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Author Guidelines for Electronic Submission

Word Template for preparing your e-submission

Table of Contents

1. Introduction
2. Submission process
3. Submission cycle
4. Editing
5. Production cycle
6. Preparation process
7. Permissions
8. Sending your e-submission
9. Preferred word processing program
10. Document structure
11. Page proofs
12. Final Stage
13. Appendix A (pdf)
14. Appendix B (pdf)
15. Appendix C (pdf)
16. Appendix D (pdf)

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

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 your disciplinary area.

If the proposal is considered to be of interest to the relevant College, the Editorial Committee within the College will determine this. The Coordinator of this Editorial Committee will contact you with a request for a copy of the manuscript for evaluation.

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

3. Submission Cycle - through the relevant Editorial Committee

4. Editing process

This is the responsibility of the author/editor or depending on the College some Editorial Committees pay for this cost. All copy-editing will need to be done prior to the production cycle.

5. Production Cycle

5.1 Meeting with the author
A meeting is scheduled with you to advise the production cycle of the manuscript and to discuss any editorial issues. Permissions for artwork and photographs will also be discussed at this meeting.

5.2 Handover of manuscript
Once E Press receives the final version of the manuscript, which by this stage has been professionally copy-edited and formatted correctly in Word, E Press will proof-read the manuscript and advise the author of any changes that need to be made. 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.

5.3 Submit manuscript to the Publishing System
Once the author is happy with the suggested changes, ANU E Press will submit the files to the Publishing System as all further changes to your manuscript will be done through this application.

5.4 Proof stage/s
Once the manuscript is available on the Publishing System, you will have electronic access so that you can read and check the proofs. You will also be able to print out a set of proofs if you prefer. These proofs will contain both text and illustrative material, unless the illustrative material has not been cleared by copyright. If this is the case, your manuscript will be placed on hold until the relevant publisher/s grant/s permission. Space will be left in the proofs for the artwork.

When you access the proofs, you should read through and make essential corrections or any cuts to the material where there is overmatter. No major content changes should be made; any corrections should have been identified at the copy edit stage.

When you have marked your set of proofs you should either post them or email your list of comments to the Information Editor. At this stage all the corrections will be incorporated into one document. The editor may need to discuss any comments or issues with you and will schedule a meeting if necessary to do so. Once all parties are happy with the changes (if any) the proofs will continue through the production cycle.

5.5 Final proof
By this stage all parties would have checked the proofs and have given approval to proceed. All contents - text, artwork and photos - will be correctly positioned.

5.6 Publication on the Internet
ANU E Press will publish the ebook on the ANU E Press web site under the corresponding category. The publication should now be available to the world.

6. Preparation process

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.

7. 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

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.

8. Sending your e-submission

When submitting your work for publication, send a set of electronic files and one hard copy of your manuscript. Electronic files can be emailed to the coordinator of the relevant College, Editorial Committee; CD-ROM and hard copy should be mailed or hand delivered. Chapters, images, artworks or photos should be saved individually. Please give the files logical filenames. If your manuscript contains maths symbols, special accents, or characters, please send a sample chapter in hard copy, highlighting all unusual characters. A test CD must be provided for manuscripts prepared in any of TeX.

The electronic version of the manuscript must be an exact replica of the hard copy version. If you have printed out the final manuscript and realise corrections need to be made, please highlight and add them to the manuscript by hand or reprint that page. Remember to re-save the changes to the CD-ROM. Do not print out new pages with corrections if you are not supplying the electronic files to ANU E Press.

Label each CD-ROM with your name, the type of computer/operating system and word processor, and the file names. Include a printed list of file names. List all accents that appear on the manuscript. If your printer produces none or only some accents, and if you added accents to the manuscript by hand, please highlight the inserted accents in a different colour.

Keep a complete set of backup copy and please do not zip your files on the CD-ROM. Please do not make changes to your files during copyediting. If you wish to add text or notes to your manuscript, please provide the inserts on separate sheets and on a separate CD-ROM.

9. Preferred word processing program

It is preferable that the electronic manuscript is generated using one of the following word processing programs:

• Microsoft Word (.doc)
  
• OpenOffice/StarOffice
  
• XML (DocBook 4.1+)

10. Document structure

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
    
13. Index (if any)

11. Page proofs

You will receive proofs as electronic documents with the onus on you to print them out, if so required. If necessary, ANU E Press will provide a set of page proofs for index preparation. At this stage you should proofread carefully. Corrections will only be accepted if they are absolutely necessary. You will also need to check the layout to ensure that the illustrations are correctly presented, labelled and captioned and that permission has been granted for reproduction of the illustrations. Remember it is your responsibility to acquire permission for reproduction.

Once the proofs have been returned to ANU E Press, the editor will check that your corrections are clear and acceptable before incorporating them into the text. If an index is required, ANU E Press can organise for this to be done by professional indexers. This cost will be passed on to the author.

12. Final Stage

Once you are happy with the final page proofs, ANU E Press will organise for the ebook to be published online and for printed copies to be available for purchase through our online shopping cart.