2016 ASSE Professional Development Conference

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1 Notice to Presenters 2016 ASSE Professional Development Conference Proceedings papers are due March 11, 2016 Notice of format specifications For the Proceedings of the 2016 Professional Development Conference (PDC), ASSE is requiring all presenters to provide the text of their presentations as a digital (Microsoft Word ) file. Please read and follow the instructions below carefully; they contain information regarding the setup and formatting of the PDC papers, as well as details on the Permission to Reprint and Copyright Assignment forms to be submitted to us. In addition, we have included an MS Word Template for 2016 Proceedings papers for you. To download a copy of these Guidelines, along with a PDC Proceedings Paper Template, Safety 2016 Permission to Reprint form, and Limited Copyright Assignment form, go to If you have questions regarding any of the PDC paper requirements, please contact ASSE Technical Publications at: (847) or , or at your earliest convenience. Please contact Bonnie Lipinski at: or (847) for all other speaker questions. All presenters are required to submit the following: Digital file The MS Word file of your 2016 ASSE PDC presentation should be uploaded to the Speaker website; for directions and to upload, go to As an alternative, the paper file may be sent via attachment to ASSE Technical Publications, at Papers not conforming to the guidelines outlined below will be returned. Papers submitted in outline form, as PowerPoint presentations, or as PDFs will NOT be accepted. Safety 2016 Permission to Reprint Form The Safety 2016 Permission to Reprint form must be completed, signed and submitted to ASSE by all authors listed at the beginning of the PDC paper. The deadline for sending the completed and signed Permission to Reprint forms to ASSE is January 8, Since the 2016 Proceedings cd-rom is copyrighted by ASSE, we cannot include your paper in the Proceedings unless this form is completed, signed and returned to us. In the case of multiple authors, each must complete and sign a separate Permission to Reprint form. The Safety 2016 Permission to Reprint form is included in this packet and may also be downloaded from the ASSE Speaker website at Please fax or your signed form to ASSE Technical Publications, at: (224) or Page 1 of 8

2 Limited Copyright Assignment Form If you are including any illustrations (photos, drawings, tables) or more than 300 words of excerpted text copyrighted by another author or publisher, you are responsible for obtaining a signed copyright assignment in advance from the copyright holder. In addition, any material from another source must be properly credited in the text or in the table/figure caption. (Please refer to the style of text citations and bibliographic format under "Documentation" in the Guidelines for Submission.) Unless the copyright holder has provided a specific Copyright notice, please include a standard Copyright Notice in your captions for all copyrighted illustrations, e.g., "Copyright 1999 John Wiley & Sons. Reprinted with permission." You are responsible for the legal use of any material included in your work. A Sample Limited Copyright Assignment form is included in this packet and is also available on the Speaker website at If you have included copyrighted material in your paper, a Copyright Assignment form signed by the Copyright holder must accompany your submission. A paper containing such copyrighted material will not be included in the Proceedings unless permission has been obtained and the completed assignment form submitted to us. We recommend Presenters send the Assignment forms to the Copyright holders by December 15. Online submission of this copyright form is not acceptable. Signed Copyright Assignment form authorizations are to be faxed to ASSE Technical Publications, at: (224) For details regarding formatting of papers, please refer to the section entitled Guidelines for Submission, beginning on page 4. ATTENTION: PANELS & GROUPS Panels are required to submit papers one joint paper of 5 to 20 pages not to exceed a total of 20 pages. Panelists should coordinate their papers so that together, all the papers from one panel do not exceed a total of 20 pages. Panelists' names will not appear in the Proceedings CD unless they author or co-author a paper. Foreign Language Papers/Presentations If a presentation is to be delivered in a language other than English, the PDC paper must be submitted in both English and the language used in the presentation. Revisions to PDC Papers After Submission All papers submitted for the PDC Proceedings are deemed to be final and complete papers. Revisions should not be made unless there has been a significant and substantial change, such as law or regulation changes, or major factual errors are discovered. Typographical and minor factual errors may be brought to our attention in an ; do not send a new version of the paper, as this may cause a delay in processing your paper. Unless notified 30 days in advance of the paper deadline, ASSE reserves the right to use the original paper as submitted. Names of Administrative Assistants, Secretaries, etc. If administrative assistants or other personnel will be working with you on formatting your PDC paper and sending it to us, please provide their names and addresses. Note that authors are responsible for submission of all required materials to ASSE for the PDC paper, including the digital copy, signed and completed Permission to Reprint form(s), and the Copyright Assignment forms (if applicable). We will always try to contact authors first but in cases where you are out of the office or otherwise unavailable, this will lessen the possibility of delays in formatting your paper should problems arise with the file. Page 2 of 8

