FEL2004 Processing Guidelines

You can use any computer and all of the software and preferences should have been set for you.

For any purpouse, you'll have to login to your FEL2004 account on http://fel2004.elettra.trieste.it/pls/fel2004 first.

First of all, take your time and read the instructions given to the authors.

1. Once logged in, click on the "Editors' Home" link in the heading of the page: you'll get the editor interface

2. Choose a specific PAPER_ID from the per-day pop-up menues (e.g. TUAOS04), or:

   • set the platform - start with Windows papers (should be easier than others), then go with Mac's... leave Linux and Unix to experienced editors (or for late conference days...).

   • set the Source Type - start with MS Word... leave LaTeX to experienced editors.

3. Press "Get Next Paper"

4. Process files

5. Print the processed paper from the final PDF

6. Write the PAPER_ID on the paper copy (top-right)

7. Close to the PAPER_ID, stick a RED or GREEN dot on it

   • RED where there are problems
     • indicates to the author that he must come to the proceedings office
   • YELLOW if the source file was opened to fix a small problem
     • indicates that the author should proof read in case things have inadvertently been changed
   • GREEN if everything was OK
     • no further action required - paper can go into QA

8. Upload all the processed files - no need to upload unchanged source files.

9. After upload - use the interface to set the status red/green etc. in the database, for the PROCESSING PART ONLY!

10. Enter explicit comments when there were problems and check the boxes to indicate what type of problems were found and click on Save

11. If there were problems be explicit in the comments so that the staff at the Paper Reception Desk can explain the problem to the author

    • Author Comments can be seen by the author
    • Editor's notes are only available for the editors to see

12. Pass the paperwork for filing

13. Start another paper

1. Editors will be allocated a paper to work on by the database.
2. Download the PostScript file to your "My Documents" folder on the Desktop.
3. Drag and drop the PostScript file to the Distiller.
4. If the distilling works, the PDF will be saved to the same folder and automatically opened in Acrobat.
5. Check the fonts by opening File -> Document Info -> Fonts. All fonts should be of 'Type 1' or TrueType. With LaTeX prepared papers there will often be some Type 3 fonts in the mathematical content but if this represents less than 15% of any one page this is still acceptable. If there is a problem go back to the document and try to change fonts or in the case of LaTeX pass the paper to an expert to fix the font problem. The PostScript file should be re-made and the processing repeated from Step 3. When a WORD document has been repaired you can also use PDFMaker to make the PDF
6. Check that the number of pages is no more than 4 for contributed orals or posters, and no more than 6 for invited orals.
7. Check that all pages are readable and are displayed in a reasonable time (every page should display in less than about 5 seconds).
8. Check the page size at the bottom of the window: it should be either 595 x 842 pt (A4) or 612 x 792 pt (Letter), or 595 x 792 pt (JACoW).
9. Change to full page view and enable grid (View -> Show Form Grid), if not already on.
10. Resize the document by using the PitStop Action List. CTRL-Alt-A and execute JACoW MediaBox, or use the first icon of the Action List Toolbar.
11. If the text area goes in the very top of the page, outside the margins, try using the JACoW MoveDown Action List (second icon in the Action List Toolbar)
12. The text should now be inside the margins on all pages. If not, the text may be moved using 'Select Object' tool in the PitStop toolbar to the left of the window.
13. Check that the overall format follows the instructions/templates (titles, no numbering, fonts, etc.)
14. If the format still is wrong, edit the document, make a new PDF using either PDFMaker or by printing to a file (use the "Generic PostScript Printer" printer) and go back to Step 3.
15. Save the .pdf file using the Save As command (this will reduce file sizes when the optimize option is checked).
16. Check that the name of this final pdf is the 'program_code.pdf'.
17. Print the .pdf file and if possible, compare with the original handed in at the conference.
18. Check that the size of the .pdf file is reasonable (less than 3 MB).
19. Upload files when you are done and then set the status in the database as described above.
20. If the file PostScript file has to be re-made even if the problem is trivial, e.g. wrong paper size, stick a Yellow dot, record your actions through the processing interface and forward for filing and dotting. The author will come to the proceedings office and will be invited to proof read the paper which has been fixed.
21. If the problem is very complicated and can't be fixed by you, stick a red dot on it. Record the details of the problem through the processing interface and pass the paperwork to a competent person. If he can fix it, he will request the paper specifically, fix the problem and forward the paperwork for processing and dotting. The author will be informed of the fixing and asked to proof read. When the editorial team cannot fix the problem, the author will be informed of the problem and invited to fix it himself, either during the conference, or back in his laboratory (in the following two weeks, but no later).

General Information

Setting up Acrobat Distiller

Some details about setting up Acrobat and in particular setting the forms grid are given in this document.

Moving Object in Acrobat

Objects (like all of the text on the page) can be selected and moved around using Acrobat Plug-ins. This document gives some details.

Type 3 Font Problems

If Type 3 (bit-mapped) fonts are used (default for old LaTeX installations) then the result is pretty awful and looks like this - papers like this are not acceptable. (This link should be viewed on a low magnification or smallish window to see the full effect)

Paper Sizes

Distilled Page Sizes

First of all, from the Editors' Home, choose "Paper Final QA"

1. Take a paper from the "QA" paper tray
2. Download the PDF file from the server using the editor interface
   (choose the paper from the pull down menus, then click on "Submit")
3. Then perform the following checks:
   1. All pages of the document display without errors from Acrobat (or visual errors as well)
   2. All pages of the document display in a resonable time (<5 seconds should be fine)
   3. Check the margins once more
   4. Compare the hard copy with our printed version
   5. Look carefully at the text and check equations and figures for strange or bad fonts
   6. The number of pages is the same as in the database. If not, update the database (check also the 4/6 pages limit!)
   7. Check the title and authors list correspondence with the data in the database (not the order). If something is wrong, pass the paper to the Paper Reception Desk that will do all the fixes and give it back to you
4. If all is OK, choose the "QA complete - Paper OK" and submit.
5. If something is NOT OK, fix the problem (choose if you like reassigning it to you or not).
   After that, place a comment into the database and assign a "QA complete - Paper OK" to the paper.
6. If you REALLY cannot fix it
   1. Describe the problem in the "Comments" field, choose "QA failed - Assign Red Dot" and place a Red dot the paper on the first sheet.
7. Place all the paper work in the plastic folder with the PDF version (the one with the dot) on top, then put this folder in the "QA'ed" paper tray.