perm filename WRITE[DOC,CSR]1 blob sn#470877
filedate 1979-09-04 generic text, type T, neo UTF8
SO ... YOU WANT TO PUT OUT A REPORT
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
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
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
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
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 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
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
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.