Monitor - Journal of
the Victorian Herpetological Society.
Guidelines For Contributors.
STOP PRESS –
The guidelines below are accurate save for the contact addresses (including e-mail) which are wrong.
Please contact the editor at the following address details:
THE PRESIDENT VHS INC.
V.H.S. INC. POSTAL ADDRESS IS:
PO BOX 523,
SOMERVILLE, VICTORIA, 3912,
PHONE: 03 94370755
Monitor welcomes publications on all aspects of herpetology
and aimed at all levels ranging from professional, through institutions
such as zoos and keepers to those who have a stronger than average interest
in reptiles but (as yet) little detailed knowledge. We publish articles
on subjects as diverse as keeping in captivity, legislation and comment,
natural history, results of field trips and surveys, literature reviews,
taxonomy, (including formal descriptions of new species), herp notes, observations,
news items and other matters deemed to be of interest.
Readership varies from professional biologists, state wildlife officials,
school teachers, zoo keepers, private keepers and others, although most
readers fall into the category of those who hold reptiles in captivity
as licensed private keepers.
We have printed detailed guidelines here as an aid to both experienced
writers and those who have never previously written or published before.
The guidelines are particularly useful for the latter group as they detail
finer points such as citing references and other things, that may otherwise
be unfamiliar. Authors using wordprocessors and computers will have few
if any difficulties with the guidelines printed below. Those who do not
fall into this category should not be discouraged. Monitor welcomes
all contributions and we are able to assist those without the resources
to present articles in our preferred format. If in doubt, please phone
the editor on (Australia) 0412 777 211 or international +61 412 777 211.
The following guidelines may appear tedious (and to an extent off-putting),
however we ask that all prospective authors read them so that they understand
fully what is and is not done in relation to publications in Monitor.
Author's guidelines have also been formalised in order to prevent potential
misunderstandings between contributors and Monitor and to
legally protect contributors and the Victorian Herpetological Society
in the event of copyright and other disputes.
Due to time constraints of the editor/s and those involved in the production
of Monitor, we ask that all prospective authors read these
guidelines and adhere to them as rigidly as possible. Articles and other
material submitted that conforms to these guidelines will tend to be given
precedence over those submitted that do not. It is suggested that upon
completion of material to be submitted, the author re-read these guidelines,
in their entirety, ensuring that what is being submitted is as consistent
with these guidelines as possible, making corrections at this stage as
Monitor is a high quality publication
and routinely cited by authors elsewhere. The format in which articles
are produced conforms with accepted conventions while being as reader-friendly
as possible. Articles, letters to the editor, etc. (including captions
for illustrations, etc.) should be submitted in typed form (two hard copies)
as well as on IBM compatible computer disk (see below). We can also accept
material via e-mail under many circumstances, however contributors should
enquire first with the editor, before sending articles in this manner.
The editor can be contacted at email@example.com
Authors should always retain copies of their articles on disk and hard-copy.
As a rule hand-written material IS NOT accepted, but we will waive this
rule if necessary.
Disk Formats Accepted: Our preferred format is for documents
submitted as Microsoft Word 6.0. If authors have multiple save options
available, it is asked that they attempt to save and send files to us in
that format. We do however accept any format that can be successfully converted
using Microsoft Word 6.0 or Word 7.0 (usually with Windows 95). These are
Rich Text Format, Wordperfect 5.x, Word for ms-dos 3.x, 5.x, Word for Macintosh
4.0, 5.0, 5.1, Windows Write 3.0, 3.1. Do not send material as Pagemaker
or Quark Xpress files.
