Author Guidelines for Manuscript Preparation

Updated November 2013

Each manuscript should follow these manuscript preparation guidelines as closely as possible. Once a completed manuscript is received and accepted, an editorial/production schedule will be defined including an estimated date for printing.

All manuscripts must be complete and include the following:

  • One electronic Microsoft® (MS) Word document of the entire manuscript in Word version 2007 or higher (preferred). All chapters should be saved individually.
  • Electronic originals of all artwork. Below, under Additional Details, are listed acceptable high-resolution formats. Additionally, native file photos, Excel graphs, and Excel charts are acceptable. Please do not use text boxes.
  • Front matter. Title page, table of contents (page numbers will be generated in production), preface, acknowledgments, list of authors and affiliations (if applicable), list of figures, list of tables, foreword (optional), and introduction (optional). Page numbers will be updated in production but are helpful in manuscripts also. NOTE: A preface is written by the author, gives reasons for the book’s importance to the literature on the topic, and often includes a history of the book’s development. A foreword is written by someone other than the author (or an editor or a contributor), usually a recognized expert or notable person, and puts the book in context.
  • References. Books on technical subjects must be formatted according to the Chicago Manual of Style author-date system. (For general-interest titles, a bibliography system is more appropriate.) See Additional Details, Bibliography and References tab, below.
  • Metrication. The entire manuscript must be metricized, with the inch-pound unit of measure followed by the metric unit (SI) in parentheses, UNLESS a metric conversion table is supplied as an appendix.
  • End matter. Appendices, glossary (optional), metric conversion table (optional), author biography. An index will be created in production.
  • Tables, with titles and sources. If tables are created in MS Word, they can remain within the text.
  • Figures (including photographs), as separate electronic files. Highlight callouts in the text to indicate where the figures should be included. Captions for all art must be provided.
  • All text references to tables and figures as callouts for preferred placement (compositor will place as close as possible to first reference).
  • A complete reference and/or bibliography section (preferably by chapter).
  • Copyright releases required for ALL materials from outside sources. 

Additional details

Text


  • All pages should be numbered.
  • Number pages by chapter; for example, the pages in chapter 3 would be numbered 3-1, 3-2, etc., and the pages in Appendix A would be numbered A-1, A-2, etc.
  • The levels of headings within the text are as follows:
    • 1st level – ALL CAPS ON LINE BY ITSELF
    • 2nd level – Bold face, Initial Cap and Lower Case, on Line by Itself
    • 3rd level – Bold face, first word cap, run in with text
    • 4th level – Italic, first word cap, run in with text
    • 5th level – Roman (not italic and not bold), underline, first word cap, run in with text.

Tables


  • Number tables by chapter; for example, the second table to appear in chapter 3 would be numbered Table 3-2. This number designation should be included with the table caption or title.
  • Each table should be referenced in the text.
  • The source of each table should be fully referenced in the reference section, unless it is author generated.
  • Tables must be completely legible and reproducible; provide original copy in Microsoft Word or Excel if possible.
  • Each table should be included with or within the manuscript submission.

Figures


  • Supply figures and graphics (hereafter “figures”) electronically as noted above. Photographs must be high resolution (at least 300 dpi). Photocopies are not acceptable. Graphs can be sent as Excel files if they were created that way.
  • File formats suitable for print include the following: Adobe Illustrator (ai, ait); Adobe PDF (pdf); AutoCAD Drawing (dwg); BMP (bmp, rle, dib); Corel DRAW 5,6,7,8,9,10 (cdr); Encapsulated PostScript (eps, epsf, ps); FreeHand (fh7, fh8, fh9, fh10, fh11, ft11); Illustrator EPS (eps, epsf, ps); JPEG (jpg, jpe, jpeg); JPEG2000 (jpf, jpx, jp2, j2k, j2c, jpc); Macintosh PICT (pic, pct); Photoshop (psd, pdd); TIFF (tif, tiff).
  • Number figures by chapter; for example, the second figure to appear in chapter 3 would be numbered Figure 3-2. This number designation should be included with the figure title.
  • A copy of each figure must be included at the end of the chapter in which it appears. Please do not create or embed graphics in the Word document but keep them as separate files and note where they belong in the document.
  • Each figure should be given a caption, which is to appear on the same page as the figure.
  • Any notes or definitions pertaining to a figure should appear after the figure caption.
  • The source of each figure should appear under the caption.
  • All figures should be referenced in the text. Highlight the callouts to the figures.
  • Figures must be completely legible; this includes all art type and the figure itself.
  • The source of each figure must be fully referenced in the reference section, unless it is author generated.
  • In preparing the manuscript, be aware of the benefit of a balanced presentation of art within the text; try to avoid having numerous figures in one chapter and none in other chapters.

Equations


  • All equations should be centered on a separate line, apart from the main body of the text.
  • Number all equations that will be referenced later in the text, e.g., Eq 6-2.
  • Use a “where list” to define variables in equations; e.g., "where: a = apples, b = bananas, c = cherries"
  • Greek letters and other symbols are easily confused with Roman letters; if these symbols must be handwritten in the manuscript, be sure to create a list defining these symbols.
  • Use the proper symbols in MathType or other symbol font. Instead of the letter x, the multiplication sign × can be created by holding the Alt key down and typing 0215 on the number keys on the right of your keyboard. Instead of a superscript letter o, use Alt 0176 to create the degree symbol °.

Bibliography & References


  • A bibliography appears at the end of the book and includes the titles used by the Author to prepare the manuscript but not necessarily cited in the text; the bibliography should be arranged alphabetically.
  • A reference list includes the specific titles used by the Author and cited in the text. (Because of their technical subject matter, AWWA publications more frequently follow the author-date reference system than the bibliography.) Every citation requires a corresponding reference, and every reference requires a corresponding in-text citation.
  • Reference entries begin with the Author’s last name, first name (and middle initial), and the year. The article/book/chapter title follows, then periodical title, volume (issue number), and page range (for books: book title, if chapter noted previously; edition, if any; publisher city and state; and publisher name, followed by a comma if page numbers are included). For multiple authors: all names are to be listed; however, only the first author’s name is reversed. Reference list should be in alphabetical order at the end of each chapter.
  • In-text citations should be formatted as follows: (Smith 2001), (Smith and Jones 2004), (Smith et al. 2005). Do not use commas before publication years. Please refer to Chicago Manual of Style guidelines (helpfully summarized in Turabian 2013*, 218–220) for further guidance on the author-date system and reference style; systems of documentation are covered exhaustively.
  • Website references should be cited by organization title (e.g., US Environmental Protection Agency), subsection if appropriate, name of paper or page accessed, full URL, and date accessed. Online journal content that is cited should include a DOI, preferably, or a URL in the reference.

*Turabian, Kate L., Wayne C. Booth, Gregory G. Colomb, and Joseph M. Williams. 2013. A Manual for Writers of Research Papers, Theses, and Dissertations: Chicago Style for Students and Researchers. 8th ed. Chicago and London: University of Chicago Press.

Copyright Releases

Other


  • Footnotes should be numbered in order of appearance and listed at the bottom of the page on which they are referenced (not at the end of the chapter, which would be endnotes).
  • Footnotes in the text that are actually citations should be put into the author-date format, with full bibliographical information included in the references section.