Kuopio University Guidelines for Authors and Editors

(in Finnish)

Kuopion yliopiston julkaisuja F. Yliopistotiedot 17. 1998

Kuopio University Publications F. University Affairs 17. 1998

Ed. Jukka Kananen

Editor's address:
Jukka Kananen
Kuopio University Library
P.O.Box 1627
FIN-70211 KUOPIO
FINLAND
Tel. +358 (0)400 421984
Fax. +358 (0)17 163 410
E-mail: Jukka.Kananen@uku.fi 

ABSTRACT

Kananen, Jukka (ed.).
Kuopio University Guidelines for Authors and Editors.
Kuopio University Publications F. University Affairs 17. 1998.
ISBN 951-780-636-1
ISSN 1235-0508

Guidelines for authors and editors contain information on the publication series of the university and their administration. The duties of editors and those of the university library are defined. Information is also provided on the funding, distribution and marketing as well as on the language, printing and copyright of the publications. Technical instructions are given as regards the order of pages, contents and headings, ISSN and ISBN numbers, tables and figures as well as the abstract page, summary and the list of references.

Universal Decimal Classification: 001.818, 655.53

PREFACE

The Kuopio University Publications Series were revised at the beginning of 1992 on the basis of five faculties of the University, supplemented by a sixth series called University Affairs. After five years there are only four faculties left, and becouse there has also been some other changes in the publishing procedure, also the Guidelines needed some renewing. The B-Series for Dental Sciences has been discontinued since 1996. The Guidelines include both administrative information and practical guidelines for authors. They are also available in English. They are, however, rather general and more detailed advice can be obtained from the editors of each series. These renewed guidelines are used after 1.1.1998.

The University Publication Committee

CONTENTS

1. FOR THE USER
2. GENERAL PRINCIPLES
2.1. Kuopio University Publication Series
2.2. The University Publication Committee
2.3. Duties of the Editors
2.4. Duties of the University Library
2.5. Instructions for Doctoral Candidates
2.6. Funding
2.7. Distribution and Marketing
2.8. Language
2.9. Printing and Number of Copies
2.10. Copyright

3. TECHNICAL INSTRUCTIONS FOR AUTHORS
3.1. Cover and Title Page
3.2. The Ordering of Front Pages
3.3. Table of Contents, Headings and Division of Sections
3.4. ISSN and ISBN
3.5. Tables and Illustrations
3.6. Abstract and Summary
3.7. List of References
3.8. References
3.8.1. Harvard System
3.8.2. Vancouver System
3.9. Referring to Electronic Documents
3.10. Adding articles or Offprints to a Publication
3.11. The List of Previous Publications in a Series

LITERATURE ON SCIENTIFIC PUBLICATION

STANDARDS ON PUBLISHING

APPENDICES

1. FOR THE USER

The purpose of these Guidelines is to describe the administration of the University publication series and to define the duties of the authors and the editors of the series. Nevertheless, it is recommended that the Guidelines be also applied to other publishing activities within the University.

2. GENERAL PRINCIPLES

2.1. Kuopio University Publication Series

The University of Kuopio publishes the following series:

Kuopion yliopiston julkaisuja A. Farmaseuttiset tieteet
Kuopio University Publications A. Pharmaceutical Sciences
Instructions in Word-document or PDF-format.

Kuopion yliopiston selvityksiä A. Farmaseuttiset tieteet
Kuopio University Occasional Reports A. Pharmaceutical Sciences

Kuopion yliopiston julkaisuja C. Luonnontieteet ja ympäristötieteet
Kuopio University Publications C. Natural and Environmental Sciences
Instructions

Kuopion yliopiston selvityksiä C. Luonnontieteet ja ympäristötieteet
Kuopio University Occasional Reports C. Natural and Environmental Sciences

Kuopion yliopiston julkaisuja D. Lääketiede
Kuopio University Publications D. Medical Sciences

Kuopion yliopiston selvityksiä D. Lääketiede
Kuopio University Occasional Reports D. Medical Sciences

Kuopion yliopiston julkaisuja E. Yhteiskuntatieteet
Kuopio University Publications E. Social Sciences

Kuopion yliopiston selvityksiä E. Yhteiskuntatieteet
Kuopio University Occasional Reports E. Social Sciences

Kuopion yliopiston julkaisuja F. Yliopistotiedot
Kuopio University Publications F. University Affairs

Kuopion yliopiston julkaisuja G. - A.I. Virtanen Instituutti
Kuopio University Publications G. - A.I.Virtanen Institute

Kuopion yliopiston selvityksiä G. - A.I. Virtanen Instituutti
Kuopio University Occasional Reports G. - A.I.Virtanen Institute

Kuopion yliopiston julkaisuja H. Informaatioteknologia ja kauppatieteet
Kuopio University Publications H. Business and Information technology

Kuopion yliopiston selvityksiä H. Informaatioteknologia ja kauppatieteet
Kuopio University Occasional Reports H. Business and Information technology

The Series offer a publication channel for theses, other research reports and surveys disseminated by the University. Series A, C, D and E are intended as scientific publications, whereas F is reserved mainly for publications concerning other activities within the University. The University Publications include original research publications and other papers meeting academic criteria, such as. conference publications. The Occasional Reports Series provides an outlet for further publications on research, teaching and faculty support services. Series F includes such publications as reports and development plans, as well as surveys on administration, research, teaching and support services.