Illustrations: Photos, diagrams can be submitted in almost any
form, slide, print, B/W photo, etc. It is suggested that potential illustrations
be sent with articles and letters at the same time. For all photos and
illustrations we seek the following caption information:- Details of photo,
etc. (caption), Photographer/producer (name). Because this will be printed
with illustrations used, we seek this material to be submitted as hard
copy text and on disk in the same manner as the articles themselves (as
a separate file). When multiple photos/illustrations are used, these are
to be numbered, with the numbers correlating with the captions. Contributors
are asked to submit as many illustrations as possible for articles (photos,
etc.) allowing the editors to use as many as is practicable (not all will
necessarily be used). If one or more illustrations are deemed by the author
to be of greatest importance, this should be indicated in a covering letter
that accompanies the article. Obviously high quality images are more likely
to be printed rather than those of poorer quality.
Fonts: Use a plain and commonly used font such as Times New Roman,
Roman, Times, Arial (preferred) or similar. Avoid variations in sizes of
letters in text or for headings. Do not vary font in the article. This
includes headings. All headings and subheadings should be in capitals only.
Author name and address details should be in lower case, except when capitals
are used in the normal way for names and so on. If possible, centre all
headings, subheadings and name and address details. All other text should
be presented either justified or aligned left. Avoid use of bold type.
Measurements: The metric system is to be used only. If there
is no metric means to give a particular measurement, then the SI system
is to be used. Imperial measurement equivalents may be given in brackets
in articles if the author chooses.
Style of writing: In preparing articles, all authors are advised
to make the text as reader friendly as possible. It asked that unnecessary
use of long or complicated words be avoided if/when there are simpler alternates.
However we ask that text be as concise as possible without use of excessive
and unnecessary words. Having said this, we ask that accuracy and/or specific
detail of information not be sacrificed in order to appear reader-friendly.
Authors are responsible for the factual accuracy of material submitted.
If in any doubt of the accuracy of a given measurement, statement, etc.,
this should be indicated in the body of the text of the article.
Opinions: Authors are welcome to express their opinions on matters.
However it is asked that at all times "facts" and "opinions"
be readily delineated by the author, so that any reader can distinguish
Grammar and spelling: These should always be correct. If in doubt
consult The Style Manual For Authors, Editors and Printers,
Fifth Edition, published in 1994 by The Australian Government Publishing
Service Canberra, ACT, Australia. As a rule we use English as opposed to
American spelling, but this is not always enforced. For acronyms, e.g.
NPWS, do not use full stops between letters. If acronyms are to be used,
their full name is to be given in the first instance, giving the acronym
in brackets, then simply use the acronym in the usual manner. For example
.....National Parks and Wildlife Service (NPWS).....NPWS.....For everyday
acronyms, such as state names, time, etc, it is not neccessary to give
their full name in the first instance.
Names and Scientific Names: Scientific names should always be
in italics - no exceptions. Do not underline them. All species when first
cited, should be first listed with their common/colloquial name (normal
type), then scientific name in the first instance. Following this, one
or other (only) may be used. Repeat scientific names may be abbreviated
when there is no ambiguity (e.g. Litoria aurea becomes L. aurea).
When there is no accepted common name for a species, then it is asked that
a generalised descriptive term be used in lieu of a common name at the
first mention of the species, after which the scientific name only be used.
(e.g. small skink (Calyptotis ruficauda)). We seek initial use of
a common or colloquial name so as not to alienate novice readers and allow
them to more easily understand the content of articles.
Choice of names: For a given species it is asked that the most
commonly used "common name" be used in preference to all others.
Likewise for scientific names unless the article itself is of taxonomic
nature and proposing or supporting changes. Where there are well-known
alternates, it is asked that this be indicated at first time name is given
(e.g. ...Antaresia (=Liasis) perthensis...or ....Antaresia
(formerly Liasis) perthensis....) with the more recently
accepted version given precedence (given first). Authors are asked take
special care with spellings of scientific names as it is likely that the
editor may not be familiar with the species being discussed.
Taxonomy - Rules: (Applicable to those who may be writing on
taxonomic and nomenclatural matters). These should conform with those in
the most recently published and effective "Rules"
published by the ICZN. If in doubt, copies are held by most state museums
in Australia, most major Universities, or can be purchased from ICZN, C/O
The Natural History Museum, Cromwell Road, London. SW7 5BD, United Kingdom.
