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ORANGEBOOK

APPENDIX 4

GUIDELINES FOR PUBLICATION AND REVIEW OF THE INTERNATIONAL ARCHIVES OF THE PHOTOGRAMMETRY, REMOTE SENSING AND SPATIAL INFORMATION SCIENCES

 
Version June 2011

All Congress Directors, Technical Commission Presidents, Working Group Chairpersons and Convenors of ISPRS Congresses, Symposia, Conferences, Workshops and Tutorials who produce publications should regard themselves as representatives or agents of ISPRS and are responsible as publisher.  The management of abstracts, preparation of papers and provision of the papers to the Web Master shall be according to the contractual arrangements made with Copernicus GmbH.

 

  1. The International Archives of the Photogrammetry, Remote Sensing and Spatial Information Sciences (hereinafter Archives) are generated from ISPRS Congresses, Symposia and workshops, and shall be produced in printed paper or  electronic media based volume.  Specifications for preparation are given in the ISPRS Guidelines for Authors and are available in the ISPRS Home Page (www.isprs.org) and published in the ISPRS Orange Book, copies of which may be obtained from the Congress Director. All Archives must be coordinated in advance with the Secretary General and must use:
    1. a readable format on appropriate electronic media  with appropriate software for reading and searching,
    2. ISPRS Archives ISSN 0256-1840,
    3. the official ISPRS logo,
    4. the approved Archives volume and part number,
    5. The French and German translation of the title: Archives Internationales des Sciences de la Photogrammétrie, de la Télédétection et de l'Information Spatiale, and Internationales Archiv für Photogrammetrie, Fernerkundung und Raumbezogene Informationswissenschaften
    6. the ISPRS Guidelines for Authors,
    7. an index of keywords and authors.
  2. ISPRS Conference, Workshop and Tutorial publications which meet specifications a. through g., and which will be subject to the review process described in these Guidelines, and have received prepublication approval by the ISPRS Council are eligible for inclusion in the ISPRS series of the Archives.
     
    Adherence to these specifications is encouraged for all ISPRS Conference, Workshop and Tutorial publications.  Those publications not adhering to these specifications shall stand on their own right as ISPRS publications but shall not be promoted as part of the official International Archives of Photogrammetry and Remote Sensing.
  3. Archives cover, color, volume and part numbering, must be approved and coordinated with the Secretary General in advance. ISSN 0256-1840 is reserved exclusively for ISPRS Archives. Unless otherwise approved:
    1. Two colors selected by the Secretary General and Congress Director shall be used for each four-year term; one color for the Congress volumes, and a second color for all approved mid-term volumes.
    2. Volume numbers shall be progressively Roman numbered with odd numerals reserved for Congress volumes and even numerals reserved for Commission Symposia and other publications of ISPRS Conferences, Workshops, and Tutorials which have been approved for the Archives.
    3. Part number for Congress volumes shall be Part A for the Congress Proceedings volume, and Part B for the Congress paper volumes followed by the Arabic number of the relevant Commission (followed by lower case a, b, etc. for multiple volumes of the Commission).
    4. Part number for the Commission Symposia volumes shall be the Arabic number of the Commission.
    5. Part number for other Conferences, Workshops or Tutorials shall be the Arabic number of the primary sponsoring Commission followed by C, W, or T respectively, and an Arabic sequence number assigned by the Secretary General.
       
  4. ISPRS must be prominently mentioned in any promotional material that refers to publications containing papers from meetings organized solely or jointly by ISPRS.
     
  5. If an Archives publication is arranged with another organization, e.g. a co-producer or co-sponsor, the publication must nevertheless use specifications a. through j. cited above and must use the Archives cover design without alteration or addition.  Additionally, if all or a selected number of papers of an ISPRS publication are published by a co-sponsor or another third party as a separate book/ electronic media (e.g. a compendium), the ISPRS  must be prominently reflected by the cover design.
     
  6. Advertisements may be published in the Archives provided that they are contained only within the end pages.  Advertisements may not be printed elsewhere within the Archives.
     
  7. Authors should be informed that the Archives will be available on the web for downloading. Copyright resides with the author(s) of a paper except where it is retained by an author's employer.  Compilation of a collection of papers, as in a volume of the Archives, may be claimed by the organization (often an Ordinary Member of ISPRS) which is responsible for production of that volume.  That organization must not deny an author's copyright, nor should it attempt to seek a transfer of author's copyright to any other party.
     
