|
Home page List of proceedings Info for readers Info for authors Info for editors Info for libraries Order form Shopping cart |
This page provides the style sheet for all proceedings published by
Cascadilla Proceedings Project. The deadline, submission address, and
any other instructions specific to a particular proceedings are on a
separate page which was sent to you by the volume editor for your
proceedings. If you are using LaTeX, Max Bane has created a LaTeX class file which should make it easier for you to follow this style sheet. Style Sheet Margins: This is the most important item in making sure that there are no production problems. For US letter paper (8.5" x 11"): left and right margins must be 1.38". Top and bottom margins must be 1". For A4 paper (8.27" x 11.69"): left and right margins must be 1.24" (3.15 cm). Top margin must be 1" (2.54 cm), and bottom margin must be 1.69" (4.29 cm). When you print your paper, use a ruler to check that the text block is 5.75 inches across (14.6 cm) on the printout. If the text block is 5.5 inches or 6 inches, you have done something wrong. Make sure you do not use page setup options or print options like "precision bitmap alignment" or "fit to page" -- these will change the size of your text block. No items on your page may project beyond these margins. That includes tables, figures, text, footnotes -- you should be able to physically cut off the margins of your paper and not lose any printed material. It can be particularly difficult to have a table line up correctly with the left margin, so you may have to indent your tables a bit to make sure they don't stick out into the margin. First footer: On the first page of your paper only, you need to create a footer at the bottom of the page. The footer margin should be set to 0.75" for US letter paper, or to 3.66 cm for A4 paper. This footer is for your copyright notice, and should be 4 lines long. The first line is blank, which adds some space between the copyright notice and the text or footnotes. The second line should say "© [year] [your name]." (for example, © 2006 Michael Bernstein). The third line should say "Cascadilla Proceedings Project." The fourth line should say "Completed [date]." (for example, Completed August 25, 2006). We will update this copyright notice with specifics about the proceedings, but we need the basic information in place. The fourth line allows us to verify which version of your paper we have, and will be removed before publication. Page limit: There is no set page limit except for certain proceedings. Your paper should reflect the content of your conference talk, revised when appropriate. Do not add lots of extraneous material or reams of raw data. Because of the formatting for these proceedings, your paper might not fill up many pages. It is normal for a 20-minute conference talk to only need 6-8 pages. Title and author: Place your title on the first line of your paper, in 18-point bold Times or Times New Roman. The title, author, and affiliation lines must be centered. Capitalize the first word and last word of the title and sub-title, and then capitalize all words except determiners, coordinating conjunctions, prepositions, and words cited as linguistic examples. For hyphenated compounds, capitalize the first element; also capitalize the second element unless the first element is a prefix or the second element is a determiner, conjunction, or preposition. DO NOT PUT YOUR TITLE IN ALL CAPS. After the title, skip a line, put your name, and then put the name of your institution or affiliation (without your department) on the following line. Your name must be 14-point bold Times or Times New Roman, centered. Your affiliation must be 10-point bold Times or Times New Roman, centered. If you have more than one author, put all the authors' names on the same line. On the next line, put the names of the authors' institutions in the same order as the authors' names: University of Rochester and Harvard University If all of you are from the same institution, only write the institution's name once: Smith College If some authors are from one institution and some are from another and you don't want to repeat institution names, please use a small superscript numeral after each author's name and before each affiliation: 1Brown University and 2National University of Lesotho Skip two lines before the start of your text. Fonts: The base font must be 10-point Times or Times New Roman throughout, for text, examples, diagrams, etc. References and any footnotes or endnotes must be 9-point. Anything smaller than 9-point may not reproduce well in the printed proceedings and can be hard to read. When you format tables and figures, do not use font sizes that are too small to read comfortably. When you generate the PostScript or PDF file for your paper, make sure you embed ALL fonts. If you use a phonetic character font, you must embed that font or else most readers will see arbitrary letters or symbols instead of the characters you intended. Line spacing: Everything must be single-spaced, not double-spaced. Optional: If you want your paper to look its best, you should set the line spacing for the body of your paper (which is in 10-point type) to "exactly 12 point" instead of "at least 12 point" or single spacing. Similarly, you should set the line spacing for your references and footnotes (which are in 9-point type) to "exactly 11 point". This will provide a readable line spacing which is very close to single spacing and will prevent the line spacing from looking uneven when you have font or style changes within a paragraph. If you do set exact line spacing, make sure that your title and author lines, as well as any figures or tables, are still set to single spacing so the title and author lines don't get too squeezed together and figures don't get cut off. If you don't want to take a few minutes to do this, then just use single spacing. Indents and justification: Indent the first line of each paragraph 0.25 inch (0.64 cm). Do not skip a line between paragraphs. Text, footnotes, and references must be fully justified. Most formatting mistakes we see are because people do not follow the above paragraph. Before you submit your paper, check every point in the above paragraph individually. If you skip lines between each paragraph, or use a 0.5 inch indent, or leave your text or footnote left justified, you will delay publication and create more work for yourself and others later. Examples: Examples should be in the same font and font size as the text of the paper. Skip one line before and after examples. Headings: Number your section headings and subheadings, starting with 1. Headings must be 12-point bold, and subheadings must be 11-point italic (not bold). Subheadings should all be formatted the same way, even if you have multiple levels such as 2.1, 2.1.1, etc. All headings and subheadings must be