Issue is proportionate fonts. Courier is not proportional, meaning that all letters use the same space, whether it is an "l" or an "m." Times Roman can be set to be proportionate and generally is. If a font is proportionate, it will allow more characters per line. One of the reasons I love Agaramond ...
 
Maggie Bryan-Peterson, CRA
Director
Grants Administration/Research Services
E230 Thompson Hall
SUNY Fredonia
Fredonia, NY  14063
716-673-3528
FAX: 716-673-3802
 

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From: Research Administration List [ mailto:xxxxxx@hrinet.org] On Behalf Of xxxxxx@MAIL.LAFAYETTE.EDU
Sent: Tuesday, May 22, 2007 1:32 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] NSF Required Fonts - Problems??

Re font size, like Ruth, I tell PIs to use 12 point­11 only if desperate.  I find the font styles that NSF recommends interesting – none of them have been recommended (at least, to me) by folks at Fastlane.  Last year I was on the phone with them (and subsequently a couple of program officers) to make certain that we would not run into Fastlane shrinkage issues with Ariel and a couple of other font stylels that, up onto then no one had used.  Fastlane staff said that using Courier/Courier New or Times/Times New Roman was the best way to avoid “too many characters per line” problems that can occur through shrinkage.
 
Nancy
 
 

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From: Research Administration List [ mailto:xxxxxx@hrinet.org] On Behalf Of Ruth Tallman
Sent: Tuesday, May 22, 2007 10:25 AM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] NSF Required Fonts - Problems??
 
Barbara,

I recommend that PI's use 12 point font and if they whine, I tell them not less than 11 points.  They may lose a few lines, but the reviewers will be much happier because the proposal will be easier to read! 

I did find your font comparisons interesting and will pass the info on.  How did Arial stack up?

Ruth

Barbara Gray wrote:
All,
 
Before y’all think that I must not have enough work to do, let me preface this by telling you that several years ago, one of my PIs had an NSF proposal rejected on characters per inch on an NSF submission after the pdf conversion software slightly shrunk the font size.  So I have some concern with the new NSF typeface instructions that will become effective on June 1.  My understanding is that specific fonts are now prescribed to “level the playing field.”  I am a PC/Word user and so I have experimented with the two possible typefaces (Georgia and Palatino Linotype).  In my experiment, I used a font size of 10, the minimum that NSF says it will accept.  Like most PIs, I was aiming to maximize the amount of text I could fit in the fifteen pages of narrative. 
 
I found it quite interesting that, using Georgia 10 point at the default line spacing setting (single-spaced), I could fit 56 lines of text on a page with the 1” margins.  I could only fit 48 lines of Palatino Linotype 10 point on a page.  I’m not using a precision ruler, but six lines of the Palatino Linotype 10 point also appear to be a smidgeon greater than the allowable maximum of six lines per 1” vertical height.  Both type faces have the same “horizontal” measurements.  So if the PI doesn’t realize the default line spacing is different for the different type faces and opts to use Palatino Linotype, s/he ends up with 120 lines (more than two pages) of text fewer for the narrative than if s/he had selected the Georgia typeface.  (To correct, one would have to set the line spacing for Palatino Linotype at “exactly 11.5 points,” which also results in the six lines fitting within the 1” vertical measurement allowance.)  
 
And to make matters more complicated, both the Georgia 10 point and the Palatino Linotype 10 point had 16 characters per inch in my experiment, more than the allowable 15 characters per inch per the new GPG.  In order to hit the 15 characters per inch, one would need to use a 10.5 point font for the Georgia typeface.  I didn’t do this part of the experiment with Palatino Linotype, as two changes of default settings are just too much to deal with.     
 
I’m not a Mac user, so I don’t know if the same problems exist with the four approved Mac typefaces (Arial, Helvetica, Palatino, and Georgia).  Perhaps a Mac user will volunteer to check out those four fonts in the same way.  
 
I think that, without guidance, most PIs will arbitrarily pick the font they think looks best and will not bother to pull out the ruler.  I’ve recommended that our PC-using PIs use Georgia because of the extra lines per page with the default line spacing.  But what, if anything do I need to advise PIs about font size?  Will the 10 point setting that results in 16 characters per inch cause proposals to be declined?  Or can I assume that NSF will accept 10 point because they establish that as the minimum size font, even though it exceeds the stated characters per inch maximum? 
 
Does anyone else share my concerns that (1) the playing field doesn’t appear to be leveled for PC/Word users and (2) the instructions seem to conflict? 
 
The specific directions on formatting from the new GPG section of the combined policy and procedures manual is as follows:
 
“Grant Proposal Guide II-2 NSF 07-140
a. An Arial, Helvetica, Palatino (for Machintosh), Palatino Linotype (for Windows), Computer Modern (TeX
only), or Georgia typeface, a black font color, and a font size of 10 points or larger must be used. (A Symbol font
may be used to insert Greek letters or special characters; however, the font size requirement still applies.)
b. Type density, including characters and spaces, must be no more than 15 characters per inch;
c. No more than 6 lines of type within a vertical space of 1 inch; and
d. Margins, in all directions, must be at least an inch.
3. Page Formatting
…The guidelines specified above establish the minimum type size requirements; however, PIs are advised that
readability is of paramount importance and should take precedence in selection of an appropriate font for use in
the proposal. Small type size makes it difficult for reviewers to read the proposal; consequently, the use
of small type not in compliance with the above guidelines may be grounds for NSF to return the
proposal without review. Adherence to type size and line spacing requirements also is necessary to ensure
that no proposer will have an unfair advantage, by using smaller type or line spacing to provide more text in the
proposal.”
 
Thanks for your thoughts.
Barbara
 
Barbara H. Gray
Director of Grants & Contracts
Valdosta State University
1500 North Patterson Street
Valdosta, GA  31698-0429
 
Telephone:  229-333-7837
Fax:  229-245-3853
Email:  xxxxxx@valdosta.edu
 

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