Instructions for Authors

ENTICS is an overlay series, which means papers in ENTICS volumes are published using one of the online archive repositiories, the CORR arXiv, the HAL archive or the Zenodo archive. Because each of these repositories maintains mirror sites, the publications are assured to be always available online now and in the future. As the host platform for ENTICS, information about ENTiCS and the volumes published in the series are maintained on this website, with links from the Episciences webpage for each ENTICS volume to the papers in that volume. This arrangement allows ENTICS to publish with no charges to meeting organizers or authors, and to make the volumes published in ENTICS open access. Making this arrangement function smoothly requires a number of steps, both for Organizers and for Authors. The steps for Authors are outlined below. 

In order to establish and maintain a uniform appearance to papers published in ENTICS, papers published in ENTICS must be prepared using the LaTeX computer typesetting system. A package containing preliminary ENTICS LaTeX macros will be provided the Organizers of the meeting; the package includes information and an example file that serves as a template for their use.

Meetings often publish a preliminary Proceedings that is distributed to participants at the meeting. It is up to the Organizers of the meeting to decide whether to make a Preliminary Proceedings available for the meeting, or to publish the final version of the Proceedings when the meeting occurs.  Instructions for preparing a version of your paper for a Preliminary Proceedings are in the information accompanying the LaTeX macro files. 

Once the Organizers announce they are ready to receive final versions of papers for the Proceedings to be published online in ENTICS, the following steps should be followed:

  1. First, authors should prepare a final version of their paper using the preliminary ENTICS LaTeX macros. Authors should use only CMR Type 1 fonts for the body of the paper, and should not insert any manual formatting commands (breaks, skips, etc.). The final version must produce an output that conforms to the formatting of the original example.tex file. 
  2. As noted in the LaTeX macro package, authors must make sure the final version  
    • contains a Creative Commons copyright for the paper, and
    • includes an up-to-date DOI for each reference cited in the paper. (References to to preprints that do not have a DOI should include a URL to an online copy of the preprint, where possible.)
  3. Authors should then create a .zip file that contains the LaTeX source as a single file, as well as any non-standard LaTeX files needed to process the paper. 
  4. Once the final version is complete, the corresponding author should submit the final version to the archive chosen by the Organizers to house the Proceedings of the meeting - this will be the CORR arXiv, the HAL archive or the Zenodo archive. Note that the archive may take a few days to register the submission and publish it online; the information identifying the submission on the archive will be needed below to submit the paper to ENTICS.
  5. Next, the corresponding author should create an account on the ENTICS web site - there is a button "+Create account" on the upper right of the ENTICS home page.
  6. Then the corresponding author should login to the ENTICS account and submit their paper to ENTICS. This requires specifying the Volume in which the paper will appear; this volume should be chosen from the drop-down menu that is part of the article submission form. Note that the information identifying the paper on the selected archive also will be needed in the submission process. 
  7. Once the paper is submitted to ENTICS, the submission will be acknowledged, and the communicating author will be asked to send the .zip file containing the final version of the paper to the Managing Editor. The email to the Managing Editor should include the archive identifier for the paper and the archive password to access that paper. 
  8. The Managing Editor will then reformat the submission using the final ENTICS macros, inserting the publication data for the paper.  
  9. The Communicating Editor(s) should also provide a Preface for the volume, which will be published on the ENTICS Volume web page of the Proceedings.
  10. Once the Preface and all the papers are ready, the Proceedings will be published on ENTICS.