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Publishing Guidelines

Word Template for preparing your e-submission

Table of Contents

1. Introduction
2. The responsibility of each party
   2.1 The author
   2.2 The Advisory/Editorial Board
   2.3 ANU E Press
3. The work
   3.1 Contents
   3.2 Style (editorial)
   3.3 Style sheets
   3.4 Format
4. Proofs (text)
5. Cover (design and proofs)
6. Print-on-Demand (PoD) books
7. Promotion of the work

Appendix A (pdf)

1. Introduction

This document is intended as a guide to the working relationship between the author, the Advisory/Editorial Committees and ANU E Press. It outlines the requirements for the supply and format of all text and support material for the proposed work.

It details the expectations that ANU E Press has in terms of receiving the work in as complete and accurate a form as possible, in order to produce both online and print versions of the work. The areas it covers are:

• The responsibility of the author, the Advisory/Editorial Committee and ANU E Press
• The work
• The proofs
• The cover
• Print-on-demand books
• Author’s details
• Promotion of the work

2. The responsibility of each party

2.1 The author

Before you submit your manuscript you will need to email the relevant contact person for Advisory/Editorial Committee (see list below), requesting a copy of the ANU E Press book proposal form. The completed form should be sent to:

If the proposal is considered to be of interest to the Advisory/Editorial Committee, you will be contacted by the Chair of the Committee requesting a copy of the completed manuscript for evaluation.

The author warrants that

• the work is original, has not been published previously and is not being considered for publication elsewhere in either print or electronic form
• the source of any copyright materials has been acknowledged
• the work does not infringe on copyright held by other parties
• the work does not contain any libellous material
• if required take responsibility for copy-editing and indexing of his/her manuscript and incur the costs involved for this service

2.2 The Advisory/Editorial Committee

The Advisory/Editorial Committee will arrange for peer review of the work, at least two referee reports will be obtained (double-blinded refereed and at least one external to the ANU). The Proposal Evaluation Form is required to be filled in by the delegate of the Advisory/Editorial Board (see Appendix A) and sent to ANU E Press together with the referee reports.

The Advisory/Editorial Committee will edit and proofread the work, or will arrange for this to be done by a third party or third parties other than the author, and will supply an edited and proofread version of the work to ANU E Press. The cost for this service will either be covered by the Advisory/Editorial Committee or the Author. Editing and proofreading ensures that the work conforms to proper punctuation, sentence construction and clarity of communication as set out in the Author Guidelines for Electronic Submission, and as further elaborated in this document.

The Advisory/Editorial Committee will supply to ANU E Press the work, which must be:

• supplied according to the Author Guidelines for Electronic Submission and following the guidelines to the form of the electronic documents as outlined here
• supplied according to the production schedule
• copies of the Proposal Evaluation Form and referee reports
• an electronic copy of the Book Proposal Form that was originally supplied by the author

The Advisory/Editorial Board will make all reasonable endeavours to limit at proof stage, as supplied to ANU E Press, any changes or corrections to errors of fact, spelling punctuation, grammar and layout.

2.3 ANU E Press

ANU E Press will be responsible for the production, pricing, fulfilment, customer service, and promotion of the electronic and print form of the work and all other business aspects of the publication of the work in electronic and Print-on-Demand form.

ANU E Press will publish the work according to a mutually agreed schedule.

ANU E Press will supply to the author, according to the production schedule, the following:

• First proofs of the work
• Second proofs of the work
• Final proofs of the work
• A proof of the cover design (if required)

ANU E Press reserves the right to determine the means by which this material is supplied to the author.

3. The work

3.1 Contents

In order to prevent any delays, omissions or misunderstandings in the final output of the work, it is necessary that the Advisory/Editorial Committee supplies the complete work at the start of the process. This includes the following: 1) the preliminary pages; 2) the body text; 3) the appendices, and 4) the images.

