Submitting content to AAO Observer

The AAO Observer, the Observatory’s biannual newsletter, is always seeking submissions of scientific work and other items of interest to the Observatory’s community. Anyone within the community is encouraged to submit content via the process outlined below. Following these instructions will ensure a painless process for all involved, and avoid delays or even postponement to a future edition.

To meet a publication schedule of February and August each year, submissions are generally due mid-January or mid-July at the latest. However, submissions are accepted at any time.

Next Submission Deadline

 Monday, 23 June 2014 for content to appear in the August 2014 edition

 Acceptable Formats of Submission


  • The text of your article should be provided in either Microsoft Word (.doc) format or Rich Text Format (.rtf).

  • The file should begin with the title of the article as you would like, followed by your name as you would like it to appear and your affiliation:


Jane Scientist (AAO, Super Cool University) and Random Student (Super Cool University)

Last month we figured out how the Universe works…

  • Unfortunately we cannot typeset from a LaTeX document, so please make this conversion yourself.

  • Please do not include figures, photos, or diagrams within the document itself.

  • If you want figures to appear at particular locations in the text, please insert a placeholder on its own line (i.e. between paragraphs).

…as you can see in Figure 2, my results are awesome. In fact, they are better than anyone else’s results!

[Figure 2 XXX]

Now, in Figure 3, I show how other’s results are wrong…


  • If there are any other placeholders which cannot be filled in (such as page numbers of other articles), insert a placeholder with “XXX” and a description of what is required:

…in the amazing article by Doe on page [XXX article by John Doe]


Figures, Photos, Captions

Figures must be of publication quality. If you’re unsure, print out your figure on an A4 sheet and see if it looks high quality! Often the most time consuming part of the process is tracking down publication quality copies of images and figures for the designer.

  • Figures should be in separate files, titled as “Figure1.eps”, “Figure2.pdf”, “Figure3.jpg”, etc.

  • For photographs, submit the highest resolution copy you have available. We can make tonal corrections, etc. if necessary.

  • For astronomical images, please submit a high quality JPEG, TIFF, or PNG file of the image with the levels and scaling already set appropriately.

  • Vector graphics are generally better for figures or anything including text labels: EPS or PDF files

  • If you are drawing figures from paper drafts or other PDF files, it is acceptable to simply submit entire page of the PDF on which the figure appears (please include a note with your submission alerting us).

  • Include captions for your images/figures as either a separate document or appended to the end of the article.

  • Clearly label each caption with the filename of the corresponding image/figure (i.e. [Figure1] blah, blah… [Figure2] blah blah…)

  • If relevant include a credit as the last line of the caption, particularly if the image is not your own: “Credit: the Photographer”

  • We must have permission to print any copyrighted work. If the photos/figures are not your own, please obtain said permission and send a copy of that permission along with your submission.


Submitting your article

Once your article is complete and ready to go, please zip or tar all the files together and email them to the AAO Observer Editor. If the file is too large, contact the editor to make alternate arrangements.

AAO Observer Editor:
Amanda Bauer


Review the following submission checklist to ensure your article is ready to go:

  • Figures separate from the article file
  • Article title, author names and affiliations included
  • Highest quality images/captions included in submission
  • Captions clearly labeled and credits included where necessary
  • Include headshot photo of author


Process Post Submission

After your article has been submitted, it will be reviewed and edited. It is then submitted to the design team for layout. Once this layout is complete, a proof will be sent to you for your review (generally 3–4 weeks after the submission deadline). Please mark any changes on the PDF and return it right away. In exceptional situations, more than one proof may be necessary.

Thank you!

Amanda Bauer (

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