APPENDIX 3 - SAE International



Guidelines for SAE Seminar Handouts

The following guidelines have been developed to assist you in the preparation of handouts for your course. Please contact Bev Hoerner should you have any questions.

A. Content Requirements: The text of the work must:

1. Adequately cover the subject matter.

2. Have a technical depth appropriate for the specified audience.

3. Be free from errors of fact, formula, and mathematics.

4. Not violate it’s own internal logic.

5. Not promote specific products or services.

6. Include:

a. Table of Contents (we will add the final page numbers, but ask you to provide the section titles.

b. Bibliography

c. Footnotes or endnotes as required by content

d. Definitions of all abbreviations, acronyms and specialized terms

B. Presentation and Handout Requirements: Each instructor is responsible for the camera-ready appearance of his/her handout. The submitted handout must not require any editorial corrections or revisions.

The most common and acceptable method of presenting your materials is through the use of multimedia presentations using an LCD projector. Software packages such as PowerPoint are relatively easy to use and produce professional looking results. The following tips will help make your presentation one to remember.

• Font sizes should be large enough so that they are visible. Font sizes smaller than 24 point are difficult to see from the back of a room. (Never use font sizes less than 18). Headlines should be in the range of 35 – 45 points. Sans-serif fonts such as Helvetica or Arial should be used for any presentation that will be displayed through a multimedia projector. Serif fonts like Times have softer edges and tend to look fuzzy when displayed on a large screen. Don’t use more than three fonts in a presentation; one font is preferable.

• Italicized fonts, boldface and all caps are difficult to read. Use them sparingly.

• Always use dark text on a lighter background.

• Minimize text. Use bulleted items and try to use no more than six to eight words per line. Graphs and charts are also encouraged

• Title each slide.

• Include learning objectives at the beginning of each section.

• Include a summary slide at the end of each section.

• All quotations must be referenced.

• The handout must be free of instructor addresses, company logos, telephone numbers, facsimile numbers and e-mail addresses.

• If the handout is protected by copyright, the copyright information should only appear on the title page. It is not necessary to include it on every page.

• Use landscape layout as opposed to portrait.

• Proofread your slides and practice your presentation before your scheduled seminar.

Copies of the presentation materials will be compiled into a handout by SAE and shipped to the seminar site prior to the presentation.

C. Mechanical Requirements: The handout and all graphic material must conform to the

following mechanical specifications:

1. Page Layout: One (1) inch margins

2. Handouts will be printed in black and white format. Please use appropriate markings as necessary to differentiate graphic illustrations. If you believe that a few slides must be printed in color to illustrate a point, please identify those slides for us and we will try to accommodate your request.

3. Headings: Each section should be separated by a tab. Please designate the tab heading name for each section.

4. Page Numbering: All pages, excluding section title pages, will be numbered. We suggest that page numbers appear in the center, bottom of each page. Page numbers can be added by SAE. They should be sequential throughout the document and not start over for each section.

5. If using PowerPoint slides, format/print them in the “handout” format with one or two slides per page depending on the length of the handout and the size/readability.

D. Permissions:

1. The instructor is responsible for obtaining permission from copyright holders to reproduce previously copyrighted materials that are used in the handout.

2. All copyrightable works created after January 1, 1978, published or unpublished, are automatically protected by copyright laws for the life of the author plus 50 years. A work made for hire is covered for 75 years from publication.

3. You do not need permission to quote works in the public domain that have never been copyrighted or whose copyrights have expired. Note: Do not assume that works published before 1915 or works published by the United States government are always in the public domain. Also, do no assume that we have the right to use information published by SAE as it too requires permission. Please refer to SAE Permission Guidelines for use of SAE Copyrighted Material on the web at

4. Figures from books, magazines, papers, company documents, etc., are almost always copyrighted and require permission to be reprinted. Acknowledging the source does not protect you; therefore, when in doubt, ask for permission!

5. Begin seeking permission to use copyrighted materials before you submit your handout to SAE. It often takes months to receive a reply or to locate the copyright holders and you must indicate the permission and source.

6. Some publishers charge a fee for using their copyrighted materials. It is your responsibility to pay the fee for this material.

7. If permission is denied, under no circumstances can you use the material. Look for an alternative source or omit the material.

8. Cite sources of figures in parentheses next to the figure caption. If a specific credit line is given by the copyright holder, it must be followed word for word without any deviation.

E. Text Delivery Format: All handout materials should be submitted in electronic format to: seminar-handouts@ in Windows text format or compatible with the following types of software: Microsoft Powerpoint 3.0 or higher or Microsoft Word 6.0 or higher. Please name the file with the seminar ID number. You can also FTP your file(s) by going to: . If you are using Internet Explorer – drag your files into the folder. If you are using Netscape navigator – go to the drag down File Menu, select Upload file, click on the file in your directory, then click “ok”. For security reasons, you will not see the document placed in the incoming directory. You will receive confirmation when we receive your file(s).

Please be sure to copy the SAE program developer on the e-mail when submitting your materials for the first time.

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