- Submitting Manuscripts
- Components of Manuscript
- Style of Manuscript
- Basic Writing Style
- Impersonal Construction and
Passive Voice
- Spelling, Punctuation and
Capitalization
- Units
- Mathematical Expressions
- Abbreviations, Acronyms and
Numbers
- Figures
- Tables
- Citations and References
- General Guidelines
- Citations in Text
- Reference Format
- Posters
1. Submitting
manuscripts
Manuscripts must be complete when submitted, and
all pages must
be typed on one side only, on paper size 8.5" x
11". The font size should be no smaller than 12 point. A serif
font such as Times New Roman should be
used. sans serif
fonts (such as Helvetica or Arial) should be avoided as there can
be confusion interpreting some characters (e.g., lowercase
"ell" versus the number "one").
All text, figures, equations, and tables of your
manuscript should be within an area no
larger than 5.25" x 9.25" (see
sample document) and whose location in the page is determined
by the margin settings indicated below. Only the material
contained within that area will be reproduced. In order to
correctly define this valid printing area, you must make sure that
in your
text processing software program, margins are set-up as
follows:
- Left margin at 1.69" at least.
- Right margin at 1.56" at least.
- Top and Bottom margins at 0.88" at least.
A Header containing the name of the first author
and the page number should be included but special care must be
taken to ensure that it is outside of the above specified printing
area. This header information will not be part of the final
printed Proceedings.
Articles should not exceed 12 single-spaced pages with margins set-up as
specified above (approximately 5800 words in length).
The following materials should be sent:
- A
Cover letter.
The letter should include the title of the manuscript; authors'
names; name, address, e-mail address,
and telephone and fax numbers of one author (usually the lead
author) to whom future correspondence should be addressed.
- Manuscript
and figures. One copy of the complete
text of the manuscript (including figures, figure captions,
tables, and references). An electronic version of the full
manuscript MUST be submitted in addition to the hard copy. The
electronic version of the full paper should be provided
on a 3.5" diskette for either Windows or MacintoshOS
containing the full manuscript in MS Word
format. Alternatively, the electronic version of the complete manuscript can also be
submitted on-line or via
e-mail attachments to: hydrologydays@engr.colostate.edu.
No paper will be included in the Hydrology Days proceedings
unless an electronic version of the complete paper is made
available to the editorial staff of Hydrology Days.
Once a paper has been received by the Hydrology
Days editorial staff, A
Copyright form will be mailed to the first author. The form must
be signed and returned to Professor Jorge A. Ramirez.
2. Components
of a manuscript
In this section and those that follow,
guidelines are presented regarding the format and style of the
manuscript, but these are intended more as recommendations (to
ensure uniformity) not as requirements.
The manuscript should generally include all the
components listed in the following sections in the order presented
here.
1) Title and Authors
The first page should include the manuscript's
title, the authors' names and affiliations, and corresponding
author address. The affiliations should be as concise as
possible and will not constitute a complete mailing address. The corresponding-author address should be
included as a footnote and must be a complete address, including
telephone number and e-mail address.
2) Abstract
The abstract should immediately follow and
summarize the principal conclusions arrived at in the paper and
the methods used to reach them. The abstract should be 250 words
or less in length. Unless absolutely essential, the abstract
should contain no mathematical expressions, should refrain from
including citations or footnotes, and should not use the first
person.
3) Text
The text should be divided into sections, each
with a separate heading and numbered or lettered consecutively.
Section and subsection headings should be typed on separate
lines using the following format.
New paragraphs should be indented. Avoid
starting paragraphs flush with the left margin and separated by
a blank line.
Letters representing mathematical variables
should be in italics. Vectors should be typed as bold roman type
(e.g., V) and
matrices or tensors should be typed in bold sans serif type
(e.g., A)].
Mathematical terms not set as italics include uppercase Greek
letters, most mathematical functions (such as sinx
and lnx), and
most multiple-character quantities such Froude number (Fr).
Citations in the text may regard standard or
nonstandard references. Standard
references are those that have been
published in a refereed scientific or technical journal or a
book. Nonstandard references
are those from unrefereed publications, typically preprints,
symposia, proceedings, technical reports, agency or
institutional documents, or contract or grant reports. If a
nonstandard reference is considered essential by an author, and
there is not an equivalent standard reference, the material may
be referenced.
