titles web view · 2016-08-15use initial cap for first word in title or for proper nouns....

Updated 11 January 2018

OSA Copyediting Rules

References and Citations

Front and Back MatterTitlesAuthors and Author Notes HistoryAbstractOCIS Codes and Terms Acknowledgments & Funding

Funding Examples ( new ) Open Access

BodyHeadings Main Text Lists Scientific NotationDisplay MathInline Math TablesFiguresSupplementary Material s

Grammar, Spelling, & Punctuation


Titles

Use initial cap for first word in title or for proper nouns.

Use lowercase following colon.

Title should not begin with an article or contain the words "first," "new," or "novel."

Acronyms are permitted in the title if they are defined in the abstract or would make the

title too long if spelled out.

Avoid beginning title with numerals if possible (edit title and then query author).

Use caution in making changes to the title, but be sure to address items such as

missing/needed articles and noun/verb agreement.

EXAMPLE

Fourier-transform-based continuous phase-plate design technique: a high-pass

phase-plate design as an application for OMEGA and the National Ignition

Facility

Authors and Affiliations

1. Standard affiliation line with one e-mail address (that of the corresponding

author)

V. G. Niziev, 1,* R. S. Chang, 2 and A. V. Nesterov 2,3

1National United University, Miao-Li, 36003, Taiwan2Institute on Laser and Information Technologies of the Russian Academy of

Sciences, Shatura, Moscow Region, 140700, Russia3Current address: College of Optical Science, University of Arizona, 1630 E.

University Boulevard, Tucson, Arizona 85721, USA*Corresponding author: [email protected]

2. Affiliation line with two e-mail addresses (only one for the corresponding


author)

V. G. Niziev, 1,* R. S. Chang, 2 and A. V. Nesterov 2,3


Sciences, Shatura, Moscow Region, 140700, Russia3e-mail: [email protected]*Corresponding author: [email protected]

3. Affiliation line with two e-mail addresses (one per affiliation)

V. G. Niziev 1,* and R. S. Chang 2


Sciences, Shatura, Moscow Region, 140700, Russia ([email protected])*Corresponding author: [email protected]

4. Affiliation line with two e-mail addresses (neither identified as the

corresponding author; use this approach when two corresponding authors are

required by the author)

V. G. Niziev, 1,3 R. S. Chang, 2 and A. V. Nesterov 2,4


Sciences, Shatura, Moscow Region, 140700, Russia3e-mail: [email protected]: [email protected]


5. Affiliation with one author and one affiliation


V. G. Niziev

National United University, Miao-Li, 36003, Taiwan ([email protected])

OSA journals give all author names, then all affiliations.

Authors may have more than one affiliation, which is indicated by numerical

superscript footnotes (one per affiliation).

Follow the author for the order of "Department," "School," etc. within an affiliation.

Affiliations can be stetted as provided—unless the author is inconsistent with style

(e.g., terms spelled out in one line of the affiliation but abbreviated in another).

The corresponding author is identified with a superscript asterisk; the corresponding e-

mail should be tagged "<email>[email protected]</email>", given as the

final item in the affiliations list, and preceded by the words "Corresponding author:"

Countries, including USA, must always be included in the affiliation.

To resolve questions as to the correct citation for a country or region, a Country List is

available. Two-digit country codes must be included in the country tag: for example, <country

country="FR">France</country>. For correct code citation and for countries not in the

Country List, refer to the Count ry Names and Code Elements list.

Author Notes: An author note is equivalent to an end note; the note appears at the end of the

entire paper, just before the acknowledgments and funding. It is marked with a superscript

dagger (†). The author note is typically used to indicate that multiple authors contributed

equally to the paper. If the authors have used the note for another purpose, please check with

your immediate supervisor. In the XML, the note will appear within the <author-notes> tag

near the front of the paper. The system will then display the note in its proper place in the

resulting PDF.

Article History


Article history is displayed above the abstract.

Received, revised, accepted, and posted dates are provided in the manuscript starter file.

