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JACoW Paper Templates

Contact: Jan Chrin (Paul Scherrer Institut)

An updated template for JACoW was introduced in early 2016.

Among the many changes, perhaps the biggest was in adopting the IEEE Transactions Style for Transactions and Journal for references.

A short (1 1/2 page) Word document in JACoW style was introduced for IPAC'18 exemplifying use of the template.

Responsible

The content of the template is the responsibility of the JACoW collaboration.

The implementation of the specifications for the various document processing software tools are managed by those listed in Table 1, to whom any corrections should be addressed.

Table 1: Supported Word Processing Programs and Template Managers

Word ProcessorManagerContact
LaTeXVolker RW Schaa (GSI)v.r.w.schaa@gsi.de
Microsoft Word (PC)Jan Chrin (PSI)jan.chrin@psi.ch
Microsoft Word (Mac)Todd Satogata (JLAB)satogata@jlab.org
OpenDocumentIvan Andrian (ELETTRA)ivan.andrian@elettra.eu

References are important

to acknowledge work of others in the field, give due credit and avoid plagiarism

to provide evidence to support the assertions and claims being made (paper itself becomes more persuasive)

to allow readers to trace sources of information used

References should therefore always be accurate and complete!

Formatting References in IEEE Style

JACoW Papers

Papers in Journals

Formatting References (cont.)

JACoW Papers

References to JACoW papers should include:
Author(s)
Title of paper (in quotation marks)
Title of conference (in italics, initial letter capitalized), Location, Month/Year of conference

Preferably be appended by a DOI if existing

and formatted as follows:

A. Author, "Title of paper", in Proc. 9th Int. Particle Accelerator Conf. (IPAC'18), Vancouver, BC, Canada, Apr.-May 2018, pp. 123-126. doi:10.18429/JACoW-IPAC2018-PAPERID

Formatting References (cont.)

Formatting Authors

Table 2: Formatting Authors in References

No. AuthorsFormat
1P. Bear
2P. Bear and H. Brown
3P. Bear, H. Brown, and D. Duck
4P. Bear, H. Brown, D. Duck, and C. Robbin
>6P. Bear et al.

Formatting References (cont.)

Paper Titles

Table 3: Formatting of Paper Titles in Journals

JournalTitle as in PaperReferences within Paper
NIMSentence caseSentence case
PLSentence caseSentence case
Optics ExpressSentence caseSentence case
NatureSentence caseSentence case
PRLTitle CaseSentence case
IEEETitle caseSentence case

The norm is for paper titles in references to be written in sentence case.

Proper nouns and acronyms appear frequently in titles; these are invariable immutable.
Sentence case avoids ambiguity.

``A 2 GeV injector for SPRing-8 and SwissFEL"

Curly (open/close) quotation marks preferred to vertical quotation marks.

Formatting References (cont.)

Formatting the Conference Proceedings

The conference proceedings can be broken into three components:
Name, Location, Date (Mon. Year)

Three letter format for Mon.:
Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sep. Oct. Nov. Dec.

Complete Form

in Proc. 9th Int. Particle Accelerator Conf. (IPAC'18), Vancouver, BC, Canada, Apr.-May 2018

Table 4: IEEE Abbreviations

WordAbbreviation
ProceedingsProc.
InternationalInt.
ConferenceConf.

Abbreviated Form

in Proc. IPAC'18, Vancouver, BC, Canada, Apr.-May 2018

A cheat sheet for conference series details is available.
Author: Lorraine King, TRIUMF; Responsible: Jana Thomson, TRIUMF

Formatting References (cont.)

Pages Numbers

in Proc. IPAC'18, Vancouver, BC, Canada, Apr.-May 2018, pp. 123-126.
A period is placed after the page numbers even if a DOI is to follow.
Why is that? A good answer may be that since the DOI typically gets you to the landing page of the paper, it actually embodies the reference rather than being just a part of it.

DOIs

Every recent JACoW paper has its own unique identifier, a Digital Object Identifier (DOI) - a unique alphanumeric string assigned by a registration agency to provide a persistent link to its location on the Internet.

DOIs should display in print in the format (Ref. DOI Handbook):

doi:10.18429/JACoW-IPAC2018-PAPERID

Note that All JACoW paper DOIs start with 10.18429 (DataCite Registrar)

Important Notes: (1): Monospace font used for DOIs and URLs so as to distinguish them from normal text.
Liberation Mono (font size 8 pt) for recent versions of Word, else if missing then, Lucinda Sans Typewriter (font size 7.5 pt).
url package as used in the JACoW LaTeX template has it's own default monospace font.
(2): No period after the doi (!)

Formatting References (Cont.)

doi:10.18429/JACoW-IPAC2018-PAPERID
http://dx.doi.org/10.18429/JACoW-IPAC2018-PAPERID

DOIs can also be given as an url. In Microsoft Word it is often neater to use the shorter DOI as opposed to the url. A url has the advantage that it can be copied and pasted directly into a browser. If a DOI can fit onto a single line (rather than have to span multiple lines) then again it may be neater to do so. LaTeX rarely needs help in formatting the doi/url.

So finally, one gets:

A. Author, "Title of paper", in Proc. 9th Int. Particle Accelerator Conf. (IPAC'18), Vancouver, BC, Canada, Apr.-May 2018, pp. 123-126. doi:10.18429/JACoW-IPAC2018-PAPERID

Formatting References (cont.)

Journal papers

Format is: Author(s), ``Title of paper in sentence case and in quotation marks", Journal Title in italics, volume, issue (optional), page numbers or article number, year.

Citing journals. Use the official abbreviation for any given journal.

