Preparation of Papers for Publication
First A. Author1, Second B. Author2, Jr., and Third C. Author3                                                                        1Affiliation 1                                                                                                                                                       2Affiliation 2                                                                                                                                                       3Affiliation 3                                                

Abstract—These instructions give you guidelines for preparing papers for AJICT. This version is a slight adaptation of an IEEE version. Use this document as a template if you are using Microsoft Word 6.0 or later. Otherwise, use this document as an instruction set. Define all symbols used in the abstract. Do not cite references in the abstract. Do not delete the blank line immediately above the abstract; it sets the footnote at the bottom of this column. Do not insert page numbers. Page numbers will be inserted by the editors. Once your paper is accepted final copies must be submitted online as Rich Text AND pdf as well.

Index Terms—About six key words or phrases in alphabetical order, separated by commas. For a list of suggested keywords, go to http://www.ieee.org/organizations/pubs/ ani_prod/keywrd98.txt or send a blank e-mail to keywords@ieee.org. 

I.	INTRODUCTION
This document is a template for Microsoft Word versions 6.0 or later. If you are reading a paper or PDF version of this document, please download the electronic template from http://ewh.ieee.org/soc/ces/papersub.html to prepare your manuscript. 
The objective of this document is to provide a template for the preparation of a paper for publication in the AFRICAN JOURNAL OF INFORMATION AND COMMUNICATION TECHNOLOGY. The use of this template and its included styles for the parts of the document will ensure the professional appearance of your paper as well as providing a uniform digital source from which to satisfy the electronic publication requirements of AJICT.
When you open this document, select “Page Layout” or “Print Layout” from the “View” menu in the menu bar, which allows you to see the footnotes. Then type over sections of this document or cut from another document and paste and then use markup styles. The pull-down style menu is at the left of the Formatting Toolbar at the top of your Word window (for example, the style at this point in the document is “Text”). Highlight a section that you want to designate with a certain style, then select the appropriate name on the style menu. The style will adjust your fonts and line spacing. Do not change the font sizes or line spacing to squeeze more text into a limited number of pages. 
Use italics for emphasis; do not underline. Turn off “smart quotes” (Tools | AutoCorrect | AutoFormat tabs). Turn off automatic hyphenation (Tools | Language | Hyphenation).
To insert images in Word, position the cursor at the insertion point and either use Insert | Picture | From File or copy the image to the Windows clipboard and then Edit | Paste Special | Picture (with “Float over text” unchecked). See figure in section VII for further instructions.
II.	Procedure for Paper Submission
This section covers the details regarding preparation of your manuscript for submission, the submission procedure, review process and copyright information.
A.	Preparation of Manuscript
In the interest of speed and economy, the AJICT is printed directly from this electronic template as furnished by the author. Since the final printed pages look exactly like the submitted copy, we urge that utmost care be taken in the preparation utilizing this electronic template. For your information, page size is 8.5x11 inches and column width is 3.375 inches. All figures and tables should have adequate titles or captions, and must be integrally placed at their proper location(s) in the text. For the benefit of the readers, the figures, tables, graphs and photos should be placed near the corresponding text; that is, not accumulated at the end of the text or at the end of the manuscript. Further information on Figures and Tables can be found in Section VII-A.
Due care should be exercised to avoid the use of abbreviations and phrases which may not be familiar to all readers. Readers of the AJICT have wide and diverse backgrounds and may not be employed in the specific area of any given paper, but are still interested in following the state-of-the-art. All abbreviations and phrases need to be suitably defined in the text.
The length of technical papers, in general, should be limited to 9 pages or less (including all figures and biographies). If any author requires more than 9 pages, this requirement should be reviewed in advance with the editor. 
Only those who personally write the paper are to be listed as authors. Since it is unlikely that a large number of authors can write a cohesive paper, submissions listing more than 6 authors will not be accepted. Papers listing more than six will be rejected or, if considered exceptional, will be accepted with the list of authors reduced to the first six. The efforts of the persons who contributed to the project described, or who otherwise provide help to the author(s) should be recognized in an Acknowledgments section at the end of the paper.
For each author, we require a brief biography to be included within this template. We also encourage the inclusion of a small photograph of each author.
B.	Submission Procedure
The Journal Editor will need to receive an electronic version of your manuscript. The only acceptable electronic formats are Word 6.0 or later (.rtf) and pdf. The title of the electronic file should include the last name of the first author; i.e., smith.doc. For papers presented at an international conference (eg. IEEE International Conference on Consumer Electronics), the file should also include the paper presentation date and the paper number, e.g., 1.1-1. For non-conference papers, use the first two words of the paper title and last name of first author, e.g., Preparation of_FirstAuthor.rtf.
Papers must be submitted electronically to the following web site: http://epress.lib.uts.edu.au/journals/ajict/. The web site will require you to enter information about the paper as well as contact information. Upon successful submission of the paper, email confirmation will be sent to the contact author.
The above contact information will also be used to provide a complimentary copy of the issue in which the paper is published to each author.
If there are questions, the prospective author may wish to contact:

