Author guidelines for preparing papers for publication in the conference proceedings

Selected papers from the conference will be published on line, and CIP is negotiating for an edited volume. The publication will be made available on the CIP and FAO websites and appear as a printed volume which will be widely publicized and circulated as a landmark contribution to the International Year of the Potato. All papers and posters accepted for presentation at the conference will be made available as pdf files on the CIP website

Publication Policy

All presenters, including invited speakers, must deliver a manuscript for consideration for publication. This manuscript must be submitted by March 15, as a Word® file.

Authors of posters are invited to submit short reports of their presentation.

Copyright

CIP requires authors to assign copyright to CIP for the publication of the proceedings. The authors are responsible for obtaining permission to use copyrighted material.

Length of the Paper

Manuscripts should not exceed 6000 words, which with tables, figures, etc. will equal no more than 10 pages. Authors may be required to edit their manuscripts for length, even after acceptance.

Language

English is the official language of Proceedings and only papers in English will be accepted. Spanish-speaking authors may include an abstract in Spanish at the end of their paper.

Spelling

American spelling should be used throughout the paper.

Units

In scientific writing, metric measure is the accepted form for expressing quantities. CIP uses the Système international d’unités (or SI). The same abbreviation is used for both singular and plural (km = kilometer, kilometers) and there are no full stops used. Use the negative exponential in technical documents (t ha-1) and t/ha in others, as it is much easier to type. But note that many journals insist on the negative exponential form.

• If non-SI units must be used, e.g. local units, give the conversion factor to the SI unit.
• There should be a nonbreaking space between numbers and units (14 ml, 8 cm); exceptions are % and °C, which are closed up to the number.
• Use solid (slash) in unit combinations (kg/ha, mol/kg).
• Do not add “s” to unit symbols for plural (20 min, not 20 mins).
• Do not repeat units in a list (“containing 15, 20, and 25 cm”).

One of the most common units in CIP is yield - tons/acre. Both of these units are non-standard and so the expression should be converted to tonnes/ha, or this conversion given in parentheses. Note that:

2.47 acres = 1.0 hectare (ha)
1.102 English ton (ton) = 1.0 metric ton (tonne)(t)
(1 long ton = 1.016 tonne)
(1 short ton (2000 lb.) = 0.907 tonne)

Scientific names

• Genus and species names should be italic, the genus capitalized, and the specific epithet lower case (Solanum tuberosum).
• Higher taxa (phylum, class, order, and family) are capitalized, and roman, not italic.
• Modifiers to species’ names (e.g. cv., var., ssp.) are also roman.
• Common names and adjectives derived from generic names are roman and lower case (aphid, orthopteran, fusarium wilt).
• Abbreviate the genus name after the first mention to the first letter (S. tuberosum). If the document has more than one genus with the same initial letter, use distinguishing abbreviations (Sitotroga cerealella and Stenocarpella macrospora could become Sit. cerealella and Sten. macrospora).
• Authorities should be given at the first mention (Solanum tuberosum L.).
• Note that the initial letter of the scientific name is capitalized, while the species name is always lower case, even if it is derived from a proper noun.

FAMILY: Araceae Stichopodidae
Genus: Colocasia Stichopus
species: Colocasia esculenta Stichopus variegates

Most text references are to genus or species. The genus name should be spelled out in full on first occurrence and subsequently abbreviated: Escherichia coli, abbreviated E. coli. To avoid confusion, if another genus name is introduced into the text with the same initial as one already in use, both genus names should be spelled out in full from that point on.

Common or vernacular names that are familiar to the reader should not be italicized, but left the same as the surrounding text (e.g. a taro plant; a taboo area). They should also not be capitalized unless they include a proper name (e.g. Galapagos shark, Asian papaya fruit fly; but, blacktip reef shark, melon fruit fly).

Always give the scientific binomial at first mention in the text, together with the authority and the common name. Do not use scientific names needlessly; it is generally sufficient to use the common name of a plant, insect or disease, after the first mention.

In infraspecific categories the rank of any botanical trinomial must be indicated (Saxifraga aizoon subforma surculosa).

Names of cultivated varieties (cultivars) are given in roman type after the name of the species and are either set off with single quotes (Sorghum bicolor 'Lulu') or with the abbreviation cv. (Cicer arietinum cv. Annigeri).

Font

Use Word’s Formatting function to label all text as “Normal”. Define “Normal” as 12 pt Times New Roman, 1.5 spacing, for the text.

Used 10 pt for tables, figure captions and references.

Align all text left.

Headings

Use no more than four levels of heading, aligned at the left hand margin.

Do not use all capitals for any of the headings.

Use Word’s Formatting function to assign Headings 1, 2, 3 and 4.

You may use this document as a template in Word (File/Save as/Save as type/Document template).

Text

Assign margins of 2 cm all round the page. Use 1.5 spacing and turn on line numbering (Formal/Styles and formatting/Normal/Modify/Format/Numbering).

Insert a running head, an abbreviated version of the title, with authors’ names in the Header (View/Header and Footer)

Insert page numbers in the footer

Organization

Use the usual subdivisions Abstract, Introduction, Methods and materials, Results, Discussion, Acknowledgements, References if they are applicable. If not, use any other logical heading structure.

Provide also:
Title
Authors’ names
Addresses when they performed the research
Current addresses of the authors if different from above

Name and email of the corresponding author, with whom the referees will correspond.
Abstract of no more than 350 words.
Five specific keywords (e.g. do not use ‘potato’) that do not appear in the title

References

Citations to references in the text are listed alphabetically then chronologically surrounded by parentheses with the following format: (Brown et al., 1999a; Brown et al.1999b; Jones and Smith, 1990; Peters, 2004; Peters, 2007). If there are two authors with the same name that have published in the same year, initials may be used to avoid confusion. Note: "et al." is used for three or more authors.

