FAQ

 

Hypoxia 2009 Manuscript Preparation FAQ

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Authors. As you know, you are expected to complete a manuscript for the meeting. We publish the Proceedings in book form through Springer. The book is indexed in Index Medicus. We make every possible effort to have the book published by the fall after the meeting. That means that there is considerable pressure on all of us to work together to achieve this tight timeline. The first step in the process is your submission of a complete manuscript at the meeting. Failure to do so means that we will not reimburse you for your room and meals. We have been doing this for awhile and have realized that this is the best approach to getting the book completed in a timely fashion. We have worked hard to streamline the process, and have prepared a one page guideline for manuscript preparation.

Deadline. A chapter representing your talk is due at the start of the meeting, march 10th.

Editors. For 2009 the book will be edited by Robert Roach, Peter Wagner, and Peter Hackett.

Preparation. The guidelines for manuscript preparation are summarized below. This is also available at www.hypoxia.net. Please note that authors often fail to read the guidelines for figure preparation. If your figures are not prepared according to the guidelines for quality and size, they will be returned to you. All this will be checked while we are at the meeting.

Timeline. Within 4 weeks of the end of the meeting you will receive a draft of your chapter laid out according to the book style Springer mandates, along with comments from two of our three editors. We expect a timely turn-around at that point. Within 2 weeks of getting your final revision, you will get a final proof for approval. We expect to submit the book for printing to Springer before the end of May, 2009.

Detailed Preparation Guidelines

Length: Your manuscript should be at least 15,000 characters, not including
spaces (~10 typed pages) and no more than 50,000 characters, not including spaces (~30 typed pages). Illustrations and references are to be included in the page count.

Content: Your manuscript should contain new, not before published material that
represents and expands on your oral presentation. Usually this is accomplished by a review of your talk topic, as most authors don’t want to publish original research in book format. Please try to illustrate the major points in your manuscript with graphs, drawings and black and white photos (see Figures below for technical information on preparation of graphics).

Style: We ask that you adhere to the following very basic style requirements.

Font: Use a basic Times Roman font, 12 point. If you need to use symbols, use the symbol font. If you must you any other fonts, please highlight on the printed version of the manuscript the location where the font is used.

Italics, bold and other special character formatting. Please highlight such special formatting in one of the printed copies of your submitted manuscript.

Word Processor: All manuscripts must be in native Microsoft Word or RTF format.

Margins: One inch (2.54 cm) on all sides.

Headers and Footers: None

Spacing: Double-space throughout.

Page Order: Pages should be arranged as follows: title page, abstract, keywords and running head page, main text, acknowledgments, references, figure legends, tables, and illustrations.

Title Page: The title page should have the title of the article; author(s); all departments and institutions in which the work was done with city, state or country, and postal code; name and address for mailing proofs; and a contact telephone and fax number, and e-mail address. Where necessary, identify each author's affiliation by superscript numbers matched to the appropriate institution.

Abstract, Keywords and Running Head: On this page are the abstract, keywords and running head. The abstract should be one continuous paragraph that summarizes your chapter. For keywords, please provide three to five words or short phrases not included in the title or running head. The running head should be a short, abbreviated title that in 55 characters (including spaces between words) captures the essence of your chapter title.

References: Organization of the references can be the single most difficult and time-consuming aspect of manuscript preparation. Consequently, manuscripts with improperly formatted references may be returned and reimbursement of conference expenses withheld until the references are properly formatted.
Use the Journal of Applied Physiology (JAP) style: In brief, the references are to be listed in the bibliography in alphabetical order, and numbered in the text according to the alphabetical order. The JAP style guidelines are available online. The in-text citation should be in the following format “...according to Jones et al. (14).” (Plain text, no special formatting).

