The deadline for the submission of contributions to the Proceedings is
11 September 2013
Described below are some basic requirements for the preparation of contributions - more complete guidelines are provided in the text of the JACoW templates, available at the JACoW Site (http://www.jacow.org).
All contributions should be submitted via the Internet according to the Paper Submission Instructions. Authors are reminded that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings.
Furthermore, the Scientific Programme 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.
Papers for contributed oral and poster presentation may be up to 4 pages long.
Papers for invited oral presentations may be up to 7 pages long.
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. Use the JACoW Styles and Macros pull-down in the MS Word toolbar.
Authors are strongly advised to use the template corresponding to the correct version of MS Word and not to transport the document across different platforms e.g. Mac <-> PC or across different versions of MS Word on the same platform.
All contributions should be uploaded in advance of the conference, adhering to the correct JACoW templates.
Templates for Authors can be found below.
A4 Paper Size: | |
LaTeX | MS Word/OpenOffice.org/LibreOffice |
Document | MS Word (2003) for PC (.dot) |
Class file | MS Word (2010) for PC (.dotm) |
Figure 1 | MS Word (2008) for Mac (.dot) |
Figure 2 | OOo/LO v3.3 and later (.ott) |
US Letter Size: | |
LaTeX | MS Word/OpenOffice.org/LibreOffice |
Document | MS Word (2003) for PC (.dot) |
Class file | MS Word (2010) for PC (.dotm) |
Figure 1 | MS Word (2008) for Mac (.dot) |
Figure 2 | OOo/LO v3.3 and later (.ott) |
See the templates for a typical implementation of the requirements. Manuscripts should be prepared for the appropriate paper size and have:
The margins should be as follows:
Margin | A4 Paper | US Letter Paper |
---|---|---|
Top | 37 mm | 19 mm (0.75 in) |
Bottom | 19 mm | 19 mm (0.75 in) |
Left | 20 mm | 20 mm (0.79 in) |
Right | 20 mm | 26 mm (1.0 in) |
Authors should use only Times or Times New Roman (in roman, bold or italic) and Symbol fonts. All contributions should use 10pt fonts for the normal text.
The title should use 14 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred on the page.
The names of the authors and their organization/affiliation and mailing address should be listed alphabetically in 12 pt upper and lower case letters, grouped by affiliation. When there is more than one author, the submitting author's name should be listed first, followed by the other names in alphabetical order.
Section headings should use 12 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred 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 should use 12 pt italic letters, be left aligned and justified in the column. As for section headings, they should NOT be numbered.
Paragraphs should use 10 pt font and be justified (touch each side) in the column. The beginning of each paragraph should be indented approximately 3 mm (0.13 in). The last line of a paragraph should not be printed by itself at the beginning of a column, nor should the first line of a paragraph be printed by itself at the end of a column.
Place figures and tables as close to the place of their first 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, unless the fonts are embedded.
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. A simple way to introduce figures into a Word document is to place them inside a table which has no borders. To insert a full width figure:
If a displayed equation needs a number, place it flush with the right margin of the column.
All bibliographical and web 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. An URL may be included as part of a reference, but its hyperlink should NOT be added. See the templates for a typical example.
Acronyms should be defined the first time they appear.
DO NOT number pages. Page numbers will be added by the Editing Team when they produce the final proceedings.
Authors are strongly advised to use the template corresponding to the correct version of MS Word and not to transport the document across different platforms e.g. Mac <-> PC or across different versions of MS Word on the same platform.
Use the JACoW Styles and Macros pull-down in the toolbar to apply the correct styles.
Once contributions are prepared, follow the Paper Submission Instructions.
Please check your paper against this list of common oversights before submitting your paper, giving particular attention to the formatting of Figures, Tables and References.
Most authors can generate PDF files, however the standard is far from uniform and often they are not acceptable for the JACoW database because:
Since IPAC '12 we have a workflow that we think will enable us to process and convert author PDF files to JACoW acceptable ones.
You may generate your PDF file using the standard JAC2003 class with pdfLaTeX, XeLaTeX or LuaLaTeX. Authors using the production chain LaTeX → DVIPS → PS2PDF have to apply the change according to the paper format (below). Additional help is available on the JACoW web site (www.JACoW.org) in the left sidebar under 'For authors -> Information and help'.
If you are using the US letter format the source should start with the following line:
\documentclass[acus]{JAC2003}
For papers with A4 format the source should start with the following line:
\documentclass[a4paper]{JAC2003}
For LaTeX PDF generation the following commands are recommended:
latex FILENAME.tex
latex FILENAME.tex (run twice to sync internal references)
dvips FILENAME.dvi -j0-D600 -o FILENAME.ps
ps2pdf -dEmbedAllFonts=true FILENAME.ps FILENAME.pdf
Word 2010 allows you to produce a PDF file by using File → Save As → Save as type: PDF. Please make sure that the PDF file options (click "Options…") are set as indicated in the picture before saving the PDF (this has to be done each time the file is saved as a PDF file):
There is a second set of parameters that should be set, accessible via Tools → Save Options...
This influences the font embedding in the source file. This eases the work for the editors when problems with unrecognized symbols occur with PS/PDF files and the source file has to be used.
Please tick the marked boxes as shown in the picture:
The set of JACoW templates ensures a unique formatting on paper formats used in countries with US letter and A4 sized paper. There is one parameter in Word that should be unchecked, as it can conflict with the template setting. Use the following figure as a reference:
Pre-2010 versions of Microsoft Word do not have the capability to Save As a PDF file. It is common to use a virtual printer driver that creates an electronic PDF file, rather than printing to an actual printer. There are several similar tools available, both for free or at a cost. We do not suggest any particular one. Please check that such PDFs do satisfy the JACoW formatting requirements and that the overall quality of the generated file is satisfactory to the authors. Remember to always check that the file prints correctly.
Word 2008 on Macs allows you to produce a PDF file by using File → Print → Save as PDF, or by typing Command-P. JACoW template fonts (such as Times New Roman) are automatically embedded in the PDF in Mac OS X:
Note that Word 2011 on Macs does not embed fonts properly in the output PDF, resulting in extremely large PDF output. Please check the size of your PDF before uploading to the IBIC 2013 SPMS, it should be less than 1.5 MB.
You can generate your PDF file using the "Export as PDF" function of OpenOffice Writer accessible via the File option (below, left). Before clicking the "Export" button make sure that the PDF options for Images and General are set as shown below (right).
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