Instructions for submitting Conference Proceedings to the ADS
This document is intended to be a guideline for editors and
authors wishing to submit conference proceedings for inclusion in
Services. Any questions about the procedure should
be directed to firstname.lastname@example.org.
ADS is pleased to include any conference proceedings volume, as well
as individual conference proceedings abstracts. This includes both
electronic and printed conference proceedings. We have a set of naming
conventions detailed below, but are flexible if there is a different
naming scheme which is more appropriate for your particular conference.
If you would like to have your conference proceedings included in our
database before your conference, we request that you submit them to us
one month in advance of the start of your conference.
Submitting bibliographic records for the ADS Abstract Service
We request the following in order to include a conference proceeding
in the ADS abstract service databases:
This information can be submitted via email to "email@example.com" or
placed on our anonymous ftp site, adsftp.harvard.edu (cd pub/Conf). Please
send us an email indicating when you have transferred things to us, so that
we can include it in our database as soon as possible.
- A "Table of Contents" Entry: This is an entry for the conference
proceeding as a whole. It should be listed as follows:
%R Bibliographic code (See below)
%T Title of the Conference
%A Editors: "Last name, First initial; last name2, first initial2", etc.
%J Title of the Conference, plus any additional useful information such
as the meeting dates, editors of the proceedings, publisher of the
%D Publication Date (MM/YYYY, with MM = 00 if unknown).
%B Abstract (optional description of the proceeding)
You can use the Proceedings Entry Form
to submit the information about your conference.
- A listing of authors and paper titles, with page numbers if available.
If page numbers are unavailable, please indicate whether they are expected
to become available or not. These can be entered in our
if you are so inclined. For proceedings which are to be published
electronically, in lieu of a page number, we use a "counter" with an
"E" preceding it (E1, E2, E3) to indicate an electronically published item.
- Abstracts for the papers, if available. It is best if abstracts are
in latex or ascii format. Please note that abstracts are highly desirable
since they are necessary for efficient searching. We recommend that
proceedings editors require abstracts from authors that they can submit to
us, even if they are not going to be published in the proceedings.
- References for each article, if available. We currently have reference
and citation information as of 1996, but mainly for journal literature.
We want to maintain and expand this reference and citation database.
In order to do that we ask for the lists of references from the proceedings.
- Any style files used in creation of latex output for your conference.
A few helpful hints:
- Once you have submitted a proceedings entry, if you submit sets of
%A Author List
%P Page number
%B Abstract (optional)
(one per paper), it will be most convenient (e.g. quickest) for us to include
- Accented letters: We currently indicate accented letters by enclosing the
following between "&" and ";":
é == eacute
ü == uuml
à == agrave
ñ == ntilde
We can also convert the latex equivalent to the html format above:
é == \'e
ü == \"u
à == \`a
ñ == \~n
- Bibliographic Codes: Bibliographic codes are in the form: YYYYJJJJJVVVVPPPPPA,
where YYYY is the year of publication, JJJJJVVVV is the abbreviation of the
conference proceeding, PPPPP is the page number, and A is the first letter
of the first author's surname.
For a conference proceeding such as an ASPC conference proceeding or an
IAU Symposium, the abbreviation of the conference proceeding is
straight-forward (ASPC..117 or IAUS..120). To create the abbreviation for
other conference proceedings, we typically take the first letter from
the first four words in the title (omitting words like "the", "a","and",etc).
For the volume number, we typically use "conf", although "proc" and "work"
are also acceptable if they seem more appropriate for the conference in
question. We then end up with an abbreviation
such as "hgrb.conf" for the conference abstracts from "The Huntsville
Gamma-Ray Burst Symposium". For the "Table of Contents" entry, the page
number will be ".....". Here is a sample "Table of Contents" entry:
%T The Extragalactic Distance Scale, Proceedings of the ST ScI May Symposium
%A Livio, M.; Donahue, M.; Panagi, N.
