Style and Procedures Guide

Style and Procedures Guide


Contents

OUR MISSION 5

GENERAL WRITING PROCEDURES 5

Preparation 5

Titles and Subtitles 5

Subtitle 5

Title Case Style 5

Article Body 5

ARTICLE SUBMISSION PROCEDURES 6

Contract form 6

Illustrations and diagrams 6

Return projects 7

Submit copy 7

HOW TO RESPOND TO THE COPY EDITOR 7

Name the Microsoft Word File 7

Head the Article 7

Create a Title, Sub-Title, & Byline 7

Begin Writing Each Project 8

Project Title 8

Designer Name 8

Supplies 8

Sourcing 9

Paper 9

Stamps 10

Ink 10

Additional Supply List Categories 11

Supply List order—quick reference 13

Rules for categories 13

Naming patterns & colors 14

Capitalization of color names 14

Product lines 14

Sentiments on accents, stickers, and rub-ons 14

Multiple pieces in an ensemble 14

Manufacturer attribution 14

Finished size 15

Instructions 15

Additional elements 16

Sidebars 16

Patterns, diagrams, and picture or illustration captions 17

Writing Digital Project Instructions 18

Formatting Recipe Text 19

Create a Product Guide 20

STYLE ISSUES 21

Ampersand 21

Apostrophe, in abbreviations 21

Approximately 21

Auto correct 21

Bullets 21

Colon 21

Comma, in bibliography 21

Comma, in lists 21

Decorative-edge scissors 22

Decoupage 22

Figures 22

Formatting 22

Glue as a verb 22

Hyphen, in compound noun used as verb 22

Internet Terminology 22

Italics 22

Infinitives, split 22

Lists, numbered 22

Matting 23

Measurements 23

Money 23

Moxie Fab 23

Number one 23

Numbers, style of 23

Page, pages 23

Page numbers 23

Paper maché 23

Paper, cast 23

Paper Crafts 23

Pattern Pieces 23

Preferred language 24

Prepositions 25

Quotation marks for words 25

Quoted material, punctuation in 25

Rhinestones 25

Seasons 25

Sentiments 26

Space after bullet 26

Trademarks 26

Transparency sheets 26

Watercolor 26

Web sites 26

Wire 26

Wood 26

Woven label 26

MANUFACTURER CITATIONS 26

Exceptions 27

Business Closures/Acquisitions 28

Inc., Co., Enterprises, in Supplies list 28

FREQUENTLY ASKED QUESTIONS 29

Updated 10.1.09 JMS


Section 1: Before You Begin

OUR MISSION

Paper Crafts magazine and its special issues (SIPs) inspire and instruct our readers by publishing the latest trends in paper crafting. We take pride in presenting fresh, high-quality project designs that are accessible to readers with a variety of skill levels, accompanied by well-written, clearly illustrated instructions; inspirational springboard ideas; and quick-and-easy component projects.

GENERAL WRITING PROCEDURES

Preparation

1. Consult with an editor about the focus and direction of the article. Guidelines are available for magazine columns and departments for reference.

2. Gather all the materials that you will need to write the article: the projects, items for step-outs, designers’ instructions, and diagrams.

3. Think about your article. Carefully read the designers’ instructions. Look at the projects. What techniques need explanation or illustration? What variations or tips could you suggest in interesting sidebars? How might you cross-reference your article to other items in the issue or to special issues?

Titles and Subtitles

The title and subtitle tell the reader what the projects are, what skills are required, and what benefit lies in making the items. Titles and subtitles should “sell” the projects, making them exciting and interesting. Clever, fun, alliterative titles are nice, but should never be used as a substitute for information. Information comes first—a creative presentation is the icing on the cake. Please provide 2–3 options. Note: The titles of Stamp It! and Card Creations sections are set.

Subtitle

Subtitles are used to make long articles more accessible if necessary, and should describe a logical grouping of projects within the article. Use them like chapter titles within the article.

Title Case Style

In general we defer to the Chicago Manual on title and subtitle casing. According to the 15th Edition (see Titles of Works, 8.168), two main rules apply:

1. Always capitalize the first and last words of a title or subtitle and all other major words (nouns; verbs, including forms of the verb to be such as are and is; adjectives; adverbs; and some conjunctions, with the exception of those listed in rule 2 .

2. Always lowercase the, a, an, to, and as, as well as the conjunctions but, for, or, and nor.

Article Body

1. Language: Use direct, simple language in active voice. Orient the reader by first telling her WHAT you’re going to do, and then HOW to do it.

