Submission Guidelines for BfN Publications

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1 Submission Guidelines for BfN Publications Instructions on creating accessible documents (revision date: 1 January 2012) 1 What this document is about The information in this document helps: Secure error-free reproduction of submitted papers (including all figures, tables and photos) Facilitate rapid editorial processing Ensure that BfN publications have a uniform layout Create accessible documents for the BfN website. As a federal agency, the Federal Agency for Nature Conservation is required to provide accessible documents on its website under section 11 of the German Act on Equal Opportunities for Disabled Persons (BGG) and the Federal Ordinance on Barrier-Free Information Technology (BITV) 2 Layout and document templates The document template bfn_barrierefrei.dot shows the desired appearance of BfN publications. If you use the styles contained in the template, a uniform layout will result in accordance with the formatting described under 6.3. You may modify the styles if your publication requires it, but please bear in mind that for a document to be accessible, all formatting must be applied by using styles. 2.1 Exception: Naturschutz und Biologische Vielfalt (NaBiV) series For publications in the Naturschutz und Biologische Vielfalt (NaBiV Nature Conservation and Biological Diversity ) series, please use the template bfn_nabiv.dot, as the NaBiV series has a slightly different layout, using a different font and type area settings. The stipulated layout is mandatory. If a publication is exclusively intended for printing in the NaBiV series and is not planned for online publication at any time in the future, you do not need to use the predefined styles and can base your layout on the formatting described under 6.3 without styles and using the NaBiV specimen pages (Musterblätter). Please discuss this in advance with the person in charge of commissioning the publication at BfN. General rules: Margins in Microsoft Word: Top and bottom margin both 44.5 mm, including before section titles; left and right margins both 36 mm. This gives a type area about 136 mm wide and 200 mm long excluding the page number. Font: Times New Roman For lines, use a line width of 0.5 pt to 1 pt, not narrower. In case of doubt, please ask the editorial team to send the document for checking to the publishers, Landwirtschaftsverlag. When inserting tables in landscape format, take care to ensure that the page number is correctly positioned. The publishers are willing to see to the positioning of page numbers if this is a problem. Set the position of the footer as follows: File Page Setup Layout Footer: 3.5 cm. 1

2 Please always clarify any detailed questions regarding layout for NaBiV and on document structure with the BfN editorial team (contact: or 3 General language points Use clear, straightforward, short sentences. Use separate sentences rather than subordinate clauses. Prefer verbs over nouns Instead of: Increasing production and poor separation of waste have adverse effects for nature conservation. Prefer: The fact that more waste is produced and too little is separated adversely affects nature conservation. Prefer active over passive Instead of: A recommendation was drawn up by the Federal Agency for Nature Conservation and the Federal Environment Ministry at a workshop in December Prefer: The Federal Agency for Nature Conservation and the Federal Environment Ministry drew up a recommendation at a workshop in December Write things out instead of abbreviating, especially when terms only occur once or a few times in the document. If you do use abbreviations, write the term out in full the first time followed by the abbreviation in brackets. An exception can be made for standard abbreviations such as DVD, CD and NATO, which need not be written out. It may be helpful to include a list of abbreviations at the start of the document. Write abbreviations such as e.g. and i.e. without spaces. Please use gender-neutral language. 4 Copyright for images Topographical maps and aerial photos must be accompanied with permission from the copyright holder allowing their reproduction. The data source must be cited. Authors must clarify the copyright situation for photos, charts and diagrams in advance. Sources are generally to be cited. 5 Choice of software application The technical instructions in this document relate to the creation of files in Microsoft Word If by special agreement with the person in charge of commissioning the publication at BfN you are using a different software application and are ONLY to deliver an accessible PDF file without an accessible Word file, the stipulations on language and formatting still apply unless a different layout is agreed. 6 Creating your document in Word 6.1 Document template If possible, create your Word file using the document template bfn_barrierefrei.dot (or bfn_nabiv.dot if you are writing for the Naturschutz und Biologische Vielfalt (NaBiV Nature Conservation and Biodiversity ) publication series. If you depart from the predefined layout, you must still apply all formatting using styles. 2

