MANUAL FOR INVESTIGATION OF HPV CHEMICALS

CHAPTER 5: PREPARATION OF THE SIDS INITIAL ASSESSMENT REPORT (SIAR) AND SIDS PROFILE ANNEX 3: TEMPLATE FOR THE SIDS INITIAL ASSESSMENT REPORT (SIAR)

Explanatory note
1INTRODUCTION............................................................................................................................................2 2ORGANISATION OF DATA..........................................................................................................................2 3FORMATTING SETTINGS............................................................................................................................2 3.1Page setup.................................................................................................................................................2 3.2Styles........................................................................................................................................................2 4USING THE TEMPLATE................................................................................................................................6 4.1Locating the User Templates Folder........................................................................................................6 4.2Creating a new document.........................................................................................................................6 4.3Transferring styles from the SIAR template to an existing document.....................................................6 4.4Inserting text from previous SIAR texts .................................................................................................7 4.5Headers and Footers.................................................................................................................................7 4.6Headings and sub-headings......................................................................................................................7 4.7Indexes and tables....................................................................................................................................7 4.8Tables.......................................................................................................................................................8 4.9Formulas...................................................................................................................................................9 4.10References .............................................................................................................................................9

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INTRODUCTION

This document defines issues regarding organisation and format of data in a SIDS Initial Assessment Report (SIAR), as established in the template (SIAR Template Version 1.dot). In this template, the organisation of data has been further detailed to cover all topics described in the Chapter 5 of the Manual for Investigation of HPV Chemicals. Terminology used in the headings and subheading conforms with this guidance document.

ORGANISATION OF DATA

Section Title is numbered and set at level 1 (Style Heading 1). Each section is further detailed in subsections (4 additional sub-levels to the highest level). The first 2 sets of subheadings are numbered (Heading 2 and Heading 3) to be included in a table of contents. The second two headings (Heading 8 and Heading 9) are not numbered but have different lettering (see description of styles below). Other headings ( Heading 4 to Heading 7) are not used in this template but are available should a more detailed structure be necessary in the future. If the information for a numbered subsection (Heading 2 and Heading 3) is not available, the subsection must be kept with a brief statement explaining the lack of data (therefore numbering will be maintained as it is in the template). However, non-numbered sections (Heading 8 and Heading 9) can be deleted should no data be available.

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3.1

FORMATTING SETTINGS Page setup

Paper size (A4) Margins Width Height Top Bottom Left Right Gutter Header Footer 21 cm 29.7 cm 2.5 cm 2 cm 2 cm 2 cm 0 1.3 cm 1.3 cm

3.2

Styles

There are 4 broad groups of styles used in the template:

Headings (sections/subsections) Body text (core of the text) Special purposes (header/footer/table of contents, tables) Others (cover title, lists)

Most of the styles are built-in styles of Word in order to directly use the formatting features designed in the software: tables automatically numbered, cross-references, insertion of fields

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etc. It also allows to transfer the styles of the SIAR template to existing documents and to reformat them quickly according to the new requirements.
TEXT

The core of the text is based on the Body text style.

Body Text (based on no style) Font Size Style Language Style for following paragraph Alignment Paragraph Space after Widow/orphan control Times New Roman 12 pt Regular English (US) Body Text Justified Line spacing single 9 pt

Notes:

Body text is used instead of Normal style, as normal is a default setting of any Word template and is used as a base for various built-in styles. Therefore any change in Normal style can cause unexpected modifications in the document. Space After is set up to 9 pt (75% of the font size, kind of a rule for long documents). Space Before is not set up in order to avoid a pagination bug of word (space is not automatically suppressed at the top of the page) and therefore get the page top even. Space After is used to avoid using blank lines for spacing. The reason is that in Word a paragraph is not only a blank line but also a container storing document properties. In a blank paragraph, these can get set to various values and (if in large numbers) can cause Word to crash. Style for following paragraph is set to Body text to avoid introducing unexpected styles in the core of the document.

