The Joint Accelerator Conferences Website (JACoW) Collaboration has implemented a scientific programme management system (SPMS) based on Oracle and a number of software packages.  The system is designed to manage all contributions to a conference programme from abstract submission through to the production of proceedings. Its functionality also extends to delegate and industrial exhibition registration, refereeing and reservation of accommodation.

In addition to conference specific activities, information about people and their institutes is maintained in a central repository. People create their own account (login) to protect access and  maintain their own profile data. They select their affiliation from an official list and can choose to receive announcements of JACoW collaboration conferences. The central repository is composed of two modules:

Affiliations module:  a database containing the addresses of laboratories, universities, institutes, etc. carrying out activities in the field of accelerator technology;

Profiles module:  a database containing profiles of individuals active in the accelerator community, populated with data derived from JACoW collaboration conferences.  Profile data is, for example, first and middle names, family name, e-mail address, and affiliation data derived from the Affiliations module, all of a non-confidential nature. 

When submitting a contribution to a conference, or registering to attend, individuals enter via their profile/account,  avoiding tedious and repetitive data entry for conference contributors, and extensive verification for organizers.

Members of the accelerator community are invited to connect to the JACoW Profiles Repository:

• check whether a profile has been created for them, and if so

• create an account which will enable access to the profile
         - do not try to change your affiliation at this stage, just complete the mandatory fields

• login to your account, verify and if necessary correct any data already entered, and

if no profile yet exists

• create a new account and associated profile.

Use of Profile Data - Privacy Policy

As indicated above, profile data (name, e-mail, affiliation) is primarily for use in connection with the submission of contributions to the scientific programme of conferences.  It is also, with the permission of the owner, used to inform him of forthcoming conferences.

This data is, under no circumstances,

• used for any other purpose than in relation to the organization of a JACoW collaboration conference,

• provided to any external body for any commercial purposes whatsoever.