Cross-check data in bulleted items and text against data in tables and figures. The Preparing the Publication section deals with the process of preparing a written work for publication. It defines the roles of author and editor, provides checklists of recommended steps generally used during that process, discusses the structure and order that publications should follow, and provides options for preparing a work for printing by the Government Printing Office (GPO).
It does not try to cover all possible options, nor does it include everything needed to produce a publication. Each publication is unique, with special requirements that cannot be summarized in a single paragraph or checklist. This section is designed merely as a starting point. Policies and procedures for development of the Media Products Plan, procedures for posting information on the Department's Web site, production procedures that are subject to frequent change, and publication policies covered in other resource materials are not included. Neither is the process for obtaining clearances for publications prior to editing or printing (e.g., adjudicaton or POC review).
Many current procedures not covered in this section can be found in the Policy and Procedures for OERI Media Products. A copy is available from any media products team member or from MIS.
All requests to MIS for products or services should be accompanied by a red-bordered Media Product Clearance Form, with all the necessary signatures. All required substantive reviews must be completed and incorporated in the work. NCES authors must include the adjudication form certifying that all reviews are completed. The adjudication form should include the complete title of the publication as it is to appear on the cover, including capitalization and punctuation.
The section includes two checklists, and four brief overviews of specific aspects of the process of publication development and production.
Submitting a Manuscript to MIS is a checklist for authors who are requesting a light or moderate edit from MIS. Submitting a Completed Publication to MIS is a checklist for production of printed camera copy or electronic disk materials for direct submission to GPO for printing. This checklist is designed primarily for publications that require no edits by MIS, but it also should be used by authors of light or moderate edit publications when the author is supplying the publication in final form for printing.
The four overviews, Preparing Computer Disks for Typesetting, Desktop Publishing, Parts of a Book, and Writing Tips, are designed to provide general guidance in four specific areas: giving MIS what we would need to design and typeset your publication, providing tips to authors who are doing their own design and typesetting electronically, clearly listing the parts of a book in the order they are to appear with the proper page numbering for each page, and providing some tips for concise writing.
These sections are new to this edition of the OERI Publications Guide and are not designed to answer every question or cover every aspect of the publications process for each type of publication. We encourage you to make your own notes concerning specific project requirements unique to the work that you are doing. Submitting a Manuscript to MIS—A Checklist
Review your manuscript against this checklist before submitting it.
Cross-check data in bulleted items and text against data in tables and figures.
Match chapter, section, table, and figure titles listed in the table of contents with those in the body of the report.
Style all heads at a given level the same.
Lowercase all table and figure titles, except first word, proper nouns, and first word after colon.
Be sure manuscript is clean, unmarked.
Provide two double-spaced copies of each report, one for the file and one for the editor, or provide two single-spaced copies of no edit contractor reports.
Be sure manuscript is complete and parts are in correct order.
Number all pages consecutively, including appendices. Use small Roman numerals (iii, iv, v) for preliminary pages and Arabic numerals for the rest. Number drafts by hand if necessary. Roman numerals "i" and "ii" are reserved for the title page and boiler plate page and are not shown.
MIS requires a computer disk containing your manuscript after the editing changes have been made. When submitting camera copy, a disk is not needed, unless MIS is responsible for forwarding it to the Department's Web site.
Match disk exactly with submitted manuscript.
Make sure all report components are on disk with distinctive file names containing the publication number (e.g., ORAD 19991399). Submitting a Completed Publication to MIS—A Checklist
Make camera copy ready for printing (in cases where you will make all editing corrections on the disk and print out final copy for printing.)
Leave top and side margins no narrower than 3/4 inch for 8 1/2 x 11 inch reports and 5/8 inch for 6 x 4 inch reports.
Make type size in figures uniform (i.e., make titles the same, labels the same). Use consistent style for all table titles. Reduce actual tables to no more than 8 point type size.
Use the same text typeface throughout. (You may run tables in a different type style, if necessary.)
