Merge pull request #1932 from lauragarrison87/OA-vis2024-updates

minor text changes, update arXiv links

content/info/open-practices/arxiv-first-time-user.md

@@ -14,7 +14,7 @@ You will need:
 - An email address, username and password
 - Some personal information such as current affiliation and default categories you will submit to.
 
-**Important note:** If possible, it is preferred to use an official email address when registering, e.g., one finishing with *.gov, .edu, .ac.uk, etc.*. The reason is that emails coming from official accounts seem to be getting through [arXiv's endorsement process](https://arxiv.org/help/endorsement) more easily (see the discussion on Step-3 below on endorsements).
+**Important note:** If possible, it is preferred to use an official email address when registering, e.g., one finishing with *.gov, .edu, .ac.uk, etc.*. The reason is that emails coming from official accounts seem to be getting through [arXiv's endorsement process](https://info.arxiv.org/help/endorsement) more easily (see the discussion on Step-3 below on endorsements).
 
 ## Step-2.Create a new submission
 After your account is created, you can view your current submissions and create new ones from
@@ -28,7 +28,7 @@ a) Choose a license (the default arXiv license is recommended by IEEE)
 
 ![]({{ 'content/info/open-practices/arxiv_guide_2.png' | relative_url }}) 
 
-Note that you may need endorsement in a category if it is the first time you’ve submitted to arXiv.org, especially in this category. See [https://arxiv.org/help/endorsement](https://arxiv.org/help/endorsement). 
+Note that you may need endorsement in a category if it is the first time you’ve submitted to arXiv.org, especially in this category. See [https://info.arxiv.org/help/endorsement](https://info.arxiv.org/help/endorsement). 
 
 **Important:** Getting the endorsement might take some time in certain cases, so please make sure that you consider this in your planning for putting your preprint up.
 
@@ -54,22 +54,22 @@ After the submission is processed, keep an eye out for an email from arXiv.org t
 ## Further guidance
 
 ### Note-1: Submitting articles in `TeX/LaTeX` format
-arXiv prefers articles to be submitted in `TeX/LaTeX` format for reasons of stability and portability. If you are submitting in this format, you will notice that arXiv has some expectations to make things work smoothly. The arXiv guidance on this is helpful: [https://arxiv.org/help/submit_tex](https://arxiv.org/help/submit_tex).
+arXiv prefers articles to be submitted in `TeX/LaTeX` format for reasons of stability and portability. If you are submitting in this format, you will notice that arXiv has some expectations to make things work smoothly. The arXiv guidance on this is helpful: [https://info.arxiv.org/help/submit_tex](https://info.arxiv.org/help/submit_tex).
 
 In the following, we are highlighting a number of issues and key steps to be aware when submitting to arXiv in `TeX/LaTeX` format:
 
 **Renaming ``.tex`` files** If you have multiple files, arXiv usually infers what your main file is, however, you can name the main TeX file `ms.tex` to make sure that it is the file that is processed first. Note that you will need to rename your `.bib` file as `ms.bib` as well. 
 
 **Getting references to work, i.e., including the `bbl` file:** One step that needs pointing out here is the requirement to use `.bbl` files to get your references included in the output. This is due to arXiv's compiler not running the BibTeX command. Luckily, it's easy to produce the `.bbl` file. Once you compile your paper in any TeX editor, the `.bbl` file should be in the directory as a by-product, just include that in the files to be submitted to arXiv. Make sure that the `.bbl` file has the same name as the main `.tex` file.
 
-**Submitting files in bulk:** One step you might find tedious is to submit all the individual files separately. What you can do speed this up is to submit a packaged folder with all your files. The arXiv manual provides further guidance [here](https://arxiv.org/help/submit_tex):
+**Submitting files in bulk:** One step you might find tedious is to submit all the individual files separately. What you can do speed this up is to submit a packaged folder with all your files. The arXiv manual provides further guidance [here](https://info.arxiv.org/help/submit_tex.html#autoproc):
 
 >*You can submit a collection of TeX input/include files, e.g. separate chapters, foreword, appendix, etc, and custom macros (see below) packaged in a (possibly compressed) .tar or .zip file. AutoTeX will generally figure out how to properly process multi-part submissions, and you don't need to adhere to special packaging rules or naming conventions for your tex files. However, there are certain caveats. Naming your primary (or toplevel) file ms.tex will cause AutoTeX to always process that file first. Otherwise, tex files will be processed in alphanumeric order.*
 
 Or you can upload `tex` files separately and then put all images in a `zip` file and upload. Note that the relative paths for images should be correct. For example, if you have all images in a folder called "*figs*", then you can upload "*figs.zip*" and it should work.
 
