ADASS98 ADASS'98 Instructions on Manuscript Preparation for the Proceedings


Overview

Like all previous seven ADASS conferences, the Proceedings of ADASS VIII will be published as a volume in the Astronomical Society of the Pacific Conference Series. The cost of this book is included in the ADASS VIII registration fee.

Conference Proceedings Editors: Dave Mehringer (dmehring@astro.uiuc.edu)
Ray Plante (rplante@ncsa.uiuc.edu)
Doug Roberts (dougr@ncsa.uiuc.edu)
Page Limitations: 8 pages for invited talks
4 pages for contributed talks, posters, demos, and BOF summaries
Submission Deadline for electronic manuscript: 15 December 1998, 11:59 pm US CST
Submission Deadline for postal delivery of any non-electronic artwork: 15 December 1998, 5:00 pm US CST


Obtaining Manuscript Materials

All files can be obtained via in a single tar file. You can also use ftp to obtain the tar file or individual files by anonymous ftp to atlas.ncsa.uiuc.edu within the adass/prep directory.

Preparation of Manuscripts

A PostScript copy of the instructions is available.

Introduction

In order to ensure that papers received for publication from different authors are consistent in format, style, and quality, authors are required to type their manuscripts exactly according to the following instructions. The editors will modify the electronic manuscripts as necessary to insure that they conform to these standards.

Papers by invited speakers are allotted a maximum of eight (8) pages in the Proceedings. Other contributed papers including poster, demo, regular oral contributions, and BOF summaries will be allotted a maximum of four (4) pages. Presenters of multiple papers will be permitted to submit a manuscript for each for inclusion in the Proceedings, although it is necessary that we receive a completed Publication Agreement and Copyright Assignment form for each submission. Because of the prohibitive cost, color figures cannot be included in the Proceedings book. Any color figures included in your manuscript will be reproduced in black and white.

Authors must submit their manuscripts and associated figures electronically by 15 December 1998. See the section entitled "Submission of Manuscripts" for details on using anonymous FTP to submit your files.

LaTeX Markup Commands

Authors should use the adassconf style file, and declare it as a substyle to the standard LaTeX article style. A copy of the style file, two sample papers, a template file, and further instructions are available via anonymous FTP. See the README file for instructions for paper submissions for ADASS VIII.

You should use only those markup commands from LaTeX plus the several extensions provided by this style file. Do not define any commands of your own for any reason (no \def or \newcommand statements).

Preamble

The first piece of markup in the manuscript must declare the overall style of the document.

\documentstyle[11pt,adassconf]{article}

The \documentstyle command must appear first in any LaTeX file, and this one specifies the main style to be the LaTeX article style using eleven point fonts, with modifications and additions for the adassconf substyle.

The author must include a

\begin{document}

command to identify the beginning of the main portion of the manuscript.

Paper ID Code

Authors must include their proper paper identification code using the \paperID command. The ID code for your paper is the session number associated with your presentation as published in the official ADASS 98 conference proceedings. You can find this number locating your abstract in the printed proceedings that you received at the meeting or on-line in the Detailed Program Page; the ID code is the letter-number sequence proceeding the title of your presentation.

This will not appear in your paper; however, it allows different papers in the proceedings to cross-reference each other.

Note that you should only have one \paperID per submission, and it should not include a trailing period.

Contact Information

Authors should include a contact person and email address using the \contact and \email macros. This information will not appear in the paper but will be used by the editors in case you need to be contacted concerning your submission. Enter your name as the contact along with your email address.

Author Index Specification

Use the \paindex and \aindex macros to indicate how each author name should appear in the author index. The \paindex should be used to indicate the primary (first) author, and the \aindex for all other co-authors. You MUST use the following syntax:

\aindex{LASTNAME, F. M.}

where F is the first initial and M is the second initial (if used). This guarantees that authors that appear in multiple papers will appear only once in the author index.

Subject Index Keywords

You must use the \keywords macro to enter up to 6 keywords describing your submission. These will NOT be printed as part of your paper; however, they will be used to generate the subject index for the proceedings. There is no standard list; however, you can consult the indices for past ADASS proceedings.

Title, Byline, Abstract, etc.

Title and author identification are by way of the standard LaTeX commands \title and \author. An author's principal affiliation is specified with a separate macro \affil. Each \author command should be followed by a corresponding \affil (address). If possible, authors should limit the number of \author commands by grouping authors by affiliations.

