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Twelfth Work Plan ACRSP Annual Technical Report
Preparation and Submission Guidelines

Submit your reports electronically by sending files to:
ACRSP@onid.orst.edu
Additional CDs or hard copies may be mailed to:
ACRSP
Oregon State University
418 Snell Hall
Corvallis OR 97331-1643 USA 

Questions? Contact ACRSP at <acrsp@onid.orst.edu> or 541-737-6415.

Technical Reports—What to Submit

In compliance with USAID annual reporting requirements, CRSP subcontracts provide that an annual report must be submitted for each funded CRSP study. Submission of a full technical report implies that the article is original and has not been published or accepted in a peer-reviewed journal.

Depending on the status of each funded study under your subcontract, an abstract only or a progress or final report (including an abstract) may be owed.

To determine what you need to submit, identify which scenario below applies to each study approved under your subcontract:

• Investigation begun; data analysis not begun:

Abstract only

• Some or all data collected; analysis not complete:

Abstract and progress report

• Data collected and analysis complete:

Abstract and final report 

Format for Progress and Final Technical Reports

Heading Material

• Study title
• Work plan number and study code (e.g., 8PDR1, 9DSSR1A, etc.)
• Type of report (Final or Progress)
• Author(s)(spell out names exactly as they should appear)
• Institutional affiliation(s) and addresses

Report (text not to exceed 10 pages)

• Abstract (200–500 words)
• Introduction
• Methods and Materials
• Results (this section can be abbreviated for Progress Report)
• Discussion (this section can be abbreviated for Progress Report)
• Conclusions
• Anticipated Benefits
• Acknowledgments (such as for sources of funding other than the CRSP and persons who assisted with the research or report)
• Literature Cited  

Technical Report Preparation Guidelines

Please use the Guide for Authors from the journal Aquaculture as a model for annual report submissions. The major CRSP departure from the Aquaculture Guide is the position of authors’ initials (examples in Citations Section below).

Copyright Permission

Acknowledge borrowed material. Make certain when quoting from someone else’s work (including both published and unpublished manuscripts and letters) or reproducing a figure or table from any source that you are not infringing on a copyright.

In general you may quote from other published works. However, if you plan to make substantial extracts or to reproduce tables, plates, or other figures, you must obtain permission from the holder of the copyright. In the case where the copyright holder is not the author of the quoted or reproduced material, you should also obtain permission from the author. 

Formulae

• Avoid hand-writing to depict formulae if possible.
• Place formulae on lines by themselves (free of surrounding text) in order to facilitate computer editing.
• Make subscripts and superscripts clear.
• Clearly show difference between numeral zero (0) and letter O, and between numeral one (1) and lower-case letter l.
• Define symbols immediately following the equation in which they are first used.
• Number equations serially at the right-hand side in parentheses. (Number only equations explicitly referred to in the text.)
• Use fractional powers instead of root signs.
• Denote powers of e by exp.

Symbols and Units

• Indicate levels of statistical significance (e.g., P < 0.05) without further explanation.
• Place isotope numbers ahead of symbols ( 18O).
• Use the full name of compounds instead of repeating chemical formulae in the text—except when a long name occurs frequently or in the case of a compound described as the end product of a gravimetric determination (e.g., phosphate as P 2O 5).
• Use SI units (International System of Units) expressed in scientific notation, e.g., kg ha -1 d -1. If you must use local measures, show converted measures in SI units in parentheses.

Nomenclature

The CRSP follows rules governing biological nomenclature described in the International Code of Botanical Nomenclature, the International Code of Nomenclature of Bacteria, and the International Code of Zoological Nomenclature.

• Identify all biota (plants, insects, birds, mammals, etc.) at first usage with the common name first followed by the scientific name in parentheses. Thereafter, refer to biota using the common name. This does not apply to biota that are referred to by genus name only (e.g., Colossoma and Clarias).
• Identify all biocides, other organic compounds, and the active ingredients of all formulations by their Geneva names at the first usage in the text.
• For chemical nomenclature, follow the conventions of the International Union of Pure and Applied Chemistry and the official recommendations of the IUPAC-IUB Combined Commission on Biochemical Nomenclature.

Literature Citations

In the body of the report:

• Cite author’s last name, year of publication, and, if necessary, appropriate page numbers, e.g., “Since Peterson (1988) has shown that...“ and “This matches results obtained later (Kramer, 1989, pp. 12 –16).”
• Cite the name of the first author followed by “et al.” when referring to a publication written by more than two authors.
• Arrange references cited together in the text chronologically.