Kuopio University is also publishing monographs under title Kuopio University Press (KUP). These monographs include high quality, evidence-based research or educational material and academic discussions that are not being published in other Kuopio University Publication Series.

Editors of The Kuopio University Publication Committee may approve manuscripts to be published under Kuopio University Press title.   

2.2. The University Publication Committee

The publication policy of the University is supervised by the University Publication Committee. The Committee consists of the editors of the Series, the Chief Librarian and a representative of the University Printing Office.
Experts can also be invited to sit on the Committee. One of the Vice-Rectors acts as chair, with the the secretary being appointed by the Administration. The committee elects its deputy chair from among its members. The chair, or, if s/he is absent, the deputy chair convenes the meetings. A quorum is achieved when the chair of the meeting and at least half of the members are present.

The duties of the Publication Committee include:
1) Making decisions on the number, names and layout of the series and coordinating the activities of the different series.
2) Submitting requests for funding for publication activities, as well as setting the prices for the publications.
3) Issuing instructions on editing, printing, layout and the number of copies to be printed, as well as the distribution of the publications.
4) Organizing training for staff and authors in matters concerning publishing.
5) Keeping abreast of developments in scientific publishing.

The faculties are responsible for the administration of their respective series. They appoint one or more editors and determine the criteria for accepting material for publication. The editor of the University Affairs Series is appointed by the Rector. The editors can also draw up publishing instructions describing the field of their series, the criteria used for selection of manuscripts, as well as other guidelines, such as the system of references.

2.3. Duties of the Editors

Each series has one or more editors, whose duty is to obtain expert opinions on the basis of which a manuscript can be accepted for publication. In the case of dissertations, the referees provide the expert opinion. The editor also acts as contact person between the author and the administration, supervises the language and ensures that the instructions are followed. The author and the editor together decide on the number of copies to be printed and on possible new editions and reprints.

2.4. Duties of the University Library

The University Library allocates the series entry, ISBN (International Standard Book Number) and ISSN (International Standard Serial Number) to the publication after the manuscript has fulfilled the selection criteria. Doctoral dissertations must receive printing permission before the allocation of the ISBN and ISSN numbers. The Library also supplements the bibliographic information and checks the cover, title page and abstract page before printing.

2.5. Instructions for Doctoral Candidates

Further guidelines for doctoral candidates concerning general publishing procedures are provided at the end of this publication.
Printing office ensures that the Library receives three copies of each dissertation for public display at least ten days before the public defence of the thesis. Dissertations can be accepted either as a printed monograph or as an "article" dissertation composed of a series of articles previously published in academic journals. However, recommendations given by the Finnish Ministry of Education provide doctoral candidates with the option of defending the doctoral thesis without publishing or putting a thesis into print. In such cases, the doctoral candidate must supply three hard copies of the dissertation, or of the articles, to the Library for public display.

The dissertation can also be printed after the public defence of the thesis, thus making it possible to include any required corrections to the first edition. However, since the Library maintains a publication database, the printing of the dissertation is not obligatory. Once recorded into the database, the dissertation can thereafter be printed whenever needed. With the author's permission, the University also has the right to provide the publication in its entirety on the internet.

The author and the Library jointly decide on how the dissertation will be indexed. All publications are classified and described with index terms. In medicine, the University requires the classification specified by the National Library of Medicine (USA) and, as regards index terms, the glossary of Medical Subject Headings. In other disciplines, the UDC or NLM Classification, as well as relevant English glossaries of special fields, are used for classification.

2.6. Funding

As of 2004, the University meets the printing costs of a dissertation with a grant of up to 400 € (app. $400). In addition, the University Library buys a certain number of copies of each publication for exchange and sale. Contact personnel officer  Jari Koponen at University Administration.

2.7. Distribution and Marketing

The Library is responsible for the distribution and sale of publications, unless no other special agreement has been reached with the author or the university faculty publishing the dissertation. The Library is also responsible for the exchange of publications and maintenance of the publication database. The University Administration (Hallintovirasto) is responsible for the marketing of the publications, as well as offering press releases. The Library records the abstracts of all recent publications on University internet sites.