\title{lucid text}
\author{name(s)}
\affil{address}

 The \affil command should be used to give the author's full postal address. The address will be broken over several lines automatically; do not use LaTeX's \\ command to indicate the line breaks. Please use mixed case text for all these fields rather than supplying all capitals; the style file will convert to upper case as necessary. The article's abstract should be enclosed in an abstract environment.

\begin{abstract}
abstract text
\end{abstract}

 Do not include the word Abstract in your text; it is inserted automatically.

Sections

The LaTeX article environment supports two levels of sectioning. (Actually, it supports more, but these are the relevant ones.)

\section{heading}
\subsection{heading}

 Please use mixed case text for the section heads. Note that these commands delimit sections by marking the beginning of each section; there are not separate commands to identify the ends. If one wishes to have an acknowledgments section, it should be set off simply with the command:

\acknowledgments

Hypertext Links and URLs

Since the proceedings will be published in both paper and electronic form, you are encouraged to specify URLs to other relevant electronic documents when appropriate. Avoid links to personal files that may disappear after a few months, making the links obsolete.

The ADASS conference style provides several macros to ensure hypertext links and URLs are formatted properly in each version. The two most commonly used commands are \htmladdnormallink and \htmladdnormallinkfoot. These commands are analogous to the tag in HTML, allowing you to link a piece of text to a URL. Both commands take two arguments: the link text and the associated URL; e.g:

the \htmladdnormallink{ADS}{http://adswww.harvard.edu/}

Using \htmladdnormallinkfoot will cause the URL to appear in the printed copy of you paper as a footnote to that text (for example, when one refers to the ADS. In the on-line version, the text will be an actual HTML link to that URL. \htmladdnormallink is just like \htmladdnormallinkfoot except that the URL does not appear in the printed version.

If you wish to have the URL explicitly appear within the body of your paper (rather than as a footnote) you can use the \makeURL or \htmladdURL command to format it:

\makeURL{URL}
\htmladdURL{URL}

 \htmladdURL will cause the URL to be a link to itself in the on-line version; with \makeURL, the URL will appear as plain text.

Note that it is not necessary to escape special characters like tilde (~) and underscore (_) within your URLs when you enter them as arguments to any of these four commands. These special characters will be properly formatted in both the on-line and printed versions:

\htmladdnormallink{my document}%\\
{http://monet.ncsa.uiuc.edu/~rplante/my_doc.html}

Equations

Displayed equations can be typeset in many ways using the standard displayed math environments of LaTeX; these three are probably of greatest use.

\begin{displaymath}
\end{displaymath}
\begin{equation}
\end{equation}
\begin{eqnarray}
\end{eqnarray}

 The displaymath environment will break out a single, unnumbered formula. The equation will appear the same if it is set in an equation environment, and it will be autonumbered by LaTeX. In order to set several formulæ in which vertical alignment is required, use the eqnarray environment.

Tables

Tables may be formatted using the deluxetable environment. Details about this table environment can be found in the AASTeX user guide.

\begin{deluxetable}{cols}
\tablecaption{text}
\tablehead{column headings}
\colhead{text}
\startdata
data
\enddata
\end{deluxetable}

 The cols specifies the justification for each column. One of the letters l, c or r is given for each column, indicating left, center, or right justification. The font size of the table information can be adjusted using the \small, \footnotesize, or \scriptsize commands right after the \begin{deluxetable} command. The table width can be explicitly set with the \tablewidth{width} command.

Tables may also appear in table environments, although the deluxetable environment is preferred.

\begin{table}
\caption{text}
\begin{tabular}{cols}
\end{tabular}
\end{table}

 There should be only one table per environment. The table environment encloses not only the tabular material but also any title (caption) or footnote information associated with the table. Tabular information is typeset within LaTeX's tabular environment; the cols argument specifies the formatting for each column. Tables and figures will be identified with arabic numerals, e.g., "Table 2."; the identifying text, including the number, is generated automatically by the \caption command.

There is a \tableline command for use in tabular environments.

\tableline

 This command produces a single horizontal rule. There should be a \tableline above and below between the column headings, and two at the end of the table. Authors should not use additional \tablelines themselves, and are discouraged from using vertical rules unless essential.