In the Literature Cited section:

• Arrange works alphabetically by authors’ last names.
• Arrange works by the same author chronologically.
• When citing works by a single author and other works co-authored with one or more writers, use this order: 1) publications of the single author, arranged chronologically; 2) publications of the single author with one co-author; 3) publications of the single author with more than one co-author.
• List publications by the same author in the same year as 1974a, 1974b, etc.
• Refer to the International List of Periodical Title Word Abbreviations for information on acceptable abbreviations.
• For languages other than English, retain the original title. However, the titles of publications in non-Latin alphabets should be transliterated, and a notation such as “(in Russian)” or “(in Greek, with English abstract)” should be added.

Citation Examples

Periodicals

Vez, A., 1977. Dix ans d’expérience de cultures sans labour. Rev. Suisse Agric., 9:59–70.

Edited symposia, special issues, etc., published in a periodical

Iwata, M., T. Hirano, and S. Hasegawa, 1982. Behavior and plasma sodium regulation of chum salmon fry during transition into seawater. In: H.A. Bern and C.V.W. Mahnken (Editors), Salmonid Smoltification. Proceedings of a Symposium, 29 June–1 July 1981, at La Jolla, California, U.S.A. Aquaculture, 28:133–142.

Books

Bartík, M. and A. Piskac (Editors), 1981. Veterinary Toxicology. Developments in Animal and Veterinary Sciences, 7. Elsevier Scientific Publishing Company, Amsterdam/Oxford/ New York, 346 pp.

Book section

Green, A.H., 1976. Field experiments as a guide to fertiliser practice. In: R.H.V. Corley, J.J. Hardon, and B.J. Wood (Editors), Oil Palm Research. Developments in Crop Science, 1. Elsevier Scientific Publishing Company, Amsterdam/ Oxford/ New York, pp. 235–261.

Unpublished reports, departmental notes, etc.

Dickson, J.W., J.K. Henshall, M.F. O’Sullivan, and B.D. Soane, 1979. Compaction effects under commercial and experimental cage wheels in comparison with rubber tyres on loose soil. Scot. Inst. Agric. Eng., Dep. Note SIN/261 (unpubl.), 9 pp.

CRSP Work Plan

Pond Dynamics/Aquaculture Collaborative Research Support Program, 1993. Seventh Work Plan. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 85 pp.

CRSP Data Report

Woessner, J., R.D. Fortes, and V. Corre, Jr., 1991. Pond Dynamics/ Aquaculture Collaborative Research Data Reports, Volume 4, Number 1, Philippines: Cycle I of the CRSP Global Experiment. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 141 pp.

Paper within ACRSP Annual Report

Nath, S.S. and J.E. Lannan, 1993. Dry matter-nutrient relationships in manures and factors affecting nutrient availability from poultry manure. In: H. Egna, M. McNamara, J. Bowman, and N. Astin (Editors), Tenth Annual Administrative Report. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, pp. 110–119.

CRSP Database citations

If author is known:

Researcher, I., Web Page Title. Document Date. In: Pond Dynamics/Aquaculture CRSP Database. Date of last update (or date accessed). Internet. URL: <biosys.bre.orst.edu/crspDB/default.htm>.

If author is not known:

Pond Dynamics/Aquaculture CRSP Database, Document Date. Country and site, inclusive dates of data used. Internet. URL: <biosys.bre.orst.edu/crspDB/default.htm>.

Internet sources

Min, K., 1998. Wastewater pollution in China. Accessed 6 June 2000. Internet. URL: <darwin.bio.uci.edu/~sustain/suscoasts/krismin.html>.

Thesis

Tain, F.H., 1999. Impacts of aquaculture extension on small-scale Oreochromis niloticus production in northeastern Thailand. M.S. thesis, The University of Michigan, Ann Arbor, Michigan.

CRSP Research Report

Lin, C.K., K. Jaiyen, and V. Muthuwan, 1993. Integration of Intensive and Semi-Intensive Aquaculture. Concept and Example. CRSP Research Report 93-54. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 6 pp.

Personal communication

McNary, J., personal communication, 1990.

Guidelines for Saving and Submitting Reports

Text

• Save text in Word with no embedded tables or figures. Put tables and figures in separate files!
• Minimize formatting, as most will be over-written in the course of editing and standardizing.
• Do not use footnotes.

