OSA's Digital Library

Optics Express

Optics Express


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 Manuscript Decisions
Comment Papers Manuscript Revisions

Logging In and Out

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.

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Manuscript Tracking

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.

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In some cases, copyediting may be a requirement for manuscript acceptance. If your manuscript is required to be copyedited, you may find your own copyeditor or you can use OSA's copyediting service for $20.00 per page. Authors will be responsible for payment of the additional fee if they chose to use OSA's copyediting services. If you use OSA's copyediting service, your manuscript will be copyedited after you submit your content revisions. If you decide to use your own copyeditor, you manuscript must be corrected before you submit your revisions.

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Online Submission

The following information should be provided during manuscript submission:

Corresponding Author Information

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.

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Add Additional Authors
  • 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.

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Manuscript Details

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.

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(1) Focus Issues

If your submission is for a focus issue please select the focus topic from the dropdown menu. If you do not see your topic listed please contact Manuscripts Staff.

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(2) Related Papers

Errata. Corrections to a previously published paper

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)

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(3) OCIS Classification

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.

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File Upload

Your uploaded file will be converted to PDF for use in peer review. (Use of OSA Word and LaTeX templates is strongly encouraged).

Multimedia files can be submitted after you upload your manuscript. To ensure accurate viewing ability of these multimedia submissions by reviewers, editors and the reading community, QuickTime, AVI, GIF and MPEG movies are accepted. There are a variety of software applications to aid in creating this file format. Optics Express accepts the following QuickTime compressor types: Video, Graphics, Animation, Photo JPEG, Cinepak, and None. The following multimedia guidelines will help with the submission process:

  • 2.5 MB is the recommended maximum multimedia file size. Smaller is better.
  • 512 x 320 pixels (width by height) is the recommended screen size.
  • Insert a representative frame from each movie in the manuscript as a figure.
  • Include the file size of the multimedia file in the figure caption.
  • All QuickTime Movie file names must end with .mov, and AIFF audio files must end with .aif extensions.

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Manuscript Decisions

Upon completion of peer review, the assocaite 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
  • Accepted with revisions
  • Rejected

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."

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Comment Papers

Comments on articles previously published will be considered. A comment should occupy no more than two journal pages including title, author list, tables, figures, and references. The abstract should be brief. The comment should be substantive and collegial in tone. Polemical comments will be rejected. 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 not be considered for publication.

If a Comment is accepted for publication, it will be forwarded to the authors of the article being commented on to allow them an opportunity to submit a Reply. If the Reply is accepted, both Comment and Reply will be published together in most cases.

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Manuscript Revisions

  • Manuscripts returned to the author for revision should be returned to OSA within 14 days 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:
    1. We require the manuscript source files (i.e., Word or TeX) for production.
    2. Manuscripts must conform to one of the program-specific templates (see Word and LaTeX templates).
  • Submit all files via this online system.
    1. Use the file upload function to submit your manuscript.
    2. 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.
    3. Use the multimedia file upload to delete or replace movie files.
  • A revised manuscript received later than the deadline will be given a new receipt date.

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