Title



Museums and the Web 2011 Paper Guidelines,

including Paper Styles

All papers submitted for MW2011 must use follow these Guidelines and use the styles provided in this Word template.

Submission deadline: January 31, 2011.

1. Paper Format Guidelines

2. Paper Title, Author’s name(s) and Abstract

3. Paper Text

4. Citations

Citation Examples

5. Tables

Table Formatting

6. Illustrations and Figures

7. Illustration Files for Web Publication

8. Illustration Files for Print Publication

9. Acknowledgements

10. References

Format

Book

Chapter in a Book

Journal Article

Proceedings

Electronic Materials with No Printed Analogue

Web Site

How to Cite Museums and the Web Papers

Printed Volume

Proceedings CD-ROM

On-line

11. General Style

12. Author’s Changes

13. Submission Deadline Jan 31, 2011.

14. Submitting Your Paper

15. Originality

16. Publication Online

17. Selected Papers Published in Print

18. Thank you

19. Questions?

20. To Apply These Styles to Your Ms Word Document

Paper Format Guidelines

Use only the Styles in this Template

Do NOT include Headers, Footers or other formatting.

Do NOT use footnotes. Citations are made in the text using the Author, Date method.

Do NOT use special fonts or typeface attributes. Use only the styles in this template.

Do NOT use columns in your text.

Name your file with the first author’s last name, and the appropriate extension for your file format (e.g. trant.docx). DO NOT use a name like MW2011paper (or your file will get confused with someone else’s).

If you would like to distinguish this year’s paper from one you’ve written previously follow your lastname with -mw2011 (e.g. trant-mw2011.docx)

Paper Title, Author’s name(s) and Abstract

YOU MUST organize the top of your paper like this:

Paper Title is Heading1

Author, Institution, Country as Author

url as URL

Abstract

Abstract text is indented from both sides of the page though it is not in a smaller type at this stage. Abstracts must be no longer than one paragraph.

Keywords: five or six, comma separated, follow the abstract.

Note how all this formatting is done using ONLY the applied styles.

This Template uses Gill Sans as its default font. Don’t worry if it do not display on your system. Please do not change the fonts used; we will just have to change them back.

Paper Text

Follow this paper header with the body of your paper text. You may use the following styles in your text.

Heading 1: Use only for the Paper Title. Each Word Capitalized: NOT ALL CAPITALS

1. Heading 2: First level paper subheadings – only first word capitalized Turn off numbering if you wish

Heading 3: Second level paper subheadings – only first word capitalized

Heading 4: Third level subheadings – only first word capitalized

Heading 5: Fourth level subheadings italics - only first word capitalized

Normal text is used for most of the text of your paper.

Normal text has no extra line breaks between paragraphs or extra returns or enters at the end of each line.

Body Text is the same as Normal Text.

Normal text does not have indented paragraphs.

You may also use:

Block Quote: for any quotations that exceed two sentences, or for any use of poetry.

Block Quote Author follows to name the author.

list with bullets

can have multiple points

Subsequent paragraphs still in the list are indented in the List Paragraph style.

list with numbers

has multiple points numbered sequentially.

Subsequent paragraphs are indented in the List Paragraph style.

Code: quotations from computer code are indented and set off in a “typewriter” face. This distinguishes them from regular text. Code is not checked for spelling or grammar.

Citations

All citations must be included in your text using the Author, date method. (Trant, 2006)

Remember, NO footnotes. Papers using footnotes may not be accepted, as these all have to be removed during production; there just isn’t time to deal with them.

Citation Examples

Citation of an author's work or Web site in the text should follow the author-date method: the surname of the author(s) and the year of publication should appear in your text.

For example:

McKenzie (1997) found that...

Recent research (Jones, 1998) has shown that...

In other work (Miller & Link, 1994; Bearman, 1995) ...

... at the National Gallery of Art site ()

A full list of References must be supplied at the end of your paper. See Section 10. References

Tables

Tables that contain only text or numbers should be include in your paper text, in the word processing file. Format each table using the Table functions.

Follow each table with a caption. Number all tables consecutively: Table 1, Table 2.

Table Formatting

The following styles can be used to layout tables.

|Table Header |Table Header |

|Table Text |Table Text |

|More table text |More table text |

Table 1: This is the first table in my paper

Illustrations and Figures

Illustrations and Figures must be submitted as separate files.

Do NOT embed [include inline] illustrations or figures in your text. Mark the position where they should appear with the appropriate file name, and the full caption.

Number all your figures or illustrations consecutively as Figure 1, Figure 2 etc.

Figure 1: Captions appear in the text, where they should appear, below the reference to each illustration or figure.

ALL PAPERS MUST BE SUBMITTED WITH WEB-READY ILLUSTRATIONS.

IF YOU WISH YOUR PAPER TO BE CONSIDERED FOR THE PRINT SELECTED PAPERS, YOU MUST ALSO SUBMIT PRINT-READY ILLUSTRATION FILES.

