ASME Journals Digital Submission Tool

Final Submission

Preparing and Submitting Your Final Digital Files

These author guidelines contain information to assist the user in preparing and submitting the final versions of technical and non-technical works that have been accepted for publication in an ASME journal.

Following these instructions for the preparation of the production-ready files of your accepted paper will eliminate any delays in the publication of your paper.

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The Editor’s office will review all the files that are submitted and Approve or Disapprove them prior to the paper moving forward into production for publication.

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Co-Author Information
It is essential that all co-author name and contact information be input into the Journal Tool database prior to submitting the final production-ready files. The steps necessary are:

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• Log into account

• In the menu go to Author Center -> Paper Status

• Click ADD in the Options column of the Active Papers Author Information table.

• If your co-author has an existing account in the ASME Journal Tool, you will only need to enter the email for that account, hit return, and the form will populate with the information pulled from the database.

• If your co-author does not have an existing account, the required fields of the form will need to be filled out.

• After entering your co-authors, you will be able to specify roles and publication order. This can also be done by clicking ROLES & ORDER in the Options column of the Active Papers Author Information table.

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Each technical work must be accompanied by a completed and properly executed transfer of copyright form. Please see more details under Copyright Transfer. Papers will not be published without an approved Copyright Transfer agreement.

Technical Submissions

The final versions of accepted papers and technical briefs will be uploaded to the site in the order shown:

• PDF of the complete paper

• Text-only file(s) (Word, LaTex)

• Graphics file(s) (one file for each figure) in TIFF or EPS format

• Note: ASME is currently accepting .doc files but not .docx

I. COMPLETE PAPER (PDF FILE)

The PDF should include every item listed in the following order:

1. paper title
2. author(s) info (affiliation, address, email)
3. abstract
4. text: single column and double spaced
5. references in ASME format (both in text and on reference pages)
6. list of table captions
7. list of figure captions
8. tables, each on separate page
9. figures, each on a separate page – labeled i.e. fig1.eps, fig2.eps…etc., or fig1.tiff…etc.
10. footers (every page) containing corresponding author's name, Paper#, and page number

II. TEXT-ONLY FILE(S)

The text-only native format file should include:

1. Same items, order, and format as the .pdf file, except NO FIGURES.
2. ASME is currently accepting .doc files but not .docx
3. A single LaTeX .tex file should be uploaded. The LaTeX template for ASME Journal Papers can be downloaded at http://iel.ucdavis.edu/code/ASME/journals-1.0.html

Submitting Text

• The text file(s) must be submitted (uploaded) second (after the PDF file of the complete paper and before any graphics files) 

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III. PREPARING GRAPHICS

General

• Always print each graphic file to check quality before submitting. This is essential with color graphics that will be reproduced as black-and-white in print. See section on Color Graphics below.

Convert Word or Microsoft Office Files to TIFF, PS, or EPS

• Save each figure as a separate file within the application (Word, PowerPoint, etc.).

• Covert each to PDF using Adobe Acrobat

• Use “save as” and choose TIFF or EPS from within Adobe Acrobat for each file.

Note to Microsoft Word 2007 Users

• At this time we do not accept the .docx file format created by Office 2007/2008. Please back save all Word .docx files to the previous .doc file format (Word 2003) using SAVE AS, and submit the resulting .doc file rather than your .docx version.

• Equations built with MathType or the Equation Editor 3.0 will be completely usable.

• Equations built with Microsoft Math Editor will convert to low resolution graphics during the back save and will have to be re-keyed.

• To use MathType or Equation Editor 3.0 in Word 2007: Select OBJECT on the TEXT section of the INSERT tab and select MathType/Equation Editor in the drop-down menu.
  

Multi-Part Figures

• Whenever possible, multi-part figures should be submitted as a single file.

File Naming

• For auto-processing of figures, the file name must include "figure" or "fig" followed immediately by a number. There may be an underscore between fig/figure and the number. A letter may follow the number if a multi-part figure.

TIFF Format

• Use SAVE AS function within native application

• Use for bitmap graphics

• Set resolution to 600 dpi for line art, 264 dpi for halftones (photographs), and 600 dpi for combinations

• If necessary, set color mode to CMYK (Cyan, Magenta, Yellow, Black)

EPS Format

• Use SAVE AS function within native application

• Use for vector graphics

• Set resolution to 600 dpi

• If necessary, set color mode to RGB-encoded at 8 bits/channel

Sizing

• Graphics should be the same size as they should appear in journal.

• Single Column Width: 8 cm (3.25 in., 20 picas)

• Double Column Width: 16 cm (6.5 in., 40 picas)

• Maximum Length: 23 cm (9.5 in., 57 picas)]

Cropping

• Remove any extra white space from around the image.

• Do not include borders.

Color Graphics

• Color graphics will be used in the on-line version of the journal if supplied.

• All graphics will appear in black and white in the print version of the journal unless color costs are paid, see Publication Charges.

• Color figures can reproduce very poorly in black-and-white with necessary information being lost: prior to submission, print color figure files on a black-and-white laser printer to see if they will reproduce well in the print edition of the journal.

• Please note: a single source file is required for the system that produces the output for the print and online versions of the paper. If the black-and-white version of a color figure loses required information when converted, a single black-and-white figure that contains all of the required information should be submitted.

Fonts

• True Type: Arial, Helvetica, Times New Roman, Courier

• Adobe fonts

• Embed in graphic

• Font Size: 6 pt or larger. WATCH: If figure is reduced, font can become illegible.

Miscellaneous

• Line weights should be  0.5 pt - 1.5 pt in thickness. WATCH: line weights below 0.5 points will disappear.

• Upload files in order.

• Whenever possible, each figure should be one file and not submitted as multiple parts.

• A graphic file cannot exceed 15 MB.

Non-Technical Submissions

The final versions of non-technical submissions (discussions and closures, editorials, book and software reviews, announcements, etc.) need to be prepared as noted below.

FORMAT

• Discussions and closures, editorials, announcements, call for papers, and other text-oriented submissions must be submitted in both PDF and native formats. Word and LaTeX are currently accepted. Note: .docx files are not currently accepted.

• Non-Technical Submissions must be submitted as noted above under Technical Submissions if they contain both text and graphics.

• Special sections such as the Solar Scenery or Heat Transfer Gallery items should be submitted in PDF format and as individual graphic files.

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UPDATING FILES AFTER SUBMISSION

• Files can be re-uploaded and replaced until the Editor reviews and Approves or Disapproves them for production.

• To update submitted files, after logging in click UPDATE in the Options column of the Current Paper Status table for that paper, and then click RESUBMIT or DELETE in the Options column of the Final Manuscript Files table.