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This guide is meant for Editorial Administrators, Production Supervisors and Production Officers. It describes the post-acceptance workflow from paper acceptance to publication.
If the Submission's references are not properly formatted,
and/or if these do not include the required DOIs,
the authors should be emailed and asked to provide them,
by sending in either an updated .bbl
file or .bib
source.
Any extra material provided by the authors which supplements
the arXiv source should be put in a folder EXTRA_FROM_AUTH
.
[Journal full name]/IN_PRODUCTION
.
[journal abbrev. name]_[arxiv identifier]_[first author last name]
,
e.g. SciPost_Phys_1604.98141v3_Smart
.
####.#####v#
, which is not recognized
as a .tar.gz
file on a UNIX system. Rename the file
####.####v#.tar.gz
. Unzip it to produce the folder ####.#####v#
.
If this produces another tar file, it is because the submission consists of
a single .tex
file; you should then rename this to ####.#####v#.tex
.
####.#####v#
to
the current directory). BE CAREFUL: if the authors have included any of
the SciPost style files (SciPost.cls
, SciPost_bibstyle.bst
), DO NOT
copy those down. You can skip this step if the previous step immediately led
to a .tex
file.
[Journal full name]/v##_production/FILES_TO_COPY_IN_PAPER_DIR
to the current directory. There are 5 files:
by.eps
logo_scipost_with_bgd.pdf
SciPost_bibstyle.bst
SciPost.cls
SciPost_[Phys, or other as appropriate]_Skeleton.tex
.tex
source to a new file using the name convention
[Journal abbrev. name]_####_#####v#_[first author last name].tex
(careful: use underscore instead of . between numbers).
The next step is to transfer the submission's LaTeX contents into the final file.
All steps involed appear in the skeleton .tex
source in the form %%%%%%%%%% TODO: [TOKEN]
opening marked, followed by a corresponding %%%%%%%%%% END TODO: [TOKEN]
marker.
The easiest way to proceed is to copy and paste material from the authors' .tex
source directly into the (appropriately renamed as per the instructions above)
skeleton file.
During the file preparation, if there is anything worth noting about the production process, please include this in the
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
% Production Notes
% [your name here]
%
% [your notes here]
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
block at the beginning of the document, just before the \documentclass
declaration.
As the person running the production, please identify yourself by writing your initials and surname in this block.
align
(from package amsmath
) environment
to eqnarray
.
For a technical discussion, see for example this link.
eqnarray
with align
.
However, if you do reformat some equations, do shift to align
.
In this place, fill the missing numbers in the citation header:
\rhead{\small \href{https://{{ request.get_host }}/SciPostPhys.?.?.???}{SciPost Phys. ?, ??? (20??)}}
The first argument of the href
is the simple permanent URL for the publication. This includes 3 numbers: the volume number, issue, and three-digit paper number, for example SciPostPhys.1.2.011
. Verify the appropriate issue number (this will be verified later by an EdAdmin). At this stage, leave the paper number to ???
: this number will be assigned and filled in in the last stage of production.
The second argument to the href
uses the simple citation, dropping the issue number, for example SciPostPhys. 1, 011 (2016)
.
The SciPost.cls
(v1b) class definition requires the following packages:
If the authors are using extra packages not already in the list above, you should paste their list within this TODO block.
Any package originally included by the authors which you do not
include should be commented out with a % REMOVED IN PROD
comments prepended.
Any package which is added during production should be listed after
the % ADDED IN PRODUCTION
marker.
If the authors have redefined commands, paste the redefinitions in this block.
Discard (namely: do not copy and paste) any length (and similar) redefinitions.
The title is enclosed in:
\begin{center}{\Large \textbf{\color{scipostdeepblue}{
[title]
}}}\end{center}
Paste the title in this block. End the title with \\
in order to ensure proper uniform spacing between the lines.
Author names should be in format firstname lastname
, e.g. John Smith
,
and should be in textbf. No comma
but rather an and
before
the last author. If multiple authors and affiliations, use \textsuperscript
and positive integer labels, with a $\star$
for the corresponding author.
If all authors are from the same institution, there is no need for superscripts
(except to mark the corresponding author if desired).
If multiple email addresses are given, reference them with $\dagger$, ...
.
If there are many affiliations, each is prepended by the appropriate
{\bf [nr]}
. Separate affiliations with double-backslash.
Put a \\[\baselineskip]
after the affiliations.
Optionally, provide the email of the corresponding author using:
\href{mailto:[email]}{\small \sf [email]}
prepended with $\star$
if corresponding author. If no email is to be given,
comment out the $\star$ \href{mailto:[email]}{\small \sf [email]}
line.
If a web link is offered, use the format {\small \url{[url]}}
.
Paste the abstract in the provided block:
\section*{\color{scipostdeepblue}{Abstract}}
{\bf
[abstract]
}
As a general guideline, the paper should contain a table of contents if it has more than 6 pages.
If a TOC should be included, leave the skeleton as it is. If no TOC should be there, simply comment out the 2nd and 3rd lines of:
\vspace{10pt}
\noindent\rule{\textwidth}{1pt}
\tableofcontents
\noindent\rule{\textwidth}{1pt}
\vspace{10pt}
explicitly leaving:
\vspace{10pt}
%\noindent\rule{\textwidth}{1pt}
%\tableofcontents
\noindent\rule{\textwidth}{1pt}
\vspace{10pt}
If a single horizontal line is pushed to the next page, correct by
playing with negatime \vspace
.