1. Preliminary pages The complete text of the following should be supplied both electronically and in paper (see Author Guidelines for Electronic Submission) if and where applicable:

• Final title of work
  
• Foreword
  
• Dedication
  
• List of contents
  
• Preface
  
• List of tables
  
• List of illustrations
  
• Acknowledgements
  
• List of abbreviations and acronyms

The files for these sections – as those throughout the work – should all be appropriately named. For example, if a book is entitled, Life in Future Environs, the title should be abbreviated by using the opening initials, e.g. LIFE, followed by the relevant section of the work and then the appropriate file suffix, using the underscore symbol (_) instead of spaces, for example:

LIFE_Foreword.doc
LIFE_Preface.doc
LIFE_Acknowledgements.doc

2. Body text All text must be supplied both electronically and in paper (see Author Guidelines for Electronic Submission). All chapters should be supplied consecutively, and appropriately named, for example:

LIFE_Ch.01.doc
LIFE_Ch.02.doc
LIFE_Ch.03.doc
LIFE_Ch.04.doc

3. Appendices All the appendices should be supplied both electronically and in paper (see Author Guidelines for Electronic Submission). These could include some or all of the following, and should all be appropriately named, for example:

LIFE_Appendix.doc
LIFE_Glossary.doc
LIFE_Bibliography.doc
LIFE_References.doc
LIFE_Photocredits.doc
LIFE_Endnotes.doc
LIFE_Index.doc

4. Images If there are any images to support the text it is important to do the following:

• All images should be supplied at the same time as the text.
• All images should be supplied electronically as JPG, TIFF or EPS. Images should be high resolution and at least 300dpi (at print size).
• All images should be supplied with a printout for visual reference.
• All captions to images should be supplied.
• An indication of where the image is to be placed should also be supplied.

The reason for this is twofold: first, the text cannot be designed or laid out in its final form if some of the images are missing; second, if ANU E Press has to have the images scanned, the process will delay publication and also incur additional costs to the author. ANU E Press relies on outside suppliers for these services, which are charged at commercial rates.

Photographic images should preferably not be embedded in the text, as it may not be possible to position them in exactly that place in the final product. Instead, the position within the text should be indicated by means of a caption insert showing which images should be placed where. ANU E Press will endeavour to place the image as close as possible to that reference. Please note, because of the limitations of the media, the images might not always appear in exactly the same place in the online document as they do in the print book. ANU E Press will place them in logical proximity to their respective text reference.

The Advisory/Editorial Committee should ensure that the captions are a true representation of the image and that the caption style is consistent throughout the work (i.e. names, protocol, punctuation, etc. should be the same at the end of the book as they are at the beginning, or within the various chapters if there is more than one contributor).

All images (and their respective captions) should be numbered from one through to the final number of images, and be appropriately named, for example:

LIFE_Ch.01_imagename.jpg
LIFE_Ch.02_imagename.jpg

It would be helpful to ANU E Press if a list of images with their respective captions and numbers would be supplied together with the images themselves.

It is important that the author obtains all copyright clearance. These permission letters should be supplied to ANU E Press. It is also necessary to indicate and acknowledge all image sources with a photo credit. These can be included as part of the image caption, or alternately they can be listed separately at the end of the work, as one of the appendices.

3.2 Style (editorial)

The Author Guidelines for Electronic Submission should be referred to for the ANU E Press preferred style in terms of spelling, grammar, use of numerals, layout of tables, etc. The text should be checked for consistency, e.g. the spelling of names, especially when the same names are repeated in appendices or other authors’ contributions in other chapters within the same work.

ANU E Press does not take responsibility for editorial content – although care is taken by the team to maintain a high standard of publishing – so the Advisory/Editorial Committee should ensure that the submitted text is the final copy. Any late corrections (over and above an acceptable 10% of the first proofs) will be charged to the author. This can be particularly expensive if any changes are requested after the work is ready for print. ANU E Press makes use of outside suppliers for text conversion, layout and printing so any costs incurred will be charged at commercial rates.

3.3 Style sheets

ANU E Press prefers to work with styled Word documents. The ANU E Press Manuscript Template should be referred to for instructions on styling the text.

This template provides clear directives in terms of usage (headings, emphases, graphics, etc.).

