SEP170 -- Report Countdown -- Aug/Sep 2017

Late August:

  1. Inexperienced writers to arrange outside editorial help (see Claudia for further instructions).
  2. Outside editor should proof EACH paper at least TWICE before
  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/sep170) every day.

Monday, September 4:

  1. Jason to update Reports page.

Tuesday, September 5:

  1. Prior to 11:59pm: Copy all paper skeletons to /report/sep170/. NO additional papers will be accepted at this time.
  2. Jason to begin building table of contents.
  3. Post/update biographies and images in /opt/share/TEX/database/.
  4. Biondo & Bob reads abstract and introduction.
  5. Claudia checks formatting and reference style.

Wednesday, September 6:

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


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

Thursday,September 7:

  1. TITLES for all SEP meeting talks to Bob.
  2. Only ONE unfinished paper allowed per author (note exception in #3). ALL additional paper(s) need to be completed at this time.
  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, September 8:

  1. (All day) First round of proofreading for inexperienced writers.
  2. Jason 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:

Monday, September 11:

  1. Sign up for papers to proofread. Claudia lets people know how many papers to review.
  2. Return proofread papers to inexperienced writers.

Tuesday, September 12:

  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.

Wednesday, September 13:

  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.

Thursday, September 14:

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

Friday, September 15:

  1. No access to your paper! (final copy being generated)

Monday, September 18:

  1. Claudia review final copy in PDF. Annotates it, and gives to Jason for implementing corrections.
  2. After Claudia's approval, Jason to create final color copy plus flash drive master.
  3. Begin reproducibility testing for all papers.
  4. Jason: Update Reports page.

Tuesday, September 12:

  1. Sign-up for SEP practice talks.

Wednesday, September 13:

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

(Friday, Sep 15 to Friday, Sep 22)

  1. SEP practice talks

Wednesday, September 19:

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

Friday, September 22:

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

sep/internal/spring2017.txt · Last modified: 2017/09/05 17:36 by bob
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