3 To use the document template, open it in Microsoft Word and use File Save As to save it as a.doc file with a new name. The text contained in the document template is provided as a sample and can be deleted or overwritten. Please do not modify the margins or the paper size (A4). Apply all formatting by using styles. Select the text you want to apply formatting to and assign it the appropriate style. You can also pull up a list of styles with Format Style (at the bottom where it says List, choose All styles ). The hierarchy of headings is created by assigning the appropriate heading styles, such as Heading 1 and Heading Copying text from other files If you copy text from other files, please avoid copying any formatting with the text. To copy text without formatting, copy the text to the clipboard in the other file, and insert it into the Word file you are creating by choosing Edit Paste Special, Unformatted Text. 6.3 Formatting If you use the styles provided in Word, the resulting layout will be automatically as described. If you are writing for the Naturschutz und Biologische Vielfalt (NaBiV Nature Conservation and Biological Diversity ) series, the formatting specified in the styles continues to apply. General formatting rules: Paragraph alignment justified ; no underlining (including no underlining for URLs) One text column only; no header or footer except for the page number Font: Arial (except NaBiV see 2.1) Please enable hyphenation, use hyphens (-) for hyphens and em-dashes ( ) for dashes, and use one type of quotation marks consistently ( straight quotes or smart quotes ) Standard formatting styles Name/function Appearance and use Normal Normal text 11 pt, justified Line spacing 1.1 within paragraphs Uniform spacing between paragraphs (6 pt) No underlining, including no underlining of addresses and URLs fetter Standardtext ( normal bold ) kursiver Standardtext ( normal italic ) Überschrift ohne Num ( Heading without numbering ) No first line indent Bold passages in normal text Italic text, for Latin species names only Example: Marmot (Marmota marmota) Level 1 heading, without numbering Size 13 pt, spacing after 6 pt, alignment left, bold For documents with only one section 3

4 1 Heading 1 Level 1 heading (section heading) Arabic numerals Indent between number and text same for all outline levels 13 pt, spacing after 6 pt, alignment left, underline none Always the top of a new page (though not necessary a right-hand page) Do not add spacing before 1.1 Heading 2 Level 2 heading Arabic numerals Indent between number and text same for all outline levels 12 pt, spacing after 6 pt, alignment left, bold, underline none Heading 3 Level 3 heading Arabic numerals Indent between number and text same for all outline levels 11 pt, spacing after 6 pt, alignment left, bold, underline none Heading 4 Level 4 heading No numbering 11 pt, spacing after 6 pt, alignment left, bold, underline none Verzeichnisüberschrift ( Index and tables heading ) Heading for table of contents, list of figures, list of tables and if applicable list of abbreviations and list of sources; as Heading 1 (13 pt, bold) Verzeichnistext ( Index and tables text ) Font and size as for Normal; on items extending over multiple lines, use tabs and set line spacing to 1.0; alignment left Footer Page number only, 10 pt, alignment outside, no other text in footer 1 Aufzählung ( 1 list ) Numbered list with numbers (1., 2., 3., ) Aufzählung a) ( List Numbered list with letters ( a), b), c), ) a) ) Aufzählung ( List ) Bulleted or dashed list Footnote 10pt, line spacing single if footnote extends over multiple lines, alignment justified, indent with tab from second line Hyperlink No underlining on URLs or addresses Figure/table (no Say within usual margins; insert in text at original size predefined style) Separately number figures and tables (state sources) When referring in text to figures and tables, place reference in brackets. Example: The curve is non-typical (Fig. 6). Abbildungsunterschrift ( Figure caption ) Numbering and caption below figure (Fig. 1: ), 10 pt with line spacing single, alignment left. If a caption extends over multiple lines, indent with tabs from second line onwards. Tabellenüberschrift ( Table caption ) Tabellentext ( Table text ) Tabellentext fett ( Table text bold ) Tabellentext kursiv ( Table text italic ) Numbering and caption above table (Table 1: ), 10 pt with line spacing single, alignment left. If a caption extends over multiple lines, indent with tabs from second line onwards. Table text, always Arial 9 pt, line spacing single including for NaBiV. Table text with bold formatting, mainly for row and column headings Species names in table text/italic 4

5 Literaturverzeichnis ( References ) AUTHORS NAMES in references and text Front page (optional) Document title page Citations in references list (for the list heading, see Verzeichnisüberschrift ), 6 pt spacing between citations, line spacing single within citations, second line hanging indent at third letter SMALL CAPS, including in in citations Reference in text with authors name only (in small caps) with year in brackets, plus page number if applicable. Examples: (BECKER et al. 1986), (BECKER et al. 1986: 20) Normal style, text on front page as normal text, appearance may be modified using bold, different font size, centre alignment and different line spacing ( Format Paragraph) Separate Microsoft Word document templates for BfN-Skripten publications are available from the BfN editorial team Section headings Headings extending over multiple lines have line spacing single and no hyphenation Use tabs to indent from second line onwards Table of contents If you have assigned heading styles to all headings in the document, generate the contents page automatically with Insert Reference Tables and Indexes Table of Contents Only update the table of contents when you are finished and no more changes are going to be made to the document: Right-click the table and choose Update Fields (page numbers only or entire table) List of figures, list of tables, if applicable list of abbreviations and preface should be included in the table of contents. Section titles that extend over multiple lines: line spacing single; level 1 headings bold; do not let the text run over the page number List of figures The list of figures comes after, and is separate from, the table of contents. If the list of figures takes up more than half a page, it should be started on a new page. If you assigned the Abbildungsunterschrift ( Figure caption ) style to all figure captions in the document, you can generate a list of figures automatically with Insert Reference Tables and Indexes Table of Figures; where it says Caption label, choose Figure. Only update the list of figures when you are finished and no more changes are going to be made to the document: Right-click the list and choose Update Fields (page numbers only or entire list) Only use the short version for captions. Do not let the text run over the page number List of tables The list of tables comes after, and is separate from, the list of figures. If the list of tables takes up more than half a page, it should be started on a new page. If you assigned the Tabellenüberschrift ( Table caption ) style to all figure captions in the document, you can generate a list of tables automatically with Insert Reference Tables and Indexes Table of Figures; where it says Caption label, choose Table. 5

