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Author Guidelines

NEW in 2007 - Published Conference Proceedings

This year the ASP will publish the conference proceedings, edited by Catharine D. Garmany and Michael G. Gibbs. This is an opportunity for all accepted oral sessions and poster presentations to be published in the official ASP Conference Series (both print and e-access). The cost of the proceedings (both print and e-access) is built into the registration fee for all attendees. Non-attendees may purchase copies/access when it is published though the normal ASP Conference Series process.

Questions can be addressed to ASPconference2007@noao.edu

A timely publication of the proceedings is needed and highly desirable. To meet such a goal, contributions received after the deadline might be ignored. If manuscripts are not received by the deadline, the abstract proposal originally submitted will be used. If revisions are not received by the deadline, then the original manuscript will be used. The editors reserve the right to edit grammar, some content, placement of charts, tables, etc. within each manuscript.

All manuscripts must be sent via e-mail to the address given below. Individual CD or other forms of communication will not be accepted.

Publication Agreement and Copyright Form

Please download, fill in and send in via the U.S. mail the form PUBLICATION AGREEMENT AND COPYRIGHT ASSIGNMENT (Word doc, 32 KB). At least one author needs to complete this form and send it to:

Michael Gibbs
Astronomical Society of the Pacific
390 Ashton Ave.
San Francisco, CA 94112

Authors will also need to complete and send to the address above the Permission to Use form (PDF, 207 KB) for any images which have been created by another person or published previously

Style and Formatting

Because many presentations at this conference are not given in the traditional "paper presentation" format and are interactive, authors are asked to summarize their interactive session in a way that best provides an overall feel and description of the activity. Sessions that include gathering audience feedback are encouraged to designate an individual to serve as a "reporter," therefore allowing the discussion to be included in the revised manuscript. Both LaTeX and Word documents will be accepted.

We encourage authors to submit in LaTeX using the ASP Conference Series templates (see below). However, manuscripts submitted in Word will also be acceptable and converted to LaTeX. When submitting in Word, be sure to follow the APA 5th edition format.

The style and instruction/example files are:

LaTeX Manuscripts:

• Guidelines for preparing a manuscript using LaTeX (PDF, 340 KB)

• The actual template file for a manuscript (2 KB) Authors should use a copy of a template as a skeleton for the manuscript.

• Style file for the ASP Conference Series (17 KB)

• Additional information regarding graphics (PDF, 69 KB)

• An overview of the entire manuscript submitting process

Microsoft Word Manuscripts:

• Author's instructions (Word doc, 68 KB)

• Author's paper template (Word doc, 48 KB) (install as directed in Section 2.1 of the Instructions for Authors Using Microsoft Word)

For All Manuscripts:

We encourage all authors to follow the final check list prior to submitting their paper. Failure to follow these guidelines may result in unnecessary delays and aggravating mistakes.

Images

Images must be either encapsulated PostScript (.eps) or PostScript (.ps) format. Please submit a grayscale version if your paper or poster has color images. Color images will not be printed in the book. We will post color images in the e-book version if they are submitted in color. If color is desired in the e-book, authors may submit images in color. The printer will do a grayscale conversion, however, it is recommended that authors do the color to grayscale conversion themselves if they are concerned about the grayscale version.

Page Limits

Up to 8 pages for presentations (workshops or interactive sessions)
Up to 2 pages for posters

Submitting Your Manuscript

You must submit your files using the following scheme:

1. Name the LaTeX or Word file with the first author's family name.

For Example: wilson.tex or wilson.doc and the figures as wilson_fig1.eps, wilson_fig2.eps, etc.

2. If you are the first author of more than one contribution use "a", "b", etc. to mark each contribution.

For example: wilson_a.tex, wilson_a_fig1.eps, wilson_a_fig2.eps, etc. for the first contribution, and wilson_b.tex, wilson_b_fig1.eps, wilson_b_fig2.eps, etc. for a second one.

3. Then use tar, gzip or zip to package your files.

For example: tar cvf wilson.tar wilson.tex wilson.ps wilson_fig1.eps wilson_fig2.eps gzip wilson.tar

4. If you are the first author of more than one contribution, package each one into separate .tar .gz or zip files.

For example: wilson_a.tar.gz, wilson_b.tar.gz, etc.

Send by e-mail the file containing your contribution to:

To: ASPconference2007@noao.edu
Subject: ASP EPO Meeting: (write your name here)

If you have more than one contribution, send them separately (and label them "a", "b", etc. in the subject field).

If your file exceeds 10 MB please contact Katy Garmany before sending the file.

Once The Manuscript Is Submitted

We plan to immediately pre-process your contribution within a day or two (weekdays) to ensure it was received in good order, it is complete, within page limits, adheres to both APA and ASP style rules and the figures and tables follow the above-outlined recommendations on legibility and uniformity. While this is not a peer reviewed publication we still desire that it be up to the standards of one.

It is suggested that you run your finished paper through the printer's online preflight. It will pick up any potential technical problems (esp. low-resolution images, font issues, etc.).  

We plan to respond to you within a few working days from receiving your submission. If you do not receive any message from us within a week, please contact us on the possibility that your e-mail has not reached us for whatever reason.

Thank you for your contribution to the conference and the book of proceedings.

Katy and Michael