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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 Processor	Manager	Contact
LaTeX	Volker RW Schaa (GSI)	v.r.w.schaa@gsi.de
Microsoft Word (PC)	Jan Chrin (PSI)	jan.chrin@psi.ch
OpenDocument	Ivan Andrian (ELETTRA)	ivan.andrian@elettra.eu

Microsoft Word Template uses Word 2016 edition for Windows.

Since 2019, we no longer provide a Mac-specific edition - Windows generated template works fine on Mac.

References are Important!

• To acknowledge work of others in the field, give due credit
• 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
• To have the reference indexed and increase its citation count

References should therefore always be accurate and complete!

Formatting References in IEEETrans 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
Page numbers

.. and finally appended by a DOI if existing

and formatted in the IEEE Transactions style as follows:

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

A. Author, ``Title of paper", in Proc. 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. Authors	Format
1	P. Bear
2	P. Bear and H. Brown
3	P. Bear, H. Brown, and D. Duck
4	P. Bear, H. Brown, D. Duck, and C. Robbin
>6	P. Bear et al.
>6	W. Shatner, L. Nemoy, et al. (if, e.g., two primary authors)

Formatting References (cont.)

Paper Titles

Table 3: Formatting of Paper Titles in Journals

Journal	Title as in Paper	References within Paper
NIM	Sentence case	Sentence case
PL	Sentence case	Sentence case
Optics Express	Sentence case	Sentence case
Nature	Sentence case	Sentence case
PRL	Title Case	Sentence case
IEEE	Title case	Sentence case

The publishing standard of journals today 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 Accel. Conf. (IPAC'18), Vancouver, BC, Canada, Apr.-May 2018

Table 4: IEEE Abbreviations

Word	Abbreviation
Proceedings	Proc.
International	Int.
Conference	Conf.
Accelerator	Accel.

Abbreviated Form:

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

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)

Formatting References (cont.)

Important Notes:

• In Word: Monospace font - Liberation Mono with 8pt font size - used for DOIs and URLs so as to distinguish them from normal text.
• In Word: Spacing between lines must be 'exactly' 10.4 pt (rather than the default single spacing)
• url package as used in the JACoW LaTeX template has it's own default monospace font.
  
• No period after the doi (!)

Formatting References (Cont.)

doi:10.18429/JACoW-IPAC2018-PAPERID

If a DOI can fit onto a single line, rather than have to span multiple lines, then it is neater to do so. LaTeX usually does not need help in formatting the doi/url.

So finally, one gets:

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

And to make it easier still, we now have the fabulous reference search tool!
refs.jacow.org
provided by Josh Peters and David Button, ANSTO

Note that the tool gives paper titles that are in title case rather than the preferred sentence case

Title case: ``Title of Paper in Title Case"

Sentence case: ``Title of paper in sentence case"

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 ISO-4 abbreviation for any given journal.

Table 5: Journal Abbreviations

Journal	Abbreviation
Journal of Physics: Conference Series	J. Phys. Conf. Ser.
Nuclear Instruments & Methods in Physics Research Section A	Nucl. Instrum. Meth. Phys. Res. A
Optics Express	Opt. Express
Physical Review Accelerator and Beams	Phys. Rev. Accel. Beams
Physical Review Special Topics Accelerator and Beams	Phys. Rev. Spec. Top. Accel. Beams
Physical Review Letters	Phys. 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.

Technical Issues

References are in 9pt times roman; cf. text in body of paper is 10pt

References should be listed in sequence and their numbers placed within square brackets. Their number should be aligned; right justified if 10 or more:

  [8] ...

  [9] ...

[10] ...

LaTeX

\printbibliography{9} if less than 10 references, else

\printbibliography{99} if more than 10.

Word

See Table in template.

Different left and hanging indents apply if the number of references is in double digits

Because DOIs are written in a different font type and size (liberation mono, 8pt) the line separation must be set exactly to 10.4 pt.

Bibliographical Databases

In the above, the references were composed manually using the IEEETrans style, and as such can only be used in this format for JACoW papers and any other journals adhering to the said style.

However, bibliographical layouts are very diverse; one publisher may require names to be written in extenso:
Lastname, Firstname
another may prefer initials:
A. B. Lastname

Bibliograpghical database files (.bib files in LaTeX) contain the entire information about the bibliographical items.

These database files are interrogated by a bibliograpghy processors (e.g. biber) which builds the 'References' according to the requested style. In other words, keep the bibliographical items only in one place, and use the processor to create References that match the intended journal's style.

The jacow class file is able to format references from .bib files in the correct IEEEtrans style.

Bibliographical Databases

Table 6: biblatex package and processors

package:	biblatex
processor:	biber
database	.bib file

Summary

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.

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 Code	Error Meaning	IPAC'18	IPAC'17 (%)	IPAC'16 (%)	IPAC'15 (%)
TC06	References	25.0	23.4	18.2	16.2
TC04	Figures	12.1	13.6	13.6	11.6
TC03	Tables	10.3	10.0	11.9	11.8
TC01	Title/Authors	7.8	8.2	9.1	7.1

Correct use of Conference Series Acronyms

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