The Dryden Publications Manual
Conference Paper Procedure Details
The preceding steps are explained in further detail below:
1. Collect and analyze data. This step is the beginning of the reporting process in which the authors collect and analyze their data, whether it is flight data, ground-based information, or theoretical derivation. From this data, results are determined and conclusions are drawn.
2. Prepare outline / abstract. Once the data have been obtained and preliminary results determined, a proposed outline should be made and an abstract written for the outline review. The abstract should include the purpose of the research and give some preliminary results and conclusions. Sample figures that show typical results should be included. AIAA usually requires a 1000-word abstract, check the call for papers in Aerospace America.
Sample calls for AIAA and SAE papers are given in Appendix C, and an AIAA Abstract Submittal Form is in Appendix D.
3. Schedule Outline Review. Contact the Code R research reports facilitator to schedule an outline review. At this time, a technical review chairperson will be chosen by the Code R research reports facilitator, usually with the advice of the appropriate branch chief. A time and location will be scheduled for the outline review and appropriate people notified by phone or E-mail. Copies of the outline and abstract will be distributed by the author to the Code R research reports facilitator, the technical review chairperson, the author's branch chief, and the TPO. A sample of an outline and abstract is given in Appendix E.
4. Develop schedule. The Code R research reports facilitator will make a conference paper milestone schedule for the author to follow to ensure that the conference deadlines for publication are met. Several critical milestones are on the schedule: (a) The submission of the abstract to the conference, (b) The submission of the paper to TPO for editing. This should occur at least eight weeks before (c) the date the camera-ready paper is due to the conference for inclusion in the proceedings. The criteria for these milestones are shown in Appendix F, and a sample conference paper schedule is shown in Appendix G.
5. Outline review. At this meeting, the author(s) present the author's thoughts on the tone of the paper, the subject matter to be covered, the preliminary results, conclusion derived from the data, and plans on meeting the conference paper schedule milestones to the author's branch chief, the technical review chairperson and the Code R research reports facilitator. This requirement can be waived for senior authors by the Code R research reports facilitator, Directorate chief, or deputy.
6. Submit abstract / DAA. With the assistance of the RA documentation specialist, the abstract and DAA (Appendix A) is submitted for Code R Directorate approval. Papers to be presented in a foreign country need DAA and foreign travel approval from the Foreign Affairs Office at NASA Headquarters. Approval from NASA Headquarters can take up to two months. After the DAA is approved, the author submits the required abstract and other information to the conference designee.
7. Write draft. This is where the real work begins. The author completes the analysis of the data and reports the results and conclusions of the research in the draft. The text should be double spaced and pages numbered. The figures should all have proper titles and be numbered. Copies of the NASA Publications Manual, NASA SP-7047, are available in TPO Room 1048 to use as a guide to the recommended sections and style of NASA reports and conference papers. Do not wait for notification that your paper has been accepted for the conference before beginning to assemble the paper. That notification is generally received too late. If your paper is not accepted, it still can be published as a NASA TM.
8. Review draft. When the author completes a draft of the paper, it is submitted to the branch chief or designee for review. The branch chief will review the paper for technical content and writing clarity. The branch chief should not try to "wordsmith" the paper because that will be done by professionals in the final editing. The branch chief or designee needs to make a thorough and complete review of the paper at this point. A poor-quality branch reviewed draft will reflect badly on the branch otherwise.
9. Incorporate comments. The author reviews the comments of the branch chief and incorporates the changes to the paper as necessary. Several iterations with the branch chief or designee may be required.
10. Review revised draft. The branch chief reviews the revised draft of the paper and if satisfied with the paper's content and style, signs and dates the approval form, DFRC Form 54. A copy of the approval form is shown in Appendix B.
