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Conference Proceedings

Author Guidelines

The Astronomical Society of the Pacific (ASP) will be publishing the proceedings from its 2012 Annual Meeting and EPO national conference. This is an opportunity for all accepted workshops, presentations and posters for the EPO national conference to be published in the official ASP conference series (both print and e-access). The book of proceedings will provide a written overview/summary of the conference. The cost of the book is included in the conference registration fee.

Questions may be addressed to 2012proceedings {at} astrosociety.org

A timely publication of the proceedings is needed in order for this publication to be useful to the EPO community. To help us meet such a goal, contributions received after the deadline may not be included. If revisions are not received by the deadline, then the editors reserve the right not to publish the original manuscript. The editors reserve the right to edit grammar, some content, placement of charts, tables, etc. within each manuscript.

Each contribution will be reviewed by the editors for appropriateness, copyright issues, and duplication of information. Manuscripts that are of a commercial/for-profit nature will also be reviewed for appropriateness. The editors will notify individuals if there are any issues or if revisions are needed. Editors reserve the right not to accept a manuscript for publication.

All contributions must be original work from the author(s) or have the written authorization of original author(s). It is the responsibility of the individual submitting the document to obtain written authorization and provide it to the ASP in order for the submission to be included.

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, 33 KB). At least one author needs to complete this form and send it to:

2012 Proceedings
Astronomical Society of the Pacific
390 Ashton Ave.
San Francisco, CA 94112

This document may also be sent via email to 2012proceedings {at} astrosociety.org

If you will be using a photograph or figure in your article that you did not take or generate yourself, you must get a Permission to Use Form signed by the copyright holder and give appropriate credit in the figure caption.

Style and Formatting

Because many presentations at this meeting are not given in the traditional scientific "paper presentation" format, authors are asked to summarize their workshop, demonstration, panel and/or poster presentation in a way that best provides an overall feel and description for the information being communicated. The ASP Conference Series editors recommend that authors follow the writing guidelines in the Chicago Manual of Style (15th edition, 2003) and the Elements of Style by W. Strunk Jr. and E. B. White (4th edition, 2000). For more information and author instructions, please see www.aspbooks.org/author_information.

We encourage authors to submit in LaTeX using the ASP Conference Series templates (see below). However, manuscripts submitted in Word will also be accepted. Please note that if you submit your paper in Word, the editors will copy the paper into LaTeX for publication. The paper will not appear exactly as in Word format. If you submit a LaTeX paper, you will be able to see what the paper will look like in print. If you use complex typesetting (e.g., complicated equations, detailed tables, etc.) we highly recommend that you use LaTeX to write your paper to make sure it turns out the way you want it to.

Authors do not need to know or use LaTeX to submit a LaTeX manuscript. If you would like to, you may fill in the LaTeX template using simple text. If you don't have complex math equations or tables, filling in the LaTeX template may be as simple as cutting and pasting text from your preferred word processor into a simple text file with intuitively-organized sections and subsections. If you submit your paper in Word, the editors will copy your text into the LaTeX template later. You can therefore save the editors some work by using the LaTeX template, even if you don't use LaTeX yourself.

If you wish to write and submit your paper using LaTeX, and want to take full advantage of its abilities to generate nicely-formatted and typeset documents, please refer to the relevant sections of the following manual: New Instructions for Authors and Editors. Information in this file replaces earlier versions and takes precedence over web-based instructions. (PDF, 782 KB). These instructions are formatted as the final volume will be formatted, so it is a useful place to see how to format references, include graphics, etc. You will also want to download the New LaTeX style file (41 KB) and the LaTeX template file (8KB).

If you choose to fill in the Microsoft Word template instead, please download the Word template (44KB) instead. Please follow the instructions therein and use the included formats. If you do, it will allow the editors to semi-automatically extract the information needed to generate the LaTeX file. If not, it will have to be done manually by the editors. It will save everyone's time if we avoid having to iterate to fix problems.

Note that the sample paper template contains a checklist authors can use to make sure their paper is ready for publication.

The Manual contains detailed instructions on how to include multiple author affiliations, bibliographic information, footnotes, figure formats, etc. Even if you plan to submit using Word, we recommend taking a look a the first section (pages 3 - 38) of the Manual for guidance on how to organize your paper.

Reference Format

The ASP Conference Series uses a simplified reference format that does not use italics, bold fonts, etc. For LaTeX users, the manual provides instructions on using BibTeX for your references. This is not required; we will also accept references using the standard natbib style in LaTeX:

\begin{thebibliography}
\bibitem[]{}
Jones, D. H., \& Bland-Hawthorn, J. 1998, PASP, 110, 1059
\bibitem[]{}
Strunk Jr., W., \& White, E. B. 2000, The Elements of Style (Boston: Allyn and Bacon), 4th ed.
\end{thebibliography}

Word users should insert references in unformatted text, with authors listed as last name, first initial, date, title or journal, publisher (for books), and page, such as:

Kopka, H., & Daly, P. W. 1999, A Guide to LATEX (Harlow: Addison–Wesley), 3rd ed.

Lamport, L. 1994, LATEX, A Document Preparation System: User’s Guide and Reference Manual (Boston: Addison–Wesley), 2nd ed.

The manual (starting on p. 11) explains our editorial style for citing references in the text.

Page Limits

Up to 10 pages for 1-hour workshops or special interest group sessions.
Up to 6 pages for 10-minute oral presentations.
Up to 4 pages for posters.

Submitting Your Manuscript

You will receive an email inviting you to create an account and login to our new server. When you do so, you will have the opportunity to enter or update your physical and email addresses and upload a scanned PDF version of your copyright assignment form, the Word or LaTeX manuscript of your paper, and any figures that go with the paper. I hope that you have already started preparing your manuscript using either the Word or LaTeX templates that we distributed earlier. The new server will be used to track submissions and monitor progress on the book. This is a new system and there are bound to be a few bugs, so please feel free to communicate directly with the editors if you have problems or feedback.

Once The Manuscript Is Submitted

We plan to pre-process your contribution to ensure it was received in good order, it is complete and within page limits, it adheres to Chicago Manual of 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. 

Thank you in advance for your contribution to the EPO community and the ASP conference. If you have any questions, please contact 2012proceedings {at} astrosociety.org.

Sincerely,

The Editors