AIAA Publications Committee
Orlando World Center Marriott — Aruba/Bahamas Room
Orlando, Florida
6 January 2011
Minutes
Attending
Members:
Karl Bilimoria (via telecon), Michael Bragg (VP-Publications), Claudio Bruno,
John Daily, Jason Hui, Michael Mendenhall, Williams Oberkampf, Elaine Oran,
Darryll Pines, Michael Popp, Jeffery Schroeder, Robert Walters, Barbara
Williams, Vigor Yang
Editors-in-Chief:
Edward Allen (LoF), Alfred Crosbie (JTHT), Joseph Schetz (Education), George
Schmidt (JGCD) Douglas Talley, (JPP)
AIAA Staff:
David Arthur, Michael Baden-Campbell, Ross Bell, Heather Brennan, Michele
Dominiak, David Greevy (via telecon), Angelo Iasiello, Amanda Maguire,
Michael McGinnes, Rebecca Rivard, Karen Rosenblum, Laura Sherman, Carol
Stewart, Rodger Williams
Note: All Slides presented during the meeting are included in the order of the agenda in the file
(Att1_PC2011_Slides.ppt).
AIAA VP-Publications Michael Bragg called the meeting to order at 12:20.
1. Approval of minutes from previous meeting.
No comments. Approved unanimously.
2. Announcements
Bragg announced the reappointment of three EICs: Frank Lu to the Progress Series, George
Schmidt to JGCD, and Vincent Zoby to JSR.
Bragg also announced that Tom Weeks will be retiring from Journal of Aircraft. A search
committee will be formed within the next few weeks. An announcement of the impending
vacancy and the search has been made in the January 2011 AIAA Bulletin. Additional
announcements will follow in the various AIAA electronic newsletters, on the AIAA website, and
in upcoming issues of the AIAA journals. Once a search is in place formal letters from the chair
will go to relevant technical committee chairs, AIAA fellows and honorary fellows, and the
members of the Aerospace Department Chairs Association. Please send suggestions for the
composition of the committee or possible candidates to Mike Bragg or Rodger Williams.
Bragg the noted and congratulated the recently elected associate fellows, fellows, and honorary
fellows who participate in and contribute to AIAA’s publishing activities. The full list of those
noted are included in the slides.
3. Publications Awards Subcommittee
John Anderson was unable to attend this year’s meeting. On his behalf Bragg noted the work
Anderson completed to improve the process for selecting award nominations. There is a single
nomination committee for the Pendray and Summerfield awards made up of members of the
Publications Committee. The nomination committee actively recruits and suggests nominees to
bolster those nominated from the AIAA membership. The nominations are referred to individual
selection committees for each award. The selection committees are composed of past winners
for each award.
Pendray Aerospace Literature Award
The 2011 Pendray Award, went to William Miliken. The presentation was made early due to the
recipient’s advanced age. The event, an AIAA Historic Site Designation Ceremony, was covered
by the local news and featured Milliken and his medal for the Pendray. The footage was still
available as of 1/13/2011. http://media.wkbw.com/designvideo/bimVidPlayer.swf?i=111163449
Summerfield Book Award
The Summerfield went to the editors of the Progress Series volumes Global Positioning System:
Theory and Applications
It is hoped that the process going forward should work well and encourage sufficient nominees.
It was noted that it is important that the selection committees’ memberships have regular turn
over.
Carol Stewart, AIAA Manager of Honors and Awards, visited the committee to thank it for its
participation in the awards process and putting in the significant effort that is required.
4. Journals
a. Journals Subcommittee Report
John Daily, Chair of the Journals Subcommittee reviewed the activities and discussion of its 6
January meeting.
He noted the tutorial from the committee and journal editors-in-chief received from ISI on Web
of Science, Journals Citation Report, Impact Factor, and other journal statistics and metrics.
The subcommittee also received an IT update briefing from Tammy Marko.
Daily announced that a general review of Journal of Aircraft will be conducted in conjunction
with the search for a new EIC for the journal. This review will be in coordination with the
Planning and Review Subcommittee.
