Preparation/Submission of Papers

This guide is to help you prepare your paper. Following the instructions will help us to attain consistency, and reduce the volume of correspondence.

Please submit your paper in hard copy (2 copies) and on disk. The text in the paper and on disk must be identical. All notes, citations, etc., must be complete and in proper form. Incomplete notes and citations will delay editorial decisions.

Use The Chicago Manual of Style, 14th edition (referred to hereafter as CMS) and Merriam Webster's Collegiate Dictionary, the latest edition (10th) for matters of style, capitalization, spelling, and hyphenation.

Please label your disks; include your name, title of your paper, name and version of the program used, date, and approximate contents (if there is more than one disk).

Please (attach/submit) your paper as a Microsoft Word 6.0 or later document. It is generally better to submit your paper on a Zip disk. If this is not possible, floppy disks are accepted, but it is suggested that a second floppy with a backup copy of your paper be employed.

Please name your files so that the contents can be determined easily. If tables, etc., are in separate files, please name them clearly as well.


Style Sheet

(1) Spelling – Please use U.S. spellings, rather than British. (See CMS 6.5–6.)

(2) Punctuation – Please use U.S. style punctuation. The main differences between British and U.S. punctuation that you will need to know are the following:

a. Commas in Series – In a series of three or more elements, commas are placed after each element (except the last), including before the conjunction joining the last element. Example: a, b, and c— not a, b and c.

b. Quotation Marks, Single and Double – American usage calls for double quotation marks, with single quotation marks for quotes within quotes (CMS 10.26–27). Certain other instances also call for single quotation marks (CMS 6.67, 6.74). CMS 10.28 gives examples of the difference in usage of quotation marks in a quote within the body of the text and a quote set off from the text (indented quote).

c. Punctuation with Quotation Marks – Punctuation that is part of the material quoted is placed inside the quotation marks (inside both single and double, if they are used together). If the punctuation is not part of the quote, periods and commas are generally placed inside the quotation marks; question marks, exclamation points, colons, and semi-colons outside (CMS 5.11–13, 5.20, 5.28, 5.86–87).

d. Periods with Abbreviations – Abbreviations are treated in CMS, chapter 14. Special note should be made of the following:
* Titles such as Mr., Mrs., Paper., Dr., Prof., etc., are followed by a period.
* For abbreviations of Saint and Saints, see CMS 14.17.
* For abbreviations of U.S. states, see CMS 10.48–63. (CMS requests [as do we] the old abbreviations, with periods, not the new postal two-letter abbreviations with no periods.)

e. Ellipses and Ellipsis Points – There are two methods of inserting ellipsis points. The first is explained in CMS 10.50; the second (more complicated, and preferred by CMS and by us) is explained in CMS 10.51–59. For other fine points, see CMS 10.48–63.

(3) Notes and Bibliography – Please refer to CMS, chapter 15. Consistency is very important, especially in subsequent references to a work and in dealing with page numbers.

a. For notes, the following items are generally necessary in a full reference, in this order:

Book – Author's full name, first name first; Complete title of the book (italics); Editor, translator, or compiler, if any; Series name, if any, and volume number in the series; Edition, if not the original; Number of volumes; Facts of publication—city (and sometimes U.S. state) where published, publisher (sometimes omitted, especially in very old books), date of publication; Volume no. of citation, if any (in Arabic numerals); Page number(s) of the particular citation.

Article in a Periodical – Author's full name; Title of the article (in double quotation marks); Name of the periodical (italics); Volume (and number, if there is one) of the periodical (Arabic numerals); Date of the volume or of the issue (in parentheses); Page number(s) of the particular citation.

Unpublished Material – Author's name, if there is one; Title of the document, if any, and date; Folio or other identifying number; Name of collection; Depository, and city where it is located.

b. Subsequent references to a work may be given in shortened form:
Author, shortened title, and page number;
Please avoid Idem, Op. cit., and Loc. cit.;
For Ibid., use roman type, not underlining (or italics).

c. For listing inclusive numbers, please see CMS 8.68–73. The Press prefers the system outlined in CMS 8.69. It is given here for quick reference:

First Number, Second Number Examples
*Less than 100 All digits 3–10, 71–72;
*100 or multiple All digits 100–104, 600–613, 1100–1123;
*101 through 109, Changed part only, 107–8, 1002–6; 201 through 209 omitting unneeded zeros;
*110 through 199, Two digits unless second 321–25, 415–532 210 through 299 number is in another hundred;
*Use complete Roman numerals to avoid confusion.

