Guidelines for Preparation of the 2007 R&T Report

## A. Format for the R&T Report

1.  The R&T report will be organized into the major categories of Space
    Flight Systems, Research and Technology, Plum Brook Research,
    Facilities and Test, and Engineering.

2.  Under each of the major categories, there will be subheadings for
    the divisions, then titles for the indi­vidual articles.

3.  Special recognition, such as R&D100, Best Paper, or Software of the
    Year will be noted. An index of authors will be included.

4.  One or more photographs and/or drawings from those submitted with
    the articles will be selected and featured on the R&T cover.

5.  For examples, see previous R&T reports
    (http://www.grc.nasa.gov/WWW/RT/).

## B. Content of Articles

1.  **NO ITAR, SBU, EAR, PROPRIETARY, LIMITED DISTRIBUTION, OR
    CLASSIFIED INFORMATION SHOULD BE INCLUDED IN THE R&T ARTICLES**.
    Export control officers will review the articles after they have
    been submitted. If you are doing your research in cooperation with a
    private company or university, please let them know in advance what
    you will be publishing and that it will be published on the Web and
    in print.

2.  Because the R&T is published on the Web, NASA guidelines given in
    NPR 2810.1A must be followed
    ([http://nodis-dms.gsfc.nasa.gov/restricted_directives/displayDir.cfm?Internal_ID=N\_\
    PR_2810_001A\_&page_name=main](http://nodis-dms.gsfc.nasa.gov/restricted_directives/displayDir.cfm?Internal_ID=N_%0BPR_2810_001A_&page_name=main)).
    Refer to section 11.3.9 for content that is appropriate\
    (fig. 11--4) and not appropriate (fig. 11--5) for publication on the
    Internet.

3.  Articles should contain about 300 to 500 words typed in Microsoft
    Word in 11-point Arial. Please use minimal formatting. Do not use
    styles or multiple fonts and font sizes.

4.  The article title should use a past-tense verb to state an FY07
    accomplishment (e.g., \"Stainless-Steel-Foam Structures Evaluated
    for Fan and Rotor Blades\" or \"Brayton-Cycle Power-Conversion Unit
    Tested With Ion Thruster\").

5.  All articles are to be written in language understandable to a
    layperson but useful to a technical audience.

6.  The introductory paragraph is to be a short summary in simple
    language for the nontechnical audience.

7.  The writeup should clarify how the work was done---in-house, on
    contract, or through a university grant. The university or the major
    contractor should be identified.

8.  Trade names should be replaced with generic terms where possible. If
    included, the company who owns the trade name should be given in
    parentheses after the trade name.

9.  All symbols and acronyms should be defined.

10. The writeup should highlight one or more major accomplishments for
    FY07. The status of the program, completed or ongoing, should be
    stated. Plans can be mentioned, but avoid making promises of future
    work.

11. Because all articles will be accessible individually from the Web,
    every article should be identified with Glenn. Any external or
    internal impact on the NASA program should be identified, including
    Glenn's role in the research.

12. Key words should be provided so that they can be encoded in the Web
    version for Internet search engines to use.

13. **The LEW number must be included, if applicable** (see LEW Numbers
    and New Technology Reporting Instructions at
    http://www.grc.nasa.gov/WWW/RT/LEW-numbers2007.doc).

14. A short list of pertinent references may be included with each
    article. Please provide complete citation information so that the
    Library can verify the references. If ITAR, SBU, or other
    limited-distribution references are to be included, we will need the
    name of the branch, division, or office that controls and
    distributes the document. The Library can help you with this.

15. Each article should identify the Glenn contacts, phone numbers,
    email addresses, current org codes (e.g., RCN), authors, and the
    NASA HQ program office that funded the work (see the R&T Article
    Submission Form, <http://www.grc.nasa.gov/WWW/RT/>Form2007.doc).
    Contacts should be able to answer technical inquiries about the
    article. **If possible, include at least two contacts (at least one
    NASA employee)**. Do not include contacts who have left Glenn or
    will leave soon. These individuals can be included as authors.
    Please notify Nancy O\'Bryan if one of your contacts leaves Glenn.

16. If applicable, Web addresses for extra subject area or organization
    information should be noted. These will be used in both the printed
    and Web versions of the R&T report.

**C. Figures and Photographs**

1.  Where possible or appropriate, **one or two photographs or figures**
    should accompany the text. Color photographs and figures are
    encouraged. Photographs and figures will be shown in color in the
    Web version and in black and white in the printed version.

2.  **Do not embed figures in the text files.** Microsoft PowerPoint,
    Excel, and Word figures should be submitted only if the figure was
    created in one of these programs. Send the figures in separate
    electronic files.

> The type of figure determines the format that it should be supplied
> in:

-   TechPlot or SigmaPlot drawings---export as wmf files.

-   Excel charts---send the original Excel file (xls).

-   PowerPoint drawings---send the original PowerPoint file (ppt).

-   AutoCad drawings---send the dwg file.

-   Line (vector) art, which is composed of lines, fills, and text
    (e.g., histograms and line drawings), or images containing both line
    art and bitmap images---send ps or eps files.

-   Other drawing programs---send eps files.

-   Photographs---send high-resolution tif, pct, or jpg files.

> Along with the unmarked photo, you can supply an electronic mockup or
> hard copy (to Nancy O\'Bryan at MS 21--8) showing where labels should
> be placed. Graphics will insert the labels in the correct style.

-   **Please do not submit gif files or files copied from the Web.**
    These usually have insufficient resolution for printing.