Dr Johnson I. Agbinya
Managing Editor
African Journal of ICT
agbinya@eng.uts.edu.au

D. Review Process
All papers submitted to AJICT are subject to a thorough review process. The Editor is responsible for coordinating the review among members of the Publications Committee and making final decisions on each paper. 

E. Copyright
It is the policy of the AJICT to own the copyright to the technical contributions that it publishes on behalf of the interests of the AJICT, its authors, and their employers, and to facilitate the appropriate re-use of this material by others. To comply with international copyright law, authors are required to sign an AJICT Copyright Transfer Form before publication. This form returns to authors, and their employers, full rights to reuse their material for their own purposes. Authors must submit a signed copy of this form with their manuscripts.  The form will be generated during the electronic submission process.  Authors must print, sign and fax (or mail) this form to the editor at +61 2 9514 2435.  Alternatively, a signed copy may be scanned and e-mailed to the Managing Editor, at: agbinya@eng.uts.edu.au.  A blank form also appears in the back of each issue of the AJICT and is also available at: http://epress.lib.uts.edu.au/journals/ajict/.
III.	Criteria for Publication
The AJICT publishes papers presenting new technology that is relevant, interesting, enlightening and instructive. It should be emphasized that new technology does not simply imply new product development where unusual technical achievement has been attained. The key factor is the emphasis placed on the technology rather than the product.
The emphasis of technology implies certain criteria must be observed in papers presented for publication in the AJICT. The material in the text of the paper should be of the nature of a revelation of technical information not generally known or familiar to the consumer engineering fraternity. This may be in the form of new technical developments or tutorial in nature where scattered sources of information are brought together in one coherent reference. All evidence of commercialism is to be meticulously avoided in the title, text, tables and figures of the paper. This includes company names, trademarks and commercial part numbers. It is appropriate to put the company affiliation of the authors(s), along with email addresses within the footnote on the first page, as indicated by this template. All commercial part numbers, whether the subject of the paper or not, are to be avoided in the title, text and illustrations. When the paper describes an item commercially identified with a company part number, that part number may be placed in a footnote along with a descriptive name or code that identifies it in the title or text.
The AJICT must convey a professional approach to its readers and attempts at injecting commercialism in papers presented for publication have been, and will continue to be, adequate cause for rejection.
Per AJICT policy, authors may not submit a given manuscript to two or more publications without informing the editor that the paper is concurrently under consideration by another publication.  Violators are subject to suspension of publication opportunities. 
V.  MATH
When using Word, use either the Microsoft Equation Editor or the MathType add-on (http://www.mathtype.com/) for equations in your paper (Insert | Object | Create New | Microsoft Equation or MathType Equation). “Float over text” should not be selected. 
VI.  Units
Use either SI (MKS) or CGS as primary units. (SI units are strongly encouraged.) English units may be used as secondary units (in parentheses). For example, write “15 Gbit/cm2 (100 Gbit/in2).” An exception is when English units are used as identifiers in trade, such as “3½ in disk drive.” Avoid combining SI and CGS units. This often leads to confusion because equations do not balance dimensionally. If you must use mixed units, clearly state the units for each quantity in an equation. For further information on units and quantity symbols, please refer to Appendix I of  http://www.ieee.org/portal/cms_docs/pubs/transactions/auinfo03.pdf.
VII.  Helpful Hints
A.	Figures and Tables
It is preferable to keep figures and tables (illustrations) to one column width, inline with text.  
Make the caption bold. Insert the illustration using Edit | Paste Special | As Picture.  Resize the illustration as necessary. Use Format | Picture and set Layout to “In Line with Text”. Insert a paragraph mark (carriage return) immediately after the illustration. Select the illustration and apply “Table Title” style. Start the caption on the next line (no blank line between illustration and caption). The above procedure will prevent the illustration and caption from becoming disassociated across page boundaries while also preventing them from jumping to another part of the document when different printer drivers or versions of Word are used.
Do not use unusual or non-English fonts in the text of any figure or table; they will not reproduce correctly.

Fig. 1. Rate-Distortion curves comparing Reference and Proposed algorithms. Note that “Fig.” is abbreviated. There is a period after the figure number, followed by two spaces. It is good practice to explain the significance of the figure.  

