Author’s Guidelines for the Transactions of the Institute of Electric Engineers of Japan

(This guidelines revised and came into force on April 2014)

[1] Rules for Submission
1. Categories and Scopes of the IEEJ Transactions
Transactions of the Institute of Electric Engineers of Japan (IEEJ) are important source of information delivered to the society members directly. The authors are advised to read the guidelines before submission as all submissions to the IEEJ Transactions are processed according to these guidelines. The IEEJ publishes several Transactions and each of them has each category and scope. Attached Table 1 indicates the IEEJ Transactions their categories and scopes.
2. Types of Submission, Requirements, and Definition of Released Publications
There are four types of submission for the IEEJ Transactions: Paper, Technical Note, Letter and Discussion, (however, there are two types of submission for IEEJ Transactions on Electrical and Electronic Engineering, hereinafter referred to as “TEEE”: Paper and Letter.) All Papers, Technical Notes, Letters and Discussions should satisfy the following individual requirements 2.1 thorough 2.4, and those contents should be in accordance with Code of Ethics and Code of Conduct for the IEEJ. As for “Released Publications”, it’s defined in 2.5.
2.1 Requirements of Paper
Papers published in the IEEJ Transactions should have the contents that contribute to the scientific research or technology in the electrical engineering, and should satisfy at least one of the following requirements (1) through (3), and the three essential requirements (4), (5), and (6) below.
(1) The paper is objectively judged to have creativity. (Creativity)
(2) The paper is objectively judged to have originality. (Originality)
(3) The paper is useful to the development of the scientific research or the technology. (Usefulness)
(4) The paper contains no obvious error.
(5) The paper is non-problematic with respect to copyright laws.
(6) The paper should not be published in the released publications prior to submission to IEEJ.
However, in the following cases, the author may still submit the paper as a new paper.
(a) Paper that had been previously published in the meetings or symposia or any such similar meetings, sponsored or co-sponsored by the IEEJ prior to submission in the IEEJ Transactions.
This paper should also be non-problematic with respect to copyright laws.
(b) Paper that expands the Letter previously published as recent news in the IEEJ Transactions.
2.2 Requirements of Technical Note
Technical Notes to be published in the IEEJ Transactions must not be published in the released publications prior to submission to the IEEJ, should be non-problematic with respect to copyright laws, and must meet one of the following criteria.
(1) Systematic analysis of the existing theories.
(2) Test results, test criteria, numerical tables and technical practice with universal interest.
(3) Comprehensive report of scientific or technical topic that is worth specific attention at the time.
(4) Other topics that are deemed to have scientific or technical contributions.
Authors may submit the contents, as a Technical Note, which had been previously published in the meetings or symposia or any such similar meetings, sponsored or co-sponsored by the IEEJ prior to submission in the IEEJ Transactions. This Technical Note should also be non-problematic with respect to copyright laws.
2.3 Requirements of Letter
Letters to be published in the IEEJ Transactions must not be published in the released publications prior to submission to the IEEJ, should be non-problematic with respect to copyright laws, and must meet one of the following criteria.
(1) Recent News on a creative new research or technical developments.
(2) Recent News on an original scientific study or technology.
Authors may submit the contents, as a Letter, which had been previously published in the meetings or symposia or any such similar meetings, sponsored or co-sponsored by the IEEJ prior to submission in the IEEJ Transactions. This Letter should also be non-problematic with respect to copyright laws.
2.4 Requirements of Discussion
Discussion of Paper, Technical Note and Letter and the responses from the author constitute Discussion. Authors should directly state the point of argument with only a short preamble and discover the truth. Discussion should state only what is relevant to the original article and should not touch upon items disrelated to the paper.
2.5 Definition of Released Publications
“Released publications” in these guidelines refer to the books and journals sold in Japan or elsewhere, and journals with reviewed papers published by institutes and associations.
If the paper or the article has been previously published in printed publications other than the released publications, and is non-problematic with respect to copyright laws, the author may submit it as a new Paper, Technical Note, or Letter. However, the author should clearly state in the manuscript that the work has been previously published, and the published manuscript must be attached to the manuscript submitted to the IEEJ, provided, however, that the attachment shall not be necessary if the paper was made public in technical meetings sponsored or co-sponsored by the IEEJ.
3. Qualifications of the Authors
Submissions from both members and non-members of the IEEJ are welcome. However, the applicable publishing fees for the manuscript authored by only non-members of the IEEJ are different from those submitted by authors including an IEEJ member. (Refer to [4] 1.)