Illustration Files for Web Publication

All papers must be submitted with Web-ready illustration files.

▪ Illustrations and figures MUST be sent as separate files. DO NOT EMBED IMAGES IN YOUR PAPER TEXT.

Name web-ready illustration files with last name of the first author, figure number and file-type extension. For example, trant.fig1.jpg.

Illustrations should be submitted as Web-ready files, in .GIF, .JPG, or .PNG format.

Images for on-line publication must not be more than 500 pixels in width.

If larger images are necessary for legibility, create images of this maximum size and also provide a larger image of a maximum 760 pixels wide that can be displayed as a linked page outside the visual context of the paper. See an example at 

Illustration Files for Print Publication

If you wish to have your paper considered for print publication, you MUST ALSO submit higher quality illustrations suitable for print reproduction.

Submit each illustration as a separate file. Name illustration files with last name of the first author, figure number, the suffix -print, and file-type extension: e.g. trant.fig1-print.jpg.

Submit raster images (screen captures) as TIFF, JPG, or PNG with limited compression.

Take screen captures at the largest size (highest resolution) possible. Screen captures must be a minimum of 1024 x 768 pixels. Larger is better.

Line drawings / diagrams / charts must be in PDF [preferred], native format, or other vector graphic file format.

Acknowledgements

End your text with Acknowledgements and References (in that order), formatted according to the following guidelines.

The Acknowledgements Text style uses a smaller type size. Thank all of the people who helped you with the paper.

Acknowledgements text is the same size as References but does not indent on the second line.

References

List properly formatted bibliographic references to all of the sources cited in your paper. The References Text style will format them with an indented second line, in a smaller type size.

References Text is used to list all References Cited; it is smaller and the second line is indented.

Format

List references at the end of your paper, in a single alphabetical list under the heading References. Do not divide references by type. Wherever possible, include links to on-line sources. Format references as follows (these are not real references).

Book

Jones, C. L. (1998). Museum communication and bibliometrics. London: Oxford University Press.

Chapter in a Book

Miller, L. & H. Link, (1994). “New ways to publicize museums”. In P. Phillips (Ed.) Museology and you. New York: Bantam Books, 222–234.

If text is available on-line, include URL, and date consulted.

Journal Article

Bearman, D. (1995). “Standards for networked cultural heritage”. Archives and Museum Informatics, Cultural Heritage Informatics Quarterly 9, 279–307.

If text is available on-line, include URL, and date consulted.

Proceedings

McKenzie, J. (1997). “Building a virtual community”. In D. Bearman & J. Trant (Eds.) Museums and the Web, Selected papers from Museums and the Web 97. Pittsburgh: Archives & Museum Informatics. 77–86.

If text is available on-line, include URL, and date consulted.

Electronic Materials with No Printed Analogue

Kren, E. (1998) and D. Marx, A virtual fine arts museum on the web. In D. Bearman & J. Trant (Eds.) Museums and the Web 98: Proceedings. CD ROM. Archives & Museum Informatics, 1998.

If a text is available on-line, include URL, and date consulted.

Web Site

To cite a Web site in your text (but not a specific document), it is sufficient to give the address (e.g., ) parenthetically.

All references to Web sites begin with the same information that would be provided for a printed source (or as much of that information as possible, e.g. author, editor, title, publication date, version number, update date). Because documents on the Web may change in content, move, or be removed from a site altogether, follow the date of publication (and last update) with the date a site was consulted.

Robbins, L.P. (1995) Sources of information on antiquities theft. 1995, 1996, last updated Friday, 04–Dec–1998 17:39:49 EST. Consulted December 16, 1998. [link dead March 3, 2006]. Available 

Papers using non-standard citation formats will be returned to the authors for correction and may not be published.

How to Cite Museums and the Web Papers

Please note the difference between the printed papers from Museums and the Web and those available online. Be sure that your citation reflects the version of the paper that you consulted.

Printed Volume

McKenzie, J. (1997). Building a virtual community. In D. Bearman & J. Trant (Eds.) Museums and the Web: Selected papers from Museums and the Web 97. Pittsburgh: Archives & Museum Informatics. 77–86. Also available at 

Proceedings CD-ROM

Kren, E. (1998) and D. Marx, A virtual fine arts museum on the web. In D. Bearman & J. Trant (Eds.) Museums and the Web 98 Proceedings. CD ROM. Archives & Museum Informatics, 1998. Also available at 

On-line

Earle and Bruce (2004). Earle, E. W. and R. Bruce. Pictures and People: Distributed Query Database Collaboration. In D. Bearman and J. Trant (eds.). Museums and the Web 2004: Proceedings. Toronto: Archives & Museum Informatics, 2004. last updated March 25, 2004, consulted July 9, 2004. 

General Style

Length – Recommended length of a paper is 5,000 words (longer may be considered). If in doubt, consult the Co-Chairs of MW2011 by e-mail to MW2011.

