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Editing Team Meeting Submitted Papers

Page Contact: Raphael Mueller (GSI Helmholtzzentrum fuer Schwerionenforschung GmbH)

This will just be a step-by-step guide through editig a paper. You are invited to follow my example on your own workstation.

• Guidelines for Processing Papers
  • Pre-Processing
  • Process / Verify
  • Post-Processing
• Quality Assurance (QA) Instructions
• Tips and Tricks for Processing

Pre-processing

• Request a paper from SPMS
  • If you have no instance available an example can be downloaded here: Test Paper

• Download PDF or PS
  • If not available download the source and destill it (-> yellow dot)
• In case of PS distill to PDF

Process / Verify

• Check fonts
• Check number of pages
• Check readability and display time
• Apply the JACoW Media Box
• Check margins
• Check page size
• Check formatting and Common Author Oversights
• Fix the problems
  • If you estimate that it takes you more than one hour to fix it,
    send it back to the author (-> red dot)

Post-Processing

Print, check visually Write down Paper ID, initials and time on the corner of the paper (or use the JACoWSetDot.js scripts under "File.." in Acrobat if installed) Dot the paper (or use stamping tools) Green Nothing is wrong No further action required Yellow Source file changed Author should proofread Red Extensive work necessary, author should fix and resubmit Author should come to the proceedings office

• Upload ALL processed files to SPMS

• Use SPMS to set status and error codes

Quality Assurance

• From the "Papers to QA" bin take a printed paper that you did not process
• Download the PDF using the editor QA interface

• Check the requirements (again)
  • Technical (fonts, page size, performance, etc.)
  • General Appearance (Common Author Oversights)
• Check carefully and correct in SPMS
  • Title
  • Number of pages
  • Author list
    • See also in the Wiki: Cross-Checking Authors/Titles
• If everything is Ok
  • Select QA Ok and submit
• If anything is NOT Ok
  • If the PDF can be fixed
    • Fix
    • Upload
    • Select QA Ok
• If it can not be fixed
  • Select QA failed
    • Choose original editor and explain the problem or
    • Choose to reassigning the paper to yourself and fix it

Tips and Tricks for Processing

References

• Talks this page is based upon (reading recommended)
  • Editing with Acrobat Pitstop, Raphael Mueller, 2015
  • Workflow in Conference Proceedings Offices: for Editors, David Button, 2015
  • Workflow for Editors in the Proceedings Offices at JACoW Conferences, Ian Martin, 2014
• For further information
  • Guidelines for Processing Papers
  • Quality Assurance (QA) Instructions
  • Common Author Oversights
  • Tips and Tricks for Processing