Guide for submitting to RO2018

This page describes how authors could submit to the Workshop on Research Objects (RO2018).

tl;dr: Preprint (and additional resources) should be uploaded to the RO Zenodo community.
The Zenodo research object is submitted for review in EasyChair.
Upon acceptance, the RO2018 proceedings link to Green Open Access preprints/ROs in Zenodo, and DOI to papers accepted for the IEEE eScience proceedings.

Submission types

RO2018 welcome submissions for:

Oral Communications

 

  • Short articles: (about 4-8 pages) for more developed research, software or data contributions, due 15 July 2018
  • Abstracts: (1-2 pages) for oral communication, due 15 July 2018
  • Poster and demo abstracts: (1-2 pages), due 31 July 2018

The page limits are for guidance only, assuming reasonable font sizes and margins.

 

Workshop participants are also encouraged to separately propose lighting talks, breakout sessions and ideas for discussion points for the unconference session of the workshop.

Submitted abstracts and articles can be in a range of open formats (e.g. HTML, ePub) and are particularly encouraged to be submitted in a FAIR research data packing format if appropriate. Guidance is provided for those who do not have their own platform they wish to showcase.

All accepted preprints will be published Open Access on the RO2018 proceedings. Unless indicated otherwise, the submitted preprint is assumed to be licensed CC-BY 4.0, and will, upon acceptance, be made available as Green Open Access on the RO2018 website with DOI links to the Zenodo record (or other repository) and – if applicable – DOI for the published IEEE proceeding article.

It is a requirement that at least one author of each accepted submission attends and presents at the RO2018 workshop and is registered through the IEEE eScience 2018 system Registration fees applies.

Submissions (or links to submissions) should be uploaded to the RO Zenodo community and submitted for review in EasyChair. Open Peer Reviews will be published alongside the accepted contributions.

For any questions, email the RO2018 Workshop Organizers at ro2018@easychair.org

Formats

Submitted abstracts and articles can be in a range of open formats (e.g. HTML5, ePub) and are particularly encouraged to be submitted in a FAIR research data packing format. Guidance is provided below for those who do not have their own platform they wish to showcase.

Accepted abstracts and articles will be included in the IEEE eScience 2018 proceedings; a secondary PDF, which may use the IEEE templates, may be included in the submission or provided later by the author to the IEEE submission system (camera-ready deadline for IEEE articles 17 Sep 2018).

Requirements

Unless indicated otherwise, the submitted preprint is assumed to be licensed CC-BY 4.0, and will, upon acceptance, be made available as Green Open Access on the RO2018 website with DOI links to the Zenodo record and (where applicable) DOI for the published IEEE proceeding article.

RO2018 may reformat your preprint for web publishing.

It is a requirement that at least one author of each accepted submission attends the RO2018 workshop and registers using the IEEE eScience 2018 system (either for the workshop, or the whole conference). Registration fees applies, but a travel bursary is available.

Submitting

Submissions should be uploaded to the RO Zenodo community and submitted for review in EasyChair.

You may also place your submission in another open repository and provide its permalink/DOI to EasyChair. Note that we will rely on the repository for later publishing of the preprints.

See guidance below for further details.

Open Peer Review

RO2018 encourages open peer review, and recommend that reviewers are named and attributed; however reviewers may be anonymous if so desired. Reviewers are welcome to publish their reviews using the same guidelines as the research articles.

Contact

For any questions, email the RO2018 Workshop Organizers at ro2018@easychair.org

Guidance

Below are detailed instructions on how we recommend submitting your work to RO2018.

Authoring

Use any authoring tool you prefer, as long as you can output in an open format with hyperlinks (e.g. HTML). Here is a list of some options of web-aware authoring tools:

Save your article as HTML, which may require you to use a ZIP or ePub archive to contain associated figures and CSS. You may optionally publish the preprint article on a website of your choice, and provide a URL to this during submission together with a static PDF rendering.

Word processors

Below are some legacy tools that are perhaps better at producing PDFs than web documents. If you prefer any of these you may want to use a IEEE template as starting point, then use RASH Online Conversion Service (ROCS) to convert to HTML:

If you use a legacy tool it is recommended you upload both a PDF and HTML version of your article.

Example: Google Docs

After using a word processor like Google Docs from a IEEE template, Save/Download as Web page (HTML, zipped) as well as PDF:

gdoc-html

Zenodo

RO2018 promotes Open Research, and encourage authors to upload their Open Access preprint and resources to an open repository like Zenodo, an Open Data repository provided by CERN and supported by OpenAIRE.

