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| [ ASCILITE 2004 ]
[ Call for papers ] [ Review Form ] |
Advice to authors (MS Word version, asc04-advice-authors.doc) also gives examples of preferred formats, complementing the 'template' provided by the MS Word file, asc04-procs-template.doc.
For an explanation of the review process, please see Call for papers, Advice to Reviewers [asc04-advice-reviewers.html] and the Review Form [asc04-review-form-web.html]
Deadlines and conditions
Deadlines given in full under call-for-papers.html are reiterated below.
| Papers - proposers submit papers - full and concise categories. | 30 July 2004 |
| Committee emails notification of acceptance to first authors - full and concise paper categories. Includes advice on paper presentation category offered - full, concise, poster. | 11 Sept 2004 |
| Proposers email the Committee to accept or decline the offer. | 18 Sept 2004 |
| Full and concise categories - Proceedings file due. | 30 Sept 2004 |
| Poster and workshop categories - Proceedings file due (one page summaries for the printed Proceedings, and for the Conference website if an optional expanded version is not submitted). | 15 Oct 2004 |
| Poster and workshop categories - Proceedings file due (optional expanded version for the Conference website). | 12 Nov 2004 |
These deadlines represent firm conditions, but within the constraints of a tight schedule, we have attempted to preserve some flexibilities. Late submissions may be accepted in the Poster category (but not in other categories). Authors are given an opportunity, albeit brief, to improve their papers in accordance with reviewer feedback (mandatory revisions may be specified by the Program Committee acting on Reviewer advice). In the Poster and Workshop categories we can offer slightly later dates for final versions to be submitted for the printed Proceedings and the website.
Our specifications for page limits, structure, format (see below) and method of submission (see Call for papers for instructions on how to name your file and submit it) are also firm conditions. We'll do the best we can, within the time constraints, to accommodate 'non-standard' submissions, but, reluctantly, we reserve the right to decline submissions that are 'non-standard' to a significant extent.
Decisions by the Conference Committee on acceptance or rejection of papers, and on publication and presentation formats, are final and not subject to appeal. We will use our best endeavour to give good formative feedback to authors, to improve papers through reviewing and editing processes, to keep the Conference's schedule of activities on time and within budget, and to allocate publication space and presentation timeslots in a equitable and academically sound manner, but we are unable to guarantee outcomes that satisfy everyone.
The copyright agreement between authors and ASCILITE is the same as for previous conferences:
Copyright (c) 2004 Author(s) name(s) [Note: Proceedings Editors will insert and customise]The conditions outlined above apply to all submissions. In submitting a paper, you agree that you accept these conditions, although we don't get all formal and ask for written consents with signatures.The author(s) assign to ASCILITE and educational non-profit institutions a non-exclusive licence to use this document for personal use and in courses of instruction provided that the article is used in full and this copyright statement is reproduced. The author(s) also grant a non-exclusive licence to ASCILITE to publish this document on the ASCILITE web site (including any mirror or archival sites that may be developed) and in printed form within the ASCILITE 2004 Conference Proceedings. Any other usage is prohibited without the express permission of the author(s).
A number of document structure items will be inserted by the Proceedings editors and must not be inserted by authors. These are page headers, page footers, page numbers, 'Please cite as' note, and copyright assignment notice. Some items that must be given by authors will be replaced with blank lines by the Proceedings editors prior to despatch of Reviewer copies. These are author names and institutional affiliation, acknowledgments (if removal is appropriate for double blind reviewing), and author contact details and bionotes.
Please heed our size limits, and note that we reserve the power to decline submissions that are 'non-standard' to a significant extent. Note also that 'conformance with Conference specifications for referencing, length and format details' is a criterion on our Review Form. The limit for full papers is 10 pages and for concise papers 4 pages, using our specified formatting, and including all of the 'document structure items' listed above.
Formatting your document
| Template | Optional: Obtain asc04-procs-template.doc from the Conference website. | |||||||||||
| Page setup |
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| Title | Arial 16 bold followed by one blank line, left aligned, sentence case. | |||||||||||
| Author names and institutional affiliation | Author 1 (bold) Department or Centre Institution | Please use 3 lines, Times New Roman 10 point, left aligned, no indent. For 2nd, 3rd... author add to the first line, except in cases of different Department or Centre, or different Institution, use separate entries, with spacing one blank line. Please place other details, such as postal, email and website addresses in 'Author contact details and bionotes' (see below); otherwise the beginning becomes too 'cluttered'. | ||||||||||
| Abstract and keywords | Abstracts shall not exceed 200 words, per MS Word word count. Use Times New Roman 10 point, left aligned, indented 1.0 cm left and right, not italicised. Do not use a heading for the abstract or headings within the abstract. Place one blank line before and after. You may if you wish add a line prefixed with 'Keywords: ' and in it place your selection of appropriate keywords (same format, one blank line before and after). This is optional because the Proceedings editors will do keywords. | |||||||||||
| Headings | Please use no more than 3 levels of heading and apply consistently.
