The American Physical Society Electronic Abstract Instructions Here's what to do, where to do it, and what to do with what you've done. ==================================================================== BASIC PROCESS What you do: -------------- Request the template from abs-request@aps.org via email OR obtain files via ftp Create abstract by inserting information into the template and saving file Submit completed abstract file to abs-submit@aps.org What we do: ------------- Within 1 day Notify submitter that we received a file Within 3 days Notify submitter of log number Deadline + 4 weeks Notify submitter of session assignment ==================================================================== Contributed Versus Invited Abstracts This package applies primarily to contributed abstracts. Invited authors use a different template that is obtained from and sent to different addresses. The majority of the completing instructions still apply; the invited template uses a few less commands. If you are an invited author and have not received the paper package that is sent to invited authors, please send an email message to meetings@aps.org. Please note: we are handling multiple meetings, please be sure to identify the meeting that you are concerned with in any messages. ==================================================================== IDENTIFY MEETING ID Valid Meeting IDs are published in the APS Meeting News and on the APS home page (http://aps.org) under Meetings Announcements. The list of Meeting ID codes may also be obtained by sending an email message to: abs-info@aps.org with the word info as the body of the message. ==================================================================== OBTAIN TEMPLATE The electronic package can be obtained either through an email request or by file transfer through ftp. Method 1: Request Template Via Email: ------------------------------------------------- Send the following email message to abs-request@aps.org with the phrase "Request " as the body of the message. When inserting the Meeting ID, replace the entire phrase ""; i.e., request mar96 The system then returns four items: README General information and instructions (this file) apsabfrm.tex Abstract template file Fill in and email to APS. Only an ASCII text editor is needed to complete the template, but viewing or printing the completed abstract will require a system with LaTeX. apsab.sty Style file to support compilation and printing on systems supporting LaTeX aps.txt Meeting specific information, including sorting categories Method 2: Transfer Files Via FTP -------------------------------------------- To retrieve these same files manually, you must have access to a file transfer protocol (ftp) program. User inputs are shown in bold below. ftp aps.org Username: anonymous Password: enter your email address as the password ftp> cd pub/meetings/abstracts ftp> get README ftp> get apsabfrm.tex ftp> get apsab.sty ftp> get aps.txt (example: get apsmar96.txt) ftp> bye ==================================================================== PREVENTING PROBLEMS Before starting your abstract, please take a moment to review the General Rules and Common Errors shown below as a way of ensuring that your abstract is completed and processed successfully. General Rules --------------- 1. Insert information between {} brackets (except for body of abstract) 2. Do not delete command lines (which start with a backslash "\") or bracket sets {} 3. Make sure the meeting code is exactly correct (mar96, not mar 96 or mar_96) 4. Do not expand on basic layout -- do not add section commands, etc. 5. Some items come in pairs: every { needs a } every " needs a " every ( needs a ) every $ needs a 2nd $ Common Errors --------------- 1. Error: Wrong or missing meeting ID Result: File cannot be assigned to inbox; returned to sender Correction: Insert correct Meeting ID and resubmit. 2. Error: Abstract sent to wrong address (abstract, abs-help, abs_submit ) Result: Abstract never shows up in meeting in-basket and never gets into system Correction: Submit abstract to abs-submit 3. Error: Invited abstracts using contributed template Result: Abstract does not get entered into the correct database and prints with the wrong format Correction: Use correct template 4. Error: Compressed, encoded files (MIME, BINHEX), or attached files Result: File is not recognized as an abstract and is returned to sender as an unreadable file Correction: Save file in correct format; email directly from mail program. 