Paper Submission Instructions

Index:
1. Introduction 3. Templates 5. Special precautions
2. Manuscript 4. Deadlines 6. Submission of electronic files

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.