4. Copyright
(1) Copyright, which is specified in Rules on Copyright of the IEEJ, of all Papers, Technical Notes, Letters and Discussions, appearing in the IEEJ Transactions shall belong to the IEEJ. Thus, the authors who will submit Papers, Technical Notes, Letters and Discussions have to transfer a copyright, which is all of the rights stipulated in the provisions from Article 21 to Article 28 in the Copyright Law of Japan, to the IEEJ at initial submission. The IEEJ considers that all the authors have read and understood the description of Copyright in the Author’s Guidelines for the Transactions of the IEEJ, and transfer the copyright to the IEEJ in agreement with all the items upon the completion of submission through the IEEJ Paper Management System on the Web. Please contact the IEEJ Editorial & Publishing Section about how to transfer the copyright which unable to submit thorough the IEEJ Paper Management System on the Web. (e.g. Discussion.).
However, the following rights will remain with the authors after the copyright transfer.
(a) All rights other than the copyright, such as patent rights.
(b) The author’s rights to use the work as part of compiling a biography of his/her work.
(c) The author’s rights to reproduce copies of the work for non-commercial use. (e.g. for educational material.)
(d) Other uses of the work that will not infringe upon the Copyright Law of Japan.
(2) Authors must not submit or publish the Paper, Technical Note, Letter and Discussion containing the same contents to multiple publications. When the Paper, Technical Note, Letter and Discussion are rejected for publication, the copyright transfer to the IEEJ becomes invalid from the moment the decision is made to reject.
(3) Authors should be noted the following items in copyright transferring.
(a) Authors should take full cautions in quoting articles from another work to avoid any infringement of copyright. A written permission to reproduce must be obtained without cost when copyright permission is required.
(b) All the persons who have made substantial contributions to the work shall appear as authors.
(c) An agreement for publication shall be obtained in cases where it is necessary from a person having appropriate authority in any organization to which authors belongs.
[2] Manuscript Preparation
1. General Remarks
The IEEJ Transactions are public forum for communicating expeditiously and extensively to the members, the results of new research, development and applications that contribute to the scientific research and technology in the electric engineering. When writing a manuscript, the authors should keep in mind the following points to communicate effectively the information valuable and interesting to the members and to ensure that the paper is published in the Transactions promptly.
(1) Ensure that the significance of the subject to be published and the results are understandable to the readers who are the specialists in the field as well as the non-specialists. Special attention should be taken when writing the abstract and the introduction.
(2) Express clearly, omitting the subjects irrelevant to the theme. Check elaborately for any spelling errors or typographical errors. The IEEJ recommends the manuscript to be read by a reliable third person.
(3) Contents of the paper should be presented in a logical order and there should not be any leap of logic in the explanation. Propriety of the hypothesis or the conditions which form the premise of the paper should be considered carefully and the universality should be illuminated.
(4) Summarise the current status of study in the related field, and explicitly define the position of the content to be published.
(5) Express clearly the creative, original or useful aspects of the content to be published. For example, illuminate the points how theory, experimental methods or the results differ from the existing theories, methods or results.
2. Language Limitations
Manuscripts must be written in Japanese or English, provided however when the Program Committee approves, this will not be the case. In the case of submissions to the IEEJ Transactions on Industry Applications, manuscripts must be written in Japanese only. In the case of submissions to the IEEJ Transactions on Electrical and Electronic Engineering (TEEE) or the IEEJ Journal of Industry Applications, manuscripts must be written in English only.
3. Page Limitations (See Table 2)
3.1 Paper and Technical Note
Paper and Technical Note should be 6 pages or less. However, author may use up to the maximum of 14 pages, this is to say that the author is allowed to use 8 additional pages if necessary. When an author submits two articles that are deemed to be of single topic, but divided into two submissions due to the page limitations, the author will be requested to rewrite and combine the two articles.
3.2 Letter
Letter should not exceed 2 pages.
3.3 Discussion
Discussion should not exceed 1 page.
4. Manuscript Format
Manuscript format for Paper, Technical Note, Letter which will be submitted to the IEEJ Transactions (hereinafter referred to as “Paper and Article”) is designated in this chapter. Please contact the IEEJ Editorial & Publishing Section about the format of Discussion.
4.1 Manuscript Preparation
In principle, all manuscript should be prepared using LaTex style file or MS-Word Template for the IEEJ Transactions provided by the IEEJ. The IEEJ LaTeX Style File and MS-Word Template are available for downloading from the following IEEJ website. It is possible to submit your manuscript without using the IEEJ LaTex Style File or MS-Word Template. However, in this instance, applicable publishing fees are different from those of manuscript using the IEEJ LaTeX Style File or MS-Word Template. (Refer to [4] 1.)
the IEEJ LaTeX Style File and MS-Word Template: Paper submission Link
Please ensure the described below when preparing the manuscript using the IEEJ LaTeX Style File or MS-Word Template.
