Council of Graduate Students

Microsoft Word Guidelines

At this stage, you are submitting copy for typesetting. As a result, some of these requirements will be different from the conventions you are used to. We are aware that this will be uncomfortable for some of you, but believe that it will lead to the best balance of effort between the authors and the editors.

Some samples implementing these guidelines are available here.

Formatting

All formatting must be described in the text. Examples:

	This is a [bold]bold[endbold] word. This is an [ital]italic[endital] word.

Use a similar format for symbols and Greek letters:

	The first three letters of the Greek alphabet are [alpha], [beta], and [gamma].

In general, if you would need to use the "insert symbol" command, you should describe it instead. Examples: ° = [degree], ± = [plusminus], ~ = [approx].
There is no specific list of allowable codes -- feel free to describe anything you need. Just make sure that your codes are understandable. If you believe the possibility for confusion exists, feel free to include a "notes to the typesetter" document with your paper.
Similarly, you may want to draw complicated equations on paper and submit them that way.
When in doubt, contact the editors.

General Appearance

For text in titles and headings, as well as any captions that consist of a single noun phrase (as opposed to a full sentence), capitalize any word following a colon as well as all other words except for articles, conjunctions of four or fewer letters, and prepositions of four or fewer letters.
All paragraphs should be indented by a tabstop. If a paragraph continues after some sort of interruption (table or display), it should not be indented.
In a list of three or more elements, there should be a comma immediately before the "and": e.g. "lions, tigers, and bears".
When scientific quantites are given, the proper format is: digits, one space, unit (either written in full or abbreviated). For example, 530 nm, 7 meters, 47 [degree]C. When an approximation sign is needed, it is written directly in front of the digits, with no intervening space: ~4 mm. Following standard American style, give liter-based units with a capital L: "47 mL", not "47 ml".
For all other cases where numbers are used, give number names for all numbers from 0 to 100, as well as all "simple numbers" above 100 (that is, those that only need one or two non-zero digits when written). Use digits for all other numbers. Examples: four, ten, twenty-three, seven thousand; but 145, 7162. Exception: when two numbers are being directly contrasted and only one of them would be written in digits according to these guidelines, write both in digits. Example: "One particular savant variously claimed to know between 47 and 123 languages". (Not: "between forty-seven and 123" or "between forty-seven and one hundred twenty-three")
Write out (instead of abbreviating) all references to parts of the document (e.g. "Figure", "Table", "Section" rather than "Fig.", "Tab.", or "Sec.").

Footnotes

Footnotes (if needed) are used for supplemental remarks only (see notes on citations below).

Footnotes must be typed in the text. For example:

	This is an interesting fact [footnote]This is a footnote that
	explains why the fact is interesting.[endfootnote].

Figures (including Tables, Charts, Photos, etc.)

The proceedings will be published in black-and-white. All figures should be submitted as grayscale; we take no responsibility for the converted quality of any image submitted to us in color.
Figures (except for tables) must be submitted as separate files. Check with the CGS office for a list of acceptable figure file formats. In general, .emf (enhanced metafile) or vector-based .eps (encapsulated postscript) files are required for line art (graphs, schematic diagrams, etc.); we can accept a wider range of formats for photographs. Figure files may not be submitted as Word files. Do not use Adobe Photoshop on files containing line art.
All figures must be labelled and captioned (e.g. "Figure 1: Population Data"). Put the full caption (as well as any notes for the figure) directly in the text in the place where you want the figure to approximately appear. Do not include captions in the figure files.
Tables can be submitted either in the main word file or as a separate text file. (Tables should not be submitted as graphics files.) All tables should be labelled and captioned (e.g. "Table 1: Frequency Counts").
By default, each figure will be scaled to fit within the page margins (4.75 inches). If a smaller size is desired, you should indicate so in a [bracketed comment] in the main file. In no cases may figures/tables exceed a width of 4.75 inches. Any text appearing in a figure/table should be 11pt Times New Roman. If this would prevent your table from fitting within the margins, you will need to divide the table into smaller units.

Displayed text

The term "display" refers to standalone equations, linguistic examples, etc.

Displays should appear on lines of their own, with blank lines before and after them.
Displays are numbered on the left.

Example:

	Loren ipsum loquitor ab virumque et puliment. Binut quo vadis. Arma
	virum canto, trojae qui primus.Loren ipsum loquitor ab virumque et
	puliment. Binut quo vadis. Arma virum canto, trojae qui primus.
	
	(1) PV = nRT
	
	Loren ipsum loquitor ab virumque et puliment. Binut quo vadis. Arma
	virum canto, trojae qui primus.Loren ipsum loquitor ab virumque et
	puliment. Binut quo vadis. Arma virum canto, trojae qui primus.

Indicate blockquotes (used for direct quotation of several lines) by placing [blockquote] and [endblockquote] around the appropriate text.

First Page

The first page consists of the following items in this order:
- title, in titlecase (NOT allcaps!)
- author's name
- Insert a footnote after the author's name. This is mandatory and has the following format: address, email address (with no carriage returns). You can optionally add acknowledgements or thanks.

