Proceedings of the Second IVS General Meeting

Instructions for Preparation and Submission of Papers

for the Proceedings of the second 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 22 February 2002. We plan to have the publication distributed by early May, 2002.

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 2001 Annual Report.

Citation. The proceedings will be published as a NASA Conference Publication. The reference should be cited as follows: IVS 2002 General Meeting Proceedings, edited by N. R. Vandenberg and K. D. Baver, NASA/CP-2002-210002.

Submission format. Please use the following guidelines in preparing your paper. Please especially note new information about graphics and tables, and please note a new example file.

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. You will also need to use the figure style file to include figures in your report.
Font Size Please do not change your report'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.
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. This year, there is a new 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 reports. 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. This will make sure that files with unique names are submitted to the testing and final ftp directories. Also, this will make sure that your source and image file names have the same root (e.g., vandenberg.tex and vandenberg01.ps), which is necessary for the testing page to work.

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 report will look when it is published. To use this facility, put your 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). Please note that the test script will not work this year if the .tex file and .ps figure files have different root names (e.g., vandenberg.tex and fig.ps). Following the file naming conventions will avoid this problem.

Final Submission. When you are ready to submit the final version of your report, ftp to the entry level of the IVS General Meeting Proceedings ftp site, ftp://ivscc.gsfc.nasa.gov/gmincoming/. You will need a user name and password, available from Karen Baver (kdb@leo.gsfc.nasa.gov). When you log on, cd to the "final" sub-directory (cd final) to submit the final copies of your tex and image files for the official submission. Please be sure to use the file naming conventions so that your report and images will have unique names. The entry level directory is reserved for testing preliminary submissions, and submissions will be ignored until they are placed under final.

If you have already put your tex and image files on the testing directory, you can move them to the final sub-directory from ftp. From the testing directory, 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).

This account will be closed after the February 22, 2002 deadline.

View papers. You can browse the submitted reports 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: January 17, 2002

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`