Manuscript and Production Guide

Manuscript and Production Guide rev. October 2012 Thank you for taking some time to read and follow these instructions. Properly preparing the manuscript minimizes the potential for errors in your book and saves time down the road! Final Submission Checklist Electronic files and one hard copy and that are identical to each other and that include all manuscript components listed below. Files usually can be transmitted by email. If you have very large files, send them on a CD-ROM or DVD or ask your editor for instructions for uploading them to our FTP site. Check your page count. The total of everything that will appear between the covers of your book should not exceed the maximum page count in your contract. Written copyright permissions (see below). A cover letter that lists all of the components you are delivering, including file names; describes the reference style and other notable style choices; and any production questions or concerns you may have. Text Format All text, including notes, references, captions, tables, etc., should be: In Microsoft Word or Rich Text files 12-point Times New Roman double spaced left-justified 8.5 x 11 pages 1-inch margins on all sides paginated in Arabic numerals Please avoid extra formatting; the typesetter will need to strip out all your formatting codes before she can make it look pretty. In particular: Block quotes or extracts: Separate paragraph that begins with [ext] and ends with [end ext]. No need to indent. Spaces: One space after periods. Do not use the space bar to indent lines, for example in the bibliography or to set of extracts or quotations. Subheads: Insert the following codes before each subhead: [H1], [H2], [H3], etc Special characters. Provide a list of any characters in your manuscript that are not available in standard Times New Roman symbols. Other design elements: If you have some design suggestions or specifications for special elements, send us separate sample pages with your ideas or discuss them in the cover letter accompanying the manuscript. 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 1

Manuscript Components Front Matter Title Page with title, subtitle, and author. Contents plain, uncoded text without pagination. List of Illustrations (optional) with separate subheads and number for Tables and Figures. Use abbreviated captions only and no credits. Foreword (optional) is written by someone other than you, such as a well-known scholar or series editor. Please discuss this piece with your editor well in advance. Preface (optional) is the author s personal introduction to the book, usually describing the process of why, when, and how the book was created. Acknowledgments (optional) go under a separate subhead at the end of the preface. Dedication (optional) on a separate page. Introduction. The introduction is a substantive beginning to the intellectual content of the book. It should be substantially longer than the preface and should be, well, substantial. Chapters. Submit each as a separate file named with author and chapter number (Ch2_Smith.doc) Notes and References. Discuss your reference system with your editor well in advance of delivery. Some general guidance: We prefer a reference system that includes parenthetical author-date citations, endnotes for substantive material only, and an alphabetical reference section with full documentation. We prefer Chicago Manual of Style, but may accept AAA, APA, and other widely used scholarly styles if they are particularly appropriate to your book. You may use the auto-note function in Microsoft Word. Do not use other special formatting or reference/note software. We will convert notes to endnotes (end of book for authored books, end of chapter for edited volumes), not footnotes (bottom of the page on which note number appears). Because there is so much confusion surrounding citations to electronic publications, some guidelines are in the next section. About the Author(s). 150 250 words highlighting your scholarly qualifications most relevant to your book. Bios for contributors to edited volumes should be 50 75 words. Index. For most of our books, the author is responsible for the index. The index is prepared after the book is typeset, but when you deliver the manuscript please let us know how you plan to handle the index (do it yourself, hire a professional, torture a graduate student). Details below. Figures and illustrations must be submitted as separate files, not embedded in text (Word) files. See additional instructions for preparing artwork, below. Captions should appear in one list in a separate document entitled Captions. Make sure you include credits required in your permissions contracts in the captions. Contact Information. Provide full contact info for yourself and all co-authors or contributing authors. Also let us know if, in the six to eight months after you submit your final manuscript, there are any times when your schedule will prevent you from communicating with us or actively working on proofs. 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 2

