Instructions for Preparing Copy
Directions for preparing copy are sent to DUSes and their administrative assistants each year. To summarize: All changes must be made on, or in relation to, the photocopy of standing type sent to departments each year. This copy should not be retyped, but all changes or additions that will fit should be made directly on it. Lengthy additions should be typed, double-spaced, on separate sheets and attached to each page to which they are to be inserted, with some clear indication on the standing type (e.g., "Insert A") of where they are to go; an e-mail with the insert copy attached should also be submitted. Retyping the standing copy in order to integrate new or changed copy in a "neater" version is effort doubly wasted, for, to be usable, such copy would have to be changed back in the editor's office into additions and deletions to the standing type. Copy prepared in this way will not be accepted by the Publications Office. [See the example of prepared YCPS copy (PDF format) in the online appendixes to this Handbook.]
Please do not send the same material more than once. Duplication causes unnecessary work in the editorial office.
After the initial submission of the department's copy, all subsequent changes or additions should be sent in written form. This is necessary to avoid error and to provide documentation if a piece of information is called into question later. E-mail is the preferred means of submitting changes after the initial copy submission. A phone call to the editor is often useful to announce the imminent arrival of a hand-delivery, but changes cannot usually be accepted over the phone. [See the example of a YCPS rolling submission (PDF format) in the online appendixes to this Handbook.]
