INSTRUCTIONS TO AUTHORS OF PAPERS and POSTER ABSTRACTS

Transcription

1 The Getty Institute, Los Angeles November 6-9, 2012 INSTRUCTIONS TO AUTHORS OF PAPERS and POSTER ABSTRACTS Deadline for the receipt of completed papers by the Working Group Coordinator is September 30th Completed submissions should be sent to: File names should include the corresponding author s family name. Images should be submitted individually and also include the corresponding author s family name. 1. Manuscripts Papers should be submitted in English. Please use British or American English consistently throughout the paper, according to these guidelines n 3 (Endnotes, References and Appendices) and 4 (Conventions) or according to the Chicago Manual of Style ( Authors for whom English is not their mother tongue are requested to have their papers checked by an English native speaker before submitting papers for review. Papers should not exceed 3,500 words, including captions, endnotes and references. Please provide a word count at the top of the document. The word count should include the title, the main body of the text, the conclusion, the captions, the endnotes and references. Manuscripts should be delivered in single column text with double spaced lines (including all notes, references, captions, etc.). Document margins should be at least 3 cm left and right. All pages should be numbered. Tables, line drawings and illustrations should not be integrated into the main body of the text but saved as separate original files. Insert a reference in the text to indicate position {INSERT Fig 1.1 HERE} for example. Provide one copy of your document on CD/DVD/flash drive. Provide a list of all files supplied. Please provide a list of figures/captions as a separate document. This should include a list of all figures used in the paper with the corresponding captions.

2 Manuscripts should include the following in order: The title. This should briefly describe the contents of the paper. Lengthy titles may be edited. Author's name and address. Under the title, put each author's full name, institutional affiliation, postal address, , and Web site address if applicable. In the case of multiple authors, provide addresses for all, but indicate (*) to whom correspondence should be addressed. Abstract. The manuscript abstract should be a concise summary (maximum of 150 words) of your paper, stating its purpose, methodology, principal findings and conclusions. Keywords. Provide four to eight keywords in lower case letters beneath the abstract. Keywords should describe the main aspects of the paper, such as a broad area of interest (e.g. archaeology), a cultural period, the materials being studied or conserved, the analytical procedure used, the main reagents used, etc. Keywords are generally singular nouns, but a brief term may be given if relevant (e.g. preventive conservation). The main body of the paper. A conclusion, meaningful but brief, summarizing the principal findings or achievements. This is not the place to introduce new information that has not already appeared in the text. Acknowledgements, if applicable. These also should be brief. Endnotes and References (see section 2) Captions for images. Please indicate throughout the text, following the guidelines stated below, where you wish to place the images and figures. Images will be inserted into the text near the appropriate place, where layout permits by the Editor. Please send your images separately in individual files (see below for instructions). A materials list, if applicable. Commercial products referred to in the paper should be listed by trade name, composition (if known), and the supplier's or manufacturer's postal address, telephone and fax numbers and address, if applicable. For example: Orvus WA Paste (sodium lauryl sulfate) Procter & Gamble Winton Hill Technology Center 6071 Center Hill Road Cincinnati, OH 45224, USA 2. Endnotes, References and Appendices

3 Endnotes Please use Endnotes rather than Footnotes. Please do not use the automated foot/endnote function. In the main body of the paper, use an Arabic numeral inside square brackets, e.g. [1] or [3,4], to indicate the note (preferably at the end of a sentence). Endnotes should be as concise as possible. They are included in your overall word count. Endnotes provide pertinent supplementary information (not bibliographic). Use as few as possible and list them at the end of your text, before the references. Avoid using appendices. If they are absolutely necessary, number them and put them at the very end of the manuscript. References should be cited in the main body of the text in brackets using the author s name and publishing date, eg [Brown 1980]. Where co-authors are cited both names should be used, eg [Brown and Smith 1980]. Where multiple authors are cited the following format should be used: [Brown et al 1980]. If there is more than one reference, the order is chronological, for example: [Grattan 1987, Young 1991, Pennec 1999]. Specific page numbers can be referred to as such: [Grattan 1987, 55). Please use square brackets [ ] for your references. Only References cited in the article are listed at the end, alphabetically by author. Where two or more publications by the same author are cited, they should be listed chronologically, beginning with the earliest date. References must contain all works cited in the text. Surnames always precede initials. Use initial capitals only for the main volume title (book or periodical). Italicise the title of a journal, book or unpublished thesis, but not the title of a paper. Place of publication and publisher should be given for all books. Where there are more than three authors or editors, use et al. after the third name (citation in the text). Volume, issue and page numbers should be given for all journal articles. Use a minimum of punctuation and no bold or underlining. Please exclude bibliographies. Examples of various references follow. [Book]: Feller, R.L., Stolow, N. and Jones, E.H On picture varnishes and their solvents. Revised ed. Washington, DC: National Gallery of Art. [Multi-author Book]: Williams, S., Williams, K., Brookes, E. et al Housekeeping in the Eighteenth Century, 2nd edn. London: Archetype Publications. [Institutional Author]: Cassell, Potter and Calpin Cassell's Household Guide. London: Cassell, Potter and Calpin.

