jacow team meeting knoxville, tn 7 to 9 november 2004 jacow and the spms: modus operandi theory vs....
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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?