Communication templates — YazSes paper v2 authorship and final approval¶

These templates implement the three-gate protocol in README.md.

Replace bracketed fields before sending. Keep private information in private channels. Do not paste a contributor's private email address into a public GitHub issue or discussion.

1. Initial public GitHub contact¶

Title: Invitation to participate as an author of the second YazSes paper

Hello @GITHUB_HANDLE,

We are preparing the second YazSes research paper based on the project's work and the newer benchmark/evaluation campaign. The project plan is to invite every contributor in the frozen YazSes contributor roster to participate as an author, including contributors whose work was code, documentation, translation, testing, field reports, design review, research, or platform validation.

I would like to ask whether you want to be considered for the author list.

Nothing will be published with your name without your explicit agreement. If you opt in, you will be asked to review the manuscript and later approve the exact final version before publication. Under this paper's policy, publication will not proceed until every invited contributor has explicitly agreed and every confirmed author has approved the final frozen text.

Please reply with one of these:

YES — contact me privately for the author information form
NO — I do not want to be an author
QUESTION — I would like more information first

Please do not post a private email address here unless you intentionally want it public.

Thank you again for your contribution to YazSes.

2. Private authorship invitation email¶

Subject: YazSes paper v2 — authorship invitation and consent

Hello [NAME],

Thank you for contributing to YazSes.

We are preparing a second research paper that covers the project's newer measurements and results. The project has chosen an inclusive authorship process: every contributor in the frozen contributor roster is invited to participate as an author.

Being invited does not automatically put your name on the paper. I need your explicit consent.

If you choose YES, you will be asked to:

confirm the exact name you want used in the publication;
provide your affiliation, or say “Independent” / no affiliation if that is your preference;
optionally provide an ORCID;
identify the contribution roles that describe your work;
review the draft and raise any concerns or corrections;
approve the exact final manuscript before publication.

The paper will not be published while any confirmed author has an unresolved objection, and final publication requires unanimous approval of the same frozen manuscript version.

Your decision has no effect on your existing project credit, your software contribution, or your ability to contribute to YazSes in the future.

Please reply with one of the following:

YES — I consent to participate in the YazSes paper v2 authorship process.

or

NO — I do not consent to be an author of this paper.

or

QUESTION — I need clarification before deciding: [question]

If you answer YES, please also complete the author information form below.

Best regards,
[PUBLICATION COORDINATOR]

3. Author information form¶

Please reply privately with:

Preferred publication name:
GitHub handle:
Contact email for manuscript coordination:
May this email be printed publicly in the paper? YES / NO

Affiliation exactly as it should appear:
  (You may write “Independent”, “Independent researcher”, or “No affiliation”.)

ORCID, if any:
  (Optional.)

Contribution roles:
  Choose all that truthfully apply and add your own wording if needed.
  - Conceptualization
  - Methodology
  - Software
  - Validation
  - Formal analysis
  - Investigation
  - Data curation
  - Writing — original draft
  - Writing — review & editing
  - Visualization
  - Resources
  - Project administration
  - Other contribution to describe in prose:

Short contribution description in your own words:

Relevant funding or conflict of interest to disclose:
  (Write “None” if none.)

Accessibility / review-format needs, optional:

Authorship consent statement:
  I consent to be considered a co-author of YazSes paper v2, I confirm that
  the contribution information above is accurate to the best of my knowledge,
  I agree to review the manuscript, and I understand that my name will not be
  included in a published version unless I explicitly approve the final frozen
  manuscript.

Type: I AGREE / I DO NOT AGREE

Subject: YazSes paper v2 — authorship consent recorded

Hello [NAME],

Thank you. I have recorded your authorship opt-in for YazSes paper v2.

Recorded publication metadata:

Name: [PREFERRED NAME]
Affiliation: [AFFILIATION]
ORCID: [ORCID OR NONE]
CRediT / contribution roles: [ROLES]
Public email permission: [YES/NO]

Please check those fields and reply if anything is wrong.