4 [Article]: Rees-Jones, S A note on the transfer of light into and out of paintings. Studies in conservation 38(4), [Chapter]: de la Rie, E.R Research on picture varnishes: Status of the project at the Metropolitan Museum of Art. In Grimstad, K. (ed.) Preprints of the 8th Triennial Meeting of the ICOM Committee for Conservation. Paris: International Council of Museums, [Dissertation]: Jones, R 'The art of dress'. Ph.D. dissertation. Department of History, University of Manchester. [Unpublished work]: de la Rie, E.R. 1988a. Stable varnishes for Old Master paintings. Ph.D. dissertation, University of Amsterdam, Netherlands. [Translated Book]: Masini, L-V Art Nouveau. Fairbairn, L. (tr.). London: Thames & Hudson. [Single vol. of a multi-vol. work]: Smith, J Collected Works (14 volumes), vol. 1 (1960). London: Archetype Publications. [Newspaper Article]: The Times 16 August Letter to the editor, 18. [Paper presented at a conference]: Williams, S. and Brookes, E 'The art of dress'. Paper presented at the Stockport History Society conference on Textiles in the Nineteenth Century Stockport, 14 April Websites should be cited with the full url address and the date accessed. 3. Conventions (ICOM-CC house style) Papers originally written for oral presentation should be submitted in a style suitable for written communication. Papers and poster abstracts will be reviewed and edited prior to submission to Archetype for proof and layout. Spelling Original spellings should be retained in the bibliography and in any quoted matter.

5 Anglicised spelling throughout -ise, -isation NOT ize, -ization, although (not though), artifact, prehistoric, palaeolithic, medieval Punctuation Use single quotes * ; double within single *. No stops at the end of subheads. Single spaces throughout (not double spaces after a full stop). No serial comma (ie, A, B and C' and 'D, E or F') except to avoid ambiguity. Capitals Keep capitalisation to a minimum throughout the text. Subheads only take capitals for the initial letter of the first word and for proper nouns. Titles of books or periodicals take capitals for all major words, but titles of papers (published in periodicals, presented at conferences or working papers) and cited chapters in books have a capital letter for the first word and proper nouns only. - The names of periods, historical eras and events are upper case, eg, Bronze Age, Iron Age, Renaissance. But note that prehistoric, palaeolithic and medieval are lower case. Cardinal (compass) points are capitalised if part of the title of an area or political division (eg, Western Australia, the West) but lower case for general terms (eg, southern Scotland, the south of Scotland). Abbreviations Avoid starting a sentence with an abbreviation. Abbreviations only carry full points if the contraction does not end in the last letter of the original work: eg, ed., eds, et al., c., ibid., op. cit., etc., p., Dr, Mr Exceptions: no. (number), pp. (pages), ff. (folios) No full points in initials eg, BBC, USA, UK, UNESCO, AD, BC Avoid ie, eg and etc. (note no full points in ie and eg) in the main body of the text, but abbreviate in notes and parentheses. Ensure that any abbreviations of terms that are in any way unfamiliar to readers outside the UK are spelled out in full at the first mention (eg, A study by the Nautical Archaeological Society (NAS) ). Quotes Use three equally spaced full stops and no punctuation for ellipses ( ) to represent omitted text in quotes. Ellipses are not necessary at the start and end of quotes. Run quotes of fewer than 40 words on in the text, punctuated with single quotation marks (double within single). Extract quotes of 40 words or more, without quotation marks. Attribute all quotes in the bibliography, using the volume reference citation style. Author interpolations into the quote should be in square brackets (eg, [original])

