Ever wonder who’s working behind the scenes to keep the IEEE Photonics Society’s journals running smoothly? In this article, we’re excited to spotlight the talented publications team, Doug Hargis, Yvette Charles, and Sylvia Hinkson, whose combined expertise, dedication, and teamwork help ensure the quality, accuracy, and timeliness of the Society’s scholarly journals. Through this Q&A, you’ll get to know more about their roles, the journals they support, and even some fun facts about their lives outside of work!
To learn more about the leadership guiding this dynamic team, be sure to check out past Newsroom articles featuring Laura Lander, Publications Portfolio Manager, and Pat Iannone, Vice President of Publications.
Let’s dive in and get to know the people behind the pages!
What are the current roles of the publications staff and what are their responsibilities?
As a part of the IEEE Photonics Society Publications team, each staff member plays a unique role in supporting the success and integrity of the Society’s journals. Their work ensures a productive and professional experience for authors, editors, and reviewers alike, from submission-to-publication.
Doug serves as the Senior Publications Administrator, contributing to the overall oversight of the Society’s Publications Portfolio. While his work supports multiple journals, he directly administers the IEEE/Optica Journal of Lightwave Technology (JLT). Established in 1983, JLT is a semi-monthly journal co-sponsored by seven IEEE technical societies and Optica. It features cutting-edge research in optical waveguide technologies and their broad applications, from integrated photonics to advanced optical networks. The journal is home to a great many highly cited papers in these fields.
Beyond overseeing the general editorial paper process, Doug’s responsibilities include preparing operational reports and procedures, coordinating editorial committee meetings, managing administrative workflows, and ensuring compliance and quality control. His role depends heavily on effective communication and cross-functional collaboration, key aspects he truly values and enjoys.
Yvette is the Publications Coordinator for IEEE Photonics Journal, IEEE’s first open access journal. As an online-only, rapid-publication archival journal, it highlights high-quality research at the forefront of photonics. Yvette oversees the end-to-end flow of manuscripts, ensuring submissions meet formatting standards, proactively following up with reviewers and editors on overdue papers, and maintaining tight publication timelines. Her keen attention to detail supports the journal’s reputation for both excellence and efficiency.
Sylvia serves as the Publications Coordinator for IEEE Photonics Technology Letters (PTL), a semi-monthly hybrid journal that offers both open access and traditional publishing options. PTL features original contributions that advance the state of the art in theory, design, fabrication, performance, packaging, and reliability of photonic technologies. Sylvia manages the full manuscript process, from initial submission through peer review to final publication. She also prepares editorial reports and collaborates closely with the IEEE Journals Production team to ensure each issue is delivered with accuracy and consistency.
Together, the team is proud to support a portfolio of high-impact journals that reflect the innovation and rigor of the photonics community.
Within their staff roles, how does the team collaborate with authors, editors, and reviewers to ensure timely production and accuracy of journal content?
Collaboration is at the heart of the Publications team’s work with authors, volunteer editors and reviewers.
Doug supports authors by providing guidance and administrative assistance throughout the entire publishing journey. This includes answering questions, clarifying journal and publisher policies, and helping authors navigate ethical standards and submission guidelines. He also works closely with reviewers by offering clear instructions on how to conduct reviews, addressing any concerns or questions they may have, and recognizing their dedication through awards for outstanding contributions. His collaboration with Editors spans everything from day-to-day coordination to organizing regular annual meetings, both during and outside major conferences, all aimed at maintaining an efficient and effective workflow.
Yvette, PJ coordinator, stays in constant communication with both authors and editors. She regularly meets with Editors to discuss urgent issues, keeps the Editor-in-Chief promptly informed of anything requiring immediate attention, and generates bi-weekly reports to highlight priority papers. Yvette also collaborates closely with the production team to ensure any outstanding author requirements are quickly addressed, which helps maintain the journal’s rapid publication schedule.
