JACoW Team Meeting Knoxville, TN 7 to 9 November 2004

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JACoW Team MeetingKnoxville, TN7 to 9 November
2004

• JACoW and the SPMS
• Modus Operandi
• Theory vs. Practice
• Christine Petit-Jean-Genaz, CERN

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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

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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.

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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

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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

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Meeting the Aims

• Missing to date
• Publish conference meta-data for the Open
  Archives Initiative (OAI)

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JACoW The Collaboration

• Since 1996, EPAC06 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

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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 JACoWs Terms of Reference
  and Boundary Conditions .

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JACoWs Terms of Reference

• Governance
• The 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.

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• Rights of Individual Conference Organizers
• The 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 Responsibility
• The 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.

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• Web and Mirror Sites
• JACoW 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 Committee
• The 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.

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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.

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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.

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• 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

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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
• EPAC04 funded gt100 man-days of per diem for
  Editors (conference series supported PAC,
  ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)

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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

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

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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?

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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?

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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
• EPAC04 running in
• Increased to 5500 profiles (1500 accounts)
• 700 ?? Affiliations

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• 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.

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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?