Figures: Properly prepared figures will save all of us substantial time and effort. The Proceedings are submitted to Springer in electronic format. The best illustrations are those prepared according the following guidelines and submitted to us electronically. Color illustrations will appear in black and white, and will be, in general, inferior in appearance to black and white originals. Figures should be 4.5 inches (11.5 cm) wide and 6.5 inches (16.5 cm) tall.
a. Number figures in sequence for each chapter. All figures must be cited in the text.
b. Ideal Electronic Formats: The ideal electronic format for line art or line art/halftone combination files is as a 600 to 1200 dpi EPS format file. The ideal electronic format for photos is as a 600 dpi TIF format file.
Most serious graphics programs (Origin, SigmaPlot, Illustrator etc.) can output files in this format. Make sure when sized to the Hypoxia book format that everything is clear, crisp, and readable.
Provide all art originals in a form suitable for reproduction. Figures that include type or drawings that are bitmapped are not acceptable. Keep your illustrations as clear and direct as possible. Avoid use of large black areas (it doesn’t ink well in printing) and very dense stippling, striping or shading patterns (they tend to get muddy when photographed). Very small patterns and light rules often do not reproduce at all, and shadows behind type can obscure letters or whole words.
If you are preparing charts or bar graphs, please be careful when using gray tones. Charts or bar graphs that are less than 10% black are likely to break up. Charts or bar graphs that are more than 70% black will look solidly black when printed.
Line art should never be created in PowerPoint or Word formats because they do not translate well to typesetting systems. PowerPoint is intended for slide presentation and for printing from your personal computer.

  • Do not submit art embedded in the text of word files.
  • Do not submit art in a word file.
  • Do not submit Power Point slides.

c. Art That You Scan: Line art should be scanned at 600 to 1200 dots per inch (dpi) and must be saved as EPS files. Halftones (photos) should be scanned at least at 600 dpi and must be saved as TIF files. Line/halftone combination art should be saved as EPS files and must be 600 to 1200 dpi. Any art submitted to us with less than these settings will not be of printable quality. (Other formats, such as JPEGs, PICTs, etc., are not well suited for print—their intended use is primarily for the computer screen and does not translate well in book production. PowerPoint and Word formats are also not acceptable.)
d. Disk Format/File Names: The art on the disk needs to be numbered to match the numbering used in your manuscript. For example, Figure 1 in your manuscript needs to be labeled as YourName_Figure 1 on your disk.
e. Testing the Quality of Your Graphics and Illustrations: Print your illustrations on a laser printer in black and white at 1200 dpi on high quality, bright white laser paper and you will have an accurate representation of the illustration as it will appear in final format in the book.

Tables: You are welcome to use tables, but they must be prepared using internal tabs, and they must be no greater than 4.5 inches (11.5 cm) wide and 6.5 inches (16.5 cm) tall for printing right side up on the page, flip these dimensions for a table that would be read by turning the book on its side. Note that they must fit these size requirements using Times New Roman 12 point font.

Please submit the following two versions of your manuscript: Electronic: Submit your manuscript via email to rroach@hypoxia.net and Print: Submit three paper copies of your complete manuscript, including print versions of all graphics to the Hypoxia Registration Desk once you arrive in Lake Louise. Include a CD with the manuscript and all figures. These will be carefully checked for completeness and compliance with these guidelines while we are in Lake Louise.

Deadline: Both the electronic and print versions of the manuscript must be in hand by the start of the meeting on 10 March 2009. No properly prepared manuscript=no reimbursement of hotel or other expenses.

Review, Galleys and Publication: By about April 1st, 2009 you will receive a) editorial comments on your manuscript and b) a draft layout of your manuscript as it will appear in the Proceedings. You then have ten (10) days to make changes to the manuscript and return the galleys. The expected publication date of the Proceedings is early fall, 2009.

Publication Date: The Proceedings will be published as a volume in the Springer series called Advances in Experimental Biology and Medicine. This series, and subsequently your chapter, will be indexed in all major scientific and medical indexes, including Index Medicus.

 

For any questions, please email us!

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