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Conference Proceedings Author's Guide

A proceedings book or CD-ROM containing papers presented at your conference will be produced from the manuscripts received from authors. These instructions are intended to help you prepare your paper so that it proceeds smoothly through the production process.

If your conference is using the ASCE on-line submission system, go to the conference website for further instructions.

Editor’s Role

Each proceedings project has an editor, usually the technical program coordinator for the conference. The editor is responsible for setting deadlines, approving content (often with the help of associate editors or peer reviewers), establishing length of papers, clarifying special instructions or requirements, collecting papers, and generally organizing the project. Questions about any of these topics should be directed to your editor.

Preparing Your Submission

The corresponding author for each paper is responsible for sending the following items to your editor by the deadline set for this project. Material provided will not be returned.

  • Signed and dated Copyright Transfer Agreement.
  • Signed and dated Permissions Verification Form.
  • Complete hard copy printout of the manuscript, including all illustrations. Black and white originals are required.
  • An electronic version of your paper is also required. 
  • Anything else required by your editor.

Submit your materials as directed by your editor and within the deadline. Attention to the following items will ensure that nothing delays the publication of your paper.

Copyright

Before ASCE publishes any materials, the copyright ownership must be clear, and except in a few special cases, transferred to ASCE. The transfer is done through a Copyright Transfer Agreement. Additional information on copyright transfer is available elsewhere on this Web site.

Permissions

Authors/editors are responsible for (1) identifying materials in their work that require permission, (2) obtaining permission from the copyright owner, and (3) verifying that the owner is properly credited for granting permission. Authors must include a signed Permissions Verification Form with their manuscript. Detailed information on permissions compliance is available elsewhere on this Web site.

A note about Internet sources: Materials published on Web sites are under copyright, including such popular sources of information and images as Google, Yahoo, and Mapquest. Other sites, such as Wikipedia, contain some materials that have been copyrighted; please check the fine print. Internet sources must be credited like any other reference source, and the credit or reference must include the complete URL and the date you accessed the material. (See Credit Lines and Citing Sources elsewhere on this Web site.)

Approvals

Before submitting a paper, authors must obtain approvals from such interested parties as the authors' employers, clients, project owners, and government agencies. Once a paper has been uploaded, reviewed by the author, and officially submitted, it is not possible to edit the document.

Format

A proceedings paper consists of a title; an author byline and affiliation; an abstract; the text with optional tables, figures, and mathematics; a conclusion; and references. Acknowledgments, appendixes, and notations are optional. Please note that ASCE does not publish PowerPoint Presentations or abstract-only material as proceedings papers.  

Length

Length is determined by your editor. The total paper length includes all text, graphics, and appendices.

Point size and font

Use 12 point type for text, captions, and author contact information. For type within figures or tables, the 12 point size is preferred. We recommend selecting a serif text font such as Times Roman. Italics, bold, and bold italics may be used; we recommend sticking to one “family” of typefaces.

Abstract

Your abstract should be about 150 words long; it must never exceed one page or contain artwork. The abstract should present a concise statement of the scope, principal findings, and conclusions of the paper.

Headers and footers

Do not put any information in the header. The only acceptable content in the footer is a single page number.

Layout

  • All text must be single-spaced.
  • Page design should be consistent throughout the paper.
  • Margin settings (see table) must contain all elements of the paper that will be reproduced (text, figures, tables, captions). Imagine a “box” whose width does not exceed 5.75 in. (14.5 cm) and depth does not exceed 9 in. (22.5 cm).
  • Short pages are unsightly and waste space; try to “fill” the imaginary box on each page.
  • Leave at least 1 in. (3 cm) top and bottom margins.
  • The title of your paper should fall approximately 1.5 inch (3.8 cm) below the standard margin.

Margin Settings 

Margins

Letter (8.5 in. x 11 in.)

A4 (210 mm x 297 mm)

Top

1 in.

35 mm

Bottom

1 in.

35 mm

Left

1.375 in.

32.5 mm

Right

1.375 in.

32.5 mm

 

Figures and tables

All graphics (photos, line art, and tables) must be included electronically (embedded) within the document and fit within the margin settings. If some graphics require scanning, you should have them scanned yourself and embed them in the document. Please note: for book (print) proceedings all material must be in black and white.

