Author Information - Paper preparation guidelines

The deadline for the receipt of contributions to the Proceedings of SRF 2015 is:   

Wednesday, September 9 - 23:59 PDT (UT -0700)


Described below are some basic requirements for the preparation of contributions - more complete guidelines are provided in the text of our templates, available at the JACoW website.

All contributions should be submitted via the Internet according to the Paper Submission instructions. Authors are reminded that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings.

Furthermore, the Scientific Program Committee reserves the right to refuse papers for publication which have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters and papers presented in this way will not be accepted for publication.

JACoW Templates

Contributions to the proceedings must be prepared using the JACoW templates, which were updated in 2014 and contain more detailed information to help authors submit their work for publication. These include templates for MSWord, LaTeX, and OpenOffice.

Ensure that the template downloaded corresponds to the version of software you are using. Do not transport documents across different platforms e.g. Mac <-> PC or across different versions of Word on the same platform. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout.

Length of Contributions

Papers for both contributed oral and poster presentation may be up to 5 pages long. Invited oral presentations may be up to 7 pages long.

General Layout

See the JACoW templates for a typical implementation of the requirements.

Manuscripts should be prepared for the appropriate paper size and have:

  • US letter size (8.5 in x 11.0 in; 21.6 cm x 27.9 cm) or A4 (8.27 in x 11.69 in; 21.0 cm x 29.7 cm)
  • Single spaced text in two columns of 3.25 in (82.5 mm) with 0.2 in (5.3 mm) separation.
  • The text located within the margins specified as follows to facilitate electronic processing of the PostScript file.

The margins should be as follows:


US Letter paper

A4 paper


20 mm

20 mm


26 mm

20 mm


19 mm

37 mm


19 mm

19 mm

Authors should use only Times or Times New Roman (in roman, bold or italic) and Symbol fonts. All contributions should use 10pt fonts for the normal text.


The title should use 14 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred on the page.
The names of the authors and their organisation/affiliation and mailing address should be listed alphabetically in 12 pt upper and lower case letters, grouped by affiliation. When there is more than one author, the submitting author's name should be listed first, followed by the other names in alphabetical order.

Section Headings

Section headings should use 12 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred in the column. They should NOT be numbered.
Widow and Orphan Control: All headings should appear next to the following text - there should never be a column break between a heading and the following paragraph.

Subsection Headings

Subsection headings should use 12 pt italic letters, be left aligned and justified in the column. As for section headings, they should NOT be numbered.

Paragraph Text

Paragraphs should use 10 pt font and be justified (touch each side) in the column. The beginning of each paragraph should be indented approximately 3 mm (0.13 in). The last line of a paragraph should not be printed by itself at the beginning of a column, nor should the first line of a paragraph be printed by itself at the end of a column.

Figures, Tables and Equations

Place figures and tables as close to the place of their first mention as possible. Lettering in figures and tables should be large enough to reproduce clearly, using only the approved fonts. Use of non-approved fonts in figures often leads to problems when the files are processed and may even cause loss of information, unless the fonts are embedded.
All figures and tables must be given sequential numbers (1, 2, 3, etc.) and have a caption placed below the figure or above the table being described.
A simple way to introduce figures into a Word document is to place them inside a table which has no borders. This can be achieved by doing the following.

To insert a full width figure:

  • Insert a continuous section break
  • Insert two empty lines (will make subsequent editing easier)
  • Insert another continuous section break
  • Click between the two section breaks and Format -> columns -> Single
  • Table -> Insert single column, two row table
  • Paste the figure in the first row and adjust the size as appropriate
  • Paste/Type the caption in the second row and apply the appropriate single or multi-line figure caption style
  • Table -> Table properties -> Borders and shading -> None
  • Table -> Table properties -> Alignment -> Center
  • Table -> Table properties -> Text wrapping -> None
  • Remove the blank lines from in and around the table.
  • If necessary play with the cell spacing and other parameters to improve appearance.


If a displayed equation needs a number, place it flush with the right margin of the column.


All bibliographical and web references should be numbered and listed at the end of the paper in a section called "References". When citing a reference in the text, place the corresponding reference number in square brackets. A URL may be included as part of a reference, but its hyperlink should NOT be added. See the templates for a typical example.


Acronyms should be defined the first time they appear.

Page Numbers

DO NOT number pages. Page numbers will be added by the Editing Team when they produce the final proceedings.

Paper Preparation Checklist

  • Use only Times or Times New Roman (roman, bold or italic) and Symbol fonts (in the text and in the figures), 10 pt minimum.
  • Check that the PDF file prints correctly.
  • Check that there are no page numbers.
  • Check that there are no section or subsection numbers.
  • Check that the margins are correct on the printed version (left 20 mm (0.79 in), bottom 19 mm (0.75 in), overall height of text 241 mm (9.5 in)). There may be differences of ±1 mm on the margins from one printer to another.
  • Check that the length of the paper does not exceed the limit stated above.


Once contributions are prepared, follow the Paper Submission instructions.

Common Oversights

Please check your paper against this list of common oversights before uploading it, giving particular attention to Figures, Tables and References.


The title should use 14 pt bold UPPERCASE letters (except for units, e.g. GeV) and centred on the page.


The names of authors, their organizations/affiliations, and mailing addresses should be in 12 pt uppercase and lowercase letters. When there is more than one author, the submitting author should be first, followed by the co-authors. Co-authors should be grouped by affiliation and then be listed alphabetically. Primary authors are kindly reminded that it is their responsibility to check the accuracy of the title and co-authors entered in the SPMS abstract. There should be an exact match to those appearing in the paper. This is required to ensure the proper indexing of authors to papers in the published Proceedings.


  • SECTION HEADINGS should NOT be numbered.
  • Use 12 pt bold UPPERCASE
  • Centred in the column


Subsection Headings

Subsection Headings use 12 pt italic lowercase and uppercase. The initial letters of significant words are capitalized, and the heading is left aligned in the column.


Figure captions should be placed below the figure and centred if on one line, but justified if spanning two or more lines:

Figure 1: A one line figure caption.

Figure 2: A figure caption that takes two lines or
more is justified.

Note the colon ":" after the figure number and the period "." at the end of the caption.

When referring to a figure from within the text, the convention is to use the abbreviated form, i.e. Fig. 1, unless the reference to the figure is at the start of the sentence:

Figure 1 shows a schematic view of ... as shown in Fig. 1.


Table Headings should be placed above the table and centred if on one line, but justified if spanning two or more lines:

Table 1: Table Heading

Table 1: A Particularly Long Table Heading Spanning
Two Lines

Note the colon ":" after the table number, initial letters of the Table Heading are capitalized, and the absence of a period at the end of the caption.  It is also acknowledged, however, that in some instances authors find it necessary to replace the table heading with an actual sentence. In such a case, the formatting rules given for figure captions are best followed. The table caption should, however, always be placed above the table.

When referring to a table from within the text, the convention here is NOT to abbreviate, i.e. Table 1.


If a displayed equation requires a number, it should be placed flush with the right margin of the column.


References are written in 10 pt and should be justified with 0.25 in (7 mm) hanging indent (using Word terminology) i.e. neatly presented with reference numbers aligned.

SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index.