This is authorship consent, not final manuscript approval. You will receive the complete draft for review, and later you will receive one frozen final version identified by a source commit and PDF SHA-256. Publication will require your explicit approval of that exact final version.

Best regards,
[PUBLICATION COORDINATOR]

5. Friendly reminder — no authorship decision yet¶

Subject: Reminder — YazSes paper v2 authorship invitation

Hello [NAME],

A friendly reminder about the YazSes paper v2 authorship invitation sent on [DATE].

Because the project does not treat silence as consent, I still need an explicit YES, NO, or QUESTION from you.

There is no penalty for declining, and your existing project credit is unchanged either way.

Under the policy chosen for this paper, the manuscript remains blocked from publication until every contributor in the frozen roster has explicitly answered and, for authors who opt in, later approves the final frozen text.

You can reply simply:

YES — I want to participate as an author
NO — I do not want to be an author
QUESTION — [your question]

Thank you,
[PUBLICATION COORDINATOR]

6. Final status reminder — still no decision¶

Subject: YazSes paper v2 — explicit authorship decision still needed

Hello [NAME],

I am closing the current outreach round for YazSes paper v2, but I do not want to infer a decision from silence.

Your status is still no authorship decision received.

The project policy for this paper requires an explicit decision from every person in the frozen contributor roster, so publication remains blocked while your decision is unknown.

If you see this later, please reply with YES, NO, or QUESTION. There is no automatic deadline that converts no response into consent.

Thank you,
[PUBLICATION COORDINATOR]

7. Draft ready for author review¶

Subject: YazSes paper v2 — draft ready for author review

Hello [NAME],

Thank you for opting in as an author.

The manuscript draft is now ready for author review:

Draft identifier: [DRAFT ID]
Source commit: [COMMIT SHA]
Review link: [LINK]
Review round closes for coordination purposes: [DATE]

This is not yet the final approval round. Please review the scientific content and the publication metadata and send any corrections.

Please specifically check:

your author name, affiliation, ORCID, and contribution statement;
the proposed author order;
claims that relate to your contribution;
methods, results, limitations, and conclusions;
figures, tables, and captions;
acknowledgements, funding, and conflict statements;
anything that could misrepresent the project or your work.

Reply with either:

NO CHANGES REQUESTED
CHANGES REQUESTED: [describe each change]
QUESTION: [question]

All substantive requests will be tracked to resolution before the final manuscript is frozen.

Best regards,
[MANUSCRIPT EDITOR]

8. Review change resolved¶

Subject: YazSes paper v2 — response to your requested change

Hello [NAME],

Your review request:

[REQUEST]

was resolved as follows:

[RESOLUTION]

The updated text is at:

Source commit: [COMMIT SHA]
Location: [SECTION / LINE / LINK]

Please reply with:

RESOLVED — this addresses my request
STILL OPEN — [what remains]

Final approval will not begin while any author has an unresolved change request.

Best regards,
[MANUSCRIPT EDITOR]

9. Final manuscript approval request¶

Subject: ACTION REQUIRED — final approval for YazSes paper v2

Hello [NAME],

The YazSes paper v2 manuscript is now frozen for final approval.

Please review the attached / linked PDF and verify that it matches the version you are willing to publish.

Final fingerprint

Manuscript title: [TITLE]
Ordered author count: [N]
Source commit: [FULL COMMIT SHA]
PDF filename: [FILENAME]
PDF SHA-256: [SHA256]
Approval manifest: [LINK OR IDENTIFIER]
Intended publication target: Internet Archive
Final approval requested by: [DATE]

Please check your name, affiliation, the full text, figures/tables, contribution statement, acknowledgements, funding/conflicts, and the final author order.

