Editing Overview
Authorís files  →  File server
Meta data  →  Database
Trace of all events/comments  →  Database
Authorís hard copy  →  Paper Reception office

You can use any computer and all of the software and preferences should have been set for you.


Basic Procedure
  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. 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'.
  13. Save the .pdf file using the Save As command (this will reduce file sizes when the optimize option is checked).
  14. Check that the name of this final pdf is the program_code.pdf.
  15. Print the .pdf file and if possible, compare with the original handed in at the conference.
  16. Check that the size of the .pdf file is reasonable (less than 3 MB).
  17. Upload files when you are done and then set the status in the database as described above.
  18. 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.
  19. 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).
General Information
Setting up Acrobat, Distiller and PitStop Action List

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 this document.

Moving Object in Acrobat

Objects (like all of the text on the page) can be selected and moved around using Acrobat Plug-ins. This document gives some details.

Type 3 Font Problems

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)

Number of Pages

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]

Paper Sizes
Units A4 Paper US Letter Paper
mm 210 ◊ 297 216 ◊ 279
inches 8.26 ◊ 11.68 8.5 ◊ 11.0
points 595 ◊ 841 612 ◊ 792

Distilled Page Sizes
US letter
US letter
US letter
US letter

Quality Assurance

The instructions used for quality assurance at the conference are available here.