ADS Author Help
The following information is provided to assist authors with using the Publications All-Digital System (ADS). Also see the comprehensive Author Information, available from the Author tab of each journal's home page.
|Logging In and Out||Online Submission|
|Manuscript Tracking||File Upload|
|Copyediting and Page Proofs||Manuscript Decisions|
To access the Author area of the ADS online system, you will need to log in with your e-mail address (as recorded in OSA's database) and your OSA password. Authors who do not have an OSA profile will need to create one before submitting a paper. A log out link is available in the navigation bar at the top of the screen.
Please be sure to log out of the Author area when you have completed the task or wish to return later to do so.
To view the current status of your manuscript, log in to the ADS from the appropriate journal page. After logging in, any papers for which you are the corresponding author will be displayed:
- ID number links to current PDF version of your manuscript.
- Title links to status page, which lists all activities performed on your manuscript, with links to any tasks that require action on your part.
In addition to the online tracking service, we use e-mail notifications to inform you when various actions are pending. If you suspect that e-mail from OSA is being blocked by your e-mail software, please contact your IT administrator.
All papers are accepted subject to editing to ensure readability and conformity to journal style. If a student-level reader might find your English difficult to understand, please have a colleague who is fluent in English edit your paper before you submit it to OSA.
Authors will receive page proofs of their papers; typically, authors are prompted by e-mail to log in and access PDF proofs from a vendor website. Corrected proofs should be returned the OSA Editorial Department as soon as possible, preferably within 24 hours of receipt, to avoid publication delays.
The following information should be provided during manuscript submission:
Tell us how to communicate with you about your manuscript. Select either your business or your personal address as point of contact. This will import the address that OSA has on file. You may edit the address as needed for communications regarding the submission in progress. To update your address in OSA's database please select the Update Address button.
- Use the form to enter the names and affiliations of all authors.
- Use the dropdown menu to indicate the author sequence on the title page. [For example, if an author, R. Douglas, should appear second on the title page, select 2 from the dropdown menu.]
- You may also Edit or Delete additional authors before proceeding to the next step of the submission process.
In the next screen use the blank fields and dropdown menus to provide information about your paper (title, abstract, keywords, etc.). These details will help OSA staff direct your paper to the appropriate topical or feature editor and aid them in matching your paper to suitable reviewers. Note: If your abstract contains special characters, avoid using the Symbol font because it may not display properly in a web browser.
If your submission is for a feature issue please select the feature topic from the dropdown menu. If you do not see your topic listed please contact Manuscripts Staff. Additional information regarding Features can be found on the About page.
Errata. Corrections to a previously publishedpaper
Comment. The main purpose of a comment should be to point out and to correct significant errors or deficiencies in papers, to clarify or to extend the implications of a paper, or to take issue with the conclusions reached. Comments whose primary purpose is to discuss issues of priority or to call attention to oversights in a reference list will generally not be considered publishable. The comment should be substantive and collegial in tone. Polemical comments will be rejected.
Reply Authors of a paper being commented on have the opportunity to send a Reply. The Reply is generally published with the Comment if both are accepted for publication.
Continuation. Continuation of a previously submitted/published paper (e.g., Part I, Part II)
We require that you select a minimum of two OCIS keywords for your paper. Aside from indexing purposes, we use OCIS keywords to aid us in matching your paper to reviewers. The OCIS index is formatted with top-level categories and subtopics. Therefore, first select the general category (identified with a three-digit code) of your paper, and then select a specific keyword (identified with a seven-digit code). A full-text search of the OCIS Codes is available.
Use the Add More OCIS Codes button to enter more keywords for your paper as needed. You may also provide freeform keywords that do not appear in the OCIS list.
Your uploaded file will be converted to PDF for use in peer review. (Use of OSA Word and LaTeX templates is strongly encouraged).
Image files for production can be sent to the appropriate e-mail alias (see the About tab of each journal site).
Upon completion of peer review, the topical editor will issue a decision on your manuscript, which you will receive via e-mail along with reviewer comments. The standard decisions are as follows:
- Accepted with optional revisions
- Accepted with mandatory minor revisions
- Major revisions required
If a paper is accepted or returned to an author for revision, we will typically include a list of mandatory format or style corrections with the decision letter. These comments will be labeled as the "Preproduction Review."
- Manuscripts returned to the author for revision should be returned to OSA within two months of the decision notification.
- Address the reviews directly and describe clearly any changes made. Please also include your reasons, if applicable, for disagreeing with any of the reviewers' points.
- Prepare your manuscript and figure files and response to reviews in the formats that are compatible with the Web-based electronic submission system:
- We require the manuscript source files (i.e., Word or TeX) for production (see Word and LaTeX templates).
- We usually require figures files to be in EPS or TIFF format. See the OSA Guide to Preparing Electronic Artwork for details. The figures will be submitted separately for accepted manuscripts. However, it is still necessary to embed figures within a word processing file to enable our system to create a complete PDF for tracking purposes.
- Please label figures according to figure number. For example, if Fig. 1 has multiple parts, such as (a), (b), (c), then we prefer that you submit all parts together within one figure file and scale them to the size that they will appear in print. The appropriate file name would be Fig. 1A-C.
- Use the file upload function to submit your manuscript.
- Use the comment text box to insert your response to reviews and any other remarks for the editor or staff. You may copy and paste the response from a word processing file.
- Use the designated comment text box to indicate which (if any) figures have color.