Paper Submission Instructions
Index:
Introduction
The APAC, CYCLOTRONS, DIPAC, EPAC, FEL Conference, ICALEPCS, LINAC
and PAC have adopted the same standards for electronic publication and
have created the Joint Accelerator Conferences Website (JACoW) for the
publication of their proceedings. Described below are the particular
requirements for submission of papers to this Conference - the general
requirements are explained in the text of the templates available from JACoW.
All contributions should be made via the internet using the facilities
provided by the organizers. Submissions during the conference with
floppy, CD, or memory stick are NOT accepted. During the conference, authors
must also submit a hard copy to the Paper Acceptance Desk at the
conference. Note:
The SPMS server for paper upload is available,
starting from July 29, 2004. The Paper Acceptance Desk will be open
during the conference: on Sunday August 29 from 17:00 to 19:00, on
Monday to Thursday from 8:00 to 18:00 and on Friday from 8:00 to
12:30.
The deadline for electronic paper submission is ahead
of the conference on Wednesday August 25, 2004.
Authors who participate to the FEL Conference are requested
to hand in a paper copy of their paper to the Paper Acceptance Desk
on Sunday, August 29 or Monday, August 30.
Authors who participate to the FEL Users Workshop only are
requested to hand in a paper copy of their paper to the Paper
Acceptance Desk on Sunday, August 29 or Thursday, September 2.
Authors are reminded of the strict enforcement of the requirements
for acceptance for publication as stated in the Call for Papers:
Since contributions are not accepted for publication only, any
paper accepted for presentation, which is not presented at the
conference, will be excluded from the proceedings. Furthermore, the
Scientific Program Committee reserves the right to refuse papers for
publication which have not been properly presented in the poster
sessions.
Manuscripts of contributions to the proceedings (or
enlargements of them) are not considered as posters and papers
presented in this way will not be accepted for publication.
- In order to maintain the high standard of the proceedings and
to keep them to a reasonable size, potential authors are reminded
that only novel, original work should be submitted. Papers which
have been published elsewhere will be rejected. Authors of more than
one paper are invited to consider whether these contributions could
be combined into a single paper, with due reference to other
publications or internal notes.
Manuscripts
Authors are advised to use the templates and in case of difficulties they should
consult the JACoW
electronic publication help pages.
The templates contain styles which, when applied, will
automatically ensure correct typesetting and layout.
Length of Contributions
Contributed papers for both oral and poster presentation may be up
to 4 pages long and invited papers up to 6 pages. Since the
proceedings will also be published in paper form, it is necessary to
respect these limits.
General Layout
See the templates for a typical implementation of the
requirements.
Manuscripts should be prepared for one side of the paper and have:
- Either A4 (21.0 cm x 29.7 cm; 8.27 in x
11.69 in) or US letter size (21.6 cm x 27.9
cm; 8.5in x 11.0 in).
- Single spaced text in two columns of
82.5 mm (3.25 in.) with 5. 3mm (0.2 in.)
separation.
- The text located within the margins
specified as follows to facilitate
electronic processing of the postscript
file.
The margins should be as follows:
Margins |
A4 paper |
US Letter paper |
Left |
20 mm |
20 mm (0.79 in) |
Right |
20 mm |
26 mm (1.0 in) |
Top |
37 mm |
19 mm (0.75 in) |
Bottom |
19 mm |
19 mm (0.75 in) |
In order to be compatible with the Adobe Acrobat Distiller, use
only TIMES (in roman, bold or italic), symbol and Zapf Dingbats.
All contributions should use 10pt fonts for the normal text.
Title
The title should use 14pt bold uppercase letters and be centered on
the page.
The names of the authors and their organization/affiliation and
mailing address should be listed alphabetically in 10pt upper and
lower case letters, grouped by affiliation. When there is more than
one author, the submitting author's name should be given first,
followed by the other names in alphabetical order.
Section Headings
Section headings should use 12pt bold uppercase letters and be
centered in the column. They should NOT be numbered.
Widow and Orphan Control: All headings should appear next to the
following text - there should never be a column break between a
heading and the following paragraph.
Subsection Headings
Subsection headings should use 12 pt italic letters, be left
aligned and justified in the column. As for section headings, they
should NOT be numbered.
Figures and Tables
Place figures and tables as close to the place of their mention as
possible. Lettering in figures and tables should be large enough to
reproduce clearly, using only the approved fonts. Use of non-approved
fonts in figures often leads to problems when the files are processed
and may even cause loss of information.
All figures and tables must be given sequential numbers (1, 2, 3,
etc.) and have a caption placed below the figure or above the table
being described.
