Spie Proceedings Latex Template Assignment

COL Author Style Guide & Templates

Style Guide        Templates
Adherence to COL style guide is essential for efficient review and publication of submissions. Additional information and template for MS Word & WordPerfect and LaTeX & REVTeX are also available. See the Authors tab for general information for authors.

1. Title

The title should be concise but informative. Avoid beginning with an article or a preposition. The words "new" or "novel" should be avoided in the title and the text for legal reasons. Titles may be edited by the publisher to facilitate computer search.

2. Author names and Affiliations

Author names should be given in full and consistent form to facilitate indexing. Affiliations and postal addresses for all authors should appear on the title page.

3. Abstract

The abstract should be no longer than 100 words. It should be informative, without descriptive words or citations, and contain the major conclusions and quantitative results or other significant items in the paper. Together with the title, the abstract must be adequate as an index to all the subjects treated in the paper, and will be used as a base for indexing.

4. OCIS Codes

OCIS codes should be provided to help with indexing. This set of codes was formulated by the Optical Society of America and well-known in the optical research world. OCIS codes are available on Chinese Optics Letters’ web page and the OSA publication web pages. Each manuscript must be given 2-4 OCIS codes below the abstract, and the principal index code should be placed first.

5. Equations

Equations should be punctuated and aligned to bring out their structure, and numbered consecutively in round brackets on the right-hand side of the page.
Notation. Notation must be legible, clear, compact, and consistent with standard usage. In general, acronyms should be defined at first use.
Variables and Vectors. Set single-letter variables in italics (Eg. M). Set vectors in boldface (Eg. m). Functions, derivative "d," abbreviations, and multi-letter identifiers should be set in roman (plain) type (Eg. α, cos, ∫...dx).
Fences. For simple bracketing the usual order of parentheses and brackets is { [ ( { [ ( ) ] } ) ] }.
Bit and Byte. The standard abbreviations for bit and byte are b and B, respectively. To avoid confusion, these units should be spelled out in most cases (1 bit, 20 GB). Display equations should be broken and aligned for two-column display unless spanning across two columns is essential. Equations should be centered with equation numbers set flush right. For Math Type math, use the Format Equations feature to format all equations as Times + Symbol 10. Note: There must be a blank line space above and below each displayed equation.

6. References

References should be numbered consecutively in the order in which they are first referenced in the body of the manuscript. Two references [2,3] should be included together, separated by a comma, and three or more consecutive references should be indicated by the bounding numbers and an en dash [1-4]. When compiling your references, be sure to include the titles of articles. COL requires this information before a paper can be sent to peer review. The reference titles will subsequently be removed by copy editors before they are published, so this information is not included in the length estimate sent to authors when a positive decision is made by the editor. All reference authors should be included in the reference list but when reference authors are mentioned in the text, use surnames only (unless further clarity is needed), and use "et al." and first author name when three or more authors are given. The format of references is as follows:

Journal paper

1. Q. Ji, X. Ma, J. Sun, H. Zhang, and Y. Yao, "Novel method for measurement of effective cavity length of DBR fiber", Chin. Opt. Lett. 8, 398 (2010).

Book

2. N. Bloembergen, Nonlinear Optics (Springer, 1965).

Paper in published conference proceedings

3. R. E. Kalman, "Algebraic aspects of the generalized inverse of a rectangular matrix", in Proceedings of Advanced Seminar on Generalized Inverse and Applications 111 (1976).

SPIE proceedings

4. S. K. Griebel, M. Richardson, K. E. Devenport, and H. S. Hinton, "Experimental performance of an ATM-based buffered hyperplane CMOSSEED smart pixel array", Proc. SPIE 3005, 254 (1997).

Paper accepted for publication

5. H. Qi, M. Zhu, W. Zhang, K. Yi, H. He, and J. Shao, “Dependence of wavefront errors on the nonuniformity of thin film", Chin. Opt. Lett. (to be published).

