JACoW Team MeetingKnoxville, TN

7 to 9 November 2004

JACoW and the SPMS:Modus Operandi

Theory vs. Practice …Christine Petit-Jean-Genaz, CERN

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN2

JACoWJACoW JACoWJACoW JACoW, A Website and a

Collaboration

The Website, the aims, and whether they are being met

The Collaboration, how it functions, and whether it is structured and has the resources to meet the aims …

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN3

JACoWJACoW JACoWJACoW The Website: Aims

The Aims Publish conference proceedings on the internet, delivering

high performance documents to users. Provide a custom interface which allows searching the

proceedings with boolean searches on keywords, title, authors and in the full text.

Provide templates for the preparation of conference papers.

Provide help and information to authors concerning preparation of documents for electronic publication.

Publish conference meta-data for the Open Archives Initiative (OAI).

Maintain a set of user profiles for accelerator conferences.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN4

JACoWJACoW JACoWJACoW JACoW: The Website Published at the Website are

Proceedings Templates Information and help for Authors and

Editors Author Profile Repository JACoW Collaboration Conferences Composition of the Current Steering

Committee

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN5

JACoWJACoW JACoWJACoW Meeting the Aims

JACoW (Website) functions well and globally the aims are met: 30 sets if proceedings are now published, including those

scanned back to 1965 (PAC), EPAC is currently scanning back to 1988, and Linac is considering following suit …

The number of collaborating series has increased from 7 to 10 and more are considering joining

Templates are good and their use is widespread, even beyond JACoW collaboration

Instructions to authors are good, the quality of contributions is improving

The JACoW Repository is functioning well

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN6

JACoWJACoW JACoWJACoW Meeting the Aims

Missing to date: Publish conference meta-data for the Open Archives

Initiative (OAI)

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN7

JACoWJACoW JACoWJACoW JACoW: The Collaboration

Since 1996, EPAC’06 in Sitges, a core group of Editors has met at each PAC and EPAC to work and learn together, and to initiate new and often inexperienced Editors into the field of electronic publication

The Collaboration is composed of the members of the JACOW Steering Committee: past, current and future Editors of each conference in each of the 10 series:

APAC, EPAC, PAC, CYCLOTRONS, DIPAC, ICALEPCS, ICAP, IFEL, LINAC, RUPAC

As well as co-opted “Experts”…

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN8

JACoWJACoW JACoWJACoW JACoW: Membership

Membership of JACoW Collaboration: has to be agreed by the Organizing Committees

of the various series that currently support the site

is conditional on a commitment from Organizing Committees that they will publish on JACoW for at least three future conferences

requires adherence to JACoW’s Terms of Reference and Boundary Conditions ….

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN9

JACoWJACoW JACoWJACoW

JACoW’s Terms of Reference

GovernanceThe rules for conducting the business of the Sites will be

established by consensus decisions of the Organizing Committees of each member series of conferences, via the Chairmen of the Scientific Programme Committees. The Organizers of each series undertake to adhere to the boundary conditions cited below.

Changes to JACoW or to its activities should be approved by a simple majority of the Chairmen of the Scientific Programme Committees for the member conferences.

It will be the responsibility of the Chairman of JACoW to communicate all proposals for change to the Scientific Programme Committee Chairmen.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN10

JACoWJACoW JACoWJACoW

Rights of Individual Conference OrganizersThe existence of the combined site does not detract from the

rights of individual conference organizers to publish their proceedings on other web sites, storage media or hard copies of their choice.

Proposals for change can be formulated by a member conference, through the Scientific Programme Committee Chairman, or by JACoW Team Members.

Editorial ResponsibilityThe Proceedings of each conference are the responsibility of the

Editors or Editorial Board of the proceedings, or a person designated by the Chairperson of the Scientific Programme Committee of the relevant conference.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN11

JACoWJACoW JACoWJACoW

Web and Mirror SitesJACoW is located at CERN, with possible equivalent mirror sites

in North America, Asia and elsewhere, at institutions agreeing to support the full functionality and content of the primary JACoW site. The Organizations hosting these sites undertake to provide the necessary hard- and software, backup and maintenance.