  • Numbering. Illustrations should be numbered consecutively as they are presented (Figure 1, Figure 2, etc., and Table 1, Table 2, etc.). Each figure should be mentioned or “called out” before it appears. More than one figure may appear on a page.
  • Captions and legends. A descriptive caption, including figure number, should be placed directly below the illustration (see Figure 1). A descriptive legend, including table number, should be placed immediately above the table.
  • Placement. Figures may be placed in the text or in a “gallery” at the end of the paper. More than one figure may appear on a page. If figures are placed in the text, we recommend placement at the top or bottom of a page. Do not wrap text around the figure, even to save space. Landscape orientation is acceptable.
  • Shading. Do not use shading, grayscale, or screens in your illustrations, especially as a background to type.

 

 

BookProceedings_clip_image002

Figure 1. Sample line art illustration.

Style

The paper must be written in best possible technical and grammatical English. Titles should be concise and should describe the content of the paper. If you have a long title, please consider a Title: Subtitle format. More information on writing style is available elsewhere on this Web site.

Mathematics

ll mathematics must be embedded in the text. Equations need to be numbered only if they are referred to more than once. Stack numerators over denominators and leave one blank line between equations and text, and between two equations. For example:

 

 

Eqn001

(3)

Refer to equations in the text by (3) or Eq. 3. For equations in the text, use single-level expressions, e.g., mv = Δe / ΔsΔv, where Δe = Δe / (1+e0).

System of units

ASCE encourages the use of SI units for conference proceedings papers. For more information about SI units, visit the Web sites of the U.S. Metric Association (USMA), Inc. or the National Institute of Standards and Technology (NIST) or consult the book, Metric Units in Engineering: Going SI.

Author contact information

A sample of author contact information is shown in the box below. The following information may be provided for all authors of the paper: author’s full name; Society membership grade; academic degrees or honorifics; current employment affiliation; postal and electronic mailing addresses; telephone and fax numbers.  

I. M. Author,1 and C. O. Author2

1Hard Knocks Laboratory, Department of Civil and Environmental Engineering, Research State University, P.O. Box 98765, City, ST 99999-1111; PH (666) 911-1234; FAX (666) 911-1235; e-mail: imauthor@esu.edu
2Everlasting Company, Mail Stop LC 444, 2233 West 32nd Avenue, Township, ST 88888; PH (999) 777-6666; FAX (999) 777-6667; e-mail: co.author@everco.com

References

All factual material that is not original with the author must be accompanied by a reference to its source. ASCE prefers the author–date system of referencing. We strongly discourage the use of superscripts to refer to references, because the numbers often become unreadable when the pages are reproduced.

The author–date system has two parts, the text citation and the reference list.

  • The text citation appears where the material to be cited is presented and it refers readers to a source in the reference list by the author's last name and the year of publication. Often, the author and date appear in parentheses; a comma is not placed between them.
  • The reference list appears at the end of each chapter or gathered in a separate section at the end of a book. The reference list should be single-spaced and list each reference alphabetically by the last name of the first author.When two or more references by the same author are listed, year of publication is taken into account, and the earliest work is listed first.

All sources in the reference list must be cited in text, and all text citations must refer to a source in the reference list. Additional material that is not cited in the text may be presented in a section or appendix called "Additional Information" or "Related Material."

Additional information about the author-date reference system is available elsewheree on this Web site. Some sample references appear in the box below.

Burka, L. P. (1993). “A hypertext history of multi-user dimensions.” MUD history, <http://www.ccs.neu.edu> (Dec. 5, 1994).

Garrett, D. L. (2003). “Coupled analysis of floating production systems.” Proc., Int. Symp. on Deep Mooring Systems, ASCE, Reston, Va., 152-167.

Stahl, D. C., Wolfe, R. W., and Begel, M. (2004). “Improved analysis of timber rivet connections.” J. Struct. Eng., 130(8), 1272-1279.

Vipulanandan, C., and Kaulgud, S. (2005). “Behavior of ACIP Piles Socketed in Clay-Shale.” Proc., Geo-Frontiers 2005, Site Characterization and Modeling, Geotechnical Special Publication 138 (CD-ROM), ASCE, Reston, VA.

Zadeh, L. A. (1981). “Possibility theory and soft data analysis.” Mathematical frontiers of the social and policy sciences, L. Cobb and R. M. Thrall, eds., Westview, Boulder, Colo., 69 129.