Example: “Cut out carrot with decorative-edge scissors” rather than “Using decorative-edge scissors, cut out carrot.”

2. Audience: Anticipate and answer your reader’s questions.

3. Instruction style: Our style is spare (“recipe-style”) and drops articles unless you’re writing an explanatory, narrative paragraph or sidebar. If extra explanation is necessary, put it in an italicized note. (See “Note” in “Style Issues” for more information.) While the designers include instructions for making each project, you should not merely use their wording and order of steps if there is a simpler and clearer way to guide the reader through the process.

4. Visuals: Don’t just tell—show. A reader will quickly be intimidated by too much text. Use appropriate step-outs and illustrations to show how something is made or assembled.

5. Detail level: Be specific in citing product manufacturers in supply lists. Be specific in instructions, but don’t overdo the details. Remember when writing that the reader will have a clear picture of the project, so don’t add instructional details that can be seen clearly, such as what corner to attach brads to or which color ribbon to attach wrap around the card.

6. Sidebars: Watch for opportunities to create sidebars that add value to the article. See “Sidebars” in “Guidelines for Writing Articles” for more information.

7. Clarity: Go through each step of making the projects mentally. Could you do it easily? Take a second look at any place in your instruction text where you slow down or read it twice.

8. Fact-checking: Double-check all patterns and measurements for accuracy and make needed corrections—never assume that what you receive is correct. Do not rely solely on the designer’s information; it is the responsibility of the editor to turn in complete copy, so fact-check all items in the supplies list with which you are not personally familiar to be sure that the name and manufacturer are correct, and that the product is readily available to the reader. Suggested resources for missing information:

· Manufacturer catalog, web site, or marketing department

· Paper Crafts team member

· Designer (don’t hesitate to email a designer directly if he/she didn’t provide you with comprehensive information)

Look up and provide proper names for paper, stamps, and ink to provide the reader with the most information possible to re-create the project.

9. Revisions: Read and copyedit the text at least two times upon completion: look at the formatting, diction and phrasing, and spelling and punctuation. Submitted copy should be tight, clean, clear, fact-checked, and fit to print.

ARTICLE SUBMISSION PROCEDURES

Contract form

Create a separate Excel document for use in preparing contracts that contains the name and address of each designer as well as the project(s) he or she created for your article. Please put the project label code (A1, E2, E2v, etc.) next to each project title for easy reference in shipping back items. Title this “Contracts”. Create a separate spreadsheet document for all projects that were created by a manufacturer (courtesy of). Email a copy of these to the project manager.

Illustrations and diagrams

Draw any step-out illustrations or diagrams and submit them with your article—these will be professionally created by a graphic designer so rough sketches will do.

Return projects

Turn in all projects/visuals to the editor.

Submit copy

Copyedit your finished article as outlined in Step 9 of “Article Body” before you submit it. Email articles to the project manager.

HOW TO RESPOND TO THE COPY EDITOR

Paper Crafts uses the Track Changes feature in Microsoft Word. You may accept or reject the copy editor’s changes, but should insert a comment to answer the copy editor’s question or explain why a change was not accepted. You should never use the <accept all> function in Track Changes, but should review the changes one by one. After making revisions, you should turn off the Track Changes function so you return clean copy to the copy editor, with no unresolved issues.

Section 2: Writing Procedures

Name the Microsoft Word File

Include the following information: publication title (for special issues only) or issue and year, and article or column name.

Head the Article

Include the items shown in the box on the left.

Version: Editor and copy editor will change the draft number and date as copy goes back and forth. The copy editor will use “rev” instead of “draft” to indicate that she is returning revised copy.

Illustrations: Create a list of illustrations or diagrams to be included in the article. Include a rough sketch for the designer if s/he is to create an illustration, or indicate where it can be found. If there are no patterns omit this from your article.

Patterns: These are re-created by the graphic designer from sketches submitted by the editor. If a project does not come with a pattern, but you feel that it needs one for clarity, please create one and include it with your materials when returning projects. If there are no patterns omit this from your article.

Create a Title, Sub-Title, & Byline

(Use 12 pt. type unless otherwise indicated below)

Title: Title case, 16 pt. type. Please keep it short and sweet, so that the type can be large.

Subtitle: Sentence case. Elaborate on the title here, or provide additional information. This should be approximately 2-3 sentences.

Editor Byline: Title case. Example: Editor: Ann Smith

Sub-headings: (these divide very long features into sections and will be infrequently used) Title case, 14 pt. type, with a red font. You will be instructed by the project manager whenever these are required.

