SEP158 -- Report Countdown -- April/May 2015

Early April:

  1. Inexperienced writers to arrange outside editorial help (see Diane for further instructions).
  2. Outside editor should proof EACH paper at least TWICE before APRIL 17th.
  3. Update sponsor electronic access file on vostok (/private/.htaccess).
  4. Permission received for all data to be published? (need to verify)
  5. Assign person to back up (/wrk/sep158) every day.

Monday, April 13:

  1. Ali to update Reports page.

Tuesday, April 14:

  1. Prior to 11:59pm: Copy all paper skeletons to /net/server/wrk/sep158/. NO additional papers will be accepted at this time.
  2. Ali to begin building table of contents.
  3. Post/update biographies and images in /usr/local/share/TEX/database/.
  4. Biondo & Bob reads abstract and introduction.
  5. Diane checks formatting and reference style.

Wednesday, April 15:

  1. Update “List of SEP articles published or known submitted” (/net/server/wrk/sep158/Adm/pub.tex).
  2. Update “Reproducible Documents/Publications Page” on website.
  3. Final changes to biographical information.
  4. Prepare final pictures for biography/phone list page.

Thursday, April 16:

  1. Only ONE unfinished paper allowed per author (note exception in #3). ALL additional paper(s) need to be completed at this time.
  2. Diane to get rough estimate on final page count for report.
  3. For those designated as inexperienced writers, ALL papers must have gone thru outside editing twice AND be approved by either Biondo or Bob. If not, paper will be removed from report.
  4. Biondo & Bob to doublecheck on permission to use real data.
  5. Biondo & Bob assigns proofreaders for papers by inexperienced writers.

Friday, April 17:

  1. (All day) First round of proofreading for inexperienced writers.
  2. Ali to update proofreading wikipages: page1 and page2
  3. Diane alerts everyone that general sign-up for proofreading papers is available. IMPORTANT: Don't forget to check SEP Report Guidelines at:
  4. Sign up for papers to proofread. Diane lets people know how many papers to review.
  5. Return proofread papers to inexperienced writers.

Monday, April 20:

  1. Deadline to finish ALL articles, including ALL figures. A paper.pdf file must exist in each directory.
  2. Diane to check that everybody has signed up and all paper.pdf files exist in each directory.
  3. Authors to email their reviewers when papers are ready for review (correct typos, labels, references, etc).
  4. If reviewers have not heard anything from authors, they can start reviewing the papers from report directories at noon.
  5. Generate filler pages.

Tuesday, April 21:

  1. Proofreading time (check sign-up sheet for your papers). Check proofreading instructions.
  2. Deadline to return proofread papers to authors.
  3. Nominations for title page (to be presented at next seminar).
  4. Clean up paper directories. Install correct makefiles.
  5. Make papers reproducible.

Wednesday, April 22:

  1. Respond to proofreaders' suggestions/complaints.
  2. Final corrections on ALL papers.
  3. Vote on title page at next SEP seminar.

Thursday, April 23:

  1. No access to your paper! (final copy being generated)
  2. Ali to generate final copy for printing.

Friday, April 24:

  1. Ali produces final copy for printing.
  2. Diane okays final copy.
  3. After Diane's approval, Ali to create final color copy plus flash drive master.

Monday, April 27:

  1. Begin reproducibility testing for all papers.
  2. Flash drive production by 1st years.
  3. Flash drive quality check by 3rd years.
  4. Ali: Update Reports page.

Tuesday, April 28:

  1. Sign-up for SEP practice talks.

Wednesday, April 29:

  1. Final reproducibility/testing completed for all papers.
  2. Flash drive production by 1st years.
  3. Flash drive quality check by 3rd years.

(Tuesday, May 5 to Friday, May 15)

  1. SEP practice talks

Wednesday, May 13:

  1. Distributable version of presentation slides placed in directory for USB production.

Friday, May 15:

  1. 11:00am: Final instructions for meeting.

sep/internal/spring2015.txt · Last modified: 2015/05/27 02:06 (external edit)
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