This page is about proceedings of a conference. For information about individual conference papers, see here.
If proceedings have been published for a conference, either in book format, as a journal volume, or made available online, create a proceedings record in HEP. If the ‘proceedings’ are merely slides for talks at a conference, don’t create a proceedings record, just include a link to the slides in the conference record in 8564__u with a note in 500__a that the link leads to talks from the conference.
If there is no conference record in INSPIRE for the proceedings, create one first. You will need to add the CNUM of the conference to the proceedings in order to connect the two records.
The CNUM of the conference goes in 773__w.
All proceedings records will include 980__a:HEP and 980__a:Proceedings
If the proceedings have an ISBN, add this to 020__a with no hyphens. If there are multiple ISBNs for different formats, you can add them each in a separate 020__a field with the format in 020__b (Print, ebook, Online).
A DOI or HDL for the entire proceedings goes in 0247_a with 0247_2:DOI or 0247_2:HDL.
Report numbers go in 037__a.
Use these general instructions for curating HEP titles, but proceedings titles follow some standards listed below.
If there are any alternate words that could fit in the title, they will go in 210__a. For example, if the proceedings are for the 25th ICHEP Conference, but in various place the proceedings are referred to as Proceedings of the XXV ICHEP Conference, you can include 210__a:XXV in the record.
The title of the conference proceedings goes in 245__a. The format should be Proceedings, nth Title of Conference (acronym). For example, 245__a:Proceedings, 35th International Conference on High energy physics (ICHEP 2010).
Information about the location and date of the conference goes in 245__b. The format should be City, Country, Month dd-dd, yyyy. For example, 245__b:Paris, France, July 22-28, 2010.
Number of pages goes in 300__a.
If the proceedings are published outside a journal and have a publisher, put this information in the 260 field, with subfield ‘a’ as place of publication, subfield ‘b’ the publisher, and subfield ‘c’ the year of publication. If it is part of a series, put the standard full series name in 490__a and the volume number (if applicable) in 490__v. Do this even if the series is in the Journals database.
Page numbers go in 773__c in the format pp.firstpage-lastpage. You can add this regardless of whether the proceedings were published in a journal. If the proceedings are published in a journal we have in the Journals database, put this information in the 773 field as well, with subfield ‘p’ containing the journal short name as listed in the Journals database, subfield ‘v’ containing the volume number, and subfield ‘y’ containing the year.
Proceedings records should not have references. References should be attached to individual contributions to avoid double counting and to assign credit directly to the correct author(s). If fulltext is uploaded to a proceedings record, Refextract will automatically extract references about a day later. Delete all 999C5 fields from the record but leave the 999C6 field, otherwise the auto-extraction will happen again.
If a conference produces a book of abstracts rather than a proceedings of full conference papers, create a Proceedings record and include Mini-proceedings or Book of abstracts in the title. Do not create separate conference paper records for each abstract.