  8. All post-conference sales of ISPRS Archives are exclusive to ISPRS.
     
  9. One complimentary copy of all Archives is required to be submitted to the ISPRS permanent headquarters.    The permanent headquarters serves as the permanent ISPRS Archives repository for the Society.  One complimentary copy of all Archives is required to be submitted to the Librarian of The Institute for Aerospace Survey and Earth Sciences (ITC) in The Netherlands by the publisher.  The contact address for shipping is:  Ms. Marga Koelen, ITC Librarian, Hengelosestraat 99, P.O. Box 6, 7500 Enschede, The Netherlands; Phone +31-534-874-444.  The ITC serves as the permanent ISPRS Archives repository for the Society. 
     
  10. Complimentary copies  of all Archives are required to be provided to all members of Council as appropriate electronic media.
     
  11. The International Archives of the Photogrammetry, Remote Sensing and Spatial Information Sciences are the official records of the Congress and ISPRS mid-term Symposia as well as ISPRS workshops.  They represent the state-of-the-art of the work carried by ISPRS researchers in the photogrammetry, remote sensing and spatial information sciences.  To ensure the highest quality of papers is published in Archives Volumes, the recommended process of review is as follows.
     
  12. Review of ISPRS Congress and Symposium Proceedings
    1. Extended abstracts (up to 750 words) of all keynote, invited and presented papers at the Congress or Symposium will be reviewed by the TCP of the relevant Commission and the appropriate WG Chair.  A recommendation will be made to include a paper in the Archives on the basis of relevance of the paper to the work of the Commission, quality of the subject matter, and the suitability of the subject matter of the paper for the theme of the Congress or Symposium.  The names of the persons who have been responsible for ensuring the quality of the volume shall be displayed in the volumes as ‘editors’.  ISPRS Council reserves the right to select independent reviewers for the volumes when appropriate.
    2. TCPs are encouraged to introduce a full review process of all or selected papers submitted for inclusion in the Congress or Symposium proceedings, which are relevant to their Commission.  In this case, special instructions shall be issued by the Congress Director, or in the case of a Symposium, by the relevant TCP to ensure that full papers are submitted by authors by the deadline for the Congress or Symposium (approximately 9 months in advance of the Congress or Symposium).  The fully reviewed papers shall be appropriately marked and compiled separately in the Archives volume. The review process may be carried out ‘open’ or ‘blind’ (name of the author removed from  the reviewer’s copy) by at least two reviewers, the names of whom will be unknown to the authors.  The ‘editors’ of the volume will be those people responsible for the supervision of the review process.  A full list of all reviewers may also be included in the Archives volume. 
       
  13. Review of Workshop/Tutorial Proceedings
    To be eligible for publication as a volume in the Archives, ISPRS sponsored Workshop or Tutorial proceedings shall be peer-reviewed.  The review panel must be approved by Council, and shall be the relevant TCP and the Chairs/Co-Chairs responsible for the volume, or independent reviewers selected by Council.  The volume shall be identified and appropriately marked as having been peer reviewed and the names of the review panel shall be displayed as ‘editors’.
     
    There are two recommended options for this review process.
    1. A review of each individual paper
      Each individual full paper, or an extended abstract of each paper must be reviewed by the review panel, and accepted on the basis of relevance of the paper to the work of the Commission, quality of the subject matter, and the suitability of the subject matter of the paper for the theme of the Workshop/Tutorial.  If a full review process is to be carried out, it shall be based on Section 14 of these guidelines.  Papers not meeting review quality standards shall not be published as an Archives volume.
    2. A review process of the volume as a whole. (This procedure is more likely to be applicable to Tutorials.)  The whole volume must be reviewed and accepted by the review panel on the basis of its relevance to the work of the Commission, and quality of the subject matter.

 

ORGANIZING ISPRS EVENTS WITH COPERNICUS

 

The ISPRS council and Copernicus signed a framework contract about the services abstract & programme management, as well as registration management. Whereas the latter is an optional service for any organizer of an ISPRS Event, the usage of the abstract and programme services shall be mandatory for future ISPRS Events.