6 Numbers, dates and measures Spell out one to ten and use numerals for 11 and over except for ages (always numerals), dates and with all units of measurement (e.g. 5 mm). Use SI units (m, km, s, N, j etc.). Use commas in thousands: 1,000, 10,000, etc. Avoid starting a sentence with a numeral. If it can't be avoided, spell it out. Elide (shorten) numbers to the shortest form consistent with clarity, eg 422-6, 131-5, 14-16, ,108-11, Do not contract months, except in tables and diagrams. 1920s, , (but ), 26 March 1997, August, spring, summer, autumn, winter, in the fifteenth century, fifteenth-century designs, AD and AH precede the year number: BC, BCE and BP follow it, eg 5OBC, AD105, 24,000 BP But seventh century AD. Percentages use the symbol % in tables and figures, but per cent in text, except in mathematical or statistical text. Temperatures should appear in degrees Celsius (or Kelvin, where appropriate). Greek symbols and abbreviations of chemicals or other names should be defined when first mentioned. Products Products and manufacturers referred to in the text should be listed under "Materials" at the end of the paper. Generic names should be used as well as trade names for products, whenever possible. If a trade name is very well known (for example, Paraloid B-72), it is not necessary to give the generic or chemical name. When trade names must be used, and when the name is a registered trademark, the symbol R in a circle or parentheses, (R) should follow immediately after the name. List manufacturers under "Materials" at the end of the paper. Lists Use numbered lists for sequences. Numbers do not carry brackets or full points. All other lists should use bullet points (and en rules for sublists), unless the items in the list are referred to elsewhere, in which case use (a), (b), (c)... and (i), (ii), (iii)... for sublists. Dashes N-rules or dashes ( -) can be represented in the manuscript by double hyphens (--) Spaced N-rules (-) are used for parenthetical dashes - to pull out part of a sentence. Otherwise, unspaced N-rules are used when the first part of a compound does not modify the second - they can usually be thought of as standing for 'and' or 'to' (eg, oil-water interface, red-green colourblindness). But note, the period , but the period between 1920 and Unspaced M-rules (-) are only used to indicate the omission of a name, part of a name or date.

7 Hyphenation Include hyphens (-) only when necessary to avoid ambiguity (eg, the deep-blue sea is different from the deep blue sea). Generally, the following prefixes require hyphens: pre-, mid- (eg, mid-1920s, pre-discovery). Generally the following do not need to be followed by hyphens: any adjective ending in -ly, well, better, ill, over, under (eg, one hardly worn shoe, a well known example; a better known example, an ill suited pair, an over exposed photograph, an under exposed photograph). Italics Words that are to appear in italics should be italic or underlined in the manuscript. A word that would normally be italicised is roman if it falls within text that is already italicised. Use italics for: - book and periodical titles (exceptions: the Bible and the Koran, which are set roman and capitalised) - titles of paintings and sculptures - names of ships foreign words and short phrases in foreign languages - et al., c., ad hoc, per se, ibid., op. cit. 4. Illustrations A maximum of 8 illustrations is permitted for the published version of each paper. Illustrations consist of all visual data, including images, charts, graphs, line drawings, computer generated images. In addition 5 tables are permitted per paper. All illustrations accompanying manuscripts must be of professional publication quality for web based media. Authors are required to obtain copyright permission and indicate this within the caption (for example National Gallery, London). Photographs and line drawings should be scanned or acquired at a reasonable size at 300 dpi (see separate document). Colour may be used, as illustrations will be reproduced in colour. However, authors are advised not to include colour in line drawings or graphs (for example, Excel bar charts and pie charts should use different types of cross-hatching to indicate different sections), and authors should avoid referring to particular colours in images. Colour images must be provided as CMYK. Illustrations should be made in one of the following or in a compatible program: Illustrator, MS Office or Adobe Photoshop. Do not embed figures, tables or other graphics within the text. Save them as independent files in one of the following formats: Tiff (.tif), Jpeg (.jpg), EPS (.eps), Bitmap (.bmp) or Excel (.xls), at a minimum 300 dpi resolution. Images will printed with a measurement of 5x7 cm and be placed either in vertical or horizontal orientation with a caption below.