Table 5: Journal Abbreviations

JournalAbbreviation
Journal of Physics: Conference SeriesJ. Phys. Conf. Ser.
Nuclear Instruments & Methods in Physics Research Section ANucl. Instrum. Meth. Phys. Res. Sect. A
Optics ExpressOpt. Express
Physical Review Accelerator and BeamsPhys. Rev. Accel. Beams
Physical Review Special Topics Accelerator and BeamsPhys. Rev. Spec. Top. Accel. Beams
Physical Review LettersPhys. Rev. Lett.

Useful links to discover abbreviation for any given journal: https://woodward.library.ubc.ca/research-help/journal-abbreviations/

Formatting References (cont.)

A. Author, ``Title of paper", J. Phys. Conf. Ser., vol. 1067, p. 022001, 2018.

022001 is actually an article number and not a page number! Nevertheless pre-pended with a p. as it is entered into the bibliographical databases as if it is a page number.

Formatting References (cont.)

Correctly formatted references mean:

References are properly exported to bibliographical databases

Cited papers increase the author's paper citation count (e.g., Google Scholar, INSPIRE, and others)

Enhances JACoW's own reputation!

However, the onus is on authors to pay attention to the details of the said style (*) to ensure complete, accurate and properly formatted references.

(*) The IEEE Transaction Style has been adopted for references. See Annex B of template.

Seasons of Change

First and foremost was to get our own JACoW house in order! The main changes to the template are summarized.

Authors and Institute Listing

Where authors have multiple institutes, the secondary affiliation is indicated with a superscript against the author’s name. The secondary affiliation is placed in a separate line below the main block of the author/affiliation listing. Author/Institute listings should be written in a consistent form as illustrate in Annex A of the template

Template Changes (cont.)

Hyphenation

Hyphenation in Word and OpenDocument has now been activated. In Word the procedure is: Page Layout ->Hyphenation ->Automatic

Footnote on Page 1

A space has been added after the superscript.

Figure Captions

A simpler procedure for inserting figure and table captions is described in the Word/OpenDocument template under Figures, Tables, and Equations on page 2.

Template Changes (cont.)

Tables

A table heading should have the initial letters of the principle words capitalized. If the caption has multiple sentences, then only the first sentence is reformatted to initial capitals if appropriate. In Word, the top/bottom lines only have a thickness of 1 pt. All other intermediate lines have a thickness of 0.5 pt. In LaTeX, \toprule, \bottomrule, and \midrule is used.

Template Changes (cont.)

Units

A subsection entitled “Units” has been added on page 3. Essentially a “thin space” is required to precede the unit, e.g., 7 GeV, 4 μm (note μ is not slanted). In LaTeX, “\,” is used. Ideally the digit and the unit should not be broken if possible. This subsection is mainly aimed at contributions from Asia where the norm is to join the unit to the number, e.g., 7GeV (not advocated)

Third-level Headings

In Word, the third-level heading is appended with a 1 em space. Insert→Symbols→Em Space; appears as a blank in the selection options; identity is revealed with a mouse-over.

Template Changes (cont.)

Summary of Styles

The only change to Table 2 in the template, which lists the various styles, is the freedom to select the spacing after/before figure/table captions. Word/OpenDocument editors should take note that when a section, subsection or table heading is at the top of a column, then the before-space should be removed, i.e., 0 pt.

Template Changes (cont.)

References: Font Size, URLs, and Alignment

The font size has been changed to 9 pt in Word and OpenDocument. References should at the very least be neat and properly aligned using the indentations given in Annex B of the template and written in a consistent form. Special attention is given to URLs. Note that a monospace font is used (e.g. in Word, Lucinda Sans Typewriter, 7.5pt) and periods at the end of the url are omitted unless there is a trailing “/”.

Template Changes (cont.)

References: IEEE Transactions Style for Transactions and Journal

The IEEE Transaction Style has been adopted for references. See Annex B of template.

Error Log from SPMS

Table 6: A Comparison of SPMS Error Log Report from IPAC'15 to IPAC'18

Error CodeError MeaningIPAC'18IPAC'17 (%)IPAC'16 (%)IPAC'15 (%)
TC06References25.023.418.216.2
TC04Figures12.113.613.611.6
TC03Tables10.310.011.911.8
TC01Title/Authors7.88.29.17.1

Correct use of Conference Series Acronyms

'What JACoW Conference is ICCA?'
1959: (2nd) Sector-Focus Cyclotrons
1963: (3rd) Int. Conf. on Sector Focus Cyclotrons and Meson Factories
1966: (4th) Int. Conf. on Isochronous Cyclotrons
1969: (5th) Int. Cyclotrons Conf.
1972: (6th) Cyclotrons
1975: (7th) Int. Conf. on Cyclotrons and their Applications (Zurich)
1986: (11th) CYCLOTRON'86 (Tokyo)
2001: (16th) CYCLOTRONS 2001 (East Lansing)
2010: (19th) CYCLOTRONS 2010 (Lanzhou)
2013: (20th) CYC13 (Vancouver)
2016: (21st) CYC2016 (Zurich)
What then should be used in the References?
Consensus appears to be: in Proc. Cyclotrons'16
'!North American Particle Accelerator Conference'
2011: 2011 Particle Accelerator Conference (PAC'11)
2013: 25th North American Particle Accelerator Conference (NA-PAC'13)
2016: 2016 North American Particle Accelerator Conference (NA-PAC'16)

in Proc. NA-PAC'16

Conclusion: A Conference Series should know its own acronym!

Forthcoming Update to Template

Addition of DOIs to references:

doi:10.18429/JACoW-ICALEPCS2015-WEPGF132

dx.doi.org/10.18429/JACoW-ICALEPCS2015-WEPGF132

http://dx.doi.org/10.18429/JACoW-ICALEPCS2015-WEPGF132

Working Group Meeting Notes

Team Meeting 2018, Dec 6 2018