Paper size – Papers should be laid out for US Letter size (8.5” x 11”), with 1” margins.

Quotes – Set off quoted passages of more than 40 words by indenting the left-hand margin, as a block quotation.

URLs always begin with http://

We follow the AP Stylebook for technical terms.

Use "Web," (no quotation marks) not world wide web or World Wide Web or WWW or www

Use "Web," not "web" in terms with separate words: Web page, Web address, Web feed. But webcast, webcam, webmaster, website.

Watch out for Web cite and Web sight

Internet gets a capital

Use online; but note e-mail, e-book.

Do not use punctuation after headings, like 'References:'. Remove it.

Web addresses: Cut and paste Web addresses rather than retyping them.

Quotation marks: Remove foreign language quotes >; replace with “ ”.

Use North American decimal style for money.

Author’s Changes

Please review your paper carefully before you submit it. All MW papers are published in print and on-line before the conference.

Author’s Changes are not permitted in this compressed time frame.

Submission Deadline Jan 31, 2011.

Your paper must be submitted by January 31, 2011.

If you have not submitted a paper according to these Guidelines by January 31, 2011, you will forfeit your place on the MW program.

Submitting Your Paper

Submit your paper using our on-line form. Please do not e-mail your paper, as it will get lost in a personal e-mail box, or bounce back as too large a file. Papers sent by e-mail will not be considered submitted.

Upload your paper using the on-line form linked to the Author's Information page.

Include with your Paper:

1. MW2011 License and Permission Form (PDF) showing copyright clearance. It is the author's responsibility to obtain written permission for all illustrations included in your paper, any quotations from unpublished material, or any quotations in excess of 250 words in one extract or 500 words in total from any work still in copyright. You must also have permission to publish all tables or poems from unpublished or copyrighted material. All authors must return a signed MW2011 License and Permission Form (PDF) when you submit your paper.

2. AV Form (PDF) All Authors must submit the AV Form, describing what AV is required for presentation of your paper at the Conference.

Author's Biographical Note for each author, even if we have one from previous conferences.

Each author's biography should be in a narrative (paragraph) form and not exceed 500 words. This is used on the conference website and CD-ROM, and (edited) in the Authors section of the Selected Papers.

Submit each biography in a separate file, named for the author, with a -bio suffix, e.g. trant-bio.doc

Author Photograph for each author. Each author should submit a photograph with the biographical note, to be used on the website and CD-ROM. Authors' photographs must be in a web-ready format (.jpg, .png, or .gif), fit within a rectangle 358 pixels wide x 189 pixels high, and be on a white or transparent background. Exact image dimensions are strongly preferred.

Name your file for the depicted author: e.g. trant.jpg

Originality

All papers must be original and available for publication in the online Proceedings on the conference Web site, the hard copy Selected Papers, and on the Proceedings CD-ROM.

Publication Online

Archives & Museum Informatics will prepare an HTML version of each paper received by the deadline of January 31, 2011 and formatted according to these Guidelines for on-line publication as part of the Museums and the Web Proceedings.

Selected Papers Published in Print

A selection of papers submitted according to the Guidelines and with illustrations suitable for print publications will be chosen for the Museums and the Web: Selected Papers

Please note that the EDITOR OF THE MW2011 PROCEEDINGS WILL MAKE THE FINAL SELECTION OF PAPERS TO BE PUBLISHED.

PAPERS THAT DO NOT FOLLOW THE GUIDELINES WILL NOT BE PUBLISHED.

Thank you

Thank you for for following these Guidelines. Your help ensures that we will have published proceedings available at Museums and the Web.

Questions?

E-mail the Conference Co-Chairs, David Bearman and Jennifer Trant, at MW2011.

To Apply These Styles to Your Ms Word Document

There are a number of ways to copy styles from a Template into a new document. If these instructions don’t work, see Microsoft Help on-line.

A.

Open the file with your paper text in it.

Choose Format –> Style

Choose Organizer

Under the Right Hand pane, under ‘styles available in …’ Click ‘Close file’

Under the Right Hand pane, under ‘styles available in …’ Click ‘Open File’, and browse to where this template is located

Select all the styles in this template

Click on ‘Copy’ to copy these styles to your document

Click on ‘yes to all ’ to replace styles in your document with the same name

Click on ‘close’ to save the styles to your document.

OR

B.

Open the file with your paper text in it.

Choose Tools ( Templates and Add-Ins

Under “Global Templates and Add-Ins . . . Click Add

Browse to the location of this template . . . Click Open

Check the box beside the name of this template

Click OK

OR

C.

Create a new file based on this Template. The styles should be present in your new file.

OR

D.

Open this file.

Choose File / Save as and save this file as a Word Document (.docx ) renamed with the name of your paper.

Select all the text in this renamed file and delete it.

Type your paper in the empty file, and format it using the available styles.

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