Presentation

(1) Titles and Part Numbers (CMS 1.61–62; 1.71–80) – Use Arabic numbers for part numbers (if you have them—Part 1, Part 2, etc.) and for chapter numbers. Type the part titles and chapter titles on separate lines. For headings within chapters, type them on separate lines. If you have subheadings, please indicate with A, B, etc., in the margin (in ink) what level of heading or subheading you are using.

(2) Quotations – Quotations should be quoted word for word. Please check them and proofread carefully before you submit your paper. This will save time and expense (to you) later, and you will be better able to answer any questions from the copyeditor. Indent and double-space all quotations longer than a few lines, or that extend more than one paragraph. Leave an extra blank line before and after the indented quote.

(3) Examples – For mathematical examples, see CMS, chapter 13.

(4) Cross-References – For cross-references, see CMS 2.42–43, and also the index in CMS. Keep a list for yourself of all places in the paper where you have references to or other pages or notes in the paper. Mark them clearly in the margins of your paper as well. This will help you when it comes to the proofreading stage.

(5) Equations and Formulas – For equations and formulas, see CMS, chapter 13.

(6) Tables – For tables, see CMS 12.15–52. Please number tables by chapter (Table 1.1, 1.2, 2.1, 2.2, etc.). Each table should have a "call-out" in the text. ("See Table 1.5" ; "as can be seen in Table 4.3") Please include tables separately on your disk, clearly marked, and also include them on a separate piece of paper. Indicate clearly in the paper where you want them to go. We cannot guarantee that each table will appear exactly where you have it in your paper, but we will place it as close to the call-out as possible.

(7) Notes – Use Endnotes. Indicate notes by a superscript number in the text. In your paper, please place all notes at the end. Your word-processing program should be able to number notes automatically, so that if you need to add a note later, subsequent notes will be automatically renumbered.

Number notes consecutively. An acknowledgment or source citation for a paper can include a citation to where an oral version was given earlier as well as where material was previously published. The citation should come as an unnumbered endnote at the beginning of the notes for that chapter. See CMS 2.145 and 5.50–51. Obtaining and paying for permission is the responsibility of the author.

(8) Illustrations and Figures – Provide figures in Camera Ready Copy (CRC) or on disk whenever possible. Number the figures by chapter (i.e., 1.1, 1.2, 2.1, 2.2).

a. Photographs – Black-and-white, high-contrast, glossy prints are best for sharp reproduction. We cannot use color photos. Please use a gummed label (or post-it note) on the back for identification purposes. (Never write directly on either side of a photo, or on the label once it is on the back of the photo.) All photographs should be accompanied by letters of permission from your source, unless you created the photo yourself.

b. Line Drawings – The original drawing should be precise and legible, on high-quality paper. Eliminate extraneous details and great variation in shading and lettering. If your paper has drawings that you have not created yourself, you need to obtain permission.

c. Graphs – If you plan to use graphs, please submit them in CRC format on individual, unnumbered pages at the end of your paper.

d. Maps – If you have maps, they must also be in CRC format or black-and-white glossy photos. Follow the same quality and permission guidelines for reproducing maps photographically as you would for photographs.

(9) Lists of Illustrations and Figures; Caption Copy – Two separate lists on unnumbered sheets of paper should accompany your paper when you submit it. One should be a brief description of all illustrations, maps, figures, etc.; the other, a list of the full captions that will accompany them. The contents of both lists should be in the order in which they are to appear.

Captions for images that you do not own should include the credit line. (See the Permissions section in CMS 11:38–43 and elsewhere.)

Submitting Your Paper

Hard Copy (Printout) and Disk – Again, text on the hard copy and on the disk must be identical. Please avoid any formatting except the most basic:

(1). Pages – One side only. Margins at least one inch all around.

(2) Page Numbers – Number the pages consecutively throughout the entire paper, beginning the main text on page 1. Paginate front matter separately—see below.

(3) Hyphens – Do not use automatic hyphenation or put in hyphens at the ends of lines. The only hyphens visible should be those that must appear in the book.

(4) Indent – Indent paragraphs with tabs, not spaces. For indented quotes, etc., use whatever method your word-processing program has to indent the passage or change the left margin. For poetry quotes, line them up on the page just as you want them to appear (but double-spaced).

(5) Blank Lines – Do not put extra space between paragraphs unless you want a blank line in your text.

(6) Italics – Use italics in your manuscript where you want italics. Be consistent.

(7) Tables, etc. – Illustrations, tables, drawings, etc., should be on separate pages, with their location clearly marked in the text.

(8) Dashes – Use em-dashes.

(9) Special Characters – If your manuscript has special characters or accents beyond those normally used in European languages, please mark each one on your hard copies and enter them on disc.