8 Electronic versions of figures should NOT be embedded in text files, but should be supplied as separate, editable files. Each figure should be cited in the text, preferably at the end of a sentence, as: (Figure 1), (Figures 4-6) etc. Tables should also be numbered and have a title which will be included in the captions. Tables should be noted in the text as: (Table 1). Keep the layout of tables simple; place tabs between column entries and a hard return at the end of each row. Use a minimum of capitals in figure captions, table titles and headings. Ensure that figures and tables are referred to in the text, but put the list of figure captions and the tables at the end of your text file after the references. Image files should include the author s last name and be numbered with Arabic numerals (e.g., Smith _Fig_1) and should correspond to the list of captions at the end of the text file. If necessary, authors may include special instructions regarding image size or placement of illustrations. These will be followed as much as layout and space restrictions allow. Captions Each image and table will be associated with a caption. Authors are requested to keep captions concise. Number all illustration sequentially. Include acknowledgements and copyright details where appropriate. A list of captions should be given at the end of the document after the references. Captions should appear in the following form: Figure 1.1 Sentence(s) describing illustration. (a) Parts as lower case letters in brackets. (Source: include copyright permission line in the form requested by whoever gave permission) Permissions It is the responsibility of the author to obtain permission for any copyright material to be reproduced in the volume (see form below). This includes extracts from published sources of text of more than a few lines, as well as published tables and illustrations. ICOM-CC will retain copyright of the text, while Archetype will have copyright over the formatting. Thus neither the text nor the format may not be republished elsewhere as an article, book (or chapter there of), e-book, web-based publishing, print on demand or any other format. Permissions must be received before or with submission and copies of permission letters should accompany the manuscript. It is the Working Group Coordinator s prerogative to exclude any images where the copyright is not indicated. Copyright permission forms can be found at the end of this document. 5. Formatting and Layout A standard word format will be used for each paper. The text will have a single column layout with images dispersed throughout at the appropriate place.

9 Text files should be in Microsoft Word. Please do not send text files in.pdf format, word files will be converted to.pdf by the publisher prior to publication. Keep the format of your text file simple, and do NOT use special formatting commands and codes. In particular, do NOT use the automatic footnoting/endnote feature of any word-processing software. Times New Roman 11 pt. is the preferred typeface. Please use single spacing between lines. Keep everything flush left. Do not indent paragraphs; leave them flush left with a ragged right edge. Do not centre section headings and do not number them or use any formatting (bold or underlining) for titles or main headings within the paper. Keep the use of upper case to a minimum in titles and headings and avoid using bold or italics for headings or subheadings. [heading] or [subheading] should be placed, where appropriate, to indicate individual sections. The publisher will apply a standard format to the text. Use Helvetica for tables. Column headings should be centered, with upper case kept to a minimum. Keep the amount of text within a table as minimum as possible. 6. Editorial corrections The author will receive a list of queries from the editor, or proofs incorporating queries. Archetype reserves the right to alter the text and deal with outstanding queries according to their own judgement should the author be unable to respond within the agreed time. Further proofs may be sent to the author for approval if there have been substantial changes to the first proof. 7. Index If an index is required, the author will be asked to prepare it from a copy of the final proofs. Indexes should be supplied digitally If the author does not wish to do the index, we can arrange for this to be done at the author s expense 8. Passing for Press Archetype will make every effort to produce error free copy. However, it is the author s responsibility to do the final check of proofs and to pass them for press. 9. Submitting the copy File names must indicate the last name of the author (for example Smith_text). Ensure that each image file is given a unique name which includes the surname of the principal author (for example Smith_fig1.jpeg). Tables, graphs and line drawings should also be sent separately as either word documents or.jpeg or.tiff and file names should be unique (for example Smith_Table1.doc). Make sure all your illustrations are properly numbered, captioned and credited, if applicable.

10 Include a list of figure captions at the end of your text file. ************* REMINDER: Completed papers and poster abstracts must be submitted by September 30th, 2012 to: artifact.context.narrative@gmail.com Please use the address indicated. Please also fill out the Author s checklist and permission forms, included below.

