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SciPy Proceedings

This is the repository for submitting to and managing the Proceedings for the Annual Scientific Computing with Python Conference.

This repository is a home for authors, reviewers and editors to collaboratively create the proceedings for the conference.

You can find more information about the proceedings' organising principles below.

All communication between authors and reviewers should be civil and respectful. There are no exceptions to this rule. Please see the SciPy Code of Conduct for more info.

You can find the schedule for 2023 below.

Please use @-mentions in issues and pull requests(PRs) to contact the proceedings Co-Chairs.

If you are an Author, please see Instructions for Authors.

If you are a Reviewer, please see Instructions for Reviewers.

If you are an Editor, please see Instructions for Editors.

If you are a Publisher, please see Instructions for Publishers.

If you are Submitting Slides, please see Instructions for Slides.

Organising Principles: Openness

Overall, the SciPy proceedings are organised to be a fully open proceedings.

We aim to combine the best aspects of open source development, open peer review, and open access publication.

Built by and for Open Source Communities on Open Source Tech

The technologies used for running the conference are themselves developed in the open and built on open source tools.

Open Development:

The systems for running the conference are built on top of open source tools:

Open Peer Review meets Open Source Code Review

The entire submission and review procedure occurs through public PRs attached to identifiable individuals.

Open Access for an Open Community

The papers are published as true Open Access (OA) articles with Creative Commons Attribution (CC By) license.

The community is involved in the entire process for creating the proceedings, which ensures relevance to the community that created them.

Contacting the Proceedings Co-Chairs

The most effective way to contact the Proceedings Co-Chairs for issues related to this GitHub repository is to use GitHub's issues and "@"-mentioning the Co-Chairs.

In 2023, the Proceedings Co-Chairs are

Timeline for 2023

In addition to the following list, we break up the deadlines in the respective documents for authors and reviewers.

Instructions for Authors

Please submit your papers by 23:59 PST of the 1st Draft for Submission Deadline.

Submit your papers as a reStructuredText (rst) or LaTeX file via PR against this repository. Supporting LaTeX submissions is very new this year, so please consider it to be in beta, and please only use this option if you are already familiar with writing papers in LaTeX.

During the Open Review Period authors should work with their reviewers to refine and improve their submission.

Proceedings Co-Chairs have final say in determining whether a paper is to be accepted to the proceedings.

Authors should respond to all the reviewers' comments.

Authors should default to modifying their papers in response to reviewers' comments.

Authors may not agree with the reviewers comments or may not wish to implement the suggested changes. In those cases, the authors and reviewers should attempt to discuss this in the PR's comment sections. It is important to remember in these cases that we expect all communication between authors and reviewers to be civil and respectful.

In the event that authors and reviewers are deadlocked, they should alert the Proceedings Co-Chairs to this situation. As always, the Proceedings Co-Chairs have final say in whether to accept or reject a paper.

Author Deadlines

General Information and Guidelines for Authors:

Author Workflow

Below we outline the steps to submit a paper.

Before you begin, you should have a GitHub account. If we refer to <username> in code examples, you should replace that with your GitHub username.

More generally, angle brackets with a value inside are meant to be replaced with the value that applies to you.

For example, if your GitHub username was mpacer, you would transform

git clone https://github.com/<username>/scipy_proceedings

into:

git clone https://github.com/mpacer/scipy_proceedings

Author workflow steps

  1. Get a local copy of the scipy_proceedings repo.
  2. Update your local copy of the scipy_proceedings repo.
  3. Create a new branch for your paper based off the latest 2023 branch.
    • If you submit multiple papers, you will need a new branch for each.
    • Your branch should only contain your paper and the example papers.
    • Do not delete the example papers from your branch.
  4. Set up your environment.
  5. Write your paper, commit changes, and build your paper
  6. Create a PR or push changes to your PR's branch and check your paper on http://procbuild.scipy.org.
    • If you want to alter the build system, do not include it in your submission's PR, create a separate PR against dev (see below for more details).
  7. Repeat steps 5 and 6, while also responding to reviewer feedback.
  8. Unless instructed otherwise by the proceedings team, DO NOT fetch or pull the original 2023 branch after you start your paper.
    • Likewise, DO NOT update (merge/rebase) your branch with the original 2023 branch.
    • Otherwise, your branch may contain more than one paper, someone else's paper.
    • If you do, you may need to create your branch again and start over.
    • All changes to your branch should be confined to only your paper directory.

Getting a local copy of the scipy_proceedings repo

If you run git remote -v you should see something like the following:

origin  https://github.com/<username>/scipy_proceedings.git (fetch)
origin  https://github.com/<username>/scipy_proceedings.git (push)
upstream    https://github.com/scipy-conference/scipy_proceedings.git (fetch)
upstream    https://github.com/scipy-conference/scipy_proceedings.git (push)

Getting the latest branch

If you are submitting only one paper, you can use the 2023 branch directly.