3 Promotion Not Permitted Commercial promotion or endorsement is NOT permitted in PDC presentations or PDC papers. All descriptions of specific products or services are prohibited. Comparisons with a competitor s products are not allowed. At our discretion, ASSE may either remove such promotional material from the paper or exclude the paper from the Proceedings. Publication in Professional Safety PDC papers may be considered for publication in Professional Safety, ASSE s monthly journal. In these cases, authors will be contacted by the Professional Safety Editorial Review Board, and prior permission will be obtained. Page 3 of 8

4 Guidelines for Submission Submission of Files Files should be uploaded to the Speaker website; for directions and to upload, go to As an alternative, the file may be submitted via attachment to Text The text of your paper must be in Microsoft Word. (Macintosh users: In order to maintain the integrity of your original files, please save and submit your files under the PC format option.) Papers submitted in other word processing systems or programs will be returned to the author. Length The minimum acceptable length for the paper is FIVE pages, at the parameters set out below for margins, type size and line spacing. The maximum allowed is 20 pages, including illustrations, footnotes and bibliography. This includes papers by multiple presenters and panels. Multiple Authors/Review Changes For multiple authors who insert changes or comments to be reviewed by others, make certain those changes are finalized and a clean version (with no highlighted changes) is sent to us. Files with changes still outstanding will be returned to the author and may delay inclusion of your paper in the Proceedings CD. PDFs PDFs will NOT be accepted. If a PDF file is submitted, it will be returned to the author with a request to resubmit the file as a Word document. Any delay may affect the inclusion of your paper in the Proceedings CD. General Format Guidelines In order for your paper to be included on the Proceedings CD, your file should be set up as follows: Page Numbering: Do NOT number pages. Paper Size: 8-1/2 x l1 inches. Margins: Leave 1.25 in. all around (left, right, top and bottom). Headers/Footers: Do not insert headers or footers in the file, such as dates, company/author names or the name of the paper/presentation. Section breaks/page breaks/line breaks: Do not insert section or page breaks in the file or hard line breaks within paragraphs. Typeface: Text should be 11 pt Times New Roman. Paragraphs should be single spaced. Page 4 of 8

5 Format of Major Elements Since the 2016 ASSE Proceedings will be prepared from digital files as submitted, it is important that the following guidelines be followed carefully. A Word Template containing these styles may be downloaded from under the Proceedings heading titled, PDC Proceedings Paper Template. Two Sample PDC Papers illustrating each of these styles are included in this packet and on the Speaker website. Session Number Session numbers should be in the upper right-hand corner in 12pt Arial, bold, underscore, flush right. Session numbers can be found in your 2016 PDC Acceptance Letter, which was sent to you with this speaker/author packet. Title After the session number, insert 60 points of space and enter the exact title of the paper in 16 pt Times New Roman bold, upper and lower case, centered. Please note that the title of the presentation should be the same as that listed in the 2016 PDC Conference Program and enclosed 2016 PDC Acceptance Letter. Author Accreditation After the title, insert 36 points of space and list the name(s) of the presenter(s), with academic and professional certifications (e.g., Ph.D., CSP) in 12 pt Arial bold, flush right, upper and lower case. If you wish, you may add up to three more lines (single-spaced), giving the presenter s title, employer, and city and state. (DO NOT include a street address, telephone number, or address.) In cases of multiple presenters who are co-authoring the paper, each co-author should be listed separately, in alphabetical order, with a line return between each complete entry. Subheads Set No. 1 subheads in 14 pt bold Arial upper and lower case, with 6pts of space above and below. Introduction and Bibliography subheads should be set up as No. 1 subheads. No. 2 subheads should be set in 12 pt Times Roman underlined upper and lower case with no additional spacing. If necessary, No. 3 subheads should be in 12 pt Times Roman, upper and lower case, and italic. Paragraph Spacing/Indent There should be 6pts of space after each paragraph. For additional spacing around art/illustrations, see below. The first paragraph after 1- and 2-subheads should not be indented; all succeeding other paragraphs should be indented six spaces. Bulleted and Numbered Lists Set both flush left to margin. Numbers should be followed by a period. There should be 1/8 inch of space between the bullet/period to the beginning of text. Insert 6pts of space above and below lists. Run-over sentences after the list should be flush left. Footnotes/Endnotes Either footnotes or endnotes should be used in the paper, not both. Footnotes and endnotes should be consecutively numbered with no repetition of the numbering. Footnote/endnote reference numbers should be in superscript in the text and should come after punctuation, not before it. Footnotes within charts or tables should be numbered as part of the chart or table, not Page 5 of 8

