1. JACoW 2005 Team meeting Frascati Laboratory 14 to 18 November 2005

2. Quality Assurance relating to Contributions to the Proceedings
Christine Petit-Jean-Genaz
EPAC Conferences Coordinator
SPMS Administrator
JACoW Secretary
14-18 November 2005
JACoW 2005 Team Meeting

3. Purpose
To ascertain that each .pdf file processed by the Editors in the first round of processing meets all criteria and can be OK’d for electronic publication
This activity may be carried out during or after the conference
This activity is preferably carried out when the Editors are in possession of hard copies of contributions provided by contributors for the purpose of comparing the original with the processed version
14-18 November 2005
JACoW 2005 Team Meteting

4. OK for Publication …
An OK for publication requires that a certain number of database flags are set to green
Contribution has been presented (only contributions presented at the conference are published in the proceedings - posters must be posted, manned, and meet the quality criteria - manuscripts of contributions to the proceedings are not considered “posters”
Electronic files meet publication criteria (see later)
14-18 November 2005
JACoW 2005 Team Meteting

5. OK for Publication
If the QA is carried out during the conference, where a “dotting board” provides the feedback to authors, the dots assigned to the processed files must match the result of the QA - I.e. if a previously green dotted contribution does not pass QA, and it is re-set to yellow or red in the database, the dot on the paper needs to be changed so the paper can be re-filed, and the dotting board updated
Matt - does the system generate s to contributors on processing status - when papers are processed, dotted, QA’d?
14-18 November 2005
JACoW 2005 Team Meteting

6. Editor’s Page / Paper Final QA
The QA Editor (Database rôle) selects a paper to QA from a pull down menu and clicks “submit” - only green dot papers are proposed (since red dot papers may be re-submitted)
The following screen comprises:
The programme code and title of the contribution
The calculation field of co-authors
The name of the Editor who processed the paper
A pull down list to select an result:
QA Complete - Paper OK
QA Failed - Reassign paper to me
QA Failed - Assign red dot (allows re-upload)
A pull down list containing a total number of pages - to be checked
A text box to enter comments
A link to download the .pdf file
The full log showing the “history” of the contribution
14-18 November 2005
JACoW 2005 Team Meteting

7. Example …
THPLT134
Beam Based Vacuum Measurement at the Fermilab Recycler Ring
Authors Martin Hu, Daniel Robert Broemmelsiek, Alexey Burov, John P. Marriner, Sergei Nagaitsev, King Yuen Ng (Fermilab, Batavia, Illinois)
Editor Jan Chrin
Select an Action (Pull down list)
Total Pages (box with an editable digit)
Comments (Optional) (box for entering comments if necessary)
View PDF Submit File Upload - Links to retrieve the .pdf file
Paper Log …
14-18 November 2005
JACoW 2005 Team Meteting

8. Paper Log
Paper Log
Edit Complete [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:47] qa'd paper and moved title and author list up in pitstop. uploaded new .pdf.･
File Uploaded [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46] THPLT134.PDF･
Final QA Failed [Jan Chrin 22-JUL-04ﾊ16:46]･
Paper Re-assigned [Jan Chrin 22-JUL-04ﾊ16:46]･
Paper Re-assigned [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46]･
Final QA Passed [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46] moved title and author list up and will upload new .pdf.･
Poster Police [Andreas Adelmann 09-JUL-04ﾊ08:43] Poster Posted, Poster Manned, Poster Not Satisfactory, Picture Taken. paper copy, picture #46･
Paper Copy Received [Sue Waller 08-JUL-04ﾊ16:46]･
Edit Complete [Cathy Eyberger 08-JUL-04ﾊ14:05] Author needs to proofread the paper; source was edited to remove Type 3 fonts. Paper was QA'd as a yellow dotted paper. Original source file was edited but author did not proofread the paper nor was an author copy of the paper provided.
14-18 November 2005
JACoW 2005 Team Meteting

9. QA Editor Actions
Click on “View PDF” to download the file resulting from the initial processing by the Editors
Verification criteria are:
The number of pages is the same as in the database
The title is the same as in the database
The list of authors and affiliations on the paper are the same as in the database (optional)
Submitting authors can (and do!) “forget” to ensure that the co-authors and corresponding affiliations entered into the database at the time of abstract submission still correspond to the final submission
It is essential that this data be correct since it is used for the author index and for the TOC calculation field (co-authors sorted by affiliation in alphabetical order)
Contacting submitting authors to create missing profiles is complicated and can be time consuming - and thus this part of QA may be best left to one of the last QA activities once all contributions are final …
14-18 November 2005
JACoW 2005 Team Meteting

10. QA Editor Actions
All pages of the document display in less than 5 seconds and without error
Check the margins once more: should be 595 x 792 pt - viewable in the bottom Acrobat toolbar
Look carefully at the text and check equations and figures for strange or bad fonts
Compare the hard copy with the printed version produced from the .pdf file
14-18 November 2005
JACoW 2005 Team Meteting

11. Result of Actions QA Complete - Paper OK
The Editor Screen records QA Complete and the Editor can click on the link QA Next paper to return to the QA Editor Screen and continue
QA Failed - Reassign Paper to Me
This option is used if the contribution requires further work that can be executed by the QA Editor. The contribution is re-assigned to the QA Editor who may then return to the Editors’ Page and select the .ps, word or .pdf files to correct errors, and then re-select for Final QA
QA Failed - Assign A Red Dot
This option is used if the contribution does not meet criteria and the author should re-submit the contribution (only possible with a red dot). The author needs to be informed via and paper and the dotting board (if used) updated
14-18 November 2005
JACoW 2005 Team Meteting