Paper Submission Instructions

All contributions properly presented at the conference are eligible for publication in the conference proceedings at the JACoW site.

Upload of contributions is via IPAC Author Accounts.

The deadline for the submission of contributions to the proceedings is

Wednesday, 19 May 2010 at midnight JST

The submission deadline is ahead of the conference so that the papers can be processed by the JACoW technical editors in Kyoto, beginning promptly on 20 May 2010. In this way any problems can be analysed and discussed with authors upon their arrival at the conference, prior to moving on to a quality check of all successfully processed papers. The aim is to publish all contributions on the last day of the conference via the SPMS, with final publication at the JACoW site soon soon afterwards.

The successful processing of all contributions during the conference relies heavily on the collaboration of all authors. Since the JACoW editorial team is only available during the conference, any delay in receiving contributions will cause a delay in processing them, and will ultimately jeopardize swift publication on JACoW.

Submit only papers that are final and ready for publication. "Place holders" or "preliminary" versions waste the time of the editors and jeopardize early publication. The Editorial Board reserves the right to reject such submissions.

Submission of Electronic Files

Once the contribution has been prepared using JACoW templates and according to the Paper Preparation Guidelines, prepare a PostScript file (LaTeX users please use the -j0 option with dvips - see the JACoW Site for help with preparing PostScript files).

Check the size of the postscript file - an average size should be <3 MBytes. PostScript files which are larger than 5 MBytes often cause problems and will almost certainly require modification. If the PostScript file for the paper falls into this category, please consult the JACoW recommendations for diagnosis and remedies for large files.

Only files named according to the paper's programme code can be uploaded via the system. ALL files used to produce the contribution must be uploaded, for example, for paper MOPEC001, file names should be

  • - the PostScript file
  • MOPEC001.doc - the WORD source file, or
    • MOPEC001.tex - the LaTeX source file, if LaTeX was used, or
    • MOPEC001.odt - the source file, if OOo was used
  • MOPEC001f1.eps - EPS file containing figure 1 (uploaded as "other supporting file")
  • MOPEC001f2.tif - TIFF file containing figure 2 (uploaded as "other supporting file")
  • etc.

Once all files are ready for upload, login to your IPAC Author Account and

  • Ensure that the paper title and co-authors on the paper are identical to the paper title and co-authors entered into the SPMS. If this is not the case, click on the links "edit" or "authors" and update. SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index.
  • Click on the file Upload link. Then:
    • submit the PostScript file
    • submit all of the source files (text and figures) needed to make the paper (be aware that large files may take some time to transfer).

Papers will undergo processing by the technical editors - using the PostScript files - from the deadline for submission, 19 May, and authors will be able to check the result by logging into their IPAC Author Account. E-mail notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed.

last update April 20, 2010, at 09:18 PM
by Christine Petit-Jean-Genaz