Specifics of Publication Procedure

Background

The ETAI reviewing procedure requires that the article is available or is made available on the web at the beginning of the open discussion period, and that this first publication of the article is persistent, that is, that it stays, that it can not be changed, and that it remains citable in the future. The standard way of achieving this is to publish the paper in a First Publication Archive, for example, a uniersity E-Press, but other ways are also acceptable as long as the principles of on-line availability and of persistence are satisfied.

Eventually, if the paper is accepted for the ETAI, it must be in ETAI standard "style" since the journal adheres to the principle of graphical uniformity. This is facilitated if the paper is in ETAI standard style already at the time of first publication, but doing so is not an absolute requirement.

The standard style is defined as a Latex style definition. It does not seem to be possible to obtain identical graphical appearance from other document preparation systems using their style facilities. Therefore, at least by the time it is accepted for publication in the ETAI, the article must be in Latex representation.

The Case of Workshop Papers

The following is how the general principles are interpreted when a set of papers from a workshop are submitted to the ETAI. In most cases nowadays, the workshop papers are already available on the web in postscript or PDF form. They may or may not have been prepared using Latex, but in any case they are most unlikely to be in ETAI standard style.

If the workshop version of the papers are submitted to the ETAI without change, then there is no requirement to reformat or convert them before reviewing. It is sufficient to arrange for persistent storage of the original workshop version of each paper.

If authors revise their papers before submitting them to the ETAI, then the revised papers are to be published using a First Publication Archive. We recommend that they are reformatted using ETAI style at that time. However this is not a requirement; revised pre-reviewing versions may also be published in the same format as the workshop version. (More specific rules may be set for each workshop, by joint decision by the workshop organizers and the ETAI Editor-in-chief).

If the papers have been prepared using Word or some other non-Latex document preparation system, then they need to be converted to Latex, either at the time of submission or, at the latest, when (if) the paper has been accepted after refereeing and is to be included in an ETAI issue. To a limited extent, the ETAI secretariat can provide software tools and other assistance for such conversion.