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1 ARCHIVED - Archiving Cntent ARCHIVÉE - Cntenu archivé Archived Cntent Cntenu archivé Infrmatin identified as archived is prvided fr reference, research r recrdkeeping purpses. It is nt subject t the Gvernment f Canada Web Standards and has nt been altered r updated since it was archived. Please cntact us t request a frmat ther than thse available. L infrmatin dnt il est indiqué qu elle est archivée est furnie à des fins de référence, de recherche u de tenue de dcuments. Elle n est pas assujettie aux nrmes Web du guvernement du Canada et elle n a pas été mdifiée u mise à jur depuis sn archivage. Pur btenir cette infrmatin dans un autre frmat, veuillez cmmuniquer avec nus. This dcument is archival in nature and is intended fr thse wh wish t cnsult archival dcuments made available frm the cllectin f Public Safety Canada. Sme f these dcuments are available in nly ne fficial language. Translatin, t be prvided by Public Safety Canada, is available upn request. Le présent dcument a une valeur archivistique et fait partie des dcuments d archives rendus dispnibles par Sécurité publique Canada à ceux qui suhaitent cnsulter ces dcuments issus de sa cllectin. Certains de ces dcuments ne snt dispnibles que dans une langue fficielle. Sécurité publique Canada furnira une traductin sur demande.

2 PROGRAMS BRANCH EDITORIAL GUIDELINES PAGE INTRODUCTION 1 BEFORE YOU BEGIN 2 PREPARING THE MANUSCRIPT 3 Paginatin 4 The Title Pace 5 Frewrds and Prefaces 5 Other Parts f the Manuscript 6 LANGUAGE 6 STYLE 7 IndentinS 7 Qutatins 8 Punctuatin 8 Ftntes 8 Abbreviatins 9 Table/Graphs 9 Metric System 9 PERMISSIONS 9 COPYRIGHT 10 PUBLICATION DECISION MAKING 10 PRODUCTION 11 ATTRIBUTION 11 THE FINAL CHECK 12 RECOMMENDED REFERENCES 12 PN 147 C3 1984

3 1 C3 /PROGRAMS BRANCH GUIDELINES FOR AUTHORS INTRODUCTION Effective cmmunicatin f the results f research, statistics, and ther infrmatin abut crime and criminal justice is a prime gal f the Ministry f the Slicitr General f Canada. The Prgrams Branch, which is the research and develpment arm f the Ministry's Secretariat, has as its principal aim the prductin and disseminatin f knwledge t imprve decisin making related t criminal justice legislatin, plicy, prgrams, and peratins. Cnsequently, cnsiderable emphasis is placed n ensuring that infrmatin is in a frmat, length, and vcabulary apprpriate and useful t a variety f audiences. The preparatin f a manuscript suitable fr publicatin is primarily the authr's respnsibility. Each errr in punctuatin, grammar, syntax, spelling, etc., causes delays, increases csts, and may reduce the likelihd that a paper will be selected fr publicatin. It is, therefre, expected that reprts will be well written; cncise; and checked fr accuracy, cnsistency, and clarity prir t submissin. Authrs shuld bear in mind that many manuscripts will be made available in the frm in which they were received. Furthermre, all materials prduced fr the Ministry by an emplyee r under a cntract r cntributin agreement (including crrespndence;'manuscripts in draft r final frm; interviews, auestinnaires, and survey results; and ther statistical and research data) may be subject t reguests frm the public thrugh the Access t Infrmatin Act, qualified by the exceptins f the Act. Cpyright f this dcument des nt belng t the Crwn. Prper authrizatin must be btained frrn the authr fr any intended use. Les drits d'auteur du présent dcument n'appartiennent pas à l'état. Tute utilisatin du cntenu du présent dcument dit être appruvée préalablement par l'auteur