-   **Full LTID Graphics support is available for the R&T report.** For
    graphics or editing help in preparing your article before
    submission, contact Publishing Services Coordination, 3--2419 or
    3--8941.

> Postscript images should be saved so that objects (lines and text) can
> be selected and edited. Avoid converting text to outline, and use the
> latest version of your software when saving. Postscript files can
> usually be created using either the "Save as" command or the "Export"
> command under the File menu. Alternatively, if you have a postscript
> printer driver, you can select Print from the File menu and then
> select "Print to file." This will create a postscript file (ps or
> prn). File compression should not be used.
>
> If you have questions about how to save your figures or what format to
> supply them in, please contact Nancy Mieczkowski at 3--6154 or
> Nancy.C.Mieczkowski@nasa.gov.
>
> Good-quality originals can be mailed to Nancy O'Bryan at MS 21--8 if
> the figure is not available in electronic format. Please indicate if
> you would like the original returned to you.

3.  **All figures must have captions**. These should be inserted in the
    text near where the figure is mentioned.

4.  Provide the file name of the figure above the caption. For figures
    and photographs that were prepared by Graphics or the Imaging
    Technology Center, also provide the identifying number (C, CD, E,
    TM, TP, CR, or CP) above the caption.

> RXM-smith.f2.jpg, C-2006-12345
>
> Environmental seal sample for orbiter main-landing-gear door.

5.  **If a person with visual limitations would not be able to
    understand the essential aspects of a figure or table from the
    caption and text, you must provide a separate long description.** In
    accordance with Section 508 accessibility requirements, the long
    description will be linked to the Web version of your article for
    people using audio or text-only Web browsers. It will not appear in
    the printed version of the R&T.

6.  Scale labels should be descriptive terms (not just symbols), and all
    symbols must be defined. Composite photographs and chartlike
    figures, such as those used as viewgraphs, are not acceptable.
    Instead, incorporate the textlike and tablelike components of such
    figures into the body of the report. Labels should be in 9-point
    Arial, if possible.

7.  **Written permission must be obtained by the author if any
    copyrighted photos, figures, or long quotations are included**.
    Publishing Services must be given a copy of this letter. This
    process can be lengthy, so it should be started as soon as possible;
    Glenn's reference librarians,
    http://techlib.grc.nasa.gov/public/Visit/reference_services.cfm,
    3--5762, can help. Email permissions are acceptable and can speed up
    the process. Make certain that copyright holders know that the R&T
    will be published on the Web and in print. See the sample copyright
    permission letter at
    http://www.grc.nasa.gov/WWW/RT/Copyright2007.doc.

## D. Procedure for Submitting the Articles

1.  The R&T report coordinator for each division will collect the
    articles that describe the high-quality accomplishments that they
    want to be reported. Coordinators will do the initial editing and
    screening of the articles.

2.  The division chief or office head will approve the technical content
    and the suitability for public distribution of all articles before
    they are submitted. Export control officers will review the articles
    after they have been submitted.

3.  **Electronic files should be named ORG CODE-lastname.xxx,** for
    example, RXS-smith.doc (for the text) or RXS-smith-f2.eps (for the
    second figure).Coordinators will copy the articles to Publishing
    Services via the Ltprint server (see the instructions at the end of
    this section). **Note: Any files sent by someone other than the
    official coordinator will be forwarded to the appropriate
    coordinator for approval before being reviewed, edited, or
    processed**.

4.  The R&T report technical reviewer will review the submitted articles
    and, when needed, consult with the coordinators or the authors.

5.  The editing and layout will be done by Publishing Services. Edited
    text will be emailed to the **primary contact** of each article
    (**indicated by the last name used for the file name**) for a final
    check to ensure that meanings have not changed during the editing
    process, and copies of any revised figures will be mailed (or PDF
    files sent) to the primary contact for review. Changes must be
    received by the return date indicated to ensure their incorporation
    in the R&T.

**Please use the following instructions to transfer files directly from
a Glenn networked computer to the R&T2007 folder in the "Graphics" share
on the Ltprint server.**

From a **Windows NT or XP** computer, transfer the files by making a
**shortcut:**

> • Right click on the **Desktop**.
>
> • Select **New**; select **Shortcut**.
>
> • In the command line, enter **\\\\ltprint\\Graphics\\R&T2007** and
> click **Next**.
>
> • Rename the shortcut from the default, if desired, and select
> **Finish**.
>
> • Go to icon on the **Desktop** and open the new shortcut.
>
> • Deposit the files in the appropriate org code folder.

From a **Macintosh OS X** computer, transfer the files directly:

> • Under the **GO** pull-down menu, select **Connect to Server**.
>
> • Enter **smb://ltprint/Graphics** then click **Connect**.
>
> • Sign on as a Registered User, enter the domain **GRC,** then enter
> the **Windows userid and password**.
>
> • Select the **R&T2007** folder.
>
> • Deposit files in the appropriate org code folder.

**E. Deadline**

As soon as possible, but no later than Friday, October 5, 2007,
coordinators should copy the draft text files, electronic figure files,
and electronic R&T Article Submission Forms to the R&T folder on the
Ltprint file server as outlined. Coordinators should also send an email
to <Nancy.L.Obryan@nasa.gov> listing which files were copied to the file
server.

If you have trouble submitting the files, please send an email to
<Nancy.L.Obryan@nasa.gov>

describing the problem. Submit any hard-copy figures to Nancy O'Bryan at
MS 21--8.

**F. Primary Objective:** High-quality articles representing Glenn\'s
best contributions in FY07