EPS Files

 Authors who can prepare computer graphics in Encapsulated PostScript (EPS) format may use one of two additional markup commands to mark the point of inclusion, both of which should be used inside a LaTeX figure environment. If the DVI translator dvips by Tom Rokicki is available on your computer, it is also possible to prepare the final copy with such figures in place. Before including the EPS figures in your text, be sure to rename the EPS files to conform to the following syntax: lastnamefmn.eps, where f is your first initial, m is your middle initial, and n is the figure number. You will use these names in the markup commands for including EPS figures. The markup commands are:

\plotone{file}
\plottwo{file}{file}

 The file argument is used to name the file(s) to be included. The \plotone command includes one figure that is scaled to the width of the current text column; \plottwo inserts two figures side by side, and the pair is scaled to fit the text width. If one uses these macros, the necessary vertical space is provided automatically.

\begin{figure}
\plotone{lastnamefm1.eps}
\caption{My EPS graphic.}
\end{figure}

 or \begin{figure}
\plottwo{lastname1.eps}{lastname2.eps}
\caption{Two related graphics.}
\end{figure}

 Please note that the caption will be centered under the pair of graphics when \plottwo is used. It is not possible to caption the two plots individually with this package at this time. As with tables, figures will be identified with arabic numerals, e.g., "Figure 1.".

The scaling of the EPS plot may be adjusted with the \epsscale{scale} command, i.e., \epsscale{0.8}.

If further fussing with the positioning of plot on the printed page is necessary, you can try using this command:

\plotfiddle{file}{vsize}{rot}{hsf}{vsf}{htrans}{vtrans}

Description of the arguments to \plotfiddle.
vsize vertical white space to allow for plot, any valid LaTeX dimension
rot rotation angle, in degrees, counter-clockwise
hsf horiz scale factor, percent
vsf vert scale factor, percent
htrans horiz translation, in PS points 72/in
vtrans vert translation, in PS points 72/in

If you can produce EPS but you do not have dvips, you can still put the \plotone or \plottwo commands in the the appropriate places, but you will have to comment them out and put in a \vspace{dimen} command to open up the text. The dvips program is in the public domain and is available from labrea.stanford.edu.

A special note to authors: Color EPS files should be avoided if possible. And since it is sometimes necessary to edit EPS files to make them printable, authors should try to avoid EPS files with lines longer than 1024 characters.

Pasted in Illustrations

Illustrations must be inserted in the text at the appropriate places, with the relevant caption underneath each. The finished pages are reduced by 10% before printing. Thus, illustrations will appear somewhat smaller in print.

These illustrations should appear in {\tt figure} environments.

\begin{figure}
\vspace{dimen}
\caption{text}
\end{figure}

There should be only one figure per environment. Space for the figure is created with the \vspace command; dimen should be a valid LaTeX dimension, e.g., 2.5in.

Any non electronic illustrations should be mailed to the address below.

Size of Illustrations

The maximum width of an illustration is normally 13.4cm (5.25in) so that it will fit within the width of the text area. Of course an illustration may be smaller if appropriate. A large illustration may be placed sideways (landscape) on the paper if necessary.

Halftone Illustrations (Photographs)

Good glossy original prints are required, black and white only; color plates cannot be reproduced. Photographs cut from other publications will not reproduce well, and usually infringe copyright. %Have the illustrations prepared so that when they are reduced %they are 13.4cm (5.25.in) wide or less; alternatively, crop the %illustration to the text width. Supply both a large photograph and a reduced version pasted in the text. The pasted-in version will be used for size and placement only; a copy machine can be used for this reduction. If a reduction is not supplied, leave appropriate space in text above the figure caption. The publisher will take care of the photographic reduction and mounting of the original glossy print in the space provided by your pasted-in version.

References

In the Text

The reference system to be followed is the standard ApJ system: author name(s) followed by the year in parentheses, as in Abt (1990), or author and year both in parentheses (Abt 1990). Multiple authors would be cited as (Groth & Pebbles 1971) or (Kron, Hewitt, & Wasserman 1984). For more that three authors use et al., i.e., (Press et al.\ 1994).

Reference List

There is a references environment that sets off the list of references and adjusts spacing parameters.

\begin{references}
\reference bibliographic information}
    .
    .
    .
\end{references}

 The bibliographic information should be in the order directed by Abt (1990): author, year, journal, volume, and page. For instance, the reference for this editorial would be typed in as

Abt, H. 1990, ApJ, 357, 1

 Note that there is no comma following the author name(s), there is no trailing period at the end of the reference, and the entire line is set in the body typeface (no font changes). See sample2.tex for more complex examples.

To reference a paper from this conference, use the \adassviii and \paperref macros. For example,

\reference Zacharias, N.\ \& Zacharias, M.\ 1999, \adassviii, \paperref{P7.6}

 will appear as

Zacharias, N. & Zacharias, M. 1999, this volume, [P7.6]

 Care should be taken that each literature citation in the manuscript has its counterpart in the reference list and vice versa. Care should also be given to checking the accuracy of the references---author(s), date, volume, and page number. The accuracy of the references is the sole responsibility of the author.

