|Trace of all events/comments
|Authorís hard copy
||Paper Reception office
You can use any computer and all of the software and preferences should have
been set for you.
Login to your EPAC/JACoW account on
Once logged in, you will automatically get the editor interface
set the platform - in general MAC papers should not be processed on a
PC. You can safely process Linux, Unix and Windows documents on a PC.
Get Next Paper or choose a specific PAPER_ID e.g. THZCH003
Process files (see below)
Print the processed paper from the final PDF
Write the PAPER_ID on the paper copy
Stick a red, yellow or green dot on it
- RED where there are problems
- indicates to the author that he must come to the proceedings office
- YELLOW if the source file was opened to fix a small problem
- indicates that the author should proof read in case things have
inadvertently been changed
- GREEN if everything was OK
- no further action required - paper can go into QA
Upload the processed files - no need to upload unchanged source files. If
you plan to replace the author's Source or PostScript file you have to do so
before setting the status. Otherwise, the paper will be flagged as having
received new files after it's status was set.
After upload - use the interface to set the status red/green etc. in the database
Enter explicit comments when there were problems and check the boxes to
indicate what type of problems were found and click on Save
If there were problems be explicit in the comments so that the staff in
the paper reception office can explain the problem to the author
- Author Comments can be seen by the author
- Editor's notes are only available for the editors to see
Pass the paperwork fo\r filing
Start another paper
- Editors will be allocated a paper to work on by the database. The editor
should select the platform through the web interface so that MAC files are only
processed on MAC. Once an editor has selected a paper for processing the
author cannot re-submit without some manual intervention.
- Drag and drop the PostScript file to the Distiller.
- If the distilling works, the pdf will automatically open in Acrobat.
- Check the fonts by opening File -> Document Info -> Fonts. All fonts
should be of 'Type 1' or TrueType. With LaTeX prepared papers there will often be
some Type 3 fonts in the mathematical content but if this represents less than
15% of any one page this is still acceptable. If there is a problem go back to
the document and try to change fonts or in the case of LaTeX pass the paper to
an expert to fix the font problem. The PostScript file should be re-made and
the processing repeated from Step 3. When a WORD document has been repaired
make the PDF using PDFMaker
- Check that the number of pages is no more than 3 for contributed papers
and no more than 5 for invited papers.
- Check that all pages are readable and are displayed in a reasonable time
(every page should display in less than about 5 seconds).
- Check the page size at the bottom of the window: it should be either 595 x
842 pt (A4) or 612 x 792 pt (Letter).
- Change to full page view and enable grid (View -> Show Form Grid), if
not already on.
- Resize the document by using the PitStop Action List. CTRL-Alt-A and
execute JACoW Media Box, or use one of the Action List Icons.
- The text should now be inside the margins on all pages. If not, the text
may be moved using 'Select Object' tool in the PitStop toolbar to the left of the window.
- If the format still is wrong, edit the document, make a new PDF preferably
using PDFMaker or by printing to the Distiller and go back to Step 3.
Acrobat 6 by default will save the files as PDF1.5 which is not backward
compatible therefore it is necessary to use the PDFOptimiser from the
'Advanced' menu before saving. This should be set be 'Compatible with Acrobat
4.0 or later'.
- Save the .pdf file using the Save As command (this will reduce file sizes
when the optimize option is checked).
- Check that the name of this final pdf is the program_code.pdf.
- Print the .pdf file and if possible, compare with the original handed in
at the conference.
- Check that the size of the .pdf file is reasonable (less than 3 MB).
- Upload files when you are done and then set the status in the database as
- If the file PostScript file has to be re-made even if the problem is
trivial, e.g. wrong paper size, stick a Yellow dot, record your actions through
the processing interface and forward for filing and dotting. The author will
come to the proceedings office and will be invited to proof read the paper
which has been fixed.
- If the problem is very complicated and can't be fixed by you, stick a red
dot on it. Record the details of the problem through the processing interface
and pass the paperwork to a competent person. If he can fix it, he will
request the paper specifically, fix the problem and forward the paperwork for
processing and dotting. The author will be informed of the fixing and asked to
proof read. When the editorial team cannot fix the problem, the author will be
informed of the problem and invited to fix it himself, either during the
conference, or back in his laboratory (in the following two weeks, but no
| Setting up Acrobat, Distiller and PitStop Action
There are many settings to check before starting to
process and if Acrobat 6 is in use, the settings in the PDFOptimiser
should also be set so that they are the same as for Distiller, PDFMaker etc.
(compression, fonts etc.) and to Acrobat4.0 or later compatibility.
Details about setting up Acrobat software parameters and setting the forms
grid are given in
Objects (like all of the text on the page) can be selected and moved around
using Acrobat Plug-ins. This document gives some details.
If Type 3 (bit-mapped) fonts are used (default for old LaTeX installations)
then the result is pretty awful and looks like this
- papers like this are not acceptable. (This link should be viewed on a
low magnification or smallish window to see the full effect)
Contributed papers may be up to 3 pages. [codes: A,
B or P]
Invited papers up to 5 pages. [codes: I, X, Y or Z]
||US Letter Paper|
||210 ◊ 297
||216 ◊ 279 |
||8.26 ◊ 11.68
||8.5 ◊ 11.0|
||595 ◊ 841
||612 ◊ 792|
The instructions used for
quality assurance at the conference are available