Internet links

6. A. G. Ramm, H. Wang, and J. Ye, "Invisible obstacles", http://www.arxiv.org/abs/math-ph/0608034 (June 1, 2011).

Patent

7. K. Zhang, J. Zhang, R. Wang, R. Guo, J. Wang, and K. Peng, “All solid state single frequency and frequency-doubled laser” (in Chinese) Chinese Patent ZL98125474.8 (2000).

7. Figures and Tables

Figures
Figures should be suitable (resolution above 300 dpi) for immediate reproduction and embedded in the text. They should be set as one column wide (6-8 cm) if possible unless two-column display is essential. In the figures, the main lines should be about 0.3 mm in width, and the assistant lines 0.15 mm. Notations in the figures should be distinct and consistent with the same ones in the text, and their font size will be 7-9 pt. Figures should also be uploaded as separate figure files. Each figure should have its own caption. Color Art is Online Only, and free to authors.
Tables
Tables must be numbered in order of appearance and identified with appropriate titles. The table title, which should be brief, goes above the table. Note that tables are usually typeset, not scanned (tables cannot be electronically reduced in size). Tables should be set in one column wide if possible and be placed near their first mention in the body.
Table 1. Main Parameters Used in the Numerical Calculations

8. Funding Sources

Please identify all appropriate funding sources by name and contract number in the Acknowledgment section.

9. Article Length and Proof

Note that Chinese Optics Letters has a limit of five printed pages. If a paper exceeds this limit, it must be shortened before the paper is accepted. If the page proof is over the five-page limit, the proof must be shortened before the paper can be assigned to a final issue. Authors should use the COL Word or LaTeX templates to prepare manuscripts to facilitate length checking.
Authors will receive page proofs of their papers. Corrected proofs should be returned to the COL Editorial office as soon as possible, to avoid publication delays.

10. Copyright

As the manuscript has been accepted, all authors should transfer the copyright of the article, including that of the printing and on-line version, to the publisher. All authors must sign the Transfer of Copyright Agreement before the article can be published. This transfer will ensure the widest possible dissemination of information.
Editors would inform the corresponding author to return the copyright transfer agreement before the chief- editor’s final examination
COL Copyright Transfer Agreement (for International Author, Click to download PDF)
COL Copyright Transfer Agreement (for Chinese Author, Click to download PDF)



Manuscript Preparation Template

Manuscript Templates

MS Word (Click to download col_template.doc)
LaTeX (Click to download Latex template)

Citation Style Files

col.ens (EndNote)
col.csl (Zotero, Mendeley,provide later)
col.bst (BibTeX,provide later)

Tips for Reference Arrangement and Journal Name Abbreviation

• The authors are recommended to use reference manager tools to arrange the list of references before submission.
• Most journal names in the list of references should be abbreviated, and the authors can find the commonly-used journal name abbreviation from the website of journalseek.net

If you have questions or comments please e-mail:col@siom.ac.cn.

Overview

Manuscripts should be submitted in English, and the presentation should be as succinct as comprehension will permit. Manuscripts are reviewed and refereed. Those accepted for publication are edited for conformance to the journal's style.

How to Write a Good Scientific Paper by Chris Mack is a useful guide on writing for a peer-reviewed journal. Click here to download the full PDF of this free SPIE ebook.

For peer review, manuscripts should be submitted with the figures/tables and their captions incorporated into the same file as the manuscript text. However, upon first revision or acceptance, authors will be asked to submit individual figure files and a properly formatted manuscript for use in production.

SPIE journals typically allow only one round of major revision. Authors should carefully address all reviewer comments when submitting a revised manuscript. 

Claims of "new" or "novel" work or of being the "first" to report on a topic should be avoided unless they can be fully substantiated.

Cover Letter

Authors are required to include a separate cover letter with their submission explaining the significance and novelty of the work, the problem that is being addressed, and why the manuscript belongs in this journal. This cover letter sample (.docx) can be used as a template.

English Language Editing

If you are not a native English speaker, SPIE recommends that your manuscript be professionally edited prior to submission. SPIE authors will receive a 15% discount off the language editing services provided by Editage, an independent editorial service recommended by SPIE. Please note that use of this service does not guarantee editorial acceptance by an SPIE journal. More detailed information can be found at editage.com/spie.