Abbreviations for Journals

There are macros for many of the oft-referenced journals so that authors may use the LaTeX names rather than having to look up a particular journal's specific abbreviation. Any stylistic requirements of the editors are taken care of by the macros, so authors need not be concerned about such editorial preferences.

\aj Astronomical Journal
\araa Annual Review of Astronomy and Astrophysics
\apj Astrophysical Journal
\apjl Astrophysical Journal, Letters to the Editor
\apjs Astrophysical Journal, Supplement Series
\ao Applied Optics
\apss Astrophysics and Space Science
\aap Astronomy and Astrophysics
\aaps Astronomy and Astrophysics, Supplement Series
\azh Astronomicheskii Zhurnal
\baas Bulletin of the AAS
\jrasc Journal of the RAS of Canada
\memras Memoirs of the RAS
\mnras Monthly Notices of the RAS
\pra Physical Review A: General Physics
\prb Physical Review B: Solid State
\prc Physical Review C:
\prd Physical Review D:
\prl Physical Review Letters
\pasp Publications of the ASP
\pasj Publications of the ASJ
\qjras Quarterly Journal of the RAS
\skytel Sky and Telescope
\sovast Soviet Astronomy
\ssr Space Science Reviews
\zap Zeitschrift für Astrophysik
\adassi ADASS I
\adassii ADASS II
\adassiii ADASS III
\adassiv ADASS IV
\adassv ADASS V
\adassvi ADASS VI
\adassvii ADASS VII
\adassviii ADASS VIII

References to papers in the Proceedings for ADASS'98 should be of the form author list 1999, \adassviii, \paperref{ } (see above for an example).

Examples

These instructions give an overview of the basic markup commands that need to be entered in a paper. Authors are encouraged to examine the sample papers that are included with the style file; these examples are named sample1.tex and sample2.tex. The file sample1.tex is a paper prepared with the ADASSCONF macros utilizing a minimal amount of markup. A more complete paper requiring most of the capabilities of the package is provided as sample2.tex; this file is annotated with comments that describe the purpose of the markup.

Reprints

Reprints of papers for these Proceedings are not available. Articles may be copied from the published volume.

Submission of Manuscripts

 Completed manuscripts should submitted via anonymous FTP using the following procedure:
  1. Anonymous-FTP to atlas.ncsa.uiuc.edu (141.142.3.31). Give ``anonymous'' as the login name and your email address as the password.
  2. Change into the adass/papers directory (type cd adass/papers)
  3. Create a directory specified by your last name and first and middle initials (e.g. mkdir robertsda). For security reasons, you will not be able to see the directory you have created using the ls or dir command.
  4. Change into the directory you have created (e.g. cd robertsda).
  5. Upload your files using the put command. Identify the LaTeX manuscript giving it a name using your last name plus your first and middle initials (e.g. ``robertsda.tex''). Any EPS files should be identified in a similar way (e.g. ``robertsda1.eps''; see EPS Files section). For authors depositing multiple manuscripts, use the following notation: planterl1.tex, planterl2.tex, planterl1_1.eps, planterl1_2.eps, planterl2_1.eps, planterl2_2.eps, etc. Note that you will be able to see a listing of the files you upload using ls however, you will not be able download, delete, or overwrite them after the upload.
  6. Disconnect by typing bye.
Here is how a sample session might look:

% ftp atlas.ncsa.uiuc.edu
Name (atlas.ncsa.uiuc.edu:dmehring): anonymous

Password: dougr@ncsa.uiuc.edu
ftp> cd adass/papers

ftp> mkdir robertsda
ftp> cd robertsda
ftp> put robertsda.tex
ftp> put robertsda1.eps
ftp> put robertsda2.eps
ftp> bye
If you have figures that cannot be sent in PostScript form, you can mail them to the address below. You may also optionally send a paper copy of your figure along with the figures to ensure proper placement of the figures within the manuscript.

Manuscripts must be received no later than 15 December 1998 in order to be assured publication in the Proceedings.

Copyright Agreement

All authors should have returned a completed Publication Agreement and Copyright Assignment form during the conference. If you did not return the signed form to us at the conference, you must download it, and send the completed form to the ADASS'98 proceedings editors at:

           ADASS'98 Proceedings
c/o David Mehringer
Astronomy Department
1002 W. Green St.
Urbana, IL 61801
USA

adass@ncsa.uiuc.edu
Last modified: November 13, 1998