Paper Upload Deadline
Paper submission starts on August 25, 2023 (Friday), and closes on October 25 November 2, 2023 (Thursday).
Paper Preparation Guidelines
When preparing your paper, follow the paper preparation guidelines. Paper submission will be through your MEDSI2023 SPMS account.
Before Submission
For submission of Word and now LaTeX documents, use JACoW’s Cat Scan Editor to obtain instant feedback on common problems with your submission. You can then make corrections to your paper before uploading to SPMS.
More information can be found on this help page.
Update Title, Abstract Text, and Author List
Log into the MEDSI2023 SPMS account
Go to Manage Abstracts -- File Upload
Select Click here to verify the Title, Abstract Text, and Author List
Ensure that the paper title and co-authors on the paper are identical to the paper title and co-authors entered into the SPMS. If this is not the case, click on the links “Edit the title/abstract” or “Update the author list” and update. SPMS data will be used to produce 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.
At the discretion of the editorial team, papers with discrepant SPMS data will be returned to the author for revision.
Submission of Paper files
- Browser setup
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Microsoft Edge has an explorer11 compatibility mode that must be activated by typing the following in the address bar:
edge://settings/defaultbrowser
Then it needs to be restarted, and the explorer mode is then accessible in the option.
Please do it as the very first step before you upload your paper files to SPMS, it will overcome the technical issues (like paper verified function no reaction, etc.) to upload the paper on SPMS.
Please note:
Up/downloads do not work under Safari browser. Mac users should therefore use another browser (Firefox, Chrome, Brave, Edge, ...). - Select Upload File
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All files used to produce the contribution must be uploaded.
Most authors can generate PDF files; however, the standard is far from uniform and often they are not acceptable for the JACoW database. As such, we DO NOT allow authors to submit only PDF files. Contributions without a source file (.tex, or .docx) are incomplete and not flagged as available for the editorial team.
Authors are required to submit:
- PDF file made from the source document,
- source document (.docx or .tex)
- all figure files in native format (.jpg, .gif, .tif, .png, .eps, etc.). Check that the image quality is still the same as in the source file, especially for color images, and text in the image is readable. Make sure the fonts are embedded in the PDF file.
Only files named according to the paper's program code can be uploaded via the SPMS. For example, for paper code
TUPYP03, the paper contains two figures, the file names should be:
TUPYP03.tex (or *.docx) corresponding to the source file and are uploaded using File Type “Source File (MS Word, or LaTeX).”
TUPYP03.pdf uploaded using File Type “Portable Document Format” (this file will be renamed after uploading to TUPYP03_AUTHOR.pdf).
TUPYP03_f1.jpg (or *.png, *.tif, *.eps, etc.) corresponding to document figure 1. Figures and other supporting files are uploaded using File Type Other Supporting Files.
TUPYP03_f2.jpg (or *.png, *.tif, *.eps, etc.) corresponding to document figure 2. Figures and other supporting files are uploaded using File Type Other Supporting Files.
All papers with missing files will be returned to the author for revision.
- Upload of file bundles
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Supporting files (figures, bibliographies, etc.) can be uploaded as *.zip or *.tar files under File Type Other Supporting Files. The source file (.tex, or .docx) and the pdf file have to be uploaded separately otherwise the upload is incomplete and not flagged as available for the editorial team.
- Submission of Oral Presentation “Transparencies”
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At MEDSI2023, slide presentation files (.pptx, .ppt, .pdf, etc.) used in Oral Presentations will be included in the proceedings. Name the file with the program code and “_talk” (for example TUOAM01_talk.ppt) and then upload in the same way as for papers through your MEDSI2023 SPMS account.
- Presentation
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Any paper accepted for presentation and not presented by one of the authors at the conference will be excluded from the proceedings. In addition, the Scientific Program Committee reserves the right to refuse papers for publication that have not been properly presented in the poster sessions.
- Proceedings
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The papers will be processed by the editorial team. Authors will be able to check the status of their paper(s) by logging into their MEDSI Author Account. Email notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed.