Number all pages, except i (title page) and ii (boiler plate page); preliminary pages take lowercase Roman numerals, beginning with iii on the third page.
Center page numbers 1/2 inch from bottom of page.
Omit dashes on either side of the page number.
Print out crisp, uniformly inked pages. Use fresh toner if necessary.
Single space paragraphs; double space between paragraphs.
Make desktop publishing disk material ready for printing (in cases where you will make all editing corrections on the disk and request that it be used for output and printing).
Follow checklist for Make camera copy material ready for printing.
Prepare disks using recognized pagination and layout program (e.g., Quark, PageMaker).
Complete GPO Form 952, Desktop Publishing-Disk Information, including a list of all files on disk(s).
Provide two color proofs of the publication as it appears on the disk. An extra black and white copy is also recommended for any prepublication photocopying that may be required to meet needs for copies before the printed publication is delivered, within the 25,000 impression limit required by law.
Perform preflight testing or other double-check on the disk and its contents. Submitting Negatives to MIS—A Checklist
Follow checklist for Make camera copy ready for printing.
Make sure negatives are submitted in proper order and are complete.
Submit color separations.
Make sure negatives are folioed in the lower right hand corner with a grease pencil. Please check with MIS for current requirements, which are subject to change, before folioing negatives.
Submit a hard copy with the negatives.
Make sure negatives have registration marks. Preparing Computer Disks for Typesetting
For all publications that are to be typeset in MIS, submit a hard copy and a disk with the edits incorporated.
The disk should contain only the document for the publication and must be a copy; you keep the original disk.
Consolidate the document on one or more disks, if possible, and submit those disks to MIS. Leave graphs on a separate disk when possible. Graphics files should be linked, not imported.
Clearly mark all disks with the name of the software package used (e.g., Microsoft Word). Include the file name(s) for the manuscript. If typesetting is to be done by GPO, include a completed GPO Form 952 for desktop publishing. MIS can supply these forms.
You must prepare your disk as follows:
* Do not exceed 70 characters per line of type and use no more than 50 lines per page; and
* Use no automatic headers, footers, and page numbering, no underlines or bolding, and no special formatting commands or codes. Use straight text only. Do not indent; do not use bullets.
Mark all bullets, boldfacing, and other special characters on the hard copy of your manuscript where these elements are to appear.
Figures (graphs and charts) submitted as part of a manuscript must be computer generated. MIS will not accept hand-drawn figures. Submit a graphics disk with the text disk and the manuscript.
Make sure the figures are clearly labeled and are in order. Include the name of the software used.
Make each chapter, story, or byline a separate file and name it so it can be easily retrieved. This should be done with any size publication.
Provide a hard copy with the file names listed.
If possible, provide the graphics specialist with suggestions for layout and design (e.g., front page stories, photos, graphics). Small publications often require additional time due to the complexity of the layout.
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Tip box Follow directions carefully to assure that your publication can be typeset. |
The Government Printing Office (GPO) is dedicated to providing customers the best possible printing jobs at the lowest possible price, while meeting the customers' deadlines. To do this, GPO must be able to provide usable Electronic Design and Pre-Press (EDPP) files to the printing contractor. This process is commonly referred to as desktop publishing. Desktop publishing is the production of printed matter by means of a desktop computer having a layout program that integrates text and graphics electronically.
Make sure to use either the Macintosh or Microsoft Windows operating system (OS). If using Macintosh OS, make sure you use system 7.0 or later, and that you use QuarkXPress or Adobe PageMaker for page layout. You may use Adobe Illustrator or Macromedia FreeHand for drawing/illustration, and you may use Adobe Photoshop for image manipulation. When using Windows OS, make sure you use Windows 3.1, 3.11, Windows 95, or Windows NT 3.51 or 4.0; you use QuarkXPress, Adobe PageMaker, or Adobe FrameMaker for page layout; you may use CorelDRAW or Macromedia FreeHand for drawing/illustration; and Adobe Photoshop for image manipulation. Before you use any other programs, you should discuss the project in advance with the editor. Be sure all fonts and other supporting files are on the disk.
