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Paper Processing: Quality Assurance (QA) Procedure

Initial Instructions for Editing Team
Basic Paper Processing Procedure
LaTeX Editing, Basic
LaTeX Editing, Advanced
Quality Assurance Procedure
Tips & Tricks
Cheat Sheets
Common Author Oversights
Paper Editor's Page
The QA screen in the SPMS is

  • Editor/Proceedings Administration / Paper Final QA
  1. Take a printed paper that you did not process initially from the QA folder/bin (SPMS should not allow you to QA your own paper).
  2. Download the PDF file from the server using the editor interface.
  3. Select Final Paper QA, choose the paper number, and click Submit.

There are two minimum requirements for a paper to be accepted for publication on JACoW:

  • It meets the technical requirements (fonts, page size, performance, etc.).
  • Its general appearance is close to the template (i.e., the content fits within the margins and the title is in uppercase letters; Fig./Figure, missing punctuation, typos, and other minor errors do not matter at this point).

Note that individual conferences or conference series might have additional QA requirements.

Then perform the following checks:

  1. The title on the paper is the same as in the database (if not, correct it in SPMS).
  2. The number of pages is the same as in the database. Note that if you're using Volker Schaa's scripts to generate your proceedings, you no longer need to enter the number of pages in the QA interface. However, if you aren't using the scripts, it's important to confirm that the number of pages in the database is the same as the actual paper.
  3. All pages of the document display in <5 seconds.
  4. All pages of the document display without error.
  5. Check the margins once more.
  6. If you notice any changes in the author list, highlight them on the paper (as an indication for the people making the later checks).
  7. Look carefully at the text and check equations and figures for strange or bad fonts.

If everything is OK

  • Choose QA OK and submit.
  • Stick a BLUE dot/write "QA OK", sign the paper, and then return all paperwork to the folder with the page with the dot on top.

If anything is NOT OK

  • If the paper can be fixed in the PDF fix, fix the problem and make a comment in the database, upload the new PDF. Proceed with QA OK as above.
  • If you need to go back to the source, select QA failed by sending the paper back to the original editor or reassigning it paper to yourself.
    Then fix it, note what you did in the database (as usual), and upload the new PDF file. This should result in a YELLOW dot again.
  • If it is not fixable by you nor by the editor, select QA Failed, send back to the editor then pass the paperwork to the editor him/herself.
    The original editor, then, has to assign a red dot explaining all the problems in the usual way. The author will be notified by email as usual, so the all process can start again.
    Put the paper in the QA Failed bin.