Update on Template & Referencing by Jan ChrinNew template 2016, biggest change adopting new style for references, Chicago style IEEE. Responsibility of JACOW collaboration as a whole. Formally identified a few mistakes in template and will rectify before next use. Outcome listed in presentation. Most important addition of DOIs that Volker has been working hard on - want to encourage their use now. Explanatory text will be added. Gave example of lazy reference and how to correct this. Encourage editors to think about emailing authors 3-4 weeks before conference and remind them to use the template. Reduces load on editors. Comparison of log reports shows more time spent each year on references. Workload will be greatly reduced with new changes. ''Jan will make changes and propagate to colleagues and Maggie will closely inspect and Jan will do final proof."
Principle changes last year are listed in presentation. Pointed out no need for italics in mu. No questions Editing Papers, Current Tools an Versions, Tips and Tricks by David ButtonSection already exists on Pitstop – David ran through some of these used in IPAC17. Word papers still largest proportion. Section exists on Word templates and common oversights. References and formatting highest, followed by figures formatting incorrectly. Red dot is a red dot! editors time is premium send back to author with clear instructions. Volker advised putting in the error code in front of text message so they can refer to problem. Everyone should have copy of JACOW template. Citation information – link invaluable to go back to authors with how to correctly cite within paper. Try to educate author. Statistic of paper errors – arm yourself with knowledge! Prequisite list of common errors – editor asked to input code and this can be produced into report Visualisation – document outline – flattens document into linear sequence. (then print layout to get back to standard view) Showed button to show indents, paragraphs and spacing lines (non visible characters) Showed how to turn on text boundaries, file – options- text boundaries Search – showed how to find references for figures in text as an example. Search and replace to correct multiple errors that are identical throughout document. Use Find and Replace tool. Formatting styles – pre-existing styles put together for JACOW, they appear at the top, sometimes people try to change these. Right click on style under modify they may have turned on automatically update. Format Painter Tool – useful for example if format is incorrect, select format painter, select and drag, Apply formats to documents quickly and easily, Fudging Line spacings (shift + ctrl + up arrow Formatting inline with text – figures or objects which re not inline with text – wrap inline with text and drag to correct place. Grouping – inline with text – grab as one block Removing hyperlinks ctrl k Formatting breaks – listed in presentation Questions - Maggie said has tip on spacing - discuss outside meeting. Final Notes to Meeting Attendees, Voting by Ronnie BillenEnd of mandate of three directors – Chair, Deputy Chair and Coordinator, each TM or conference rep may cast one vote only. Outlined which members of each conference were the ones to vote when more reps are in attendance. 10 nominees were contacted beforehand for their agreement only 3 were in agreement to take on the position: ''Chair – Ivan Andrian"
''Deputy Chair – Todd Satogata"
''Coordinator – Christine Petit-Jean-Genaz"
Voting then took place. Open Session Questions - Ivan AndrianIvan talked about the IT Working Group – collected ideas and discussed. ''Try and move to Windows 10/Office 2016/Acrobat 12 DC"
''2016 idea of virtual machines probably not practical or sustainable"
''JACOW software bundle is over – not maintained so investigate Chocolatey – IPAC18 IT? Package manager for windows. Start with this and improve in future conferences. And then no need for cloning. "
''Also need BackupPC instead of SyncBack - free or other tools"
NDS/DHCP/…?proceedings office status board pre-configured. ''Use of MS Office in trial mode – possible to use with full features for time of conference and same done with windows 10."
Still need licences for software but could have numerous free without activating them. Speaker preparation office – need to approach – start standardising the editorial team computer Documentation – all in the wiki. The person presenting the IT infrastructure at TM should maintain documentation on wiki for every IPAC. Nice to have checklist just after installing computers for the conference, before starting editing go through the checklist and then everything should work. Johan said some documents have not been updated yet but will be! Announcement of Vote Results by Ronnie BillenResults: 30 votes total Chair – 27 votes Ivan Deputy – 28 votes Todd Coordinator – 28 votes Christine 3 years mandate and since 2nd mandate it will be the maximum consecutive years can be done. |