5. Error: Extraneous commands (macros, wrong LaTeX) Result: Abstract won't compile Correction: Don't add macros, doublecheck TeX commands 6. Error: Author Information input incorrectly -- (wrong spot, names reversed, LaTeX in names, super/subscripts, etc.) Result: Sometimes causes compilation problems, but normally causes names to print incorrectly with some names omitted or paired with the wrong first or last name. Correction: Follow the template format when adding additional authors -- Each surname and each given name goes on a separate line 7. Error: Sorting categories completed incorrectly-some bracket sets deleted Result: Abstract won't compile Correction: Make sure that there are 4 sets of {}s. 8. Error: Multiple abstracts in one file Result: System assigns one log number but cannot process information into database Correction: Mail abstracts individually. ==================================================================== COMPLETING THE TEMPLATE Create your individual abstract by editing the absabfrm.tex file. The file is divided into four sections: Section 1 - Initialization Section 2 - Administrative Section 3 - Scientific Section 4 - File Closure Sections 1 and 4 are for APS USE ONLY; your abstract data goes into Sections 2 and 3. The template is prepared using the syntax of a text processing system called LaTeX, and each individual item is identified by its own command (or piece of markup) in the LaTeX language. These commands begin with the backslash "\" character. The items requiring user input are identified below. The numbers correspond to items in the actual template file. Insert your data between the {} on the appropriate command lines. Do NOT delete brackets. If new commands are added to the template, they will follow the same command structure. Section 2: Administrative Information --------------------------------------------- 2A Meeting ID Completed example: \MeetingID{mar96} Instructions: Insert Meeting ID exactly as shown in APS Meeting News or as shown in the abs.txt file 2B Submitting Member Completed example: \SubmittingMemberSurname{Smith} \SubmittingMemberGivenName{J.S.} \SubmittingMemberEmail{smith@aps.org} \SubmittingMemberAffil{UCLA} Instructions: Identify the submitting member. Only APS members and members of reciprocal societies may submit abstracts. 2C Type of Presentation Completed example: \PresentationType{oral} Instructions: Insert either oral or poster 2D Special Instructions Completed example: \SpecialInstructions{Slide projector} Instructions: Identify any special requirements or circumstances (A/V, supplementary, corrected abstracts, placement requests) 2E Sorting Category Completed example: \SortCategory{25}{b}{8}{} Instructions: Insert one sorting category of up to four levels; i.e., 34.d.1.5 would be {34}{d}{1}{5}. Conversely, I.11.a would be {I}{11}{a}{} Do NOT remove or add any bracket pairs. 2F For Plasma Physics Meeting Only Completed example: \DPPType{experimental} Instructions: Plasma Physics members ONLY insert either theoretical or experimental in this field. Section 3: Scientific Information ---------------------------------------- 3A Title Completed example: \Title{Test Results} Instructions: Insert title using Mixed Case, not all caps: Correct Title WRONG TITLE 3B Titlenote Completed example: \titlenote{Funded by NIH grant} Instructions: - Use for any title footnotes. - Remove % comment at start of line. - Note titlenote is all lowercase. 3C Authors Completed example: \AuthorSurname{Smith} \AuthorGivenName{J.S.} \AuthorAffil{UCLA} \AuthorSurname{Collaboration} \AuthorGivenName{TFTR} Instructions: - Use Mixed Case, not all caps: Right WRONG - Only one command per line (do not put first and last name commands on same line). - Do NOT append characters that are not part of the name (asterisks, daggers, numbers, etc. - Do NOT use mbox or ~ commands to control spacing. - Collaborations should list acronyms as first name and Collaboration as last name. - Add additional authors by inserting a set of Author commands for each author. 3C-1 Thanks (Optional command) Completed example: \thanks{Special thanks to Dr. Mom} Instructions: Use \thanks{} command for any additional crediting of people or organizations. 3D Abstract Instructions: Start input of the body of your abstract by typing OVER the line in the template that says: Start your abstract by replacing this line with your text. - Do NOT modify the \begin{abstract} line 3E Optional commands -- Added features for the body of the abstract. 3E-1 Footnotes Completed example: \footnote{Dr. Smith, p. 7} Instructions: Enter command at the point where the superscript should appear; place footnote text between the {} - the system generates the number 3E-2 Hypertext links -- Creates a "link" to remote files on the WWW. Completed example: \urllink{figure 1}{http://aps.org/fig1.gif} Instructions: Place the text to be shown as a "clickable link" in the first set of curly braces; then put the associated URL in the second set. Do not use '%' in URL. ==================================================================== LATEX HELP Most abstracts can be completed without the author adding any additional LaTeX commands, but if you need to use Greek letters or most mathematical symbols, they must be done with LaTeX commands. The most commonly used symbols are shown below. These commands are "math mode" commands and are started and ended with dollar signs ($). If you are using multiple symbols, only one $ is needed before the entire string and one $ at the end of the string; i.e., $\alpha H_{2}O$. Greek letters: ---------------- Lowercase: Note omicron is simply lowercase "o". \alpha \beta \gamma \delta \epsilon \zeta \eta \theta \iota \kappa \lambda \mu \nu \xi o \ pi \rho \sigma \tau \upsilon \phi \chi \psi \omega