Paper publication process

Paper publication process (All email templates can be found here. Feel free to modify.)

PAs make a paper proposal to the PWG
PWGC preview
- Conveners make a request to schedule the preview
- Confirm the date with PAs and conveners
- Send the preview announcement email to all PAs, not just PA rep, and conveners (see email template)
- Take note during preview, and send it to PWG, starpapers and star-phys mailing lists
PWG review
- PAs address preview comments, and send updated paper draft and analysis note to PWG for review. They should stay in the PWG for at least two weeks
- Conveners should send in their comments within two weeks
GPC formation
- Conveners make a request to form the GPC
- Send the email to all PAs and conveners providing guidance, and asking for basic information about the paper as well as suggestions about GPC members (see email template)
  - Less than half of the time PAs recommend GPC members
- Announce the intention to form a GPC to the star-pwgc mailing list (see email template)
- Come up with a list of candidate GPC members and send to the management team for comments
- Once the list of GPC members are agreed upon, send invitation emails to them. Usually they say yes.
- Meanwhile, check the codes provided by PAs, and make sure they follow the guidances. Once PAs address all the comments, create a directory on CVS ($CVSROOT/offline/paper/PSNxxxx) where "xxxx" is the analysis note ID. Then ask PAs to commit codes to CVS.
  - If PA has trouble committing codes to CVS due to disk space hitting the limit, do the following:
    - spot older / done papers
    - move them under a sub-volume like this: mv psn0734 .op05/
    - ln -s .op05/psn0734 .
    - This essentially releases space from the base volume. .op05/ still has space and you have .op06/ and .op07/ unused (just fill the lower number sub-volume to the max and go to the next one when filed).
  - If the above does not solve the issue, contact Jerome
- Subscribe all PAs and all GPC members to the dedicated mailing list (star-gpc-XXX-l), where XXX is the assigned GPC number
  - Need to request new mailing lists from BNL IDT regularly. I usually request 10 lists each time. Need to provide mailing list names to them.
  - Passwords to current PWG mailing lists can be found here
- Send the GPC formation email to GPC members, all PAs, all conveners and spokespersons. (see email template)
- Subscribe GPC chair to the editorial board mailing list (https://lists.bnl.gov/mailman/admin/star-editorialboard-l)
Collaboration review
- GPC chair informs PAC that the paper is ready for collaboration review
- Prepare author list and acknowledgement
  - At the moment, only use "The STAR Collaboration" for the author list. The actual list will be inserted after a paper is accepted
  - Acknowledgement: https://drupal.star.bnl.gov/STAR/public/collaboration/acknowledgements
- Send instructions to GPC chair and PA representative for preparing necessary material (see email template)
  - Remind PAs to prepare tables for HEPData. They should pay attention to signifiant digits (guidance)
- Come up with a list of institutional readers and send to management for discussion
- Spokesperson will announce to starpapers that a paper enters the collaboration review, and contact council representatives of institutional readers to send in comments within two weeks.
  - During collaboration review, people can subscribe to dedicated GPC mailing list if they want to read through the discussions there. If this occurs, make sure to unsubscribe them after the collaboration review period ends.
- PAs address collaboration review comments, prepare responses, update documents (paper draft, analysis note and analysis codes if needed), and get them approved by GPC
Announce to RHIC
- PAs send responses to collaboration review comments and updated documents to starpapers
- If there are no followup comments after 1 week, ask spokesperson to announce the paper to RHIC (see email template)
  - If there are followup comments, make sure PAs address those comments before announcing the paper to RHIC
- Send the list of items for PAs to follow up and confirm (see email template)
Submit to journal
- One week after the paper is announced to RHIC, ask PAs to submit the paper to arXiv and journal. (see email template)
  - Make sure PAs send PAC the password on arXiv such that we can update the paper if needed in the future
- Remind PAs to forward the confirmation email from journal to starpapers
- Obtain the INSPIRE ID for the paper from the INSPIRE webpage (https://inspirehep.net/), and ask Frank to create an entry on HEPData for the paper, and assign GPC chair as the reviewer and PA representative as the uploader (see email template)
  - A paper usually appears on INSPIRE the next day it appears on arXiv.
- Create an entry on Drupal, and upload paper figures. Find instructions on how to create the page below
Referee report
- PAs should forward referee reports to starpapers
- PAs work with the GPC to prepare responses to the report and update paper draft, analysis note, analysis codes if needed. All the material should be approved by GPC
- PAs send responses to referee report and updated material to starpapers
- If the referee comments are uncontroversial and minor, ask PAs to resubmit after 3 business days if there are no followup comments from the collaboration. Otherwise, ask them to resubmit after a week.
  - If there are followup comments from the collaboration, PAs should address them before submitting to the journal
Paper accepted
- Prepare author list according to the PA and GPC members
  - Author lists of various formats (xml, tex, txt) can found here: https://www.star.bnl.gov/central/collaboration/authors/authorList.php
  - Two author list policy: https://www.star.bnl.gov/central/collaboration/authors/twoAuthorPolicy.php
- Send the author list, along with other instructions, to PAs (see email template)
  - Ask PAs to make sure analysis note, analysis codes are up to date
- Once PA prepares the paper draft with author list, ask spokesperson to send it to starpapers for review for 3 business days
  - Modify author list upon request
- When PA forwards the proof reading, check author list and acknowledgement. PAs should check other aspects.
  - Author list: sometimes journal adds back country names
  - Acknowledgement: sometimes journal makes small modifications to the acknowledgement. Usually we should tell them not to do so as this is our official list. If their modifications make sense, discuss with spokespersons and Council chair to see if our official acknowledgement needs to be updated or not.
- Update the paper figures on Drupal, if needed
Paper published
- Remind PAs to upload the final version of the paper with author list to arXiv. They need to upload xml file to arXiv as well.
- Follow up with PA and GPC chair to upload, review and approve data tables on HEPData. Once done, ask Frank to release it to public.
  - If any changes are needed for the HPData entry, ask Frank to reopen it.
- Once the entry is released, enter INSPIRE ID to Drupal page, and the link to HEPData will appear automatically.
More information can be found here: https://www.star.bnl.gov/central/collaboration/authors/
Host editorial board meeting 3-4 times a year: https://drupal.star.bnl.gov/STAR/pwg/common/editorial-board
For bookkeeping, update paper status table: https://drupal.star.bnl.gov/STAR/pwg/common/Physics-Analysis-Coordination/Accepted-papers

