Overview of the Paper Flow Process

The ASME Conference Toolbox is a web-based planning tool that allows conference organizers and potential authors to submit and manage their technical content online. Once an author submits a paper, he/she initiates the process of reviewing and accepting technical papers for publication and presentation at the conference.

Author submits an abstract to the conference website

• The author will create an account, supply a paper title and abstract in plain text and submit it to the most appropriate area of interest.

• Additional authors can be added to the paper (if needed).

• On-screen and email confirmation of a successful submission

• The author can submit additional abstracts or update a submitted abstract. (Abstracts can be updated until they are placed under peer review. Once an abstract is accepted, the ability to update it will be available at the time of draft paper submission.)

Initial review of a submitted abstract

• A Track and/or Topic Organizer will review the abstract(s) and accept or reject it.

• The author will be notified of the abstract status via email.

• If the abstract is accepted, a draft paper should be submitted for review.

Assignment of accepted abstracts to sessions

• A Track and/or Topic Organizer should assign accepted abstract(s) to a session.

• If the Track and/or Topic Organizer does not feel the abstract should be included in their area, they have the option to reassign it.

Author submits a draft paper and author biography

• Upon abstract acceptance notification, the author should submit a draft paper (in PDF format) for review.

• The author can also supply an author biography (for the presenting author) and/or update the paper title if needed.

• A confirmation will be sent via email when the draft paper has been successfully uploaded.

• The draft paper can be updated until a reviewer has been assigned to the paper. To update a draft, the author can re-submit a new PDF - the new file will overwrite the existing one.

Session Organizer assigns Reviewer to draft paper

• A Session Organizer can assign as many reviewers to a paper as needed. An email will be sent to each reviewer, notifying him or her that they have been chosen to review a paper. Login information and instructions will be provided for the reviewer.

• While a paper is under review, the author does not have access to update it.

Reviewer conducts review

• The reviewer(s) can view the draft paper and read it on screen, or save the draft and read it later.

• Once the paper has been read, the reviewer should complete the online ASME Review Form and provide revision comments.

Session Organizer accepts/requests revision/rejects paper for publication

• The Session Organizer will look over all review comments and add their own comments.

• The Session Organizer accepts, requests a revision of the paper, or rejects, and the author is notified via email. If a revision has been requested, the Session Organizer will review the revised paper. (A revision can only be requested and submitted once through the toolbox.) If accepted, the author will be able to submit a final paper for publication in the conference proceedings.

Author submits publication forms

• Author must submit the completed copyright form to ASME Headquarters directly (instructions provided in the email confirmation).

• For more information about the copyright form please go to http://www.asme.org/Publications/ConfProceedings/Author/Copyright_Transfer_3.cfm.

Author revises draft per review; Author submits final paper

• The author revises their draft paper per the reviewer(s) comments.

• if a revision was formally requested through the website, the author will submit a revised draft paper.

• The Session Organizer will then re-review the paper and accept/reject the paper.

• if the draft was accepted the author will submit a final paper. NOTE: Even if a draft paper is accepted without additional corrections with author still MUST submit a final PDF.

• The author can upload the final paper through their author account.

• The final paper title and/or abstract should be updated at this time to reflect the final paper.

• All co-authors should be added tot he website if not already listed.

• An e-mail conference will be sent stating that the final paper was successfully submitted.

Author attends conference and presents paper

• The intent to participate in the conference is assumed when submitting an abstract/paper. The author is expected to attend the conference and present the material.