4) Appendixes
Material that is subordinate to the main theme
of a paper, such as lengthy mathematical analysis, should
normally be omitted. If inclusion is essential, however, it can
be placed in an appendix. Appendixes can also be used to define
symbols or other terms used in the text. If only one appendix is
used, refer to it as "the appendix." If more than one
appendix is used, each should be labeled consecutively with
letters and referred to in text as "appendix A,"
"appendix B," etc. Figures, tables, equations, and
footnotes that are located in an appendix are labeled according
to the appendix letter (use "A" if there is only one
appendix), followed by an Arabic number [Eq. (A3), Table B1,
Fig. A1, etc.]. Appendixes should be given titles that are
centered below the word Appendix (or
Appendix A).
5) Acknowledgments
Keep acknowledgments as brief as possible. In
general, acknowledge only direct
help in writing or research. Financial support for the work
done, or for an author, or for the laboratory where the work was
performed, is best acknowledged here.
6) References
All references referred to in the text are
listed alphabetically without numbering at the end of the
manuscript under the heading References. References must be
complete and in standardized form.
In addition, with respect to figures, tables
and footnotes:
Figure captions. Figures include graphs, illustrations,
photographs, computer plots, and line drawings. Each figure
should be provided with a legend or caption that makes the
figure understandable without reference to the text. Each figure
must be mentioned explicitly in the text and must be numbered in
the order of first mention in the text.
All figure captions should be typed below the
figure in a font that matches that of the text.
Tables. Each table must be numbered, provided with a
legend, and mentioned specifically in the text. Each table
should be typed at single space and should have an explanatory
caption typed above the table.
Footnotes. Footnotes should appear in standard format at
the bottom of the manuscript page in which they are cited (but
within the printing area defined above). Use of footnotes should
be held to a minimum, and potential footnote material should be
incorporated in the text whenever possible.
3. Style
a. Basic
writing style
Authors who wish their work to be read,
understood, and referenced must write in a clear, terse style.
b. Impersonal
construction and passive voice
Use of the first person in sentence construction
should normally be avoided in the body of the manuscript. This can
often be accomplished quite naturally, through the use of passive
construction, when stating facts. For example, use "the
rainfall rates were measured using . . ." rather than "I
measured the rainfall rates using . . . ." The use of
"we" is appropriate where it politely includes the
reader, such as "We have already seen . . . ."
The first person should be used when directly
stating opinions of the authors so that it is clear that these
opinions may not be held universally. For example, the statement
"It is believed that this phenomenon is a result of . .
." implies this is a widely held belief, whereas "We
believe that this phenomenon is a result of . . ." clearly
refers to the beliefs of the authors.
The first person may also be appropriate when
comparisons are made to the work of others or when reporting on
decisions that were made. For example, ". . . our calculated
values are larger than those of Smith et al. (1998) . . ." or
". . . in view of the limitations of this approach we chose
to use the following . . ." The acknowledgments are also a
natural place for authors to use first-person construction.
As noted above impersonal construction should be
used in the abstract of a paper. The use of "I" or
"we" can be confusing in this context, so use "the
author(s)" or passive construction.
c. Spelling,
punctuation, and capitalization
As a primary guide, use Merriam-Webster's
Collegiate Dictionary for the correct
spelling of words and the guidelines of The
Chicago Manual of Style for determining
the hyphenation of terms.
Serial commas should be used before the
conjunctions "and" or "or" in a list of three
or more items.
The proper names of locations and phenomena are
capitalized (e.g., Lake Erie, the Gulf of Mexico, the Appalachian
Mountains, the Gulf Stream). Regions and regional phenomena can
also be considered proper terms and treated as capitalized (e.g.,
Lower Michigan, the Sun Belt, the Piedmont, the Great Plains, the
Denver Cyclone). Note, however, that reference to these locations
or phenomena by an abbreviated form of the name is lowercase. That
is, we say "the Tibetan Plateau" (capitalized) and can
refer to it later as "the plateau" (lowercase), or we
can discuss "the Labrador Current" and later we could
refer to it as "the current."
4. Units
Use of the International System of Units [Systčme
Internationale (SI)] is standard and preferred.
Units should be set in roman font with a space between each unit
in a compound set (e.g., m s-2
rather than ms-2).
Avoid using the solidus (/) to form unit combinations; use
negative exponents instead (e.g., write m s-1
rather than m/s). Words and symbols for units should not be mixed;
if mathematical operations are indicated, only symbols should be
used. For example, one may write "joules per second" or
"J s-1,"
but not "joules second-1,"
"joules s-1,"
or "J second-1."