2.8. Language

Decisions regarding the language of publication, style and proof-reading are left to the discretion of the editor. It is, however, strongly recommended that all published material be proof-read prior to submission for publication. Nevertheless, the publications series do not reimburse authors for the costs of proof-reading.

2.9. Printing and Number of Copies

The number of copies to be printed is decided jointly by the editor and the author. The printer keeps seven copies of each publication for distibution to various university depository libraries (vapaakappalekirjastot). When deciding the number of copies, those needed for exchange and sale by the Library must be taken into consideration by the printing office. However, library pays these copies itself, and only three copies goes to library from author's prints for archives. In the case of dissertations, copies may also be supplied for public display and for the public defence of the thesis, as well as for the professors and departments of the faculty concerned.

2.10. Copyright

According to the Finnish Copyright Law (404/61), and as specified by Copyright Regulations (446/95 and 574/95), the general rule is that the author holds the copyright, unless otherwise stated in the publisher's contract. If previously published journal articles are included in the dissertation, permission from the copyright owner must be obtained.
It should also be noted that it is not necessary to include in the thesis any documents that have previously been published. In order to publish the original articles together with a dissertation, the author must, however, obtain written permission from the original publishers. Permission for reprint is also required for any pictures or tables to be included in the dissertation.

3. TECHNICAL INSTRUCTIONS FOR AUTHORS

3.1. Cover and Title Page

The layout of the front cover and other front pages are supposed to be uniform with other publication series of the University. The cover is made by the University Printing Office according to the information received from the author. Pictures are allowed in cover. The publications are numbered consecutively within each series. The size of the sheets in the Publication Series is B5. When the text is written on the sheets of A4, it has to be remembered that the sheets will be reduced into B5 in print.

Margins of about 1,5 cm should be left at the both sides of the text. The recommendable size of the font is about 10pt (size B5). On size A4 the margins should be 2,5-3,5 cm and the font is about 12pt. The text should be written with generally used word processing programs such as Write, WordPerfect, Word or MacWrite. One or two columns are used in text. The page numbers should be located on upper or lower centre of the page or opposite corners of the opening. All pages, beginning with the title page, are counted in the total enumeration of the work, although it is the first text page that receives the first number. Blank reverse sides of the front sheets are also counted in the total enumeration. The last numbered page is the page followed by appendices.

The cover must include the name and number of the series, the title, author(s) or editor(s) and the place and year of publication. The author, title, serial letter and number are printed on the spine. Uniform type and size of font are used on all covers. The title page is sketched by the author and put in type by the printing office.

The layout of the title page is similar in all publications of the series. The title page is made by the printing office from the writer's draft. The title page includes the following information: the name of the series in Finnish and English, series entry, title, author(s) or editor(s), publisher, place and year of publication and the name(s) of the department(s).

The name of the series is always given with the Finnish name first. Despite the language used, the title of the publication is always given also in English. The names of collaborators may also appear on the title page. In the case of dissertations, details of the public defence of the doctoral thesis are presented on the title page.

The title page sheet includes the following information on its reverse:

• the name of the original work if the publication is a translation
• translator
• edition (if not the first)
• ISSN and ISBN numbers
• the printing house and the place and date of publication
• the addresses of the author and the University Library
• The cover, title page and abstract page are checked by the Library.

  3.2. The Ordering of Front Pages

  The order of front matter is:
  1) title page,
  2) the abstract,
  3) the dedication page and
  4) preface or acknowledgements.

  The list of abbreviations comes then, and, in dissertations with previously published journal articles, the list of original articles. The table of contents comes right before the text. Each of these sections begins on a new page on the right-hand side of the opening. Usually the text begins with an introduction.

  3.3. Table of Contents, Headings and Division of Sections

  All sections and subsections of the thesis, excluding the front matter, are listed in the table of contents. The headings can be numbered consecutively, following the categories of sections and subsections. In the text new sections always start from a new page. Subtitles should be in bold type.

  3.4. ISSN and ISBN

  All publication series and periodicals have an International Standard Serial Number (ISSN), whereas all publications and independent works of the series have an International Standard Book Number (ISBN). It is the duty of the Library to arrange the ISBN number for a publication.

  3.5. Tables and Illustrations

  Presentation of tables and illustrations should be in accordance with the practices of each discipline. The instructions can be obtained from the editors. The legends of tables and illustrations should be given in the language of the publication.

  3.6. Abstract and Summary

  Each publication must have an abstract in English. The abstract needs a page of its own. A monograph requires only one abstract. If a publication includes different subjects or authors, separate abstracts can be written on the beginning of the each text. The one-page abstract of the whole publication should contain the bibliographic information of the publication, index terms and classification. In compiled works separate abstracts should be shorter. The maximum length of dissertation abstracts for the international Dissertation Abstracts database is 350 words. The Library records the English abstract on the WWW sites of the University.

