ADASS XXV - Proceedings Instructions

Introduction

The Proceedings of the ADASS XXV meeting will be published by The Astronomical Society of the Pacific (ASP). An electronic copy is included as part of the registration fee, and a hard copy may be ordered for USD$65 (contact adass2015-loc@caastro.org if you would like a physical book but didn't order one when you registered). Additionally, ASP has agreed to immediate open access to all papers in this year's proceedings.

To ensure prompt publication of the Proceedings, please submit your manuscript by 23:59 ADST, 23 October, 2015, and follow the Manuscript Instructions given below.

A period of three (3) weeks after the end of the conference is provided for updating your submitted manuscript (updated manuscript deadline: 23:59 ADST, 20 November 2015). During that period you can upload updated versions of your manuscript.

You may contact the editors if you have questions regarding your manuscript publication (email adass2015-editors@aao.gov.au). The publication of the proceedings is on a tight schedule in order to meet a 6-month publication deadline which provides considerable savings to the conference. We ask you to please adhere to the deadlines.

If we do not have your manuscript by the 23 October deadline, we cannot guarantee that your contribution will be included in the Proceedings.

The electronic version of the Proceedings will be published as a full colour volume, so authors are encouraged to submit colour figures with their manuscripts.

Page Limits:
Invited Oral:        10 pages
Contributed Oral:  4 pages
Poster:                4 pages
Demo:                 4 pages
Focus Demo:       4 pages
BoF:                   4 pages

Manuscript Instructions
The ASP has created helpful instructions for authors, which are included as Part I of the document Instructions for Authors and Editors

Authors must submit their manuscripts in LaTeX and must use the publisher's latest
LaTeX style file and bibliographic style file for their submissions. Manuscripts that use earlier versions of the LaTeX style file will be rejected.

You may find it convenient to download the ASP Author Templates tar file that contains the style file, together with a template manuscript LaTeX file which can be used as a staring point for developing your manuscript, and a BibTeX example for managing references.

All the required style files, etc., can also be downloaded directly from the ASP web site

Please name the main LaTeX source file according to your designated presentation number,
e.g.,
Oral presentation O4.3           O4-3.tex and O4-3.bib
Invited presentation O3.1        O3-1.tex and O3-1.bib
BoF 2                                   B2.tex and B2.bib
Focus Demo 5                       F5.tex and F5.bib
Poster P002                          P002.tex and P002.bib
Demo Booth 4                       D4.tex and D4.bib

The designated numbers can be found in the programme. Figures (in encapsulated PostScript format) should be named <paper_ID>_fn.eps where n is the figure number, e.g. P030_f1.eps.

Figures in Manuscripts
As mentioned above, authors are encouraged to submit colour figures with their manuscripts. All figures should be submitted in encapsulated PostScript (eps) format. If this is not possible, please contact the editors for alternative instructions. Fonts included in figures should be embedded in the encapsulated PostScript output. Colour figures should preferably be submitted as CMYK composites. Figures submitted as RGB composites will be accepted, but will be converted to CMYK and may experience some colour shifts during the conversion.

Figures should be cropped to remove any unnecessary white space, should be created or scaled to the size intended for print, and oriented correctly. Please ensure that any included line art or text (such as annotations) are legible when the figure is shrunk to 90% of the intended print size. Lines should not be defined as hairline width; the recommended minimum line width at the intended print size is 0.25pt.

Figures need to have a MINIMUM resolution of 240 pixels per inch (95 pix/cm) to reproduce satisfactorily. Authors should print out their figures at actual size and evaluate the readability of any embedded text. If the embedded text appears smaller that about 8 pt, then it is not going to be readable in the final printed figure. Text also needs to appear in a constrasting color to be easily legible.

Usage of LaTeX Commands
Authors should never use \renewcommand or \renewenvironment in their submissions! This is because each submitted article is actually embedded in a larger LaTeX file for the entire volume, so any redefinitions of commands or parameters will affect all subsequent articles in the volume.

If it is absolutely necessary to redefine a command, authors should create their own version that embeds a label that is unique to their article (e.g., \<author>_itemize and NOT \myitemize). Similar to the above, authors should not use \usepackage except in the most exceptional circumstances. Many packages will interfere with the construction of the volume (in particular, the subfig package performs global redefinitions of some key formatting quantities and must not be used).

