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Conclusions from the Rapporteur with overview of JACoW developments and team meeting in 2018.
Contact: Rohan Dowd (ANSTO)
Tuesday
JACoW Board of Directors Welcome & Summary Report Pre-Meeting
Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
- Everybody encouraged to join working group. JACoW would especially welcome new blood in the IT groups.
- Very important that conference organisers not that they are expected to contribute for a 3 year (min) term to JACoW to allow continuity of experience. This commitment should be incorporated into the conference budget.
- SPMS-Indico project – abstract management now available in Indico. Editor module to be developed in next few months and some other functions. Will be tested in FEL19 in parallel with SPMS.
- Indico is open source, so all features will be open to the community. Can people contribute? – Discuss with CERN development team if you want to be involved.
Life Cycle of JACoW Tools, SPMS Instance and Publication to JACoW.org
Speaker: Ronny Billen - European Organization for Nuclear Research Beams Department (BE)
- Introduction of JACoW resources and tools: Regional Support Centres, SPMS, Scripts, etc.
- Lifecycle of a proceedings production, from SPMS instance request to getting the files onto the CERN webserver, indexed.
- What happens after the conference finishes? - In theory the SPMS instance is removed because the important information has been repatriated, but in practise it is kept active, but URL is hidden to public
- It is very useful to be able to look at older instances of conferences, so they are a valuable resource for SPMS administrators.
What is JACoW and What Does It Offer Your Conference?
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Proceedings: yesterday, now and tomorrow, from paper to PDF to...
- Reducing costs if possible, being quicker and better
- JACoW goals
- JACoW requirements to members
- JACoW structure, bodies and results
- Why Jacow instead of private publisher? Comparable cost, but Open access
- JACoW is open access/creative commons - will not accept more restrictive licence requirements.
General Overview of Running a JACoW Member Conference & SPMS’s Role
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Important roles and experiences for proceedings production: who's doing what... and when, if possible
- Committees and Groups: OC, SPC, LOC, [...], JACoW
- Meetings: chronology and jobs
- How to deal with deadlines (Abstracts, papers, registration)
- How to be successful with your job
- How to decently celebrate (delegate?)
- Best authority for how things are done for any conference series is the person who did it last year!
- Proceedings are a conference deliverable – responsibility of OC Chair to make sure its delvered.
- LOCs are key. They should be organised early for smooth running.
- Never extend the abstract deadline, it doesn’t help.
Where to Get Help at JACoW.org and How to Work in the Wiki
Speaker: Charlie Horak - Oak Ridge National Laboratory
- Walkthrough the JACoW.org website structure
- Important information: where it is, how to maintain it
- Review the timelines and other information if working on a conference.
- SPMS manual is online and invaluable – look at the ‘howto’ pages for various tasks.
- The Wiki is a living document and has gaps that can be filled – but we need you to identify these gaps.
Paper Processing Overview & Work Flows and Editing Criteria
Speaker: David Button - ANSTO
- If you cant get the resources you need, do the best you can
- Open Office documents are problematic – can we drop this format in the future?
- Extra reference checking is causing a significant extra effort and therefore less papers are being processed by editors. -> larger editorial teams required.
- When running the office, have a good think about which editors you move over to QA and when.
- Careful about settings when requesting papers to edit.
- Use the statistics to monitor editor progress and quality.
- Developing an editing criteria matrix for IPAC19
Scripting Overview, Prior/During/Post Conference, Plus Trends in Submission Formats
Speaker: Volker RW Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH
- LaTeX submission rate depends on conference series, has increased a bit but often in 30-40% range. But hops around each year
- Word documents are harder to check when an author has made corrections than LaTeX.
Referencing & Citations, Rules & Styles (Template Update)
Speaker: Jan Chrin - Paul Scherrer Institut
- Sentence case is the more commonly used type of Title and it allows proper nouns to be identified. We should use sentence case?
- Curly quotation marks are nicer
- BibTeX – do we have a style guide? Yes, IEEE has a style guide but it is self-inconsistent. But we probably need one. We need someone to write a syle guide
- IPAC19 intends to provide a 'green dot' prize to give incentive to authors. Supplement with a reference 'cheat sheet'
JACoW Conference Coordination:Improving Continuity and Sustainability
Speaker: Christine Petit-Jean-Genaz - European Organization for Nuclear Research
- Continuity of expertise is crucial for JACoW.
- Kickoff event improves awareness of JACoW model and need for continuing support.
JACoW Experience Feedback from a Conference Chair Point of View
Speaker: Keihan Tavakoli - Synchrotron SOLEIL
- Soleil had no experience with JACoW before MEDSI. Sent editor to JTM16, IPAC17, COOL17, IPAC18. Was a difficult task to convince management for funding.
- Need to know the JACoW cost before setting the conference fee.
- There are direct and indirect costs for JACoW. These need to be understood by organising committee.
- MEDSI has difficulty setting host 2 meetings in advance. Continuity is hard because of this.
- Proposals from commercial publishers (web of conferences) – open access. Cost was with all options less than Half of JACoW cost. They may not be as high quality yet, but JACoW should be aware of the potential competition.
Wednesday
General Timelines, When and Who to do What
Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
- Organizing IPACs documents – for any conference really, with appropriate scaling.
- Starting time for organising can vary, but starting 24 months is generally best for IPAC
- SPMS ‘Authorise’ page key to managing our comittees and privileges
- Come up with the Synoptic chart first to give you the overview.