11. Schedule technical review. After the final draft has been approved by the branch chief, the paper is then submitted to the Code R research reports facilitator and a technical review meeting is scheduled. At this time, the rest of the technical review committee is selected. Recommendations for members may be solicited from the author and branch chief. Usually, one member of the committee will be from outside the branch, and at least one should be a participant of the project. For conference papers, the committee usually consists of at least three members, including the chairperson. The author will provide a double-spaced copy with lines, pages, references, tables, and figures numbered. The figures, tables, and appendixes should all have titles. The Code R research reports facilitator will make and distribute the copies. A TPO Checklist (Appendix H) will be provided to the author by the Code R research reports facilitator.
12. Technical review. The committee members should normally receive the technical review copy at least one week before the technical review meeting. They will read the paper and, preferably, write down any comments they might have. At the technical review meeting, the committee will discuss their comments with the author(s). The author(s) should bring the report references to the meeting. The responsibilities of the committee, chairperson, and author are spelled out on the cover letter.
13. Incorporate technical review comments. After the technical review meeting, the author collects the review copies and notes from the committee members. The author then reviews them so that the appropriate comments can be incorporated into the paper. The author, with the concurrence of the chairperson, need not incorporate technical review comments that the author feels are not appropriate.
14. Review final draft. After the author incorporates the recommendations of the technical review committee, the chairperson reviews the paper to see that the recommendations have been followed. If there is a disagreement between the author and chairperson over the incorporation of some of the recommendations, the chairperson has final say but can be overruled by the Research Engineering Directorate Chief. The chairperson signs and dates the approval form when satisfied with the content of the paper.
15. Review by Research Engineering Directorate Chief or designee. Submit paper to Code R Directorate for review and approval. Attach approval form for signature. If paper is late, perform step 16 at the same time.
16. Submit paper to TPO. At this point, the paper is submitted to the TPO eight weeks (ten weeks if over the Christmas holidays) before the conference preprint deadline. A checklist of other TPO-required material will be provided by the Code R research reports facilitator. A copy of this checklist is given in Appendix I.
17. Edit final draft. The editing of the writing style and content is accomplished at this point. The figures are then sent to Graphics for paste up or electronic imaging. Photos are sent to Imaging Technology, and the text is given to tech typing.
18. Review edited paper. The author should carefully review the edited paper for any inadvertent errors or omissions. This is the time to make any revisions.
19. Incorporate author comments. The editor corrects any errors found by the author during the review.
20. Approve author release. This is the author's last chance to review the text and figures before the printing / mailing of the paper. The author signs the release form (Appendix J) after giving careful scrutiny to the finished product. At this time, the author also specifies the number of copies of the paper desired.
21. Print or mail paper. At this point, the paper is either printed in-house or sent to the conference designee for printing and possible incorporation into a bound conference proceedings volume. It is strongly suggested that conference papers be simultaneously published as NASA TM's to insure that they are entered into the CASI database. This approach also provides copies of the paper to the author and NASA for distribution at little cost.
22. Generate draft viewgraphs. At this point, the author puts together the presentation for the conference. The author needs to determine who the audience will be and how familiar they are with the work. The draft viewgraphs should be given to Graphics at least four weeks before the conference. The more complete the viewgraphs are that you give to Graphics, the better the final viewgraphs will be and fewer last-minute changes will be needed. The branch chief or designee should review the draft viewgraphs before to submission to Graphics, especially for new presenters.
23. Draft viewgraphs to Graphics. The Visual Information Specialist and/or the Graphics Section will make the final viewgraphs. Determine if you want to use viewgraphs or 35mm slides for your presentation. It is recommended that the author have two sets of viewgraphs made: one for later presentations locally and another for the branch files. Any video requirements need to be worked with the Audio/Visual group. Work orders are processed through ext. 6100.
24. Rehearse presentation. The author should practice the presentation several times in private. It helps to tape record the presentation so that the author can listen to his or her voice for speed and clarity. In the week before the conference, the branch chief or author schedules an oral rehearsal of the presentation.
25. Present paper. Remember, while you are at the conference, you are representing NASA and Dryden, please wear a clean shirt and don't spit.