Jefferson Lab > Events > EIC14
Privacy and Security Notice

March 17-21, 2014

Jefferson Lab
Newport News, VA

Paper Submission

All work presented at EIC'14 can be included in the proceedings, which will be published at the JACoW website shortly after the workshop.

The deadline for the receipt of contributions to the Proceedings of EIC'14 is

Thursday, May 15, 2014

Electronic Submission of Contributions to the Proceedings

All contributions properly presented at the workshop are eligible for publication in the workshop proceedings at the JACoW website.

All contributions to the proceedings must be uploaded via EIC'14 SPMS Author Accounts.

The submission deadline is at the start of the workshop so that the papers can be processed by the JACoW technical editors at Jefferson Lab beginning promptly at the start of the workshop. Any problems can thus be analyzed and discussed in this way with authors upon their arrival at the workshop, prior to moving on to a quality check of all successfully processed papers. The aim is to publish all contributions at the site soon after the workshop.

The successful processing of all contributions during the workshop relies heavily on the collaboration of all authors. Since the JACoW editorial team is only available during the workshop, any delay in receiving contributions will cause a delay in processing them, and will ultimately jeopardize swift publication on JACoW.

Submit only papers that are final and ready for publication. "Place holders" or "preliminary" versions waste the time of the editors and jeopardize early publication. The Editorial Board reserves the right to reject such submissions.

Authors should download and use the appropriate JACoW paper template, follow the instructions contained both in the template and in the EIC'14 Paper Preparation Guidelines web page. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout. In MS Word use the JACoW Styles and Macros pull-down from the toolbar.

Submission of Electronic Files

What to Submit

Once the contribution has been prepared using JACoW templates and according to the EIC'14 Paper Preparation Guidelines, the author should submit all of the following files:

For Oral Presentation:

Why Do We Now Allow Authors to Submit PDF Files When We Only Accepted Postscript Files Before?

Most authors can generate PDF files, however the standard is far from uniform and often they are not acceptable for the JACoW database because:

What Files Should Be Provided?

Only files named according to the paper´s program code can be uploaded via the system. ALL files used to produce the contribution must be uploaded, for example, for paper MOXAP07, file names should be

Source files:
Figure files:
Oral Presentations


How Do You Produce a JACoW Acceptable PDF File?


You may generate your PDF file using the standard JAC2003 class with pdfLaTeX, XeLaTeX or LuaLaTeX. If you are using the US letter format like

no changes are necessary.

Additional help is available on the JACoW web site ( in the left sidebar under 'For authors -> Information and help'.

Authors using the A4 paper format have to change their source files to compensate for a vertical displacement introduced by the JAC2003 class file (in a future version of the JACoW class file this behavior will be corrected).

For papers with A4 format the source should start with the following lines

Authors using the production chain LaTeX → DVIPS → PS2PDF have to apply the change according to the paper format (see above). For LaTeX PDF generation the following commands are recommended:

Microsoft Word for Windows 2010

Word 2010 allows you to produce a PDF file by using File → Save As → Save as type: PDF. Please make sure that the PDF file options (click Options…”) are set as indicated in the picture before saving the PDF (this has to be done each time the file is saved as a PDF file):

There is a second set of parameters that should be set (accessible via “Tools → Save Options...”).

This influences the font embedding in the source file. This eases the work for the editors when problems with unrecognized symbols occur with PS/PDF files and the source file has to be used.

Please tick the marked boxes as shown in the picture:

The set of JACoW templates ensures a unique formatting on paper formats used in countries with US letter and A4 sized paper. There is one parameter in Word that should beunchecked, as it can conflict with the template setting. Use the following figure as a reference:

Previous Versions of Word for Windows

Pre-2010 versions of Microsoft Word do not have the capability to “Save As” a PDF file. It is common to use a virtual printer driver that creates an electronic PDF file, rather than printing to an actual printer. There are several similar tools available, both for free or under a cost. We do not suggest any particular one. Please check that such PDFs do satisfy the JACoW formatting requirements and that the overall quality of the generated file is satisfactory to the authors. Remember to always check that the file prints correctly.

Microsoft Word for Mac 2008

Word 2008 on Macs allows you to produce a PDF file by using File → Print… → Save as PDF, or by typing Command-P. JACoW template fonts (such as Times New Roman) are automatically embedded in the PDF in Mac OS X:

Note that Word 2011 on Macs does not embed fonts properly in the output PDF, resulting in extremely large PDF output. Please check the size of your PDF before uploading -– it should be less than 1.5 Mb.


You can generate your PDF file using the “Export as PDF” function of OpenOffice Writer accessible via the “File” option (below, left). Before clicking the “Export” button make sure that the PDF options for “Images” and “General” are set as shown below (right).


Submitting Your Files

Once all files are ready for upload, login to your EIC'14 Author Account and

Papers will undergo processing by the technical editors directly following the deadline for submission, and authors will be able to check the status of their paper(s) by logging into their EIC'14 Author Account. E-mail notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed.