ANU E Press - Author Guidelines

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Word Template for preparing your e-submission

Introduction
Submission process
Editing process
Production cycle
Preparing your manuscript for production
Cover (design and proofs)

1. Introduction

This guide has been prepared to assist you in the preparation of your manuscript. It describes the cycle your manuscript will take from submission to publication on the Internet. Please contact ANU E Press at any time regarding questions or concerns you might have during the preparation of your manuscript and the production of your monograph.

2. Submision process

Please note that ANU E Press was created to make available the intellectual output of the academic community of the ANU. As such, we are tasked to publish works that emerge from the ANU, or are written by scholars/organisations with a direct link to the ANU.

Before you submit your manuscript you will need to email the ANU E Press office (anuepress@anu.edu.au), requesting the name of the contact person for the Editorial Board in your disciplinary area.

If the proposal is considered to be of interest to the relevant Editorial Board, the coordinator of the Editorial Board will contact you with a request for a copy of the manuscript for evaluation. The manuscript will undergo a double-blind peer review process in which at least two referee reports will be obtained (at least one external to the ANU).

Once your manuscript has been accepted for publication, ANU E Press will commence the production cycle.

Submission Cycle - through the relevant Editorial Board

3. Editing process

Copy-editing is the responsibility of the author/editor. Some Editorial Committees may pay, or assist in payment of this cost. All copy-editing must be completed by a professional copy-editor prior to commencement of the production cycle (ANU E Press can assist by providing contact details for appropriate editors). Manuscripts that have not been professionally copy-edited will be rejected and returned to the relevant Editorial Board.

4. Production Cycle

4.1 Manuscript submission
Once the manuscript has been prepared for production (see below), E Press will examine it and advise of any changes that may need to be made. Depending on the manuscript, a meeting may be scheduled to discuss any production and, editorial issues, or copyright issues. This process will take approximately two weeks, if not longer, depending on the complexity of the manuscript. Any major changes will be discussed with you prior to commencing the next stage of production.

4.2 Manuscript processed through publishing system
ANU E Press will then process the final manuscript files through our publishing system, all further changes to your manuscript will occur within this system.

4.3 Proof stage/s
You will receive electronic proofs (which you can print if required). These should be checked thoroughly and necessary corrections noted clearly. This is not the time for any substantive (or even minor) reworking of the manuscript; the checking process is solely to eliminate any overlooked littorals or design errors. Once all parties are happy with the changes (if any) a final set of proofs will be provided for approval.

4.4 Final proof
Final proofs will be provided before publication occurs. By this stage, all parties would have checked the proofs and all content will be correctly positioned. ANU E Press will request formal approval for permission to publish before proceeding to publication.

4.5 Publication
ANU E Press will publish the ebook on the ANU E Press web site and organise for printed copies to be available for purchase through our online shopping cart. The ebook is now available to the world.

5. Preparation your manuscript for production

The use of electronic manuscript files can benefit both author and publisher, and ANU E Press endeavours to make the process as straightforward as possible for you. Most electronic manuscript files can be used for typesetting. By following these instructions, you can help us make your manuscript available as quickly as possible.

5.1 Permissions

It is the responsibility of the author to acquire written permission to use any type of copyright material and to cover any associated costs. Permission should be sought if any doubt exists.

Under Australian copyright law, you may need to obtain permission to reproduce text extracts, including poems, and other material such as graphs and tables created by someone other than yourself. You must obtain permission to reproduce a 'substantial part' of any written work protected by copyright. This usually means about 250 words taken from a medium-length book, but includes any shorter extract that summarises the crux of the original author's argument or research. All material quoted and any illustrative material must be appropriately acknowledged in your manuscript.

There is no set time frame for acquiring copyright permissions. Approval can take weeks or even months, especially from overseas publishers. For further information about copyright see http://information.anu.edu.au/copyright

You can download a template letter for copyright permission (Appendix A). Your request should be directed to the publisher of the work you wish to reproduce.

You are required to supply a list of copyright items, along with the final manuscript, for which there is a template (Appendix B). A copy of each permission letter should be attached to the list, and the relevant extracts should be clearly indicated.

If you are submitting a work which has previously appeared as a printed book, whether this might be out of print or not, you need to obtain written permission from the original publisher to do so. Please download the template (Appendix C).

Please consult the author's checklist (Appendix D) for any other issues relating to previously published works.

5.2 Preparing electronic files

When submitting your work to E Press for production, send a set of final electronic files (on a clearly labelled CD) and one hard copy of your manuscript. Keep a complete set of backup copy and please do not zip your files on the CD.

It is essential that only complete, final manuscripts be sent to ANU E Press. Do not submit partial/incomplete manuscripts, draft text or un-edited text.

Text files should be provided in Microsoft Word (.doc) format. Should you wish to provide your manuscript using an alternative program, please contact ANU E Press to discuss your submission.

It is essential that all files be styled according to the E Press MS Template.

Chapters should be saved individually. Please give the files logical filenames (i.e. Preface.doc, Chapter01.doc, Chapter02.doc, etc.).

If your manuscript contains any unusual symbols, accents, or characters, this needs to be brought to our attention. It may be necessary to provide a hard copy print out the MS with unusual characters clearly marked.

5.3 Images

Illustrative material (with the exception of tables – see below) should not be embedded in MS Word but supplied as separate image files with the following standards:

Saved and supplied as a JPEG or TIFF file. If in doubt, please discuss with ANU E Press.

Resolution at a minimum of 300 dpi at 100% of final size (a 300 dpi image that is 1cm x 1cm in size will only reproduce well on paper at this size).

Please name the artwork with logical filenames (i.e. Figure01.tif, Figure02.tif, etc.).

To indicate where this material should be included, clear text markers (such as “[INSERT FIG 1]”) should be placed in the text. Figure numbers/titles and captions should immediately follow this text marker.

Artwork should be placed as close as possible to the point where it is first mentioned in the text. All figures and tables should be numbered consecutively and should be referred to in the text by number. In your text, refer to the figures and tables by number (as in “see Figure 1”) rather than by position (never say “see the figure below”).

While tables presented in a separate electronic format (such as JPEG, TIFF or EPS) are acceptable for inclusion in a manuscript, Tables generated by Microsoft Word are also perfectly acceptable.

5.4 Document structure

Please use the following document structure:

   1. Title page
   2. Foreword (if any)
   3. Preface (if any)
   4. Contributors (if any)
   5. Acknowledgements (if any)
   6. List of abbreviations or acronyms (if any)
   7. List of maps, illustrations, etc. (if any)
   8. Contents page
   9. Introduction (if any)
10. Subsequent chapters/sections (including all tables, figures and footnotes)
11. Appendices (if any)
12. References/Bibliography

5.5 Indexing

Given the advanced search and find facilities of the programs through which ebooks are read, it is often argued that static indexes are largely unnecessary.

Should an index be required for your work, however, there are two options: (1) the author can compile the index or (2) the author can arrange for the indexing to be done professionally at their cost. ANU E Press is able to assist in suggesting indexers.

It is important to note that the process of production necessarily changes the pagination of submitted manuscript files. Do not attempt to index your work before consulting with ANU E Press. Indexes should only be compiled as the final part of the production process.

6. Cover (design and proofs)

ANU E Press encourages and welcomes suggestions for the cover illustration and design. However ANU E Press reserves the right to make the final decision on cover design. This is necessary for the following reasons:

ANU E Press maintains a high standard of presentation and design, representing as it does the best of ANU research and scholarly communication. Decisions for each title are considered with the whole publishing site and publishing endeavour in mind.

The cover design has to conform to a certain standard, which can be applied across all formats, i.e. PDF, ePub and print book. For this reason appropriate type styles, sizes and colour schemes are preferred.
A title might form part of a series in which case the cover design has to remain consistent and true to the original concept.
ANU E Press staff are qualified to make decisions on the display and marketability of the works and are best able to advise authors on what works well in an online and print environment.

To assist ANU E Press in the design of a cover, the author should fill in the downloadable cover brief form. This will be given to the designer who will use it as the basis for a draft cover proposal. The author will receive a proof of this proposed cover for comment. ANU E Press and the author will discuss and negotiate any design changes. ANU E Press will have the final decision.

If the author wishes to recommend an artwork or photograph for the cover, he or she should obtain copyright clearance for this image as well as the permission from the artist or the artist’s estate to do so. Any costs for the use of this image are to be borne by the author. ANU E Press encourages authors to consider the ANU Art Collection and the Noel Butlin Archives when sourcing images for the cover or the text of their work. ANU has a wealth of material which can be accessed, very often for little or no charge.

Cover images should be supplied in high resolution TIFF or JPEG format (resolution at a minimum of 300 dpi at 100% of final printed size.

Author Guidelines for Electronic Submission

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