Manuscript Guide to Journal Publication

March 2016

1 Type of paper

Paper Papers are manuscripts that present research findings or development results in natural language processing or related fields that are highly unique, novel and useful from an academic or social point of view, or research findings and development results regarding methods of designing, creating and assessing language resources such as corpora and dictionaries that can contribute to the development of the field of natural language processing.
ReportReports that provide useful information to the readers, summarizing the content, structure, characteristics, method of use, experience, evaluation, location information, method of obtaining, etc., of existing software and tools, as well as language information resources such as corpora and dictionaries.
Survey paperA paper summarizing, from a unique perspective, various literature on fields related to the Association for Natural Language Processing. Or, a paper based on such research that provides future prospects.

   Until now, screening of submitted papers emphasized academic value above all else. However, if the research community is to fulfill its social responsibility, efforts and ingenuity in non-academic social practices is often necessary, and promotion of such activities is a must for academia development. Therefore, the definition of “paper” has been revised as above in order to clarify that social value and value of creating language resources, as well as academic value, will be considered in future evaluation of submitted papers. We eagerly await to see increased diversity in the papers submitted.

2 Manuscript format and style

2.1 Manuscript

As a general rule, a manuscript should be prepared on A4 size paper with a word processor in accordance with the agreed style of published papers. A page of text for a Japanese manuscript should contain about 1,500 characters, while a page of text for an English manuscript should contain about 600 words. To submit a manuscript in MS Word format, use the template available from the website address below. For English-language papers, the person submitting the paper is responsible for proofreading the English text.
If the paper is approved for publication, send the source file of the final draft to the Association. If the person submitting the paper is able to create the manuscript using LaTeX, they should use the LaTeX style file designated by the Association, and send the source file. The style file may be downloaded from the URL below. As for figures and tables, if they have been created using the non-default LaTeX environment (picture environment, tabular environment, etc.), send such files of figures and tables as well.

2.2 Title, abstract and keywords

On the first page of the manuscript, provide in Japanese and English the type of manuscript, title, author's name, abstract and keywords that will be helpful to readers when locating the manuscript. A Japanese abstract should be 600 characters or less, while an English abstract should be 200 words or less. If the main text is in English, it is acceptable to provide a title, author's name, an abstract and keywords only in English. See below for an example.

An Interactive Machine Translation System
Abstract (in 200 words or less)
Key Words: machine translation, interactive system, human interface

2.3 Main text

The main text should begin on the page following the page where English keywords are listed and should be organized in the sequence: Introduction, Body and Conclusion.
Figures and tables should be numbered serially with descriptions, as shown below.
図 1 AAAAA   図 2 BBBBB   表 1 CCCCC

Figure 1 AAAAA   Figure 2 BBBBB    Table 1 CCCCC

2.4 References

Citations should be indicated by inserting in the main text the author's name (lead author) and the year in parentheses wherever necessary. If there is more than one citation with the same author and the same year, insert Roman letters behind the year to differentiate them.
In the “References” page at the end of the manuscript, citations should be indicated in alphabetical order of the authors' surnames. Before each reference, provide the “Main text indication.” In general, provide the author, publication year (western calendar), title, magazine name, volume, number and pages for magazine articles, and author, publication year (western calendar), title, and publisher for books, in that order. See below for examples.
  • Main text indication: (Aho and Ullman 1972a; Shannon 1951)
  • References
    Aho, Alfred V. and Ullman, Jeffrey D.(1972a). “Optimization of straight line code.” SIAM J. Computing, 1(1), pp. 1-19.
    Aho, Alfred V. and Ullman, Jeffrey D.(1972b). The Theory of Parsing, Translation and Compiling, Vol.I:Parsing. Prentice-Hall, Englewood Cliffs, N.J.
    大川太郎 (1995). 超高速構文解析法. 言語処理, 1(3), pp. 10-17.
    Shannon, Claude (1951). “Prediction and entropy of printed English.” Bell Systems Technical Journal, 30, pp. 50-64.
    遠山金太郎(1989). 数学の基礎. 銀座書店.