Otherwise, you will need to create a new branch based on 2023 and set its upstream to origin.

git checkout 2023
git checkout -b <your_branch_name>
git push --set-upstream origin <your_branch_name>

Setting up your environment

Write your paper

Commit your changes

If you want to change the way the build system works, we use a separate submission procedure (see below).

Build your paper

Create a paper PR

Creating build system PRs

If you want to change the way the build system works, we use a separate submission procedure.

Push to your PR

When you push to your repositories branch it automatically updates the PR. This triggers a new build on the provided build server.

Check your paper's build

We encourage reviewers to review the PDFs built on our build server.

You should regularly check to see if the paper(s) that you build locally match the paper(s) that you see on the server.

If it is not the same, please immediately contact us with a GitHub issue describing the discrepancy. Please include screenshots and an explanation of the differences. For best results, please @-mention the Proceedings Co-Chairs.

Instructions for Reviewers

You will be reviewing authors' pull requests. While authors should have a proper draft of their paper ready for you by 1st Draft Submission deadline.

We ask that you read this set of suggested review criteria before beginning any reviews.

All communication between authors and reviewers should be civil and respectful at all times.

The goal of our review process is to improve the paper that the authors are working on. Our aim is to have you and the author collaborate on making their better by using an iterative process.

While our basic approach is to have you and the author iterate, we ask you to complete an initial review and start that conversation by the Initial Complete Review Deadline.

We ask that by the Final Recommendation Deadline you have a recommendation to either accept or reject the paper at that point and time.

Note: You many recommend changes after the Final Recommendation Deadline. If there are any major changes after the Final Recommendation Deadline you should immediately contact the Proceedings Committee Co-Chairs. As a heuristic, if you think the paper should not be in the proceedings unless the authors make the change in question, then that change should be requested and made before the Final Recommendation Deadline.

Reviewer Deadlines

Reviewer Workflow

Review Criteria

A small subcommittee of the SciPy 2017 organizing committee has created this set of suggested review criteria to help guide authors and reviewers alike. Suggestions and amendments to these review criteria are enthusiastically welcomed via discussion or pull request.

Requirements

Debian-like distributions:

sudo apt-get install python-docutils texlive-latex-base texlive-publishers \
                     texlive-latex-extra texlive-fonts-recommended \
                     texlive-bibtex-extra

Note you will still need to install docutils with pip even on a Debian system.

Fedora

On Fedora, the package names are slightly different:

su -c `dnf install python-docutils texlive-collection-basic texlive-collection-fontsrecommended texlive-collection-latex texlive-collection-latexrecommended texlive-collection-latexextra texlive-collection-publishers texlive-collection-bibtexextra`

Build Server

There will be a server online building open pull requests at http://procbuild.scipy.org.

Authors: you should check to ensure that your local builds match the papers built on this site. Please create an issue if they do not match.

Reviewers: You should be able to pull a built PDF for review from there.

For organisers

Instructions for Publishers

To information about how to manage the whole proceedings, please see publisher/README.md and publisher/Makefile.

Publisher Deadlines

Instructions for Editors

As reviewers review papers, editors should apply labels to the PR to flag the current state of the review process.

Editors should come to a final 'ready', 'unready' decision before the Final Editorial Decisions for Proceedings Contents deadline.

Editor Deadlines

Instructions for Slides

Slide/Poster submission steps

  1. Get a local copy of the scipy_proceedings repo.
  2. Update your local copy of the scipy_proceedings repo.
  3. Create a new branch for your paper based off the latest 2023 branch.
  4. Inside the presentations folder, there are directories for:
    1. 3-minute lightning talk slide decks (lightning)
    2. Posters presented at the poster session (posters)
    3. 30-minute talk slide decks (slides)
    4. SciPy tools plenary slide decks (tools)
  5. Choose the appropriate folder, and make a new directory inside it (it needs a unique name)
  6. Copy your slide deck or poster into the directory, and add a file called info.json with the following fields needed for uploading to Zenodo (using an empty string for author orcid or affiliation if these cannot be provided): 
    {
"title": "The title of your presentation",
"authors": [
    {
        "name": "The first author or presenter",
        "affiliation": "first author's affiliation",
        "orcid": "0000-0000-0000-0000"
    },
    {
        "name": "The second author or presenter",
        "affiliation": "second author's affiliation",
        "orcid": "0000-0000-0000-0001"
    }
],
"description": "1-4 sentences explaining what your presentation is about"
}
  7. Create a PR

You can see examples of submissions in the example folder in each presentation directory.