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Initial Production of SciPost Publications

This guide is meant for Editorial Administrators, Production Supervisors and Production Officers. It describes the post-acceptance workflow from paper acceptance to publication.

Formatting check

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.

Source retrieval and folder preparation

  1. On the SciPost server, navigate to folder [Journal full name]/IN_PRODUCTION.
  2. Create a folder [journal abbrev. name]_[arxiv identifier]_[first author last name], e.g. SciPost_Phys_1604.98141v3_Smart.
  3. Save the source from arXiv into this folder.
  4. NOTE: the file will be named ####.#####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.
  5. Copy the paper’s sources one level down (so from ####.#####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.
  6. Copy the files in [Journal full name]/v##_production/FILES_TO_COPY_IN_PAPER_DIR to the current directory. There are 5 files:
  7. Copy the skeleton .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).

LaTeX file preparation

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.

General LaTeX tips

Step-by-step procedure

  1. TODO: PAPER CITATION

    In this place, fill the missing numbers in the citation header:

    \rhead{\small \href{https://scipost.org/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).

  2. TODO: PACKAGES

    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.

  3. TODO: COMMANDS

    If the authors have redefined commands, paste the redefinitions in this block.

    Discard (namely: do not copy and paste) any length (and similar) redefinitions.

  4. TODO: TITLE

    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.

  5. TODO: AUTHORS

    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 $\dagger$, ....

  6. TODO: AFFILIATIONS

    If there are many affiliations, each is prepended by the appropriate {\bf [nr]}. Separate affiliations with double-backslash.

    Put a \\[\baselineskip] after the affiliations.

  7. TODO: EMAIL (OPTION)

    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]}}.

  8. TODO: ABSTRACT

    Paste the abstract in the provided block:

    
    	 \section*{\color{scipostdeepblue}{Abstract}}
    	 {\bf
    	 [abstract]
    	 }
         
  9. TODO: TOC

    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.

  10. TODO: COPYRIGHT

    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.

  11. TODO: DATES

    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.

  12. TODO: DOI

    Provide the volume and issue numbers (two places) in the DOI specifier. The paper number will be assigned in the final stage of production.

  13. TODO: LINENO

    During proofs stage, make sure line numbers are activated (they should be by default).

  14. TODO: CONTENTS

    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.

  15. TODO: BIBNR

    If the bibliography contains more than 100 entries, use 999 instead of 99 in the \begin{thebibliotraphy}{[nr]} statement.

  16. TODO: BBL

    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.

Gotchas

Simple issues

Problems

References formatting

References should be in the following format:

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.

Layout verification

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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