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| Body text | Times New Roman 10 point, left aligned, single spaced. Blank lines before and after headings and paragraphs are to be sized the same as text lines, ie. 10 point (Times NR). | |||||||||||
| Paragraphing | Use two carriage returns ('line breaks') to conclude each paragraph, and no indents. Avoid using 'spacing before' and 'spacing after' (mainly because the Proceedings editors will use changes of point sizes for blank lines as one technique for adjusting page breaks). | |||||||||||
| Text emphases | Please use italics, bold and underline sparingly (the main reasons are that emphasised words degrade the quality of display for on screen reading, and bolded words look the same as <H4> tagged words in html). Try to use emphases only where expected by convention, for example italics in titles of books and journals, and for proprietary names such as PowerPoint, but if you really do require emphases in running text, use italics, and very rarely bold and almost never ever underline. | |||||||||||
| Quotations | Times New Roman 10 point, left aligned, single spaced, indented 1.0 cm left and right, not italicised, without quote marks, one blank line before and after. Indents may be varied slightly from 1.0 cm to improve the fit. Referencing for the quotation may be given in the running text immediately before the quotation, or may be appended to the end of the quotation. In general, very short quotations using only a few words should be given with quote marks in your running text, whilst only longer quotations using a line or more should be formatted as quotations. | |||||||||||
| Bulleted and numbered lists | Times New Roman 10 point, left aligned, single spaced, no indents except a hanging indent 0.5 cm. Indentation may be varied slightly to improve the fit. | |||||||||||
| Footnotes | Please avoid, mainly because for html versions we have to convert footnotes to endnotes and that's a pain for editors and readers. | |||||||||||
| Referencing: In text citations | Use the author-date system in your running text (eg. Australian Government Publishing Service or APA Style). Footnoted references will be rejected.
Insert the sequence (Name, year) into the main text for a citation to a literature reference. Name refers to the family name of the author and year refers to the year of publication. To cite several authors delimit the individual authors by commas or the symbol &. The phrase et al. is valid for 3 or more authors following the first full citation. The year is written in long form (eg. 1999) and may have running lower case letters appended if you refer to more than one same year article by an author (e.g. Jones, 1999a, 1999b). Where more than one reference is used, separate each reference with a semicolon (eg. Jones, 1999a; White & Beckett, 1997). Where a quote from the source document is included in the text, please refer to the page number, as in Jones (1999a; p.125).
Examples Please do not cite URLs in your running text. Use an author or organisational name and year (where year is that stated within the item when you last viewed it, or if undated, give your year of last viewing the item), and then include the appropriate details in 'References'. | |||||||||||
| Referencing: Reference list | In your reference list (first level heading, 'References') please use APA 5th edition style. This prescribes alphabetical order by first author. Use Times New Roman 10 point, left aligned, hanging indent 0.5cm, no blank lines. The following provides examples of referencing for the main kinds of publications.
Books
Chapters in books or articles published in conference proceedings
Journal articles
URLs (web addresses) The Proceedings editors may apply some minor variations to APA to facilitate screen reading of the Proceedings. | |||||||||||
| Tables | Tables must be placed in their correct, appropriate locations in your running text. In general use Times New Roman 10 point and other body text specifications for all text within a table and its title, though 9 point may be used as required for narrow columns. In general all tables should have a title with consecutive numbering (eg: Table 1: Title of the table), bolded, using sentence case, centred, and located at the top of the table. For headings within tables use sentence case, with bolding and centring optional.
Centre each table and select appropriate widths for the table and for each column, using percentages. Use of borders for all cells ('All', with style '1/4 point') is recommended, mainly because borders seem to be helpful for on screen reading. In columns of numbers, use centring or decimal point alignment. If your table requires explanatory text that is inappropriate for placing in your running text, place it at the bottom of the table, formatted to the same width as the table. Cell background colouring or shading may be used, but check that grey scale printing (600 dpi) is not impaired, and note that when a web version file is created, the Proceedings editors may use a standard background colour for the first row or other elements of a table. | |||||||||||
| Figures and diagrams | Figures and diagrams must be placed in their correct, appropriate locations in your running text, and centred. In general all figures and diagrams should have a title or caption with consecutive numbering (eg: Figure 1: Caption for the figure or diagram) bolded, using sentence case, centred, and located below the figure or diagram. Use brief titles, preferably one line not exceeding the width of the figure.