Include the first author's initials and family name in the copyright
statement. If there are just two authors: give both authors' initials
and last names. If there are more than two authors, use the format
A. Bee {\it et al.}
. Be respectful of any special (non-latin)
characters in authors' names.
Fill in the appropriate received and accepted dates in
format DD-MM-YYYY
. Be careful to use the correct submission data,
namely that of the original submission.
The accepted and published dates will be filled in later on.
Provide the volume and issue numbers (two places) in the DOI specifier. The paper number will be assigned in the final stage of production.
During proofs stage, make sure line numbers are activated (they should be by default).
Paste the entire bulk of the paper in this block, including all sections and any appendices. Check that there are no appendices after the references in the original tex file.
If the bibliography contains more than 100 entries, use
999
instead of 99
in the \begin{thebibliotraphy}{[nr]}
statement.
The references are explicitly pasted into this block.
If using BiBTeX, use a \bibliography{[bibfilename]}
command,
and comment out the \begin{thebibliography}
and \end{thebibliography}
commands. After running BiBTeX, the contents of the generated
.bib
file should be pasted in the uncommented
\begin,\end{thebibliography}
block, and the \bibliography{[bibfilename]}
should be commented out.
Note: the reason to not use BiBTeX from now on is to easy in-file
correction of improperly formatted references (instead of having to correct
the .bib
file).
You are now ready to typeset the .tex
file. Simple issues are listed
below. If you encounter further problems, see the Problems list below.
If you need to run BiBTeX for the references, do so (remembering to do it
at least twice so the references appear), and then paste the contents of the
.bbl
file in the % TODO: REFERENCES
block.
Make sure you use the correct .bib
file.
\usepackage{lmodern}
in their LaTeX packages,
overriding the normal fonts we use. Check whether the right font is being used!
LaTeX Error: environment acknowledgements undefined
or
Undefined control sequence \acknowledgements
The users have used ReVTeX; simply change the \begin{acknowledgements}
or \acknowledgements
to \section*{Acknowledgements}
(of course also removing any
\end{acknowledgements}
).
LaTeX Error: Environment widetext undefined.
The authors have used ReVTeX; simply comment out all \begin{widetext}
and \end{widetext}
markers.
lineno
and amsmath
are incompatible
Problem: line numbers don't appear when paragraph is followed by align etc.
Solution (from this link): paste this in the preamble:
%% Patch lineno when used with amsmath
\newcommand*\patchAmsMathEnvironmentForLineno[1]{%
\expandafter\let\csname old#1\expandafter\endcsname\csname #1\endcsname
\expandafter\let\csname oldend#1\expandafter\endcsname\csname end#1\endcsname
\renewenvironment{#1}%
{\linenomath\csname old#1\endcsname}%
{\csname oldend#1\endcsname\endlinenomath}}%
\newcommand*\patchBothAmsMathEnvironmentsForLineno[1]{%
\patchAmsMathEnvironmentForLineno{#1}%
\patchAmsMathEnvironmentForLineno{#1*}}%
\AtBeginDocument{%
\patchBothAmsMathEnvironmentsForLineno{equation}%
\patchBothAmsMathEnvironmentsForLineno{align}%
\patchBothAmsMathEnvironmentsForLineno{flalign}%
\patchBothAmsMathEnvironmentsForLineno{alignat}%
\patchBothAmsMathEnvironmentsForLineno{gather}%
\patchBothAmsMathEnvironmentsForLineno{multline}%
}
%% End patch lineno
Simply prevent by forcing equations into a math atom by surrouding them with braces,:
Here is an equation that should not be broken: ${E=mc^2}$.
Option: locally change the fontsize by embedding the object in a \fontsize
block:
\begingroup
\fontsize{new font size, e.g. 10pt}{skip, 120% of previous}\selectfont
[ element]
\endgroup
MnSymbol
is problematic and clashes with amsmath.
One solution is to import individual symbols according to these instructions.
align
environment is too tight.
The simple solution is to include a spacing specifier of the form \nonumber \\[5pt]
,
where 5pt
is a good compromise.
This spacing can also be set globally by including \setlength{\jot}{5pt}
before the
\begin{document}
.
References should be in the following format:
http://doi.org
or similar URL prefix. Instead, it should
be of the form 10.###[...]/[...]
.
.
For arXiv entries, verify if the paper has been published in the meantime.
If so, replace this reference with its proper citation.
If not, use the format \href{https://arxiv.org/abs/####.#####}{arXiv:####.#####}
,
and remove any (YEAR)
.
J. Stat. Mech. and JHEP are annoying (because the volume number is the year).
Manually remove volume nr for these, so the format becomes A. Bee, \emp{Bee's nice paper}, J. Stat. Mech.: Th. Exp. [P,L]##### (20##), \doi{10...}.
J. Phys. A is also annoying. Up to and including volume 39 (2006), it's J. Phys. A: Math. Gen. Afterwards, volume 40 (2007) onwards, it's J. Phys. A: Math. Theor.
Entries in the bibliography which are not references but footnotes,
should be formatted as such in the main text (using \footnote{}
).
Check that all DOIs work. Remove the \meta
at the end of the bibitem
if it is present.
The whole paper should be scanned through, and the layout of equations and figures should be checked and corrected if necessary.
In particular, the punctuation of equations should be checked and corrected if necessary.
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