Up-dated 29 June 2006 %%%%% - International Astronomical …



re:

IAU SYMPOSIUM SERIES

Instructions for EDITORS.

homepage and updates will be available on the IAU web site at .

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GUIDELINES FOR EDITORS OF PROCEEDINGS OF IAU SYMPOSIA,

USING STYLE FILES OF CAMBRIDGE UNIVERSITY PRESS (CUP)

Dear Editors,

Please find in this directory the style files and sample files for the Proceedings of your IAU Symposium: for the preliminary pages, the Table of Contents, the Author Index, the Object Index and the Subject Index.

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in your use meaning

manuscript

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page 0 -- file -- cover of proceedings

to be made by CUP

page i -- file -- cover picture legend

page ii -- file -- 2006 Editorial Board

page ii -- file -- 2007 Editorial Board

page iii -- file -- title page

page iv -- file -- CUP info, to be made by CUP

page v.. -- file -- table of contents

page xix.. -- file -- preface

page xxi -- file -- SOC, LOC, sponsors

page xxii.. -- file -- conference picture with IDs

(not for GA-2009 Symposia)

page xxv.. -- file -- list of participants

(not for GA-2009 Symposia)

page xxvii.. -- file -- LOC address (optional)

(not for GA-2009 Symposia)

page xxviii.. -- file -- SOC address (optional)

other speeches optional

page 1 -- see authors.dir -- sample paper

page .. -- file -- author index

page .. -- file -- object index

page .. -- file -- subject index

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GENERAL INFORMATION

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A. THE IAU PUBLISHER

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As of 2004, the official IAU publisher is Cambridge University Press.

CUP publishes the Proceedings of

- IAU SYMPOSIA

- IAU HIGHLIGHTS OF ASTRONOMY

- TRANSACTIONS OF THE IAU

as hard back volumes and on-line.

The IAU continues to aim for a high quality and timely publications series. Published on-line IAU Proceedings are available at

< >,

with free access for IAU Proceedings more than 18 months after the publication date.

Hard back volumes can be ordered from

< >.

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B. IAU / CUP POLICY

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In the contract between the IAU and CUP, it is stipulated that the Proceedings of an IAU Symposium will be published within six months after that Symposium. Since CUP needs three months for its processing of a complete Proceedings manuscript, the EDITORS have the first three months after their Symposium to complete their editing task. This requires that all AUTHORS have to deliver their completed manuscripts to you, Chief Editors, before or during the Symposium. Authors who wish to make revisions can submit a revised version of their manuscript to the Chief Editor within four weeks after the Symposium.

All Chief Editors of proceedings of GA-2009 Symposia IAUS 262 – 267 inclusive will have to submit the complete manuscript of their Proceedings before the DEADLINE OF 15 NOVEMBER 2009.

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C. DISCUSSION

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In the Proceedings' manuscript, for each paper presented at the Symposium, a record of the scientific discussion held after that paper, has to be included. Therefore, the Symposium organizers have to arrange that the questions/answers sessions after each presentation will be recorded.

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D. REFEREEING NOT MANDATORY

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The IAU does not require that manuscripts of individual papers for the Proceedings have to be refereed. Editors are free to do so if they wish, e.g., with the help of their SOC as referees, as long as this does not delay the publication of their Proceedings.

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E. AUTHOR INDEX, OBJECT INDEX, SUBJECT INDEX

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Author Index, Object Index and Subject Index are required. The purpose of the Author Index, the Object Index and the Subject Index is to increase the value as source of reference of each Proceedings' volume..

The Object Index of each Proceedings volume will be absorbed by the CDS and the ADS. CDS object information can be searched with < >. The ADS can be

searched with < > .

The Subject Index of each Proceedings volume will be copied by the ADS into their data base. The list of keywords provided in this directory could serve for making the Subject Index.