Locations: Lat. Long. should be given for all locations cited
in articles. For articles talking about a given geographical area (e.g
results of a field trip), authors should consider submitting one or more
maps. These maps must be free of copyright restriction and in a form that
is 'camera ready'. We cannot manufacture maps here from generally available
maps. Please realise however that Monitor has world-wide
distribution and not all readers may be familiar with the subject area.
Good atlases can be found in most major libraries.
Headings: Articles do not need to conform to a set number or
style of headings, (such as introduction, material and methods and so on).
However it is asked that longer articles (1,000 words or more) have the
text broken into subsections by use of headings.
Citations: These guidelines are of utmost importance to all contributors.
References are to be cited in the text in the usual manner, (author and
year, as well as page number if necessary), with full citation in alphabetical
order at the rear of the article, (refer to recent issue of Monitor
for details (must be later than 10 (1)). Specific page numbers, if referred
to, are always to be cited in the body of the article, NOT at the end.
Books and publications cited, should always have the number of pages given
in the final citation. In the case of books, the relevant edition number
should be given if it is not a first edition. Do not use bold type for
citations or part thereof. Some publications publish papers cited in text
as numbers and listed at rear of paper numerically. Monitor
does not do this - no exceptions. Papers submitted without proper information
and/or incorrect citations will be returned to the authors for correction.
No citations at the end of articles and papers should be listed as "ibid.".
This is forbidden.
Personal Communications should be cited as name then date in the text
of the article only, not at the end. Letters, tapes and documents should
be cited in full at the end of the article in the usual manner. Personal
letter citations, including those not addressed to authors, should have
Examples of citations: (in text) ....(Storr 1981)....(Hudson
1979, Storr 1981).....Cogger (1992)... (at end of paper)
Cogger, H. G. (1992) Reptiles and Amphibians of Australia, Ed.
5. Reed, Chatswood, NSW, Australia:775 pp.
Hudson, P. (1979) On the breeding and birth of Death adders in captivity.
Storr, G. M. (1981) The genus Acanthophis (Serpentes: Elapidae),
Records of the Western Australian Museum, 9 (2): 203-210.
For multiple entries by the same author, please cite author name in
each entry. Not all journals do this, but Monitor does. For
multiple entries by the same author in the same year, they are to be cited
and listed as "name"a"" and in chronological order
of publication if known. (e.g. ....Hoser 1993a, 1993b).....).
Publications should not be abbreviated. In other words don't use things
like Rec. W.A. Mus..
The following types of citation are STRICTLY
'in press', 'in preparation', 'ibid'. These are
not to be used in any circumstances!
Footnotes: Avoid use of them.
Tables and diagrams: When submitting on disk, please ensure that
these are saved individually and as SEPARATE FILES on the disk/s - not
on the same file as the article. Please specify format in which they are
saved in the covering letter. Our preference is as word or Pagemaker importable
files.(Compatible with Pagemaker 6.5 or earlier).
Acknowledgements: Please keep these brief. Do not cite every
man and their dog. This section, if included should state what given persons
have done, not the fact that you are grateful for it or any other subjective
types of statement. Do not cite things like car company for making your
car, your mother for giving birth to you, the local wildlife department
for giving you a licence, BP for selling you petrol, etc.
Author details: With all material submitted, authors are asked
to ensure that the following information be provided immediately following
the title header of the article: Name, address for correspondence, phone
number, fax number, and e-mail address. If any are unavailable, then please
leave blank. All will be published unless the author specifies otherwise.
Author Summary: At the end of all articles, papers, etc., the
author is asked to write two short sentences detailing their past in relation
to herpetology or the subject of the article ("author summary").
The author is also asked to provide a recent head photo of themselves (or
as near as possible similar) for possible publication in Monitor.