6 part of the footnotes/endnotes of the paper. Art/Illustrations/Tables All graphics including photos, line art, charts and graphs should be embedded in the text file. Acceptable file formats for graphics are TIF, GIF, JPEG, EPS, and PICT. With halftones (photographs), resolution must be at least 300 dots per inch; with line art, at least 600 dpi. Only digital files of clear, fully reproducible art, illustrations, tables, or photos will be accepted. Whether line art or photo, all illustrations should be referenced in the text sequentially as Exhibit 1, 2, etc. Captions should be formatted as follows: Exhibit 1. This is the caption. All figures and tables must have captions, which must be complete sentences. Captions should be below the illustrations. Captions must be in 11-point Times New Roman, bold, aligned flush left to the illustration. There should be 12 pts of space between the caption and text. All illustrations must be centered left and right between margins. If you choose to group the illustrations at the end of your paper, insert the No. 1 subhead "Illustrations" before the first one. Position the illustrations consecutively in referenced order, top to bottom, left to right. Tables Tables may be positioned vertically anywhere within the top and bottom margins, but must be centered left and right on the page. Tables should be referenced consecutively in the text and identified as such, e.g. Table 1, 2, etc. Table captions should be set the same as exhibit captions. Registered Trademarks The symbols and, which often accompany registered trademark names on product packaging and in advertisements, must be included with their first occurrence in the text. If you have any questions, please contact ASSE s office of technical publications at the or phone numbers listed on page 1. Bibliography Use a 1 st level subhead (14pt Arial bold). For style, see Documentation, below. If reference entries run more than one line, the succeeding lines should have a hanging indent of five (5) spaces (found in the Paragraph tab in the Toolbar). Page 6 of 8

7 Documentation Facts and figures should be documented. Acknowledging sources lends authority and credibility to your paper and provides readers with additional sources for their own research. Our style for documenting sources follows. In each case, example a. is for the Bibliography and footnotes/endnotes; example b. is for a specific, page-number reference to the source within the text of your paper. If you use footnotes or endnotes, DO NOT use in text citations. NOTE: DO NOT use the a s and b s in the Bibliography or citation. Book a. Norris, W. The Unsafe Sky: The Unvarnished Truth About Air Safety. New York: W.W. Norton & Co., b. (Norris 54) Book by a corporate author a. American Council of Learned Societies. Teaching the Humanities: Essays for the ACLS Elementary and Secondary Schools Teacher Curriculum Development Project. New York: ACLS, b. (ACLS 115) Unsigned article in magazine a. Four Exercises Women Do Too Many Of. Self. Sept. 1988: b. ( Four Exercises 176) Signed article in a magazine a. Cunningham, K. U.S. Davis Cuppers Set to Conquer. World Tennis. Oct. 1988: b. (Cunningham 68) Conference presentation a. Mann, J. Chaucer and the Woman Question. This Noble Craft: Proceedings of the 10th Research Symposium of the Dutch and Belgian University. Amsterdam: Rodopi, b. (Mann 175) Standard (i.e., NFPA, ANSI, etc.) a. National Fire Protection Association (NFPA) Standard on Disaster/Emergency Management and Business Continuity Programs (NFPA 1600). Quincy, MA: National Fire Protection Association. b. (NFPA 2004) Regulation (from internet) a. Occupational Safety and Health Administration (OSHA) CFR , Access to Employee Exposure and Medical Records (retrieved September 17, 2008) ( b. (OSHA 2006) Internet citation a. American Hospital Association (AHA) Hospital Preparedness for Mass Casualties (retrieved August 13, 2008) ( b. (AHA 2000) Page 7 of 8

8 Suggested references for preparing your paper CBE Style Manual Committee. Scientific Style and Format: the CBE Manual for Authors, Editors, and Publishers. 6th ed. New York: Cambridge University Press, Chicago Guide to Preparing Electronic Manuscripts. Chicago: University of Chicago Press, Chicago Manual of Style. 14th ed. Chicago: University of Chicago Press, ISO (International Standards Organization). General Principles Concerning Quantities, Units, and Symbols. ISO 31-0: Geneva: ISO, Turabian, Kate L. A Manual for Writers of Term Papers, Theses, and Dissertations. 6th ed. Chicago: University of Chicago Press, THANK YOU! for your help in making the 2016 Proceedings a success! Page 8 of 8

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