perm filename WRITE.DOC[DOC,CSR]1 blob sn#491974
filedate 1980-01-28 generic text, type C, neo UTF8
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C00002 00002 SO ... YOU WANT TO PUT OUT A REPORT
SO ... YOU WANT TO PUT OUT A REPORT
So, you want to put out a report. In that case, you'll probably find
the following information useful.
* WHAT DO I NEED TO DO FIRST?
Well, you've probably already got a title for it, so what you need
now is an abstract, a CLOSE approximation of the page count (as close
as you can give if it isn't finished yet), any other numbers it might
be listed under (such as AIM-, HPP-, etc.), and a list of the
agencies sponsoring the report.
When you've got all this information, you can take it to the
Publications Coordinator for a STAN-CS- number, an authorization
form, and to have it put on the next available abstract listing.
* WHAT ARE THE GUIDELINES, IF ANY, FOR ABSTRACTS?
The only limit is to the length of an abstract. PLEASE BE
REASONABLE. In otherwords, give just the general idea of what's in
the report and save the details for the report itself. A good length
is somewhere around half a typed page.
* HOW OFTEN DO ABSTRACT LISTINGS GO OUT? WHAT ARE THE DEADLINES?
Our current system for handling reports is set up to process a
MAXIMUM number of 17 reports per abstract listing (with NO minimum
number). Abstracts will be mailed during their scheduled months
REGARDLESS of the number of reports scheduled to be listed on it.
This means that even if there are only 5 reports to be listed (which
isn't likely), it will NOT be held up until we get 12 more.
Also, when a particular abstract listing reaches the maximum number
(17 reports), IT WILL BE CLOSED even if the deadline has not yet been
reached. Any report coming in after the listing is closed will
automatically go on the next listing. There will be NO exceptions to
Abstracts go out every other month on the following schedule:
month of listing deadline for submitting abstract
February last day of January
April last day of March
June last day of May
August last day of July
October last day of September
December last day of November
This is our "permanent" publishing schedule (more or less). We TRY
to keep as close to it as possible, but mailings can and will vary
from time to time.
* ARE THERE ANY PARTICULAR RULES ABOUT WHAT GETS PRINTED AND WHO
Yes, there certainly are. There is absolutely no way you can get
around printing up a certain number of hardcopies. The number of
hardcopies required varies depending on the agencies sponsoring the
number of copies for
1 the archives
25 for EACH author listed on the report
25 for the Computer Forum
25 for the Library Exchange
40 (apx.) in-house distribution
The above figures are used to determine the MINIMUM number of
hardcopies we can get by with. This "usually" runs about 200 copies.
Then, if you intend to make the report available in hardcopy to the
"world in general" (meaning the people we send the abstract listings
too, which is about 1,500 people), you have to figure on another 150-
200 copies (determined by individual author popularity). So, if
you're pressed for funds, you'll want to list the report on the
abstract as "Available in microfiche only." This will cut your costs
* WHY DO I HAVE TO PAY FOR 25 FORUM AND 25 LIBRARY COPIES?
You don't, and you're not. The Computer Forum pays for its 25
copies, and the 25 Library Exchange copies are paid for by the CS
* WHAT DO I NEED TO PRINT THE REPORT? WHAT FORMAT SHOULD I FOLLOW?
What we need to give to the printers is one good, clean, clear and
sharp copy. If you're using the XGP to print the master copy, be
sure you check the quality of the output for EACH page. Are there
any breaks in the letters, fade-outs, streaks, globs of imager,
missing words? If so, you should run another copy of it. You can
then take the "best" pages from each one in order to get "all" of the
pages looking right.
BEWARE: If you run your copies on different days, there "may" be a
difference in the darkness of the print. If there is "too" great a
difference, it is going to show up in the quality of the printing job
(through no fault of the printers).
The format you choose to follow is strictly up to you (or your
sponsor's requirements). However, it SHOULD contain the following:
a title page, an abstract, and a table of contents (if applicable).
The pages should most definitely be numbered. We suggest that you
number them in the MIDDLE of the page (top OR bottom of the page,
makes no difference). This is because we print the reports two-sided
with chapters starting on right-hand side. Now if you've forgotten
to allow for ANY POSSIBLE blank pages, it will throw the layout off.
You will want to give consideration to copyrighting your paper. This
is a definite MUST if it is your thesis. It is simple enough to do.
Just put the copyright symbol, the month and year, and "by" your
name. For example:
C September 1979 by Connie Stanley
It should be placed so it appears on the backside of the title page
near the bottom.
Another thing to take into consideration is that any report over 100
pages in length will be printed in reduced format. What we do is
optically reduce the page size so we can get 2 pages on one side of a
sheet of paper. This cuts the amount of paper we have to use in
half, and also cuts the cost in half. So, if you're going to have a
long report, you might want to remember this when you're picking out
a font size. It should be large enough so that when reduced it
doesn't shrink to something completely unreadable.
* WHAT KIND OF LEADTIME DO THE PRINTERS NEED? IN OTHERWORDS, WHEN DO
I HAVE TO TURN IN THE MASTER COPY OF THE REPORT FOR PRINTING?
That all depends on a number of factors. The reports are mailed
accord-ing to a flexible schedule.
month listed on abstract month report is mailed out
How closely we follow this schedule depends on if we have everything
we need back from the print shop and Kodak.
It can take anywhere from 2 to 4 weeks to get a report back from the
printers. If the print shop isn't busy we can get it back in record
time. How-ever, if they are swamped (like say at the start of the
quarter) or they get a "rush" job in (a proposal or classnotes) it
will take longer because they will set our reports off to the side to
do the rush job first.
The lead time for getting the microfiche printed must be considered
too. To have microfiche made, we send the advance copy of the report
(which we get from the printers just before the final assembly and
binding is done) to Eastman Kodak in San Francisco. Kodak uses this
unbound copy to shoot their fiche masters. In general, it takes
about 1 month to get something back from Kodak.
* I HAVE THE MASTER COPY OF MY REPORT ALL READY TO GO. WHAT DO I DO
You give it to the Publications Coordinator. Once you've handed it
over you can pretty much forget about it. The Publications
Coordinator takes care of setting up a cover, filling out any and all
forms the various sponsoring agencies might require, seeing it gets
to the print shop, shipping the agencies their copies, etc.
When the hardcopies come back from the print shop, your author copies
will be pulled, and you will be notified to come pick them up. You
will also be getting your master copy back at this time.