In a follow-up from the AIAAJ editorial board meeting the subcommittee encouraged the staff to
begin plans to develop a depository for supplementary data and materials to accompany journal
papers. Staff noted the item and will make it part of the requirements it is beginning to develop
for the next generation of the AIAA Electronic Library underway in 2011.
b. Journal Editors-in-Chief
Al Crosbie reported on the activities and discussions of the Journal Editors-in-Chief 5 January
meeting.
He noted the ongoing transition from WriteTrack to ScholarOne Manuscripts was discussed.
Only JGCD and JACIC remain to be converted.
He reported that the average time from submission to publications was 373 days average cycle
time for the journals (minimum 290; maximum 406). Data was derived from both WriteTrack
and ScholarOne Manuscripts.
It was noted that one possible contributor to the increase results from delays in collecting coauthor agreement forms. The current process entails the corresponding author entering initial
information for all authors. The coauthors then need to verify that they are an author based on
the guidelines for what constitutes authorship, which can cause a delay before the submission
reaches the EIC. This process was instituted by the Publications Committee to ensure all
contributors are aware of the paper’s submission and the ethical assertions associated with it.
A review of the process to transfer manuscripts from one journal to another was discussed. The
transition to ScholarOne has eliminated seeking the author’s willingness to allow the transfer.
The new process is working pretty well with few complaints.
Ethical procedures discussed, some suggestions will be forthcoming.
It was noted that reliability of current statistics still remains unclear because data must be
derived from both WriteTrack and ScholarOne. As transition to ScholarOne progresses, reliability
should increase.
5. Publications Planning and Review Subcommittee
Darryll Pines, Chair of the subcommittee, reviewed the activities and discussion of its 5
January meeting.
a. Review of JA
As noted by John Daily, in collaboration with the Journals Subcommittee, a review of JA will be
conducted. A review committee will be formed under the direction of Vigor Yang, Jeff Schroeder
also will participate. Associate Editors for JA and some authors also are needed to participate. It
would be good to establish the committee within the next 2 weeks. The timeline is 5 months, to
be complete by the time a new editor-in-chief is selected.
b. Open Access Discussion
Pines did not discuss in depth as this would covered under Old Business.
c. Special Issue in JA on Systems Engineering
A special section in JA on aircraft systems engineering is progressing. A 6-8 paper section is
expected to be ready for the summer issue. This activity, along with a proposed Progress Series
volume, will contribute to answer the following questions:
 Is there interest in aerospace systems engineering?
 Is there momentum in this area that could change the scope of the journal?
 Is there sufficient interest and archival content to support a journal in this area?
d. Formation of a Library Advisory Council
Pines noted that participation from librarians is valuable. This proposed council will provide a
dialog between AIAA and libraries and also a forum for new ideas where librarian input can be
helpful. 4-5 members to the group are anticipated. Effectiveness of the board will be reassessed
within two years to determine whether it should be maintained or disbanded. Corporate,
government, academic and possibly international libraries would be represented. Members will
be appointed by VP Publications. Activity will occur primarily by telecon, web-conference, or at
already established library conferences.
Motion was moved from the Subcommittee not requiring a second; the motion was approved
unanimously.
6. Book Series Subcommittee,
Mike Mendenhall, subcommittee chair reviewed the activities and discussion of its 4 January
meeting.
Number of title published in FY2010:
LOF
Education
Progress
3
7
2
He observed the subcommittee’s concern of fewer books published in the Progress Series than
is ideal and the related difficulty finding authors for the Progress Series.
19 books budgeted for FY11:
Education
Progress
LOF
9 (4 copubs)
6 (2 copubs)
4
(Rodger Williams explained for the committee that copub agreements are more of a purchase
agreement than a production agreement. Covers and ISBNs will be different for the two
publishers. )
E-books update—sales still ramping up.
ScholarOne implementation, training forthcoming and pilot projects expected late FY11 or early
FY12
New interactive catalog has been produced. No page limit to this catalog so all products can be
featured. Only a small print component for international distributors primarily. Promotion
priorities will involve social media and Web personalization. Redesign of the website will begin
January 25.
