19 May 2005 JACoW Steering Committee JACoW Steering Committee 19 May 2005

19 May 2005JACoW Steering Committee Agenda  Introduction  Brief Report on Activities since SC in Lucerne –JACoW Team Meeting, 7-9 November 2004 at SNS –JACoW SPMS Database Meeting (Registration), February 2005 –JACoW SPMS Database Meeting, 11 May 2005 –a Proposal to modify JACoW Boundary Conditions  Brief Reports from Conferences  Election of SC Chairman  Date and Place of Next Team Meeting  AOB  Introduction  Brief Report on Activities since SC in Lucerne –JACoW Team Meeting, 7-9 November 2004 at SNS –JACoW SPMS Database Meeting (Registration), February 2005 –JACoW SPMS Database Meeting, 11 May 2005 –a Proposal to modify JACoW Boundary Conditions  Brief Reports from Conferences  Election of SC Chairman  Date and Place of Next Team Meeting  AOB

19 May 2005JACoW Steering Committee JACoW Citation  From tiny acorns mighty oak trees grow. An idea from Ilan Ben-Zvi in 1996, nurtured by others, has finally spread its branches as the JACoW collaboration reaches maturity in  The vision of a Joint Accelerator Conferences Website, maintaining a central database of information of all main participants in the accelerator community and holding electronic copies of all the papers published at the conferences under its umbrella, has taken eight years to reach fruition.  From tiny acorns mighty oak trees grow. An idea from Ilan Ben-Zvi in 1996, nurtured by others, has finally spread its branches as the JACoW collaboration reaches maturity in  The vision of a Joint Accelerator Conferences Website, maintaining a central database of information of all main participants in the accelerator community and holding electronic copies of all the papers published at the conferences under its umbrella, has taken eight years to reach fruition.

19 May 2005JACoW Steering Committee  Seven conference series are now involved (PAC, EPAC, APAC, CYCLOTRONS, DIPAC, ICALEPCS, LINAC). The Russian PAC, RUPAC, is about to join, as are several other conference series. A recent decision has confirmed funding to complete the electronic scanning of all PAC and EPAC proceedings back to 1967 and 1988 respectively. The papers will be available to all on the central JACoW site (  Seven conference series are now involved (PAC, EPAC, APAC, CYCLOTRONS, DIPAC, ICALEPCS, LINAC). The Russian PAC, RUPAC, is about to join, as are several other conference series. A recent decision has confirmed funding to complete the electronic scanning of all PAC and EPAC proceedings back to 1967 and 1988 respectively. The papers will be available to all on the central JACoW site (

19 May 2005JACoW Steering Committee  At this conference, EPAC’04, the Scientific Programme Management System (SPMS) is being used for the first time. The central database will allow standardised procedures for submission and publication of papers, and will be of immeasurable benefit to those who work so hard behind the scenes to ensure every conference is a success. Delegates will also see improvements, with developments such as the inclusion of facilities for registration, expected to follow.

19 May 2005JACoW Steering Committee  While many individuals have played a part, none would begrudge recognition to the two people whose foresight and enthusiasm have served to blend so many varied ideas together: John Poole, the Chairman of JACoW, and Christine Petit-Jean-Genaz, the EPAC Conferences Coordinator.  The Organising Committees of the EPAC and PAC conference series would like to acknowledge their achievement and thank them, and all those involved in JACoW, for their efforts to further the dissemination of scientific knowledge throughout the accelerator community.  While many individuals have played a part, none would begrudge recognition to the two people whose foresight and enthusiasm have served to blend so many varied ideas together: John Poole, the Chairman of JACoW, and Christine Petit-Jean-Genaz, the EPAC Conferences Coordinator.  The Organising Committees of the EPAC and PAC conference series would like to acknowledge their achievement and thank them, and all those involved in JACoW, for their efforts to further the dissemination of scientific knowledge throughout the accelerator community.

19 May 2005JACoW Steering Committee Since TM’04  Numerous enhancements to SPMS –Development of Registration Module  In production for PAC’05  Enhancements discussed last week … –Enhancements  Re-classification of abstracts  Selection of contributed oral presentations  Refereeing  Customized Scheduler  Scripts to pull proceedings together  More enhancements discussed last week …  Numerous enhancements to SPMS –Development of Registration Module  In production for PAC’05  Enhancements discussed last week … –Enhancements  Re-classification of abstracts  Selection of contributed oral presentations  Refereeing  Customized Scheduler  Scripts to pull proceedings together  More enhancements discussed last week …