Create an entry on Drupal for each paper

Git repository for storing paper figures and author list: https://github.com/STAR-PAC/STAR-PhysicsDatabase
- The sub-directory name for each paper is the same as the paper ID assigned on Drupal
For each submitted STAR paper, a record is created at https://drupal.star.bnl.gov/STAR/publications
- Go to https://drupal.star.bnl.gov/STAR/publications
- Click on “Submit”
- Click on "SUBMIT PUBLICATION FORM”
- Fill in all the available info, DON’T REMOVE Journal Volume - 1 and Journal Year - 1901
- Click on “Save”.
- Approve the submission. A new entry should show up on https://drupal.star.bnl.gov/STAR/publications
- Go to the local copy “STAR-PAC/STAR-PhysicsDatabase” on RCF cloned from Git
- Create a directory “xxx” under "STAR-PAC/STAR-PhysicsDatabase” where "xxx" is the paper ID assigned on Drupal, and move paper figures (PDF format) there. When the author list is finalized, move it to the directory as well
  - png or eps format can be used as well
  - If eps format is used, run "../convertit.pl"
- Commit the new directory to Git
- Go to "/afs/rhic/star/doc_public/www/all/physicsdatabase/", which is also a clone of the Git repository
- Run "pull" to download the new directory "xxx"
- Verify the figures are picked up by Drupal on https://drupal.star.bnl.gov/STAR/publications
Update the Drupal entry
- When a paper is accepted by a journal
- When a paper is published by a journal
- When the HPEData entry is made to public

GPC database

Git repository: https://github.com/STAR-PAC/STAR-GPC
The database for GPC and paper publication is stored under "/afs/rhic/star/doc_protected/www/common/GPCs", and can be read from https://www.star.bnl.gov/protected/common/GPCs/
When a new GPC is formed, create a record in the database. One can just copy the format of the existing entries.
- Update the record during the paper publication process whenever appropriate
Steps for creating a record
- Go to the local copy "STAR-PAC/STAR-GPC/data" on RCF cloned from Git
- Add a record in "STARpapers.xml"
  - gpcID is a unique number for each GPC, incremental by +1 for each new GPC
  - pubID is the "Publication ID” for the SUBMITTED paper from https://drupal.star.bnl.gov/STAR/publications
  - analysisID is the “STAR Note ID” for the SUBMITTED analysis note from https://drupal.star.bnl.gov/STAR/starnotes
Copy the updated "STARpapers.xml" to "/afs/rhic/star/doc_protected/www/common/GPCs/data/"
Push the update to Git
Check the records by opening the following webpage(s)
- https://www.star.bnl.gov/protected/common/GPCs/gpc-committees.xml
- https://www.star.bnl.gov/protected/common/GPCs/gpc-active.xml