Large figures and tables may span both columns if required for readability.  Illustrations spanning both columns should be placed in a separate single-column section of the document (separated by section breaks), and must be placed at the top or bottom of the page so that the text on the page is read as one complete left column followed by one complete right column.  Place figure captions below the figures; place table titles above the tables. Select the table title and the entire table, and use Format…Paragraph…Indents and Spacing to set “Keep with Next.”  This will prevent the title and the table from breaking across page boundaries. If there are captions, apply “Keep With Next” to all but the last caption. 
If your figure has two parts, for example, include the labels “(a)” and “(b)” as part of the artwork. Please verify that figures and tables that you mention in the text actually exist. Use the abbreviation “Fig.” even at the beginning of a sentence. Do not abbreviate “Table.” Tables are numbered with Roman numerals. See Fig. 1 for an example of a single-column illustration.
TABLE I
Units and Corresponding Symbols
Unit	Unit Symbol	
     megabytes per second	MB/s	
     kilohertz	kHz	
     nanosecond	ns	
Statements that serve as captions for the entire table do not need footnote letters. 

Figure axis labels are often a source of confusion. Use words rather than symbols. As an example, write the quantity “Rate,” or “Rate, R,” not just “R.” Put units in parentheses. Do not label axes only with units. As in Fig. 1, for example, write “Rate (kb/s)” or “PSNR (dB).” Do not label axes with a ratio of quantities and units. For example, write “PSNR (dB),” not “PSNR/dB.” 
Multipliers can be especially confusing. Write “Rate (kb/s)” or “Rate (103 b/s),” not “Rate (b/s)  1000.” Figure labels should be legible, approximately 8 to 12 point type.
B.	References
Number citations/references consecutively in square brackets [1]. The sentence punctuation follows the brackets [2]. Multiple references [2], [3] are each numbered with separate brackets [1]-[3]. When citing a section in a book, please give the relevant page numbers [2].  In sentences, refer simply to the reference number, as in [3]. Do not use “Ref. [3]” or “reference [3]” except at the beginning of a sentence: “Reference [3] shows ... .” 
Number footnotes separately in superscripts (Insert | Footnote). Place the actual footnote at the bottom of the column in which it is cited; do not put footnotes in the reference list. 
Note that IEEE referencing style is quite different from that used by many physics journals. Give all authors’ names; do not use “et al.” unless there are six authors or more. Use a space after authors’ initials. Papers that have not been published should be cited as “unpublished” [4]. Papers that have been submitted or accepted for publication should be cited as “submitted for publication” [5]. Please give affiliations and addresses for personal communications [6].
Capitalize only the first word in a paper title, except for proper nouns and element symbols. If you are short of space, you may omit paper titles. However, paper titles are helpful to your readers and are strongly recommended. For papers published in translation journals, please give the English citation first, followed by the original foreign-language citation [7].
C.	Abbreviations and Acronyms
Define abbreviations and acronyms the first time they are used in the text, even after they have already been defined in the abstract. Abbreviations such as UNESCO, IEEE, SI, ac, and dc do not have to be defined. Abbreviations that incorporate periods should not have spaces: write “C.N.R.S.,” not “C. N. R. S.” Do not use abbreviations in the title unless they are unavoidable (for example, “IEEE” in the title of this article). For a more complete listing of common abbreviations and acronyms please refer to Appendix II of http://www.ieee.org/portal/cms_docs/pubs/transactions/auinfo03.pdf.

D.	Equations
Number equations consecutively with equation numbers in parentheses flush with the right margin, as in (1). First use the equation editor to create the equation. Then select the “Equation” markup style. Press the tab key and write the equation number in parentheses. To make your equations more compact, you may use the solidus ( / ), the exp function, or appropriate exponents. Use parentheses to avoid ambiguities in denominators. Punctuate equations when they are part of a sentence, as in

(1)	(1)