6 Only update the list of tables when you are finished and no more changes are going to be made to the document: Right-click the list and choose Update Fields (page numbers only or entire list) Only use the short version for captions. Do not let the text run over the page number List of abbreviations The list of abbreviations if needed comes after, and is separate from, the list of tables. If the list of abbreviations takes up more than half a page, it should be started on a new page Page numbering in footer Page numbering begins with the table of contents on page 3. The page numbering should be continuous. Blank pages are counted but do not have a page number. The page number can easily be removed from a blank page in the PDF file. There should be no other content in the header or footer Footnotes and endnotes To insert a footnote or endnote, choose Insert Reference Footnote, select Footnote or Endnote, click Insert and type the text you want. Footnotes should be marked at the appropriate place in the text with a superscript footnote number (without brackets). Do not use footnotes for citations List of references/sources The references list comes at the end of the document and contains full references with bibliographical data. References are sorted alphabetically by author name and among works by the same author chronologically by year Set the paragraph alignment to justified and enable hyphenation; second line hanging indent at third letter. If there are more than three authors, the abbreviation et al. may be used. No page break within a reference. For online references, state the URL and the date accessed. Do not underline URLs. 6.4 Figures Insert a figure using Insert Picture From File. To enter a short (150 character maximum) description of the picture, right-click the picture, choose Format Picture, select the Web tab, type the description, and click OK. Only format very narrow pictures left or right-aligned, and never with the text on both sides. It is recommended that you format the picture so that it does not break the flow of text in the document; to do this, right-click the picture, choose Format Picture, select the Layout tab and click Advanced, then the Text Wrapping tab, click Top and bottom or In line with text. To add a figure caption ( Fig. 1: ): Insert Reference Caption, Figure; the figure is automatically numbered; type the caption in the Caption box; assign the Abbildungsunterschrift ( Figure caption ) style to the caption. 6

7 6.5 Spacing and page breaks Spacing within the document (for example between headers and paragraphs and between consecutive paragraphs) is defined by the styles assigned to each text elements; do not insert blank lines by pressing Return. To insert a page break, use Insert Break, Page break. Inserting blank lines with the Return key until you reach a new page leads to unpredictable results when you convert to PDF. 6.6 Bulleted and numbered lists Use one of the list formats. The bullet, dash, number or letter will be added automatically. Do not number lists by hand. If Word starts an automatically numbered list with the wrong number, correct it as follows: Select list, right-click, Bullets and Numbering Numbered, select the numbering style you want, choose Customise and, in the Start at box, select the correct letter or number. 6.7 Hyperlinks and addresses Insert hyperlinks using Insert Hyperlink; type the link text at the top and the URL underneath; click ScreenTip and type a short description (e.g. Link to the BfN website ). Do not underline hyperlinks and addresses. 6.8 Tables To create a table: Table Insert Table The first row ( header row ) must contain column headings. If a table extends over more than one page, select the header row, right-click, Table Properties, select the Row tab and check Repeat as header row. Select the entire table, right-click, Table Properties, select the Row tab, and uncheck Allow row to break across pages. To add a table caption ( Table 1: ): Insert Reference Caption, Table; the table is automatically numbered; type the caption in the Caption box. Assign the appropriate format to the table text, caption and number (see Formatting ). 7 Final steps to create an accessible document in Word Update the table of contents and lists of figures and tables (right-click each table or list, Update Fields). Set the document language: press Ctrl-A to select the entire document and choose Tools Language Set language to set the document language. Check the document that all styles are correctly applied and there are no blank paragraphs: Choose Tools Options, select the View tab, check Wrap to window and set Style area width to, say, 4 cm. Now choose View Outline. Check in the style area on the left that all text elements are assigned the correct style. Delete any blank paragraphs. Finally, choose View Page Layout to return to the usual page view. Add metadata: Choose File Properties, Summary and fill in at least the Title, Subject, Author and Keywords boxes. Do not make the file read-only. 7

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