Errata, introductions, editorials, and publisher’s notes do not have posted dates. Other paper types will sometimes not have posted dates. In most cases if one is missing it is intentional; discrepancies can be solved in production.

Note that not every paper has a revised date.

The published date is added when final files are delivered; a placeholder appears in production.

EXAMPLE

Received 14 March 2017; revised 3 July 2017; accepted 12 July 2017; posted 4 August 2017

(Doc. ID 257351); published 13 December 2017

Abstract and Copyright

Abstracts are set justified and do not include the label "Abstract."

The abstract should be a single paragraph.

If another publication is referenced in the abstract, abbreviated information (e.g.,

authors, journal, volume number, first page, year) must be given in the abstract itself

without a reference number this way: Opt. Lett. 31, 1753 (2006). Do not enclose the

reference information in brackets unless it is parenthetical by nature: “…in an earlier

publication [Opt. Lett. 31, 1753 (2006)].”

The first reference cited in the main text will be [1].

Ensure that the reference cited in the abstract is also included in the body of the paper

and in the reference list.

Do not start counting references from the abstract.


EXAMPLE

A technique capable of calculating near-field, continuous phase diffractive optics

(or phase plates) without phase dislocations and with optional far-field, speckle-

spectrum control is introduced . . . . Application of these phase plates on the

OMEGA and National Ignition Facility laser systems would produce well-

controlled far-field spot shapes. High-pass phase-plate designs are compared with

designs where the far-field spectrum is not controlled. © 2017 Optical Society of

America

OCIS Codes and Keywords

A manuscript must contain two to six OCIS codes.

Query the author if adequate codes are not provided.

Note that codes 000.0000 and 999.9999 are placeholders and should be removed.

Duplication of final four digits in a code is allowed. If there are no OCIS codes in the

source file, the OCIS codes in the xml starter file should be used.

OCIS codes must appear with both number and definition, e.g., (140.7040) Laser

trapping; (350.4855) Optical tweezers or optical manipulation.

EXAMPLE

OCIS codes: (140.7040) Laser trapping; (350.4855) Optical tweezers or optical manipulation.

Section Heads

Except where style is all caps, use initial caps for each word, with exception of articles

and prepositions.

Acronyms are permitted in heads if previously defined or if defined in the section


immediately following the head.

Heads should not begin with an article.

One subhead is allowed beneath a main or higher head.

The first paragraph after head is flush left.

Optics Letters does not use headings in the main text.

All journals use headings for "References," “Funding,” and “Acknowledgment.” There

are run-in bold heads for those sections in all journals.

Heads are standard across all titles that use them (AO, JOSA A, JOSA B, Optica, AOP):

1. LEVEL 1

2. Level 2

3. Level 3

Text

The author may refer to his/her work as "in this paper/article" or "in this Letter"

(the latter for Optics Letters and for letters in Optica). Do not change this

wording.

In text, follow the author for prefix and suffix style. Maintain consistency, and

change only in instances of inaccuracy or ambiguity. For example, “preformed” and

“preformed” are both acceptable, but “pref-ormed” is not.

"New/novel" is acceptable in text; however, discourage use in titles.


ListsIn-text lists should indent first line of each item; runovers should be flush left. Items may be

labeled with standard bullets, numbers, letters, etc., as submitted. Labels with parens should

use both right and left parens, e.g., (1) not 1).

Scientific Notation

Scientific notation when used should appear consistently throughout a manuscript.

Familiarity with metric [International System of Units (SI)] and nonmetric units and

with standard scientific notation is essential, as is the ability to use judgment in

enforcing standard usage.

It is not necessary to convert non-SI units (e.g., Torr to mB; Å to mm).

In general, stet author-provided units; however, query if unit citation seems inconsistent.

Measurements that use imperial units (e.g., inches or feet) should be converted to SI

units, except when they refer to a type of apparatus, such as a 3” lens. Ask the author

to make the conversion.

Table: Standard Units of Measure and Their Abbreviations (pdf)

Displayed Equations

Displayed equations should be punctuated like sentences.

Treat display equations as if they are part of the text that precedes and follows them

for the purpose of punctuation.