-**File size limits:** arXiv has file size limits as explained [here](https://arxiv.org/help/sizes). The current limitation is either 10MB for your output file or for an individual file (i.e., you'll get a warning if any of the files you are submitting is larger than 10 MB). This could be problematic if you have large figures. You can try to make your figure sizes smaller to overcome that (arXiv has some guidance on that [here](https://arxiv.org/help/bitmap)). If you cannot get sizes down below the limit, arXiv still accepts your submission but you need to drop the administrators an email as suggested [here](https://arxiv.org/help/sizes).
+**File size limits:** arXiv has file size limits as explained [here](https://info.arxiv.org/help/sizes). The current limitation is either 10MB for your output file or for an individual file (i.e., you'll get a warning if any of the files you are submitting is larger than 10 MB). This could be problematic if you have large figures. You can try to make your figure sizes smaller to overcome that (arXiv has some guidance on that [here](https://info.arxiv.org/help/bitmap/)). If you cannot get sizes down below the limit, arXiv still accepts your submission but you need to drop the administrators an email as suggested [here](https://info.arxiv.org/help/sizes).
 
 **Compilation error that mentions "00README.XXX":** You might get a compilation error from arXiv's TeX compiler due to a clash between arXiv's `HyperTeX` package with a few style and class files. If that's the case, this will be highlighted in the error logs. You can add a new file named `00README.XXX` and add the text `nohypertex` in it to address this issue.
 
-**Other common mistakes:** There are a few other issues that can make the autocompiler break. [This guidance](https://arxiv.org/help/faq/mistakes) on arXiv highlights those common mistakes and your issue might be mentioned in there as well.
+**Other common mistakes:** There are a few other issues that can make the autocompiler break. [This guidance](https://info.arxiv.org/help/faq/mistakes) on arXiv highlights those common mistakes and your issue might be mentioned in there as well.

content/info/open-practices/open-practices-arxiv.md

@@ -19,7 +19,7 @@ contact: open_practices@ieeevis.org
 
 *Parts of the guidance is based on a document originally written by Joshua Levine.*
 
-**Note**: this document is just a summary, please see [https://arxiv.org/help/submit](https://arxiv.org/help/submit) for the complete information. For information about arXiv’s licensing requirements please see [https://arxiv.org/help/license](https://arxiv.org/help/license).
+**Note**: this document is just a summary, please see [https://info.arxiv.org/help/submit/](https://info.arxiv.org/help/submit/) for the complete information. For information about arXiv’s licensing requirements please see [https://info.arxiv.org/help/license/](https://info.arxiv.org/help/license/).
 
 ## Getting started
 

content/info/open-practices/open-practices-faq.md

@@ -22,21 +22,21 @@ This page provides answers to the following common questions authors have about
 
 ## What are the criteria for an open access repository?
 
-In order to ensure that papers are discoverable and remain accessible long-term, authors are encouraged to post their work to an open access repository that meets the following criteria:
+In order to ensure that papers are discoverable and remain accessible long-term, authors are encouraged to post their work to an open access repository that meets the following [**FAIR** principles](https://www.go-fair.org/fair-principles/):
 
-1. Findable—Research is most effectively disseminated if it can be easily searched for, especially when people do not know exactly what they are looking for. This discoverability can be critical for scholars trying to find research from which they can build. Therefore, papers in the archive must be indexed or registered via commonly used search engines. Thorough metadata, such as title, author, and possibly publication information about the peer-reviewed version should also be indexed with the paper.
+1. **Findable** —Research is most effectively disseminated if it can be easily searched for, especially when people do not know exactly what they are looking for. This discoverability can be critical for scholars trying to find research from which they can build. Therefore, papers in the archive must be indexed or registered via commonly used search engines. Thorough metadata, such as title, author, and possibly publication information about the peer-reviewed version should also be indexed with the paper.
 
