Abstract submissions

Abstracts are to be submitted through JACoW Scientific Program Management System (SPMS).

Publication types

Three vehicles for publication, with progressively higher standards for quality and originality, will be offered for the IPAC’20 conference:

1. JACoW: Publication of the conference proceedings on the JACoW website
2. Light Peer Review: Publication of the refereed IPAC’20 proceedings in the Institute of Physics Journal of Physics: Conference Series
3. PRAB Special Edition (PRAB-SE): Publication in a Special Edition offered by the online journal Physical Review Accelerators and Beams (PRAB). Typically, 1200 – 1400 papers are published in the JACoW proceedings.

At IPAC’19 about 200 papers were published in the IoP proceedings.

Typically, a dozen papers are published in the PRAB-SE for an IPAC.

The same paper, if it survives light peer review, may be published both in the IoP Conf series and in JACoW Conf. proc. Any citations shall be made to the IoP version. The light peer review option is offered on a first-come, first-served basis and cannot be guaranteed.

Publication of a paper in the IoP Conf. Series excludes publication of the same paper in the PRAB-SE. Papers accepted to the IoP Conf. series have to be reformatted compared to their JACoW counterparts.

To first order, the PRAB-SE publication is by invitation of the PRAB editorial board (on the recommendation of the SPC); to second order by direct application to the PRAB editorial board. An invitation does not imply acceptance. PRAB-SE papers are typically longer and will have to be reformatted and subject to full review. If author believes paper is really suited for PRAB-SE, then forgo submission to the JACoW SPMS.

Expectations Upon Authors/Presenters

The scientific program will consist of invited orals, contributed orals, and poster presentations. Presenters of invited and contributed talks must provide a written paper for the proceedings in addition to any slides they might use.

All contributed papers are to be initially submitted presuming poster presentation. From these submissions, the Scientific Program Committee (SPC) will decide, on the basis of the abstracts, which papers are suitable for oral presentation. This selection occurs in January, with decisions communicated to primary authors in February

In order to maintain the proceedings to a high standard and a reasonable length, authors are reminded that only novel and original work should be submitted.

No contributions are accepted for publication only. Contributions must be defended in person either at a talk or poster session.

Any work accepted for presentation, which is not presented at the conference, will be excluded from the proceedings. Furthermore, the SPC reserves the right to refuse for publication any work not properly presented (all sessions, poster or oral).

The conference proceedings will be published on the JACoW website.

For more information about JACow, please click here.

All contributions to IPAC’20 can be managed using the JACoW Scientific Program Management System (SPMS). All primary authors must own a profile and associated account within the JACoW Repository prior to submitting an abstract. If you do not have an account or have forgotten your account details, see “Finding a Profile”.

Once logged into the IPAC’20 SPMS, confirm that the data in your JACoW profile is up to date, especially your email address and affiliation. Do this by clicking on the “Modify Your Profile” link. Submit your abstract(s) by clicking on the “Submit A New Abstract” link and following the instructions below.

Please note: SPMS orders the authors and this may not match the order on the paper, specifically Asian papers. The author order on the paper must match SPMS.

The title, the authors, and the abstract, as you enter them, will be used in the program booklet, and later in the table of contents and author index of the proceedings to be published on JACoW. Please ensure that this data is correct at all stages.

Abstract title

Enter the title of the abstract using initial capital letters.
For example: “This is a Paper Title in Initial Capital Letters”.

Presentation type

Select the appropriate presentation type for your submission; default is poster.

Classification of abstracts

All contributions are grouped by Main and Sub Classification. Authors are reminded that it is their responsibility to properly classify their abstracts to ensure that, if accepted for presentation, the paper is properly placed within the conference program. A description of the scope of the classifications is provided to help authors with this task (see Main and Sub Classifications).

Abstract text

Text should not exceed 1200 characters. Use one or more asterisks (*, **, etc.) to indicate footnotes to be entered in the footnotes field (see below). Please note that manuscripts of contributions to the proceedings (or enlargements of them) do not qualify as posters, and will not be accepted.
Please note that authors must review their abstract in particular if they have copy and pasted text from another source, as some characters may be missing or be replaced by non-printable square box characters.

Special characters

Authors are requested to avoid using Greek symbols, superscripts or subscripts while submitting the abstract, since electronic submission over the web does not allow a simple, straightforward system to enter them.

Footnotes/Funding agency

Footnotes must not exceed 200 characters. Be judicious and concise in your use of references. Put a carriage return after each footnote, or publication referenced by the asterisks in the Abstract Text field. Enter funding agency information in this field. The funding agency field should not be used to request sponsorship at the conference.

Once the abstract submission is complete, hit “Submit”.

Abstract editing/entry of co-authors

Once the abstract is submitted, a new window allows authors to print, edit, or withdraw the abstract, and also to enter co-authors and designate their roles: primary/submitting authors (the persons normally contacted on matters concerning the program and the workshop organization), presenter/speaker (the person who would present the invited oral/contributed oral/poster), and co-author. Note that when you enter co-authors, this information also goes into the SPMS, which will search to see whether a profile/account already exists for the co-author. After the abstract is submitted, primary/submitting authors may log onto their accounts at any time and edit their abstracts/co-author data, etc.

It is assumed that the submitting author will present a paper for oral presentation if selected. The names of submitting authors/persons, who will make oral presentations, will appear first in the list of co-authors in the conference program and author index of the proceedings. If a person other than the submitting author will present the paper, this should be indicated on this page.
Should a paper be selected for oral presentation, the role Presenter automatically becomes Speaker. The roles thus assigned are used to generate the order for co-authors in the table of contents. The names of primary/submitting authors appear first in the list of co-authors, followed in alphabetical order by co-authors with the same affiliation. Co-authors from other affiliations are grouped by affiliation, in alphabetical order.

It is important to remember to enter all co-authors. Failure to do so means they will be excluded from the author index in the conference program booklet and in the proceedings.

Always click on “Update” to save changes.

Making changes to your abstract

Once the author information is complete, clicking “Return to Abstract List,” will allow you to print, edit, or withdraw the abstract. You can login to SPMS and make changes to your abstract and author information at any time, except for a two week period following the deadline, during which time the working group conveners will be reviewing abstracts for acceptance and selection for oral presentations.

Notification of acceptance

Notification of the acceptance of contributions for presentation at IPAC’20 will be made to all primary/submitting authors in February 2020.

For questions regarding publishing, please contact:

Laurent Serani
IPAC’20 SPMS administrator and Chief Editor
proceedings@ipac20.org