(a) Figures and photographs should be electronically included in the manuscript.
(b) The IEEJ LaTeX Style file and MS-Word Template distributed should not be modified.
4.2 Manuscript Structure
Manuscript should consist of the following contents in the order as specified below. Please format a manuscript in reference to Appendix 1.
(1) Title
(2) Name of the author and the IEEJ membership category of each author
(3) Abstract (Paper and Technical Note: 150 to 200 words, Letter: 100 words.)
(4) Keywords
(5) Clear statement that the paper or article has been previously published (only when necessary.)
(6) Author affiliation and contact information
(7) Text
(8) Acknowledgment (Only in case of necessity.)
(9) Reference
(10) Appendix (Only in case of necessity.)
(11) Author’s biography of each author (This may be omitted in case of Letter.)
(12) Author’s photograph of each author (This may be omitted in case of Letter.)
4.3 Keywords
Select and supply six or less keywords that represent the theme of paper and article. Words should be selected following the criteria below.
(a) Select words or phrases with specific meanings.
(b) Use nouns.
(c) Abbreviations should be limited to those used and understood extensively in Japan and elsewhere. (New words coined by the author should not be used.)
(d) Compound words should be limited to commonly used terms.
4.4 Writing the Main Text
Text should be organized in the following order.
Chapter: 1. Heading
Section: 1.1 Sub-heading
4.5 References
(1) References should include not only the author’s own papers but the works of paper and article written by others, and ensure that appropriate and sufficient list of bibliography is provided. Authors cannot attach any reference material that are related to content of the paper and article at submission.
(2) All references should be numbered and listed at the end of the main text, and the numbers should be noted in the main text with a parenthesized number in superscript, where the reference is made in the main text.
(3) Committee reports and in-house reports not available to public should not be included in the references.
(4) Paper and article under submission should not be quoted.
(5) Reference should be stated in the following manner.
Name of the author(s): “Title”, Name of Publication, Volume, Number, Page (Year and Month of Publication) Include all the author’s names in full. Try to avoid abbreviating the title.
4.6 Figures, Photographs, and Tables
(1) Figures, photographs and tables should be prepared according to Appendix 2.
(2) Captions for figures and photographs should be placed directly below the figures or photographs.
(It is unacceptable without caption as only “Fig. 1.”) Table captions should be placed directly above the table. (It is unacceptable without legend as only “Table 1.”)
(3) All legend in figure, photographs and tables must be in English.
(4) Figures, photographs and tables should be serially numbered.
(5) The size and position of figures, photographs and tables inserted should be clearly legible to the readers and position them at the tops and bottoms of columns. Avoid placing them in the middle of columns.
(6) When a figure does not fill the full column width, do not use the remaining space for text.
4.7 Author’s Biography and Photograph
Use the last seven lines of the text for author biography. In principle, place a facial photo (28 mm (height) by 22 mm (width)) flush left under the name of the author. Following the membership category, write the short introduction. (See page 2 of Appendix 1)
Author may omit author’s biography and facial photograph in the case of Letter.
[3] Submission and Review Process
1. Submission Process
Submission, receipt, review, resubmission, evaluation and submission of final manuscript of paper and article should be made online at the IEEJ Paper Management System on the Web. Author need to access the following URL to take procedure. For details, refer to the Author’s Guidelines on the IEEJ Paper Management System Login screen.
Paper Submission Link
2. Submission
Paper and article are to be submitted electronically via the IEEJ Paper Management System. Authors should be followed the onscreen instructions on the IEEJ Paper Management System on the Web to register the necessary information and submit a manuscript in PDF format. (See Table 2.) If the paper or the article has been previously published in printed publications other than the released publications, and is non-problematic with respect to copyright laws, the published manuscript must be attached to the manuscript submitted to the IEEJ.
For submission of Discussion, please inquire the IEEJ Editorial & Publishing Section.
3. Receipt, Review, Resubmission, and Evaluation
(1) The paper and article submitted are confirmed the registration information by the IEEJ Editorial & Publishing Section, and the author will receive an acknowledgment receipt with a paper ID. However when a paper or an article deviates significantly from the instructions described in these guidelines, the said paper or the article will not be accepted. And, any replacement of the papers and articles would be rejected once they submitted. Any change and addition of the authors would be also rejected once they submitted.