After your publication has been completed, submit the diskette to MIS along with the clearance form and the Desktop Publishing Disk Information form (GPO Form 952). Make sure that you or your contractor has completed the Desktop Publishing form in its entirety. Make sure that you have specified everything, such as type of software and fonts used. If there are any graphics in your publication, submit the original graphic files. If colors are used, specify the colors (PMS 225, Pantone 225). Your document should be set up to the final trim size. Examine whether you have any bleeds, and if they extend to approximately 1/8 of inch. Provide two color proofs of the publication as it appears on the disk. An extra black and white copy is also recommended for any prepublication photocopying that may be required to meet needs for copies before the printed publication is delivered, within the 25,000 impression limit required by law. (See Submitting a Completed Publication to MIS—A Checklist)
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Tip box For more information on the correct procedures for desktop publishing, please refer to GPO's Guidelines for Preparing and Submitting Electronic Design and Pre-Press Files. This brochure details the procedures for desktop publishing from start to finish. You can find this brochure on the GPO Web site (http://www.gpo.gov/default.html). |
Regardless of their size, most OERI reports contain standard elements listed in order, beginning with the title page:
Pagination
* the preliminary front pages are paginated with lowercase Roman numerals;
* following the preliminary pages, Arabic numbers are used for the rest of the text; and
* odd numbered pages should always be on the right hand page, and even numbered pages on the left hand page.
This page is required and is lowercase roman numeral "i" (number is not shown). In addition to the title, this page contains the name of the author or project officer. It may also have a subtitle and artwork.
This page is required and is lowercase Roman numeral "ii" (number is not shown). The page contains the masthead showing:
the Department's name, the Secretary's name and title;
the principal office's name, the Assistant Secretary's name and title;
the author's office's name, the Director's name and title;
Media and Information Services the Director's name and title;
the publication month and year;
a copyright statement; and
a disclaimer, if necessary.
NCES reports also include on this page the statement of purpose from the NCES enabling legislation, the suggested citation, and the content contact. Samples are available from MIS upon request.
Optional but recommended. The Foreword should be a short, concise statement of the purpose of the survey or research, its date, and anything particular to it (e.g., that it was jointly sponsored). Pagination usually begins with this section, the first page taking a lowercase Roman numeral "iii."
For annual publications, avoid making the Foreword read like an update of the previous year's. Add a signature block for someone other than the author (e.g., the division director, program director, the assistant secretary).
Optional (and rare in OERI work). Written by the author, with no signature block. Mainly consists of reasons for undertaking the work and some Acknowledgments. Do not put acknowledgments in a Preface. They belong in the Acknowledgments section, and you should call it that. Pagination is in lowercase Roman numerals.
Recommended. Pagination is in lowercase Roman numerals. Acknowledgments can also appear at the end of the book. (See Acknowledgments in part three, the Guide.)
Optional (but required in some NCES reports). This information appears in the front matter, before the Table of Contents. Pagination is in lowercase Roman numerals.
Required. The Table of Contents (sometimes carried as "Contents") is made up of the first-, second-, and sometimes third-level heads from the report. Contents should match heading styles in language and punctuation and be in outline form (see Chapter Heading and Subheads). Pagination is in lowercase Roman numerals.
When figures and tables are present, add separate lists for them. Capitalize only the first word in a title, except for proper nouns and the first word following a colon. Make sure everything listed conforms to the actual parts of the report and that you update the lists with each editorial change.
Optional. The first chapter or section of a report, the Introduction usually sets the background for the ensuing discussion.
The first page of the Introduction is page 1 of the report. All succeeding pages take Arabic numerals.
The main headings and subheadings reflect the way a report is organized. They create, in effect, an outline of the report.
You should usually provide at least two of each level of heading in a report, just as you should have a "B" for every "A" in an outline.
Listing the headings to form an outline will help in detecting weaknesses in organization or inconsistencies in presentation.