Referencing Electronic Resources Given the huge range of material now available online, documenting sources can be very confusing. Remember, no matter what format a source is published in, you must include the full facts of publication to the extent possible, not just a URL. Here are some general principals: Material published in print and electronic editions: If you have a full print citation there is no need to go hunting down the electronic citation as well for either a book or a journal article. Treat it as you would an item published in hard copy, whether accessed it from the library or online. If you did access the material online and have a DOI, include it in the citation (see below). Books published in online only: Books formally published only in ebook editions should be cited in the same format as print editions with as many publications facts as are available, but with the addition of electronic information, which might be an exclusive electronic format (such as Kindle Single) or a URL. It is not necessary to use an access date. For example: Arana, Ana, and Sebastian Rotella. 2012. Finding Oscar: Massacre, memory, and justice in Guatemala. New York: ProPublica. Kindle Single. Journals published online only: As with books, site formally published online journals as you would a print journal, with the addition of a URL or DOI (DOI is preferable). Online journals sometimes use only publication dates in lieu of volume numbers. It is not necessary to use an access date. Example: Klitzman, Robert. 2011. The ethics police?: IRBs views concerning their power. PLoS One: 13 Dec, doi/10.1371/journal.pone.0028773 Informally published electronic material: Most material online is not formally published and frequently lacks facts of publication, sometimes even authorship. The goal is to cite as much information as you can, including: author of the content, title of the page, title or owner of the site, URL, and perhaps a descriptive phrase if most of these cannot be determined. Some examples from the Chicago Manual of Style (see 17.237): Evanston Public Library Board of Trustees. Evanston Public Library Strategic Plan, 2000 2010: A decade of outreach. Evanston Public Library. www.epl.org/library/strategic-plan-00.html (accessed December 15, 2005). Pete Townshend s official Web site, Biography. www.petetownshend.co.uk/petet_bio.html (accessed December 15, 2001; site now discontinued). Powell, John. Email to Grapevine mailing list, April 23, 1998, www.electriceditors.net/grapevine/issues/83.txt Illustrations (Tables and Figures) Though we do not expect you to be a graphics expert, these guidelines should help you produce problem-free illustrations. If you have questions or concerns about image quality, send us samples for evaluation rather than investing a lot of time on work that might have to be redone. Naming Illustration Files Number sequentially according to chapter: Table 1.1, Table 1.2, Table 2.1, etc. 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 3

Each should be a separate file named with the table or illustration number, e.g., Figure1.1.jpg. Each should correspond to a call out in brackets in the manuscript that indicates where you d like it to go, e.g., [Table 3.4 about here]. What is a Table? Tables are composed of words, numbers, and other characters and are typeset in rows and columns in the same font as the main text of your book. Please note: Submit tables in MS Word or Rich Text format only (not JPG, TIF, PDF, Excel, etc). If you want to make specific formatting suggestions, send us a PDF of the table arranged exactly as you want it along with the text version. Please remember that most books are 6x9 inches and the text area is around 4.5x6.5. If you have a large, complicated table, try to break it into several smaller tables so that it will fit and be readable on the printed page. What is a Figure? A figure is any photograph, drawing, map, flow chart, or graph that is not a table (i.e,, not text in rows and columns). It is placed by the typesetter, not set in type. There are two kinds of figure files, raster and vector. A raster image is made up of dots, and resolution is a measure of how dense those dots are (dots per inch, dpi). Vector files are made up of vectors relative mathematical expressions that change when the size of the image changes rather than fixed points or dots. Vector files do not lose resolution when they are enlarged, raster files do. Raster and vector formats are appropriate for different kinds of images. Image Resolution Examine your figures carefully. It is ideal to submit the original version because every time an image is reproduced or translated from one format to another, some quality is usually lost. PHOTOGRAPHS Photographs are, of course, generated by a camera, and they are raster files. Submitin JPG or TIF format with resolution at least 300 dpi at 5x7 inches. If possible submit both color and grayscale versions of each photograph (some ebooks support color). COMPUTER-GENERATED GRAPHICS By this we mean any illustration created on computer perhaps you used excel to convert some data into a bar graph or Adobe Illustrator to draw a Venn diagram. They could be drawings, maps, flow charts, graphs. These are vector files, ideally in EPS or PDF format. If vector files are unavailable, we will accept JPGs or TIFs of at least 300 dpi at 5x7 inches. Be careful when exporting these graphics from programs like Excel or MS Word that you retain vector format if it starts in vector, or retain high resolution if it is raster. We cannot use Excel or MSWord files. Bitmap images (.bmp; solid black pixels only, no shades of gray) must be 1200 dpi. SCANNED ART If you need to scan a hard copy image, the raster resolution rules apply. Scan all color or grayscale illustrations (photographs, charts, graphs, etc whether color or grayscale) at 300 dpi at 5x7" in JPG or TIF format. Line art illustrations in black and white only with no shades of gray are the exception. Scan these in grayscale (even though there is no gray!) at 1200 dpi. 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 4

