These guidelines are for preparing manuscripts that will be published as manuals of practice, standards, or ASCE Press titles. Do not use these guidelines if you are preparing a conference proceedings paper or if you are editing a committee report, conference proceedings volume, or TCLEE monograph.
Word Processing
ASCE uses Microsoft Word word-processing software for preparing and copyediting manuscripts. Therefore, we prefer that the electronic files for all text (including front and back matter and figure captions) be submitted to us as Word files. If you cannot supply Word files, please discuss alternatives with your ASCE staff contact prior to submission of your manuscript. PDF is not an acceptable file format for the final manuscript of text, tables, and figure captions.
ASCE Publications has developed a Microsoft Word template to assist in formatting manuscripts. If you would like to use the template, ask your ASCE Staff Contact to e-mail the template and instructions to you.
Formatting
When you prepare your manuscript, we strongly recommend that you keep formatting as simple as possible. Limit your formatting to what will distinguish the different elements for the copy editor and production editor. An inconsistently formatted or unclear presentation will often result in errors, production delays, and increased costs. A few simple guidelines will make copyediting and typesetting of your manuscript trouble-free.
- Double-space all copy, including text, references, figure captions, notes, and front and back matter. Use a serif typeface (such as Times or Times New Roman) in 12-point size.
- Set up the pages to be letter-size (or A4) with 1-inch margins all around.
- Print one-sided on white paper; be sure to use a fresh toner cartridge.
- Number the pages consecutively in either the header or footer. We recommend that you also include your last name(s) and the chapter number. For example:
Gordon and Martinez / Chapter 12 page 1
- Store each chapter in its own file. Name files in a consistent and logical manner for easy identification by others. For example: Title Page.doc, Contents.doc, chapter 1.doc, chapter 1 tables.doc, and so on.
- Use the spell-checking capability of your word-processing program to locate and correct errors prior to printing out and submitting your manuscript. A spell check alone, however, is no substitute for careful proofing of the entire text and accompanying illustrations.
Headings
Headings (and subheadings) function in the same way that an outline does to show organization, connections, and the relative importance of parts.
- The wording of heads and subheads should be short, clear, and of parallel structure. Avoid the use of abbreviations or acronyms in headings.
- A chapter never contains only one heading of a given level. Under a first-level head, include at least two second-level heads, or none at all, and so on.
- Limit the headings to three or four levels. Additional levels clutter a book’s appearance and ultimately confuse the reader.
- Do not type headings in all capital letters.
- Format each level of heading as simply as possible. Be consistent so the copy editor and production editor will be able to follow your organization.
Footnotes and Endnotes
The use of footnotes and endnotes should be avoided in ASCE books (notes to tables and figures being the exception). If an occasional footnote is necessary, use Word’s footnote feature and set it to use Custom Marks such as an asterisk, dagger, double-dagger, and so on.
Boxes
Occasionally, some material in your manuscript—for example, lists or checklists, brief case studies, or historical background—should be separated from the main text of a chapter and presented in boxes (or sidebars). Boxes may be double-numbered like figures and tables; if so, the boxes should be called out in text and the call-out will guide the placement of the box when your book is paginated. Material in boxes must have a title and may need a source or credit line. Boxed materials may be put at the end of the chapter text or in a separate file. However, do not use Word’s Text Boxes, because they cause problems during copyediting and typesetting.