Example:

	On a Type-Based Analysis of Feature Neutrality and the Coordination of
	Unlikes
	
	Michael W. Daniels[footnote]222 Oxley Hall, 1712 Neil Avenue,
	Columbus, OH, 43201. Thanks go to Chris Brew, Martin Jansche, Bob
	Levine, Roger Levy, Detmar Meurers, Carl Pollard, Ivan Sag, and Neal
	Whitman for detailed comments on earlier drafts.[endfootnote]

Headings

Indicate headings as follows:

	[heading]Introduction[endheading]
	[subheading]Experiment 2[endsubheading]
	[subsubheading]Results of Experiment 2[endsubsubheading]

Citation

Within the text, give only a brief citation in parentheses consisting of the author's surname, the year of publication, and page number(s) where relevant. There is no comma after the author's name, nor is there a space after the colon.
If a cited publication has two authors, separate their names with the word "and" -- do not use ampersands. If more than two authors, use the surname of the first author, followed by "et al."
If the author's name is part of the text, then use this form: Rice (1989:167) comments ...; Smith and Jones (1998) state...; Clark et al. (2002) found...
When multiple documents with different authors are cited in one location, separate them with semicolons; multiple papers with the same author have their years separated by commas.

Examples:

	(Rice 1989)
	Rice (1989)
	(Yip 1991:75-76)
	Yip (1991:75-76)
	(Smith and Jones 1977)
	Smith and Jones (1977)
	(Jones et al. 1980)
	Jones et al. (1980)
	(Smith 1970; Jones 1980, 1981)

Bibliography

Bibliography and citation formats vary widely across fields; in order to create a Proceedings with a unified appearance, we had to pick a certain style. The following is based on the style sheet of the journal Language.
Please examine your bibliographies closely to make sure that yours matches the required style in all manners: order of items within an entry and punctuation being the most commonly-missed items.
Indicate the bibliography heading (e.g. "Bibliography", "Reference List", "Works Cited") as an major heading.
Structure of the bibliography:
- Arrange the entries alphabetically by surnames of authors, with each entry as a separate paragraph.
- List multiple works by the same author in ascending chronological order. Do not replace subsequent instances of the author's name with three dashes.
- Use suffixed letters a, b, c, etc. to distinguish more than one item published by a single author in the same year.
- If more than one article is cited from one book, list the book as a separate entry under the editor's name, with crossreferences to the book in the entries for each article.
Journal Article:
- [sc](first) author's surname, given name(s)
- given name and surname of other authors[endsc]
- period
- year of publication, followed by a period (not in parentheses)
- Full title and subtitle of the article (sentence case)
- period
- Full name of the journal [ital] and volume number (title case)
- period (with no following spaces)
- inclusive page numbers for the entire article
- period
```
[sc]Covington, Michael A. 1990. Parsing discontinuous
	constituents in dependency grammar. [ital]Computational
	Linguistics[endital] 16(4).234--236.
```

For an article in a book:

[sc](first) author's surname, given name(s)
given name and surname of other authors[endsc]
period
year of publication, followed by a period (not in parentheses)
Full title and subtitle of the article (sentence case)
period
[ital]title of the book[endital], followed by a comma (title case)
"edited by" full name(s) of editor(s)
comma, followed by the edition (if applicable)
comma, followed by the volume or part number (if applicable)
comma, followed by the series title (if applicable)
inclusive page numbers, followed by a period
place of publication, colon, publisher, period

[sc]Bonami, Olivier, Daniele Godard, and Jean-Marie Marandin.
	1999. Constituency and word order in French subject inversion.
	[ital]Constraints and Resources in Natural Language Syntax and
	Semantics[endital], edited by Gosse Bouma, Erhard W. Hinrichs,
	Geert-Jan M. Kruijff, and Richard T. Oehrle, Studies in
	Constraint-Based Lexicalism, 21--40. Stanford, CA: CSLI.

[sc]Bonami, Olivier, Daniele Godard, and Jean-Marie Marandin.
	1999. Constituency and word order in French subject inversion. In
	(Bouma et al. 1999), 21--40.
	
	[sc]Bouma, Gosse, Erhard W. Hinrichs, Geert-Jan M. Kruijff, and
	Richard T. Oehrle[endsc] (eds.) 1999. [ital]Constraints and Resources
	in Natural Language Syntax and Semantics[endital], Studies in
	Constraint-Based Lexicalism. Stanford, CA: CSLI.

For books and monographs
- [sc](first) author's surname, given name(s)
- given name and surname of other authors[endsc]
- period
- year of publication, followed by a period (not in parentheses)
- [ital]Full title and subtitle of the book[endital] (title case)
- comma, followed by the edition (if applicable)
- comma, followed by the volume or part number (if applicable)
- comma, followed by the series title (if applicable)
- period
- place of publication, colon, publisher, period
```
[sc]Pereira, Fernando and Stuart Shieber.[endsc] 1987.
	  [ital]Prolog and Natural-Language Analysis.[endital] Stanford, CA:
	  CSLI.
```
Write out all journal names in bibliographic entries. For example, rather than citing "IJAL", cite "International Journal of American Linguistics".
Do not give first initials only unless the original work cited the authors that way. We will ask you to re-do any bibliography that only uses first initials! In all cases, you will need to actually look at the work in question to determine if first names should be included.
Use a middle name or initial only if the author normally does so.

Submission

Submit one printed copy and a floppy disk (or CDROM if size warrants) containing the .doc file and any required figure files. Please do not double-space the file.