Format Guide

PREPARING AND SUBMITTING YOUR

ELECTRONIC FILES FOR THE HICSS-38 CD-ROM

Please follow the steps outlined below when formatting your file for submission to the HICSS-38 conference.
Read the following carefully. The quality of the finished product largely depends upon receiving your cooperation and help at this particular stage of the publication process.

Formatting Your Paper  

  1. Language:  ALL MANUSCRIPTS MUST BE IN ENGLISH. Manuscripts must not exceed 10 pages, single-spaced and double-columned.
  2. File Format: All files must be submitted in one of the following formats: Microsoft Word, WordPerfect, Rich Text Format, PageMaker, Freelance, FrameMaker, Word Pro, LaTeX w/DVI (*), or QuarkXpress (*). 

*    For documents created in formats that do not embed source files, include all support files with the final manuscript in a folder.  This folder must then be placed in a compressed archive for submission.

  1. Naming your File: Please name your paper using the last name of the first author (e.g. smith.doc)
  2. Formatting Your Paper. All text must be in a two-column, single-spaced format. Please look at the sample in WORD.  See also the format sheet which shows the print margins and column positions.
    1. The total allowable width of the text area is 6-7/8 inches (17.5 cm) wide by 8-7/8 inches (22.54 cm) high.
    2. Columns are to be 3-1/4 inches (8.25 cm) wide, with a 5/16 inch (0.8 cm) space between them.
    3. The main title (on the first page) should begin 1-3/8 inches (3.49 cm) from the top edge of the page.
    4. The second and following pages should begin 1.0 inch (2.54 cm) from the top edge.
    5. On all pages, the bottom margin should be 1-1/8 inches (2.86 cm) from the bottom edge of the page for 8.5 x 11-inch paper; for A4 paper, approximately 1-5/8 inches (4.13 cm) from the bottom edge of the page.

5.    Fonts: Please note that Times New Roman is the preferred font. If you must use another, The following fonts are considered base fonts, and you are encouraged to limit your font selections to this list. These fonts are automatically installed with the viewing software and made available to all papers included on the published CD without having to be included within individual PDF files.

1.                  AdobeSanMM

2.                  AdobeSerMM

3.                  Arial MT

4.                  Arial MT, Italic

5.                  Arial MT, Bold

6.                  Arial MT, Bold Italic

7.                  Courier

8.                  Courier, Italic

9.                  Courier, Bold

10.              Courier, Bold Italic

11.              Symbol

12.              Times New Roman PS MT

13.              Times New Roman PS MT, Italic

14.              Times New Roman PS MT, Bold

15.              Times New Roman PS MT, Bold Italic

16.              ZapfDingbats

Using these fonts will reduce the size of your converted paper as well as speed up the display and printing of your paper for the readers. Additionally using only the specified fonts provides a consistent look across to all material on the published CD. If you decide to use fonts other than ¡°base fonts¡± you must submit your paper as a PostScript with embedded fonts. The embedded fonts will be preserved during the conversion process.

               

  1. Including Graphics/Images
    All images must be embedded in your document or included with your submission as individual source files.

The type of graphics you include will affect the quality and size of your paper on the electronic document disc. In general, the use of vector graphics such as those produced by most presentation and drawing packages can be used without concern and is encouraged.

1.Make sure that any text in the graphic has a minimum point size of 4 points. Text below the minimum point size will not be readable in print.

2.Do not use custom halftones (photographs) and pattern fills. (In Lotus Freelance, Fill Patterns do not convert to PDF and a white solid fill is substituted.) Instead, use solid-color or grayscale fills to produce a more readable document on-screen that will also load and print significantly faster. This is especially important for charts and graphs.

3.Do not select ¡°Smooth Graphics¡±.  This option often produces extremely large files that will take a long time to display and print.  The Smooth Graphics option is usually found in the Page Setup Dialog box in Macintosh applications and some Windows applications.

If your paper contains many large images they will be down-sampled to reduce their size during the conversion process.  However the automated process used will not always produce the best image, and you are encouraged to perform this yourself on an image by image basis.

The use of bitmapped images such as those produced when a photograph is scanned require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image.

Suggestions for improving the quality bitmap graphics include:

1.In general, bitmapped images should be limited to no more than 256 (8 bit) color/gray scale, 150 dots per inch, and should be kept as small as possible.

2.Reduce the number of display colors before making screen shots. The majority of computer applications use less than 16 colors for their menus, dialogs etc.

3.Select higher resolutions only for images that a reader will magnify. Image resolution of bitmapped images does not increase when readers zoom in on an image.