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F. MEETING CODES

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CUP recognizes the nine 2009 IAU Symposia:

IAUS260

IAUS261

IAUS262

IAUS263

IAUS264

IAUS265

IAUS266

IAUS267

IAUS268

IAUS262 – 267 take place at the 2009 General Assembly in Rio de Janeiro

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G. MAXIMUM NUMBER OF PAGES OF THE PROCEEDINGS VOLUME

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The regular maximum number of pages per volume is 600 pages, including all introductory pages, all papers, and the author/object/subject indices. If Editors wish their Proceedings to have more than 600 pages, they will be charged 13.00 pounds sterling (GBP) per page. E.g., if Editors wish their Proceedings to have 700 pages, an amount of 1300 GBP has to be paid just once.

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H. PAGE ALLOCATION PER MANUSCRIPT

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CUP recognizes four kinds of manuscripts:

- Invited Reviews (IR)

- Invited Papers (IP)

- Contributed papers (CP)

- Poster Papers (PP)

It is up to the Editor(s) how to allocate the number of pages per article, e.g., 10 pages for Invited Review, 8 pages for Invited Papers, 4 pages for Contributed Papers, 2 pages for Poster Papers, and including Discussion for the first three categories. CUP does not require that each paper has to start with an odd page number, and/or has an even number of pages. Editors are free, of course, to use (parts of) pages for illustrative photographs and other art work representative of their IAU meeting. Editors are asked to provide to CUP (see address below) at an early stage a preliminary Table of Contents.

If posters are not to be included in the published Proceedings (for space reasons or otherwise) they are best provided as 'supplementary information'. As such they will be posted alongside the oral presentations on the CUP website. They are presented as PDF files, though but do not have to follow the same style as the oral presentations. Include a 'poster index' in the published volume that lists the titles and authors of all the posters (no page numbers), accompanied by a note stating that the posters are available online at .

The posters online will be associated with this 'index' file so that they are easily found.

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I. AUTHOR's STYLE FILE

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It is not allowed to change font sizes and layout in the author's style file. The IAU wishes to have a fixed appearance of its Proceedings. For figures, authors are free to include their preferred packages (e.g., epsf).

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J. FIGURES

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The package "graphics" does allow for figure re-scaling, but authors may find it easier to replace

\usepackage{graphics}

with

\usepackage{graphicx}.

Re-scaling in "graphics" can be done:

The trick is to use

\scalebox{scale_frac}{put_figure_here}, e.g.

\centerline{

\scalebox{0.8}{%

\includegraphics{my_fig.eps}%

}

}

which shrinks my_fig.eps to 0.8 of its size, and center it.

This is instead of the expected, more normal, scalebox usage

of \scalebox{x_frac}{y_frac}{put_fig_here}, which does not

work.

Another possibility to scale the figures, while using

\usepackage{graphics}, is:

\begin{figure}

\centering

\resizebox{6.5cm}{!}{\includegraphics{figure1.eps} }

\resizebox{6.5cm}{!}{\includegraphics{figure2.eps} }

\caption[]{Figure caption.}

\end{figure}

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K. COLOUR FIGURES and PHOTOGRAPHS

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There will be no charge for colour figures embedded in the LaTeX files of papers. Colour figures will be reproduced in colour in the electronic version of the Proceedings. However, to reproduce colour figures in colour in the printed version of the Proceedings is an expensive process and CUP will charge the authors 500.- pounds sterling (GBP) per colour page. If authors are not prepared to pay for this, their colour figures will be printed in black-and-white in the printed version of the Proceedings. Therefore, in case of colour figures with half-tones, authors should make sure that their figures will reproduce as desired in black-and-white, and there is no reference to colour in either text or captions.

Unless directly related to the subject matter of the contribution concerned, only a very limited number of photographs can be included in the Proceedings at the discretion of the Editors. Purely ‘social’ photographs are discouraged. About 4 or 5 photographs showing participants and/or speakers would be appropriate, and the acceptable maximum is 10 pages of black and white photographs, above which a charge of 200 GBP per page may be made. If the number of pages in the Proceedings exceeds 600 (see section G above) this charge will be levied. Colour photographs are subject to the same restrictions as colour figures.