Tables

• Create or save each table as an independent Word file, not as part of the text file. Include the caption.
• Minimize formatting, as most will be over-written in the course of editing and standardizing.
• Number tables in sequence throughout the text and make certain that the text contains references to all tables.
• Label column headings with brief, explanatory headings. Add standard abbreviations of SI units of measure in parentheses.
• Material presented in tables should be able to fit on one letter-size (8.5 x 11") page with standard (1" all around) margins.

Figures

• Create or save each graph or chart as an independent Excel file, not as part of the text file. Save each diagram or map in the application in which it was created (i.e., not as an EPS, WMF, or CGM file) to ensure editability.
• Include the figure captions in a single text file.
• Number figures in sequence throughout the text and make certain that the text contains references to all figures.
• To ensure optimal printing quality, please use 12-point type and keep figures within one letter-size page with standard (1" all around) margins. Most figures will be printed at a width of 3.5".

Submission Checklist

• Electronic Files
  • Report Text
  • Tables, with Captions
  • Figures
  • Figure Captions
• Hard Copy of Entire Report

Technical Report Preparation Guidelines

Please use the Guide for Authors from the journal Aquaculture as a model for annual report submissions. The main PD/A CRSP departure from the Aquaculture Guide is the position of authors' initials (see Citations Examples below).

Copyright Permission

Acknowledge borrowed material. Make certain when you quote someone else’s work (including both published and unpublished manuscripts and letters) or reproduce a figure or table from any source that you are not infringing copyright.

In general you may quote from other published works. However, if you plan to make substantial extracts or to reproduce tables, plates, or other figures, you must obtain permission from the holder of the copyright. In the case where the copyright holder is not the author of the quoted or reproduced material, you should also obtain permission from the author.

Formulae

• Avoid hand-writing to depict formulae if possible.
• Place formulae on lines by themselves (free of surrounding text) in order to facilitate computer editing.
• Make subscripts and superscripts clear.
• Clearly show difference between numeral zero (0) and letter O, and between numeral one (1) and lower-case letter l.
• Define symbols immediately following the equation in which they are first used.
• Number equations serially at the right-hand side in parentheses. (Number only equations explicitly referred to in the text.)
• Use fractional powers instead of root signs.
• Denote powers of e by exp.

Symbols and Units

• Indicate levels of statistical significance (e.g., P < 0.05) without further explanation.
• Place isotope numbers ahead of symbols (¹⁸O).
• Use the full name of compounds instead of repeating chemical formulae in the textexcept when a long name occurs frequently or in the case of a compound described as the end product of a gravimetric determination (e.g., phosphate as P₂O₅).
• Use SI units (International System of Units) expressed in scientific notation, e.g., kg ha^-1 d^-1. If you must use local measures, show converted measures in SI units in parentheses.

Nomenclature

The CRSP follows rules governing biological nomenclature described in the International Code of Botanical Nomenclature, the International Code of Nomenclature of Bacteria, and the International Code of Zoological Nomenclature.

• Identify all biota (plants, insects, birds, mammals, etc.) at first usage with the common name first followed by the scientific name in parentheses. Thereafter, refer to biota using the common name. This does not apply to biota that are referred to by genus name only (e.g., Colossoma and Clarias). The first letter of the scientific family name is capitalized but English versions of family names are not capitalized (e.g., Cichlidae and cichlids, Osteoglossidae and osteoglossids). Family names are not italicized. The same rule applies to species names that are used as common names (i.e., to avoid frequent usage of the italicized scientific name).
• To indicate unknown species names, the abbreviations are not italicized (e.g., Cichla sp. and Clarias spp.)
• Identify all biocides, other organic compounds, and the active ingredients of all formulations by their Geneva names at the first usage in the text.
• For chemical nomenclature, follow the conventions of the International Union of Pure and Applied Chemistry and the official recommendations of theIUPAC-IUB Combined Commission on Biochemical Nomenclature.

Literature Citations

In the body of the report:

• Cite author's last name, year of publication, and, if necessary, appropriate page numbers, e.g., "Since Peterson (1988) has shown that..." and "This matches results obtained later (Kramer, 1989, pp. 12–16)." Text quoted verbatim from a known literature source MUST include the page number(s) from where the quote was taken.
• Cite the name of the first author followed by "et al." when referring to a publication written by more than two authors.
• Separate multiple authors by a semicolon (e.g., Kramer, 1989; Peterson, 1988). Use a comma after the name and before the year.
• Arrange references cited together in the text chronologically first, and then alphabetically.