- SPMS announcement – 1 General annocement only, but allowed one earlier announcement to industry (typically 15 months in advance)
- Booth registration – give advance layout to industry. Sell on first come first serve basis. This needs to work smoothly.
- Accelerator prizes – make sure prize students are supported. Needs coordination between prize and student grant comittees.
- Editorial team size – once you have your abstract, you can judge number of editors needed. Be aware of the increased workload for references. This is an increasing issue now considering cost of editorial office for the conference.
- Make sure you remind unregistered authors
- Wait until the paper upload process is starting to assign program codes – reduces gaps.
- When inviting editors, it is good to have already sounded people out a year in advance, but final numbers can wait to 4 months before (when abstracts close). US editors would like at least 6 months notice due to DoE process or visa processes
Conference Website Dynamic Data Inclusions, Conference Tools, and Information Screens
Speaker:Stefano Deiuri - Elettra-Sincrotrone Trieste S.C.p.A
- Conference website scripts are constantly being updated.
- Scripts for updating the Conference Website, Poster police and Proceedings office
- Very useful for live updates.
SPMS, Tutorial
Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
- Very useful to look at past instances. Allows you to see previous mail outs and copy the format of these so the series has a consistent approach.
- Attributes – you can generate these and attach them to an abstract or person.
- Normally disable ‘search’ for delegates until after papers have been accepted and given program codes
- Default parameters are just a base generic standard. You will need to customise these for you conference.
Scaling of Roles Tasks and Resources vs Size of your Conference
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Small conferences require small teams of generalists, large conferences need larger teams with more specialised roles
- Small conferences have trouble delivering proceedings on time. There seems to be a threshold of size of required to make the proceedings worthwhile to deliver.
- The larger the conference, the more resources are concentrated on the task of delivering the proceedings fast. So even though the task is greater, it gets done faster.
- Timelines also scale with conference size. Usually minimum a year due to booking contract timeframes.
- Scaling law for editor numbers is roughly correct, but you need a mix of experience in the editor team.
Partial Refereeing Process in SPMS
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Partial refereed process designed to increase recognised citations of PRAB papers
- It’s a very stressful process due to the tight timelines.
- Volunteers should identify areas of sub classification expertise however SPMS does not allow this right now.
- Workflow – you need to be careful in the workflow, easy to do something bad,
Using SPMS Forms to Collect Information and Applications
Speaker: Ivan Andrian - Elettra-Sincrotrone Trieste S.C.p.A.
- While SPMS has registration modules, this is an non-mantained system and it is recommended that you use an external registration system (via PCO) but have this system talk to SPMS for data transfer
- Important for SPMS to know if someone has registered or not.
Central Repository and Profile Maintenance
Speaker:Christine Petit-Jean-Genaz - European Organization for Nuclear Research
- Don’t screw around with Profiles!
- Don’t pass on the central repository information to third parties.
Thursday
Processing Transparencies, An Update
Speaker:Jan Chrin - PSI on behalf of Michaela Marx - DESY
- Its processing the transparencies, NOT editing. Goal is to just make the presentation compliant with PDF-A standard.
- Produce the PDF with the same aspect ratio
- Make sure quality of conversion is sufficient
Update on Editing Tools and versions, Word, Acrobat, Pitstop, Latex
Speaker: Volker Schaa - GSI Helmholtzzentrum für Schwerionenforschung GmbH
- Mostly Acrobat Pro 2017
- New licenses 123 euro each for 1 yeay, max cost 1300 euro, but usinf 30 day trial for editorial office. No action required for 2019
- Microsoft Office licensing becoming more complicated, Office 2019 and Office 365. But JACoW template should be compatible with either version
- LaTeX – is stable. MiKTeX is recommended installation as it autoloads loads all required packages from internet.
- GUIs – TeXStudio, TeXnikCentre, WinEdt
- Overleaf is a new development and that may help more compliance with JACoW template.
Overview on LaTeX and LaTeX Editing
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Pdflatex – can process straight from tex to pdf that is usually compliant.
- Overleaf is a great new tool, but heavily internet dependent because it is cloud based.
- There are a number of common errors in LATeX to watch for.
- Worst case is when authors try to do creative things to make their paper fit into 3 pages. Can be difficult to untangle.
- Some people just seem to want to watch the template burn...
Report from Scientific Secretariat of IPAC’18
Speaker: Todd Satogata - Thomas Jefferson National Accelerator Facility
- Venue was smaller that advertised
- Mobile App – 728 installed. Worked well
- AV – problems with vendor on costs. Not enough mics.
- Cyber café still being used constantly.
- Issues with CC payments and merchant account
- Conference bandwidth was monitored – peaked to 175 Mbps.
- Student tutorials – run on Saturday and Sunday morning.
- 50/50 split with latex and word
- Count on accidents, consider two Chairs. Delegate responsibilities.
IPAC18 Presentation Management Overview
Speaker: Vincent Mitts - LSU CAMD
- Make sure software is correct.
- New mouse pointers cause problems
Proceedings Office Editor Chief Report IPAC'18
Speaker: Jana Thomson - TRIUMF
- Central cheat sheet for editors very useful
- Meals for editors – lunch in separate rooms chews up a lot of time.
Mobile Apps, App development, and Export/Import of Information
Speaker: Johan Olander - European Spallation Source ERIC
- The App does assume certain things about you SPMS program codes, so need to make sure its set up.
- A good complement, but book still necessary for some delegates. 25% of people disagree with giving up on paper at the conference.