Be sure that the symbols in your equation have been defined before the equation appears or immediately following. Italicize symbols. Refer to “(1),” not “Eq. (1)” or “equation (1),” except at the beginning of a sentence: “Equation (1) is ... .”
E.	Other Recommendations
Use one space after periods and colons. Hyphenate complex modifiers: “zero-field-cooled magnetization.” Avoid dangling participles, such as, “Using (1), the potential was calculated.”  [It is not clear who or what used (1).] Write instead, “The potential was calculated by using (1),” or “Using (1), we calculated the potential.”
Use a zero before decimal points: “0.25,” not “.25.” Use “cm3,” not “cc.” Indicate sample dimensions as “0.1 cm  0.2 cm,” not “0.1  0.2 cm2.” The abbreviation for “seconds” is “s,” not “sec.” Do not mix complete spellings and abbreviations of units: use “Mb/s” or “megabits per second,” not “megabits/s.” When expressing a range of values, write “7 to 9” or “7-9,” not “7~9.”
A parenthetical statement at the end of a sentence is punctuated outside of the closing parenthesis (like this). (A parenthetical sentence is punctuated within the parentheses.) In American English, periods and commas are within quotation marks, like “this period.” Other punctuation is “outside”! Avoid contractions; for example, write “do not” instead of “don’t.” The serial comma is preferred: “A, B, and C” instead of “A, B and C.”
Remember to check spelling. If your native language is not English, please get a native English-speaking colleague to proofread your paper. 
Additional guides and suggestions may be found at the ICCE website: http://www.icce.org/.
IIX.  Some Common Mistakes
The word “data” is plural, not singular. Use the word “micrometer” instead of “micron.” A graph within a graph is an “inset,” not an “insert.” The word “alternatively” is preferred to the word “alternately” (unless you really mean something that alternates). Use the word “whereas” instead of “while” (unless you are referring to simultaneous events). Do not use the word “essentially” to mean “approximately” or “effectively.” Do not use the word “issue” as a euphemism for “problem.” 
Be aware of the different meanings of the homophones “affect” (usually a verb) and “effect” (usually a noun), “complement” and “compliment,” “discreet” and “discrete,” “principal” (e.g., “principal investigator”) and “principle” (e.g., “principle of measurement”). Do not confuse “imply” and “infer.” 
Prefixes such as “non,” “sub,” “micro,” and “ultra” are not independent words; they should be joined to the words they modify, usually without a hyphen. There is no period after the “et” in the Latin abbreviation “et al.” The abbreviation “i.e.” means “that is,” and the abbreviation “e.g.” means “for example.” 
An excellent style manual and source of information for science writers is [8]. A general IEEE style guide, Information for Authors, is available at:
http://www.ieee.org/portal/cms_docs/pubs/transactions/auinfo03.pdf. 
IX.  Conclusion
A conclusion section is not required. Although a conclusion may review the main points of the paper, do not replicate the abstract as the conclusion. A conclusion might elaborate on the importance of the work or suggest applications and extensions. 
Appendix
Appendices, if needed, appear before the acknowledgment.
Acknowledgement
The preferred spelling of words is British English. Avoid expressions such as “One of us (S.B.A.) would like to thank ... .” Instead, write “S.B.A. thanks ... .” Put sponsor acknowledgements in the footnote on the first page. The AJICT thanks the IEEE for permission to modify this template for its use.
References
[1]	A. Vetro, H. Sun, P. DaGraca, and T. Poon, “Minimum drift architectures for three-layer scalable DTV decoding,” IEEE Trans. Consumer Electron., vol. 44, no. 3, pp. 527-536, Aug. 1998.
[2]	A. N. Netravali and B. G. Haskell, Digital Pictures, 2nd ed., Plenum Press: New York, 1995, pp. 613-651.
[3]	H. Sun, W. Kwok, and J. Zdepski, “Architectures for MPEG compressed bitstream scaling,” IEEE Trans. Circuits Syst. Video Technol., vol. 6, no. 2, pp. 191-199, Apr. 1996.
[4]	K. Elissa, “Title of paper,” unpublished.
[5]	R. Nicole, “Title of paper with only first word capitalized,” J. Name Stand. Abbrev., submitted for publication.
[6]	C. J. Kaufman, Rocky Mountain Research Laboratories, Boulder, CO, personal communication, 1992.
[7]	Y. Yorozu, M. Hirano, K. Oka, and Y. Tagawa, “Electron spectroscopy studies on magneto-optical media and plastic substrate interface,” IEEE Transl. J. Magn. Jpn., vol. 2, pp. 740-741, August 1987 [Dig. 9th Annual Conf. Magn. Jpn., p. 301, 1982].
[8]	M. Young, The Technical Writer’s Handbook. Mill Valley, CA: University Science, 1989.

Note: It is requested that all authors provide a brief biography and photo. The picture layout is formatted such that text wraps “square” and to the right. Please follow the following example for the first author:

First A. Author (M’76-SM’81-F’87) and the other authors should include biographies at the end of the paper. This author became a Member (M) of IEEE in 1976, a Senior Member (SM) in 1981, and a Fellow (F) in 1987. Other usual biography information includes birth date and place, education, employments, and memberships in other professional societies. It is also appropriate to include research interests, professional activities and awards that have been received.  Copy and paste this paragraph, with picture, for additional authors.