In the Literature Cited section:

• Arrange works alphabetically by authors' last names.
• Arrange works by the same author chronologically.
• When listing works by a single author and other works co-authored with one or more writers, use this order: 1) publications of the single author, arranged chronologically; 2) publications of the single author with one co-author; 3) publications of the single author with more than one co-author.
• List publications by the same author in the same year as 1974a, 1974b, etc.
• Refer to the International List of Periodical Title Word Abbreviations for information on acceptable abbreviations.
• For languages other than English, retain the original title. However, the titles of publications in non-Latin alphabets should be transliterated, and a notation such as "(in Russian)" or "(in Greek, with English abstract)" should be added.

Citation Examples

Periodicals

Vez, A., 1977. Dix ans d'expérience de cultures sans labour. Rev. Suisse Agric., 9:59–70.

Edited symposia, special issues, etc., published in a periodical

Iwata, M., T. Hirano, and S. Hasegawa, 1982. Behavior and plasma sodium regulation of chum salmon fry during transition into seawater. In: H.A. Bern and C.V.W. Mahnken (Editors), Salmonid Smoltification. Proceedings of a Symposium, 29 June–1 July 1981, at La Jolla, California, U.S.A. Aquaculture, 28:133–142.

Books

Bartík, M. and A. Piskac (Editors), 1981. Veterinary Toxicology. Developments in Animal and Veterinary Sciences, 7. Elsevier Scientific Publishing Company, Amsterdam/Oxford/New York, 346 pp.

Book section

Green, A.H., 1976. Field experiments as a guide to fertiliser practice. In: R.H.V. Corley, J.J. Hardon, and B.J. Wood (Editors), Oil Palm Research. Developments in Crop Science, 1. Elsevier Scientific Publishing Company, Amsterdam/ Oxford/New York, pp. 235–261.

Unpublished reports, departmental notes, etc.

Dickson, J.W., J.K. Henshall, M.F. O'Sullivan, and B.D. Soane, 1979. Compaction effects under commercial and experimental cage wheels in comparison with rubber tyres on loose soil. Scot. Inst. Agric. Eng., Dep. Note SIN/261 (unpubl.), 9 pp.

CRSP Work Plan

Pond Dynamics/Aquaculture Collaborative Research Support Program, 1993. Seventh Work Plan. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 85 pp.

CRSP Data Report

Woessner, J., R.D. Fortes, and V. Corre, Jr., 1991. Pond Dynamics/ Aquaculture Collaborative Research Data Reports, Volume 4, Number 1, Philippines: Cycle I of the CRSP Global Experiment. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 141 pp.

Paper within a CRSP Annual Report

Nath, S.S. and J.E. Lannan, 1993. Dry matter-nutrient relationships in manures and factors affecting nutrient availability from poultry manure. In: H. Egna, M. McNamara, J. Bowman, and N. Astin (Editors), Tenth Annual Administrative Report. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, pp. 110–119.

CRSP Database citations
If author is known:

Researcher, I., Web Page Title. Document Date. In: Pond Dynamics/Aquaculture CRSP Database. Date of last update (or date accessed). Internet. URL: <biosys.bre.orst.edu/crspDB/default.htm>.

If author is not known:

Pond Dynamics/Aquaculture CRSP Database, Document Date. Country and site, inclusive dates of data used. Internet. URL: <biosys.bre.orst.edu/crspDB/default.htm>.

Internet sources

Min, K., 1998. Wastewater pollution in China. Accessed 6 June 2000. Internet. URL: <darwin.bio.uci.edu/~sustain/suscoasts/krismin.html>.

Thesis

Tain, F.H., 1999. Impacts of aquaculture extension on small-scale Oreochromis niloticus production in northeastern Thailand. M.S. thesis, The University of Michigan, Ann Arbor, Michigan.

CRSP Research Report

Lin, C.K., K. Jaiyen, and V. Muthuwan, 1993. Integration of Intensive and Semi-Intensive Aquaculture. Concept and Example. CRSP Research Report 93-54. Pond Dynamics/Aquaculture CRSP, Oregon State University, Corvallis, Oregon, 6 pp.

Personal communication (within text only — do not list personal communications in Literature Cited section)

The fishing here is great (J. McNary, personal communication, 23 June 2003), wish you were here.