INSTRUCTIONS FOR MANUSCRIPT AND CLEARANCE SUBMISSION

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1. The deadline for submission of manuscripts and clearances is Friday, March 12, 2010. This date is firm and compliance with the deadline will be strictly enforced. If your manuscript and clearance are not submitted by the deadline, your paper will be removed from the schedule, so that it cannot be presented at the Symposium nor included in the published proceedings.

2. Submit your paper as a Microsoft Word document using MS Word 2003 or higher version, or a PDF. Please stick with a PC-compatible format. Do not submit Macintosh files. Use the Manuscript number and password that was sent to the Abstract submitter by letter and by email. Paper formatting guidelines are below.

3. The web page will convert your MS Word document to a .pdf, and show it to you. Please look at the .pdf carefully to ensure that all mathematic symbols and figures are displaying correctly. This is important, because your page proofs will be similarly generated, and it is this version that will be displayed on the symposium web pages.

4. All papers presented at the Symposium must be cleared for unlimited distribution to the public. In most cases, your government or employer will issue the clearance. Papers reporting work performed under government sponsorship at universities or other institutions should be cleared for public release in accordance with the procedures established by the sponsor. Where there is no government sponsor, a letter from a senior official (such as a department head) will be deemed sufficient. Fax or email your institution/sponsor clearance with this Clearance form, as instructed on the form.

5. Any edited versions of your paper can also be uploaded the same way. This includes edited versions done after Reviewer’s comments and adding text to the end of your manuscript of the questions asked of the presenter during/after the symposium and the answers to such questions.

Back to Top FORMATTING YOUR MANUSCRIPT

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• Papers are limited to a maximum of 10 pages. (Or 5 double-sided page leaves.)
• MS Word users download this template and LaTex users download this template and use those for your guidance for formatting of margins, references, headings and sub headings.
• All text should be Times New Roman 10 pt. throughout the paper, with the exception of the main title, which is in 12 pt. bold Times New Roman.
• Body text should be formatted in two columns each 2.85" wide and separated by a 0.3" spacing between columns.
• Superscript and subscript font sizes should be no smaller that 6 pt.
  
  
• Margins
  • Format your page size to Custom size of 7.5 x 10, single-spaced. Do not use Letter or A4 paper size selection.
  • Left and Right margins should be 0.75" each.
  • The top margin of the title (first) page should be 2” and the bottom margin of the title (first) page should be 1”.
  • The “Header and Footer” margins should be at 0.5” with no page numbers.
  • The main body of the text uses two-columns, each 2.85" wide and separated by a 0.3" spacing between columns. If the width of a table, figure, or equation necessitates using the full-width of the page, a continuous section break may be used to convert the formatting to a single column, after which another continuous section break may be used to return to the two-column format.
  • The second and subsequent pages are on the same Custom paper size of 7.5”x10”. The margins of the second page and subsequent pages are to be 1” on top and 1” at the bottom. The “Header and Footer” margins should be at 0.5” with no page numbers.
  
  
• Title and Authors
  • Title in Times New Roman font, 12 pt, bold, centered on page, using upper- and lower-case letters.
  • Author names and affiliations in Times New Roman font, 10 pt, centered on page.
  
  
• Abstract
  • Each paper must begin with an abstract. The abstract can be one paragraph to one-half page in length and must not contain references or refer to the text.
  • Abstract should be in 10-point Times New Roman font, justified and 5.0 inches wide, centered horizontally on the page.
  • Insert a single solid line (6 pt below the last line of text) at the end of the abstract. After the solid line, continue the paper with Introduction on the same page.
  • Do not include a cover page with your paper. The abstract should begin on the same page as body of your text.
  
  
• Headings
  • Main headings (such as Introduction, Procedure etc.) in Times New Roman font, 10 Pt, Title Case, bold and flush left.
  • If subheadings are used, use 10 Pt, Title Case, regular (not bold), and flush left.
  • Further subdivision beyond main headings and subheadings is not desirable.
  • Do not number or letter any headings. (Outline features can cause conversion problems.)
  