4 2 BEFORE YOU BEGIN TO WRITE Check the terms f yur cntract, cntributin agreement, r assignment. They may specify such imprtant aspects as required cntent, parts f the manuscript, editrial features, length, and schedules. Cnsult the Prarams Branch Publicatin Crdinatr, yur prject fficer, supervisr, reginal cnsultant and/r ther relevant individuals abut the needs and characteristics f the intended audience(s). The infrmatin will help t guide decisins abut reading level, vcabulary, and such editrial features as the use f ftntes. It will als help yu t determine wh yu shuld ask t review yur manuscript and whether an editr shuld be engaged. As apprpriate, request frm yur prject fficer r the Prgrams Branch Publicatin Crdinatr a cpy f any editrial specificatins fr the publicatin series fr which yu are preparing a manuscript. Knwing f such features in advance f writing an article will save yu cnsiderable time and effrt. Fr example, unlike sme f the ther Prarams Branch publicatin series, n ftntes are permitted in Impact; citatins must be part f the text rather than in parentheses at the end f the sentence; there are established restrictins n the maximum number f pages f text; and the nly authrity t be used fr bibligraphic entries is the Publicatin Manual f the American Psychlgical Assciatin. A sample f publicatins in the designated series may be btained frm the Chief Infrmatin Clerk, Prgrams Branch, 340 Laurier Avenue West, Ottawa, Ontari, KlA 0P8.

5 3 Cnsider engaging a writer r substantive editr experienced in preparing manuscripts fr the intended audience. Few authrs can write well fr a variety f audiences. Fr example, a celebrated authr f academic papers may find it exceedingly difficult t write well general public. fr the Federal Gvernment emplyees wh wish t seek a publisher ther than the Ministry f the Slicitr General f Canada, shuld review the Treasury Bard regulatins (Administrative Plicy Manual, December 1978, Appendix C). PREPARING THE MANUSCRIPT Use a wrd prcessr whenever pssible. T maximize the benefits f wrd prcessing, it wuld be advisable t use ne that is cmpatible with the ne used by the Prgrams Branch. Yur prject fficer will be able t advise yu n this matter. Manuscripts must be typed in unifrm type-face with sufficient cntrast t ensure that a gd quality phtcpy can be made. Type n ne side nly f white bnd paper measuring 21.5 by 28 centimeters (81 x 11 inches). Erasable paper is nt acceptable. Left and right margins shuld be n less than 2.5 centimeters (ne inch) and the tp and bttm margins n less than 3.5 centimeters (rughly 11 inches). This bttm margin must be bserved even when ftntes are used.

6 4 Manuscripts shuld nt cntain any erasures, strike-vers, r inked in changes. Number and date each draft--n matter hw minr the revisins. In fact, it is when nly a cuple f minr changes are made that the value f numbering and dating each versin f a manuscript becmes mst critical. Three cpies, (r the number specified in yur cntract r cntributin agreement), ne f which shuld be the unbund riginal, shuld be submitted. As with the riginal, the text f the submitted phtcpies shuld appear n nly ne side f the page. As applicable, upn final submissin f the reprt, the memry disks shuld be frwarded alng with the hard cpies. The authr is advised t retain ne cpy and, as applicable, duplicate memry disks. Paginatin Use small Rman numerals t number any frnt matter (e.g. table f cntents, lists f appendices). This is the nly part f yur manuscript that shuld be numbered separately frm the remainder f the manuscript. Using Arabic numerals, unadrned by perids, parenthesis, hyphens, number all ther pages cnsecutively in the upper right crner f dd numbered pages and in the upper left crner f even pages.

7 5 The Title Page The title page f each manuscript must include the fllwing catalguing and publicatin infrmatin: title f the reprt (which may nt be the same as the prject title); authrs' names, withut academic r rganizatinal titles, listed in rder f cntributin with a layut that leaves n ambiguity regarding the crrect rder f authrs; date f the reprt; a disclaimer such as, "The views expressed in this reprt are thse f the authr and d nt necessarily reflect the views r plicies f the Ministry f the Slicitr General f Canada"; the status f the reprt (e.g. preliminary draft, interim reprt, internal paper fr discussin, final reprt); and, as applicable, a statement indicating that the reprt was prepared inhuse r under (cntract/cntributin agreement) by (cntracted rganizatin) fr (Divisin, Branch) and submitted (mnth, year) t the Ministry f the Slicitr General f Canada. Frewrds and Prefaces Only thse frewrds prepared by Ministry staff fr the signature f the Slicitr General f Canada are permissible.