2.5 Appendix

When there is a need to present long mathematical formulae, detailed information about devices and systems, and other matters, they should be presented in Appendices so as to ensure the readability of the main text. Appendices should follow References and be followed by Authors' profiles.

2.6 Authors' profiles

All authors' profiles should be submitted if the manuscript is accepted for publication. Each profile in Japanese should be 100 characters or less and should include the author's name, date of birth, most recent academic institution (including department, course, etc) attended, year of completion of study at the institution, current job title and description, as well as awards and degrees conferred. See the example below. If the main text is in English, each author's profile should be also provided in English (50 words or less).
Goro O'oka (Regular member)
Graduated from Electronic Engineering Course, Faculty of Engineering, Kyoutou University in 1970. Completed a doctoral program of the above university in 1975. Doctor of Engineering. In the same year, joined Heisei Electric Co., Inc., and currently the Chief of the Multimedia Section, Technology Department. Involved with R&D of spoken language system. Member of Information Processing Society of Japan and ACL.

3 View on and approach to duplicate submissions

The view on the duplicate submission of a paper, which is specified in the Journal of Natural Language Processing, is shown below.
  1. Duplicate submission means that “a submitted paper has the same content (half or more of the content it duplicates) as a journal paper, which has already been published or contributed.”
    • Content herein means the research findings that are claimed in the submitted paper.
    • The focus of the judgment concerning duplicate submission is duplication of the content, rather than which language (English, Japanese, etc.) is used for the paper.
    • The only target for the duplication of content is so-called journal papers. Conference papers are not included.
  2. The Journal of Natural Language Processing does not approve duplicate submission. In other words, papers to be submitted are required to meet the following requirement.
    “More than half of the content (research findings) of a paper must be different from the contents of any of your published or contributed journal papers.”
Note: Although submission of a paper that has already been presented in an authoritative international conference is allowed, the copyright of the paper needs to be transferred to the Association for Natural Language Processing when the paper is approved for publication. That means that the author is required to hold the copyright of said paper (or hold the right to contribute to another journal.)

4 Sending the manuscript

Submit a manuscript to the Editorial Office as an attachment to an e-mail message containing information about the manuscript being submitted. Please use the cover letter template for sending manuscripts. If the manuscript is in English, inform the Editorial Office at the time of submission whether Japanese can be used for future inquiries.
  1. Information about the manuscript being submitted
    • Manuscript information: type of manuscript, names of all the co-authors, title, summary
    • Contact information of the lead author: name, postal code, address, affiliated organization and department/section, phone number, FAX number, e-mail address
    • Name and (all) affiliations of each author
  2. Matters to be confirmed
    • Please affirm that your paper does not constitute a duplicate submission.
    • If any part of the content of your paper has already been published in another journal, please indicate the difference(s) between the published paper and your submitted paper. If it has already been presented in an authoritative international or other conference, please show the reference information of the presented paper, such as the name of the conference.
  3. PDF file of the manuscript to be refereed
    • Name the file as “yyyymmdd_author's name.pdf.” (e.g. 20150101_sato.pdf)
    • If you are unable to create PDF files, contact the Editorial Office by e-mail for assistance.
Send to: Editorial Office

5 Handling of manuscript by the Association

(1) A notification of receipt will be e-mailed to the author after the manuscript is received by the Editorial Office.

(2) Review
A member of the Editorial Committee takes charge of the reviewing process. The manuscript will be returned without a review if the Editorial Committee determines that it falls short of qualifying for a review.

(3) Reviewing criteria
Referees use the following criteria to review the manuscript:
Members' interests
Whether the manuscript addresses a topic that interests members of the Association for Natural Language Processing

Whether methods, experiments and arguments presented in the manuscript are logical and credible
Whether the manuscript is useful from academic and engineering perspectives

Whether the manuscript clearly shows research contributions in the subject area in relation to other published research work and presents new findings (The new findings here refer not only to new technologies and methods. As an example, if the author discusses standards and designing policies for creating language resources, presenting findings beneficial to readers, the manuscript is deemed to be novel. As another example, if the author applies the existing method to a new area or data and thus presents new findings based on examination of the research results, the manuscript is deemed to be novel.)