In the case of diagrams produced by using Excel or other programs to manipulate data, please take great care to select font types and sizes that are appropriate in relation to any resizing that may be done under MS Word or in the course of preparing production files. In particular, avoid using the common Excel defaults. Do not use text orientations other than horizontal. Background colouring or shading may be used in a diagram or elements of a diagram, but check that grey scale printing (600 dpi) is not impaired, and note that when a web version file is created, the Proceedings editors may use a standard colour or shading for elements of a diagram or figure. We will attempt to reproduce images for figures and diagrams at the size you have selected in your submission, but for production reasons, we may have to resize. | |||||||||||
| Acknowledgments | This is an optional section in which you may record appreciation to individuals or organisations for assisting or supporting the research work. Format as for body text. | |||||||||||
| Author contact details and bionotes | Please be brief. In most cases, you could copy in your email signature. Your postal address at your organisation and your email address is the mandatory, essential minimum for each author, but you may wish to include position details, website address, very brief bionotes, etc. | |||||||||||
| 'Please cite as:' and copyright notice | The Proceedings editors will customise and insert these items for you. Please leave 12 blank lines (Times NR 10 point) at the end of your document. For examples of 'Please cite as:', see any AJET article, http://www.ascilite.org.au/ajet/ | |||||||||||
The primary reference on style is the Style Manual for Authors, Editors and Publishers (previously editions were often referred to as the 'AGPS Manual'). The spelling standard is The Macquarie Dictionary.
Reality check
You should check carefully that you document 'looks good' when viewed upon your computer screen and dumped to your printer. However, having done that, conscientiously, please accept that the notion it's never enough to rely on your own 'looks good' view of your own work. Try to get one or two colleagues to read it, on screen and via printer dump. It's better for all parties that you get 'friendly' feedback from colleagues 'in house' before you are exposed to the reviewing process!
When checking your formatting, do remember that in review and production (if accepted) processes, your document will be read by three to five or more persons, probably all using different versions of MS Word, different versions of an operating system, different platforms, some via printer dumps, some via screen only reading. Please be sparing in your use of word processor 'productivity features' such as styles and outlining, because the portability of the more complex features across platforms, etc, may be less than ideal. If in doubt about a 'feature' offered by your word processor, you could heed the KISS (keep it simple) principle.
Acknowledgment of submissions
Soon after submission using the procedure described in Call for papers, you will receive an emailed acknowledgment. Please note very carefully any advice that the Proceedings editors may give in the line labelled "File reading check" or elsewhere in the text. In some cases the acknowledgment may specify further action that you must undertake prior to resubmitting. In order to facilitate matters for Reviewers, documents that have faults will not be sent out for review until corrective action has been completed satisfactorily.
Grammar, spelling, style and procedure references
ASCILITE (2004). Advice to authors on preparing papers for ASCILITE 2004 Proceedings. MS Word version. http://www.ascilite.org.au/conferences/perth04/prog/asc04-advice-authors.doc
ASCILITE (2004). Advice to Reviewers. http://www.ascilite.org.au/conferences/perth04/prog/asc04-advice-reviewers.html
ASCILITE (2004). Call for papers. http://www.ascilite.org.au/conferences/perth04/prog/call-for-papers.html
ASCILITE (2004). Review Form. http://www.ascilite.org.au/conferences/perth04/prog/asc04-review-form-web.html
ASCILITE (2004). Template for submission of papers. http://www.ascilite.org.au/conferences/perth04/prog/asc04-procs-template.doc
The Macquarie Dictionary (1997). 3rd ed. Sydney: The Macquarie Library.
Style Manual for Authors, Editors and Publishers (2002). 6th ed. Wiley Australia.
Publication Manual of the American Psychological Association (2001). 5th ed. Washington DC: APA.
| Please cite as: ASCILITE (2004). Advice to authors on preparing papers for ASCILITE 2004 Proceedings. Beyond the Comfort Zone. Proceedings ASCILITE 2004 Conference. Perth, Western Australia, 5-8 December. http://www.ascilite.org.au/conferences/perth04/prog/asc04-advice-authors.html |
© ASCILITE. We grant educational institutions and societies a non-exclusive licence to use this document for personal use and adapt it for non-profit academic purposes provided that in any adaptation the source is acknowledged. Any other reproduction is prohibited without the express permission of ASCILITE.