ASP Monograph
 

Step 2. Compiling the Volume

2.1  Instructions for Editors

2.2  Helps for Editors When Compiling

2.2.1  Outline of a Manuscript

2.2.2  Sample Front Pages

2.2.3  Margin Guide

2.3  Helps from Other Editors

2.4  Final Checklist Before Submitting Manuscript

 


 

2.1  Instructions for Editors

The ASPCS Instructions for Editors Using LaTeX 2e Markup is the most essential document to have at hand when compiling your volume. It includes all the instructions editors need when compiling their volumes, including specific LaTeX instructions and general helps. Editors should also be familiar with the ASPCS Instructions for Authors Using LaTeX 2e Markup, as it contains additional information applicable to both authors and editors. It is especially important to review the section entitled Figures in the Instructions for Authors and on the Authors' Information page. While we urge editors to read the entire document, a complete table of contents with links to the various sections is provided for quick reference using the Bookmarks tab of the PDF file.

2.2  Helps for Editors When Compiling

2.2.1  Outline of a Manuscript

An outline of the front pages and beginning of the volume is included in the Instructions for Editors, § 3.6. Looking through a recent ASPCS volume would also be an excellent reference.

2.2.2  Sample Front Pages

See the figures at the end of the Instructions for Editors for samples of blank front pages (i-iv) and front pages from an actual volume, for your reference.

2.2.3  Margin Guide

The margin guide includes dimensions and a printable outline of the margins for the book. All text, figures, footnotes, and running heads should fall within the margin lines. It is a helpful reference in preparing your volume. We recommend printing the margin guide on a transparency, which can be overlaid on each page to check margins. The margin guide should have the following dimensions:

Height:

8 5/8 inches
21 9/10 cm
52 pt.
121 Agate

Width:

5 1/4 inches
13 3/10 cm
31 1/2 pt.
73 Agate

2.3  Helps from Other Editors

This section has been provided to be an interim help for editors, listing challenges encountered by other editors and the solutions they found helpful. ASPCS has not reviewed or tested these solutions, but they are posted for your reference only and may be tried at your own discretion. If you have tips to add to this section, please email Lisa Roper at lisa@aspbooks.org.

2.3.1  Full Justification

Occasionally we receive a volume without the right-hand justification. The following is a possible fix:

Check to see if you commented out the \raggedright command near the end of the file in the participants.tex file. Replace it with this:

\begin{flushleft}
\input{adassVproc.att} OR \input{participants.att} for 2006 macros
\end{flushleft}
\parindent 1 em
\parskip 0mm

2.3.2  Reference and/or Citation Problems

Dr. Robert Braun encountered a problem due to the way certain authors prepared their papers. This solution may work if your problems are due to a similar reason. He solved his reference problems like this:

Delete a single line of the .aux file after each execution of the LaTeX command. That line read: \global\NAT@numberstrue.

2.3.3  Footnote Counters

Please remember that footnotes should start with 1 for each new paper. To do so, the counter at the beginning of each author's .tex files should be set to 0.

2.3.4 Table Text or Lines Extend Beyond Margin

In tabular environment: Try adding a "\small" command to reduce the font size and making the table or lines smaller.

In deluxetable environment:

1) reduce spacing by adding a \setlength{\tabcolsep}{0.02in} command, adjusting the measurement as necessary;

2) reduce the table width by adding a \tablewidth{5.15in} command, adjusting the width measurement to fit context, and/or

3) reduce the font size by adding \tabletypesize{\scriptsize}

One source recommended #3, but it appears font size cannot be changed inside a deluxetable environment, and we're uncertain if option #3 helped. #1 and #2 seemed to solve the problem.

2.3.5  Adding Additional Items to Index

The indexing method in the Instructions for Editors (and accommodated by the macros) describes how to add an item to the index while still including it in the text. However, it can be difficult to include objects or subjects in an index if they are embedded in a figure. Chris Sterken found the following workaround to be helpful:

Define an "extra" object/subject index in the appropriate place in aspvolume.tex:

\newcommand{\oxindex}[1]{\index[obj]{#1}}
\newcommand{\sxindex}[1]{\index[sub]{#1}}

Then add additional index items in authors’ papers using \oxindex{ }. This adds an oindex or sindex to the appropriate index, without showing up in the text.

2.3.6  Page Format, Reference Problems and Indices

Mario Perez has provided tips regarding three items: 1) page format and paragraph width, 2) numbers appearing in references, and 3) disabling the printing of indexed words in text. His tips can be downloaded here or found online at www.as.utexas.edu/new_horizons/proc/LaTeXissues.pdf.

2.3.7  References, ApJ Style, and URLs

We recommend following the ApJ style guidelines for references, which can be found at www.journals.uchicago.edu/ApJ/instruct/instruct.text.html. References are discussed in section 1.11.2. There are specific paragraphs and examples shown for citations of electronic resources and also an explanation of when URLs should be given in footnotes instead.

2.3.8  Producing Clickable URLs in Online PDF

Note: This solution involves using the hyperref macro package and its \url and \href commands. It has not yet been tested on an entire volume. Please let the ASPCS know if you plan to try this in your volume.

