Please ensure to use the correct and final Paper ID assigned to you.
Once all files are ready for submission login to My Contributions (at the left-hand menu) and upload your files.
How to submit a paper can be referenced at Submitting a paper - JACoW - Running an IPAC.
Email ccst@cyclotron.cn if you have questions or difficulty submitting your files.
Instructions for paper preparation
All work that is properly presented by a registered author at CYC2025 will be included in the proceedings to be published on the JACoW website(https://www.jacow.org/).
Number of Pages Permitted
Contributions for invited orals may be up to a maximum of 5 pages long (4+1 for overflow).
Contributions for other orals and posters may be up to a maximum of 4 pages long (3+1 for overflow)
When preparing your paper, using the JACoW templates is mandatory—always download the latest version of the JACoW template before starting to write a paper, even if you are an experienced author and/or have submitted a paper in a previous JACoW conference.
The template files can be downloaded from the following links:
Microsoft Word template: http://jacow.org/Authors/MSWord (download Word_Templates.zip directly) – Microsoft Word is a word processing software developed by Microsoft.
LaTeX Templates: http://jacow.org/Authors/LaTeX (download LaTeX_Templates.zip directly) – LaTeX is a high-quality typesetting system; it includes features designed for the production of technical and scientific documentation.
Do NOT reuse the source file from a previous paper to avoid use of possibly old template parts.
Ensure that the template you download corresponds to the version of software you are using. Do NOT convert documents across different platforms, MAC < > PC, or across different versions of Microsoft Word on the same platform.
Always use the styles contained in the templates. These styles will automatically ensure correct typesetting and layout, and ensure you are not called to fix these problems again.
Basic Hints for authors
- Common Author Oversights
- Formatting Citations
- Reference Search Tool (instructions)
- CAT Scan Editor – docx & LaTeX validator (instructions)
- Description of Electronic Processing of Submissions
Instructions for paper Submission
The deadline for the upload of contributions to the proceedings is:
Wednesday, 29 October 2025, 23:59:59 (UTC+8)
Files to Upload
Authors are required to submit a PDF file made from the source document, the source file (docx or tex or odt), and all figure files in their native format (jpg, gif, tiff, png, eps, etc.).
Check that the image quality is still the same as in the source file, especially for color images, and the text in the image is readable.
Make sure the fonts are embedded in the PDF file.
Submission of Electronic Files
Only files named according to the paper's program code should be uploaded via My Contributions -> Submit files -> Paper. For example for paper code MOB05, the paper contains figures, the file names should be:
- MOB05.tex (or .docx, .odt, etc) corresponding to the source file and are to be selected in the “Source File” upload box
- MOB05.pdf, selected in the “PDF” upload box
- MOB05_f1.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 1. Figures and other supporting files are to be selected in the “Other Supporting Files” upload box
- MOB05_f2.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 2. Figures and other supporting files are to be selected in the “Other Supporting Files” upload box
- MOB05.bib corresponding to the BibTeX file (if any). The main BibTeX file are to be selected in the “BibTeX file (only for LaTeX papers” upload box
Submission of Talk files
The slides for the talk have the paper's program code too, but get “_talk” as an additional qualifier. For example for paper code MOB05, the file name(s) should be: MOB05_talk.pptx (or ppt, pps, ppsx, pdf, odp), choosing Submit Files -> Slides.
Submission of Posters
The pdf file of the poster which will be presented in the poster session can be uploaded in addition to the paper. The poster has the paper’s program code too but gets “_poster” as an additional qualifier. For example for paper code TUP13, the file name should be: TUP13_poster.pdf and be uploaded by choosing Submit Files -> Poster.
Upload of File Bundles
Supporting files (figures, bibliographies, etc.) can be uploaded under File Type Supporting Files for Papers. The source file (tex, docx, or odf) and the pdf file have to be uploaded separately otherwise the upload is incomplete and not flagged as available for the editorial team.
Please note: Any paper accepted for presentation and not presented by one of the authors at the conference will be excluded from the proceedings. In addition, the Scientific Program Committee reserves the right to refuse papers for publication that have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered to be posters, and papers presented in this way will not be accepted for publication.
Please make sure that the paper title and co-authors on the paper are identical to the paper title and co-authors already entered in the abstract. If this is not the case, please refer to How to edit your contributions - JACoW - Running an IPAC and edit your contribution. The metadata in the CYC2025 conference database should be consistent between abstract and paper because it will be used for the production of the abstract booklet.
The papers will be processed by the editorial team starting during the week before the conference. The authors will receive an e-mail about the processing status. Alternatively, authors should check the status board (green=accepted, yellow=request for proof-reading, red=problems).
Once all files are ready for submission login to: My Contribution and upload your files.
Email ccst@cyclotron.cn if you have questions or difficulty submitting your files.