Styles based on Body text

Body Text 2 Body Text 3 Based on Body Text Based on Body Text + Space After 0 + Space After 7 pt + Font size 10 pt

Notes:

Body Text 2: Space After is set up to 0. Used in lists which should not be numbered or bulleted, for example in the identification of the substances. Body text 3: used where appropriate (in a long list of references for example).

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HEADINGS

Sections Included in the Table of contents (TOC) Sections 1 to Section 6

Style Heading 1

Description Based on no style Font Paragraph Tabs Language Numbering Based on Heading 1 Description Based on Heading 1 Based on Heading 2 Based on Body text Based on Body text Style for following paragraph: body text Times New Roman, 12 pt, bold, All caps Aligned left, Hanging 1.48 cm, Space after 10 pt, widow/orphan control, keep with next Left tab at 1.48 cm English US Outline numbered, level 1, Starts at 1 No tabs, no numbering, Level 6

Annexes Subsections Numbered Not Numbered

Heading 6 Style Heading 2 Heading 3 Heading 8 Heading 9

+ Not All Caps, Font 12 pt, Space before 18 pt, Level 2 Level 3 + underline, Level 8 + italics, Level 9

SPECIAL
Style Header

PURPOSE STYLES

Headers and footers Information Left aligned: publication type (OECD SIDS) Right aligned: substance name Description Based on no style Font Paragraph Tabs Border Footer Footnotes Style Footnote text Footnote Reference Information Text in the footnote Number of footnote Description Based on Body Text 3 Times New Roman 10 pt, regular, line spacing single Default paragraph font + 8pt + raised 3pt Outside: Page number Based on Header

Times New Roman, 12 pt Aligned Left Centered at 8.5 cm Right at 17 cm Bottom, single solid line pt width, spacing from text 2 pt Times New Roman, 12 pt

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Tables Style Caption Information Title Description Based on no style Font Paragraph Based on no style Font Paragraph Based on no style Font Paragraph

Times New Roman 12 pt bold Line spacing single, Left Aligned, Space before 18 pt, Space after 4.5 pt, Hanging 1.48 cm Widow/orphan control, Keep with next Times New Roman 10 pt regular Space before 2.7 pt, Space after 2.7pt Widow/orphan control, Keep with next, Keep lines together Times New Roman 10 pt Space before 4.5 pt, Space after 12 pt, Hanging 1.48 cm

Table text (not a built-in style) Table note (not a built-in style) Table of contents Style TOC1 TOC2 TOC3 TOC4 TOC5 TOC6 TOC7

Text in table

After table

Information Numbering Level 1 (linked to Heading1) Numbering Level 2 (linked to Heading 2) Numbering Level 3 (linked to Heading 3) Numbering Level 4 (linked to Heading 4) Numbering Level 5 (linked to Heading 5) (linked to Heading 6 (linked to Heading 7)

Description Font Paragraph Tabs Based on TOC1 Based on TOC2 Based on TOC3 Based on TOC4 Based on TOC1 Based on TOC1

Times New Roman, 10 pt, All caps Aligned left, Space before 12 pt Left 0.5 cm, Left 16.25 cm leader, Right 17 cm no leader + Not all Caps + Indent at 0.5 cm, hanging 0.75 cm + Tabs at 1.25 cm, not at 0.5 cm + Space before 0 pt + Indent 1.25 cm, hanging 1 cm + Tabs at 2.25 cm, not at 1.25 cm Not used Not used + Tabs Not at 0.5cm Not used

Index of Tables Style Table of figures Description Font Paragraph Tabs Times New Roman, 10 pt, Regular Aligned left, Line spacing single Left 16.25 leader, Right 17 no leader

OTHERS

Style Cover Title (not a built-in style) List Bullet List Number List Bullet 2 List Number 2 List alpha (not a built-in style)

Information Titles Bulleted list 1st level () Numbered list 1st level Bulleted list 2nd level (-) Numbered list 2nd level Alphabetical list (a)

