Instructions for Proceedings

Papers and extended abstracts from conference proceedings will be published by the Southern Research Station as a General Technical Report. The report will be an electronic only publication.

MANUSCRIPT SUBMISSION
Manuscripts are due April 6, 2020 and should be emailed to: latimer.jim@epa.gov. The subject line MUST have the following text: “Seventh ICRW Proceedings submission.” A confirmation email will be sent to the submitter upon receipt.

BASIC SUBMISSION REQUIREMENTS
• Oral presenters may submit a complete paper or an extended abstract.
• Poster presenters may submit a complete paper or an extended abstract; they may choose not to submit at all (original abstract retained).
• Complete papers are limited to 4000 words and no more than 8 tables or figures (combined).
• Extended abstracts are limited to 1000 words, 1 figure and 1 table.
• Manuscripts must be submitted as an original paper in electronic format. The Station prefers manuscripts prepared with MS Word software.
• Authors must follow the clearance and review procedures outlined by their respective agencies/institutions. The cover letter accompanying the submission must clearly state that all proper procedures have been followed (as applicable). If an author’s institution has no set protocols, the manuscript must undergo a minimum of two peer reviews for clarity and technical content before submission. In this case the names, affiliations, and email addresses of the peer reviewers must be provided in a cover letter with your submission
• Authors will be responsible for the content and accuracy of their manuscripts.
• All manuscripts must be prepared per instructions in the MANUSCRIPT PREPARATION section following.

MANUSCRIPT PREPARATION FOR EXTENDED ABSTRACTS (1000-word limit)
Extended abstracts are limited to 1000 words, 1 figure and 1 table. As they are an extended abstract, no first order headers should be used (i.e. INTRODUCTION, MATERIALS AND METHODS, etc.) with the exception of LITERATURE CITED. Follow instructions for complete papers (below) for formatting pages, fonts, figures, and tables.

MANUSCRIPT PREPARATION FOR COMPLETE PAPERS (4000-word limit)
The Southern Research Station has adopted the following instructions to help authors prepare their manuscripts. Failure by authors to follow these instructions could result in the manuscripts being returned to the authors, thus delaying publication.

1. TYPESETTING.
• Before beginning to type, set your word processor’s default values to the following specifications:
o all four page margins, 1 inch;
o single-spaced 10-point Times New Roman or Times font;
o all text left justified, ragged right; and
o no hyphenation.
• Use italics for all Latin names.
• Use only one space after all punctuation (periods, colons, etc.).
• The page limit for manuscripts is six typeset pages, including tables and figures. This limit equates to approximately 10 single-spaced pages (including tables and figures).

2. PAPER TITLE.
• Type the title in all uppercase letters, centered.
• If the title is longer than one line, allow it to wrap to the next line. Do not use a carriage return.

3. AUTHOR NAMES. Leave one blank line below the title, and type the full name of the author(s), centered, using initial capitals.

4. AUTHOR IDENTIFICATION.
• Leave one blank line below the authors’ names and type flush left the author’s name, job title, the organization, city, State, and zip code.
• Text should be left justified, ragged right.
• The SRS layout person will move author identifications to the proper footnote.

5. ABSTRACT.
• Leave one blank line below the author identification and type flush left the word “Abstract” followed by two dashes.
• Begin the text immediately after the dashes (no spaces).
• Do not hyphenate words at the end of lines.
• Limit the abstract to approximately 150 words.
• All text should be left justified, ragged right.

6. PARAGRAPHS.
• Left justify all paragraphs, no paragraph indentions.
• Do not hyphenate words at the end of lines.
• Skip one line between each paragraph.

7. HEADINGS. All section headings should be typed in the following format:

• FIRST-DEGREE HEADINGS
First-degree headings should be left justified using uppercased letters with a blank line preceding the heading. Text should begin on the line immediately below the heading.

• Second-degree Headings
Second-degree headings should be left justified, using initial capitals for major words with a blank line between the second-degree heading and the preceding paragraph. Text should begin on the line immediately below the heading. Do not leave a blank line between first-degree heading and second-degree heading.

• Third-degree headings—Third-degree headings should be left justified using lowercased letters, except for an initial capital on the first word. The last word should be followed by an em dash. Text begins immediately after the dashes with no spaces.

8. ACKNOWLEDGMENTS. This section, if needed, should be placed after the conclusions section under the first-degree heading, ACKNOWLEDGMENTS.