Manuscript Types

The following manuscript types may be submitted to Optical Engineering:

Letter: A short technical communication of significant interest intended for rapid publication in the OE Letters section of the journal. The manuscript length may not exceed four printed journal pages. This corresponds to approximately 4000 words (excluding title, abstract, and author information); figures will further reduce the maximum word content.  A page length estimator is available to help determine final typeset page length.

A Letters page length template (.docx) is available for your convenience. Please note that this template should not be used for layout and formatting of your manuscript. It should only be used to roughly determine the final length of a typeset paper. To use this template, copy and paste the text of your abstract, paper body, and references where shown, and do not change font or margins. Insert and size your figures and captions to determine if the paper will fit within the four-page limit.

Regular Paper: A full-length manuscript presenting original work intended as a regular contribution to the journal.

Special Section Paper: A full-length manuscript presenting original work intended for submission to a special topical section organized by a guest editor.

Review Paper: An article reviewing a particular topic or field. Review papers are typically invited papers written by a highly regarded expert in the field. Review articles summarize progress made in a particular research or development area during a specified period and summarize the current state of the art.

Tutorial: A tutorial is an introductory and systematic description of a technology or a research topic. Tutorials should be accessible to general readers of OE and may include homework problems.

Commentary: A commentary paper is a brief technical communication presenting a scientific analysis or assessment of a topic of general interest to the readers of Optical Engineering, including comments on recent papers.

Manuscript Templates

To make your initial submission process as easy as possible, as well as to make it easier for the editors and referees to review your manuscript, for the initial submission we only require a single document containing the manuscript and figures, along with any supporting multimedia files. The document may be in MS Word, LaTeX, or PDF. The figures and their captions should be placed within the manuscript, near the first mention each figure in the text. Individual figure files and source manuscript files will then be requested in one of the acceptable formats upon revision. When submitting a revised manuscript, you may upload a single .zip file containing the manuscript and figure files.

Microsoft Word: A Microsoft Word template (.docx) is available to assist you with formatting. Use MathType for equations. Or, if using MS Word 2007 or later, the native equation editor can be used, but the document must be saved as .docx. Backsaving to .doc format will convert all equations to low-resolution graphics, which cannot be used for typesetting. Please note that all accepted papers are professionally typeset; the template is intended only as a guideline for author convenience, and it is not necessary to rigidly adhere to the format.

LaTeX: A LaTeX template (.zip) is available to assist you with formatting, or you can use the Overleaf authoring tool explained below. LaTeX manuscripts can be uploaded as a .zip file including the manuscript, locally compiled PDF, bibliography, and all referenced style files and figures; or, the files can be uploaded separately. Please include all style files that are referenced in the .tex manuscript (such as .cls, .bst, .sty, etc.). Upon submission, choose file type "Merged PDF" for the locally compiled PDF; select "Bibliography" for .bib files; and select "LaTeX Supplementary File" for .cls, .bst, . sty, and any other associated style files. Do not include the README.txt file in the upload. Please note that all accepted papers are professionally typeset; the template is intended only as a guideline for author convenience.

    The SPIE journal template is now available in the Overleaf authoring tool. Originally developed to simplify LaTeX authorship, this free online tool has numerous benefits, including:

  • real-time collaboration between authors
  • an intuitive user interface
  • user support and LaTeX help
  • easy document sharing and security options
  • real-time preview of formatting and equations
  • inline error warnings
  • a rich-text mode that will look familiar to collaborators who are more comfortable authoring in Microsoft Word
  • quick submission to an SPIE journal by following the link "Submit to SPIE Journals" at the top of the Overleaf template.

The SPIE Journal template can be found on Overleaf, along with helpful LaTeX tutorials and a free introductory course for authors who are new to Overleaf and LaTeX. If you encounter any problems using the SPIE LaTeX template on Overleaf, please contact their support team via https://www.overleaf.com/contact and they will help you resolve the issue.

Parts of a Manuscript

Title

The title of your paper should be descriptive and concise.

  • Acronyms should be spelled out.
  • Titles should not begin with the articles A, An, or The.
  • Avoid use of the words "new" or "novel" in the title.