Reply with exactly one of the following:

APPROVE YAZSES-V2 [PDF_SHA256]

This means: “I approve this exact frozen manuscript for publication with my name in the stated author list.”

or

CHANGES REQUESTED — [describe the required change]

or

WITHDRAW — I no longer consent to publication of this paper with my name as an author.

Silence is not approval.

If any author requests a change, a new manuscript fingerprint will be created and a new approval request will be sent to all authors. An approval of an older hash never carries forward automatically.

The paper will be uploaded only after every author has approved the same fingerprint.

Thank you,
[PUBLICATION COORDINATOR]

10. Approval received¶

Subject: YazSes paper v2 — final approval recorded

Hello [NAME],

Thank you. Your final approval has been recorded for:

Source commit: [COMMIT SHA]
PDF SHA-256: [SHA256]
Received at: [TIMESTAMP]

No action is needed now.

If the manuscript changes for any reason before publication, this approval will be invalidated and you will receive a new final version for approval.

Best regards,
[PUBLICATION COORDINATOR]

11. Final approval invalidated because the manuscript changed¶

Subject: YazSes paper v2 — previous approval invalidated; new approval required

Hello [NAME],

After the previous final approval round, the manuscript changed:

[SHORT DESCRIPTION OF CHANGE]

Because final approvals are tied to one exact manuscript, all previous approvals are now invalid.

A new frozen version has been created:

New source commit: [COMMIT SHA]
New PDF SHA-256: [SHA256]
Previous PDF SHA-256: [OLD SHA256]

Please review the new version. A fresh final approval from every author is required before publication.

Best regards,
[PUBLICATION COORDINATOR]

12. Decline / withdrawal acknowledgement¶

Subject: YazSes paper v2 — your decision has been recorded

Hello [NAME],

Thank you for the clear response. I have recorded that you do not consent to be an author of YazSes paper v2 / that you withdrew your consent.

Your existing YazSes contribution credit is unchanged.

Under the publication policy chosen for this manuscript, your decision means the paper is not publishable in its current all-contributors-as-authors form. We will not put your name on a paper without your consent and we will not silently remove you merely to make the approval gate pass.

Thank you for letting us know,
[PUBLICATION COORDINATOR]

13. All final approvals received¶

Subject: YazSes paper v2 — unanimous final approval complete

Hello everyone,

All confirmed authors have now approved the same frozen manuscript fingerprint.

Source commit: [COMMIT SHA]
PDF SHA-256: [SHA256]
Author count: [N]
Unresolved change requests: 0
Withdrawals: 0

The manuscript may now proceed to the Internet Archive publication checklist.

No manuscript content or byline metadata may change between this approval and upload. If a change becomes necessary, publication will stop and a new unanimous approval round will begin.

Thank you,
[PUBLICATION COORDINATOR]

14. Publication completed¶

Subject: YazSes paper v2 — published archive record

Hello everyone,

The unanimously approved YazSes paper v2 has been published to the Internet Archive.

Internet Archive item: [ARCHIVE IDENTIFIER / LINK]
Published title: [TITLE]
Source commit: [COMMIT SHA]
PDF SHA-256: [SHA256]
Publication date: [DATE]

I verified that the uploaded PDF and creator order match the unanimously approved package.

If you notice an archive metadata error, please report it. Any correction that changes the manuscript, byline, scientific content, or interpretation will be handled as a new version with a new approval round.

Thank you for your contribution and for reviewing the paper.

Communication templates — YazSes paper v2 authorship and final approval¶

1. Initial public GitHub contact¶

2. Private authorship invitation email¶

3. Author information form¶

4. Authorship consent confirmation¶

5. Friendly reminder — no authorship decision yet¶

6. Final status reminder — still no decision¶

7. Draft ready for author review¶

8. Review change resolved¶

9. Final manuscript approval request¶

10. Approval received¶

11. Final approval invalidated because the manuscript changed¶

12. Decline / withdrawal acknowledgement¶

13. All final approvals received¶

14. Publication completed¶