Uppercase: \Gamma \Delta \Theta \Lambda \Xi \Pi \Sigma \Upsilon \Phi \Psi \Omega Superscripts: --------------- The superscript command is $^{characters to be superscripted}$. The ^ (caret) character is shift 6 on most keyboards. Example: the formula for the area of a circle is $\pi r^{2}$. Note: Whenever any command is used that starts with a backslash (\) and a dollar sign ($) does not immediately follow it, then that command must be followed by a space to delineate the command; hence the space after the \pi above. That space will not appear in the final output; the formula will print contiguously. Subscripts: ------------- The subscript command is $_{characters to be subscripted}$. The _(underscore) character is shift - (hyphen) on most keyboards. Example: the formula for water is H$_{2}$O. Note that the dollar sign ($) is shown here after the H; it may also be placed before it. Degrees: ---------- The command for the circular degree symbol is $^o$. Example: 45$^o$. The dollar sign ($) could also go before the 45. Angstroms: ------------ The command for angstrom is $\AA$ LaTeX Command Summary ------------------------ Complete charts of symbols and markup names available in LaTeX are found at the end of the LaTeX Command Summary file which can be retrieved via anonymous ftp from either ftp.shsu.edu or nic.funet.fi. Once retrieved, the file must be compiled and printed through LaTeX in order to be useful. ==================================================================== COMPILING/PRINTING ABSTRACT (Optional) In order to print the completed abstract, two things must be in place: 1. your system must already support LaTeX 2. you must install the APS abstract style file apsab.sty Installing the style file: -------------------------------- There are two ways of installing the style file. Choose the best method for your environment. If unsure, please check with your system administrator. 1. Single User Installation (individual user) Move the apsab.sty file to the same working directory that contains the abstract template file. 2. Site-wide Installation (multiple authors) Contact your system administrator. Printing the Abstract ------------------------- Once the style file has been installed, follow your system instructions for compiling and printing the abstract. The abstract must be compiled before it can be printed. ==================================================================== SUBMITTING ELECTRONIC ABSTRACTS General Rules ------------- Before submitting your abstract, doublecheck the list below to make sure your file is in the right format and is going to the right place. 1. Submit to correct address (abs-submit@aps.org) Do NOT "reply" to abstract mail header on the template file. 2. Send only uncompressed files Did you save the file in ASCII format (Text only with line breaks?) 3. Check for word processor problems Did you either turn off word-wrapping or manually enter line breaks so that abstract text is not one long line? 4. Send file directly -- NO ATTACHMENTS Did you "read" the abstract in (or cut and paste) as the text of your submitting mail message? "Attaching" the file can cause it to be encoded by your mail program, defeating the purpose of saving it as an ASCII file and perhaps making it unreadable on our end. Test Template on the WWW: ------------------------- Individuals can now test and preview abstracts prior to submission by going to the following location on APS's web site and following the instructions: http://flux.aps.org Submit Template Via Email: -------------------------- Create an email message that contains the complete "apsabfrm.tex" file as the body of the email message and send to: abs-submit@aps.org Electronic Acknowledgement ----------------------------------- An automatic acknowledgement message will be sent out by the system when the mailbox for your meeting receives the emailed abstract. Log Number Notification -------------------------------- Once the abstract has been "spooled" into the system and has received a log number, another message identifying the log number is sent to the address from which the abstract was sent. Note that if you submitted an abstract from a different email address than the one you provided in the template, the log number notification is not sent to the one in the template but to the originating email address. Session Assignment Notification ---------------------------------------- Approximately four weeks after the sorter's meeting is held and the meeting has been scheduled and verified by the Program Committee, a final message is sent notifying submitters of session assignments, titles, and dates. Please note that session assignments are determined by the Program Committee and that session titles may not correspond precisely to sorting categories. The committee may not be able to accommodate all requests for specific placements. ==================================================================== GETTING HELP If you encounter problems at any point in the abstract request, generation, or submission process, please contact the APS Abstract Help Desk by calling 301-209-3290 or by sending email to abs-help@aps.org