  The abstract should be an independent, concise account of the aims, purpose, material, methods and results of the investigation. The abstract helps readers to decide whether they want to read the whole publication. For the readers outside the field, the abstract alone may be sufficient. Abstracts serve the dissemination of scientific knowledge in international databases such as Dissertation Abstracts and in the WWW sites of the University.

  The abstract can be either informative or indicative, depending on the nature of the publication. An informative abstract describes explicitly the purpose, methods and results of the study, whereas an indicative abstract is more general. The abstracts of scientific publications are usually informative. An indicative abstract is suitable e.g. in general overviews or instructions.

  The following bibliographic information on the publication appear with the abstract: the author(s), date of publication, title, information on the series, number of pages, as well as ISSN and ISBN numbers. These data are located at the top of the abstract page. The index terms and classification codes are located at the bottom of the page. The full titles of the glossaries and classification systems should be offered.

  An abstract must always be provided; it cannot be replaced with a summary. The summary includes the subject matter, results and conclusions of the study. If needed, an additional summary can be written in some other language than that of the publication.

  3.7. List of References

  The source material is listed at the end of the text which should contain a reference to all publications used as a source of information. The list of references consists of bibliographic information on all referred items. The information must be detailed enough to allow the items to be identified and to enable a reader to find them again.

  The literature cited should be listed according to the practice of the relevant discipline. The most usual reference systems are those of Harvard and Vancouver. In the former, the references in the text are indicated by the author's name and date of publication, whereas in the latter, the indication is carried out with numbers. It is important that the list of references is compiled consistently, with a single system. Indention, italics or bold type are not used in the typing of list of reference. The aim of the list is to give a reader an explicit description of the sources in order to enable her/him to find them again. Letters, interviews and other unpublished or unprinted material is listed according to general referring instructions. In the list of references, the titles of journals and periodicals may be abbreviated according to the general practice of the discipline. Some examples of (lists of) references are found in appendices of this book.

  3.8. References

  3.8.1. Harvard System

  In the Harvard system, the list of references is in alphabetical order. In the text, the author's name and the date of publication are given, e.g. (Smith 1997) or "according to Smith (1997)..." The relevant page numbers can also be mentioned, e.g. (Smith 1997, 25-26). The page numbers are not mentioned if a book or the whole work is referred to.

  At the end of the text all references are listed according to the alphabetical order of the authors. In the case of two or more sources having the same author(s), the sources should be put into a chronological order. If an author has two books with the same publication year, one should distinguish them in both the text and the list of references, using 'a', 'b', and 'c', etc. after the date, for example (Smith 1997a and Smith 1997b).
  Guide to the Harvard System of Referencing.

  3.8.2. Vancouver System

  In the Vancouver system, the references are numbered and listed according to their order of appearance in the text. Numbers only appear in the text referring to the sources. Numbers can be put into parenthesis or square brackets, whichever is the practice of the discipline. The list of references can also be arranged according to the alphabetical order of the authors. In this case, the numbering in the textshould be in accordance with the alphabetical order. Nature is an example of academic journal using the vancouver system of referencing.
  Vancouver System Of Referencing (Wikipedia)

  3.9. Referring to Electronic Documents

  When referring to electronic documents, similar academic instructions should be followed as when referring to printed sources. The reader should be given unambiguous description of the documents cited. The reference is constructed as follows: author(s), date of publication, the title, and possible information on the edition. The reference should also include the document's type, the information on accessibility as well as the date of the reference itself. The type of the document is mentioned in square brackets, e.g. [online] or [CD-ROM]. If the document is available in the WWW sites, URL-address should be provided. When writing index and file names, attention should be paid to the ortography of special symbols and capital letters.

  If technically possible, it is wise to print a dated copy of the cited documents. This will prove the existence of the source at the time of referring.

  3.10. Adding Articles or Offprints to Publication

  A publication including articles published elsewhere or other offprints should have an additional list of them. This unnumbered page is placed at the beginning of the publication, on the right-hand side of the opening. Each offprint is preceded by an unnumbered interleaf with bibliographic information and details of copyright. This text is also placed on the right-hand side of the opening.

  If a publication includes, with the permission of the owners of the copyright, as yet unpublished documents, special attention should be given to the typography. Proof sheets can be included only if their layout is faultless. The manuscript ought to be as near the version to be published as possible.

  3.11. List of Previous Publications in Series

  The list of previous publications in the series is placed on the very last page. Editors and the printing office will provide the sufficient information.

  Beginning

  LITERATURE ON SCIENTIFIC PUBLICATION

  STANDARDS ON PUBLISHING

  APPENDICES