Guidelines for Authors of Department Articles

CiSE department articles are often written by the department editors themselves, but they may also be solicited by editors from authors outside the editorial board. In either case, these guidelines govern the form and content of those articles.
CiSE is an interdisciplinary magazine, and articles must avoid use of jargon and be written for a general, technical audience. No advertisements or commercial endorsements will be accepted. Department articles are typically up to 2500-3000 words in length, including the abstract, references, bios, figures (see below), and all other text in the article.  When counting words, note that tables and figures should be counted as 250 words each. The minimum word count is 1000 words unless you want the article limited to a single page. There is no specific guidance on references for departments, but generally they should be less than the 12 maximum allowed for regular articles in the magazine.
As an aside, the length of articles is limited because a) the goal of the departments is to give readers rapid insights into a particular topic, and this is best done with a shorter article that can serve as a guide to further exploration; and b) CiSE has a total page budget set each year by IEEE CS, and respecting length guidelines means the other parts of the magazine don't have to cut back to account for our overrun.
There is no official template for department articles; any rationally organized, readable form of the text is acceptable. IEEE publications requests the text be submitted as .doc(x) or .tex files.

Guidelines for Department Editors

Expectations for Department Articles and Scheduling

In general, CiSE targets 2-4 department articles each issue, depending on the content balance for the issue. Each department should plan to contribute 2 articles per year. Articles should be complete and transmitted to the Associated Editor in Chief of Departments (AEiC/D) two weeks before the closing deadline for issue content (the EiC or the AEiC/D can provide these dates). The EiC and the IEEE publications team is responsible for scheduling completed and approved department articles into issues. If you have an interest in being scheduled into a specific issue, let the AEiC/D know when you submit.

Publication Workflow

Topics for department articles are selected by the department editor(s), and often written by them as well. Department articles are not submitted or managed in ScholarOne. When a department editor has an article ready for publication they should follow these steps:

1. Assemble article source

Assemble the final text in a source format convenient for you and broadly used. Editors typically deliver .doc(x) or LaTeX source files. This form should include the text features that you believe will help readers navigate the article, including the title, abstract, body text, and subheadings (if applicable), along with tables and figures. As noted above, there is no template, so any rationally organized, readable form of the text is acceptable.
If you are using word processing software that supports advanced revision and collaboration features (such as MS Word or Google Docs), make sure that the document is free of tracked changes and make sure the document has no comments; comments that include information for the AEiC/D should be included in the transmitting email, not in the article source.

2. Render the article in final typeset form 

It is helpful for department editors to a PDF version of the article in order for the publications staff to validate that what they get as a proof from the publishing system has the elements you intended in the locations you intended. This is an optional step but does help to minimize confusion.

3. Assemble high-resolution images

Please include “native” images at the highest resolution available as separate files when you deliver your article; many word processors automatically transform inserted images so that the higher-resolution original is not recoverable. Please make sure each image file is clearly named.

4. Transmit content

Transmit the content to the AEiC/D by email or by file sharing service. If you are emailing, be sure to attach all the parts of your article to an email that includes whatever extra information the departments editor may need.
Department editors have access to a shared Google Drive space maintained by the AEiC/D, and content may be uploaded there. Within this space select the “Departments” folder, select your department and create a folder in which to deposit your article source and related files. You may name it anything sensible, and the AEiC/D will change it to match the convention. Note that when using this option the submitting editor must notify the AEiC/D of the submission by email; failure to do so will result in a delay in publication. 
If you are using a personal file sharing service, you may use whatever file sharing platform (i.e., Google Drive, Dropbox, Box, etc.) you prefer. Email the link/share the directory to the AEiC/D. You should create a new directory for the submission that contains

What happens next

The AEiC/D will acknowledge your submission by email, generally within 1-2 business days of when it is received. After receipt, the submission will be logged into the tracking spreadsheet, which is available for all department editors to review. After verifying compliance with guidance and resolving any issues or questions, the AEiC/D will transmit the submission to IEEE publications, notify the EiC that the article is ready to be scheduled into a future issue, and update the status in the log. IEEE publications will deliver pre-publication proofs to the department editors directly for review.