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                 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
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?
Abstracts are mailed out  every other month on a  semi-regular basis.
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
this rule.

* 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
                25              for the Computer Forum
                25              for the Library Exchange
                 5              NASA
                 3              NSF
                15              Army
                 6              IBM
                15              ARPA
                43              ONR
                 7              DOE
                50 (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 1,600 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
somewhat.

* 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
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.   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
according  to  a  flexible  schedule.   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 3 to 5 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  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
WITH IT?
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.