5. Mathematical
expressions
Since correct typographical presentation is
crucial to understanding equations, authors of mathematically
oriented papers should prepare their manuscripts carefully.
Authors should avoid using symbols that might be misread, such as
misinterpreting a Greek rho for a roman p
or a Greek nu for an italic v.
The letter "l" (ell) and the number "1" (one)
are often hard to distinguish, so the author must make certain it
is clear which is intended.
There are other important factors, however.
These include typeface and type font, particularly with respect to
the use of vectors, matrices, and tensors. As stated earlier,
vectors should be denoted using bold roman type (e.g., V),
and matrices and tensors should be denoted using bold sans
serif (e.g., A).
Every equation or set of equations, except for
very short single-level equations that can be set in the text,
should be displayed—that is, centered on its own separate line.
Equations should be numbered consecutively, with the numbers in
parentheses set flush right against the margin. Simple fractions
appearing in the text, but not in displayed equations, should use
a solidus and parentheses if necessary to avoid ambiguities. That
is, use 1/(a + b),
not 1/a + b.
The following order should be used: parentheses, brackets, braces,
and angle brackets á{[()]}ń.
When more than four groupings are involved, the sequence should be
repeated. Identify special usage of brackets (e.g., áń
to mean some type of average) when they first appear so that it is
clear that the unusual order is intended.
The use of the exponent ˝ is preferred to the
radical sign (Ö
). Also, the use of negative exponents is preferable to fractions
made with a solidus—that is, write ax-1cosy
rather than (a/x)cosy.
If a paper has large numbers of notations and symbols, it is
recommended that the symbols be listed in an appendix to the
manuscript, with short explanations for each symbol. Use
"exp" for expressions involving e
modified by a complicated exponent.
The following symbols should be used to
represent these common mathematical phrases.
6.
Abbreviations, acronyms, and numbers
Apart from standard abbreviations, abbreviations
(including most initializations and acronyms) should be defined at
their first use in the text, such as "National Climatic Data
Center (NCDC)." Since the abstract is also printed separate
from the article, abbreviations should be defined in both the
abstract and the first occurrence in the text. When many acronyms
or initializations are used in a paper, a list of their expansions
as an appendix can be an effective aid to readers. Only very
well-known and established acronyms or initializations, such as
NASA or USGS should be used in the title of the manuscript.
Numbers should be spelled out in text through
nine and written as a numeral from 10 on. An exception to this is
when a sentence includes numbers in the same context that are both
above and below nine, in which case the numeral form should be
used throughout. For example, use "2 out of 14 cases"
rather than "two out of 14 cases." Numbers should also
be spelled out when they start a sentence. The ordinal numbers for
second and third are represented by the "d" alone when
used in numerals (e.g., 22d or 23d); and ordinals, as with
cardinal numbers, are normally spelled out for values below 10th.
7. Figures
Lettering should be simple in style, without
serifs and with open areas that stay open with reduction (for
instance, the open area of the number "6"). Authors
should try to avoid great disparities in the thickness of lines
and in the size of symbols and letters. Letters used for
subscripts and superscripts should be approximately 75% of the
size of the principal lettering.
Do not use open symbols with dots in them since
they may appear to be filled symbols after printing.
Graphs should be self-explanatory, their purpose
being evident without reference to the text. One should indicate
clearly what is being plotted, on both the vertical and horizontal
axes. The figure caption should provide sufficient information for
the reader to understand what the figure is intended to show.
Coordinate rulings should be limited in number to those necessary
to guide the eye in making a reading to the desired degree of
approximation. Ticks to indicate coordinate values may be placed
on all four sides of the graph to increase readability and are
recommended. Place numbers and letters so that they may be easily
read from either the bottom or the right-hand side of the graph.
Relevant non-graphic material, such as keys to
the symbols in the graphs, may be included in the graph itself if
it fits without too much crowding . Otherwise, such material
should be in the caption. Symbols of SI units should be lettered
as lowercase or capital letters as specified by the SI standard,
and variables or vectors used in the figure should be set in
italic or bold non-italic font, respectively, following the style
that will be used in the text.
8. Tables
Tables are to be numbered consecutively using
arabic numerals in the order they are mentioned in the text. All
tables must be mentioned in the text.
