Academic Bulletins
Copy Guidelines
Please follow these guidelines for preparing content for the next edition of your printed bulletin. You can follow one of two methods for updating the previous edition of your bulletin:
- Electronic method
- Hard-copy method
1. Electronic Method
After an edition of a bulletin is printed, the typesetter exports a Microsoft Word file of the entire written content. The senior editor at the Office of Creative Services (Karen Grooms) e-mails this Microsoft Word file to you to use as a “living document,” inserting updates in it as needed until the copy-in deadline with the Office of Creative Services.
On or before the copy-in deadline, please print out a copy of the file. At this stage, the document is called the manuscript. Please send this printout to , senior editor, Office of Creative Services, Poplars 721, IUB.
An editor on the Office of Creative Services staff (or a qualified freelance editor) will read this manuscript from beginning to end. The editor will mark factual errors, inconsistencies, typographical and grammatical errors, mathematical errors, unclear statements, outdated information, problems with organization of information, and stylistic concerns. The editor will also mark typesetting codes beside all headlines in the manuscript.
The editor will return the manuscript to you as scheduled. It will be your office’s responsibility to incorporate the editor’s suggestions and corrections (unless you have reasons for not following the editor’s advice) into the Microsoft Word file. You will also be expected to insert the headline codes into the document as indicated by the editor. Then please return the marked-up first draft of the manuscript, a printout of the corrected manuscript, and an electronic file of the corrected manuscript to . (Note: If you have made new updates to the manuscript beyond what the editor has suggested, please make it clear to Karen that there is new material to check in addition to what the editor requested.) The Office of Creative Services will submit the manuscript to a typesetter.
2. Hard-copy Method
After an edition of a bulletin is printed, the typesetter prints out a laser copy of the bulletin on 8 ½" x 11" paper, and the Office of Creative Services gives it to you. It’s a good idea to photocopy this printout and file one copy. On the other copy, you will revise your bulletin by writing directly on it and attaching new printouts of long inserts.
To insert fewer than 10 words, put a caret (^) in the text where the insertion is to begin and print or type the words to be inserted in the closest margin. Remember to:
Use colored (not black) ink or pencil and print legibly.
Use all-capital letters only when you want something to appear in all capitals.
Write insertions in the margin horizontal with the line in which they are to appear. If there are several insertions in a confined space, use a ruler to help you keep marginal inserts even with the line, so the typesetter can follow them easily.
Be realistic about how many small inserts you are making within a confined space; if you think the inserts might be hard for the typesetter to follow, you should retype the section with the revisions and submit it as a separate insert. (See Section II below for more information about inserts.)
Keep all changes and additions in the margins, not within the lines of text.
Each insert of more than 10 words should be prepared in Microsoft Word and saved with a separate filename that reflects its location in the bulletin, as well as printed out on 8 ½" x 11" paper (a separate sheet for each insert). Please do the following:
Leave 1" margins on each side.
Double-space your printouts.
Use left justification only.
Type only one space between sentences, not two.
Use all-capital letters only when you want something to appear in all capitals.
Use the appropriate features in Microsoft Word to create boldface, italics, superscripts, and diacritics.
Label any new headlines that you’re inserting as [A], [B], [C], [D], or [E] to indicate the level of heading: [A] is the largest boldface heading, [B] the second-largest boldface heading, [C] the third-largest boldface heading, and so on.
Place each 8 ½" x 11" sheet behind the bulletin page on which it is to appear. Please do not staple or clip the sheets together.
Label inserts with the page number on which they are to appear and indicate sequence by letters of the alphabet. For example, the first insert on page 6 is 6a. Subsequent insertions for that page would be 6b, 6c, etc. It is best to label inserts in order, but if at the last minute you need to add another insert at the top of a page where you have already labeled the inserts a, b, and c, add the later insert and label it 6d even though it appears on the page before a, b, and c.
Put a caret (^) at the point in the standing text where the insertion begins and draw a line from the caret to the nearest margin. Write “Insert 6a,” “Insert 6b,” etc., in the margins.
You will provide a double-spaced hard-copy printout of inserts for the editor to review. You also need to save the inserts and provide electronic versions to Karen on disk or as e-mail attachments. The typesetter will format these files and insert them in the places that you have indicated.
To delete material, mark through it with a line and put the delete symbol in the appropriate margin. See our editing and proofreading symbols for more information.
When marking through text to be deleted, please do not mark it so heavily that it is unreadable.
If you change your mind about deleting material, please put a series of dots under the lined-out words and write “stet” in the margin. (“Stet” means “let it stand.”)
To delete long passages (more than three lines), draw a box around the material and put a large X through the copy. Draw a line from the box to the margin and put a delete symbol in the margin.
To move a passage from one page to another, draw a box around the type and give instructions in the margin about where the material should be moved.
Write “Move to p. —.”
On the new page, put a caret (^) where the insert begins and write “Insert from p. —.” Insert a photocopy of the passage to be moved.
If more than one passage is to be moved from the same page, label the inserts a, b, c, etc. (Example: Two different passages from page 14 are to be moved to page 6. On page 14 you would write next to the first passage, “Insert a—move to p. 6.” On page 6 you would write, “Insert a—from p. 14.” Follow the same procedure with insert b.) Assemble all pages in order and check to see that inserts are in alphabetical order behind the pages on which they will appear.
From this point, the editorial process closely resembles that described in method 1. When your updated document, known as the manuscript, is ready for editing, please send it to , senior editor, Office of Creative Services, Poplars 721, IUB. Karen or another editor will read the entire manuscript, mark suggestions both on the printout of the old edition and on your new inserts, and return the manuscript to you as scheduled. You will be asked to review all of these suggestions and make changes to your inserts as appropriate. Then the Office of Creative Services will submit the manuscript to typesetting.
Some Notes on Updating a Bulletin by Either Method
If you wish to have photographs in your bulletin, it is best to provide them to the Office of Creative Services as digital files of at least 300 pixels per inch. (Prints can also be scanned, but this costs a little more and takes a little longer.) Because bulletins are produced as inexpensively as possible, we do not add pages to bulletins just to accommodate photos. Photos will be placed where spaces occur “naturally” during typesetting.
Anytime you send something (manuscript, electronic files, proofs, etc.) to the Office of Creative Services, please make and keep a copy for yourself first.