19 May 2005JACoW Steering Committee Overview  JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC  Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series  10,000 hits per year on JACoW Home page  15,000 papers per month (200,000 papers per year)  PAC Scanning Project completed  EPAC Scanning Project initiated  CYCLOTRONS & LINAC Scanning under discussion…  SPMS used by EPAC’04 and PAC’05 (in full synchronization mode), LINAC, CYCLOTRONS, FEL, BIW, DIPAC…  Repository Profiles increased from 5500 to 7500 and >3000 accounts  Pitstop software purchased by EPAC  Acrobat software to be purchased by PAC  JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC  Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series  10,000 hits per year on JACoW Home page  15,000 papers per month (200,000 papers per year)  PAC Scanning Project completed  EPAC Scanning Project initiated  CYCLOTRONS & LINAC Scanning under discussion…  SPMS used by EPAC’04 and PAC’05 (in full synchronization mode), LINAC, CYCLOTRONS, FEL, BIW, DIPAC…  Repository Profiles increased from 5500 to 7500 and >3000 accounts  Pitstop software purchased by EPAC  Acrobat software to be purchased by PAC

19 May 2005JACoW Steering Committee

19 May 2005JACoW Steering Committee

19 May 2005JACoW Steering Committee JACoW Collaboration: Modus Operandi JACoW Collaboration is based on good will … The Knoxville 2004 Team Meeting concluded: -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 (Editors) to -Steering Committee Meetings, and to -Team Meetings. JACoW Collaboration is based on good will … The Knoxville 2004 Team Meeting concluded: -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 (Editors) to -Steering Committee Meetings, and to -Team Meetings.

19 May 2005JACoW Steering Committee Why is it important? -To promote the education of editors in electronic publication techniques -through hands-on experience in the PAC and EPAC Editorial Offices -at the technical Team meetings -in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site -To ensure continuity of knowledge and experience to the benefit of whole collaboration -To share the overall burden among the whole Collaboration -To promote the education of editors in electronic publication techniques -through hands-on experience in the PAC and EPAC Editorial Offices -at the technical Team meetings -in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site -To ensure continuity of knowledge and experience to the benefit of whole collaboration -To share the overall burden among the whole Collaboration

19 May 2005JACoW Steering Committee What’s involved: SCs Steering Committee Meetings: Lunchtime meetings scheduled during PAC & EPAC  Attendance in theory: –all Steering Committee members, SPC Chairs are also invited  Attendance in practice: –editors working at PAC/EPAC, generally paid on the PAC/EPAC conference budgets  EPAC’04 funded >100 man-days of per diem for Editors… (conference series supported: PAC, ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)  PAC’05 funding >100 man-days of per diem for Editors… Steering Committee Meetings: Lunchtime meetings scheduled during PAC & EPAC  Attendance in theory: –all Steering Committee members, SPC Chairs are also invited  Attendance in practice: –editors working at PAC/EPAC, generally paid on the PAC/EPAC conference budgets  EPAC’04 funded >100 man-days of per diem for Editors… (conference series supported: PAC, ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)  PAC’05 funding >100 man-days of per diem for Editors…

19 May 2005JACoW Steering Committee What’s involved: TMs Team Meetings: Once per year, end of year, alternating between Europe and the US, 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 since the cost is borne by the individuals, i.e. their institutes or laboratories …. 14 participants at last TM … Team Meetings: Once per year, end of year, alternating between Europe and the US, 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 since the cost is borne by the individuals, i.e. their institutes or laboratories …. 14 participants at last TM …

19 May 2005JACoW Steering Committee Why is attendance poor? How does one improve, facilitate, motivate attendance of Editors at SC and TM meetings? Why is attendance poor? How does one improve, facilitate, motivate attendance of Editors at SC and TM meetings?

19 May 2005JACoW Steering Committee Why the poor attendance?  In both cases: –lack of continuity in most conference series, leading to a lack of “sense of responsibility”, and consequently a possible lack of “team spirit” or “collaboration spirit” –reluctance to continue supporting an Editor once a conference is over … –financial  depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and  individual laboratories in the case of Team Meetings  exceptions: CERN, DESY, INFN-LNF, KEK, SNS …)  In both cases: –lack of continuity in most conference series, leading to a lack of “sense of responsibility”, and consequently a possible lack of “team spirit” or “collaboration spirit” –reluctance to continue supporting an Editor once a conference is over … –financial  depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and  individual laboratories in the case of Team Meetings  exceptions: CERN, DESY, INFN-LNF, KEK, SNS …)

19 May 2005JACoW Steering Committee Proposals  Increase awareness by Collaborating Series –Demonstrate the advantages –Evaluate the cost –Include a JACoW Activities line in conference budgets –Extend sharing of burden of Editor education to other conference series (Linac, ICALEPCS, etc.) –Modify Boundary conditions to take this into consideration  Increase awareness by Collaborating Series –Demonstrate the advantages –Evaluate the cost –Include a JACoW Activities line in conference budgets –Extend sharing of burden of Editor education to other conference series (Linac, ICALEPCS, etc.) –Modify Boundary conditions to take this into consideration

19 May 2005JACoW Steering Committee JACoW Collaboration Advantages –Publication on JACoW site –Editors get hands-on training and support (PAC, EPAC) –Preparation, Maintenance of Templates –Guidelines for Preparation of Papers –Guidelines for Publication –Access to SPMS and Repository Data (mailing lists, , etc.) –Maintenance of Repository Data –Scripts for production of Proceedings using SPMS, publication on JACoW and production of CD-ROM –Use of software, Pitstop, Acrobat –Publication on JACoW site –Editors get hands-on training and support (PAC, EPAC) –Preparation, Maintenance of Templates –Guidelines for Preparation of Papers –Guidelines for Publication –Access to SPMS and Repository Data (mailing lists, , etc.) –Maintenance of Repository Data –Scripts for production of Proceedings using SPMS, publication on JACoW and production of CD-ROM –Use of software, Pitstop, Acrobat