If abbreviated column headings are used to allow a table with
several data columns to fit in one page, provide definitions of
the abbreviations as part of the column.
Each table should have a caption that is
positioned at the top of the table. Captions should be brief but
sufficient to make the table contents clear. Column headings
should be clear and concise. Capitalize the first word of a
heading but use lowercase letters for all other words except
proper terms. Use horizontal lines in tables only to separate
headers from the body of the table, and not
between each line of the table. Do not use vertical lines but
instead use appropriate spacing. A blank line can be used to
separate blocks of data within a table that the author wishes to
group together.
9.
Citations and references
a. General
guidelines
References are intended to lead readers to other
relevant work. If they are not complete or in error, readers may
be unable to find the material being cited. Thus, authors should
put a great deal of emphasis on getting the references correct.
b.
Citations in text
Citations to standard references in text should
consist of the name of the author and the year of
publication—for example, Smith (1990) or (Smith 1990). If there
are three or more authors, state the first author's surname,
followed by "et al." and the year of publication—for
example, Smith et al. (1990) or (Smith et al. 1990). When there
are two or more papers by the same author or authors in the same
year, distinguishing letters (a, b, c, etc.) should be added to
the year in both the citation in text and the reference
listing—for example, Smith (1990a). For multiple citations by
one author, separate years by commas—for example, Smith (1989,
1990) or (Smith 1989, 1990). Separate multiple citations by
different authors within the same parentheses by semicolons—for
example, (Smith 1990; Jones 1991) or (Smith 1989, 1990; Jones
1991).
When a citation in text needs to refer to a
specific section or chapter, this should included after the year,
preceded by a comma—for example, Smith (1996, chapter 7), Smith
(1997, section 3.22), or (Smith 1977, section 3.22). Do not
include the chapter in the citation if that chapter is explicitly
identified in the reference itself (as in the case of a chapter of
a multiply authored monograph). If a specific page or page range
needs to be cited, this should also follow the year, preceded by a
comma—for example, Smith (1996, 235–237). If a single page is
cited, insert a "p." before the number—for example,
Smith (1996, p. 125).
Nonstandard references should be used only if
they are essential to support the author's arguments or to give
proper credits. When required, the same form of text citation is
used. References to personal communications should appear only in
the text and should include initials and year—for example, D. E.
Smith (1982, personal communication). It is sometimes necessary to
make reference to information that is located on the Internet.
Internet files do not, however, have the permanence of traditional
publications and are therefore generally considered nonstandard
references. Reference to files, information servers, or World Wide
Web sites should be made through the use of a footnote or
parenthetically, which should contain the complete Uniform
Resource Locator (URL) for the document or server.
Manuscripts that have been submitted to a
journal but not yet accepted for publication cannot be included in
the reference listing and must be cited in text in a manner
similar to personal communication—for example, Smith (1998,
manuscript submitted to Mon. Wea. Rev.).
Manuscripts that have been accepted and are currently in the
process of being published can be cited as regular references and
should be listed in the reference section with "in
press" replacing the normal page range information. Note that
"conditional acceptance" from an editor does not qualify
for a manuscript being listed as "in press." A
manuscript is truly "in press" only when it has been
accepted in final form and forwarded from the editor to the
publisher for processing.
c.
Reference format
Reference style for typical journal citations
follows the general form:
Author(s), publication year: Article title. Journal
name, volume, page range.
and for a book it follows the form
Author(s), publication year: Book
Title. Publisher, total pages.
References should be ordered alphabetically by
the last name of the first author. When there is more than one
reference by the same
first author, use the following sequence to order them: all singly
authored papers first, arranged chronologically by year of
publication; followed by papers authored by that first author with
only one coauthor, chronologically by year; followed by papers
authored by that first author with two or more coauthors,
chronologically by year.
For references with more than eight authors,
list only the first author by name followed by "and
Coauthors" (e.g., "Smith, J., and Coauthors, 1998: Title
of article ...").
Elements of these guidelines have been adapted
from: Water Resources Research, the American Meteorological
Society, and AGU Hydrology Days.
10.
Posters
HDs posters are expected
to follow normal size limitations as for other AGU conferences. We
will supply poster boards which will have a maximum size of 4 ft x
6 ft in landscape orientation. Detailed guidelines and suggestions
are given here. You can also
download an example poster.
We will provide pins
and other supplies to mount your posters. In addition to the
poster board, there will be a 6 ft table on which you can place
handouts or other information for interested people.
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