Citations to personal communications include the surname or initials of the person and are only to be included within the text, not in the References section. The date is optional. Thus: (A.B. Peters, pers. commun.) or (A.B. Peters, pers. commun., 2001).

The References section should only include references used in the paper. List the authors in alphabetical order, letter by letter, and in chronological order for publications of the same author(s). Do not use a comma before "and" after the penultimate author. Do not use an issue number if the journal uses consecutive numbers for each volume. In the format that follows, note that in all cases the given name or initials follow the family name.

Journal Paper:
Navazoi, J.P. and Simon, P.W. 2001. Diallel analysis of high carotenoid content in cucumber. J. Amer. Soc. Hort. Sci. 126:100-104.

Van Os, E. and Benoit, F. 2008. Stare of the art of Dutch and Belgian greenhouse horticulture and hydroponics. Acta Hort. 481:765-767

Book:
Darrow, G.M. 2003. The Strawberry: History, Breeding and Physiology. Holt, Rinehart and Winston, New York.

Chapter in Book:
Daubeny, H.A. 2003. Brambles. p.109-190. In: J. Janick and J.N. Moore (eds.), Fruit Breeding, Vol. 3, Nuts. Wiley, New York.

Chapter in Conference Proceedings:
Aviram, M. and Fuhrman, B. 2008. Tomato lycopene and (-carotene inhibit LDL oxidation. Proc. Tomato and Health Seminar. Pamplona, Spain 25-28 May. p. 45-52.

Website:
Food and Agricultural Organization. Accessed May, 2008. www.fao.org

Tables

A table gathers together a large amount of information in a form that is easy to understand. It follows that tables should not be used to present a few numbers or scraps of information that are more easily scanned in the text. When designing a table, try to make it fit easily into the format of the final document; a narrow table down or across the page looks ugly, wastes space and is difficult to read.

Headings
The heading of a table should enable readers to see at once what the table is about and, hence, whether it is of any interest to them.

Column headings and items
Each column, including the first, should have a heading (though the first is often difficult to label adequately).

Notes and sources
Sources should be given immediately below the title, not at the bottom of the table.

Blanks
Blanks in tables are to be avoided, as they may puzzle the reader. Fill in spaces with the following symbols: n.a. = figures not available;  = nil or negligible; or give an explanation in a footnote.

More than two footnotes should be run on in a block at the bottom of the table.

• Number tables sequentially through the text, using arabic numerals. For books, tables can be numbered sequentially within each chapter.
• If there is only one table, it is still called Table 1.
• Table captions are capitalized in sentence style, i.e. capitals for the first word and proper nouns only.
• Captions end with a point.
• The caption should be concise, but understandable without reference to the text.
• Column headings have an initial capital.
• Units should be in parentheses in the column heading.
• Column headings and columns should be aligned left.
• Columns of figures that are being compared should be aligned on the decimal point.
• Decimals less than one have a zero before the decimal point.
• The number of decimal places should be standardized in a column.
• Define any abbreviations used in the table in a footnote, using the style: CMV, cassava mosaic virus; DAP, days after planting.
• Use superscript lower case letters as footnote symbols.
• Use asterisks to denote probability levels according to international convention: *P < 0.05, **P < 0.01, ***P < 0.001. Define asterisks in a footnote. Note that it is not necessary to use the abbreviation NS to indicate no significance; the absence of asterisks implies this.

An example table is shown below.

Table 1. Performance of three traditional potato varieties, one high-yielding variety, and farmers’ own varieties

Illustrations
Text citations

• Make sure all figures are cited in the text.
• Number figures sequentially throughout the text, using arabic numerals, 1, 2, 3, etc.. For books, figures can be numbered sequentially within each chapter.
• If there is only one figure, it is still called Figure 1.
• Spell out “Figure” except when in parentheses; then abbreviate to “Fig.”.

Captions

• Spell out “Figure”.
• Figure captions are capitalized in sentence style, i.e. initial capital for the first word and proper nouns only.
• Captions end with a point.
• The caption should be concise, but understandable without reference to the text.
• Define any abbreviations used in the figure in the caption, using the style: CMV, cassava mosaic virus; DAP, days after planting.

Artwork

• Submit Excel or other software-drawn illustrations separate from the Word file. This makes it easier for the Art department to handle the material.
• Graphs, photographs, etc, may also be included in the manuscript as illustrations of placement.
• Figure parts should be labeled (a), (b), etc., preferably in the top lefthand corner.
• All labeling on a figure should be the same size—about 10 pt on the final size illustration. Labeling should also be consistent in size and style in all illustrations in a paper.
• Labels should begin with a capital.
• Photographs often need an indicator of scale, e.g. a bar. This is preferable to a magnification given in the caption, since the Art department may change the size of the photograph.
• On graphs, place the vertical axis label vertically, to read upwards.
• Units should be in parentheses after the variable on the graph axis.
• Numbers less than 1 on the axis scale have a zero before the decimal point.

Photographs

• Submit photographs separate from the Word file also, to allow the Art department to manipulate them. Submit photographs as 150 dpi resolution or higher, at least 1000 pixel wide, preferably in TIFF format, although high-resolutions JPEGs are also acceptable.

Submitting the article

Provide an electronic version with a paper print in Word. PowerPoint versions of a paper are not acceptable.

Illustrations may be prepared in Excel, Illustrator, Corel Draw, etc. Provide a pdf or eps version of the illustrations if you are using a little-known graphics program. PowerPoint illustrations are suboptimal.