  1. Main Title.
    1. Center the title 1-3/8 inches (3.49 cm) from the top edge of the first page.
    2. The title should be in Times 14-point, boldface type. Leave two blank lines after the title.
    3. Capitalize the first letter of nouns, pronouns, verbs, adjectives, and adverbs; do not capitalize articles, coordinate conjunctions, or prepositions (unless the title begins with such a word).
  2. Author Name(S) And Affiliation(S) are to be centered beneath the title and printed in Times 12-point, non-boldface type. This information is to be followed by two blank lines.
  3. The Abstract And Main Text are to be in a two-column format.
  4. The Abstract is to be in fully-justified italicized text, at the top of the left-hand column, below the author and affiliation information.
    1. Leave two blank lines after the Abstract, then begin the main text.
    2. Maximum length:  150 words
  5. Main Text. Type main text in 10-point Times New Roman, single-spaced. Do NOT use double-spacing.
    1. All paragraphs should be indented
    2. Be sure your text is fully justified -- that is, flush left and flush right.  
  6. Footnotes. Use footnotes sparingly and place them at the bottom of the column on the page on which they are referenced. Use Times 9-point type, single-spaced. To help your readers, try to avoid using footnotes altogether and include necessary peripheral observations in the text (within parentheses, if you prefer, as in this sentence).
  7. References. List and number all bibliographical references in 9-point Times, single-spaced, at the end of your paper. When referenced in the text, enclose the citation number in square brackets, for example [1]. Where appropriate, include the name(s) of editors of referenced books.


Producing Papers in LaTeX (w/DVI)

For documents created in formats that do not embed source files, include all support files with the final manuscript in a folder.  This folder must then be placed in a compressed archive for submission.


Using LaTeX
Documents converted from the TeX typesetting language into PostScript or PDF files usually contain fixed-resolution bitmap fonts that do not print or display well on a variety of printer and computer screens. Although Adobe Acrobat Distiller will convert a PostScript language file with bitmapped fonts (level 3) into PDF, these fonts display slowly and do not render well on screen in the resulting PDF file. But, if you use Type 1 versions of the fonts you will get a compact file format that delivers the optimal font quality when used with any display screen, zoom mode, or printer resolution.

Using Type 1 fonts with DVIPS

  1. The default behavior of Rokicki's DVIPS is to embed Type 3 bitmapped fonts.
  2. You need access to the Type 1 versions of the fonts you use in your documents in order to embed the font information. Type 1 versions of the Computer Modern fonts are available in the BaKoMa collection and from commercial type vendors.
  3. Before distributing files with embedded fonts, consult the license agreement for your font package. Some typeface vendors do not allow you to embed complete fonts into a PDF or Post-Script language file for public distribution. Contact the type vendor for more information. You may embed all fonts included in the Adobe Type library.

When using LaTeX, only embedded fonts should be used to ensure a decent conversion to PDF. Use of Times fonts is highly recommended for consistency and readability both on screen and in print.
With LaTeX2e use the command

\usepackage{times}


and with LaTeX 2.09 use the command

\documentstyle[times]{...}

LaTeX users must submit a .dvi file and the graphic files (.eps) used to create the LaTeX document. If your graphic files are not located in the same folder as the LaTeX document (.tex,) you must create your compressed file with the folder structure preserved. This is so that when the files in the compressed folder are uncompressed, the files are located where the .dvi expects to find them. The best way to create your .tex is to have the graphic files located in the same folder as your .tex. This way when you create the .dvi file, it will expect to find the graphic files in the same folder that it is located. And, it insures that the compressed file will include all the necessary files to create the .PDF file.

One of the most common problems with LaTeX submission is missing graphic files.

Submissions should also include all LaTeX files and the Postscript output.  If you are unable to submit your paper in any of the electronic formats, or if we encounter problems converting your electronic submission, your paper will be scanned and converted to PDF for inclusion on the CD. Although a scanned paper looks identical to the original when printed, it is slower and more difficult to view on screen. If you do plan to deliver your paper by hard copy avoid typefaces smaller than 11 points.

If an author does not have Type 1 fonts available, the following instructions should be used :

  1. A .dvi file must be created from the LaTeX editor and must be submitted.
  2. All files used to create the manuscript must be submitted as well. For example, .sty, .aux, .cls, .tex, .bib, .bbl, .blg, .bst, .fig and .eps.
  3. The files submitted must be provided in the same directory structure as originally created. ICPI will not be responsible for re-creating the directory structure.
  4. It is preferable that the files be submitted in a compressed file such as .zip.
  5. The current IEEE LaTeX style sheets, available from IEEE, must be used.
    1. IEEETran.sty ¨C required for LaTeX 2.09, an older version,, as a style sheet.
    2. IEEETran.cls - required as the style sheet for LaTeX2e
  6. Authors should still restrict their fonts to Times and Computer Modern.

Delivering Your Submission
Compress your submission. Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:

  1. Pkzip (.zip)
  2. Tar (.tar)
  3. StuffIt (.sit)
  4. GNU Zip (.gz)
  5. GNU Zip Tar (.tgz)
  6. Compress (.z)
  7. Compress Tar (.taz)
  8. LHA (.lhz)
  9. ARJ (.arj)

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  RETURN TO AUTHOR INSTRUCTIONS

Send questions or comments to: hicss@hawaii.edu