Authors and Affiliations

Provide full author names, including given name and family name. These names will be used in official databases and indexes. Initials are not allowed for the given name. Provide full affiliations, including institution, department, street address, city, postal code, and country. An email address should be provided for the corresponding author, and this person should be noted with a footnote.

Abstract

The abstract should be a summary of the paper and not an introduction (200 words maximum). Because the abstract may be used in abstracting journals, it should be self-contained (i.e., no numerical references) and substantive in nature, presenting concisely the objectives, methodology used, results obtained, and their significance. For further guidelines, please read the brief article titled "How to Write an Abstract," by Philip Koopman. (Courtesy of Philip Koopman, Carnegie Mellon University.) Abstracts should not make claims of novelty, as publication implies novelty.

Nontechnical Research Summary

The online submission form has an optional field to include a short nontechnical summary of your research (200 words maximum) and its potential applications. (This item does not need to be included in the actual manuscript file; you will be asked to add it on the submission form.) Nonspecialist readers should be able to understand the language used and the significance of the work. The summary should provide an accurate description of the importance of the research without overstating the potential impact of the paper. This research summary may be used by the journal for promotion of significant work.

Subject terms or keywords

Keywords are required. Please provide 3-6 keywords related to your paper.

Text

Type manuscript double-spaced, in a single column, using a readable font size (for example, 12-point type). Please add page numbers. Note the following style points:

  • Journal style does not permit use of bold and italic font for emphasis; these styles should be reserved for formatting math. 
  • Words should be spelled using American English. 
  • Spell out all abbreviations and acronyms at first use. 
  • Metric units should be used unless to do so is not feasible or would result in a serious loss of clarity. 
  • Footnotes are not allowed.

Equations

Create equations using MathType or Equation Editor 3.0. If using Word 2007 or later, the native equation editor can be used, but the document must be saved as .docx. When equations built with Microsoft's Editor are back-saved to the .doc format, they are converted to low-resolution graphics and will not be usable for composition. To use MathType or the old Equation Editor 3.0, you will need to select Object on the Text section of the Insert tab and then select MathType/Equation Editor in the drop-down menu. Variables should be written in italic font.

Biographies

Biographies of authors are published with each paper. As of 2014, author photographs are no longer published. Manuscripts should include a brief professional biography not to exceed 75 words. As an alternative to published author photographs, authors are encouraged to upload their photographs and update their online SPIE profile on our website at http://spie.org/profiles/home.

Appendices

Any figures, tables, or equations in Appendices should continue the numbering sequence established in the body of the paper. Appendices may not be comprised of only tables and figures; they must also include explanatory text and captions.

Acknowledgments/Funding Sources

Use this section to identify people who have aided the authors in accomplishing the work presented and to acknowledge sources of funding. Include grant numbers and the full name of the funding body. Funding information will be deposited to FundRef.

References

The purpose of a reference is to make the source easy for the reader to locate. To this end, each reference should provide as much information as is available. The basic elements of a reference include author names (including first initials), article/chapter title, journal or book title, volume number, issue number, page range, and year of publication. References are professionally copyedited on accepted manuscripts to conform to journal style, and authors do not need to spend a lot of time adapting references to the journal's reference format, so long as all of the required information is present.

References to published literature should be listed at the end of the manuscript and numbered consecutively in the order of their citation in the text. In-text citations can use superscript or bracketed reference numbers. Private communications or unpublished reports should be treated as references. Click here for sample book, journal, and Internet references. For references with three or fewer authors, list all authors. For references with four or more authors, list the first author only followed by "et al."

Books: Author(s) (list first and middle initials, then last name), book title in italic, publisher, city, and year published. (When citing a paper chapter in a book, list the chapter title in quotes, and the book title in italic, plus the page numbers.) Example: J. A. Hall, "Imaging tubes," Chap. 13 in The Infrared Handbook, W. W. Wolfe, G. J. Zissis, Eds., pp. 132-176, ERIM, Ann Arbor, MI (1978).