-2. Accessible—Research is better communicated and acted on if it is freely accessible to the research community, practitioners, and the general public. Therefore, there can be no cost or sign-up requirement for viewing papers on the archive.
+2. **Accessible** —Research is better communicated and acted on if it is freely accessible to the research community, practitioners, and the general public. Therefore, there can be no cost or sign-up requirement for viewing papers on the archive.
 
-3. Identifiable—For citations and references to be useful, papers must have a globally unique and persistent identifier (e.g., a DOI). Content posted to the repository must also be immutable and timestamped. Multiple versions of a paper are acceptable, as long as previous versions and timestamps are retained.
+3. **Identifiable** —For citations and references to be useful, papers must have a globally unique and persistent identifier (e.g., a DOI). Content posted to the repository must also be immutable and timestamped. Multiple versions of a paper are acceptable, as long as previous versions and timestamps are retained.
 
-4. Reliable—Research should represent a permanent advancement of knowledge and understanding, so it is important that posted papers are available for perpetuity. The archive must therefore have an explicitly stated plan for long-term reliability ([example](https://help.osf.io/hc/en-us/articles/360019737894-FAQs#what-if-you-run-out-of-funding-what-happens-to-my-data)), or it must deposit all papers in a dedicated "dark archive" such as [Portico](https://www.portico.org/) or [Clockss](https://clockss.org/).
+4. **Reliable** —Research should represent a permanent advancement of knowledge and understanding, so it is important that posted papers are available for perpetuity. The archive must therefore have an explicitly stated plan for long-term reliability ([example](https://help.osf.io/hc/en-us/articles/360019737894-FAQs#what-if-you-run-out-of-funding-what-happens-to-my-data)), or it must deposit all papers in a dedicated "dark archive" such as [Portico](https://www.portico.org/) or [Clockss](https://clockss.org/).
 
 A repository that meets the criteria for long-term reliability and is inline with IEEE policy is [arXiv.org](http://arxiv.org) ([instructions](open-practices-arxiv)). If you would like to use another repository such as an institutional repository, please email an explanation of how it meets the criteria to open_practices@ieeevis.org. A personal website, lab website, or any site that is not immutable and has no explicit plans for long-term availability (e.g. GitHub) does not meet the criteria.
 
 ## Sharing the preprint with VIS in the Author Submission Portal
 
-After your paper is accepted and during the final stages of the publication process, the Author Submission Portal from IEEE will have a textbox that will ask you for the URL that points to the preprint version of your article in the open access repository if you have shared it. This textbox will be within a form that you will access under the "Presenter and Preprint Submission" section. The paper you are sharing should be the final "author version". If you have any issues or questions, please contact the open practice chairs. If you cannot share the paper on an approved open access repository, please enter the reason instead of the URL.
+After your paper is accepted and during the final stages of the publication process, the Author Submission Portal from IEEE will have a textbox that will ask you for the URL that points to the preprint version of your article in the open access repository if you have shared it. This textbox will be within a form that you will access under the "Presenter and Preprint Submission" section. The paper you are sharing should be the final "author version". If you have any issues or questions, please contact the open practice chairs. If you cannot share the paper on an [approved open access repository](https://journals.ieeeauthorcenter.ieee.org/become-an-ieee-journal-author/publishing-ethics/guidelines-and-policies/post-publication-policies/), please enter the reason instead of the URL.
 
 ## Is sharing the preprint compatible with IEEE's publication policy?
 
@@ -61,7 +61,7 @@ In other words, you may post your paper to a preprint server, but after acceptan
 You are encouraged to share your paper on a repository that meets the Open Access Repository criteria that is also in line with IEEE's publication policies.
 
 [IEEE publication policy](https://www.ieee.org/publications/rights/author-posting-policy.html) allow authors to submit preprints only to IEEE approved third-party repositories or institutional repositories.
-IEEE requires repositories that authors consider submitting their preprints to be on [the list approved by The IEEE Publication Services & Products Board (PSPB)](https://www.ieee.org/publications/rights/third-party-servers.html). At the moment, **the only IEEE approved third-party repository is arXiv.**
+IEEE requires repositories that authors consider submitting their preprints to be on [the list approved by The IEEE Publication Services & Products Board (PSPB)](https://www.ieee.org/publications/rights/third-party-servers.html#list-of-approved-third-party-web-servers). At the moment, **the only IEEE officially-approved third-party repositories are arXiv and TechRxiv.**
 
 Besides [arXiv](https://arxiv.org), several other preprint servers with additional features or different target audiences exist that—like arXiv—create an immutable record. These include [OSF Preprints](https://osf.io/preprints/) (supports file sharing and immutable preregistrations in addition to manuscripts), [bioRxiv](https://www.biorxiv.org) (for biology and bioinformatics-related work), and [medRxiv](https://www.medrxiv.org) (for medically-focused work). A [comprehensive overview of over 40 preprint servers and their features](https://asapbio.org/preprint-servers) is provided by the ASAPbio organization.
 
