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From jbarnes@noao.edu Sat Oct 8 14:58:26 1994
To: shaw@stsci.edu
Subject: Proceedings
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Hi Dick - Here is a list of hints that I generated after I and II and sent
onto Dennis last year, as a starting place for the Proceedings. I have
modified them just a bit. But first a comment of two.

The chair of the Board of Editors for the PASP is Sally Baliunas at CfA - I
not know her at all. Jim Hesser (DAO) and Caty Pilachowski (KPNO) are on
the board and I of course know them very well and they would be very
supportive of the electronic proceedings as long as it can be shown that
the last electronic volume has not hurt sales of the paper version. If I
can help at all in this area please let me know. Last year Dennis worked
with Bruce Carney who was then chair.

Liz Holloman is the contact at the Proceedings office that can answer
questions for you. Harold McNamara is the chief but he rarely responds to
mail. Liz is delightful and eager to please. You can send mail to
them at pasp@astro.byu.edu. In the past this is where the participant
address list was also sent after the Proceedings was shipped to them.
They also assign the volume number.

The volume that you send to Liz must be camera-ready. So any graphics
that are not included as EPS files must be carefully pasted in the
appropriate places. If there are photographs then indicate that - the
press will take care of reproducing them and inserting them in the proper
place at the proper size. I also include any blank pages slipped in the
appropriate places that may appear in the volume.

If you want to print the slug information (Liz calls this the eyebrows)
for each paper, then you will need to work with them on this. Usually the
volume number is not assigned until the volume is received at the BYU
office. But if you agree to send the volume within a day to them after
receiving the volume number then they will probably agree to give it to
you so you can reprint the first page of each paper with this information
right before you mail it off.

Now my notes:

1) an email receipt should be sent immediately as manuscripts are received
listing what was received, ie text, x number of figures, etc

2) each manuscript should be checked quickly for the following - if these
guidelines are not met, the manuscript should be returned to the author
and he/she should be asked to do a rewrite:

a. page limit not exceeded: 10 pages for invited talks, all others 4
b. if authors are not listed in the proper format check to be sure that
when this is reformatted that it does not cause the page limit to be
exceeded (only a concern for a few papers with tons of authors)
c. each paper must have an abstract
d. the paper must be written in prose and not simply an outline

3) the following preliminary editing should be done:
a. rename all papers and eps files to the agreed upon naming scheme - may
need to modify .tex file if eps file names are changed
b. check titles for standard capitalization
c. check authors - check for standarization on initials
d. check for general conformity to our standard style - check section
heads
e. check references and edit to agree with standard style - check references
to previous ADASS's and be sure references are consistent - check to be
sure all references to this volume are the same
f. check to be sure that all references in the text are the same format -
use of & rather than and
g. be sure all eps files will *print* as part of the text - viewing them
with some previewer is not sufficient
h. check for consistency in text for calls to Figures and check for
consistency in captions, not Fig. or figure
i. ditto for tables
j. edit in running heads
k. turn on ASP stamp
l. remove all macro definitions and edit papers accordingly
m. standarize hyphen -, dash for numerics --, and dash ---
n. check figure placement and fix as many bad placements as possible
o. no italics for etc., e.g., i.e., et al., - be sure these are all
fixed to be done properly
p. run spell checker on all papers - I am amazed at the number of authors
that do not bother to do this
q. try to fix all bad page breaks
r. last year Bob recommended that we try to be consistent with e-mail
and disk - there may be other words that pop up this year - I found FTP
a difficult one to deal with so left as author had it - see longer
list below
t. you may find other things as you begin this process
u. any changes other then those considered minor should be checked with
author
v. look for figures that may be candidates for cover - once cover figure
is chosen check with author for permission to use on cover

4) a week after the deadline notify each deliquent author that his/her paper
has not been received and ask them when you can expect it. NOTE: I KNOW
DOUG WILL WAIT UNTIL THE VERY LAST MINUTE TO SUBMIT HIS PAPER. Please be
sure he submits his paper - it is important that he do so.

5) if any papers have particularly poor English and could stand a little
rewrite then these should be tagged immediately and someone should look
at them - it would be nice to send them back to the author for approval
on the revised work

6) I kept a copy of the original .tex files in one directory to be used
for diff'ing, so I could double check that I did not delete somethings
accidently.

My preferences for other words to check for:

Unix vs. UNIX -- don't know - I see UNIX more than not

e-mail vs. email -- I prefer e-mail

disk vs. disc -- disk is fine with me

Internet vs. INTERNET -- Internet is the way I have seen it in documents
provided by this service

Sun vs. SUN -- the vendor uses Sun and so did I last year

use \TeX and \LaTeX macros

ST ScI (not STScI) -- interestinG - I never understood that one...


Last item:

The editing tools that we have used for the past three volumes are on
iraf.noao.edu in the pub/eds directory. We had problems implementing them
under Solaris 2.3 and Chris has not had a chance to look at that problem.
So they should probably be run under SOS4. I hope they are useful to you.
If you encounter any problems please send mail to me and I will try to
help.

So, I guess that is all I can think of at this time. I will be happy
to answer any questions that I can. This is lots of fun so I hope you
enjoy the experience. Good luck.

Jeannette