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How to Submit Proposal Documents

To submit proposals to CLDR-TC for bug fixes, new data, or new structures, see Filing Bug Reports.

To submit proposals to the UTC, please follow the instructions below. The deadline for submission of proposal documents is usually seven days before the start of the meeting at which they are to be considered.

How to Submit Documents via E-mail

When submitting documents via e-mail, fill in the message fields as follows:

To. Send proposals to docsubmit@unicode.org. (Note: please do not include the address docsubmit@unicode.org in technical discussions or CC with non-document e-mail; it is an address only for document submission, not discussion.)

Subject. Make sure you have the following format for the subject line, to assist us in processing your document:

UTC Document Submission: <name of your topic>

Body. As the first line, include a request such as Please add the attached document to the document registry.

If you have questions that are not answered here, please ask docsubmit@unicode.org. We will be happy to assist with problems in document preparation or submission.

General Issues and Caveats

On the first page, a document must clearly identify the author or submitter, the subject, and the date of submission. The UTC receives 100 or more documents per meeting, so it is essential to clearly identify each one. Please always include page numbers and headers or footers if your document is more than one page long.

Documents may be submitted in PDF or HTML format. The preferred document format is PDF. Microsoft Word (.doc, .rtf, and .odt) files are also acceptable for submissions, if no special fonts are required, and we can convert them to PDF.

Please avoid sending plain text, unless for very brief documents, since we usually have to spend time formatting it. Your consideration in submitting final form documents makes our job easier and less error-prone. If you choose to submit plain text via e-mail, please include the author or submitter, the subject, and the date within the body of your message so that we don't have to infer that information from the e-mail headers, or request such information later.

It is inconvenient for us to receive HTML files with associated images via e-mail, unless they are Zipped or packaged as attachments, not inline HTML or MIME rich text. In-line HTML "blobs" are difficult to extract reliably with proper encodings, especially with accompanying images.

To submit an HTML file with images, please package as a ZIP file or Unix TAR archive so that all images are intact, or convert to a single PDF file. If you need special consideration in submitting HTML with images because you cannot make an archive, please discuss with us beforehand and we may be able to assist you.

Notes on document layout: Documents are rarely printed for the UTC meetings. Most attendees view the electronic documents directly on-screen. Both A4 and 8.5×11 are used by members. Please set up your document margins, especially headers and footers, to be suitable for printing on both sizes of paper.

If your document is very large, over 6 megabytes or so, it is most convenient if you put it on the web and send us a URL. (The mail server may refuse mail that is over 9 megabytes.)

Font embedding is required: Please embed all of your fonts when you create PDF files for submission. (However, see the section below on IP infringement.) This is extremely important! It is not possible for us to find, download, buy, or use non-standard fonts. You can only assume that "standard" PDF fonts are available to us. If you use anything else it must be embedded. We cannot post documents that require fonts which are not embedded, or which otherwise cannot be properly viewed by committee members. If we find font problems, we will let you know, and request that you re-submit with embedded fonts. Please do not send us special fonts for printing your document.

Please do not protect your PDF files with passwords, or otherwise inhibit our ability to view, print, amend, or add "free text" to the document. (We use the Acrobat "text box" tool to add a little box with the document number on the first page.)

Number templates: It is usually not helpful for PDF documents to contain a number template such as L2/yy-nnn since we will often just cover over it. For HTML documents, it is helpful to have such a template in the upper right corner, since that saves us having to make adjustments to your formatting when attaching the document number. If you submit HTML, please avoid too-large font sizes. Body text should be 10 points, or 12 points at the largest; headings over 14 points are not necessary.

Rules of Thumb for Document Submission

  • Don't forget author, title, date, headers/footers, and page numbers.
  • You may send us a URL from which we can fetch your document. This is often very convenient.
  • If your document is less than 6 megabytes in size you may submit via e-mail.
  • If you submit a multi-file document, such as HTML with images, you must send a URL pointer to the document on the web, or make an archive and send it.
  • If your document is over 6 megabytes or includes multiple files (such as HTML with images) and you are not able to make an archive, then you must not submit via e-mail, but must send the URL of the document on the web, or make special arrangements with us to upload it.

Once a document is received and accepted for posting to the registry, we will assign a document number to it and tell you the number for future reference. We usually update the document registry when several new documents have accumulated in our queue, so your document may not be posted immediately after acceptance.

Document Rejection

The Unicode Consortium reserves the right to unilaterally reject documents for posting to the document register.

Intellectual Property Rights

Document submissions are subject to the Intellectual Property Rights policy.

Privacy

Private information, such as email addresses, collected during document submission is limited to the scope of the document transmission process, and is not reused or redistributed for future marketing or promotional contacts. Please see Unicode Privacy Policy for details.