--------------- Manuscript.html --------------- Instructions to Conference Coordinators Planning Your Conference Publication: You have undertaken the considerable task of coordinating a conference. The Research Publishing and Printing Branch (RPPB) is providing this information to assist you as you prepare your Conference Publication (CP). Manuscript preparation kits are now available online. These kits have been designed by RPPB to assist conference coordinators and authors in preparing CP papers. The kits include instructions for writing, preparing, and submitting papers. Detailed format options and guidelines are specified. As the coordinator, you should choose Format One (a full technical paper with figures integrated in the text or at the end of the paper) or Format Two (a paper with the text at the top of each page and the corresponding figure at the bottom of the page). If you would like to mail kits to the authors, please request them from RPPB (ext. 42504). Instructions to Technical Coordinators for Conference Publications: 1. Specify that authors adhere to the format you have chosen (Format One or Format Two) so that the Conference Publication will have a consistent appearance throughout. Remind authors that they may paste their own reduced figures if they wish, but emphasize that they must follow the guidelines in the kit. 2. Set a deadline for submission of papers and indicate that the camera-ready paper, a copy, and the transmittal form be sent to you. The transmittal forms will be helpful to whomever compiles the Conference Publication and should remain with the paper. 3. Limit the page count per paper to 10 to 15 pages (including figures and tables), especially for large conferences. The maximum number of pages that will fit in one book is about 600, so plan accordingly. 4. Coordinators are responsible for providing final camera-ready Conference Publication to RPPB. The coordinator must obtain or perform any editing of the individual papers in the Conference Publication, must have the text corrected, must obtain the proper-sized figures and halftone photos (either from the author or through the Photographics Section) to allow the most concise layout possible (i.e., multiple reduced figures per page instead of single full-sized figures on each page), must number the pages of the finished Conference Publication consecutively with typed or typeset numbers, and must complete the Contents and the Report Documentation Page. The coordinator then forwards the complete, camera-ready Conference Publication to the Research Publishing and Printing Branch, where an editor verifies its layout. 5. The editor will verify that the Conference Publication is acceptably prepared in regards to items mentioned above. They will contact the coordinator if any deficiencies are found. 6. The forms required to process Conference Publications are Langley Form 99 and Standard Form 298 (Report Documentation Form). Please contact us if you have any questions. Use of the manuscript preparation kit and enforcement of the guidelines will help you prepare your CP more quickly and easily and will result in shorter time to publication of the document. For information on preparing your CP, call the RPPB office at (804) 864-2504. For information about possible free-lance support for CP preparation, call the RPPB lead editor at (804) 864-2507. Donna Roper Updated 2/6/95 ---------- Write.html ---------- Writing the Paper Format Two formats are used at Langley. The NASA technical coordinator determines which format you will use. The usual order of the full technical paper format (see Sample: Format One) is text, references, tables, and figures (unless tables and figures are integrated into the text). Do not use only one subheading under a main heading; if you cannot determine a second subheading, write the other subheading into the text. The setup of the second format (text at the top of the pages and figures at the bottom) is shown in Sample: Format Two. References 1. Cite your references in numerical order in the text and in the reference list. 2. Use only published references in the reference list. Do not cite documents that are in press, to be published, or accepted for publication in the list. 3. If you cite another paper in the same Conference Publication, use the following format: Author of paper: Title of paper. Title of conference, NASA CP- (allow 4 spaces), 19__. (Editors will provide the CP number prior to printing.) Figures and Tables Cite your figures and tables in numerical order in the text. Label the figure number lightly in nonreproducible blue pencil in the margin or on the back of each table or figure. Figures and tables can be integrated into the text or pasted two to a page after the text (see your format sample). Do not send photocopies (for example, from Xerox machines) to be used as original figures. You may reduce and paste line drawings, charts, and tables or send full-size originals and we will reduce and paste them for you. In this case, include lists of figure captions and table titles. Because of the expense and time delay involved in printing color figures, please avoid using them in Conference Publications. Photographs Send the original glossy photographs; do not reduce the photo or send halftone prints. (A halftone