Claudio Bruno raised the suggestion of giving price comparisons in Euros. Side by side pricing
may be possible in the online catalog and in the relaunched website. Laura Sherman, AIAA Staff
will investigate. Items purchased directly from AIAA will still be at the dollar price.
Barbara Williams described Springer‘s offering of downloads/POD to students for $25 for titles
that have been purchased by a university library as part of a package. Will this type of offer
encourage universities to purchase a package? Should text books be included in such an offer? Is
there an additional cost for POD (at least for shipping?). Should students be encouraged to join
AIAA, or should all students receive a discount? This could promote AIAA titles as supplementary
texts.
ACTION: Staff will report back on this concept at the next conference call.
UPDATE: During the Thursday evening reception David Arthur (AIAA Staff Acquisition and
Development Editor) spoke with one of the Springer representatives in the AIAA Exhibit Hall.
The transaction was described, as anyone within the institution’s IP range, may download at no
additional charge the ebook from the Springer collection purchased by that institution. They
then have the option to purchase a POD version for $25.
Additional questions put forward for further discussion included
Can a textbook rental model be developed?
What really constitutes an e-book?
7. Publication Ethical Standards
William Oberkampf, subcommittee chair, reviewed the activities and discussion of its 5
January meeting.
The subcommittee reviewed its charter and determined updates are needed to reflect current
focus and operation of the subcommittee. The working relationship between this
subcommittee, AIAA’s Ethical Conduct Panel (ECP), and the TAC Ethical Standards Subcommittee
(TESS) needs review and clarification.
The Subcommittee will undertake the updating guidelines and procedures. Requirements and
guidelines for authors need to be clear.
Several members are retiring from the subcommittee, and new members need to be sought.
Suggestions/volunteers are welcome. Subcommittee members do not need to be members of
the Publications Committee. A representative from industry would be helpful.
The subcommittee is nearing resolution on AE investigation that was presented last year. The
decision was appealed and returned to the subcommittee, which determined that no new
substantive information changed the initial decision. It was concluded that this was not a case of
plagiarism, but there were still other grounds for sanction.
A new case of plagiarism has come before the subcommittee. Investigation is underway.
Indemnification of AIAA volunteers—Based on a series of inquiries by Oberkampf it was
determined that Officers of AIAA and EICs are not explicitly covered under bylaws of the
Institute. Bragg will take the matter to the BOD. Changes to the bylaws require 45 days’ notice
to the Board. Clarification of who/what is covered by the Institute insurance policy also would
be helpful.
The staff is looking into the use of Cross Check software to allow comparison of documents.
8. Publications Financials
See slides (28-56 for full financial presentation).
Summary Revenue $5,488,528
Summary Expenses $4,568,556
9. Old Business
a. Publications Principles
In September the committee approved the Principles document pending editorial review and
revision. The revised document was distributed with the agenda and September minutes.
Principles will be approved by the committee unless corrections/comments are forthcoming.
The statement of principles should be presented to TAC etc. and then taken to the BOD to
ensure familiarity across the Institute. Final version is attached as
Att2_AIAAPubsPrincplsFinal.doc.
b. Draft Posting Policy
Draft wording was summarized on slide 58. (Draft version is attached as
Att3_draft_posting_policy.doc) Authors can post the final AIAA PDF version if no fee is being
charged. Rights for various groups of authors are spelled out. Clarification needed under
authors’ rights that papers can be included in their university/employer repositories as well.
This policy will need to be adopted by TAC for approval to ensure that conference papers follow
the same policy.
Guidelines outlining AIAA’s position need to be apparent to authors.
Motion to accept was made by John Daily and seconded by Claudio Bruno. Policy approved
unanimously subject to minor revision and presentation to TAC.
c. Public Access Publishing
Rodger Williams reviewed the latest federal action as part of America COMPETES
Reauthorization bill. Sect. 103 of that bill requires that OSTP appoint an interagency study
committee on public access and report within a year. Input and recommendations from forprofit and nonprofit publishers are to be solicited by the committee. Committee assignment and
composition is unclear. Funding for the bill is not yet in place. Budget requests from the
president will be presented the first week of February.
