2006-08 All-Campus Bulletin Production Schedule

To deliver May 2006

Guidelines for Preparing Bulletin Copy for Typesetting

You will receive a printed typeset copy of the 2006-2008 Bulletin which includes your original submission and reflects any edits recommended by the Publications staff. In most cases the edits were technical (point size, typos) and those were made on your behalf by the Office of the Registrar. In other cases schools were contacted for clarification and the resulting changes were made based on those replies.

Please follow the instructions below to make any changes or additions to the printed copy. Handwritten or typewritten revisions must indicate only the material that changes.

I. 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 left margin for left-hand columns of text and in the right margin for right-hand columns.

Remember to:

Use colored (not black) ink or pencil and print legibly.
Do not use all-capital letters unless the text is to appear in all caps.
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 would be hard for you to follow if you were the typesetter, you should retype the section with the revisions and submit it as a separate insert. We will explain more about how to prepare a separate insert in Section II of these instructions.
Do not write corrections between the lines of the standing text. Typesetters look in the margins for changes.

II. All inserts of more than 10 words should be prepared and saved on a word processing disk and printed out double-spaced on separate 8½" x 11" sheets. We prefer to receive text in WordPerfect or Microsoft Word (for PC). If you cannot provide a diskette that uses one of the software programs listed above, please let us know.

Leave 1" margins on each side.
Remember to double space the entire printout.
Use left justification only. Do not justify the right margin (e.g., do not use full justification).
Type only one space after periods, not two. It is a typesetting standard to use only one space.
Do not use all-capital letters unless the text is to appear in all caps.
Use word processing function keys to create boldface, italics, superscript numerals, and diacritics.
Label new headings [A], [B], [C], [D], [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.
Include all punctuation in revisions and additions.

III. Place the 8½" x 11" insert sheet behind the bulletin page on which it is to appear. Do not staple or clip the pages together.

Key inserts typed on separate pages to 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 would be 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, you may add the insert and simply 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 on disk. Inserts may be saved in one large file or in a number of files that group together inserts from sections of the bulletin, e.g., FACULTY.INS or INTRO.INS or BS-NURS.INS. Within one file, however, inserts should be labeled, for instance, 6A, 6B, with a few hard returns between each insert. Inserts for a new bulletin page should begin a new page on disk.
The typesetter will call up these inserts and copy them into the stored text in the typesetting system.

IV. To delete material, mark through it with a line and put the delete symbol in the appropriate margin. See the online guidelines to editing and proofreading symbols to see how to draw the delete symbol.

Do not obscure text so that it is unreadable.
If you change your mind about deleting material, put a series of dots below the lined-out words and write “stet” in the margin. (“Stet” means “let it stand.”)

V. 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.

VI. To move passages from one page to another, draw a box around the type and give instructions in the margin about where material should be moved.

Write “move to p. ---.”
On that 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.)

VII. Assemble all pages in order and check to see that insert pages are in alphabetical order behind the page on which they will appear.

VIII. Make a copy of your revised material (both photocopy and copy of any material submitted on disk). Return your material to the Office of the Registrar by the end of the day on Tuesday, 16 December. The Office of the Registrar will then review the material and contact you with any questions before sending it on to Publications.

This is your opportunity to make necessary changes to the Bulletin. You will receive additional proofs to ensure the changes were made to your satisfaction, but you will not have another opportunity to make significant changes or additions. Visit the Bulletin Preparation Calendar for further dates.

Please the Office of the Registrar at iupuireg@iupui.edu or 4-1519 with any questions.