19 May 2005JACoW Steering Committee Compare costs  Compare the cost of publication on JACoW with cost of publication elsewhere, NIM, Elsevier, etc.  Compare the cost of purchasing software, Pitstop, Acrobat (~ 2500 Euros each)  Compare the cost of handing over publication to an external company  Compare the effort of developing an equivalent SPMS  Compare the effort of producing and maintaining mailing lists, etc.  Compare the cost of publication on JACoW with cost of publication elsewhere, NIM, Elsevier, etc.  Compare the cost of purchasing software, Pitstop, Acrobat (~ 2500 Euros each)  Compare the cost of handing over publication to an external company  Compare the effort of developing an equivalent SPMS  Compare the effort of producing and maintaining mailing lists, etc.

19 May 2005JACoW Steering Committee Costs for Editors  Attendance of Conference Editors at Steering Committee and Team Meetings  For each Editor –Maximum 3 Steering Committees - can be airfare only if working in Proceedings Office –3 Team Meetings, airfare + ~ 4 days per diem  Conferences inviting “trainee” and/or experienced editors to participate in editorial activities  Per diem for Editors duration of conference  Attendance of Conference Editors at Steering Committee and Team Meetings  For each Editor –Maximum 3 Steering Committees - can be airfare only if working in Proceedings Office –3 Team Meetings, airfare + ~ 4 days per diem  Conferences inviting “trainee” and/or experienced editors to participate in editorial activities  Per diem for Editors duration of conference

19 May 2005JACoW Steering Committee Proposal to Modify JACoW Boundary Conditions  To promote continuity, to share responsibility and workload, to achieve the common goals within the Collaboration, each Collaborating Conference Series undertakes to publish on JACoW for at least three conferences, and in particular, to participate fully in JACoW activities:

19 May 2005JACoW Steering Committee –to send Editors, past current and future for each Conference, to JACoW Steering Committees and Team Meetings –to enter the cost of collaboration in JACoW activities in conference budgets –to accept a measure of standardization (for example adherence to the basic requirements for publication on JACoW);basic requirements for publication –a collaborative approach to template preparation and software to be supported; –to send Editors, past current and future for each Conference, to JACoW Steering Committees and Team Meetings –to enter the cost of collaboration in JACoW activities in conference budgets –to accept a measure of standardization (for example adherence to the basic requirements for publication on JACoW);basic requirements for publication –a collaborative approach to template preparation and software to be supported;

19 May 2005JACoW Steering Committee –a collaborative approach to the selection of Acrobat software for the CD-ROM to ensure backward compatibility; –to continue and possibly expand the international collaboration in electronic publication –to encourage publication of post mortems.  SPC Chairmen will be invited to approve these modifications –a collaborative approach to the selection of Acrobat software for the CD-ROM to ensure backward compatibility; –to continue and possibly expand the international collaboration in electronic publication –to encourage publication of post mortems.  SPC Chairmen will be invited to approve these modifications

19 May 2005JACoW Steering Committee SPMS: Protecting Repository Data Scientific Programme Management System: -A system based on Oracle and a number of software packages to manage all contributions to a conference programme from abstract submission through to the production of proceedings, plus two associated modules -Affiliations Module, a database containing the addresses of laboratories, universities, etc., carrying out activities in the field of accelerator technology -Profiles Module, a database containing profiles of individuals active in the accelerator community Scientific Programme Management System: -A system based on Oracle and a number of software packages to manage all contributions to a conference programme from abstract submission through to the production of proceedings, plus two associated modules -Affiliations Module, a database containing the addresses of laboratories, universities, etc., carrying out activities in the field of accelerator technology -Profiles Module, a database containing profiles of individuals active in the accelerator community

19 May 2005JACoW Steering Committee SPMS Repository Data  The Repositories: Individual Profiles and Affiliations Compiled from PAC & EPAC previous conferences –EPAC’04 running in:  3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)  600 affiliations increased to 800 –PAC’05:  Increased to 7500 profiles (3500 accounts)  1500 Affiliations  The Repositories: Individual Profiles and Affiliations Compiled from PAC & EPAC previous conferences –EPAC’04 running in:  3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)  600 affiliations increased to 800 –PAC’05:  Increased to 7500 profiles (3500 accounts)  1500 Affiliations

19 May 2005JACoW Steering Committee  The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration  A 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.  The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration  A 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.

19 May 2005JACoW Steering Committee Protection of Repository Data Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:  the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no non-conference announcements to the whole repository);  it will be destroyed following the publication of the conference proceedings. Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:  the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no non-conference announcements to the whole repository);  it will be destroyed following the publication of the conference proceedings.