Author’s files	→	File server
Meta data	→	Database
Trace of all events/comments	→	Database
Author’s hard copy	→	Paper Reception office

Before starting processing, the defaults should be set up for Acrobat Distiller, Acrobat, PitStop, PDFMaker, Word and the Printers. Make especially sure that all page sizes are set correctly and the the shrink option is not on in the printer dialog.

• Use Web interface (http://www.epac02.org/admin) to assign a paper

• Use the desktop application (EPAC2002) to

  • retrieve files (Search Paper)

  • copy files to local machine (Copy on my PC)

• Process files (see below)

• Print the processed paper from the final PDF

• Label paper the copy with programme code

• Stick a red or green dot on it

• Use the desktop application to Archive the files (Archive)

• Enter comments via web interface to DB

• Set the colour in the check box

• If the source file was opened, check ‘Author should Proof Read’

• Click Finish

• Pass the paperwork for filing

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. Make sure that the .ps or .prn file has the correct name (the program code, if not change it).
3. Drag and drop the PostScript file to the Distiller.
4. If the distilling works, the pdf will automatically open in Acrobat.
5. Check the fonts by opening File -> Document Info -> Fonts. All fonts should be of 'Type 1' type. 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.
6. Check that the number of pages is no more than 3 for contributed papers and no more than 5 for invited papers. 
7. Check that all pages are readable and are displayed in a reasonable time (every page should display in less than about 5 seconds).
8. 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).
9. Change to full page view and enable grid (View -> Show Form Grid), if not already on.
10. Resize the document by using the PitStop Action List or, selecting Edit -> PitStop Global Change, select the Position tab and change New Size data box to 595 x 792. Select Lower Left option in Moving Page Contents drop-down menu and press Apply. Close the PitStop Global Change window.
11. 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.
12. 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.
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. Check that this file is in the correct directory.
16. Print the .pdf file and if possible, compare with the original handed in at the conference.
17. Check that the size of the .pdf file is reasonable (less than 3 MB).
18. If the file PostScript file has to be re-made even if the problem is trivial, e.g. wrong paper size, stick a Red 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).

Web Interface

Some explanations about the EPAC 2002 web interface are given in this document

Some explanations about the files transfer between the server and your machine are given in this document

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 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]

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