Strategy going forward includes interested external contributors to develop and present a series
of webinars for spring 2011. Topics to be covered are outlined in Slides 59-70.
Late February is the target for the first webinar. A volunteer is needed to serve as chair and oneday session will be scheduled for May.
d. Chinese Engagement
Rodger Williams reviewed the status of AIAA’s engagement with China. Two relationships have
been identified.
Chinese Society of Astronautics
Smaller one is with Chinese Society of Astronautics. MOU has been signed, and two books have
been licensed for translation. Additional titles are being sought. Authors/editors of all books are
consulted and must agree before moving forward.
Collaboration and support for an English version of their journal also is being sought. Technical
editors will be needed. Joseph Lee, AE for JA is willing to support this project but additional
volunteers will be needed. Financial support may be available from CSA.
China Aviation Publishing and Media, formerly Aviation Industry Press.
Initially three titles licensed for translation in October 2009, since then 11 additional titles have
been licensed. They are interested in broader collaboration with the Institute beyond
publications.
One partial translation and one full translation have been complete, and production is already
underway on two more.
AIP would like to become AIAA’s translation agent to serve as a clearinghouse for all requests for
collaboration that come to AIAA. AIP would be a copublisher with whatever other publishers in
China we decide to work with. Consistency of requirements/royalty terms would be ensured.
Quality is a concern, and assessment of proofs is necessary. Resources are available to evaluate
the titles currently in production, but going forward individuals will need to be in place that can
help review content. A review board needs to be established to fulfill this function. There was
some discussion concerning whether expenses should be incurred to ensure that resources are
in place to provide the required review.
e. Policy and Procedures Manual
Annotated source files of the manual will be distributed by 24 January 2011 so that
subcommittee chairs can comment on/revise existing text. A review and revision cycle then can
commence. The extranet site will be used to track iterations with a 1 June 2011 target
completion date.
10. New Business
Ethical Conduct Panel
Bragg reviewed the roles of Ethical Conduct Panel and relationship with other Institute ethics
monitoring committees/subcommittees. Bragg will introduce a motion for the BOD to appoint
an ad hoc committee to review the ECP guidelines and operations.
11. Liaison Reports
a. Aerospace Department Chairs Association, R. Walters
The ADCA chair is vacant and because there was no quorum, the election was deferred to its
June 2011 meeting.
Average undergraduate enrollment is high or higher than it has been for the past 20 years. The
complete survey summary is attached as Att4_2010_ADCA_Survey_01042011_Presn.pdf
Also Prof. Annalisa Weigel, MIT gave a presentation entitled "Update on National Survey of
Aerospace Engineering Students." The results compared attitudes of sophomores and seniors on
their aerospace curricula. The 2010 presentation is available at
http://web.mit.edu/caspar/adcajan2010.pdf as well as more information on study at
http://web.mit.edu/caspar/aerosurvey.htm.
b. Technical Activities Committee, W. Hurwitz
Hurwitz could not attend, but provided slides. In the interest of time, the committee was
directed to review them with the minutes. If there are questions they may be directed to
Williams who will forward to Hurwitz to address via e-mail or at the next telecon.
c. International Activities Committee, C. Bruno
Bruno had to leave before the end of the meeting. His notes were forwarded to Mike Bragg. IAC
highlights include:
Robert Lindberg, National Institute of Aerospace and AIAA Director-at-Large, gave a report on
the AIAA-organized trip to China and sponsored by CSA. There was a discussion about
opportunities of collaborating with other Chinese agencies in the technical sense, with
optimistic outlooks by Lindberg. Other IAC member were more pessimistic.
At the invitation of Mark Maurice, AIAA VP-International, Bruno gave a presentation of the
recent workshop in Brussels, sponsored by ESA and ESF (EU Science Foundation) focused on
finding ways to innovate and shorten the time between concepts and missions (space). This
presentation is attached as Att5_ESF-BreakTech-Conference-summary.doc for the committee’s
convenience.
12. Bragg adjourned the committee at 3:55 p.m.
Amended Roster and Staff Liaison Report are attached as Att6_ Roster_01_2011.doc and
Att7_Jan2011-Inst_ActvtyRept.