How you identify each level of heading is up to you. Just make sure each level is identified consistently (e.g., all highest level heads may be boldfaced and centered, all second-level heads boldfaced and flush left, all lowest level heads may be run into the first paragraph, in italics, ended by a period [see heading section]).
Keep the headings brief and to the point, and eliminate articles where possible.
Ensure that the text under each heading is appropriate to that heading, and edit to make certain that you eliminate redundancies.
Appendices describe the technical aspects of gathering, processing, and presenting research or statistical data. The appendices often include technical notes, methodology, definitions of terms, detailed tables, and questionnaires used in a survey. Number pages consecutively after text, using Arabic numbers.
A report may also contain tables, figures, a bibliography, a notes section, a glossary, an index, and other pieces, depending upon the nature of the report.
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Tip box Listing the headings to form an outline will help in detecting weaknesses in organization or inconsistencies in presentation. |
MIS editors try to preserve your individual writing styles. But we will rewrite to
*reduce wordiness;
*simplify;
*use the active voice; and
*use transitions.
Don't defeat your purpose by cramming too much into one sentence. Scan your work for sentences that can be broken.
Strip sentences of extra words. Replace jargon or complex words. You can be authoritative and formal without resorting to complex or extra words.
| Instead of | Try |
| afford an opportunity | allow |
| there are many students who | many students |
| during the course of | during |
| at an early date | soon |
| by the use of | by |
| I am of the opinion | I think |
| raise the question | ask |
| for a period of 2 years | for 2 years |
| for the purpose of | for |
| prior to | before |
| utilize | use |
| terminate | end |
| accompany | go with |
| accomplish | carry out; do |
| accordingly | so |
| accrue | add; gain |
| accurate | correct; exact; right |
| a number of | some |
| Instead of | Try |
| approximately | about |
| concur | agree |
| due to the fact that | due to; since |
| has the capability | can |
| in lieu of | instead of |
| on a timely basis | on time |
Restore strong verbs to your sentence. Some writers dilute the power of their verbs by changing them to nouns (usually those ending in "ion" or "ment") and inserting less potent verbs. Thus, they will use "make a decision" for "decide," "includes a provision" for "provides," "has influence on" for "influences," "issues a statement" for "states," and so forth. If you try to eliminate "ion" and "ment" from your manuscript, you'll strengthen your statement.
"Consequently," "in addition," "further," "however," and many words like them are transition words. These words help establish the relationship between ideas, whether the ideas are within a sentence, in several sentences, or in several paragraphs. Two basic rules apply when using transitions: Use them when you need them. Use them properly.
example 1without transition words:
NCES did not send instructions with the questionnaire to many institutions. The institutions incorrectly filled out the questionnaire. The states gathered the data, mixing the accurate with the inaccurate.
example 1 with transition words:
NCES did not send instructions with the questionnaire to many institutions. As a result, these institutions provided inaccurate information to the states, who then merged this information with accurate data from other institutions.
example 2 without transition words:
We are providing these reports, and Mr. Abalone can obtain further information about OERI surveys.
example 2 with transition words:
We are providing these reports so that Mr. Abalone can obtain further information about OERI surveys.
example 3 misuse of transition words:
Senior enrollment in these states increased dramatically. In addition, dropout rates during the school year remained unchanged. Finally, the number of graduates also rose.
example 3 with appropriate transition words:
Senior enrollment in these states increased dramatically. Consequently, with the dropout rate remaining unchanged during the school year, the number of graduates also rose.
A passive sentence obscures the doer or actor and is generally less direct and frequently wordier than its active alternative.
example active:
The state agency issued instructions to . . . .
examples passive:
Instructions were issued by the state agency to . . . .
Instructions were issued to . . . .
In the active example, notice how the actor, the state agency, takes the prominent role. Also notice how "issued" is upgraded to serve as the main verb instead of being relegated to the past participle with "were."
