Policies and Requirements for Publishing on JACoW

The JACoW collaboration has established several policies and technical requirements for publishing on JACoW. The policies are reviewed at the annual team meetings. The technical requirements are reviewed as the need arises.

License

JACoW publishes all conference proceedings under the Creative Commons Attribution 4.0 license in order to permit its wide dissemination and use. By submitting their work to JACoW authors accept that it is published under the CC-BY 4.0 license.

Policies

• Use of JACoW software licenses and JACoW-Indico: Each conference wishing to use JACoW-Indico has to sign an agreement that it will comply with the requirements of the collaboration concerning data privacy, quality, and integrity. JACoW software licenses may be used by a limited number of people for each conference, but these must be relinquished once the proceedings have been published. Processing at conferences should be done using the trial version of PitStop.
• Attendance at team meetings: conference Editors-in-Chief (and preferably also IT infrastructure managers) must be affiliated to the hosting laboratories or institutes, and must attend team meetings throughout at least a three-year cycle.
• As soon as a new JACoW conference is decided, the SPC Chair (of either the past, current or future event in the series) must inform the JACoW coordinator , and agree to conditions regarding participation in the JACoW collaboration, via this letter.
• JACoW does not publish external hyperlinks links from the proceedings web pages.
• Lists of attendees in a set of proceedings should not contain email addresses of delegates.
• Acrobat compatibility: PDF files in proceedings should be compatible with Acrobat 7 (PDF 1.6) or earlier versions
• Only original work which has not been published elsewhere may be published in JACoW proceedings.
• Each conference can decide whether or not to publish posters and/or talks. If the conference does decide to deliver the slides and/or posters as part of the proceedings, they need to be in PDF format. They are published on JACoW 'as delivered' as supplementary material for the paper, checking them for quality and performance is the responsibility of the conference.

Technical Requirements

The following are the minimum technical requirements for preparing proceedings that will be accepted for publication on JACoW. We strongly recommend using the JACoW paper templates, which will simplify the preparation process and help you prepare attractive, professional papers. Note that if your conference is not a member of the JACoW collaboration (see list on the JAcoW home page), please contact the JACoW chair to enquire about joining. You must be a member to publish on JACoW.

Paper Size

Papers must be A4 wide by US letter high, a size that prints well all over the world. JACoW provides templates for paper preparation that simplify this process. In principle, when the templates are used correctly, 18 mm is removed from the top of an A4 document, and 6 mm is removed from the right of a US letter document.

JACoW does not limit the number of pages in a paper: it is the responsibility of the conference organiser to set these limits. However, it is normally the case that there are limits to the number of pages with invited papers being allowed more pages than others.

Page Layout

The text (170 by 241 mm) should be centred on the page, and each page should include a page number and conference name (and in some cases copyright information). Therefore, when you print an individual paper, you can see the full reference (title, author, conference name, and page number) on at least the first page and the conference name and page number on subsequent pages.

Electronic Display

PDF files should be set to open with “Fit Width” setting, and thumbnails should be generated.

Individual pages should display without error and in less than about 5/N seconds on a computer screen where N is the speed of the processor in GHz.

Searchability

All fonts should be embedded in the PDF files containing the papers.

The general fonts used in PDF files should be Type 1, TrueType, or OpenType. Type 3 fonts should be avoided as much as possible because they cannot be recognised as characters in words and therefore are not searchable.

Hidden fields should be included so that Boolean searches can be performed on keywords, authors, titles, etc. The following fields need to be included:

• Title—title with Anglicized characters (no math or “foreign” characters)
• Author—author list without affiliations
• Subject—variable, but often this will be the classification assigned by the conference
• Keywords—list of up to 5 keywords (these can be derived from the PDF file contents by a script that JACoW provides)

Photographs

Conference photographs may be included in the proceedings but should be restricted in number. The published photographs should be relevant to the scientific content of the conference (i.e., pictures of social events should be avoided). For a large international conference with around 1000 delegates or more, there should be fewer than 100 photographs. For smaller conferences there should be significantly fewer.

Indexes

Indexes or “wrapper” files (e.g., introduction, author index, table of contents, committees) are required for each conference in HTML form to publish them on the website. It can be seen from the website that the layout for these wrapper files varies from one conference to another, reflecting their own personality, but they all contain the same basic information. It is JACoW policy that lists of conference delegates or conference committee members must not contain email addresses. Delegate lists of names and affiliations are acceptable.

Metadata

A complete set of metadata in 'Inspire' format must be submitted together with the proceedings themselves.