Journals: Author(s) (list first and middle initials, then last name), paper title in quotes, journal name in italic (abbreviate only well-known journals), volume and issue numbers, inclusive page numbers, and year published. Example: N. Bluzer and A. S. Jensen, "Current readout of infrared detectors," Opt. Eng.26(3), 241-248 (1987).

Internet: Author (if stated), “Title of document,” Title of complete work (if relevant), date of online publication or last revision, (date of access, if known) [URL]. Example: J. D. Harrington and K. Barnstorff, "NASA tests software that may help increase flight efficiency, decrease aircraft noise," NASA, 15 December 2014 (accessed 29 January 2015). [http://www.nasa.gov/press/2014/december/nasa-tests-software-that-may-help-increase-flight-efficiency-decrease-aircraft/#.VMq3AfldVI5]

Artwork Preparation

Figures: must be submitted via the online submission system in EPS, TIFF, PNG, or PDF format. We cannot accept application files, i.e., Corel Draw, Microsoft Word, etc. Number all figures in the order that they appear in the text. All figure parts/panels must be labeled (a), (b), etc. Submit high-resolution figures. The quality of the published figure is only as good as the original file—it cannot be improved by the typesetter.

Color: All figures submitted in color will be published in color online without charge. Authors should submit a single color version of the figure. The black-and-white figure for print will be derived from the color file submitted by the author. Authors who choose to submit color figures are responsible for ensuring that the captions and descriptions in the text are suitable for both the color online and black-and-white print versions of the journal, and that the figure itself will be readable in both versions. This includes making line art readable in grayscale. Figures must be prepared according to the guidelines below.

Authors who wish to have color figures published in the print journal will incur color printing charges. Because print quantities have decreased with the dominance of online publication, SPIE has reduced the color fee to $200 for each color figure to pass those savings onto the author. Authors who would like figures printed in color must complete and return a Color Authorization Form upon acceptance of their manuscript.

Figure Permissions: If the figure is derived from a previously published image, the author must obtain permission from the original copyright holder, who may be the publisher and/or the author. Once permission is granted, the figure caption should include the line "Reproduced with permission, courtesy of [copyright owner]," or the publisher's required copyright statement. Many permissions can be obtained via the Copyright Clearance Center.

Figure Requirements:

File typesEPS, TIFF, PNG, PDF, or PS
DimensionsFigures will be reduced to a maximum width of 3 and 5/16 in. for single-column layout, and a maximum width of 6 and 3/4 in. for two-column layout.
BackgroundAvoid graphs with shaded, transparent, or grid backgrounds. The background should be white.
Colored linesAll line art should be distinguishable in grayscale. If colored lines are used, please add symbols or dot-dash textures to distinguish lines in all graphs.
Line weightEnsure that line weights will be 0.5 points or greater in the final published size. Light-colored lines do not show up when printed in grayscale.
Alpha channelNo
CompressionLZW with .tiff files
Resolution300-600 pixels per inch (ppi). Enlarge to 150% to check for jagged or blurry lines, indicating low resolution.
LayersFlattened, no layers
Color modeRGB or CMYK
TextNo smaller than 8 pt. Use a clear and readable font such as Times, Arial, or Symbol.
CaptionsDo not include in image file. Captions should be listed separately within the manuscript and contain descriptions of all labeled figure parts (a), (b), etc.
File sizeShould not exceed 2-3 MB per figure
Multipart figuresAll parts should be included in one file, on one page. For example, if Figure 1 contains three parts (a, b, c), then all of the labeled parts should be combined in a single file for Figure 1.

Tables

Tables should be built in Word, Excel (embedded in Word), or LaTeX. They should not contain graphics. Tables containing images must be numbered as figures. Colored fonts will not appear in the typeset version, so bold and italic should be used for emphasis instead. Explain use of bold or italic in the caption or table footnote. Do not use shading. Very large tables may be vertically oriented, or they may span multiple typeset pages. A caption must be included with the table.

Multimedia

Multimedia files must be submitted as an integral part of the paper. Supplemental multimedia material is not accepted.

