Text for Conferences

Dear

Ian and I are looking after conference proceedings and writups for the ATLAS Publication Committee. I understand the deadline for the Proceeding for .... is October 15.

For our planning purposes, could you let us know when the templates and instructions for the proceedings was made available to the participants? If they have not been distributed, can you let us know when you think they may be ready to be distributed?

As you know, ATLAS handles many hundreds of proceedings and this information would helps us very much.

Best Regards, Rik and Ian

Proceedings

Links

• PROC guidelines
• Proceeding Guidelines
• Proceeding Monitor guidelines
• ATLAS Proceedings Tracking (In Work)
• ATLAS Proceedings Tracking
• CMS Exchange
• Talk list 2013
• Talk list 2012
• Talk list 2013 for PubCom

Letter Template

Ian and I are the current members of PubCom that organize the review of proceedings for ATLAS, and we would like to ask one of you to volunteer reviewing the proceedings listed in the e-mail from CDS appended here below.

[... Title, Author, CDS link here...]

If you accept to review these proceedings, can you please tell us and enter your comments in the discussion section provided as part of the CDS entry. Note that reviewing can sometimes lead to an iterating process with the author providing updated versions. Please state clearly in CDS once you are satisfied with the latest version, this will trigger Ian and I to have a final look over the document.

Ian and I will sign off for the final approval. Therefore, we will need your review process finished so that the the final deadline quoted at the bottom of this message can be met.

It would be a great help if you could pay special attention to the guidelines for proceedings located at the following URL: https://twiki.cern.ch/twiki/pub/Atlas/PubComProcNotes/Guidelines_for_proceedings.pdf The purpose of these guidelines is to help prevent the most common problems that slow down the approval process.

Your priority should be to make sure the results presented in the proceedings are correct so that incorrect results are not disseminated and improper interpretations of our results are not reported. Cosmetic issues are less critical.

Please let us know if you are able or not to review these proceedings, so that in case you both are not, we can promptly search for someone else.

Thanking you in advance,

Ian and Rik

HP Instructions

Find here some material and links you will need for your new job. You need to have a detailed look at the proceedings pages on twiki:

First, there is the page for authors that contains the guidelines on how to write proceedings, how to submit, and how to ask for approval. PROC guidelines

Then there is a page intended for the proceedings monitors that explains the work-flow of the review and approval procedures: Proceeding Monitor guidelines

Sometimes, a proceedings paper is written on behalf of ATLAS and CMS. In case the author is an ATLAS member, all stays identical, but before you will give the final approval, you will inform CMS and hand them the final ATLAS draft for their endorsement. The procedure on how to do that becomes clear from the small table in above's twiki page explaining the work-flow. There is a specific exchange tool, to send to and receive notes and comments from CMS: CMS Exchange

Another important tool, is the ATLAS proceedings tracking tool: ATLAS Proceedings Tracking

In there,all proceedings are maintained in a DB. Click 'in work' to see those that are under current review. By clicking 'add a note', you will be able to add new proceedings upon 'request of approval'. By clicking 'update' to any of the individual notes, you can guide the work-flow up to 'approval' for every individual note.

A open read-only version of this tool is visible to all in ATLAS: ATLAS Proceedings Tracking Readonly With this, authors can follow about how is actually reviewing their note.

IMPORTANT There is load sharing between the two proceedings monitors in charge. The scheme that is set up does this via the CDS record number, which are of the form 'ATL-COM-PHYS-yyyy-xxxx' in case of 'xxxx' being an even number, Claudia will take care. In case of 'xxxx' being odd, I was taking care in the past, and this is what you will have to take over from me.

I propose that I will finish all open reviews that will still come in until the official deadline of 31/03/13. And that you will start with all new request for approval that will come from 01/04/13 onwards.

Finding appropriate reviewers is not always evident. A help is via the attached Excel spread sheet. It contains a list of names with respected reviewers. Sure, this list needs being overhauled from time to time via asking physics groups conveners. This should be done soon.

Last but not least, you will often need to check the whereabouts of certain speakers and conferences. The ATLAS Speakers Committee web pages will be helpful for you: Talk list 2013 Talk list 2012

Hope this helps to kick-start you into business. We will discuss remaining open points via Skype later this afternoon.

Best regards,

Text sent to the speakers (beginning with EPS HEP 2013)

• The proceedings are required to be submitted in CDS for the PubComm review not later than 3 weeks after the instructions and templates for proceedings are made available by the conference. This internal deadline is independent of the deadline provided by the conference.
• The exception to the above are a) when the proceedings are requested prior to or at the beginning of a conference--in this case the proceedings should be provided for approval 14 days prior to the requirement by the conference--and b) when the instructions for the proceedings are ready before the end of the conference--in this case the internal deadline is 3 weeks after the end of the conference.
• Your institute leader, or someone equivalent, must review the proceeding before it is submitted to CDS for PubComm approval.
• The actual submission should be done by the group leader. PubComm will not accept submissions made by others.
• Please read the instructions and guidelines in https://twiki.cern.ch/twiki/bin/viewauth/Atlas/PubComProcNotes carefully and follow them in writing and submitting the proceedings.

Done