is decreased to 320 pixels in width.
Please be aware that if you show any images from previously published papers you will have to obtain the appropriate permissions from the publisher. Other copyrighted images and sounds/music should not be used. Additionally, distribution rights to the video will be considered to be under nonexclusive copyright terms. You and your institution would be free to use the video in any way that you like. The video would be included with the article wherever the article appears in electronic format. Please do not include a copyright insignia from your institution in the video that you send us to be associated with your submitted article.

Ethics


The publication of an article in a peer-reviewed journal is an essential building block in the development of a coherent and respected network of knowledge. It is a direct reflection of the quality of work of the author and the institutions that support them. Peer-reviewed articles support and embody the scientific method. It is therefore important to agree upon standards of expected ethical behavior. Ethics topics to consider when publishing:

  • Authorship of the paper: Authorship should be limited to those who have made a significant contribution to the conception, design, execution, or interpretation of the reported study.
  • Originality and plagiarism: The authors should ensure that they have written entirely original works, and if the authors have used the work and/or words of others, that this has been appropriately cited or quoted.
  • Data access and retention: Authors may be asked to provide the raw data in connection with a paper for editorial review, and should be prepared to provide public access to such data.
  • Multiple, redundant or concurrent publication: An author should not in general publish manuscripts describing essentially the same research in more than one journal or primary publication. Advances in Polar Science does not view the following uses of a work as prior publication: publication in the form of an abstract; publication as an academic thesis; publication as an electronic preprint.
  • Acknowledgement of sources: Proper acknowledgment.
  • Disclosure and conflicts of interest: All submissions must include disclosure of all relationships that could be viewed as presenting a potential conflict of interest.
  • Fundamental errors in published works: When an author discovers a significant error or inaccuracy in his/her own published work, it is the author's obligation to promptly notify the journal editor or publisher and cooperate with the editor to retract or correct the paper.
  • Reporting standards: Authors of reports of original research should present an accurate account of the work performed as well as an objective discussion of its significance.
  • Hazards and human or animal subjects: Statements of compliance are required if the work involves chemicals, procedures or equipment that have any unusual hazards inherent in their use, or if it involves the use of animal or human subjects.
  • Use of patient images or case details: Studies on patients or volunteers require ethics committee approval and informed consent, which should be documented in the paper.