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L. REFERENCES /JOURNAL ABBREVIATIONS AND STYLE

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Refer to as: Journal:

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\textit{AJ} Astronomical Journal

\textit{ARAA} Annual Review of Astronomy & Astrophysics

\textit{ApJ} Astrophysical Journal

\textit{ApJS} Astrophysical Journal Supplement Series

\textit{Applied Optics} Applied Optics

\textit{Ap&SS} Astrophysics and Space Science

\textit{A&A} Astronomy & Astrophysics

\textit{A&AR} The Astronomy and Astrophysics Review

\textit{A&AS} Astronomy and Astrophysics Supplement Series

\textit{AcA} Acta Astronomica

\textit{Adv. Sp. Res.} Advances in Space Research

\textit{AIP-CP} American Institute of Physics Conf. Proc.

\textit{ASP-CS} Astronomical Soc. of the Pacific Conf. Series.

\textit{Astron. Lett.} Astronomy Letters

\textit{AN} Astronomical Notes (Astron. Nachrichten)

\textit{Astron. Rep.} Astronomy Reports

\textit{Ap. Lett.} Astrophysical Letters

\textit{AZh} Astronomicheskii Zhurnal

\textit{BAAS} Bulletin of the AAS

\textit{JA&A} Journal of Astrophysics & Astronomy

\textit{JRASC} Journal of the RAS of Canada

\textit{MemRAS} Memoirs of the RAS

\textit{MNRAS} Monthly Notices of the RAS

\textit{MemSAI} Memorie della Societa Astronomica Italiana

\textit{Nature} Nature

\textit{New Astron.} New Astronomy

\textit{New Astron. Revs} New Astronomy Reviews

\textit{Observatory} The Observatory

\textit{Phys. Rev. A} Physical Review A.: General Physics

\textit{Phys. Rev. Lett.} Physical Review Letters

\textit{PASA} Publications of the Astron. Soc. Australia

\textit{PASP} Publications of the Astron. Soc. Pacific

\textit{PASJ} Publications of the Astron. Soc. Japan

\textit{PAZ} Pis'ma Astronomicheskii Zhurnal

\textit{QJRAS} Quarterly Journal of the RAS

\textit{Rev. Mexicana AyA} Revista Mexicana de Astronomia y Astrofisica

\textit{Science} Science

\textit{Solar Phys.} Solar Physics

\textit{S&T} Sky and Telescope

\textit{Soviet Astron.} Soviet Astronomy

\textit{Space Sci. Revs} Space Science Reviews

\textit{Vistas in Astron.} Vistas in Astronomy

\textit{ZfA} Zeitschrift für Astrophysik

Example journal paper:

\bibitem[Krabbe, Genzel, Eckart, \etal\ (1995)]{Krabbe95}

{Krabbe, A., Genzel, R., Eckart, A., Najarro, F., Lutz, D., Cameron, M.,

Kroker, H., Tacconi-Garman, L. E., Thatte, N., Weitzel, L., Drapatz, S.,

Geballe, T., Sternberg, A., Kudritzki, R.-P.} 1995,

\textit{ApJ} (Letters) 447, L95

Example conference paper:

\bibitem[Herrero (2003)]{Herrero03}

{Herrero, A.} 2003,

in: K.A. van der Hucht, A. Herrero \& C. Esteban (eds.),

\textit{A Massive Star Odyssey, from Main Sequence to Supernova},

Proc. IAU Symposium No. 212 (San Francisco: ASP), p.\ 1

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M. IAU COPYRIGHT FORMS

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All Authors are requested to download the IAU Copyright Form

from < >,

to complete it, and to send it by airmail to the Editor of their

IAU Symposium.

All Editors are requested to send the complete set of IAU Copyright

Forms, together with the complete manuscript of their IAU Symposium

Proceedings to CUP.

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N. SUBMITTING PROCEEDINGS' MANUSCRIPTS TO CUP

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1. All the files should be provided in LaTeX format and pdf format.