Try not to use too many \section or \subsection commands, since these will limit where page breaks can occur.

Ellipsis ("...") should never be used as a means of indicating examples. Use "(e.g., a, b, c)" rather than "(a, b, c, ...)".

URLs should be embedded in \url{}. Use \url{http://cxc.cfa.harvard.edu/} rather than {\tt http://cxc.cfa.harvard.edu/}.

Footnotes are added in general after the corresponding punctuation "... like this,\footnote{see here} ..." rather than "... like this\footnote{see here}, ..."

References and your .bib file
To include references in your manuscript please use a BibTeX (.bib) file. An example file can be downloaded here.

The contents of the example file are mostly entries from ADS: once you find the paper you wish to cite select the "Bibtex entry for this abstract" link after the abstract. If your citation is not in ADS the bibliography file entries can be entered by hand.

In the manuscript (.tex) file only use \citep{key} or \citet{key} to reference items in the bibliotraphy (.bib) file:

e.g. "The software is written in C++ and Java and employs a DRAMA middleware layer~\citep{1995fbs}."

You will also need to uncomment the bibliography command at the end of your .tex file and add the .bib file name:
\bibliography{P999}

Finally, run bibtex to include the citations:
1) run latex on your manuscript file to generate the .aux file:
> latex P999.tex

You will get errors of the type:
Package natbib Warning: Citation `1995fbs' on page 1 undefined on input line 32
Package natbib Warning: There were undefined citations.

2) Then run bibtex:
> bibtex P999

3) Finally, run latex again, twice, to make sure that all the citations are picked up:
> latex P999.tex
> latex P999.tex

Referencing Papers in the Current Proceedings
Please use the following BibTeX entry template for defining references to papers that will be included in the current volume:

@inproceedings{<ident>_adassxxv,
      author     = "<authors>",
      booktitle     = "ADASS XXV",
      year     = 2016,
      editor     = "Lorente, N.~P.~F. and Shortridge, K.",
      volume     = "TBD"
      series     = "ASP Conf. Ser.",
      pages     = "TBD",
      publisher     = "ASP",
      address     ="San Francisco",
}

For the <ident> element, please use the oral, poster etc. ID (e.g., O2-1, P097, etc.) given in the programme. The <authors> element should list the authors of the paper being referenced.

For example,

@inproceedings{O8-3_adassxxv,
               author     = "Hampton, E.",
               ...
}

Authors should use a common entry format, like the ADS references. Authors should only include references that are cited in the text. Use \citep and \citet rather than \cite.

The standard practice is that for 8 authors or less, all authors should be included in the reference. For 9 authors or more, only the first author is listed followed by et al. This is done by specifying author = {{Author}, A.~N. and others} in the BibTeX file, which will produce Author, A. N., et al. in the completed volume.

It is never correct to list more than one author followed by et al. You should never have an entry like author = {{Author}, A.~N. and {Coauthor}, B.~M. and others} in the BibTeX file.


Uploading Your Completed Manuscript
Once you have finished your manuscript and completed the "Author's Final Checklist" in Part I of the ASP "Instructions for Authors and Editors" document referenced above, you need to upload your submission to our website.

Please bundle your LaTeX source files and figures into a single gzip-compressed tar archive prior to uploading. Please include the resulting Postscript or PDF file of the manuscript for validation.

The file to be uploaded should be named using the convention mentioned above based on your designated presentation number, for example O1-2_v1.tar.gz, where v# is the number of your submission (i.e. your initial submission before 23-October-2015 will be "v1", your first ammended version will be "v2", etc.)

You will be able to submit updated versions of your manuscript (e.g. O1-2_v2.tar.gz) until 23:59 ADST, 20 November 2015.

Your submission .tar.gz file should be uploaded to our site at

UPLOAD FORM

If you experience difficulties in uploading the file, please notify adass2015-editors@aao.gov.au sending your manuscript tar file as an attachment.


Copyright Policies and Copyright Release Form
Authors must conform to the copyright policies of the publisher. If you use an image, drawing, photo etc. that has been published previously, belongs to someone else, or has been used elsewhere, please read and comply with the requirements of section 2.1 of author information.

All authors must complete the ASP copyright agreement, and the form must included in your submission tar archive.