Instructions for reviewers on how to deliver material
to the NEA
These instructions pertain to the reviewers in the active review groups
of the NEA TDB project who wish to deliver material to the NEA for inclusion
in the review reports.
There is now a CVS
repository for submitting review material to the project. Please see
the special instructions available for information
about how to use this facility. If you have a working internet connection
and can create MS Word 97 compatible files, please use the CVS repository
for submitting all types of review material. If not, follow these instructions:
All review material (text, figures, lists of references) should, if
at all possible, be sent to the NEA electronically, preferably
by e-mail to tdb@oecd-nea.org or, if this
is not possible, on PC or MacIntosh format 3.5" diskettes sent to
TDB project coordinator
OECD/NEA Data Bank
Le Seine-St. Germain
12, Boulevard des Îles
F-92130 Issy-les-Moulineax
FRANCE
The NEA no longer has the resources to handle contributions sent
only on paper except in emergency cases.
If you have very large files (0.5 MB) that you wish to send to the
NEA, and you cannot use the CVS repository as described above, you should
use anonymous ftp rather than e-mail, since many e-mail servers refuse
to receive (or send) files that are too large. To login to the NEA with
anonymous ftp, you do the following:
Use your favourite FTP (File Transfer Protocol) program to connect to
the address ftp.nea.fr
Give "anonymous" (without the quotes, of course) as your user name, and
specify your e-mail address as password. Then change directory to "incoming"
(again without the quotes) and transfer your files there. If you are
uncertain about how to use FTP and ftp programs, please consult your
local systems manager. After you have completed your transfer, don't
forget to notify (by e-mail) the NEA project coordinator.
Text should be sent in Microsoft Word, Word Perfect, LaTeX or plain
ASCII text format. For the CVS repository, use only MS Word 97-compatible
files or LaTeX source files (.tex).
In the TDB
open CVS Repository, there is a subdirectory "Word_templates".
This subdirectory contains two files: update.dot and Normal.dot. If
you replace your current local normal.dot with the one in the CVS
repository, and install update.dot in the directory where MS Word
looks for templates for new documents, you can use update.dot when
you create new TDB review documents; these will then have approximately
the right look and feel for TDB reviews in terms of heading styles
etc.
For included formulae (chemical and mathematical) in MS Word files,
the TDB project currently uses a third-party program called "MathType",
which can be ordered at the MathType
web site. This program works smoothly with MS Word, effectively
replacing the Equation Editor, and makes it easy to export formulae
to LaTeX format for the final manuscript. In order to install MathType,
you should make sure you have Microsoft SR-1 or SR-2 installed for
your MS Word 97 program. These "Service Releases" are available from
the Microsoft web site, and
correct some bugs in the original release of Word 97. The instructions
that come with the MathType program will tell you more about how to
install SR-1 and SR-2.
If you are using the CVS repository for submitting drafts in MS Word
97 format, you can embed your figures in the MS Word 97 file. For all
other cases, figures should, if possible, be sent as Encapsulated PostScript
(EPS) files. Please note, that this is different from standard PostScript
(PS) files. PS files, alas, are usually not easily converted to EPS
format. The easiest way to obtain EPS under Microsoft Windows 95/98/NT
is to install a PostScript printer driver and have it print in EPS format
to a file (use the extension .eps for the file name). Then use this
printer for printing your graph from your favourite graphics program.
Usually the newer drivers for HP LaserJet printers under Win95/98 have
the option of creating EPS files. Under Windows NT, you may need to
install one of the Adobe printer drivers. Lots of printer drivers that
can handle EPS for Windows 95/98/NT and MacIntosh can be downloaded
free of charge from the Adobe web site.
If an EPS file cannot be sent, please send the source file for the graphics
program used. Programs that can create scientific graphs suitable for
publication include Microcal Origin,
Grapher, Kaleidagraph,
and SigmaPlot.
If no source file is available for a graphics program that produces
acceptable quality graphics, please send the underlying data in an ASCII
text file or an Excel spreadsheet, so the graph can be created here
at the NEA. As the NEA resources for doing this are very limited, this
solution should be used only when none of the above is possible.
Please observe, that the graphs produced by present versions of Microsoft
Excel are usually of insufficient quality for publication.
Experience shows, that although tempting, it is usually not a good
idea to send "preliminary" versions of graphs for inclusion in the manuscript.
These "preliminary" versions tend to remain in the manuscript, and when
the time comes to publish, it is hard work to try to remember what was
actually done, dig up the underlying data and calculations and produce
a version of acceptable quality. Better to take the trouble to produce
something acceptable the first time!
If at all possible, copies of all cited publications should be
sent to the NEA for registration and archiving. This is very important
for keeping the reference data base up to date and creating correct
lists of references for the review reports. If the publication in question
is a large book or report, it is usually sufficient to send the cover
pages and the pages quoted, if they are not too many. In any case, always
send the cover pages with the relevant bibliographic information.
Please make sure, that the NEA always gets:
The full names of all the authors
The full title of the article, book, report or thesis
The full name of the journal, if applicable
The publishing year
The volume number for journals
The page numbers (first and last) of the article or chapter in a
book
For books, the name and address of the publisher and the total number
of pages
For reports, the name and address of the publishing institution
and the number of the report, if any.
For a book in a series, the name of the series and the volume or
number of the book quoted.
Experience shows, that it is best to provide complete information
on a publication at once, and not give preliminary information first
and wait until later before sending complete information and/or copies.
Many problems can be solved by avoiding secondary references and obtaining
a copy of the primary source at once (see below).
The purpose of citing publications in a review report is to give the
reader the possibility to look up the original work and check the facts
(or at least what was reported as facts). References that are not publicly
available and hence impossible to obtain for the reader should therefore
be avoided as far as humanly possible. Please avoid citing the following:
Personal communications. If such communications have to be cited,
try to get them in a letter and deposit the letter with the NEA.
Secondary references, i. e. a reference to a publication that is
referenced in another publication (not to mention secondary references
to personal communications!). Always try to obtain the original publication.
Abstracts for conference papers or talks. These abstracts are usually
only made available to the people participating in the conference,
and cannot be found at libraries etc. after the conference. Also,
the information they contain has not been refereed and is often less
reliable.
The NEA is ready to help with obtaining difficult-to-find publications.
If a serial translation is used, such as the cover-to-cover English
translations of some Russian journals, please quote and send the English
translation actually used, rather than the Russian original you haven't
read.
