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 http://oraweb03.cern.ch:9000/pls/epac04/profile.html

• 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 for filing

• Start another paper

1. 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.
2. Drag and drop the PostScript file to the Distiller.
3. If the distilling works, the pdf will automatically open in Acrobat.
4. 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
5. Check that the number of pages is no more than 3 for contributed papers and no more than 5 for invited papers. 
6. Check that all pages are readable and are displayed in a reasonable time (every page should display in less than about 5 seconds).
7. 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).
8. Change to full page view and enable grid (View -> Show Form Grid), if not already on.
9. 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.
10. 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.
11. 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.
12. Save the .pdf file using the Save As command (this will reduce file sizes when the optimize option is checked).
13. Check that the name of this final pdf is the program_code.pdf.
14. Print the .pdf file and if possible, compare with the original handed in at the conference.
15. Check that the size of the .pdf file is reasonable (less than 3 MB).
16. Upload files when you are done and then set the status in the database as described above.
17. 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.
18. 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 later).

Some details about setting up Acrobat and in particular setting the forms grid are given in this document.

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]