diff --git a/docs/contributors/editorial_administrators/production.rst b/docs/contributors/editorial_administrators/production.rst
index 1a42a9c8d24605e4f845beed1c29888baeb2a004..89b6d428ee387546e0c10cb564f549839ccdcd32 100644
--- a/docs/contributors/editorial_administrators/production.rst
+++ b/docs/contributors/editorial_administrators/production.rst
@@ -5,7 +5,7 @@ Production of SciPost Publications
This guide is meant for **Editorial Administrators** and **Production Officers**. It describes the post-acceptance workflow from paper acceptance to publication.
-Version: 2016-12-20.
+Version: 2017-05-11.
Formatting check
@@ -13,8 +13,8 @@ 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 do so,
- by providing either the ``.bbl`` file or the ``.bib`` source.
+ 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``.
@@ -24,7 +24,7 @@ Source retrieval and folder preparation
---------------------------------------
#. On the SciPost server, navigate to folder
- ``[Journal full name]/IN PRODUCTION``.
+ ``[Journal full name]/IN_PRODUCTION``.
#. Create a folder
``[journal abbrev. name]_[arxiv identifier]_[first author last name]``,
e.g. ``SciPost_Phys_1604.98141v3_Smart``.
@@ -32,10 +32,13 @@ Source retrieval and folder preparation
#. 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``.
#. 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.
+ copy those down. You can skip this step if the previous step immediately led
+ to a ``.tex`` file.
#. Copy the files in
``[Journal full name]/v##_production/FILES_TO_COPY_IN_PAPER_DIR``
to the current directory. There are 5 files:
@@ -44,7 +47,7 @@ Source retrieval and folder preparation
* ``logo_scipost_with_bgd.pdf``
* ``SciPost_bibstyle.bst``
* ``SciPost.cls``
- * ``SciPost_Phys_Skeleton.tex``
+ * ``SciPost_[Phys, or other as appropriate]_Skeleton.tex``
#. Copy the skeleton ``.tex`` source to a new file using the name convention
``[Journal abbrev. name]_####_#####v#_[first author last name].tex``
@@ -91,14 +94,14 @@ General LaTeX tips
Step-by-step procedure
~~~~~~~~~~~~~~~~~~~~~~
- #. TODO: PAPER CITATION 1 and 2
+ #. TODO: PAPER CITATION
- In these two places, fill the missing numbers in the citation header::
+ 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``. At this stage, leave the paper number to ``???``: this number will be assigned and filled in in the last stage of production.
+ 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)``.
@@ -146,7 +149,7 @@ Step-by-step procedure
[title]
}}}\end{center}
- Paste the title in this block. If the title is multiline, end it with ``\\``
+ Paste the title in this block. End the title with ``\\``
in order to ensure proper uniform spacing between the lines.
@@ -155,7 +158,8 @@ Step-by-step procedure
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 ``*`` for the corresponding author.
+ and positive integer labels, with a ``$\star$`` for the corresponding author.
+ If multiple email addresses are given, reference them with ``$\dagger$, ...``.
#. TODO: AFFILIATIONS
@@ -172,8 +176,8 @@ Step-by-step procedure
``\href{mailto:[email]}{\small \sf [email]}``
- prepended with ``*`` if corresponding author. If no email is to be given,
- comment out the ``* \href{mailto:[email]}{\small \sf [email]}`` line.
+ 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]}}``.
@@ -198,7 +202,7 @@ Step-by-step procedure
\vspace{10pt}
\noindent\rule{\textwidth}{1pt}
- \tableofcontents\thispagestyle{fancy}
+ \tableofcontents
\noindent\rule{\textwidth}{1pt}
\vspace{10pt}
@@ -206,10 +210,13 @@ Step-by-step procedure
\vspace{10pt}
%\noindent\rule{\textwidth}{1pt}
- %\tableofcontents\thispagestyle{fancy}
+ %\tableofcontents
\noindent\rule{\textwidth}{1pt}
\vspace{10pt}
+ If a single horizontal line is pushed to the next page, correct by
+ playing with negatime ``\vspace``.
+
#. TODO: COPYRIGHT
@@ -226,7 +233,7 @@ Step-by-step procedure
format ``DD-MM-YYYY``. Be careful to use the correct submission data,
namely that of the original submission.
- The published date will be filled in later on.
+ The accepted and published dates will be filled in later on.
#. TODO: DOI
@@ -237,13 +244,16 @@ Step-by-step procedure
#. TODO: LINENO
- During proofs stage, activate line numbers.
+ During proofs stage, make sure line numbers are activated (they should
+ be by default).
#. TODO: CONTENTS
Paste the entire bulk of the paper in this block,
including all sections and eventual appendices.
+ Check that there are no appendices after the references in the
+ original tex file.
#. TODO: BIBNR
@@ -372,6 +382,8 @@ References formatting
* Volume number is in bold.
+ * Issue number can be left out; if included, in parentheses after volume nr.
+
* Year is in parentheses.
* Commas separate all elements.
@@ -395,6 +407,13 @@ References formatting
\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
~~~~~~~~~~~~~~~~~~~
@@ -413,7 +432,7 @@ Proofs
should be copied into new files carrying the ``_proofs_v[nr]`` suffix,
for example ``SciPost_Phys_1699_9999v9_Bee_proofs_v1.tex``.
- * The ``.pdf`` proofs should be email to the authors for verification.
+ * The ``.pdf`` proofs should be emailed to the authors for verification.
Authors should return either an annotated pdf or a list of corrections
by plain text email.
@@ -443,7 +462,7 @@ Preparation of final version of record
#. Within this folder, take the author-accepted version tex file and rename it using the convention [journal name abbrev]\_[volume nr]\_[issue nr]\_[paper nr].tex.
- #. In this tex source, replace the ??? with the 3-digit paper number (6 places: 4 in preamble, 2 in copyright statement).
+ #. In this tex source, replace the ??? with the 3-digit paper number (3 places: 2 in preamble, 1 in copyright statement).
#. Ensure that the author names are in format Abe Bee, Cee Dee and Elle Fine.