%J The Extragalactic Distance Scale, Proceedings of the ST ScI May Symposium,
held in Baltimore, MD, May 7 - 10, 1996, Eds.: M. Livio, M. Donahue, and
N. Panagia, Cambridge University Press.
Including full-text papers in ADS
It is possible for us to make the full-text of articles published in
conference proceedings available via the ADS Article Service. This
section describes the requirements and procedures to be followed in
order to do that.
- Provide written permission from the copyright holder allowing ADS
to publish electronically the papers in the conference proceedings.
The relevant letter should state something along the following lines:
The <full description of the copyright holder> grants permission to the
NASA Astrophysics Data System at the Smithsonian Astrophysical Observatory to:
Feel free to modify as you see fit, especially item three, then send a
copy of a signed copy of the permission letter to:
- Convert postscript files to tiff files for <name of conference>
- Add a note at the bottom of each page with the following content:
(c) <name of copyright holder> - Provided by the NASA Astrophysics Data System
- Make the images of the articles electronically available,
free of charge, for all volumes starting 6 months after publication.
Dr. Guenther Eichhorn
NASA Astrophysics Data System
Harvard-Smithsonian Center for Astrophysics
60 Garden Street, M.S. 83
Cambridge, MA 02138 USA
- Send us either a printed copy of the conference proceedings book or (if
available) the set of full-text files used to create the proceedings.
If only a printed book is available, please send it to
Guenther Eichhorn at the address
listed above along with the permission letter.
PostScript or PDF files are available for all papers,
please read on.
- To submit the full-text files with the necessary information
for us to process them, you will need to create a TAR or ZIP archive
and transfer it to our ftp server. This is what must be included
in the archive file:
- All the files containing the full-text, including front-matter
(introductory) and back-matter (index) pages if available.
You should make sure that these files are either in PostScript or PDF
format, and that they have been created using 600dpi or higher
(Note: if you are using dvips to create the postscript file,
you can specify the options -D600 -Z on the command-line to
have 600dpi fonts included).
- A file named README, containing general information concerning
this publication, the name and email address of the person submitting
the full-text papers to us, and any additional information we should be aware
- A file named PUBLICATION, containing the full name of the
conference or book (you should use the same name given in the
journal field above).
- A file named COPYRIGHT, containing the copyright string that
needs to be displayed at the bottom of each page that ADS creates
and places online in its article service (please do not try to
include the copyright symboly © since we already do this for
- A file named BIBSTEM, containing the bibliographic abbreviation
for the publication (e.g.
2000immm.proc). This should be the same abbreviation
that has been used to create the bibliographic entries described
- Optionally, a PAGEMAP file containing mapping of full-text
file names to page numbers, if these cannot be determined from the
full-text files themselves. Whether or not this is needed is a
function of how the files were originally created; usually if you used
LaTeX and dvips to create the postscript files then the page numbering
displayed on each page is carried into the postscript files and can be
automatically extracted at least for "regular" pages. Pages which are
part of the front-matter may need to have entries associated with
The format of the PAGEMAP file is the following:
When in doubt, please contact us for help.
# This is a comment
file1.ps C1-C4 # first file has cover pages 1-4
file2.ps C6 # second file has cover page 6
file3.ps 1-8 8A 9-15 # third file has pages 1-8, insert 8A, 9-15
file4.pdf 16- # fourth file has pages 16 and up
- Create a compressed TAR or ZIP archive containing of all the full-text
files, the README file, and name the file using
(if possible) the standard acronym adopted by ADS in naming bibliographic
entries for the conference. For example, the archive file containing
papers submitted to the ASP Conference Proceedings n.117 should be named
ASPC117.tar.gz or ASPC..117.tar.gz. The archive for
files containing the conference
2000immm.proc should be
- Deposit the tar archive on our anonymous ftp server under the URL
and notify us. We will contact you with any questions regarding the
full-text processing of the files.
Last updated: 7/13/2001