- 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 by the editorial
- Click on the Download link. If you see files called
<PAPER_ID>.AUTODISTILL.PDF, you're lucky. That means that
the PostScript files uploaded by the author successfully distilled. Download
this file and continue with the checking below. Pay attention that the time of
the file is
OLDER than the time of the corresponding PostScript., to
identify when there are new PS files that did not produce a PDF.
- If no good "AUTODISTILL" PDF exists, or if it is unacceptable,
download the PostScript file to your Editor Working Folder.
- If there is no
PostScript file download the source files and make a PostScript
file using the
Generic PostScript Printer -
DO NOT USE PDFMaker.
- Drag and drop the PostScript file onto the Distiller.
- If the distilling works, the PDF will automatically open in Acrobat.
- Check the fonts by opening File -> Document Info -> Fonts. All fonts
should be of 'Type 1' or TrueType. 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 4. When a WORD document has been repaired make
the PDF from a new PostScript file.
- Check the number of pages: only invited
oral papers can have up to five pages (the third letter of the Programme_Code
for invoted oral papers is I, X, Y or Z), for all others the maximum is three
(third letter of Programme_Code O or P).
- Check that all pages are readable and are displayed in a reasonable time
(every page should display in less than about 5 seconds).
- 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).
In Acrobat 7 it is necessary to move the mouse pointer to the lower left
corner of the screen to make the page size appear.
- Change to full page view and enable grid (View -> Show Form Grid), if
not already on.
- Resize the document by using the PitStop Action List.
Open the Action List Control Panel,
locate the JACoW Media Box Action List in the Local List and Run it.
- The text should now be inside the margins on all pages
(+/- ~1mm). If part of the text or graphics is outside the box, the offending
objects may be moved using 'Select Object' tool
in the PitStop toolbar and then
either hold down the CTRL key or click on the move tool . You can
then use the keyboard arrows to nudge objects into position.
- If the format still is wrong, edit the document, make a new PDF and go back to Step 4.
- Save the .PDF file using the Save As... command (CTRL-Shift-S).
- Check that the name of this final PDF is the PAPER_ID.PDF.
- Print the .PDF and check for readability and figure quality.
- Check that the size of the .PDF file is reasonable (less than 3 MB). For
larger files double check that it will display rapidly.
- Upload files when you are done and then set the status in the SPMS as
- If the file PostScript file has to be made or re-made even if the problem is
trivial, e.g. wrong paper size, stick a Yellow dot, record your actions through
the processing interface, check the boxes which describe the problem best and forward
the paperwork for filing. Always be clear in your comments about
processing so that others can understand what the problems were. The author will
come to the proceedings office and will be invited to proof read the paper
which has been fixed.
- 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 through the editor interface which will
re-assign it to him, then he can fix the problem and forward the paperwork for
filing. 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