Begin Writing Each Project

Project Title

Title case, 14 pt. type. Include a title for each project, even if there is only one project in the article.

· Include the project number in parentheses after the title.

· If a project has a variation, its label is the same as the main project, but with a V at the end (e.g., A1V). If more than one variation exists, put a numeral after the V (e.g., A1V2, A1V3, etc.). If you have more than one piece in an ensemble, the label code will be the same for each piece, and will be differentiated by the project name.

· Don’t include generic descriptors (i.e. “card”) in the project title if the article or issue for which you are writing contains all the same type of project (i.e. cards) and the type of the project is in the title of the special issue or the article (i.e. Card Creations, Creative Card Swap). If there are mixed projects, put a descriptor in the title for easy reader identification. For instance, Be Merry Gift Bag or Winter Wedding Card.

Designer Name

Title case

Examples:

Designer: Ann Smith

Designer: Ann Smith, courtesy of Some Company (note that courtesy is lower case)

Design: courtesy of Some Company

Supplies

Like this: SUPPLIES Upper case, bold, with colon.

Supplies will be written in a block format, with categories italicized. Do not include a semicolon after the last product in a category, but DO double-space before each category, including the finished size. Include finished size in bold type at the end:

SUPPLIES: Cardstock: (white) Bazzill Basics Paper Patterned paper: (Huckleberry, Key Lime Pie from Lollipop Shoppe collection) BasicGrey; (white script, pink dotted) Color medium: (brown chalk) Craf-T Products Accents: (blue flower) Making Memories; (green eyelets, red buttons) Doodlebug Design; (gold paper clip) Tool: (leaf punch) EK Success Finished size: 5 1/2" x 4 1/4"

In general, list supplies in the following format:
Generic name: (Product Name and/or description) Manufacturer

When the term on the left side of the colon is a generic term for one thing (cardstock, patterned paper, etc.), the product name or specific color/pattern should appear in the parentheses. For example:

Cardstock: (Hillary) Bazzill Basics Paper

However, if the term on the left side of the colon is all-inclusive (accents, color media, etc.) and does not specify exactly what the product is, a generic term must be specified in the parentheses for the reader to identify it back to the instructions. For example:

Accents: (flat marble) Making Memories; (pink flower) Scrapworks; (red brads) Doodlebug Design; (blue washer) Bazzill Basics Paper

For a single manufacturer:

Cardstock: (Yoyo Yellow, Winter White) Stampin’ Up!

Charms: (silver heart, key) Scrap Happy

For a single manufacturer with items from different product lines:

Accents: (blue eyelets, wood frame) Making Memories

For multiple manufacturers:

Accents: (blue eyelets) All My Memories; (star brads) Making Memories

Sourcing

Group similar supplies as follows and always in the order of the lists detailed below. Unsourced items follow sourced items. Use parentheses for all items, sourced or unsourced. Note: Stamp It! will vary from this order, in that all stamps should be sourced first, then inks second, embossing powder (if any) third, then paper. The order will be the same from that point to the bottom of the list.

Paper

Divided into the following generic categories:

Cardstock: heavier weight than paper (this includes textured cardstock—no need to specify “textured” or not). This category does not include paper with a printed pattern. If the cardstock is completely covered with glitter, flock, or an embossed pattern source it like this: Cardstock: (pink glitter) Doodlebug Design.

Paper: plain white or plain colored

Patterned paper: anything with a print or pattern, regardless of the weight of the paper. Even cardstock- weight paper goes in this category if it has a printed pattern. If patterned paper has spot varnishing, flocking, or glittering please include it in the patterned paper category.

Specialty paper: transfer, fabric, mulberry, handmade, die cut, (also referred to as lace paper). Be sure to specify the type of paper within the parentheses, i.e., (Apples Dashing die cut). Also include the collection name if the paper is part of a collection.

Vellum: patterned, embossed, variety of colors and weights. If the vellum color is white, there’s no need to specify it, since it’s the most common color.

Transparency sheets: (clear, colored or patterned). If clear, just list Transparency sheet; no need to say “clear.” There is no need to specify if the transparency comes from a collection.

ADDITIONAL INFORMATION

Cardstock: basic cardstock colors (i.e. white, black, primary colors, etc.) do not need to be sourced to a manufacturer. If a designer provides you with specific color names and manufacturers for cardstock, please be sure to verify them and include them in your supply list. White cardstock is the exception to this rule. If a manufacturer has a fancy name for its white cardstock (for example, Stamper’s Select White) it’s okay to simply call it “white”. Keep basic/common colors lowercased in your supply list.