1. Add the following to the preamble of the author's .tex file AND the aspvolume.tex file below the other \usepackage commands:

\usepackage{hyperref}

2. For each simple URL in an author’s paper, enter it in the following format:

\url{http://[type URL]}

This will include the URL in the text in a typewriter font and will make it clickable when compiled into a PDF. The resulting PDF will be suitable for both printing and online use.

3. For URLs which need to be customized (e.g., to accommodate a line break), use this format instead:

\href{URL}{Text to appear in print} OR
\href{URL}{Text Part 1}\linebreak\href{URL}{Text Part 2}

For example, this reference would be over-margin without a line break. To include the linebreak, it would appear in the .tex file as follows:

\bibitem[Szalay \& Gray (2006)]{szalay2006}
Szalay, A., \& Gray, J. 2006, Nature,
\href{http://www.nature.com/news/2006/060320/full/440413a.html} {http://www.nature.com/news/2006/060320/full/}\linebreak\href {http://www.nature.com/news/2006/060320/full/440413a.html} {440413a.html}

By using this method, each part of the URL’s text will be clickable. A good general rule is to only allow line breaks after a slash ("/") in a URL. If the URL does not have a breaking point close to the margin, the \newline command may work better than \linebreak, although the line will not be justified. At times, sentences may need to be rephrased to allow for acceptable line breaks with long URLs.

A reference manual for the hyperref package may be found at http://www.tug.org/applications/hyperref/manual.html.

2.3.9  Discussion Heading and \include{}\last

Do not delete \last in aspvolume.tex at the end of the \include lines for papers. The \last command is required after all papers with discussions in order for the Discussion heading to appear before each discussion.

2.3.10  Add Photos on the Verso Side of Part Pages

To allow for photos on the verso side of part pages, one set of editors inserted the following code. They defined a “newpart” command to replace the “part” command in order to stop making an extra blank page. You may add the following below the indexing lines but before \begin{document} in aspvolume.tex:

% \if@openright
  \cleardoublepage
% \else
% \clearpage
% \fi
  \thispagestyle{empty}%
  \null\vfil
  \refstepcounter{part}%
  \addtocontents{toc}{\protect\partline{#1}}%
  \markboth{}{}%
  {\centering
   \normalfont
    \huge\bfseries \partname\nobreakspace\thepart
    \par
    \vskip 20pt
   \Huge \bfseries #1\par}%
   \vfil\newpage}
%--------------------------------------------------------------
\renewcommand{\partname}{Session} % session title and numbering
  \renewcommand{\thepart}{\arabic{part}}
  \def\partline#1{\stepcounter{tocpart}\vskip 5.5ex
   {\bf \partname \ \arabic{tocpart}. #1}\par\bigskip} %

2.3.11  Inserting Photos without Caption Labels

To include photos between papers or sections without a caption label (e.g., Figure 3), simply include the text for the photo caption in regular text below the photo, outside the figure environment.  Here's an example from Volume 380.  This was inserted between papers in the main aspvolume.tex file.  You could also do the same thing (without the first four lines and last two lines to put the photo on its own page) at the end of a paper if there’s an extra half page.

\clearpage
\thispagestyle{empty}
\mbox{}
\vfill
\begin{figure}[!ht]
\plotone{PHOTOS/figure1.ps}
\end{figure}
\begin{center}
\small{The participants of the conference had the chance to meet the ``Cultural Landscape of Sintra'', which is part of the World Heritage List. Here, some of them are seen starting a visit to the Moorish Castle (photo by H. Messias).}
\end{center}
\vfill
\pagebreak

2.3.12  Simplified LaTeX Instructions for Authors

The LISA V editors (in particular, Eva Isaksson) created simplified LaTeX instructions for their authors who were not familiar with LaTeX. They can be found at http://www.astro.helsinki.fi/library/lisa5/authors/example.shtml.

2.3.13  Sample Instructions to Authors, File Organization, BibTeX, Helpful Scripts, Figure Conversion, LaTeX tips, etc

Rob Rutten has provided some useful tips in his readme files for both authors and editors as well as other helpful resources, including a BibTeX .bst style file (see http://www.astro.uu.nl/~rutten/rrtex/manuals/publishers/aspcs/rjr-recipes/). Rob is an excellent LaTeXnician and was able to successfully “tweak” the ASPCS files to his liking without serious adverse affects. However, please be warned that the ASPCS will not troubleshoot problems due to customizations in the standard ASP files. We advise editors NOT to change the style file, the templates/macros, and instructions because a) all books must conform to the standard ASPCS style, b) revisions have not been tested on multiple volumes, and c) small changes can cause very large problems. Only use Rob’s revisions if you are willing to resolve any problems that arise after submitting the volume to the ASPCS. That said, Rob has provided some helpful insights and tools for editors which you may find useful.

2.3.14 .bib Files to Increase Citation Rates

Rob Rutten also recommends that editors send .bib files to their authors once the book is in production for authors to use in citing papers properly and easily. The file would include all the papers in the volume in proper citation form. His .bib file is available at http://www.astro.uu.nl/~rutten/rrtex/manuals/publishers/aspcs/rjr-recipes/editors/latex/coimbra.bib, for your reference.

2.4  Final Checklist Before Submitting Manuscript

Please download and double check the items on this Editor's Final Checklist before submitting your volume to the ASP.