Guidelines
The deadline for the submission of contributions to the Proceedings is 23:59 (11:59 PM) PDT on 12 September 2014.
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 or download the template created by the JACoW Board of Directors.
All contributions must be uploaded via SPMS according to the electronic submission guidelines.
Authors are reminded however 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 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.
Length of Contributions
Papers for contributed oral and poster presentation may be up to 5 pages long.
Papers for invited oral presentations may be up to 10 pages long.
IBIC considers references to be an important part of any presentation. They serve to both credit previous contributions to the field and provide resources for the interested reader. Therefore IBIC strongly urges all contributors to provide a complete set of references with their papers. The length of the reference section will not count against the 5 page length of the paper.
JACoW uses a reference style based on an IEEE style. A comprehensive set of guidelines and JACoW citation examples are given here.
Manuscripts
IBIC supports three types of documents, .dotx files from MS Word, .tex files generated by LaTeX, and .odf files from LibreOffice.
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.
General Layout
All contributions should be uploaded in advance of the conference, adhering to the correct JACoW templates.
| A4 Paper Size: | |
| LaTeX | MS Word/OpenOffice.org/LibreOffice |
| Document | MS Word (2003) for PC (.dot) |
| Class file | MS Word (2010) for PC (.dotx) |
| Figure 1 | MS Word (2011) for Mac (.dotx) |
| 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 (.dotx) |
| Figure 1 | MS Word (2011) 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:
- US letter size (8.5 in x 11.0 in; 21.6 cm x 27.9 cm) or
- A4 (8.27 in x 11.69 in; 21.0 cm x 29.7 cm)
- Single spaced text in two columns of 3.25 in (82.5 mm) with 0.2 in (5.3 mm) separation.
- The text located within the margins specified as follows to facilitate electronic processing of the PDF file.
The margins should be as follows:
| Margin | A4 Paper | US Letter Paper |
|---|---|---|
| Top | 37 mm (1.46 in) | 19 mm (0.75 in) |
| Bottom | 19 mm (0.75 in) | 19 mm (0.75 in) |
| Left | 20 mm (0.79 in) | 20 mm (0.79 in) |
| Right | 20 mm (0.79 in) | 26 mm (1.0 in) |
Authors should use only Times or Times New Roman (roman, bold or italic) and Symbol fonts (in the text and in the figures). All contributions should use 10pt fonts for the normal text.
Title
The title should use 14 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centered 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.
To include a funding support statement, put an asterisk after the title and the support text at the bottom of the first column on page 1 - in Word, use a text box; in LaTeX use \thanks.
Section Headings
Section headings should use 12 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) 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.
Paragraph Text
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.
Figures, Tables and Equations
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:
- Insert a continuous section break
- Insert two empty lines (will make subsequent editing easier)
- Insert another continuous section break
- Click between the two section breaks and Format -> columns -> Single
- Table -> Insert single column, two row table
- Paste the figure in the first row and adjust the size as appropriate
- Paste/Type the caption in the second row and apply the appropriate single or multi-line figure caption style
- Table -> Table properties -> Borders and shading -> None
- Table -> Table properties -> Alignment -> Center
- Table -> Table properties -> Text wrapping -> None
- Remove the blank lines from in and around the table.
- If necessary play with the cell spacing and other parameters to improve appearance.
If a displayed equation needs a number, place it flush with the right margin of the column.
References
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.
JACoW uses a reference style based on an IEEE style. A comprehensive set of guidelines and JACoW citation examples are given here.
Acronyms
Acronyms should be defined the first time they appear.
Page Numbers
DO NOT number pages. Page numbers will be added by the Editing Team when they produce the final proceedings.
Templates
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.
Paper Preparation Checklist
- Use only Times or Times New Roman (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 subsection numbers.
- Check that the margins are correct on the printed version (left 20 mm (0.79 in), bottom 19 mm (0.75 in), overall height of text 241 mm (9.5 in)). There may be differences of ±1 mm on the margins from one printer to another.
Once contributions are prepared, follow the Paper Submission Instructions.
Common Oversights
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.
- IS THE TITLE IN UPPERCASE?: The title should use 14 pt bold UPPERCASE letters (except for units, e.g. GeV) and centered on the page.
- Authors: The names of authors, their organizations/affiliations, and mailing addresses should be in 12 pt uppercase and lowercase letters. When there is more than one author, the submitting author should be first, followed by the co-authors. Co-authors should be grouped by affiliation and then be listed alphabetically. Primary authors are kindly reminded that it is their responsibility to check the accuracy of the title and co-authors entered in the SPMS abstract. There should be an exact match to those appearing in the paper. This is required to ensure the proper indexing of authors to papers in the published Proceedings.
- Section Headings: SECTION HEADINGS should NOT be numbered.
- Use 12 pt bold UPPERCASE
- Centered in the column
- Subsection Headings: use 12 pt italic lowercase and uppercase. The initial letters of significant words are capitalized, and the heading is left aligned in the column.
- Figures: Figure captions should be placed below the figure and centered if on one line, but justified if spanning two or more lines:
- Figure 1: A one line figure caption.
- Figure 2: A figure caption that takes two lines or more is justified.
- Note the colon ":" after the figure number and the period "." at the end of the caption.
- When referring to a figure from within the text, the convention is to use the abbreviated form, i.e. Fig. 1, unless the reference to the figure is at the start of the sentence: Figure 1 shows a schematic view of..., ... as shown in Fig. 1.
- Tables: Table headings should be placed above the table and centered if on one line, but justified if spanning two or more lines:
- Table 1: Table Heading (centered if on one line)
- Table 1: A Particularly Long Table Heading Spanning Two Lines (is justified)
- Note the colon ":" after the table number, initial letters of the table heading are capitalized, and the absence of a period at the end of the caption. It is also acknowledged, however, that in some instances authors find it necessary to replace the table heading with an actual sentence. In such a case, the formatting rules given for figure captions are best followed. The table caption should, however, always be placed above the table.
- When referring to a table from within a text, the convention here is NOT to abbreviate, i.e., Table 1
- Equations: If a displayed equation requires a number, it should be placed flush with the right margin of the column.
- References: References are written in 10pt and should be justified with a 0.25-in (7-mm) hanging indent.
PDF Files Are Allowed to be Submitted
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;
- JACoW scripting procedures to create the final publication set required a standard input; and
- most importantly, PDF files produced according to the JACoW recipe are PDF/A compliant, which is fundamentally important for the long term.
Since IPAC '12 we have a workflow that we think will enable us to process and convert author PDF files to JACoW acceptable ones.
How Do You Produce a JACoW Acceptable PDF File?
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, either of the following commands can be used:
- \documentclass[letterpaper]{jacow}
- \documentclass[acus]{jacow}
Additional help is available on the JACoW web site.
For papers with A4 format the source should start with either of the following lines
- \documentclass[a4paper]{jacow}
- \documentclass[aca4]{jacow}
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
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 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:
Previous Versions of Microsoft Word for Windows
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.
Microsoft Word for Mac 2008-2011
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 when OpenType extensions are used, resulting in extremely large PDF output. OpenType extensions should be disabled under Preferences / Compatibility / Disable OpenType Font Formatting Features; this is done for you if you use the JACoW Mac templates. Please check the size of your PDF before uploading to the IPAC’14 SPMS – it should be less than 1.5 Mb.
OpenOffice/Libre Office
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).
