How do I publish proceedings with JACoW?

Requests from a conference series to join the collaboration are approved by the JACoW Board of Directors. Membership is contingent on a commitment from each series that they will contribute to the site for at least three future conferences and agree to JACoW's policies. Each set of proceedings must contain at least 25 papers (not simply a collection of presentation materials). JACoW Team Members must be affiliated to the hosting laboratories.

What are JACoW's technical requirements?

Under the JACoW charter, collaborating conference series agree to adhere to the technical requirements for publication and to send their JACoW Team Members, the Editors-in-Chief--for past, current, and future events--to the annual team meetings.

What is an annual JACoW team meeting?

These meetings are scheduled near the end of each year, rotating through Asia, Europe, and North America. These meetings give editors and local organizing committee members opportunities to pursue issues related to electronic publication, gain hands-on training, and learn about common JACoW tools, including Indico, CatScan and more.

How does JACoW survive?

Because JACoW is based on good will, attendance at team meetings and participation in JACoW activities is essential to maintain high standards and continuity. Electronic publication is not trivial. Publishing according to JACoW's standards implies not only that editors receive adequate training but also that they remain active in JACoW for a certain period to help train new editors. JACoW therefore reserves the right to exclude from publication any conferences not respecting the conditions above.

To request membership in JACoW, contact the JACoW chair .

What are JACoW's different Roles and Responsibilities?

The JACoW team is composed of a rolling set of editors (from past, present, and future conferences) and co-opted experts, plus any board members and officers who do not qualify as Institute Representatives or Conference Representatives. The team is part of a larger group of JACoW stakeholders that also includes persons representing major laboratories, universities, and institutes as well as scientific program committee chairs of JACoW events (past, current, and future in each conference series).

Institute Representatives

The primary stakeholders in JACoW are those institutes that provide resources for the collaboration. These institutes are invited to nominate representatives who will be their JACoW liaison. As primary stakeholders, they receive relevant information from the collaboration and are invited to the annual stakeholders meeting.

Conference Representatives

Member conferences nominate representatives for a rolling set of three conferences: previous, current, and future. The change-over point occurs once the current conference has taken place.

JACoW officers and roles are described as follows:

Chair

The chair heads the Board of Directors, chairing the team and stakeholders meetings and ensuring that the appropriate meetings are organised. The chair is responsible for the follow-up of actions and decisions. The chair also ensures that the software licenses and domain names are maintained.

Deputy Chair

The deputy chair (or chairs) assists the chair in the execution of his or her duties and replaces the chair if he or she is unable to fulfill a JACoW obligation.

Coordinator

The coordinator maintains contact with the member conferences through the scientific chairs, or their representatives, and maintains the active list as the series evolve (current becomes past, etc.). Similarly, the coordinator maintains the list of institute representatives. The coordinator also organises the team meetings with support from the local venue and the respective regional representative(s); this involves negotiation with the host institute and organisation of the social programme.

Repository Manager

The repository manager is responsible for the quality and maintenance of the JACoW central repository of user profiles and institutes.

Webmasters

Webmasters are responsible for maintenance and support of JACoW (with assistance from other resources in host institutes, such as IT infrastructure support). The webmaster for the proceedings site (currently hosted at Elettra Sincrotrone Trieste) is responsible for verifying that submitted proceedings meet the JACoW requirements for publication.

Board of Directors

The board of directors is the managing body that monitors operation of the collaboration and is the deciding authority concerning operations and development/changes to the collaboration and its activities.

The board establishes the policies and work programme for the collaboration and monitors progress and verifies that actions have been carried out. It also approves and manages collaboration membership (conference series) and when necessary applies sanctions for non-compliance with JACoW requirements by a conference series.

The three-year terms are arranged such that at least one board member finishes their mandate each year, in order to guarantee continuity with the election of new members.

Where can I learn more about JACoW's evolution?

The Joint Accelerator Conferences Website, JACoW: an Open Access Website for the Publication of Conference Proceedings in Accelerator Science and Technology , Christine Petit-Jean-Genaz, Particle Accelerator Society of Japan, Vol. 12, No. 3, 2015.

What recognitions has JACoW received?

2013 Gero Thomas Medal

In 2013, the Gero Thomas Medal was awarded to Christine Petit-Jean-Genaz, JACoW coordinator, for outstanding contributions to the Accelerator Group of the European Physical Society (EPS).

The Gero Thomas Commemorative Medal was created in 2000 to honour the memory of G. Thomas, who was the Secretary General of the EPS from 1973 to 1997 and played an essential role in the growth and the development of the society. The commemorative medal is awarded to individuals for their outstanding service to the society.

2012 Robert H. Siemann Prize

In 2012 JACoW coordinator Christine Petit-Jean-Genaz was awarded the first Robert H. Siemann Prize for outstanding contributions to the Physical Review Accelerators and Beams Journal and for encouraging sponsorship of the journal by accelerator institutes.

IPAC’10 Organizing Committee Prize

In 2010 the IPAC’10 Organizing Committee presented a prize to the JACoW collaboration for its service to the accelerator community. The prize was received by Volker Schaa and Christine Petit-Jean-Genaz (chair and deputy chair, respectively) on behalf of the collaboration in the company of several team members who were at IPAC'10 to work in the proceedings office.

EPAC'04 Award

The collaboration received an award at EPAC'04, and the following are extracts from the citation which it carried:

From tiny acorns mighty oak trees grow. An idea from Ilan Ben-Zvi in 1996, nurtured by others, has finally spread its branches as the JACoW collaboration reaches maturity in 2004.

The vision of a Joint Accelerator Conferences Website, maintaining a central database of information of all main participants in the accelerator community and holding electronic copies of all the papers published at the conferences under its umbrella, has taken eight years to reach fruition.

                                             . . . 

While many individuals have played a part, none would begrudge recognition to the two people whose foresight and enthusiasm have served to blend so many varied ideas together: John Poole, the Chairman of JACoW, and Christine Petit-Jean-Genaz, the EPAC Conferences Coordinator.

                                             . . . 

The Organising Committees of the EPAC and PAC conference series would like to acknowledge their achievement and thank them, and all those involved in JACoW, for their efforts to further the dissemination of scientific knowledge throughout the accelerator community.