Equations are generally numbered (1), (2), (3), etc., although alternate numbering such

as (1a) or (1') for multipart equations or (2.1), (2.2) with section designation is

acceptable and should not be changed.


Primed parts of equations, e.g., with Eqs. (1) and (1'), do not need to appear in sequence.

Equation numbering in an appendix should be prefixed with appendix designation, e.g.,

(A1) or (A.1) for Appendix A.

EXAMPLE

We use the formulas

n−1=𝜆𝜀n−1=λs1(N1+ε1), n−1=𝜆s1 (N2 +𝜀2 ),

where . . .

In-line Math

As with other scientific notation, math should be treated consistently within a manuscript. Do

not make any changes without a compelling need to do so for consistency, and always query

the author.

Specific guidelines on math notation:

Single-letter variables should be italic.

Words, abbreviations, and acronyms should be roman; however, stet italic if

author has used consistently throughout.

Follow the author for derivative "d" format. Ensure consistency for roman or

italic style if the author is inconsistent: ∫ . . . d x

Preferred vector notation is boldface for threespace vectors B and italic with "hat"

for unit vectors.

Do not change overarrows or similar notation if the author has been consistent.

Note that authors sometimes use bold italic when either bold or italic is meant.

Change to bold or italic, as appropriate, if intent can be determined. Query author

during copyediting if unsure.

Roman functions should be set off front and back with a thin space except when


preceded or followed by fractions or brackets: cos x, exp( i + s).

Tables

Table parts, such as 1(a), are not permitted.

Table titles follow the format used for second-level heads with regard to capitalization

and treatment of acronyms: initial caps for each word except for prepositions and

indefinite articles; acronyms can be used instead of the spelled-out term if spelling out

the term would produce a very long title.

Internal rules are not generally used but are acceptable to add clarity and should not

be changed if used sparingly. Vertical rules should not be used.

Single rules should appear at table top and bottom and after column heads.

Avoid lengthy table titles; if the title, i.e., defines terms or contains clauses, move

that information to a footnote. Table footnotes are indicated with lowercase, italic

letters. Example:

Table 1. Fit Parametersa

aThe high-frequency relative permittivity is b∞ =c′ 13 ≈2.08212(2). The

significant digits are provided for data reproducibility purposes. The values in

parentheses indicate the uncertainties propagated from the transmission residuals.

All words in column heads are initial capped, except for prepositions and

indefinite articles.

Figures and Captions

Labels in a figure caption do not need to match those in the figure, but they should be

consistent within one or the other. If a figure has a) and b) as labels, there is no need to

add parentheses to the labels in the figure. In the figure caption, however, the parts

should be labeled (a) and (b).

Do not change the labels in the figure; adhere to the rule about using the opening

parenthesis for labels in the text. In the unlikely event that labels are used in the


caption/text but not in the figure, contact OSA for instructions. Check spelling in

figures. British variants do not need to be changed.

Open Access

Tagging example: <license license-type="open-access"><license-p>generic-

open</license- p></license>

The <license-p> tags for the following article types should automatically be set to

“generic-open”:

Introduction, Editorial, Errata, Tutorial

The <license-p> tags for all articles in the following journals should automatically be set

to “author-open”:

Optica, Photonics Research

The <license-p> tags for all other articles should automatically be set to “closed.”

Supplementary Materials

Supplementary Material files (Visualization, Dataset, Data File, Code, and Document) should

be treated according to the guidelines found here. NEW: Tagging examples for the XML

starter file and for the final XML file can be found here.

References

References should be styled according to Styling Citations for OSA Journals (pdf).

Note that issue numbers should appear only for periodicals that restart

pagination sequence with each issue.

In Optics Letters papers and in Optica letters, journal references should not include

the ending page number or the article title.

In-text Citations. References should be bracketed and set baseline. Citations such as "In Ref.


10" should not be used. It should be "In Ref. [10], Smith et al...."

Use the CrossRef Title List site to determine/verify correct journal information, e.g.,

title/title abbreviation.

