Paper preparation & submission

The deadline for the receipt of contributions to the Proceedings of ERL17 is

Monday, 3rd July 2017, 24:00 CET

Described below are basic requirements for the preparation of contributions - more complete guidelines are provided in the text of templates, available at the JACoW electronic publication help pages.

All contributions should be submitted via the Internet according to the guidelines. Authors are reminded 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 workshop, 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.

Manuscripts

Authors are advised to consult the JACoW electronic publication help pages and to use the correct template. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout.

Length of Contributions

There is no limit to the length of papers. Please use discretion.

General Layout

See the templates for a typical implementation of the requirements.

Manuscripts should be prepared for one side of the paper and have either:

  • A4 (21.0 cm x 29.7 cm; 8.27 in x 11.69 in) or US letter size (21.6 cm x 27.9 cm; 8.5in x 11.0 in).
  • Single spaced text in two columns of 82.5 mm (3.25 in.) with 5. 3 mm (0.2 in.) separation.
  • The text located within the margins specified as follows to facilitate electronic processing of the postscript file.

The margins should be as follows:

    A4 Paper

  • Left Margin: 20 mm
  • Right Margin: 20 mm
  • Top Margin: 37 mm
  • Bottom Margin: 19 mm

    US Letter Paper

  • Left Margin: 20 mm
  • Right Margin: 26 mm
  • Top Margin: 19 mm
  • Bottom Margin: 19 mm

Authors should use only Times or Times New Roman (in roman, bold or italic) and Symbol fonts. All contributions should use 10pt fonts for the normal text.

Title

The title should use 14pt bold uppercase letters and be centered on the page. The names of the authors and their organization/affiliation and mailing address should be listed alphabetically in 12pt 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.

Section Headings

Section headings should use 12pt bold uppercase letters 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 10pt 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 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.

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.

This can be achieved by doing the following (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 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. A URL may be included as part of a reference, but its hyperlink should NOT be added. See the templates for a typical example.

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 WORD and not to transport the document across different platforms e.g. MAC <> PC or across different versions of WORD on the same platform.

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 sub-section numbers.
  • Check that the margins are correct on the printed version (left 20mm (0.79in), bottom 19mm (0.75in), overall height of text 241mm (9.5in)). There may be differences of ±1 mm on the margins from one printer to another.

File Upload

Once the contribution has been prepared using the appropriate template according to the paper preparation guidelines, the author should submit a PDF made from this document, the source file and all illustrations in its native format named according to the paper’s programme code.  Please make sure the Fonts are embedded into the PDF file; you can find instructions for the generation of the PDF file here: Jacow acceptable PDF file.  For example, for paper MOIACC005, the following files should be uploaded:

A PDF made from the paper:
•      MOIACC005.pdf – only if you do not have the possibility to generate a PDF,
you may submit a PS file instead

Source files:
•      MOIACC005.doc – the WORD source file, or
•      MOIACC005.tex – the LaTeX source file, if LaTeX was used, or
•      MOIACC005.odt – the OpenOffice.org source file, if OOo was used

Figures:
•      MOIACC005f1.eps – EPS file containing figure 1
(uploaded as « other supporting file »)
•      MOIACC005f2.tif – TIFF file containing figure 2
(uploaded as « other supporting file »)
•      etc…

Once all files are ready for submission, login to your author account via  ERL17 Author Profile, choose the paper you are working on and click on the file Upload link. Then upload all the requested properly named files.

Note: The paper submission deadline is after the conference to allow for the inclusion of information from the conference. However papers submitted before will be processed by the editorial team starting during the week before the conference, which will allow the authors to get in contact with the editing team at the conference. Authors will receive a mail indicating the status (accepted, request for proof-reading or re-submission of a new version) of their paper after processing and can also retrieve this information after login to the author account.

Please verify that the paper title and co-authors on the paper, and entered into the SPMS, are identical. If this is not the case, click on the links "edit" or "authors" and update. SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index

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