SEP163 -- Report Countdown -- March/April 2016

Late March to Early April:

  1. Inexperienced writers to arrange outside editorial help (see Claudia for further instructions).
  2. Outside editor should proof EACH paper at least TWICE before
    • *MARCH 11th**.
  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/sep16x) every day.


Monday, March 7:

  1. Ali to update Reports page.


Tuesday, March 8:

  1. Prior to 11:59pm: Copy all paper skeletons to /net/server/wrk/sep16x/. 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. Claudia checks formatting and reference style.


Wednesday, March 9:

  1. Update “List of SEP articles published or known submitted”

(/net/server/wrk/sep16x/Adm/pub.tex).

  1. Update “Reproducible Documents/Publications Page” on website.
  2. Final changes to biographical information.
  3. Prepare final pictures for biography/phone list page.


Thursday, March 10:

  1. Only ONE unfinished paper allowed per author (note exception in #3). ALL additional paper(s) need to be completed at this time.
  2. Claudia 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, March 11:

  1. (All day) First round of proofreading for inexperienced writers.
  2. Ali to update proofreading wikipages: page1 and page2
  3. Claudia alerts everyone that general sign-up for proofreading papers is available. IMPORTANT: Don't forget to check SEP Report Guidelines at: http://sepwww.stanford.edu/doku.php?id=sep:internal:report.
  4. Sign up for papers to proofread. Claudia lets people know how many papers to review.
  5. Return proofread papers to inexperienced writers.


Monday, March 14:

  1. Deadline to finish ALL articles, including ALL figures. A paper.pdf file must exist in each directory.
  2. Claudia 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, March 15:

  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, March 16:

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


Thursday, March 17:

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


Friday, March 18:

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


Monday, March 21:

  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, March 22:

  1. Sign-up for SEP practice talks.

Wednesday, March 23:

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

(Tuesday, March 29 to Friday, April 8)

  1. SEP practice talks

Wednesday, April 6:

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

Friday, April 8:

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


sep/internal/spring2016.txt · Last modified: 2016/09/07 22:53 by gcalves
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