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Guidelines for Submission of Newsletter Articles

The newsletter team appreciates the efforts of article contributors, without whom our newsletter would not be possible. To make the process easier on the author, the newsletter team and production staff, we have established some guidelines we would like authors to follow.

•    Articles should be complete and edited for content and style. Include complete citations for all references. See the list of recommended style manuals at the bottom of this section.

•    The text of the article should be submitted as a Microsoft Word document as an attachment to an e-mail or on disc if possible.

•    Tables, captions, figures and graphics should be submitted as separate high quality files. Preferred formats are JPEG, GIF, and TIFF. JPEG is preferred for full color photos. When possible, submit all graphics files at highest quality. It is sometimes helpful to editorial and layout staff to have the original file prior to conversion, such as an Excel table or chart before saving to an image file.

•    A version of the article with embedded tables, figures, and graphics may be submitted as an additional file to indicate the preferred layout of the tables, figures and graphics within the article.

•    All tables, figures, and graphics should be accompanied by a caption. Captions may be appended to the end of the text file. Editorial and layout staff may edit, crop, or resize the illustrations as needed.

•    The contributor should include the contributor’s name and affiliation following “By” below the title of the article.

•    If photos included people, it is the contributor’s responsibility to obtain approval from the subject prior to submission. This is especially a concern with photos including children. If possible, take photos with children facing away from the camera. It is the contributor’s responsibility to provide identification of persons in photographs. Field trip group photos do not require individual identification.

•    The contributor should secure permission to print or reprint if applicable and provide the required text to be included with the article. If an article uses copyrighted material, it is the contributor’s responsibility to obtain permission from the copyright holder. Such items should be annotated with “permission to print/reprint…”. It is always appropriate to indicate the source of material/graphics, even if it is in the public domain.

•    Materials should be submitted to the editorial team well before the deadline to allow adequate editor review and contributor response time..

•    If there is any question about the suitability of a proposed article’s content for the MGWA newsletter, it is advisable for the contributor to call the editor before investing significant time in article preparation.

We recommend the following sources of information for style:

1.    Suggestions to Authors of the Reports of the United States Geological Survey, Seventh Edition, 1991, Revised and Edited by Wallace R. Hansen, U.W. Government Printing Office, 289 p. Online at:

2.    The Chicago Manual of Style, 16th Edition, 2010, University of Chicago Press. Examples for correct reference style are online at:

3.    U.S. Government Printing Office Style Manual, 30th ed., 2008. Online at: