Information for Authors with Accepted Papers

After a paper is accepted, there are still a few steps that require the attention of authors. Some authors forgot to take proper actions on these steps in the past. It has caused considerable delays in the publication of their papers.

1. The final version must be submitted within three (3) weeks of receiving the acceptance letter. If extra time is needed for papers accepted subject to editorial improvement, please contact the EIC for an extension. (Note: Incomplete submission materials such as missing the copyright form can make a paper “invisible” to the system as it still waits for more input. This will prevent a paper from proceeding to the next steps)

2. After receiving the final version and related materials in good condition, IEEE will publish the paper as an early-access paper within about 2 weeks. An email will be sent to the submitting author if this step is completed. Your paper has now entered the production stage.

3. You will be contacted in 4 to 10 weeks (depending on the workload of the publishing department) for proofreading the print version of your paper. Please respond as soon as you can. Your paper can only be scheduled for publication after this step is completed. It is important to note (a) the proofreading system does not send reminder emails. If an author does not respond, the paper will stay in the system indefinitely. Most cases of delayed publication are related to this problem. (b) the proofreading papers are accessed NOT from the Manuscript Centre. It is from the submitting author’s Author Gateway website (which will be provided in the proofreading email). Author Gateway contains information on the publication status of your paper. Please check this account first before you ask for status information. If you do not get a proofreading request for more than 12 to 15 weeks, please contact the person looking after proofreading in the publishing department (See the webpage “Contact information & FAQ”).

4. Papers passed the proofreading will be scheduled for the final print. The Excel list shown below has all the papers ready for inclusion in the upcoming PWRD issues, as of the date shown. Each PWRD issue can publish about 50 to 60 papers. Papers requiring editorial improvements but failed to inform EIC for final checking will not be listed for publication (even if they complete proofreading) so they are not shown in the list. If your paper has passed all steps properly before the date of the Excel file but is not in the list, you can contact PWRD administrator to clarify the status of your paper.

Paper ready for printing as of Dec 9, 2019

5. Once a paper is published officially in Xplore (i.e. assigned with volume, issue, and page numbers), the authors will receive an email from IEEE Xplore Publication Alert.

Finally, there are two additional activities you can take to increase the publicity of your papers:

1. Present the paper at an IEEE conference: You can and are welcome to present the paper at any one of the PES sponsored conferences. The advantages are 1) it creates more publicity for your work including increasing citations, 2) you can attend a conference without writing a new paper. See information below on how to present an accepted PWRD paper at a conference.

2. Share the data used in your research: You can upload the data into IEEE DataPort (https://ieee-dataport.org/). Once it is done, Xplore will show that your paper has data to share with readers and provide a link to your data. The advantage is that your paper/work becomes more attractive to readers, leading to higher citation. You can also upload data related to previously published PWRD papers.

Additional Information:

  • The extra page charge is based on the number of pages of the final published version in Xplore, not on the version accepted by the editorial board. The published version uses the standard format of the publication system so the length of the paper can be slightly different. By responding and accepting the final proofreading version, the authors have accepted the responsibility to pay the extra page charges.
  • If your final version submitted for review has exactly 8 pages (i.e. no blank space left), it is possible that your proofreading version can exceed 8 pages. This implies a page charge just for a few extra lines. You are recommended to avoid this situation by, for example, simplifying or deleting biography or acknowledgment sections. You must not shorten the contents of the paper including references as the paper is accepted based on those contents.
  • For papers accepted subject to editorial improvement, authors are required to email the final versions with changes highlighted to EIC for final check (see the decision letter). Such a paper will not be scheduled for publication until the check is completed, which is the condition of accepting the paper. (The goal of accepting a paper subject editorial improvements is to cut down the review time for papers that just need some minor editorial changes and there is no need for reviewers to check the changes.)
  • There are two systems used by IEEE to process papers. One is the review system which is the Manuscript Center (MC). If a paper is accepted (including accepted subject to editorial improvements), the final submitted version to the MC will be automatically transferred to a Production System (PS). PS deals with proofreading, scheduling, Xplore indexing, etc. It does not know the editorial changes requested by reviewers (which belongs to MC). Therefore, a manual step is used to ensure editorial changes required by the reviewers are implemented when a paper is transferred to PS.
  • If you contact the administrator or EIC regarding the status of an accepted paper, you must provide the paper number, title, early access number (if applicable), and the steps where your paper has passed. We will not respond without such information since different review/production systems are involved depending on the steps. Please do remember to check your personal IEEE account first before you send the inquiry email.
  • If you want to make some small changes to an early access paper of yours shown on the Xplore website (such as correcting the spelling of author names etc), please contact the person looking after proofreading in the publishing department (See the webpage “Contact information & FAQ”).

How to present an accepted PWRD paper in a PES sponsored conference:

  • For PES GM and T&D conference, you just need to submit the abstract of the accepted paper. In the abstract, you shall indicate that the paper has been accepted for publication in IEEE Trans. Power Delivery and include information such as the DOI number, PWRD paper number, and acceptance date.

Submission of a paper for conference presentation shall take place within 2 years after the acceptance date of the transaction paper.