When multiple authors are involved, it is asked that each do the same,
however whether any of this is actually published rests with the editor,
who must consider factors such as space and other matters. The "author
summary" is to go after all other parts of the article including references,
etc. and must also be submitted in the same format as the article itself
(2 hard copies and on disk), best sent as part of end of article.
Subarticles: (Often called boxed articles): These are welcome.
Authors should indicate what text is "boxed" at time of submission
and they should be presented as a separate paper and separate file on disk.
If by the same author, please do not submit author summary with subarticles.
Contentious Issues: Articles deemed by the editor to have controversial
subject matter, legal ramifications or similar will as a matter of course
be referred to the Victorian Herpetological Society President,
and/or committee for comment prior to any publication. This is not to say
they may not ultimately be published. Monitor welcomes letters
(in the form of letters to the editor) and other comments from all interested
parties on any relevant matter. However the Victorian Herpetological
Society, as financier and publisher of Monitor, retains
the right to veto or vett any publications without correspondence. For
Contentious Issues, comments, etc, the contributor's guidelines are the
same as above.
Refereeing: All papers will be refereed. This has been practice
for Monitor for some time, but now refereeing guidelines
have been formalised. The process should not be seen as a deterrent for
prospective authors, but rather as an aid to getting material published
(even if for the first time), by having competent reviewers tidy up what
may otherwise be messy articles or for others to be seen as fine tuning
an already competent paper. Referees are person/s deemed by the editor
to have competence in the field covered by the submitted article. The role
of the referee is to correct obvious mistakes and potential ambiguities
only and if they deem necessary offer input as to potential improvements
to the paper or article. Although the author is asked to incorporate most
of the referees suggestions into the final draft of the article, this decision
rests with the author. Referees have been asked to avoid being unnecessarily
interventionist in their reviews of submitted work. They do not re-write
Final decision to print any paper or article remains with the editor.
Names of referees of papers and articles will be printed with the article
(at end) on publication. Should an author wish a particular person/s not
to referee their article or paper this should be indicated at time of first
submission. No reason is sought or required to exclude a particular person
as referee. The entire refereeing process has been made transparent to
allow for improved accountability of the whole publishing process of Monitor
as it maintains it's position as one of the world's pre-eminent
Advertising: Under limited circumstances,
Monitor will accept advertising. Consult
this link (click here) if interested. Monitor promotes products
and services it sees of benefit to readers, however if/when adverts, advertorials,
etc., are printed, they are usually in such manner as to fill what would
otherwise be blank space, such as at the end of articles. Monitor
does not accept advertisements for sale of live reptiles or related
products such as food. Whether or not adverts are accepted and/or printed
is the editor's decision alone and it is final.
The publishing process:
These guidelines are published at http://www.smuggled.com/mongui1.htm.
and may be downloaded by any person.
Submission of any material to Monitor is taken as
consent to the following publishing terms and conditions:-
Monitor Editor's Address For Correspondence: Raymond T.
Hoser (Editor Monitor), PO Box 599, Doncaster, Victoria,
3108, Australia. E-mail address: firstname.lastname@example.org
Within Australia: Phone: (03) 9812 3322 Mobile: 0412 777 211
Fax: (03) 9857-4664 International: Phone: +61 3 9812 3322 Mobile:
+61 412 777 211 Fax: +61 3 9812 3355
All other inquiries re the Victorian Herpetological Society:
Including Monitor subscriptions, distribution inquiries,
etc, should be directed to: Brian Barnett, (President, Victorian Herpetological
Society), 16 Suspension Street, Ardeer, Victoria, 3022, Australia. E-mail
Within Australia: Phone: (03) 9363-6841 Fax: (03) 93605-6704
International: Phone: +61 3 9363-6841 Fax: +61 3 9360-5704
Over Fifty Herpetological Papers
- Downloadable in full.
Victorian Herpetological Society
Non-urgent email inquiries via the Snakebusters bookings page at:http://www.snakebusters.com.au/sbsboo1.htmUrgent inquiries phone:Melbourne, Victoria, Australia:(03) 9812 3322 or 0412 777 211