WORD OF CAUTION Color illustrations will be converted to grayscale, so select high-contrast images. The resolution of most images downloaded from the Internet is too low (72 dpi). If you have a low-resolution image, please don t try just to add resolution by changing numbers around in Photoshop! Likewise, you can t change a raster file to vector by saving it in another format. Copyright Permissions Anything text, illustrations, poetry, song lyrics, etc that has been previously published or that you didn t personally create may require permission. Take care to investigate the actual copyright holder and make sure all rights holders are considered; for example, use of a photograph may require permission from the photographer, the subject in the photograph, a publisher, an archive, or some combination of these. Fair Use Fair use is a gray legal area; we interpret it to mean that you can use up to about 500 words from a published scholarly book or article without requiring permission. But that rule doesn t apply to poetry, newspaper articles, song lyrics, other media, or unpublished material. Material pulled from the Internet does not necessarily fall under fair use. Requesting Permission to Reprint Unless the copyright holder requires you to use their forms, please use our permission request forms so you can be sure you have acquired all the rights you need. You can request the forms from your editor or download from our website: http://www.lcoastpress.com/currentauthors.php What to Expect During the Production Process After you submit your final manuscript and accompanying materials to us, we will introduce you to a production editor, who will be your primary contact through this process. She will give you a schedule for all of the work outlined below our standard turnaround time is 4-6 months. You must let your editor and production editor know as soon as possible if you have any problems with the schedule or there are any deadlines you know you won t be able to meet. Copyediting This is primarily a technical edit. Our copyeditors correct errors in spelling and grammar, improve syntax, and enforce consistency, but will not turn a badly written piece into Jane Austen prose. They query obscure text and cross check your references with in-text citations. The copyeditor will follow Chicago Manual of Style unless you and your editor have agreed to another appropriate style. The manuscript will be copyedited in MS Word using the Track Changes and Comments functions. You will receive these files with a deadline for returning them. When you review the copyedit, do not accept or reject the copyeditor s changes, but instead use the Track Changes and Comments features in MS Word to overlay existing changes so the copyeditor can see both hers and yours. You may correct errors and make very minor changes, but the time to re-think and re-write your manuscript has passed. Note that this is your final opportunity to make changes. Typesetting and Page Proofs The edited manuscript is sent to a typesetter who designs and pages the text. These page proofs will be sent to you in PDF format a deadline for returning final corrections. The only changes allowed at this stage are errors in typesetting and technical errors the copyeditor may have missed. Concurrently, our professional proofreader is reading these page proofs word for word. 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 5

Indexing Your book will be indexed after the manuscript is typeset and as soon as the pagination is stable. The index is prepared in two weeks during proofreading. You may hire a professional indexer or prepare the index yourself: Professional indexers charge approximately $3 to $6 per printed, indexable page, depending on the density of your book and the experience of the indexer. (Examples of pages that are not indexable are the table of contents, copyright page, and references.) You can ask your editor for recommendations of trustworthy indexers or consult the American Society of Indexers, www.asindexing.org. If you will be preparing your own index, please read the excellent instructions for indexing in the Chicago Manual of Style. Warning: Electronic search or index programs can create a list of page numbers in your book on which particular words that you might wish to include in your index appear. But they cannot translate these words into concepts, nor group them together in an intellectually valid way. So this is still a laborious, manual process. Sorry about that. Book Cover Books covers are typically designed long before production begins. Authors have only an advisory role in designing book covers. We encourage you to give us your suggestions for the cover as early as possible, provide a few image options for our designers to consider, and give us your opinions about color, feel, and style. The cover design is a marketing decision, reflecting our ideas of what would be most likely to attract the audiences we are seeking. Manufacturing Printing and binding of your book normally takes about 6 8 weeks. We will send your complimentary copies as soon afterward as possible. You may order additional copies of your book at the author s discount price from our distributor, Chicago Distribution Center, at anytime before or after publication. Most of our book contracts allow you to purchase copies of your book at a 50% discount. When contacting our distribution center, identify yourself as the author of the book. You are also entitled to purchase any other Left Coast book at a 25% discount. Toll-free phone: 800-621-2736 / phone: 773-702-7000 Toll-free fax: 800-621-8476 / fax: 773-702-7212 orders@press.uchicago.edu When it s all over, we will celebrate the joint effort that went into making your book happen! And, after you take a nice vacation and clean all the coffee stains off your keyboard, we can begin talking about your next project. Thank You! 925.935.3380 fax: 925.935.2916 orders: 1-800-426-3797 www.lcoastpress.com 6