  
• Tables
  • Tables should be embedded in the text and placed after they are cited within the text.
  • Tables should be formatted with a single-line box around the outside border and single ruling lines between rows and columns.
  • Tables should be numbered with the word Table in bold, and Arabic numerals (1, 2, etc.). Table title and number should be typed above the table. Use title-case format on the Table Titles
  
  
• Figures
  • Graphics should be inserted (using MS Word menu Insert->Picture->File) in text where they are mentioned and placed after they are cited.
  • The previous bullet implies that ALL graphics are to be saved as independent files, as described in the next bullet, and then inserted in to the text. Not Copied and Pasted from other applications.
  • Charts or diagrams should be saved in TIFF or EPS formats, at 300 dpi or ppi resolutions, and sized to match the expected image size (see next bullet) that is to be inserted within your manuscript. When saving as EPS, makes sure to use “Print to File” and not “print to encapsulated postscript file”.
  • Size your graphics in portrait format to fit within the width (2.85”) of a single column of text, and a maximum height of 8.00”. If your data absolutely cannot be displayed in a single column, you may use landscape format up to the full width (6.00”) of text. The later is to be used only when absolutely necessary. The absolute maximum size of any figure should be no larger than 6” x 8”.
  • Note that papers are to be printed in Black and White. Color Figures can be submitted, and included in color in the CD-ROM. However, make sure colors are medium depth colors, such that they don’t fade to white or darken to black, when the proceedings are printed in black and white. It is best to use different symbols (dashes, dots, etc.) as well as colors for complicated graphics, so that both the color and black and white version will come out clearly. See Tips for Preparing Graphics.
  • Figures should be numbered with the word Figure in bold and Arabic numerals (1, 2, etc.) and titled. The figure should be centered, and the figure title and number should be centered and typed below the figure using sentence-case format.
  
  
• Equations
  • Place equations at the left margin of the text column.
  • Equations should be numbered in Arabic (1) flush right of the text column.
  • All equations and equation numbering, both single-level and multi-level, should remain within text of your paper (2.85” column width or 6” maximum width). However, please format all equations as a separate paragraph.
  • Equations may be specially prepared and inserted into your paper as a TIFF or EPS image (e.g. when prepared with LaTex) or as a Microsoft Equation Editor object, using Times New Roman or Symbol fonts. Do not use TrueType fonts or fonts particular to your own language.
  
  
• References
  • References should be cited within the text using sequential Arabic numbering (e.g., 1, 2, 3), superscript format, at the end of the sentence.
  • List references at the end of your paper in numerical sequence as cited in the text. Cite references as shown in Template.
  
  
• Footnotes
  • Footnotes are not recommended for References, and should be used mostly for caveats to text.
  • Footnotes should be sequentially alphabetized by superscript letters (e.g., a, b, c) proceeding citation within the text, and placed at the bottom of each page.
  
  

Back to Top TIPS FOR PREPARING GRAPHICS

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Please use the tips below in preparing your graphics. Keep in mind that the book will be printed in black and white. The CD ROM will appear in color. With this in mind, these tips will make it easier for the user to view the graphic on the screen or printed copy, and allow for easier reproduction.

Using colors
Note that papers are to be printed in Black and White. Colors are maintained and will appear on the CD-ROM version of your paper. However, printing the graphics reduces the colors to dark or gray-scale shading. Text on top of a colored area will be very difficult to read as a result of the shading. When printed in black and white, colors used to denote differences may be lost. Make sure colors are medium depth colors, such that they don’t fade to white or darken to black when printed.

Avoid landscape figures
Because the manuscript format is a two-column format, format your graphics to fit within the width of one column. Chose “portrait” format (height is greater than width) rather than “landscape” format (width is greater than height) for your graphics. If your data absolutely cannot be displayed in a single column, you may use a double-column landscape format. The later is to be used only when absolutely necessary.

Use a large font and as few data points as possible
Graphics with small fonts and many data points will lose resolution during the conversion to printed form. Try to keep the fonts larger (minimum when inserted in the paper should be no smaller than 6 points) and enough white area between data points so your graphic will be clear.

Use different data symbols and lines
When you plot a lot data or lines in color, they have the tendency to meld together in the printed version. Be sure to use data points or lines that have clear graphical differences between them - such as circles vs. squares or a solid line vs. dotted line, instead of different color lines.

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