Funding Section and Acknowledgment

The back matter of a paper can consist of (1) a funding section and (2) an

acknowledgment.

An acknowledgment is not required, but a funding section is if the paper has funding

information associated with it.

The funding block should contain only (1) each funding source (with the official

name and abbreviation from the CrossRef Funding Data list whenever applicable)

and (2) any award ID associated with a funding source. No other extraneous

language is needed.

However, if the author has provided extraneous information, such as a description

of the program sponsored by a funder, that information can appear in the funding

block but outside any funding-source and award-ID tags.

The acknowledgment is for crediting individuals who contributed to the work being

reported or clarifying who received funding from a particular source, or for other

information that does not fit the criteria above for the funding block.

There will sometimes be some overlap with the funding information, and that should be

allowed. However, strip out anything in the acknowledgment that merely repeats the

funding block. Important: if you find a funding source in the acknowledgment that is

not represented in the funding block, move the additional information to the funding

block. It is important to ensure that all funding sources are represented in the funding

block.

Detailed examples are presented here. Refer to this page to ensure that funding is


represented accurately, as it is a critical part of the article.

Grammar, Spelling, and Punctuation

Grammar. Enforce basic rules of standard English. A good standard reference is The American

Heritage Book of English Usage . However, be intelligent and liberal in reading the rules; avoid

fussiness. Clarity is more important than strict correctness. Above all, do not make changes if

the author is using clear, standard English.

Spelling. If a word is spelled incorrectly, the copyeditor should fix it. Use The American

Heritage College Dictionary, Fourth Edition, and Table: Correct and Preferred Spelling (pdf)

to resolve spelling discrepancies. However, do not change an author’s preferred spelling if

there appears to be a well-considered choice for a particular variant. An exception is British

spelling: change it to American spelling except in references or in place names (e.g., Centre,

Defence).

Always be sure that spelling is corrected in all figures.

Acronyms and Abbreviations

Acronyms

Acronyms generally should be defined at first mention in the text (do not define in

titles, section heads, or references).

An acronym may be used even if it occurs just once in the manuscript, as long as it's

defined. Copyeditors should define acronyms only when they can do so with a high

level of confidence and should always query the author to confirm.

A number of acronyms (such as UV for ultraviolet) are well known to the optics

community and do not need to be defined, although copyeditors should not remove

definitions that authors provide.


See Table: Acronyms That Do Not Need Defining (pdf)

Abbreviations

(Note: the following supersedes the old, external table of abbreviations.)

Abbreviations in superscripts and subscripts should not be spelled out.

Abbreviations in the article title should be spelled out, unless doing so would make

the title very long (more than three lines; some judgment may be required).

Abbreviations in tables should be defined in either a table footnote or the text prior

to the table’s first callout.

Element and chemical-compound symbols do not need to be spelled out and should

be set in roman type.

Latin-based abbreviations, such as e.g. and i.e., should never be spelled out.

In general, follow the author’s stated text unless an inconsistency or inaccuracy is encountered.

Textual Citations

Displayed Equations

Use "Equation(s)" at the start of a sentence and "Eq(s)." otherwise. Authors may refer to

displayed math expressions as inequalities, etc.

Figures

Use "Figure(s)" at the start of a sentence and "Fig(s)." otherwise. Special numbering is not

used in appendices. For subfigures, use the format Fig. 1(a), though variations such as Fig. 1A

in text and captions are acceptable if used consistently.

References

OSA uses bracketed, numerical reference callouts.

References should be numbered consecutively in the order in which they are


first referenced in the body of the paper.

Two reference callouts [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].

Footnotes (notes at the bottom of text pages) are not used in OSA journals; they

should either be incorporated into the text or set at the back with the references as an

endnote.

When reference authors are mentioned in the text, use surnames only and use “et al.”

and the first author surname when three or more authors are given.

Sections and Subsections

Authors may refer to either, for example, Section 2.A or Subsection 2.A as long as they

are consistent. If it is necessary to impose consistency, use whichever occurs most

frequently.

Tables

Spell out "Table(s)" in all cases. Special table numbering is not used in appendices.

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