General Guidelines & Service Charges

General Guidelines

Organizers, Guest-Editors and referees of proceedings or of special publications in Advances in Geosciences are kindly requested to consider the following rules:

1. To start with, the Organizer(s) must inform the EGU Editorial Office about his/her/their publication by providing its title, the names of the guest-editors, the number of contributions expected, its overall page budget, and the deadline for the submission of manuscripts.
2. Upon registration of the publication and of the guest-editors, the Manuscript-Registration and Evaluation Form is uploaded onto the web and accessible for the Organizer(s) and the Guest-Editors only, who are now kindly requested to complete and to update their parts of the form during the entire review process.
   One of the major task of the Guest-Editors at this stage is to select the two referees for each contribution. Thereby, referees may serve as reviewers of several papers and may be selected from the list of authors of other papers or from the institute/department of the guest-editor. Certainly, the author or any co-author(s) cannot serve as referee of of his/her/their own paper.
3. The Organizer(s) has (have) to inform now the authors about the details for the submission of their manuscripts, incl. the overall lay-out of a manuscript, the manuscript number (MS-Nr.), the address of the respective guest-editor and, the modus and the deadline for submission.
   With regard to the MS-Nr. we recommend to use a two to max. four letter/number abbreviation, e.g.,  of the name of the meeting, followed by the year and then by a running number (first come - first served). E. g. for the proceedings of the conference on Solar Wind Structures in 2004 a MS-Nr. could read: SWS-04-015.
4. Upon receipt of a manuscript, the corresponding Guest-Editor has to archive the paper on the Manuscript Registration and Evaluation Form, forward it to the respective referee(s), and keep tracking the manuscript throughout the process of evaluation by reminding the referee(s), when necessary (Review Process).
5. The Referee has to review the paper carefully, complete the Check-List for Reviewers and send it to the respective guest-editor before the deadline date.
6. The Guest-Editor collects the opinion of referees and summarizes the result of the reviewing process in the Editor's Report Form. This form is then submitted to the respective author.
7. After acceptance, the Guest-Editor forwards the manuscript prepared after the guidelines to the EGU Production Office. The following points must be clarified: Received-date, Revised-date, Acceptance-date.
8. After processing by the EGU Production Office and after receipt of the service-charge payment the manuscript is published on WWW.

Financial Aspects

In general it is expected that authors pay for the services the Union actually has to provide for the evaluation and for the publication of their articles on WWW as well as for their archiving and maintenance. In turn, the publication on WWW is accessible for everyone at the time of publication and free of charge (immediate open-access publication). The costs for the production, handling and distribution of printed and/or CD-ROM issues, however, have to be covered separately. The minimum single-order of an issue must be 20 samples. After receipt of the final-order the issue will be prepared for print and sent out after payment is received. Please contact the EGU Production Office for a cost estimation.

The payment of service charges includes:

• Participation in the EGU Publication Tools, incl. online tex2html and word2tex conversion servers, automatic upload onto WWW (open-access publication) and inclusion in the linking-server SRef, in the online, open-access library catalogue COOL, in international index and reference machines, and in the alert service system. 
• Professional processing of figures and movies
• Typesetting, editing and formatting in pdf LaTeX
• LaTeX macros and WORD templates for free use 
• Archiving on separate mirror-server clusters, tape, DVD and at different libraries worldwide

For proceedings or special publications with an external evaluation only production charges will be levied. The various service/production charges are as follows:

1. production and publication charge of 20,- EUR per page in the final journal style
2. 0,10 EUR per page for an off-print

We recommend that organizers of conference proceedings include the production charges or even the printing costs in the registration fees. Thereby, one may keep in mind that not all papers presented at a conference will also be published in the proceedings.