JACoW Steering CommitteeThe JACoW Steering Committee is involved in all aspects of the

electronic publication of proceedings (for example, it agrees on templates, promotes author education, develops new techniques for processing papers etc.). In principle, it meets during the PAC and EPAC Conferences but meetings may also be called by Steering Committee Members.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN12

JACoWJACoW JACoWJACoW JACoW Boundary Conditions

JACoW Boundary Conditions The acceptance of a measure of standardization (for example

adherence to the basic requirements for publication on JACoW);

A collaborative approach to template preparation and software to be supported;

A collaborative approach to the selection of Acrobat software for the CD-ROM to ensure backward compatibility;

Attendance of at least the technical people at JACoW Steering Committee meetings during each PAC and EPAC Conference;

Attendance at annual JACoW Team Meetings; To continue and possibly expand the international

collaboration in electronic publication To encourage publication of post mortems.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN13

JACoWJACoW JACoWJACoW Theory vs. practice

Essentially, the Terms of Reference and Boundary Conditions are met by the members of the Collaboration, however with difficulty concerning the requirement to send at least the technical people to

- Steering Committee Meetings, and to- Team Meetings.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN14

JACoWJACoW JACoWJACoW

The reason for these requirements are:- to promote the education of editors

- in electronic publication techniques (through hands-on experience in the PAC and EPAC Editorial Offices and at the technical Team Meetings)

- in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site

- to ensure that experience is shared and passed on

- to share the overall burden among the whole Collaboration

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN15

JACoWJACoW JACoWJACoW Steering Committee

Steering Committee Meetings: Lunchtime meetings scheduled during PAC & EPAC

Attendance in theory: all Steering Committee members, SPC Chairs may also

attend Attendance in practice:

editors working at PAC/EPAC, often paid on conference budgets

EPAC’04 funded >100 man-days of per diem for Editors… (conference series supported: PAC, ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN16

JACoWJACoW JACoWJACoW Team Meetings

Team Meetings: Once per year, end of year, alternating between Europe and the US - though could be elsewhere - entirely at cost of individual, i.e. laboratory where the Editor is working - as opposed to the Conference Budget of PAC or EPAC in the case of the Steering Committee meetings ….

Attendance in theory: all Steering Committee members, co-opted members and

experts, SPC Chairs may also attend Attendance in practice:

Not all conferences or even conference series are represented…

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN17

JACoWJACoW JACoWJACoW

If attendance at these meetings is considered necessary, how do we ensure that all conferences are represented?

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN18

JACoWJACoW JACoWJACoW Questions for Discussion

Steering Committee meetings: Do we need to formalize/publicize the PAC-EPAC

rôle in the education of Editors Should the Editors invited to PAC and EPAC be

the result of consultation between the two series?

Do we need to formalize a procedure? Do we need to extend the hands-on education of

editors to other series to share the cost? Do we actually have any means of “persuasion”?

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN19

JACoWJACoW JACoWJACoW Questions for Discussion

Team Meetings Do we need to formalize a procedure, or set up

guidelines for inviting Editors? Should the cost be the responsibility of the

laboratories of Editors, or of the conference series’?

Should JACoW contact Programme Chairs of each series, to initiate the formalization of the requirement, and the method of funding?

Do we have any means of “persuasion”?

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN20

JACoWJACoW JACoWJACoW Modus Operandi: SPMS

Repositories

The Repositories: Individual Profiles and Affiliations Compiled from PAC & EPAC previous conferences

- several man months of effort in 2003:3500 profiles (without accounts)600 affiliations

In principle, maintenance by individuals … EPAC’04 running in:

Increased to 5500 profiles (1500 accounts)700 ?? Affiliations

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN21

JACoWJACoW JACoWJACoW

The Repositories are delivered with the SPMS The Repositories can be used by the Editors of

Conferences to e-mail conference announcements, etc.

The privacy statement mentions that: This data will, under no circumstances,

Be used for any other purpose than in relation to the organization of a conference participating in the JACoW Collaboration

Be provided to any external body for any commercial purposes whatsoever.

9 November 2004JACoW, 2004 Team Meeting,

Knoxville, TN22

JACoWJACoW JACoWJACoW Questions for Discussion

How to ensure that the repository data is not used for any other purpose than in connection with conference announcements, and conference organization?

How to ensure that repository data is not used years after a conference for other purposes?