Description Font Paragraph Font Paragraph Font Paragraph Font Paragraph

Times New Roman, 16 pt, Bold Centered, Space before 12 pt, After 12 pt Times New Roman, 12 pt Aligned Left, Tab at 0.63 cm Times New Roman, 12 pt Aligned Left at 0.63 cm, Tab at 1.27 cm Times New Roman, 12 pt Aligned Left, Tab at 0.63 cm

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4.1

USING THE TEMPLATE

Locating the User Templates Folder

User templates are stored in a folder (usually on the users computer) normally called Templates. Its default location differs among the various versions of Word. It can be found by using the following path in Word: Tools / Options / File Locations / Templates Copy the new template in this default folder. 4.2 Creating a new document

When you select New under the File menu, the new template (SIAR Template Version 1.dot) is proposed under the General Tab for new files. All styles in the template will be created in the document and will stay with the document even if the attachment is later broken (it happens if the document is moved to a different computer which does not have the template). 4.3 Transferring styles from the SIAR template to an existing document

An existing document can be modified to incorporate the styles and the features from the template. In the Word Toolbar, select Tools, Templates and Add-Ins, Organizer. In the left side of the window is displayed the template attached to the document (often Normal.dot). In the right side of the window is displayed Normal.dot. Proceed as follows: - Select Close the Normal.dot file - Select Open File - Select the new template SIAR Template Version 1.dot in the list of templates - Select all styles - Copy all of them to the styles of the existing document (left window) If the existing document has not been formatted with the built-in styles of Word, the styles will not be automatically updated. Styles will have to be transferred manually (for example, changing all text formatted in normal into body text). Note: the page setup must also be modified to reflect the new template options regarding margins, headers and footers, pagination)

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4.4

Inserting text from previous SIAR texts

Several options (depending on the length of the text to be inserted):

Copy the text to be inserted and paste it at the right location in the new document with the option Unformatted text (Edit menu/ Paste special, select Unformatted text in the list of options). The inserted text will be in the style used at the point of insertion. Make sure that the formatting marks are displayed in the original document (Tools menu / Options / View / Formatting marks/ all). Select and copy the text to be inserted without the paragraph mark. In the destination file, paste it at the right location (before a paragraph mark), it will take the style and format of the insertion point. Headers and Footers Header: Substance name should be manually introduced (View header and footer). Headers of the following sections (References and Appendix) will be automatically updated. (Same as Previous feature). Footer: Page number automatically inserted. Headings and sub-headings

4.5

4.6

Headings and subheadings should not be modified. 4.7 Indexes and tables

Table of contents The table of contents can be updated either in modifying only page numbers if the structure has not been modified (select the table of contents + key F9, select Update Page Number only) or in updating entirely the table (for example if section Annex has been removed).

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In the last case, you will have to modify manually the page alignment in the table of contents: In the template, 2 tabs have been set between the heading and the page number (first tab at 16.25 cm aligned left with leader dots and second tab at 17 cm aligned right with no leader dots) in order to stop the leader dots at a uniform distance to the left of the page number. There is currently a bug in Word (2000/2002) that prevents this from working properly. To turn around the bug, select the table of contents and find/replace it to turn the single tab into 2 tabs (Find / More / Special / Tab Character and Replace with 2 Tab Characters). Leader dots will line up nicely. Other possible issue when generating a new table. When generating the table with numbered sections, Word is introducing unexpected Tabs (Tab of heading 2 at the heading 1 level, and so on). If the text of the heading is short, the page number might move to this unwanted tab, close to the text. To turn round this Word problem, simply select the line and manually remove the tab. Index of tables Procedure similar to the table of contents. 4.8 Tables

Creating a new table Titles Number is automatically setup when using the following procedure:

Insert / Caption Label: Select table. Table followed by the right sequence in the document will be introduced.