@@ -92,7 +92,7 @@ You are free to share a preprint of your paper on your personal or institutional
 
 ## What about Plan S?
 
-[Plan-S](https://www.coalition-s.org/) is an upcoming European policy requiring publicly funded research publications to be open access (available for free). However, it only relates to open access of papers via the publisher, not preprints or other open practices such as open materials, open data, or preregistration. It can, however, impact which publisher you choose.
+[Plan-S](https://www.coalition-s.org/) is a European policy requiring publicly funded research publications to be open access (available for free). However, it only relates to open access of papers via the publisher, not preprints or other open practices such as open materials, open data, or preregistration. It can, however, impact which publisher you choose.
 
 Please see our blog post on [Publishing papers covered under Plan S](../../blog/plublishing-under-plan-s) for details.
 

content/info/open-practices/open-practices.md

@@ -17,7 +17,7 @@ This page covers:
 
 ## **Requirement** 1/1—Ensure you are compliant with Plan S
 
-Plan S is an Open Access initiative that was started in 2018. [Specific funding and research institutions](https://www.coalition-s.org/organisations/) require work funded by them be published in open repositories or in journals that provide free access to manuscripts. In part, authors covered by Plan S must make their accepted manuscript available for free and published under an Open License (such as CC-BY).
+[Plan S](https://www.coalition-s.org/) is an Open Access initiative that was started in 2018. [Specific funding and research institutions](https://www.coalition-s.org/organisations/) require work funded by them be published in open repositories or in journals that provide free access to manuscripts. In part, authors covered by Plan S must make their accepted manuscript available for free and published under an Open License (such as [CC-BY](https://creativecommons.org/share-your-work/cclicenses/)).
 
 *IEEE VIS is committed to helping any author affected by Plan S find an accommodation so that their work can appear at VIS.*
 
@@ -31,7 +31,7 @@ For short papers and other conference proceedings that do not appear in the TVCG
 
 **Camera-ready checklist:**
 
-1. Post a preprint version of your paper to a free and open access repository (e.g. arXiv) before the camera-ready deadline. We have [several tutorials you can follow](open-practices-arxiv).
+1. Post a preprint version of your paper to a free and open access repository (e.g. arXiv) before the camera-ready deadline. We have [several tutorials you can follow](open-practices-arxiv). For a list of IEEE-approved open access repositories, see [IEEE Post-Publication Policies](https://journals.ieeeauthorcenter.ieee.org/become-an-ieee-journal-author/publishing-ethics/guidelines-and-policies/post-publication-policies/#posting).
 
 2. On the Author Submission Portal provided by IEEE in the final stages of publication, enter either:
  * the URL that points to the preprint version of your article in the open access repository

content/info/open-practices/overleaf-user.md

@@ -8,7 +8,7 @@ contact: open_practices@ieeevis.org
 
 ## Making a new submission to arXiv
 
-If you are an Overleaf user, the easiest way to prepare a submission is to use the "Submit" button on Overleaf and scroll down to arXiv, download a zip file with all the needed files for your paper, and then click on the Submit button that takes you directly to arXiv pages for a new submission. 
+If you are an Overleaf user, the easiest way to prepare a submission is to use the "Submit" button on Overleaf and scroll down to arXiv, download a zip file with all the needed files for your paper, and then click on the Submit button that takes you directly to arXiv pages for a new submission. See [here](https://www.overleaf.com/learn/how-to/LaTeX_checklist_for_arXiv_submissions) for Overleaf's detailed instruction page.
 
 Alternatively, Overleaf provides you a zip file for streamlining your arXiv submission by providing this `.zip` file available for download. You can simply download the `.zip` file and it will have all the files needed, including the `.bbl` file for the references.