Perhaps the simplest (lower-case) “research object” is a Zenodo record that contains:

  • Abstract/article as HTML
  • Abstract/article as PDF

If you are new to Zenodo you can play with the separate sandbox instance first, where we have provided an equivalent sandbox RO community. Note that RO2018 submissions must use the main Zenodo instead of the sandbox.

Most of the information in the Zenodo form is optional, for RO2018 it is recommended you fill in these fields:

  • Type: Conference
  • Author: Your Full Name (in your preferred order)
  • ORCID: (your ORCID  identifier)
  • Title: (same as in article)
  • Additional notes: Preprint submitted to RO2018 workshop at IEEE eScience Conference 2018
  • License: Open Access  (Note: This is the license of the preprint)
  • Abstract: (same as in article, unless the upload is an academic abstract)

You may also want to fill in Related Identifiers, in particular if your submission already have a web-version, or has related datasets, software or websites. You do not need to fill in References.

Example: Uploading to Zenodo

If you have not already done so, sign up for Zenodo. We recommended to use your ORCID account to simplify registration and login.

Then, from the Research Object Community page in Zenodo, click Upload to add a new submission.

Upload to Zenodo

Now upload both the HTML and PDF version of your article:

zenodo-02-upload

It is recommended to also upload (or link) to related resources that support your work. Examples:

However if these are already available in existing repositories (e.g. Zenodo, Figshare) you should instead refer to them by DOI or URL under Related Identifiers further down.

Remember to click the Start Upload button:

Start Upload

At any point you can click the Save button to store the draft (upload and metadata) under your Zenodo uploads.

Save

Now fill in Publication Type (Conference), Title and Authors.

Leave DOI blank. (After acceptance you may create a New Version of this Zenodo record and provide the published DOI from the IEEE proceedings).

zenodo-03-info

If the submission is an article, provide the article’s abstract as Description. (For academic abstracts you may leave this field blank or provide your own shorter abstract)

Under Additional Notes make it clear that this is a Preprint. Suggested text is:
Preprint submitted to RO2018 workshop at IEEE eScience Conference 2018

zenodo-04-notes-and-license

If you prefer a different Open Access license for your preprint, select one here. Note that the IEEE eScience Conference proceedings are unfortunately not open access, which is why we rely on the Zenodo uploads to make your accepted work available.

If you have received funding for your research, e.g. from H2020, then you may indicate this under Funding:

zenodo-06-funding

If you have a web version of your submission, a website or webapp, or any related resources in other repositories that you would like to link to by DOI or URL, then add them under Related Identifiers:

zenodo-07-related-identifiers

Finally, click Save followed by Publish:

Save

You will need to confirm that your upload is final:

zenodo-12-confirm

Now your preprint is uploaded to Zenodo:

zenodo-12-ready

Copy the DOI or URL of the Zenodo Record, e.g. https://sandbox.zenodo.org/record/214634, as you will need it in the EasyChair submission for RO2018 peer review next.

Submit for review in EasyChair

After creating a Zenodo record (see above), you will need to submit it to RO2018 for review using EasyChair. You will need to signup to EasyChair if you do not already have an account.

From the RO2018 EasyChair submission page, click Enter as an Author.

Add Corresponding Author to EasyChair. As you will be submitting your Zenodo record, you are not required to add co-authors again in EasyChair, unless Corresponding Author is different from Speaker or yourself.

easychair-01-author

In the EasyChair Abstract field, you do not need to duplicate the abstract from Zenodo. Simply paste the URL to the Zenodo record or the permalink to your submission in another open repository.

easychair-03-no-abstract

Note: If you do not provide a Zenodo record URL in the abstract, you MUST upload a PDF to EasyChair.

Select the Category of your submission type:

easychair-04-category

If you created a PDF you may optionally also click Browse to upload it to EasyChair. The submitted preprint is assumed to be licensed CC-BY 4.0 unless stated otherwise.

Finally submit your contribution for consideration:

easychair-05-submit

EasyChair should send you a confirmation email, and will send you more emails during the review process.

Update Zenodo

In Zenodo you can augment most of the metadata by clicking “Edit” on your record. For instance, many authors prefer to update the “Digital Object Identifier” to the DOI from the the official proceedings.

Note that the uploaded files cannot be changed. However you may update your uploads in the Zenodo record by clicking New Version. Note that reviewers are not required to assess revisions added after the deadline, but this may be used for:

  • Providing updated article, links or resources requested by reviewers
  • On acceptance of an article, uploading the IEEE camera-ready author-version PDF with official DOI from IEEE
  • On eventual rejection, a revised white-paper or preprint submitted elsewhere

Updates to Zenodo received by 1 Oct 2018 will be included in the updated RO2018 proceedings.