(2) The paper and article submitted will be reviewed in accordance with the “Rules for Paper Screening” by one or two or more reviewers. Based on the comments of the reviewers, the editor in chief evaluates the paper and article, and reports the results to the chairperson of the Editorial Affairs Committee. The chairperson of the Editorial Affairs Committee, based on this evaluation report, decides acceptance or rejection as categorized below, and then notify the author accordingly.
Evaluation A : Publish as it is. (Accept)
Evaluation B: Publish with minor revision. (Accept after minor revision)
Evaluation C: Refer back to the authors for clarifications before decision on acceptance.
(Rereview after major revision)
Evaluation D: Not to be published. (Reject)
(3) Author who received inquiries from reviewers should revise a manuscript and draw up a response paper to the inquiries, and must submit a revised manuscript and a response paper via the IEEJ Paper Management System on the Web within 90 days after receipt inquiries for revision or clarification. (See Table 3.) All corrected places in revised manuscripts should be highlighted or indicated in red letters for easier recognition. In addition to the revised manuscripts, the author should clarify contents of corrections and where corrected per each inquiry from reviewers. Paper and article may be deemed withdrawn when authors fail to submit a revised manuscript and has not responded to inquiries within 90 days after being returned for modification. Submission of the revised manuscript after the completion of withdrawal procedures is considered as a new submission, and receipt, review, and evaluation will be treated in the same way as initial submission.
(4) Notification of acceptance will be sent to the author if the submitted manuscript is accepted for publication in the IEEJ Transactions.
(5) Notification of rejection will be sent with reasons for the rejection if the manuscript decided to be rejected. If unable to accept the reason for reject, authors can protest in writing up to two times.
(6) Paper screening procedure follows the steps described above and the IEEJ Editorial Affairs Committee shall not be held responsible for any liabilities incurred.
(7) Paper and article submitted to the IEEJ must not be submitted to other journals.
4. Procedures Following Acceptance
4.1 Submission of Final Manuscript
Author upon receiving the notification of acceptance must register the necessary information and submit the final manuscript following the instructions on the IEEJ Paper Management System on the Web. The following final manuscript data should be stored into a compressed folder and uploaded on the IEEJ Paper Management System.
(1) A set of manuscript data files (LaTex, MS-Word and other files)
(2) Photograph file for author’s introduction (JPG, EPS and other files)
(3) Example for paper and article (PDF file)
4.2 Proofreading by the author
As a general rule, the author will be asked to proof-read the final copy only once.
[4] Publishing Fees
1. Publishing Fees
After paper and article have been accepted for publication in the IEEJ Transactions and IEEJ Journal of Industry Applications, the author will be requested to pay the publishing fees.
The publishing fees depend on whether the manuscript is prepared using the IEEJ LaTeX Style File or MS-Word Template. For manuscripts prepared using the IEEJ LaTeX Style File or MS-Word Template, the publishing fees are indicated in the Table 4-1. For manuscripts prepared without using the IEEJ LaTeX Style File or MS-Word Template, the publishing fees are indicated in the Table 4-2.
And, please note that the publishing fees also depend on whether an IEEJ member is included as authors in the manuscript.
To be considered the “Manuscript submitted by authors including a member of the IEEJ”, at least one author must become a member of the IEEJ by the time the Notification of Acceptance is sent to the author. However paper and article by only non-Japanese authors from outside Japan even if a member of the IEEJ is not included as authors at the time of notice of acceptance, the applicable publishing fees are the “Manuscripts submitted by authors including a member of the IEEJ”.
2. Color Charges (TEEE print version only)
Presenting color figures, photographs and tables in TEEE print version can be done at the author’s request and all charges for color are subject to charged to the author.
3. Reprints
(1) The IEEJ provides the electronic (pdf) version of the paper and article published in the IEEJ Transactions and IEEJ Journal of Industry Applications to authors.
(2) Authors who want to purchase the reprints are available at the IEEJ Electronic Library after the IEEJ Transactions A to E and IEEJ Journal of Industry Applications are published.
(3) Authors who want to purchase the reprints of the paper and article published in TEEE, can apply and purchase the reprints directly at John Wiley & Sons.
4. Penalties for Failure to Pay for Publishing Fees
If the payment is not received within one year after the publication, please note that any new submissions for all authors of the unpaid appropriate paper will be rejected until the outstanding payment is confirmed.
5. Support for Submission from Outside of Japan
Non-Japanese authors submitting from outside of Japan who may have difficulties in paying the publishing fees, may apply for partial waiver of payment by submitting a letter of request at the initial submission. There is no special format for this letter of request.