The CUP typesetters use the LaTeX files for setting the book; the CUP in-house production staff use the pdf files for collation and checking. Editors should provide LaTeX files, .pdf files and .ps files, and .eps files, all as contained in the CUP class files.

2. CUP can accept a CD, memory stick or any other common form of data storage, or Editors may ftp the manuscript. CUP will still require a hard copy to be supplied in any case. Mr. Phil Jones will be able to provide details of the ftp site and access.

3.

- The CUP typesetter will carry out minimal copy editing,

prepare first proofs, and send a pdf proof alert to the Editor.

- The Editor will print out a hard copy proof, combine all

corrections to one master proof and return it to the CUP

Production Editor, Mr. Phil Jones .

- The Editor will provide a preliminary Table of Contents to

the CUP Production Editor for rapid setting and proofing.

- The Editor will provide a new picture + detail of cased

cover copy to CUP Production Editor for setting and proofing.

EQUALLY IMPORTANT:

- The Editors are the only point of contact with CUP. Editors

should make sure that Authors do NOT communicate directly

with CUP.

The address for submitting the Symposium Proceedings is:

Dr. Neil Hammond

Commissioning Editor, STM Journals

Cambridge University Press

The Edinburgh Building

Shaftesbury Road

CAMBRIDGE CB2 2RU

United Kingdom

tel: +44 1223 326487

fax: +44 1223 315052

email:

At the same time as you submit your manuscript, please email

Dr. Neil Hammond ,

Mr. Vince Higgs , and

Mr. Phil Jones

to alert them that your manuscript is on its way,

with a copy to

IAU AGS:

Thierry Montmerle, IAU AGS, .

CUP is looking forward to receiving the files of your Proceedings.

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O. BULK ORDER OF PROCEEDINGS OF IAU SYMPOSIA NOT IN GA 2009

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Based on his/her inventory of the desired number of Proceedings

copies pre-ordered by the participants and organizers, the Editor

should complete the form and

send it Dr. Neil Hammond at CUP. This does not apply to GA 2009 Symposia, whose proceedings will be ordered directly by attendees from CUP.

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P. BULK PRICES AND SHIPMENT

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The 2009 bulk price of Proceedings of Symposia for the participants

is 48.- GBP per volume, covering hard copy (including shipment) and

access to the on-line version.

The Editors of Proceedings of IAU Symposia held inside IAU GA-2009 do not need to provide to CUP a list of names and addresses of participants, because participants will have ordered and pre-paid for their copy of the Proceedings via a dedicated CUP web page on completing their GA-2009 Registration Form.

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Q. METHOD OF PAYMENT FOR BULK ORDER OF IAU PROCEEDINGS

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This section does NOT apply to Symposia held at GA-2009. It is here simply for completeness.

Editors of Proceedings of Symposia held during GA-2009 are not concerned with these financial arrangements, because participants will have ordered and paid for their copy of the Proceedings through the special CUP GA-2009 web page.

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R. THE IAU EDITORIAL BOARD (EB)

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In order to serve as platform for exchange of experience among the Editors and with the IAU Publisher, the IAU has established an Editorial Board for each calendar year consisting of the Chief Editors of the Proceedings of the IAU Symposia held that year, complemented with four advisors and the AGS as chair person. The EB for each year is to be listed on page ii of all IAU Symposium Proceedings of that year. EB members will receive free hard copies of all Proceedings of IAU Symposia held during the year of their EB membership.

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S. CONSTITUTION OF THE 2009 IAU EDITORIAL BOARD from GA onwards

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Chair:

Dr. Thierry Montmerle,

Assistant General Secretary

Laboratoire d'Astrophysique

Observatoire de Grenoble

414, Rue de la Piscine

Domaine Universitaire

BP 53

F-38041 Grenoble Cedex 09

FRANCE

thierry.montmerle@obs.ujf-grenoble.fr

Advisers:

Ian Corbett, IAU General Secretary

Uta GROTHKOPF ................
................

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