Writers may use the passive voice to alter the rhythm in a choppy paragraph, to emphasize the object of the action instead of the actor, or to sidestep the problem of an unknown actor (as in the second passive example). The actor may be a group that is difficult or inappropriate to identify. This is particularly the case in government writing, where the individual writer tends to step back and become part of the larger organizational structurethe survey team, the division, or OERI.
Reserve the use of the passive voice for problem situations like those noted above. Use the active voice at all other times. Disseminating Your Publication
In addition to printing and producing publications, MIS can help you disseminate your publication to the general public or a target audience through the OERI mailing lists, the U.S. Government Printing Office, and the Consumer Information Center. The Outreach Division of MIS will meet with you to determine the best ways to distribute your publication to your customers.
These lists contain the addresses of thousands of schools, libraries, researchers, as well as policymakers, education associations, and media. Outreach staff will help you select appropriate mailing lists for your publication. Authors and program officers also may provide lists for mailing.
OERI relies on GPO's sales program as an important distribution outlet. Selling a publication through GPO relieves you of the burden of fulfilling orders. Requests can be referred to GPO's order desk. This does not preclude the free distribution on the program's part; it just provides another venue for distribution if the resources you have to support free distribution are limited. Consumers can purchase GPO sales items through the GPO Order Desk, Web site, and 24 bookstores throughout the country. There is no significant cost to the publishing agency. GPO pays to print, warehouse, and mail the publications in its sales program.
GPO marketing staff can assist in planning and implementing special promotions of GPO sales items. The kind of help GPO offers depends on the publication and audience. Below are some of the major services:
* featuring publications in various GPO catalogs, flyers, and online services;
* selling publications at GPO's 24 bookstores throughout the country;
* preparing special promotional pieces that highlight the publication, usually in conjunction with other federal publications on related topics;
* doing targeted mailings of special promotional pieces (for such mailings, GPO often uses its own lists of customers who have purchased publications in appropriate subject areas);
* designing an order blank that can be used in your promotional pieces;
* advising on ways to develop or enhance the marketing plan; and
* conducting customer surveys on selected products.
The CIC is a separately funded federal office located in the U.S. General Services Administration. CIC selects federal publications of broad general interest for listing in the free quarterly Consumer Information Catalog (approximately 12 million catalogs published each year), promotes them to the media, fills orders, and puts them on the CIC Web site (http://www.pueblo.gsa.gov). Publications in the Catalog are available from a single distribution point Consumer Information Center, Pueblo, Colorado 81009. This is the location of GPO's facility that provides warehousing and distribution services to CIC.
Agencies have three options for distributing publications through CIC:
* CIC can offer a publication free-of-charge to the public, in which case the agency or a private sponsor must pay the distribution cost to CIC (estimated at 55 cents per piece in FY 98); the agency or private sponsor must supply copies to CIC.
* CIC can offer a publication in its 50-cent program. The consumer pays 50 cents for the publication, and that money goes to GPO to cover distribution costs. There is no distribution charge paid by the agency. The agency or private sponsor supplies CIC with copies. (Note that there is a weight limit of 3 ounces for such publications due to postage costs.)
* CIC can offer a publication in the GPO sales program. The agency turns the publication over to GPO, and GPO sets a price to cover printing, postage, and handling costs.
Free publications are most popular. Although demand varies greatly, a free publication listed in the Consumer Information Catalog and widely promoted may realize annual distribution of 150,000 copies or more. A popular 50-cent publication may realize annual distribution of 50,000 copies or more. Overall, demand for GPO sales publications is much lessmaybe 5,000 annually for a popular titleand CIC is much more selective about distributing them.
NOTE: If a publication is to be disseminated through GPO or CIC, that should be stated on the SF1 (Printing and Binding Requisition) and the Notification of Intent to Publish (GPO Form 3868). CIC has an agreement with GPO that it will not include any publication in its 50-cent program that is already in the GPO sales program, so it is especially important to let GPO know in advance of printing if a publication has been approved for CIC's 50-cent program.
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