TBD graphic that illustrates the process.

Preparing for Submission

All JACoW submissions should be prepared with LaTeX and MS Word, using the most recent JACoW templates. For complete details on IT tools and configuration, visit https://it-docs.jacow.org/

Formatting References

Correct reference formatting is vital to help increase indexing for JACoW publications in search engines. Please take care to use the proper format for references, as detailed in the templates, when preparing your papers. If using LaTeX, the easiest way to ensure correct format is to use BibTex, in which case the JACoW template will automatically take care of the formatting of references. Papers with references which are incorrectly-formatted or are missing needed information, such as DOIs, will be rejected and returned to the author for correction.

The JACoW Reference Search Tool provides correct and complete citations for JACoW publications, formatted for pasting into either LaTeX or MS Word documents.

Preparing Graphics

Use of Colour

Proceedings published on JACoW are viewable in colour. Authors should remember, however, that some proceedings might be published in book form in black and white. Therefore, it's important to keep in mind that graphics must be clearly legible, readable, and comprehendible in black and white, as well as color.

Working with Large Files

Typically, graphics generated from programs such as tracking simulations--where the figure is made up from very large numbers of points or vectors--cause problems. When converting such graphics to PDF, the software is unable to compress the files, resulting in thousands of elements being slowly "drawn" on the screen.

There are two methods available to determine whether an image has this problem. Firstly, does the file take a very long time to print? Secondly, if the PostScript file is displayed (using Ghostview or GhostScript, for example) does it take a long time to display? The latter method can also be used to identify one figure from among several that is causing problems.

Remedies

If you have access to the software used to produce the figure, check to see if there are parameters that can be adjusted to reduce the number of points that are plotted (averaging, downsampling, etc.).

Alternatively, reduce the figure to a bitmap image. Most bitmap images will display essentially the same as the original "plotted" figure while using much less space. Commonly available graphics editing software packages can handle this type of conversion. Figures can be imported to these packages and then reinserted into the document.

Using Cat Scan Tool

Once your Word or LaTeX paper is ready for submission, use the Cat Scan Tool to quickly check for common formatting errors and template deviations. This important and easy step helps prevent submission rejections.

How To Use Cat Scan Editor

1. Make sure you have turned off “Track Changes” in word, have “Accepted or Reject All Changes”, and saved the document in DOCX format using the Paper ID as the file name.
2. Visit http://scan.jacow.org
3. Click on “Choose File”, and point at your document, and Click “Open”.
4. Click “Scan”, the file will upload, be immediately validated and results published to the browser screen.
5. Review results, make corrections to document, re-scan as many times as required.

• Note: This tool is a “best effort” scanner, and due to the wide variety of authors habits within Word the tool may not pick up every issue with your submission, and authors are always ask to critically proof read and check their document. If authors start with the current template, and follow normal conventions of paper authorship, this tool will work extremely well.

Report bugs to david.button@ansto.gov.au

Understanding Cat Scan Results Report

The Cat Scan Editor provides an itemized report focusing on particular aspects of your document. When the Cat Scan Editor validates the various aspects of your document, it flags in the summary table with red backgrounds where inconsistencies are found to the JACoW requirements. The following links may provide you with additional information to resolve issues you may encounter, and further explain the actions of each section.

Processing Papers

At JACoW conferences, papers that are processed by editors are assigned colored "dots" to indicate their processing status.

A green dot is assigned when a paper is processed and passed all editorial criteria for publishing. An author with a green dot need take no further action, and can be confident that the paper will be in the proceedings.

A yellow dot means that the editor made some small changes to the paper and is seeking your approval of those changes. Those changes should not change the scientific content, but may change the formatting of the paper, including location of figures, location and size of figure/table captions, font sizes, etc.

If you receive a yellow dot, you should login to the Indico instance for the conference, read the comments from the editor, check the PDF copy of your paper, and approve or reject the author's changes. If you approve the changes, you immediately get a green dot.

A red dot means that the paper has fundamental flaws that prevent the editor from fully processing the paper. These may be missing figure or reference references in the text, misapplication or alteration of the JACoW templates, or a paper that runs over the page limit determined by the conference.

If you receive a red dot, you should login to the Indico instance for the conference, read the comments from the editor, modify the source of your file and generate a new PDF, and resubmit the paper after addressing the editor's concerns. The editor is automatically notified of red dot papers that have new files uploaded. The paper dot color will stay red until the author reprocesses the paper and gives it another dot color.