Sylvia, who has long administered PTL, emphasizes the importance of clear, friendly communication in every interaction. Over the years she’s built lasting professional relationships, some of which have even grown into personal friendship with volunteers. These strong connections help create a collaborative and supportive environment that enhances the overall publication experience.
In alignment with Doug’s efforts, both Yvette and Sylvia are actively involved in supporting publications awards that acknowledge excellence in reviewing and scholarly contributions.
How long has each staff member been with the IEEE, and what does the team enjoy most about working with volunteers?
With nearly 80 years of collective IEEE experience, the team is basically the ‘optical constants’ of the Society, steady, reliable, and always in phase with their volunteers.
Doug is celebrating his 30th year with the IEEE. For him, the joy of working with volunteers comes from their deep commitment to the organization’s mission and the collaborative spirit they foster. He finds meaning in knowing that his efforts help drive positive change in the scientific community.
Sylvia, who has been with the IEEE Photonics Society for 25 years, echoes that sentiment. She considers it a privilege to collaborate with such a dedicated and intelligent group of editors. Over time, those working relationships have grown into genuine mutual respect and camaraderie, something she values deeply.
Yvette, with 23 years of IEEE experience, especially appreciates the multidisciplinary and multigenerational backgrounds volunteers bring. From engineers and professors to students and retirees, each individual contributes unique perspectives that enrich the work. She enjoys learning about different cultures and experiences, which not only broadens her worldview but also inspires creative problem-solving.
Across the board, what unites the team is a shared appreciation for the passion, generosity, and expertise our volunteers bring. Their contributions are vital, and working with them is both professionally rewarding and personally inspiring.
What memorable experiences have the team had while coordinating a journal, whether it’s a challenge they overcame or an accomplishment they are proud of?
Each team member has experienced memorable milestones, whether through tackling large-scale projects, stepping into new roles, or embracing responsibilities that once felt daunting.
For Doug, a standout moment was the launch of a new website for JLT. The project spanned an entire summer and required close coordination across multiple departments. Sensing a gap in the author’s experience, Doug proposed and developed a comprehensive FAQ page. Collaborating with the Editor-in-Chief and various teams, he helped create a user-friendly resource that addressed authors’ most common questions, an initiative that became one of the defining features of the site.
Yvette reflects proudly on her early years with IEEE, when she worked alongside Sylvia on PTL. That experience prepared her to independently manage the IEEE Journal of Quantum Electronics (JQE) submission site, a major shift for her, as JQE’s longer and more technical format posed new challenges. While initially intimidating, the transition marked a key moment in her professional growth, made possible by the trust and encouragement of her leadership team.
Sylvia’s journey with PTL also highlights a significant achievement. When she began, the journal’s volume and complexity required two staff members to manage it. Over time, Sylvia took full ownership of the publication, a testament to her dedication.
For all three, these milestones serve as more than professional achievements, they are points of pride that reflect the real impact the team has made in supporting the scholarly publishing process.
What are a few fun, unexpected, or interesting facts about the team that others might not know, such as hobbies, talents, and/or personal interests?
When the team isn’t busy coordinating journal workflows, they each have some unexpected passions and hobbies that keep them balanced and entertained!
Doug enjoys reading and exploring creative writing in his free time. He also taps into his artistic side through painting and music, particularly the bass guitar, his favorite instrument.
Yvette is a member of a Double Dutch organization, a group created by two best friends who were empty nesters seeking fun, friendship, and fitness. Open to women from all walks of life over the age of 40, the oldest member is 90 years young. The group meets weekly for two hours of pure play. From jumping rope and hula hooping to hopscotch and line dancing, it’s a joyful escape and a welcome break from the stresses of everyday life.
Sylvia, on the other hand, brings sweetness to the team, literally. She’s a devoted baker whose pistachio cake, banana bread, zebra brownies, and blueberry cake have become fan favorites among colleagues and family alike. Baking is her happy place, and she loves the joy it brings to others. When she’s not in the kitchen, she’s spending cozy time with her family and their beloved cat, Blue—a furry friend who has brought unexpected love and laughter into their home.