left-justified. Skip one line before and after headings, but do not skip a line directly between a heading and a subheading. Tables and figures: Tables and figures must be in their actual positions in the paper, not placed at the end or on separate pages. Do not use color in your tables and figures. Make sure that any text in your tables and figures is at a large enough font size to read easily. Tables and figures should be crisp when viewed on screen and when printed. If they are blurry when the text paragraphs are crisp, this indicates that they are pasted in at a low resolution. Images should be at least 300 dpi at their final size. Charts and graphs should be vector graphics whenever possible (pasted in place as EPS files, for example, if they were imported from a separate program) rather than bitmaps (such as JPG, TIF, or PICT). If you cannot select a piece of text in a chart or graph the way that you can select text in a regular paragraph, it is a bitmap. While bitmaps are sometimes necessary, they make your file size larger, are slower to print, and cannot be searched. Appendices: If you have any appendices, these must come after all material except any endnotes and the references. The references must be the last item in the paper, not the appendices. Any appendices must have a section heading just like a section of your paper. If you have more than one appendix, you can put them all in one section titled Appendices and use subheadings for each appendix, or you can put each one in a separate section and use a section heading for each appendix. These section headings and subheadings must be left-justified, and formatted the same as the rest of your paper. Endnotes and footnotes: You may use either endnotes or footnotes in your paper. We recommend footnotes, because those are much more convenient for the reader. If you use endnotes, these must appear before the references, with a section heading of Notes. The actual endnotes or footnotes must be in 9-point type, rather than the 10-point used in the text. They must be single-spaced, and must be fully justified. (As with regular text paragraphs, fully justified means that each line of a paragraph except for the last line must extend to the right margin.) References: After your text and after any appendices or endnotes, skip one line and type "References" (in 12-point bold, left-justified). Then skip one more line and start the references. Do not skip lines between references. The actual references must be in 9-point type, rather than the 10-point used in the text. References must be single-spaced, and must be fully justified. (As with regular text paragraphs, fully justified means that each line of a reference except for the last line must extend to the right margin.) Each reference must use a hanging indent of 1/4 inch (0.63 cm.) -- this means that the first line of each reference must start at the left margin, and each subsequent line of that reference must start 1/4 inch indented from the left margin. This is the opposite of a normal text paragraph, where only the first line is indented. Do not use returns and tabs in the middle of a reference to create hanging indents. Instead, set the left margin or indentation for the references to 1/4 inch, and set the first line indentation to -1/4 inch. You may use any common format (LSA, MLA, APA, etc.) for the references, as long as you don't switch from one format to another in the middle. Please make one exception to whatever standard format you use: include full first names for authors who use first names. This makes it easier for readers to find your references. Hyphenation: This is important if you want your paper to be fully searchable -- turn off automatic hyphenation and do not manually hyphenate any text. Page numbers: Do not put any page numbers on your paper. We will assign and add page numbers before publication. Do not cross-reference specific pages within your paper; instead, refer to section numbers or example numbers. Fractional widths and double spaces: If your word processor allows you to turn fractional widths on or off, please turn fractional widths on. This will improve the appearance of your printed paper. The most noticeable effect is that bold-faced type will not have extra space after every letter. You should not use double spaces unless you are pushing words apart within an example. After colons and periods you should only use one space. If you are used to typing two spaces, the easiest thing to do is to wait until you are done preparing your paper, then do a "search and replace" to replace all double spaces with single spaces. Color: Do not use any color in your paper. While color in PDF files may look good, when your paper is printed in black and white, color elements may not print well or may disappear completely. Color will have to be converted to grayscale before your paper is published, and this will delay publication of the proceedings. Links: Do not use PDF links in your paper for footnotes or web addresses (or anything else). You can refer to a URL, of course, but do not create a PDF link to that URL. All links will have to be removed before your paper is published. Fancy PDF features: Do not include forms, video clips, PDF annotations or comments, JavaScript actions, or links to external files. Proofreading: You are responsible for proofreading your paper. Remember that it will be published as you give it to us. You cannot make changes later. At the proof approval stage, you can only fix problems which are not on the printout you submit. Print your paper: You must mail a printed copy of your paper to the volume editors as well as sending a PDF file. Read through this printed copy to look for missing figures, missing fonts, and check the entire printout against each point on this style sheet. Then on a second printed copy or photocopy of your paper, use a ruler to draw a straight line down the left and right edges of your text block on each page. Use these hand-drawn lines to check that all paragraphs, footnotes, and references are the same width and are fully justified, and that nothing is going beyond these lines into the margins. You do not need to send this drawn-on copy to the volume editors. Except for elements of this style sheet that are specifically listed as optional or suggestions, the points on this style sheet are requirements. If you do not follow these requirements, you will delay publication of the entire volume and create more work for the volume editors and the publisher, and your paper may be removed from the volume. Check that your PDF file is searchable: After creating the PDF file of your paper, open the PDF file and use the Find command to look for a word in the title (bold) and a word in the text (not bold). If either of these does not work, then there is a font encoding problem in the PDF file and you must try a different way of creating the PDF file. |