Proceedings of the Third IVS General Meeting

Instructions for Preparation and Submission of Papers

for the Proceedings of the third IVS General Meeting

Due Date Who should submit Citation Submission Format File Names Testing Final Submission View Papers Problems

Due Date. Papers are due by 27 February 2004. We plan to have the publication distributed by early May, 2004. Please help us to achieve this goal by adhering to the deadline.

Who should submit. Papers are requested for the proceedings from all authors except from authors presenting reports on their IVS components. IVS component reports should be submitted as part of the call for the IVS 2003 Annual Report.

Citation. The proceedings will be published as a NASA Conference Publication. The reference should be cited as follows: IVS 2004 General Meeting Proceedings, edited by N. R. Vandenberg and K. D. Baver, NASA/CP-2004-212255.

Submission format. Please use the following guidelines in preparing your paper.

Paper Length. In order to keep the length of the published book to a reasonable size, page limits for papers are:
Maximum 5 pages for contributed papers (oral and poster).
Maximum 10 pages for invited papers.

Basic Format. The required format for papers is LaTeX.

Style/Class Your tex file must reference either the IVS style file (LaTeX 2.09) or the IVS class file (LaTeX2e). The newer ivs2e class is recommended. One reason is that the ivs style produces faint, blurred mathematical expressions in tables. The class file (LaTex2e) has been updated since the last Proceedings, so please download the current version. You will also need to use the figure style file to include figures in your paper.
Font Size Please do not change your paper's font size by adding [10pt] or [12pt] to \documentclass{ivs2e}. Non-standard fonts will be removed by the Coordinating Center to produce a consistent look in the published proceedings.
Image Files
- Graphics should be in encapsulated PostScript format. The Coordinating Center will try to accomodate images in other formats, but results cannot be guaranteed, because non-encapsulated formats are not easily scaled or manipulated within LaTeX.
- The web version of the Proceedings will be in color, but the printed version will be in black and white. So color coded quantities on plots should also be represented by some other scheme (e.g., symbol shape or size, dotted vs. straight lines). Please also refer to both coding schemes in the plots' captions (e.g., "The red (dotted) line shows the sigmas.").
Tables Please be aware that most table formats do not translate precisely to HTML. More details are available later in this list, under Example File
Example File. There is an example .tex file, ivs-gm-example.tex, whose content offers basic LaTeX examples and information and discusses caveats, such as discrepancies between tables in a printed version and under HTML. Authors may download and view the PostScript output and HTML version to read the contents and to see how the example file would look in the printed publication and web copies. Authors may also read comments in the tex file to get more detailed information about the LaTeX commands used in the example file, and authors should use the tex file as a template for their papers. The General Meeting Proceedings example file is analogous to the Annual Report example file available from the web page that calls for Annual Report submissions, and the LaTeX examples from either example file are valid. But each example file uses different keywords geared toward its specific report type, so authors who want a Proceedings template file should only use the General Meeting Proceedings example file as a template.

File names. Please name your LaTeX source file and PostScript image files according to the following conventions for compatibility with the proceedings processing scripts and procedures.

File type Name Examples

LaTeX source lastname.tex or lastnamei.tex
where i is a number indicating the order
of your multiple papers in the program. petrov1.tex, petrov2.tex,
vandenberg.tex

PostScript image files lastnamenn.ps or lastnameinn.ps
where nn is a number identifying
each image in your paper. petrov101.ps, petrov102.ps, vandenberg01.ps

Testing. You can use the Coordinating Center's installation of LaTeX to test how your paper will look when it is published. To use this facility, put your tex and input PostScript image file(s) on the entry level of the IVS General Meeting Proceedings ftp site, ftp://ivscc.gsfc.nasa.gov/gmincoming/, then fill out the LaTeX test form and submit it. You will need a user name and password to access the General Meeting Proceedings ftp site. For this year's name and password, please contact Karen Baver(kdb@leo.gsfc.nasa.gov).

You can also test your paper on your own local directory. To do this, ftp to the General Meetings Proceedings ftp site, then cd to the "auxiliary" sub-directory (type: cd auxiliary). Then download its files to the same local directory containing your tex and input PostScript files. Then type pstex .tex L (e.g., pstex vandenberg.tex L) to run LaTeX. Please run pstex twice to convert all figure and table numbers from ?? to their final values. Unconverted numbers can prevent you from seeing the final page count and the final arrangement of text and figures. Then view (or preferably print) your output file (e.g., vandenberg.ps) using psview (or preferably psprint).

Final Submission. When you are ready to submit the final version of your paper, please place your tex file and the PostScript image files you are inputting to LaTeX on the "final" sub-directory of the gmincoming ftp area. Submissions will not be processed until they are on the final sub-directory. Please be sure to use the file naming conventions so that your paper and image files will have the names needed for processing. Only the INPUT PostScript image files should be placed in final. The OUTPUT Postscript file generated by LaTeX should not be placed there.

To submit the final version, please ftp to the entry level of the IVS General Meeting Proceedings ftp site, ftp://ivscc.gsfc.nasa.gov/gmincoming/. (If you did not already get the user name and password during testing, it is available from Karen Baver (kdb@leo.gsfc.nasa.gov).

If your tex and input Postscript image files are already on the entry level area, please move them to the final sub-directory instead of submitting a second copy to final, so that space can be saved. To move the files, type:

rename lastname.tex final/lastname.tex,
rename lastname01.ps final/lastname01.ps

and so on. If the move succeeds, ftp will report a confirmation that the input file exists (message: 350 File exists, ready for destination name), then confirm the move (message: 250 RNTO command successful). But beware of browser caching problems: if you get the above messages but the files appear to still be on the entry level area and not on final, you will need to refresh your browser (from netscape: hold down the terminal's SHIFT key, then hit netscape's RELOAD button) to see the updates to the ftp area directories.
If your tex and input Postscript image files are not on the entry level area, please cd to the final sub-directory (type: cd final) and submit your files.

View papers. You can browse the submitted papers on the IVS General Meeting Proceedings ftp site. Or you can log onto the IVSCC ftp site at ftp://ivscc.gsfc.nasa.gov/ using anonymous ftp, then cd to the gmincoming/final subdirectory.

Problems?. If you have problems or questions about the process, please contact Karen Baver, kdb@leo.gsfc.nasa.gov.

Return to IVS General Meeting Page

Please address questions or comments to the IVS Coordinating Center

Last updated: February 18, 2004

File type	Name	Examples
LaTeX source	`lastname.tex` or `lastnamei.tex` where `i` is a number indicating the order of your multiple papers in the program.	`petrov1.tex, petrov2.tex,` `vandenberg.tex`
PostScript image files	`lastnamenn.ps` or `lastnameinn.ps` where `nn` is a number identifying each image in your paper.	`petrov101.ps, petrov102.ps,` `vandenberg01.ps`