8 6 Prefaces are discuraged. Other Parts f the Manuscript The cmpnents f manuscripts may vary by publicatin series r cntractual arrangement. Mst, hwever, require an abstract f a specified length. A reprt lacking an abstract that is required by the terms f a cntract will nt be accepted. LANGUAGE Manuscripts may be written in either English r French. As necessary, prir t circulatin yur manuscript will be translated. Fr spelling and capitalizatin, fllw the Oxfrd English Dictinary fr English texts and Le Petit Rbert fr French manuscripts. Eliminate sexist languat#e. D n t. use man r the male persnal prnuns, he and him, aenerically. (Fr example, pliceman is nt a synnym fr plice fficer). Where apprpriate, the use f the plural frm will remve the awkwardness f the repeated use f the prnuns she and he, his r hers, and him and her. Ensure that yur text des nt cntain wrds, terms, r examples that may give ffence t any racial, religius, cultural, ethnic, age, prfessinal, sci-ecnmic, r reginal (gegraphical) grups.

9 7 Many guidelines and bks are available that prvide helpful suggestins n hw t avid sexist r ther ffensive language. Sme f these are listed under "Recmmended References" at the end f this paper. T avid jargn, it may be helpful t ask smene frm a different discipline r frm the intended audience t read yur manuscript befre yu submit it. A glssary shuld be added if yu emply a number f technical wrds r terms unique t a specific discipline. STYLE Unless a particular style manual has been designated, (as nted abve fr Impact), yu may select the ne mst suitable fr yur wrk. The "Recmmended References" sectin f this paper presents a list f the authrities mst cmmnly selected. Yu must, hwever, infrm the Ministry's editrial staff which text yu have elected t use. The authrity cited will be used when cpy editing and prfreading yur text. D nt make up yur wn rules r try t rely n yur memry! Belw, yu will find sme pinters that, if bserved, will reduce the amunt f time and effrt yu and thers will have t devte t crrecting yur manuscript. Indentin: Indent paragraphs five spaces.

10 8 Indent the secnd and all fllwing lines f each bibligraphical entry five spaçes. See als "Qutatins". Qutatins Syntheses f findings and arguments in the literature, with apprpriate reference t riginal surces, are preferable t qutatins, particularly in view f the timecnsuming nature f btaining written permissins fr the use f cpyrighted materials. When qutatins are used, they shuld be brief (that is, less than three lines f text) and they shuld run int the text in a grammatical way. If it is abslutely necessary t use qutatins f three r mre lines, they shuld nt be enclsed by qutatin marks; they shuld be intrduced by a cln, set ff frm the text, indented five spaces n bth the right and left margins and single spaced. Punctuatin Regardless f the style manual used, cnsistency is the essential feature. Ftntes Ftntes may nt be used in sme publicatin series (e.g., Impact). When permitted, they shuld be kept shrt and t the bare minimum.

11 9 Ftntes shuld be single spaced and psitined n the bttm f the page n which they are referenced. (See "Preparing the Manuscript" fr the margins t be bserved). Refer t ftntes by using numbers abve the line f type rather than by using symbls such as asterisks. Abbreviatins T intrduce an abbreviatin, spell ut the name in full upn its first use and place after it, in parentheses, the abbreviatin that will be used thereafter. Tables/Graphs Try t present all tables, figures, and graphs n the vertical rather than n the hrizntal. The reader shuld nt have t turn the page n an angle t read these. Metric System The Internatinal System f Units (SI) is used fr all metric measurements. PERMISSIONS It is an authr's respnsibility t ensure that submitted manuscripts d nt infringe upn cpyright laws and that any necessary signed permissins are btained frm the cpyright hlder. -4