Organization and Readability
Whether the manuscript is properly organized and coherent without ambiguous expressions
(4) Referee results
Submitted manuscripts will be rated as follows by the Editorial Committee based on the evaluation of the referee.
A Approved for publication
B Inquiry to author
The author will be contacted for some answers or revisions, after which the paper will be refereed once more. The focus of the inquiries is to clarify partially unexplained points or possible errors. Reply in writing. When making changes to the manuscript in relation to the inquiries, clearly indicate where the changes were made and why. Inquiries must be replied to within one month as a general rule; if three months pass without a response, the manuscript will be considered as withdrawn.
C Denied publication
In the cases listed in (5), the manuscript will be denied publication, and returned to the author with the reasons for the denial.
(5) Manuscripts are denied publication when:
(i) the field of the manuscript is deemed unrelated to the Association.
(ii) the manuscript contains one or more essential errors, or the content is not objectively discernable.
(iii) the level of the content is low and it lacks novelty and importance.
(iv) the manuscript has already been published in another journal or magazine, or its content has already been publicly known. (A manuscript that has already been published in periodical publications, such as other academic journals, corporate magazines and general magazines, will not be accepted for publication. However, the material used in an oral presentation at an academic society's meeting, workshop, symposium or international conference may be accepted for publication only when permission is given by the copyright owner.)
(v) the content is excessively difficult or incomplete, with no prospect of improvement.
(6) Referee period
In general, refereeing is completed within one month.

(7) Proofreading
The proof copy will be sent to the author, who will be asked to proofread and return it within one week. As a general rule, corrections to the original manuscript, original figures, etc., during proofreading will not be permitted.

6 Precautions when writing

When writing, pay due care to the following points so as to avoid copyright infringement.
  • Avoid possible copyright infringement and/or slander.
  • When citing published literature, always clearly indicate sources.
  • If the manuscript content is accused of copyright infringement, etc., and a third party receives damages, the author will be held liable.

7 Copyright and digital releasing of paper

As a general rule, the copyright of a paper approved for publication belongs to the Association. (The copyright must be transferred to the Association at the time of the submission of the final manuscript for printing.) If the copyright belongs to an affiliated organization or other party, making it difficult for the Association to own the copyright, the matter will be discussed upon request. Please note that the Association may make published papers electronically accessible through J-STAGE, an online article database service, and other services, so that the findings presented in the papers may be widely shared and may contribute to future academic research.
If the author of the published paper digitizes such paper and releases it to third parties using digital media such as computer networks or CD-ROMs, the volume, number, and pages of the Journal of Natural Language Processing of the publication must be indicated in a clear manner for all viewers.

8 Separate printing fee

If a submitted paper is approved for publication, the author is obligated to purchase, and therefore pay for, 100 separately printed copies. The separate printing fee is 30,000 yen for up to 15 printed pages (around 22,500 characters for a Japanese paper), plus 5,000 yen for each additional page. However, an additional fee may be charged for manuscripts created with MS Word, or those created with LaTeX but requiring much typesetting work. Please assist us by using the designated file type for easy typesetting. Also, keep in mind the separate printing fee waiver system explained below. There is a system to support those submitting papers who must privately pay for the separate printing fee, in order to promote the submission of outstanding papers from various fields related to natural language processing. This system waives the payment of a separate printing fee for those who find it difficult to obtain funding from affiliated organizations, such as researchers who belong to research organizations that do not provide financial aid for paper submission costs, or those transferred to another organization after the paper submission but before its publication. If you wish to apply for this waiver, attach a brief statement as to why you need a waiver to your paper submission. If the Editorial Committee approves of the waiver after screening, up to 50,000 yen of the separate printing fee for published papers will be waived.