28-30 September 2020
America/Detroit timezone

Paper Submission

ECRIS'20 Paper submission

Click here for detailed instructions on submitting your paper to the SPMS

Submission of electronic files

Submit your files by logging in to your ECRIS'20 Author Account and:

  • Ensure that the paper title and co-authors on the paper are identical to the paper title and co-authors entered into the SPMS. If this is not the case, click on the links “edit” or “authors” and update. SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index.
  • Click on the file Upload link.
    • Upload the PDF file
    • Upload all of the source files (text and figures) needed to make the paper

Be aware that large files may take some time to transfer. Papers will undergo processing by the technical editors directly following deadline for submission, 

Wednesday, 30 September 2020 at midnight EST (UTC-5).

Authors will be able to check the status of their paper(s) by logging into their SRF'21 Author Account, or checking the dot board.  Email notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed.


What to Submit

Once the contribution has been prepared using the JACoW template and according to the ECRIS'20 Paper Guidelines the author should submit all of the following files:

  • A properly formatted MS Word (pre-2010 documents are no longer accepted), OpenOffice/LibreOffice, or LaTeX document.

  • A PDF file made from this document. Instructions for the different documents found here: LaTeX, MS Word and OpenOffice/LibreOffice. If you do not have the ability to generate a PDF file, submit a PostScript file made from the source.

  • Each original illustration in its native format as used in the document.

 For Oral Presentation:

PDF, PowerPoint or OpenOffice/LibreOffice of slides are used for the oral presentation (and associated video or animation files where appropriate in their native format).


Why Do We Not Allow Authors to Submit PDF Files Only

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

  • The compression settings are wrong

  • Fonts are not embedded

  • They do not conform to the standard input required by the JACoW scripting procedures to create the final publication set

  • Most importantly, they are not PDF/A-compliant

Note that PDF files produced according to the JACoW recipe will resolve the problems listed above. We have prepared a workflow that enables us to process and convert author PDF files to JACoW acceptable ones.

What Files Should Be Provided?

Only files named according to the paper’s program code can be uploaded via the SPMS system. All files used to produce the contribution must be uploaded, for example, for paper MOXAA01, file names should be:

  • MOXAA01.pdf – the PDF file, or if no PDF file can be provided then,

  • MOXAA01.ps – the PostScript file (rename .prn files to .ps beforehand, where necessary)

Source files:

  • MOXAA01.docx – the WORD source file (Not *.doc No longer accepted)

  • MOXAA01.tex – the LaTeX source file, if LaTeX was used

  • MOXAA01.odt – the OpenOffice.org or LibreOffice source file, if used

Figure files:

  • MOXAA01f1.eps – EPS file containing figure 1 (uploaded as “Other Supporting File”)

  • MOXAA01f2.tif – (or .jpg, .png, .gif) TIFF (or jpg, png, gif) file containing figure 2
    (uploaded as “Other Supporting File”)

Oral Presentations:

  • MOXAA01_talk.pdf 

  • MOXAA01_talk.ppt

  • MOXAA01_talk.odp – the file to be used for the oral presentation
    (uploaded as “Transparencies”, movies as “Talk movies”)

How Do You Produce a JACoW Acceptable PDF File?



You may generate your PDF file using the new jacow.cls class file from the templates with pdfLaTeX, XeLaTeX or LuaLaTeX. If you are using the US letter format, the following command can be used:

  • \documentclass[letterpaper]{jacow} or

  • \documentclass[acus]{jacow}

Additional help is available on the JACoW website in the left sidebar under ‘For authors → Information and help’. For papers with A4 format the source should start with the following lines

  • \documentclass[a4paper]{jacow} or

  • \documentclass[aca4]{jacow}

For LaTeX PDF generation the following commands are recommended:

  • pdflatex FILENAME.tex (or xelatex/lualatex)

  • pdflatex FILENAME.tex (run twice to sync internal references

For submission of WORD and LaTeX documents, use JACoW’s Cat Scan Editor to receive instant feedback on common problems with your submission so you can make corrections to your paper ahead of uploading to SPMS.

More information can be found here: http://jacow.org/Authors/CSEHelp

Microsoft Word for Windows

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 below before saving the PDF (this has to be done each time the file is saved as a PDF file).

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