12 10 Submit permissins fr cpyrighted material and, as required, fr the identificatin f individuals and rganizatins when yu submit yur final reprt; manuscripts submitted withut them will nt be accepted. Obtaining permissins can take cnsiderable time. It is, therefre, wise t begin t seek them as sn as yu have decided t include material fr which they are required. Texts which discuss when permissins are necessary and what this entails are included in the "Recmmended References" sectin f this paper. COPYRIGHT Manuscripts prduced by Ministry staff as a functin f their emplyment, r by individuals under cntract r cntributin agreement, belng exclusively t the Gvernment f Canada. Althugh permissin t publish r reprint may be granted upn request, the cpyright will be retained by the Crwn. PUBLICATION DECISION MAKING Yur prject fficer r staff supervisr may initiate a recmmendatin that the Ministry publish yur manuscript. The cntractr (wh, it shuld be nted, may nt be the authr) will be ntified in writing f the Ministry's publicatin decisin. Mst cntracts specify the dates by which such ntificatin may be anticipated.

13 1 1 Authrs may ascertain the current status f their manuscripts by checking with their prject fficer, the pertinent divisin's directr, r the Prgrams Branch Publicatin Crdinatr. % PRODUCTION Translatins and galley prfs will nt be sent t authrs fr verificatin. See als "Attributin". ATTRIBUTION The names r lgs f cmmercial firms r ther institutins are nt t appèar n each page f submitted manuscripts; cntractrs may be cited n the title page. Substantive editrs may be acknwledged. Discretin in citing individuals r rganizatins within the acknwledaement sectin f a manuscript rests with the authr. Fr a variety f reasns, sme peple d nt wish their cntributin r participatin acknwledaed in this way. Therefre, prir t submitting yur reprt, seek written permissin frm all thse identified r identifiable. If an abridged r significantly revised versin f a reprt accepted in fulfillment f a cntract r cntributin agreement is t be published, yur prject fficer will cnsult with yu abut apprpriate attributin prir t publicatin.

14 12 THE FINAL CHECK Many authrs find it helpful t use a checklist t ensure that all the essential elements have been cvered and that the style is unifrm. Prir t submitting yur manuscript, citatins in the text shuld be verified against thse listed in the bibligraphy and/r list f references. Ensure that all references are cnsistent, cmplete, and accurate. Asking a qualified persn t review a paper critically, fr clarity and style, has als prved t be f value t many authrs. A. Recmmended Style Manuals RECOMMENDED REFERENCES Canadian Gvernment Style Manual fr Writers and Editrs. Ottawa: Queen's Printer, Guide du rédacteur de l'administratin fédérale. Ottawa: Apprvisnmets et services, Guides de présentatin des manuscripts. Québec: Ministère des Cmmunicatins, Mullins, Carlyn J., A Guide t Writing and Publishing in the Scial and Behavrial Sciences. Trnt: Jhn Wiley and Sns, Publicatin Manual f the American Psychlgical Assciatin. Washingtn, D.C.: American Psychlgical Assciatin, The Chicag Manual f Style. Chicag: The University f Chicag Press, The MLA Style Sheet. New Yrk: Mdern Language Assciatin, 1969.

15 13 B. Sme References fr Specific Tpics 1. The Metric System Writing SI Metric. Dn Mills, Ontari: Prmtins, Metric 2. Aviding Sexist and Ptentially Offensive Language Prentice-Hall Authr's Guide. Englewd Cliffs, New Jersey: Prentice Hall Inc., Obtaining Permissins Advice t Authrs Regarding Permissins. Scarbrugh, Ontari: Prentice Hall f Canada Ltd., n.d. 4. Spelling and Capitalizatin Le Petit Rbert. Paris: Le Rbert, (the mst recent versin). The Cncise Oxfrd English Dictinary. Oxfrd: Oxfrd University Press, (the mst recent versin).

16 SOL.GEN CANADA L B/ BL 0 11 iii II il

17 Date Due PN Cann-ing3, Kaiten 147 Pit. guurvs Munch C3 g uide,e_ine)s,/, a i t authu 1984

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