9. LITERATURE CITED.
• Arrange citations in alphabetical order.
• Separate each citation with one blank line.
• Follow the American National Standards Institute (ANSI Z39.29-1977) style for citing bibliographic references. (click here for Literature Citations Guidelines)
• Use the author-date method to refer to literature in the text; for example, “More rapid runoff may result in increased peak flows (Brown 1980)” or “Later experiments by Miller (1980) showed. . . .”
• If several references are listed together, list them alphabetically (Adams and Smith 1980, Endres 1972, Peterson 1974). Use a comma, not a semi-colon, between listings. If a manuscript has three or more authors, list the first author followed by “and others” (e.g., Clark and others 1986). Do not use “et al.”
• With one exception, only published material should be included in the literature cited section. Manuscripts accepted for publication may be included. The notation “In press” appears in the same position as the publication date; for example: Haywood, J.D. [In press]. Plant communities in selected . . . .

10. FOOTNOTES. Footnotes should only be used if absolutely necessary and should be numbered consecutively throughout the manuscript.

11. PERSONAL COMMUNICATIONS. Reference to personal communications and unpublished data should be avoided. If it must be done, please add a footnote with source information. A complete address must be given as a means of contact, as follows:

1 Personal communication. John Doe. 1991. Silviculturist, Kisatchie National Forest, 2500 Shreveport Highway, Pineville, LA 71360).

12. NUMBERS AND UNITS OF MEASUREMENT.
• Throughout the manuscript, spell out numbers at the beginning of a sentence, whole numbers from one through nine unless associated with a unit of measurement, time, or money (e.g., 7 m, 2 inches, 7 hours, 3 percent, $3), fractions standing alone or followed by “of a” or “of an,” and preceding a unit modifier that contains a figure (e.g., ten 3-m logs).
• Use numerals when 2 or more numbers appear in a sentence and 1 of them is 10 or more.
• Note that metric units are abbreviated unless used without a number, and English units are spelled out (2 inches, 3 feet, 4 square feet).
• Do not use “%” in the text. Write out the word “percent” instead. The “%” sign can be used in the tables and figures, however.
• Do not mix metric and English units in the text. Use the one most appropriate.

13. STATE ABBREVIATIONS. States should be abbreviated to two letters when mentioned with the name of a town or county and spelled out when standing alone.

14. NOMENCLATURE.
• Scientific names set off in parentheses should follow the first mention of each common name in the abstract and again in the body of the manuscript.
• The authority is not necessary but if used should be consistent throughout.
• The genus, species, and variety names should be italicized. Do not underline the names.
• Common names or scientific names without the authority can be used thereafter.
• If the number of species is large, a list of common and scientific names can be included in a table or as an appendix following the literature cited section.

15. EQUATIONS. Equations should be on their own line in the text, numbered at the right margin, with a blank line above and below the equation. Use Microsoft equation editor or MathType software programs, if possible.

16. TABLES.
• Place all tables at the end of the manuscript.
• Create tables in MS Word. Use Arial or Helvetica 9pt font.
• All tables need a short title. Notes or extra information about the table should not be included in the title; instead, please add this information as a footnote below the table.
• Do not leave cells blank. Instead, use an em dash and provide an explanation for the missing data as a footnote to the table.
• A sample table is provided below:

sample-table

17. FIGURES, PHOTOGRAPHS.
• Place all figure captions (but not the figures themselves) at the end of the manuscript.
• Do not embed figures into your manuscript. Please provide figures as individual files that are named as follows: fig_1.xlsx, fig_2.eps, fig_3.ai, fig.4.jpg, etc.
• Use Arial or Helvetica 9pt font for the text within the graphic.
• Photographs need to have a credit line, including the name of the photographer and/or their organization. Please provide documentation of permission to use someone else’s photograph (unless it was taken by a Government employee).
• Do not place captions with figures; figure captions need to be inserted in the manuscript text.
• SRS requests that figures are submitted in two ways:
o PDF (or hard copy print-out) to reflect how the figure should appear in published form.
o Electronic files (one for each figure) in the native format (see chart below):

  

If the graphic was generated in: Save the file as:
Excel .xls, .xlsx, or .pdf
SigmaPlot .jnb (or export as .xls, .xlsx, or .pdf)
Illustrator .ai or .pdf
Photoshop .psd or .pdf
ArcView Export as .ai or .eps (with fonts embedded)

MANUSCRIPT SUBMISSION
Please ensure that you submit the following to the compiler:
• A cover letter must clearly state that all proper procedures have been followed (as applicable). If an author’s institution has no set protocols, the manuscript must undergo a minimum of two peer reviews for clarity and technical content before submission. In this case the names, affiliations, and email addresses of the peer reviewers must be provided in a cover letter with your submission
• Manuscript in MS Word, with tables and figure captions at the end.
• Figures as separate files and named sequentially (e.g., fig1.xlsx, fig2.jpg, fig3.ai)

Manuscripts are due April 6, 2020 and should be sent to:
Jim Latimer
Office of Research and Development
US Environmental Protection Agency
Email: latimer.jim@epa.gov

ADDITIONAL INFORMATION
Click here for Example Manuscript
Click here for Additional Guidelines provided by the Southern Research Station