Video Requirements:

Acceptable file formats include:

  • QuickTime nonstreaming video (.qt or .mov)
  • MPEG (.mpg or .mp4)

The acceptable file formats outlined above are playable using standard media players such as QuickTime and Windows Media Player. Media players should be used to check file properties and image/sound quality prior to submission.

Because the speed of Internet connection varies, a recommended maximum size for each video file is 10-12 MB.

If videos are included as part of an existing figure, they should be described and identified within the figure caption. The media file type and file size should be included in parentheses at the end of the caption; e.g., (MPEG, 2.5 MB). For example:

Fig. 1 Confocal microscopic images of red blood cells in (a) an isotonic buffer (Video 1) and (b) a hypertonic buffer (Video 2) in three different viewing projections (Video 1, MPEG, 3.1 MB; Video 2, MPEG, 4.2 MB).

Stand-alone videos should be accompanied by a representative still image. This image should be treated as a figure, numbered in sequence, and submitted in one of the accepted figure file formats. A caption describing the content of the video file is required, similar to a typical figure caption. For example:

Fig. 4 Photodynamic therapy response of the targeted region (QuickTime, 5 MB).

Supplementary Material and Code

Supplementary Material

SPIE journals do not accept or publish supplemental materials that are not an integral part of the manuscript. However, certain types of supplementary material may benefit the reader's understanding of the work and be published as part of the manuscript, either in an appendix or as an accompanying multimedia file. Examples of such material include multipage tables, 3D and interactive multimedia, and software instructions. If you wish to include supplementary materials in your manuscript, please contact the journal staff at journals@spie.org for guidance. All such supplementary material will be peer reviewed, and the journal editor has the final authority to decide whether the supplementary material is acceptable. SPIE journals do not publish large datasets at this time. However, authors may reference large datasets hosted on external websites (such as an official data center/archive or a university repository) by including a link to the site in the manuscript.

Code

Software and code are often essential for reproducibility and reuse in new research. Software and code can be easily incorporated into your SPIE journal manuscript via Code Ocean. Uniquely, Code Ocean allows you to upload the code, together with its dependencies and any data, so it is executable. Code Ocean supports more than 10 different programming languages. The Code Ocean platform provides open access to the published software code, which can be viewed and downloaded by everyone for free. Users can execute all published code in the cloud, without installing anything on their personal computer. Code Ocean is SPIE's recommended platform for sharing code, but other repositories, such as GitHub, Zenodo, etc., may be similarly used as a hosting platform.

  Manuscripts that include code, e.g., an algorithm implementation or analysis, hosted by an external website should mention that code and the name of the repository in the text of the paper or figure caption:

Example 1:
The archived version of the code can be freely accessed and executed through Code Ocean.  

Example 2:
The code used to generate the results and figures is available in a Github repository.

If you intend to upload code to Code Ocean, you may do so before or after article acceptance, but prior to publication. Authors of papers that mention code/software on Code Ocean will receive instructions on how to link the code to the article in the author proofs.

Peer Review Process

All submissions are screened to ensure they meet basic standards of manuscript presentation and are also processed through Crossref Similarity Check. Manuscripts are then evaluated by the editor-in-chief (EiC) and/or a designated editorial board member (EBM) to ensure they meet the journal's rigorous scientific standards and are eligible for peer review. Manuscripts that meet these criteria are single-blind reviewed by at least two referees selected by the EBM based on their expertise in the topic. The referees provide detailed comments and recommendations to help the EBM arrive at the appropriate editorial decision. Revised manuscripts are evaluated by the EBM and are sent back to the original referees in the case of major revisions. The EiC has the ultimate authority to accept or reject a submission.

Authors may appeal to the EBM or EiC to reconsider a rejection decision if they believe that the reviewers have seriously misjudged the manuscript. All appeals will be given careful consideration. The EBM and/or EiC will determine if further consideration is merited or if the original decision should stand.

Submissions from editors or members of the editorial board are handled by an editorial board member who is not connected with the manuscript to ensure that such submissions receive an objective and unbiased evaluation. Information about the review process for such submissions is redacted from the view of any editors or editorial board members who are authors of the paper within the journal's online submission and review system.

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