This draft document is based on the proposal prepared by Physics Coordination, EB chairs and a Junior Representative and takes into account the outcome of the discussions held at the Editorial Board Meeting of January 20 and at the Physics Board Meeting of January 22. It discusses the main implementation details of a procedure aimed at increasing the paper output of the ALICE Collaboration

1) The development of a physics analysis and the first discussion of the results take place in the relevant Physics Working Group (PWG) or Analysis Task Force.

2) The PWG conveners may appoint an internal Analysis Review Committee (ARC) that helps the PWG in the scrutiny of the analysis procedure. It also takes care of reviewing the Analysis Note (AN) which is prepared by the group of analyzers working at the topic under study, and proposes its approval to the PWG conveners.

3) Once the results and the corresponding physics message are approved in a public PWG meeting, and the AN is ready, a Paper Proposal (or a Public Note Proposal, see Appendix) takes place during a meeting of the Physics Forum (PF). If the PF gives a positive evaluation of the Paper Proposal, a short offline round follows where each collaborator may comment on the proposal. During this period, also the comments received in the PF discussion are addressed. If no showstoppers emerge, the Paper Proposal is approved. Suggested length for offline round: 1 week

4) After approval, an Internal Review Committee (IRC) is nominated by the EB chairs, in consultation with Physics Coordination. If an ARC exists, one of its members becomes part of the IRC, to ensure continuity in the preparation process of the final results and of the corresponding paper. The PC works together with the IRC in order to prepare the final results of the analysis and the draft of the publication.

5) Once the final results are ready, they are first discussed and approved in a PWG meeting, and are then brought to a "Result Review" session of the PF. In case the PC believes that the results should be in the future presented as preliminary, an explicit "Preliminary Alert" is issued in the presentation. The "Result Review" step is not mandatory, if results are unchanged with respect to the Paper Proposal and no request for releasing a preliminary result is issued.

6) The PC/IRC then work towards the finalization of the paper draft. An EB member is assigned to the paper by EB chairs when the draft is in an advanced stage, with the aim of checking that the editorial quality of the draft is good enough to ensure, in the next step, an efficient review by the ALICE Collaboration.

7) Upon IRC/EB approval the draft is released to the whole Collaboration for a "Long Round". If the PC intends to release the plots contained in the draft as preliminary results an explicit "Preliminary Request" has to be issued when the Long Round starts. Additional material, and in particular all the plots that are not part of the paper but are useful to provide more details, including plots that can be derived from the plots contained in the paper, have to be part of an accompanying, light, document, prepared at this stage and finally submitted to CDS and made public. Suggested length for Long Round: 2 weeks

8) During Long Round every collaborator has the possibility of sending comments/warnings/suggestions concerning the paper. In addition, up to 5 member institutes are specifically requested by the EB to comment in detail. When Long Round ends, Physics Coordination, in consultation with EB chairs, PWG conveners and IRC, decides if the Long Round was successful, i.e. if no comments were given which would imply a significant review of the results. If this is not the case the PC has to satisfactorily answer the comments. In case this procedure leads to important modifications of the paper draft, a second "Long Round" can be requested.

9) Once the Long Round is considered as successful, the results can be immediately released as "ALICE Preliminary", provided that the corresponding Preliminary Request was issued.

10) At this point, having dealt with the comment that imply a review of the results, the PC implements all the (mostly editorial) comments issued during the Long Round and prepares the final version of the paper. After a prompt IRC/EB check, the paper is then released to the Collaboration for a "Final Round". Only the implementation of Long Round comments and minor remaining issues are addressed in the Final Round, i.e. no comments having a strong impact on the content of the paper can be submitted at this stage. In parallel to the Final Round the paper is submitted to CERN-PH for approval. The author list is automatically created from the ALICE database at the start of the Final Round. Suggested length for Final Round: 1 week

11) After the Final Round is completed and a fast IRC/EB check is performed, HEP data relative to the paper results are prepared, the paper is submitted to arXiv and to the chosen journal by the alice-publication team.

12) Once the journal referee's report is received, it is uploaded to the paper page. The PC prepares an answers to the referee comments and a new version of the draft. After an IRC/EB check the paper is resubmitted to the journal by the alice-publication team. In case of major changes, the EB, in consultation with the PB, sends the revised manuscript and the answers to the referees to the collaboration. The PC updates the draft, in response to comments received from the Collaboration. The draft is finally resubmitted, after an IRC/EB check.

13) Upon acceptance, the paper is updated on arXiv, and the final version propagated to CDS and to the public pages of the ALICE web site.

APPENDIX For particular cases the results of a physics analysis can be made public via a Public Note. Usually a Public Note proposal is discussed at the PF for exploratory analyses that do not converge to a real physics result, or for making public details on particular aspects of a physics analysis which is published in a paper. The steps foreseen for the development and completion of a paper apply also to Public Notes, except that no "Final Round" is requested.

-- EnricoScomparin - 2015-01-28

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Topic revision: r7 - 2015-02-05 - EnricoScomparin
 
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