is a photo that has been screened into a series of dots for the camera.) We will reduce and paste the photos for you. Indicate the figure number and the top of the photo in the white margin or on the back; do not use a ballpoint pen to do this. Use a felt-tip, nonreproducible blue pen and do not mark hard. Symbols and Abbreviations Define symbols and abbreviations (especially acronyms) the first time they are used or include a Symbols and Abbreviations Section and include it near the beginning of the paper (after the Introduction). Trade Names Do not use trade or manufacturer's names unless you cannot describe a product generically. If you must use a trade name, use it as an adjective and give credit to the owner (e.g., "Kevlar 49 aramid fibers, manufactured by E.I. du Pont de Nemours and Co., Inc."). Copyrights You are responsible for obtaining copyright permission from the publisher for material taken directly from copyrighted documents. You must send a written clearance from the publisher when you submit your paper to NASA. Material taken from government publications or done on government contract is not copyrighted. Transfer of Computer Files In addition to sending a hard copy of your paper, please submit an electronic version on disc or send via e-mail. This will enable us to make any minor changes to your paper with the least amount of effort. Contact the conference coordinator to find out what software is acceptable and how files should be transferred. Work Done on Contract If your work was performed under contract, indicate this by a footnote to the title. ------------ Prepare.html ------------ Preparing the Paper Text Single space or use 1 1/2 spaces between the lines of type. (If the paper contains subscripts and superscripts, 1 1/2 spacing is preferable.) Use a ragged right margin (lines of unequal length) rather than a justified margin (all lines even). Image Area of Pages All text and figures (excluding page numbers) must conform to an image area 7 1/8 in. wide by 9 3/16 in. long. Typefaces and Fonts Use 12-point type with at least two points of leading. (Leading is the space between the lines.) Times is preferred. Page Numbers Number your pages consecutively outside the image area. Handwritten page numbers are acceptable. Headings, Spacing, Indents, and Paper Setup Follow the typing sample given to you in your package. This sample will show you proper setup for the paper. Figure Captions and Table Titles If you paste your figures, the captions should be placed below the figure in the following format: Figure 1. Two-dimensional skin-friction balance prototype and performance data. (Use initial caps only and a period at the end.) If you reduce and paste your tables, titles should be placed above the table in the following format: Table I. Laminar-Flow Results (Use caps at the beginning of each word unless it is a preposition; do not use a period at the end.) If NASA will reduce and paste the figures and tables, include lists of captions and titles. References The reference section follows the text but precedes the tables and figures (unless the figures and tables are integrated into the text). Use the following format: 1. Parker, James F., Jr.; and West, Vita R., eds.: Bioastronautics Data Book, Second ed., NASA SP-3006, 1973. 2. Antonia, R. A.; and Luxton, R. E.: The Response of a Turbulent Boundary Layer to a Step Change in Surface Roughness. Part 2. Rough-to-Smooth. J. Fluid Mech., vol. 53, no. 4, June 27, 1972, pp. 737-757. 3. Om, Deepak: Navier-Stokes Simulation for Flow Past an Open Cavity. AIAA-86-2628, Oct. 1986. 4. Slater, Philip N.: Remote Sensing - Optics and Optical Systems. Addison-Wesley Publ. Co., Inc., 1980. Equations Put equation numbers in parentheses at the right-hand margin. R = CH + B (1) ----------- Submit.html ----------- What To Submit to NASA Text 1. Submit an original copy (directly from the printer) of your Conference Publication paper in camera-ready form, which literally means ready to be photographed. NASA editors do not make extensive changes in these papers but merely proof them for errors. 2. Provide a photocopy of your paper (including tables and figures). 3. If your paper was prepared on a computer, along with the camera-ready hard-copy version, send a copy on disc and indicate what software and version you used. Figures and Tables You may paste your tables and line art (charts and graphs) or send us full-size photographic prints and we will reduce and paste them. If you use original photographs, provide us with the full-size glossy photographs or glossy prints. Do not reduce photographs or provide us with halftones. We will handle photograph preparation here at Langley Research Center. Other Requirements Fill out and return the Transmittal Form for Camera-Ready Conference Papers with your paper, photocopy, and disc. If you have questions, call the conference coordinator. Transmittal Form Date: Author's name, address, phone number, and FAX number: Conference title, date, and location of conference: NASA technical coordinator: Number of pages of text: Special instructions: Number of tables: Number of figures: Did you cite in your reference list any other paper in this same Conference Publication? If so, list the reference number: Software and version used to produce manuscript: