Bucknell University Press Manuscript Preparation Guidelines

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1 Bucknell University Press Manuscript Preparation Guidelines Your manuscript has been accepted for publication and will shortly go into production with our co-publisher, Rowman & Littlefield (www.rowman.com). You have been asked to prepare a final manuscript according to the Chicago Manual of Style (CMS), and it is essential that you deliver a manuscript that is professionally formatted according to that style sheet. Editors at BUP and R&L will run a basic check on your manuscript but they are unable to provide a full copy editing service. Failure to deliver a professionally formatted manuscript according to CMS will delay production and your manuscript will be returned to you for correction. BUP and R&L are able to put you in touch with independent professional copy editors who will charge you to prepare your manuscript according to the CMS. Please ask for details. Editors of multi-authored volumes are responsible for the stylistic integrity and consistency of the entire manuscript that bears their name. See page 6 for further comments pertaining to edited volumes. Please note that the submission date listed on your contract from R&L is the date by which you should aim to send your electronic files to BUP. Please do not send your final manuscript files to R&L. They will be sent to R&L by BUP after they have been reviewed for adherence to CMS guidelines. We no longer require a hard copy of your manuscript. See page 6 for additional submission instructions. What follows are some basic guidelines in preparing your manuscript. If you have questions that are not answered here or in the guides from R&L please contact Greg Clingham or Pam Dailey at BUP. Chicago Manual of Style Bucknell University Press requires the traditional use of CMS, with endnotes and a bibliography of all works cited in the text. BUP does not accept citations that have been formatted according to the CMS author-date system. You may use the 15th or 16th edition of CMS. 15th hardcover edition - ISBN-13: th hardcover edition - ISBN-13: When referencing the CMS manual, use the examples listed as N: for endnotes, and B: for bibliography. Do not use T for text citations or R for References. Abbreviated guidelines for CMS are available online at Please also review the R&L manuscript preparation guide that was sent to you. 1

2 Page Layout - 1 inch margins all pages (top, bottom, left, right). Header & Page Numbering - page number, top right.5 from top. Pages should be numbered in lower case roman for front matter (title page, dedication, preface, acknowledgements, contents). The remaining manuscript should be numbered in Arabic beginning with 1 for the first page of the introduction through the bibliography. If using Microsoft Word, use the function: Insert /Page Number / Top of the Page / select right justified. If this is not set to Times New Roman, size 12 highlight the number and set font. To edit a header, select Insert / Header / Edit Header. Footer - none Font & Spacing - ALL font, including endnotes and page numbers, should be Times New Roman, 12 point. Endnotes need to be embedded, which will produce a superscript note number in the text, but nothing else should be superscript (including endnote numbers) unless it is a quote or title that used superscript in the original. (e.g., use 12th, not 12 th ). See section below on endnote format for further details. The entire manuscript should be double-spaced, with no extra spacing before or after any text. Indents for paragraphs should be set to.5 (preferred rather than using tab to indent a paragraph). A few exceptions: the first paragraph of a chapter is not indented, nor is the first paragraph in a block quotation. 2

3 Do not use bold for emphasis. Use italics for emphasis within the text when necessary (does not include the use of italics when referencing a title). See also Sub-level headings. Never use underlining, unless you are quoting something that uses underlining. Never use 2 spaces between sentences or after a colon. There should also be no spaces before a colon: It is not necessary to add a space after punctuation that ends a paragraph. Manuscript Files In preparing the manuscript for production each section / chapter should have a separate MS Word file. The preferred numbering & naming conventions of manuscript files should include the place in which the file occurs in the manuscript, the author s last name, and a brief description. For example: 01_Smith_Frontmatter.docx, 02_Smith_ Contents.docx, 03_Smith_List of Illustrations.docx, 04_Smith_Acknowledgments.docx, 05_Smith_Intro.docx, 06_Smith_Chap1.docx, and so on. The following is the required order of files: Front matter - should include only title page, dedication, epigraph (if included) Table of Contents List of Illustrations (list of, if any) List of Tables (list of, if any) Forward (if any) Preface (if any) Acknowledgments (all above have page numbers in lowercase, roman, beginning with number ii on dedication page. It is not necessary to insert blank pages for half-title, copyright, etc. The typesetter will do so. Our numbering guidelines are intended to ensure we have all the pages in the order in which you submitted them). List of Abbreviations / Short Titles Introduction (begin with Arabic number 1) Chapters (1 MS Word file for each chapter) Conclusion (if any) Appendix (if any, see CMS for information on the placement of an appendix in edited books by multiple authors) Chronology (if not included in front matter) Glossary (if not included in front matter) Bibliography This may be a Works Cited or a fuller, comprehensive bibliography. Bibliographies may be split between primary and secondary works, or may highlight an author s works, and then include a critical bibliography. Other alternatives exist. If in doubt, please consult us. Index Because you won t have an index at the time of submission of your manuscript, you may create a 1 page document as a place holder and number it consecutively after the last page of the bibliography. 3

4 About the Contributors This file will be the last file in the book. Use the next consecutive Arabic number after the index (if a place holder index has been created) or after the bibliography if one is not included. Caption / Permissions file for any illustrations, tables and charts included in the manuscript. Please note that this is different from the Illustrations file in the front matter. This file should include any captions you wish to be listed below an image or chart. The captions should not be included within the text of your manuscript. See more on this subject below in Numbering Figures & Tables. Subheadings - Do not use bold or underline: First- or A- level subheads (chapter title): center the text and type in upper- and lowercase: This Is How an A- level Subhead Should Appear in Your Manuscript Second- or B- level subheads: set the text flush left and type in upper- and lowercase: This Is How a B- level Subhead Should Appear in Your Manuscript Third- or C- level subheads: set the text flush left, italicized, and type in upper- and lowercase: This Is How a C- level Subhead Should Appear in Your Manuscript Images, Tables & Charts - Do not insert the image, chart, or table into the text of manuscript. Insert a call out as follows, with one blank line above and below the call out: <insert Figure 1.1 approximately here> Images and Charts are labeled as Figures, and a series of columns and rows with data are labeled as Tables. Please refer to CMS for the numbering policy of figures and tables. Do not insert the caption for these images below the call out. Provide captions in a separate file as previously noted. Endnotes & Block Quotes Use only endnotes at the end of introduction, each chapter file, and conclusion. If you have used footnotes while preparing your manuscript, or parenthetical citations as in the MLA or author-date system, convert them to endnotes. A short title and/or page number included at the end of a quotation(s) to reduce the number of Ibid. s in the endnotes is permissible. Refer to CMS for additional details. Insert a page break (not section break) at the end of the text in the chapter file. The Notes should begin on a new page. Endnotes should be converted (if not by default) to Times New Roman, 12 pt. font, and be indented.5, non-superscript. If by default your endnote number is superscript, highlight all endnotes, and click the superscript icon in MS Word to change the font to normal height, and font style. End note numbers should have a period after the number, as in the examples below. 4

5 Here are two examples of endnotes: 1. Thomas Moore, Memoirs of the Life of the Right Honourable Richard Brinsley Sheridan, 5th ed. (London: Longman, Rees, Orme, Brown, and Green, 1826), 1: Richard Brinsley Sheridan, To William Barnett [1773], in Letters of Richard Brinsley Sheridan, ed. Cecil Price (Oxford: Clarendon Press, 1966), 1: The following is an example of a parenthetical page number citation to reduce Ibid. in endnotes. If you have entered an endnote for a work in full, then you may use a reference within the text or a page number. This is a block quote, indented.5 from the left of the text (or 1.5 from the left of the page.) If there is a second paragraph, then it should be indented. CMS guidance is that approximately 8 lines of a quoted text (100 words or more) or 2 lines or more of poetry should be set in block quotes, or anything that readability would be enhanced by use of a block. BUP recommends that for translated text, anything 4 lines or more in the original language and the following 4 or more lines of translation be offset in a block quote. This is the second paragraph in a block quote. Note that short title and page number come after the final punctuation with no punctuation after the closing parenthesis. Normally in a block quote, the in-text citation is on the line below the quote, and before a bracketed translation, if needed. (Short Title, 99) [English translations for non-english quotations are required for both in-text and block quotations. Please place them in square brackets and cite as needed. More information on translations is included below.] Endnote References - a full reference is required the first time a work appears within each chapter. Thereafter, a short title may be used in the endnote (see also use of short titles for block quotes, above). The CMS states that where a full bibliography is included, a short title may be used throughout the text; however, BUP requires a full reference. Ibid. may be used within the endnotes as described in CMS, when short-titles are not used in a block quote. Translations & English spelling All non-english quotations should be translated immediately after the non-english entry, and be encapsulated in square brackets. A note on translations should be included either in the front matter of a single-author manuscript, or within the chapter of a multi-authored book. This statement may be included the first time a translation is made, for example, All translations in this chapter are mine, unless otherwise noted, or may be included above the first endnote (not numbered). US American spelling, rather than UK spelling, is required by BUP: colour to color, analyse to analyze, etc. See CMS section 7.5 for more information. Website addresses and access dates - Generally, format website addresses and access dates for notes and bibliography as shown below: (from CMS , 15th edition) 5

6 If an access date is required, include it parenthetically at the end of the citation: N. 33. Mark A. Hlatky et al., Quality-of-Life and Depressive Symptoms in Postmenopausal Women after Receiving Hormone Therapy: Results from the Heart and Estrogen/Progestin Replacement Study (HERS) Trial, Journal of the American Medical Association 287, no. 5 (2002). (accessed January 7, 2002). B: Hlatky, Mark A., Derek Boothroyd, Eric Vittinghoff, Penny Sharp, and Mary A. Whooley. Quality-of-Life and Depressive Symptoms in Postmenopausal Women after Receiving Hormone Therapy: Results from the Heart and Estrogen/Progestin Replacement Study (HERS) Trial. Journal of the American Medical Association 287, no. 5 (February 6, 2002). (accessed January 7, 2002). Crosschecking References - The author/editor should cross check the references included in the endnotes to ensure that they are ALL included in the bibliography and formatted per CMS. If you are quoting a chapter from an edited book of many authors, the book should be listed by the editors name(s) as well as the edited chapter under the author and chapter title quoted in the endnotes. If you are quoting from specific pages from a chapter or article in the endnote, the bibliography should include the entire page range of that chapter/article. Submission of final files & permissions documents Please send your final ms files and images (if any) to If you are sending large files that cannot be sent via you may mail us a flash drive containing the files or use a file transfer service such as Dropbox. We prefer not to receive files on a CD. We do not need a hard copy of your final ms. Please send all permissions documents in a single to Pam Dailey at Please be sure to indicate (either on the document itself or in the file name) the chapter/section or image to which each document corresponds. Edited Volumes Edited volumes need to exemplify the same stylistic coherence and consistency as single authored manuscripts, and volume editors are responsible for delivering a professionally formatted manuscript. All of the above stylistic principles and guidelines apply to multi-authored volumes. The following are aspects of edited, multi-authored volumes that need particular attention: Abbreviations / Short Titles Since contributors are likely to be citing common texts the editor may wish to establish a list of abbreviations or short titles that is applied consistently by all contributors throughout the volume. The Abbreviations / Short Titles page then becomes part of the front matter (see above). Bibliography BUP multi-authored volumes usually provide a composite bibliography that brings together in one bibliography the citations from all of the contributions. Alternatives are possible. Please consult BUP. Cover Design 6

7 While you are preparing your final files you will also want to start thinking about an image for your book s cover or dust jacket. Your book s cover will be designed by R&L, unless it belongs to one of the following series, in which case BUP will design your cover: Transits: Literature, Thought & Culture, Bucknell Studies in Latin American Literature and Theory The Griot Project Book Series Once your final files have been approved, we will begin collecting the following information to design your cover: 150- to 300-word description of the book. A one- to two-sentence bio. A high resolution image or images for the cover. (Please see the permissions and artwork guides for more information.) What s Next? Once your final files, images, and permissions documents have been submitted to and approved by BUP, your book will enter the production process. This is the point at which you will begin to work more closely with R&L. Please still feel free to contact BUP with any questions or concerns at any point in the process. 7

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