SO ... YOU WANT TO PUT OUT A REPORT

					by

				   Connie Stanley

	So, you want to put out a report.  In that case, you'll probably find 
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
	is highly unlikely), 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 this rule.

	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 REQUIRES WHAT?

	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 report.  

	number of copies	for
	------------------------------------------------------------
		 1		the archives
		25		for EACH author listed on the report
		77		for the Computer Forum
		25		for the Library Exchange
		 5		NASA
		 3		NSF
		15		Army
		 6		IBM
		15		ARPA
		43		ONR
		 7		DOE
		40 (apx.)	in-house distribution for students, etc.

	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 to), 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
	somewhat.

WHY DO I HAVE TO PAY FOR 77 FORUM AND 25 LIBRARY COPIES?

	You don't, and you're not.  The Computer Forum pays for its 77
	copies, and the 25 Library Exchange copies are paid for by the
	CS Publications Fund.

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.  Then you can 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 a simple enough to do.  Just put the copyright symbol,
	the month and year, and "by" your name.  (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 
	too.  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 some-
	thing completely unreadable.

WHAT KIND OF LEADTIME DO THE PRINTERS NEED?  IN OTHERWORDS, WHEN DO I HAVE
TO GIVE YOU THE MASTER COPY OF THE REPORT?

	That all depends on a number of factors.  The reports are mailed
	according to a flexible schedule.

	month listed on abstract	month report is mailed out
	--------------------------------------------------------------
		February			April
		April				June
		June				August
		August				October
		October				December
		December			February

	How closely we follow this schedule depends on if we have every-
	thing 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.  However, if they are swamped (like say at the start 
	of the quarter) or they get a "rush" job in (a proposal or class-
	notes) 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 "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 WITH IT?

	You give it to the Publications Coordinator.  Once you've handed
	it over you can 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 given to you.  You will also be getting
	your master copy back at this time.