Author Guidelines

 

Writing an encyclopedia entry requires a specific type of writing that can be a challenge to almost any author. The Greene County Historical Society has assembled a group of experienced scholars ready to assist you in your work. Please do not hesitate to contact the editorial committee with any questions that you might have. We look forward to hearing from you.

 

General Guidelines for the Successful Entry

 

An encyclopedia entry is designed to provide a brief overview of a topic that is likely to have been the subject of numerous books and articles. So that you might be as concise as possible, please consider the following suggestions:

  • Focus on your subject. You do not need to elaborate on the many ways your topic might relate to other figure, places, or events in Greene County history. Remember your entry will include links to related entries that will help the reader get an understanding of your entry’s broader significance.  

  • Focus on Greene County. The impact, influence, or connection of the subject to Arkansas, if not obvious, should be prominently presented in the entry. Briefly convey if the subject has regional, national, or international significance.

  • Pay attention to your word count. Double-spaced twelve-point Times New Roman font, on an 8 ½" x 11" page with 1" margins will yield approximately 250 words  on one page, 500 words on two pages, 750 words on three pages, and 1,000 words on four pages, and 1,500 words on six pages.

Be Encyclopedic! The editorial staff will use as much of your original language as possible but will edit for a consistent voice throughout the Encyclopedia. You can assist us by doing the following:

  • Write objectively. Entries should be neither overly favorable nor critical. If the subject is controversial, explain the controversy as well as conflicting points of view.

  • Write clearly. The encyclopedia should be usable by scholars and students. Avoid jargon as much as possible; when you must include such technical terms in the entry explain them clearly. Do not take for granted that readers are familiar with your subject.

  • Include Resources. In the “For additional information” section of your entry, include resources where the reader can use to find more information on the topic. These should not include private papers, but items accessible by the general public. They should include websites only if they are your subject’s official site or a scholarly or academic site devoted to your topic.

Be Professional!

 

  • Don’t break copyright laws. Most material published prior to 1920 may be quoted with no copyright problems. As a rule, only brief passages of prose should be quoted from material published 1920 and after. Please do not quote materials that you have published previously. Even though you can claim authorship, your inclusion of full sentences or salient phrases that have appeared in prior publication may constitute an infringement of copyright. Instead, reword any statements you wish to draw upon from your previous works.

  • Don’t reproduce errors in older texts. Use primary documents whenever possible.

  • Keep your deadlines. We want to keep the content in the encyclopedia fresh and missed deadlines will make that goal difficult to achieve. If you anticipate having difficult with a deadline, please let the editorial committee know as soon as possible.  

 

Submitting Entries

You may send in your entry either via email or on paper. Please follow these instructions for submitting your entry:

 

E-mail

  • Send your entry as an email attachment of a Microsoft Word document. If you do not use Microsoft Word, save the file as a Rich Text Format file (extension .rtf).

  • Include your name, and phone number, and the title of your entry in the body of your email message. Include an alternate email address if available.

  • Send email submissions here. If receipt of your submission has not been confirmed within five business days, please contact Michael Bohlen, via email: gcmohs@gmail.com.

 

Paper

  • Submit a double-spaced printout, of your entry on standard 8½" x 11" paper and either a flashdrive or CD with your entry in Microsoft Word. If you do not use Microsoft Word, save the file as a Rich Text Format file (extension .rtf). Typewritten or handwritten entries will be accepted, but they are discouraged because of the time and expense of converting them to digital files.

  • Mail paper copies and flashdrive or CD to: Greene County Historical Society, P.O. Box 3466, Springfield, MO 65804 Attn: Encyclopedia of Greene County History.

 

Media

You are strongly encouraged to submit media to accompany your entry (photographs, illustrations, maps, graphs, audios, and/or videos) or suggestions for these and where to find them. You may also submit digital copies of media. If you send originals or digital copies, please follow these specifications:

  • Images: For digital photos, .jpg or .tif format images no smaller than 2,000 pixels on the largest side, 300 DPI is required. We can also accept original slides, camera negatives, and photographic prints.

  • Video: Accepted in hard copy VHS format, DVD format, or .mpeg computer format.

  • Audio: Accepted in cassette, CD, or mp3 format.

If known, include the original source for the media (i.e., history archive, photographer, personal collector, company that produced the material). Include captions or labels for names, locations, events, and the year of the production whenever possible. If you send in original materials and wish them returned to you, alert staff to this and be sure your name and address are affixed to each item. Also, include a self-addressed stamped envelope so staff can return your materials. If you submit a photograph or other visual material from a publication or collection, note this source so encyclopedia staff can obtain permission to use it and avoid copyright infringement. If we use your photograph, tape, etc., and you would like a digital copy of it, please let us know. 

 

After You Submit Your Entry

 

  1. Initial Edit—Once an entry is received, the Encyclopedia staff will evaluate it for appropriateness and content. The entry is also subject to editing for style, accuracy, clarity, and content. The editorial committee may make notes concerning areas that require more detail, explanation, or clarification.

  2. Outside Review—When available. the editorial committee may seek the input of an outside reviewer with expertise in the subject area who might make recommendations for additional resources to strengthen the entry.

  3. Queries to Author—After the initial edit and review, the entry will be returned to you with queries and suggestions and assigned a deadline for your revision.

  4. Fact Checking—Upon receiving the revised entry, the editorial committee will work to verify the factual material presented in the entry. Bear in mind that while the committee will attempt to fact check as much of the material as possible, authors must review dates, names, descriptions, and all other facts before submitting their entries, as they have primary responsibility for the accuracy of the information presented in the entry.

  5. Author Approval—After fact checking is completed, the entry will be returned to you for final approval. At this point we will require you to sign off on the entry and release copyright to the encyclopedia. The editorial committee reserves the right to reassign late or poorly written entries to a new author. We also reserve the right to reject any entry submitted.

 

The editorial committee of the Encyclopedia of Greene County History appreciates you for taking on this assignment. Your contribution to this project will make the Encyclopedia an excellent educational resource to be used by anyone interested in the history of our region and could not be made possible without your hard work and sacrifice.

 

Thank you.

Greene County

Historical Society

P.O. 3466

Springfield, Missouri, 65808

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