To obtain a nice alignment in the index of tables, if the sequence number is 1 digit, the title should be preceded by 5 spaces otherwise it should be preceded by 3 spaces. Title should not be in bold. Table Data should be formatted in the style Table text. Borders 1 pt; Inside lines pt. Table properties:

Cell properties: Table / Options/ default cell margins left and right: 0.19 cm If the table will be spread over 2 pages or more: select the first row + table properties / row / select repeat as header row at the top of each page: the headings will be automatically repeated at the top of each page. If the table has to fit on one page only, select the rows + Format / paragraph / Line and Page breaks / select Keep with Next option.

Table note Use this style either to add a note to the table or to indicate that the table continues overleaf, should it be spread over 2 pages.

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In the case of several notes, use a manual line break (SHIFT + ENTER) to keep them together in the same style, instead of pressing Enter after each of them. Note: User can insert a cross-reference to the Table in the core of the text. If you add an additional table to the document and Table 3.10 becomes Table 3.11, you can update the cross-reference field without retyping the information. Inserting landscape tables Set up different sections to accommodate the landscape page. With the insertion point in the landscape section, activate the Header/footer dialog and click on same as previous to separate this page from the previous one. Repeat this procedure for the section following the landscape formatted page. 4.9 Formulas

Formula in a separate file

Click on the destination point (1.1 Identification of the Substance / Structural Formula). Select in the Insert menu / Picture / From file

Formula in the clipboard (copied from another document)

Click on the destination point (1.1 Identification of the Substance / Structural Formula). Select in the Edit menu, the Paste Special function, then select Picture in the list of options. References

4.10

(Harvard system or author-date system) Reference citation in text The system uses the author(s) name(s) and date of publication in parentheses for each reference cited as it occurs in the text. Single author Smith (2002) was the first to propose the theory... The theory was first proposed in 2002 (Smith, 2002). When an author has published several cited documents in the same year, these are distinguished by adding lower case letters after the year within the brackets. Smith (2002a) Multiple authors (2 or 3) Same work by 2 or 3 authors: (Smith, Brown and Jones, 2002) Smith, Brown and Jones (2002) were the first to propose

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If more than 1 reference is given at the same point in the text, they should be listed chronologically. Smith (1998), Brown (1999) and Jones (2001) Multiple authors (more than 3 authors) Only the name of the 1st listed author is given, followed by the expression et al. Smith et al. (2002) were the first to propose the theory. The theory was(Smith et al., 2002). References list All names will be given in Section 6. (references).

The list of the full references is arranged alphabetically by author. When an item has no author it is cited by its title and ordered in the reference list in sequence by the most significant word of the title. All significant words in the book titles are capitalised (not in journal titles). The date appears after the author. The titles of the journals may be abbreviated (generally according to the style used in Index Medicus).

Standard Journal article Author(s). (Year of publication). Article title. Title of journal, Volume, Issue number, Article pages. Examples
Ahel M, Hrak D and Giger W (1994a). Aerobic transformation of short-chain alkylphenol polyethoxylates by mixed bacterial cultures. Arch. Environ. Contam. Toxicol. 26 (2), 540-548. Ahel M, Giger W and Koch M (1994b). Behaviour of alkylphenol polyethoxylate surfactants in the aquatic environment - I. Occurrence and transformation in sewage treatment. Water Res. 28, 1131-1142. Ahel M, Giger W and Schaffner C (1994c). Behaviour of alkylphenol polyethoxylate surfactants in the aquatic environment - II. Occurrence and transformation in rivers. Water Res. 28, 1143-1152.

Books and other monographs Author(s). (Year). Title of book . Edition of book. Publisher, Place of publication
Mill T and Mabey W (1985). Environmental Exposure from Chemicals. Volume 1. Edited by WB Neely and GE Blau. CRC Press.

Chapter in a book
Jones B (1985). Photochemical transformations. In: Mill T and Mabey W (1985). Environmental Exposure from Chemicals. Volume 1. Edited by WB Neely and GE Blau. CRC Press, 125-132.

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For reports produced by organisations or industry, the following information should be added to the reference (if available): Organisation/Company, Year of publication, year of completion of study, Document number, Project number. Unpublished report should be referenced as such.

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