Copernicus offers various online tools for authors to submit their abstract first and later their conference paper, for session organizers to review abstracts, to transfer them to other sessions, to provide programme committees with scheduling suggestions, and to decide about oral and poster presentations, as well as tools for programme committee members to set up the session programme, seek suggestions for session content from interested parties, to finalize the session programme, as well as to schedule oral and poster sessions. All these tools organize the work flow and communication amongst the involved parties and results in the online programme including search functionalities, personal programme generator, and different derivatives (programme book, abstract USB flash drive, programme PDF files, etc.).

From the meta data collected upon abstract submission and scheduling, as well as from the submitted conference papers, Copernicus is then able to publish the ISPRS Archives including tables of contents for each Event following the structure of the event (programme group – session – contribution), author indices, search functionalities and keyword selection.

Copernicus will provide the Event organizers with all tools for the management of the programme and papers, commencing from submission of abstract to the publication of the final programme.  Copernicus will develop web services based on specific conference designs for management of the databases as well as provision of the publications for the ISPRS Archives. Thereby, Copernicus is ready to adopt the designs and layouts of the Event organizers to be consistent with Event brandings and corporate designs.

The set-up of the cooperation and the work flow between an Event organizer and Copernicus is as follows:

  • An Event organizer plans an ISPRS Working Group conference, Commission Symposium, or another kind of conference. ISPRS Secretary General informs Copernicus once an Event is approved and sends title of the event, location, date, as well as contact person (name, phone and email) to meetings@copernicus.org
  • Copernicus contacts the Event organizer for introduction and planning of the upcoming cooperation. Most important questions are:
    • Deadlines and milestones.
    • Conference work flow and usage of the various Copernicus tools (the structure and workflow of the conference, which modules of the Copernicus system can be used, etc.)
    • Conference website: hosted and maintained by Copernicus or by the Event organizer? In the latter case, Copernicus would use the website templates and style sheets of the Event organizer for usage in all Copernicus online tools. Customers, authors, participants will not notice the difference between Event organizer’s information websites and Copernicus’ tools embedded in the process.
    • Generation of session programme: Copernicus includes either the list of programme groups and sessions from the Event organizer into the Copernicus system, or the Event organizer decides to generate the session programme through Copernicus’ tools (recommended by larger events).
    • Abstract submission: the Event organizer decides on the layout and the submission formats (plain text, WORD, LaTeX, PDF upload) for the initial abstract. The later conference papers will be submitted as author-generated PDF files following the preparation guidelines of the ISPRS Orange Book. If peer reviews are required by the event organizer, Copernicus will provide the Event organizer with appropriate tools for supply of papers to reviewers, on-line reviewing and transmission of results of review process to authors.
    • Copernicus will then guide the Event organizer as well as the involved parties (authors, session organizers, programme committee members) through the process and all Copernicus tools used for the generation of the conference programme from abstract submission to scheduled sessions. Thereby, the system informs and reminds all involved parties about their tasks and duties.

 

  • Copernicus signs a contract with the Event organizer outlining the services provided and the financial settlement. If registration management is also used by the Event organizer, Copernicus and the Event organizer agree on the different approaches of invoicing and handling of value added taxes.
  • The conference programme evolves, abstracts are submitted, conference papers follow later on and if necessary papers are peer-reviewed and authors informed of the results. At the end of the process, Copernicus provides the following outputs:
    • The online programme including the described functionalities listing the abstracts and conference papers inside the session programme in an integrated approach to publishing the scientific content of the conference (session – oral/poster sub-session – schedule with titles & authors – PDF of abstracts and conference papers).
    • A master files of a programme book, with or without abstracts, for printing.
    • A master USB flash drive for the production of abstract USB sticks or abstract DVDs.
    • A new volume of the ISPRS Archives. Besides the conference-focussed publication of abstracts and conference papers in the conference environment and website, Copernicus provides the conference papers in the ISPRS Archives including author indices, search functionalities and keyword selection.. That means, the overall ISPRS Archives published online through the ISPRS website list for an Event (= volume of ISPRS Archives) the structure session –> contribution -> conference paper, but in the ISPRS Archives environment. By doing so, ISPRS gets both worlds – the conference paper as a conference contribution inside the conference world, but in parallel an ISPRS Archives publication following the rules and requirements of a scientific publication.
  • After the conference programme is finalized and the conference has taken place, Copernicus will invoice the Event organizer for the provided services.

Data will be stored and preserved by Copernicus and all data for the conference programme, abstracts, and conference papers will be made available to the Event organizer as well as to the ISPRS upon request.