11 AUTHOR S CHECKLIST (to be completed by the author) Paper title: Author(s): ICOM or ICOM-CC Friend No(s). Principal Author: Tel: (day) (evening) Fax: address: Format: (PC/Mac) Software used for text: File name: Word count, including references: Total number of figures: Photographs: Line drawings: Tables (included in text file): Editing/publishing consent form: Y/N Photograph Permission form: Y/N

12 Copyright Agreement & Waiver (for papers and abstracts) The international ICOM committees for Historic House Museums (DEMHIST) and for Conservation (ICOM- CC) have accepted your work for the online publication of the Symposium The Artifact, its Context and their Narrative. By submitting your paper to DEMHIST and ICOM-CC for publication, you warrant and guarantee that this work has not been previously published elsewhere, except in the form of an interim report, an internal report, or an in-house journal; that the publication of this work does not violate any existing copyright or proprietary rights; and that you (and your co-authors, where applicable) are the principal owner(s) of the rights and intellectual property being conveyed. You further warrant that authorization to publish the work has been obtained, if necessary, from the organization with which you are affiliated. It is your responsibility to ensure that you have permission to publish the illustrations included in your work; that the owners, creators, and photographers of such illustrations are correctly credited; and that the owners of the works of art give permission to publish these images, and have supplied an appropriate credit line which has been included in your work. The same applies to any extended citations. You are also required to identify any derived parts of your work and you must ensure that you have permission to publish the derived parts and that correct attribution is given in captions or in the acknowledgements. The publication text will be copyrighted by DEMHIST and ICOM-CC, both retain exclusive rights to publish and sell the publication in its first and any subsequent editions. You agree not to publish this work elsewhere until it is published by DEMHIST and ICOM-CC. Your permission to publish your work extends to any subsequent hardcopy and CD versions of the symposium, the book of abstracts, the DEMHIST and ICOM-CC and conference websites, and any other format or medium (electronic or otherwise) approved by DEMHIST and ICOM-CC. You also give consent for the abstract of your paper to be included in any database or publication of ICOM. To confirm acceptance of these terms, please complete and return the statements below. No work will be published unless these forms have been signed and returned in hardcopy. Electronic files are NOT acceptable. Please post the completed both forms to: Historic House Museums (DEMHIST) c/o Dommuseum zu Salzburg Postfach Salzburg Austria

13 EDITING/PUBLISHING CONSENT (to be completed by author) I [author s name, please print] hereby grant to the International Council of Museums ( ICOM ) an exclusive, royalty-free and irrevocable license to publish the final version of my work, titled *title+ (the Work ) In (i) the DEMHIST and ICOM-CC publication The Artifact, its Context and their Narrative, and (ii) on the DEMHIST and ICOM-CC and conference websites for profit, and (iii) to forward the abstract of the Work, if applicable, in any ICOM database or publication. I consent to ICOM s terms and conditions (as amended from time to time) for the submission of papers. I confirm that I am the sole original author or that I represent multiple authors of the Work and, in the latter case, am authorized by my co-authors to make these representations on behalf of the Work. I further confirm that the Work is my/our original work and neither this agreement nor the Work infringes any intellectual property rights of a third party. I/we retain the copyright in the Work, together with the right to transfer the copyright to other parties in the future and the right to use any portion, or all of the Work, in future publications as long as such does not conflict directly with the commercial business interests of ICOM and subject to informing ICOM of my/our intention to publish the Work or any portion thereof elsewhere and acknowledging that the Work was first published by ICOM. Author s signature Date

14 PHOTOGRAPH PERMISSION (to be completed by copyright holder) I [author s name, please print] hereby grant to the International Council of Museums ( ICOM ) an exclusive, royalty-free and irrevocable license to include the following illustrations in the final version of my work, titled *title+ (the Work ) In (i) the DEMHIST and ICOM-CC publication The Artifact, its Context and their Narrative, and (ii) on the DEMHIST and ICOM-CC and conference websites for profit, and (iii) to forward the abstract of the Work, if applicable, in any ICOM database or publication. I consent to ICOM s terms and conditions (as amended from time to time) for the submission of papers. 1. (signature of copyright holder) (date) _ /_ / 20_ 2. (signature of copyright holder) (date) _ /_ / 20_ 3. (signature of copyright holder) (date) _ /_ / 20_ 4. (signature of copyright holder) (date) _ /_ / 20_ 5. (signature of copyright holder) (date) _ /_ / 20_ 6. (signature of copyright holder) (date) _ /_ / 20_ 7. (signature of copyright holder) (date) _ /_ / 20_ 8. (signature of copyright holder) (date) _ /_ / 20_