Instructions for Organizers

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 always to be available online now and in the future. This arrangement also means that, while the site hosts the information about ENTICS and each of the volumes published in the series, the papers in each volume are hosted on one of the repositories, with links from the Episciences site to the papers in each volume. This arrangement allows ENTICS to publish proceedings with no charges to meeting organizers or authors, and makes the volumes published in ENTICS open access. Making this work smoothly requires a number of steps, both for Organizers and for authors.

Steps For Organizers

Submitting a Proposal:

Organizers interested in publishing the proceedings of their meeting in ENTICS can contact any of the ENTICS editors with a proposal outlining the plans for their meeting. The proposal should include:

  • The names of the Organizers of the meeting and their affiliations.
  • A brief description of the history of the meeting, its scope, the expected number of submissions, and the expected number of accepted papers.
  • The names and affiliations of the PC chair and the other members of the PC.
  • A description of the reviewing process for submissions to the meeting.
  • A list of Guest Editors for the proposed proceedings, with one Guest Editor designated as the Communicating Editor - the one who will handle communication with ENTICS.
  • The anticipated timeline for the meeting, and when the proceedings will be published – either to be available at the time of the meeting, or after the meeting.

After a Proposal is Accepted:

Once a proposal has been accepted, ENTICS willl provide the Communicating Editor of the Proceedings with a copy of the preliminary macros needed to format papers for the meeting. These macros should be made available to authors submitting papers to the meeting.

Next, the Organizers and PC Chairs must decide whether they want the Proceedings of their meeting to appear when the meeting takes place, or if they want to publish the Proceedings after the meeting.

  • If the decision is to publish the Proceedings at the time of the meeting, then preparations for the final Proceedings given below must be initiated and all files must be uploaded in final form at least two weeks before the meeting takes place. This will allow the Organizers to validate that the final submissions all meet the formatting standards for publication in ENTICS, and it will provide the time needed to prepare the web page for the Volume for the Proceedings on the ENTICS website.
  • If the decision is to publish the Proceedings after the meeting, then the Organizers and PC Chairs should decide if they want to distribute a Preliminary Proceedings at the meeting. ENTICS can provide macros that help prepare a pdf document of the Preliminary Proceedings for electronic distribution to the participants. The Communicating Editor should contact the ENTICS Managing Editor to obtain a copy of the macros.

Preparation of Final Proceedings:

Here is a list of the steps in the publication process, once the papers accepted for presentation at the meeting have been chosen:

  1. The Organizers should select one of the archives - the CORR arXiv, the HAL archive or the Zenodo archive - to house the papers in their proceedings. The Commnicating Editor should inform ENTICS of this choice, and should also send a list of the acccepted papers and their authors to ENTICS. 
  2. The Communicating Editor for the Proceeedings should then inform the corresponding author of each accepted paper of the choice of archive, and instruct them to perpare the final version of their paper using the preliminary ENTICS macros for submitting papers to the conference. The corresponding author must: 
    • ensure that the final version includes a Creative Commons copyright, and
    • check that all references include an up-to-date DOI.
  3. The corresponding author then should submit the final version of the paper to the chosen archive. 
  4. Once the final version is accepted by the archive, the corresponding author should register for an account on the ENTICS web site - there is a button on the upper right, "+Create account".  
  5. The corresponding author then should login to the new ENTICS account and submit the paper to the ENTICS volume that corresponds to the meeting in which their paper appeared.  
  6. Once the paper is submitted, ENTICS will acknowledge the submission, and instruct the corresponding author to email a .zip file for the paper to the ENTICS the ENTICS Managing Editor. This .zip file should the same one used to upload the final version to the archive selected to host the Proceedings; it should contain the LaTeX source file (as one file!) and any non-standard LaTeX files needed to process the paper. The corresonding author also should include the archive site identifier and the password for the final version in the email to the ENTICS Managing Editor 
  7. The Managing Editor will then reformat the submission using the final ENTICS macros, inserting the publication data for the paper.  
  8. The Communicating Editor(s) also should send the ENTICS Managing Editor a Preface for the volume, which will be published on the ENTICS Volume web page of the Proceedings.
  9. Once the Preface and all the papers are ready, the Proceedings will be published on ENTICS.