Paper Submission

For those authors that requested peer review at time of abstract submission, the deadline for submission to the review process is April 11, 2018

Paper submission:  JACoW Scientific Program Management System (SPMS).

Submission of electronic files

What to Submit

Once the contribution has been prepared using the JACoW template and according to the IPAC'18 Paper Preparation Guidelines, the author should submit all of the following files:

• A properly formatted MS Word, OpenOffice/LibreOffice, or LaTeX document
• A PDF file made from this document. If you do not have the ability to generate a PDF file, submit a PostScript file made from the source.
• Each original illustration in its native format as used in the document

 For Oral Presentation:

• PDF, PowerPoint or OpenOffice/LibreOffice of slides are used for the oral presentation (and associated video or animation files where appropriate in their native format).

Why Do We Not Allow Authors to Submit PDF Files Only

Most authors can generate PDF files, however, the standard is far from uniform and often they are not acceptable for the JACoW database because:

• The compression settings are wrong
• Fonts are not embedded
• They do not conform to the standard input required by the JACoW scripting procedures to create the final publication set
• Most importantly, they are not PDF/A-compliant

Note that PDF files produced according to the JACoW recipe will resolve the problems listed above. We have prepared a workflow that enables us to process and convert author PDF files to JACoW acceptable ones.

What Files Should Be Provided?

Only files named according to the paper’s program code can be uploaded via the SPMS system. All files used to produce the contribution must be uploaded, for example, for paper MOXAA01, file names should be:

• MOXAA01.pdf - the PDF file, or if no PDF file can be provided then,
• MOXAA01.ps - the PostScript file (rename .prn files to .ps beforehand, where necessary)

Source files:

• MOXAA01.doc - (or .docx) the WORD source file
• MOXAA01.tex - the LaTeX source file, if LaTeX was used
• MOXAA01.odt - the OpenOffice.org or LibreOffice source file, if used

Figure files:

• MOXAA01f1.eps - EPS file containing figure 1 (uploaded as “Other Supporting File”)
• MOXAA01f2.tif - (or .jpg, .png, .gif) TIFF (or jpg, png, gif) file containing figure 2
• (uploaded as “Other Supporting File”)

Oral Presentations:

• MOXAA01_talk.pdf 
• MOXAA01_talk.ppt
• MOXAA01_talk.odp - the file to be used for the oral presentation
  (uploaded as “Transparencies”, movies as “Talk movies”)
   

How Do You Produce a JACoW Acceptable PDF File?

From LaTeX

You may generate your PDF file using the new jacow.cls class file from JACoW.org with pdfLaTeX, XeLaTeX or LuaLaTeX. If you are using the US letter format, the following command can be used:

• \documentclass[letterpaper]{jacow} or
• \documentclass[acus]{jacow}

Additional help is available on the JACoW website in the left sidebar under ‘For authors → Information and help’. For papers with A4 format the source should start with the following lines

• \documentclass[a4paper]{jacow} or
• \documentclass[aca4]{jacow}

For LaTeX PDF generation the following commands are recommended:

• pdflatex FILENAME.tex (or xelatex/lualatex)
• pdflatex FILENAME.tex (run twice to sync internal references)
  

For Microsoft Word for Windows 2010

 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 belowe before saving the PDF (this has to be done each time the file is saved as a PDF file):