If a displayed equation needs a number,
place it flush with the right margin of the
column.
References
All bibliographical references should be numbered and listed at the
end of the paper in a section called "REFERENCES". When referring to a
reference in the text, place the corresponding reference number in
square brackets. See the sample paper for a typical example.
Acronyms
Acronyms should be defined the first time they appear.
Page Numbers
DO NOT have page numbers. They will be added by the Editing Team
when they produce the final proceedings.
Templates
Templates and help can be retrieved through Web browsers like
Netscape and Internet Explorer by loading to disk. See your local
documentation for details of how to do this.
Authors are strongly advised to use the template corresponding to
the correct version of WORD and not to transport the document across
different platforms e.g. MAC <-> PC or across different versions of
WORD on the same platform.
Deadlines
Authors should submit their contributions electronically ahead of
the conference and before Wednesday August 25. As many
contributions to the proceedings as possible will be processed before
the conference and authors will be informed during the conference of
the success or otherwise of the processing. Successful processing does
not imply that the paper will be accepted - the paper must have been
presented in compliance with the conference's requirements (either
oral presentation or an acceptable poster). To facilitate the task for
the Editorial Team, authors should bring their paper copies to the
Paper Acceptance Desk on Sunday August 29 or Monday August
30. Authors who participate to the Users Workshop only are
requested to bring their paper to the Paper Acceptance Desk on
Thursday September 2.
Special Precautions for Electronic Publication
Use only TIMES (roman, bold or italic) and Symbol fonts (in
the text and in the figures), 10 pt minimum.
Check that the postscript file prints correctly.
Check that there are no page numbers.
Check that there are no section or sub-section
numbers.
Check that the margins are correct on the printed version
(left 20mm (0.79in), bottom 19mm (0.75in), overall height of text
241mm (9.5in)). There may be differences of ±1 mm on the margins
from one printer to another.
Check the size of the file - an average size should be about
100-300 kBytes. PostScript files which are in the region 1-3 MBytes
often cause problems and files larger than this will almost
certainly require modification. If the PostScript file for the paper
falls into one of these problem categories, please consult the JACoW
recommendations for diagnosis and remedies for large files.
Submission of Papers
The SPMS
server for paper upload is available from Thursday July 29,
2004. Authors can logon to the account previously created for the
abstract submission. The deadline for submitting papers is 24:00
(CET) on Wednesday August 25 2004. This is ahead of the conference
so that the papers can be processed and any problems can be analyzed
and then discussed with authors at the conference.
Authors are advised to submit their papers well before this
deadline in order to avoid difficulties due to overloading of the
system.
Submission of Electronic Files
Prepare a PostScript file of the paper which conforms to the
guidelines (LaTeX users please use the -j0 option with dvips - see the
JACoW pages for help about preparing PostScript files).
Check the size of the postscript file - an average size should be
about 200-800 kBytes. PostScript files which are in the region 1-3
MBytes often cause problems and files larger than this will almost
certainly require modification. If the PostScript file for the paper
falls into one of these problem categories, please consult the JACoW
recommendations for diagnosis and remedies for large files.
File extensions should have 3 or fewer characters.
Files should be named according to the paper's program code or Paper ID. Authors will be notified on the definition of their paper ID. Alternatively, it is also possible to find the code by logging on to the SPMS server and selecting the previously submitted abstract. A paper ID consists of 5 characters followed by two numbers, e.g., MOAIS05. For this example the file names should be:
• |
MOAIS05.ps |
- |
the PostScript file |
• |
MOAIS05.doc |
- |
the WORD source file (MOAIS05.tex if
it was a LaTeX document etc.) |
• |
MOAIS05f1.eps |
- |
EPS file containing figure 1 |
• |
MOAIS05f2.tif |
- |
TIFF file containing figure 2 |
Once the files are ready for submission, login to your FEL2004 account and click on the File Upload
link after selecting "Manage Abstracts".
- Submit the PostScript file.
- Submit all of the source files (text and figures) needed to make the paper.
- Please specify the File Type for each file that is uploaded:
◊ Postscript File |
Postscript file of the entire document. Extension: .ps |
◊ Source File |
LaTeX or Word source document. Extension: .tex or .doc |
◊ Other Supporting Files |
Source files of figures, tables, etc. |
◊ Transparencies |
PDF or PowerPoint files of electronic presentations. See the guideline for speakers for more information on this issue. |
- Note: the program codes are indicated in the FEL2004 Author Account (log in) and the system will not accept files which do not conform to this naming convention.
- Be aware that large files may take some time to transfer.
Print a hard copy of the paper ready to take to the conference.
|