The use of styled documents is important as it enables ANU E Press to convert all works to eXtensible Markup Language (XML). Once this source file is available, it is used to produce all other current and future derivatives: HTML for the internet; HTML for mobile devices; PDFs for screen viewing and for PoD books, and audio and video streaming are or will be generated in turn from the XML source file.

As ANU E Press generates all formats from one source document, it is important that the original Word document is as free from errors as possible, ensuring that all derivatives are in turn error free.

3.4 Format

The preferred format for ANU E Press to receive the work is in styled Word documents. However, ANU E Press is able to receive works which have been prepared in any of the following:

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

ANU E Press will if necessary advise on the best format. If the Advisory/Editorial Committee or author is in doubt as to how to submit the work, please contact the ANU E Press office for further information or clarification.

4. Proofs (text)

Please refer to the Author Guidelines for Electronic Submission, which outline the publishing process at ANU E Press.

At the start of this process, the author will receive a schedule from ANU E Press. It is imperative that the dates provided are kept to, as this will ensure the publishing timetable remains in place. This is especially important if the publication is required for a particular date or function.

The page proofs, which are received during this process, will be for a final check only, to ensure that:

• all the preliminary pages are in place and in the correct sequence, with all the correct credits acknowledged
• all the chapters are correctly numbered and in the correct sequence
• all the sub-headings within the chapters are consistently styled and formatted
• all the images are in the correct place, with their accompanying captions: this includes photographs, tables and graphs
• any small spelling errors are found and corrected
• all the appendices are in place and in their correct sequence
• The only section, which might be omitted at the first proof stage, is the index (if required) as it is dependent upon the initial layout of pages for its compilation. The index can only be compiled once the final set of proofs has been approved. The proofs of the index will be supplied with the following (and final) set of proofs. Please note that the author or the Advisory/Editorial Committee bear the cost of creating an index as it forms part of the original manuscript of the work.

The page proofs are not intended for any late, large additions of text or other content, nor should they provide an author with the opportunity to rewrite large tracts of text. They should only give an author and editor the chance to review the whole work, with all the text and support elements in place. Naturally there will be final, small changes, but these should be kept to a minimum; at this stage no more than 10% of the final text should be changed in any way. If the number of corrections exceeds this amount, the author will be charged with costs incurred.

Once the first set of proofs has been checked, returned to ANU E Press and corrected, the author will receive one more set of proofs. This will be the final opportunity for the author to make any small adjustments before the work is prepared to be published.

5. 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. HTML, mobile device and print book. For this reason appropriate type styles, sizes and cover colours 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.

The Advisory/Editorial Committee in consultation with the author should produce a cover brief. 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, but once this is done, ANU E Press will have the final decision and no further design proposals will be made or accepted.

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, and it is up to the author to source this material as best he or she can.

ANU E Press has negotiated a favourable fee with the Australian War Memorial for the use of their images, and could try to negotiate similar arrangements with other national institutions, if the need or interest arises. As a not-for-profit publisher, ANU E Press is well placed to obtain better rates than would a trade publisher.

6. Print-on-Demand (PoD) books

ANU E Press will provide print copies of most of its publications using a Print-on-Demand (PoD) method of delivery. These books are produced using a digital print method which enables ANU E Press to order books in very small quantities (as few as one copy at a time) which can be delivered directly to customers in Australia and overseas.

The PoD books are comparable in quality to print books, i.e. they are produced as paperbacks, trimmed and perfect bound, with a gloss laminate, full-colour cover and black-and-white text, printed on a good quality text paper.

While this print technology allows ANU E Press to produce and deliver books relatively quickly, making corrections to PoD books remains a laborious, time-consuming task, with all the associated costs of making changes. For that reason, it is essential to ensure that any changes or corrections to the work are made long prior to the book going to print.

Once a work is printed, any changes, which may arise after this process, should be noted and discussed with ANU E Press so that in time these changes can be made to the online and print files. If these changes exceed a reasonable quantity of corrections, and if there are major structural changes to the original work, this will necessitate the publication of a new edition.

Online and PoD books are bound by all the same regulations as conventionally produced books, i.e. they are allocated an ISBN, they have Cataloguing-in-Publication data, they are promoted in Global Books in Print (and as such can be ordered by libraries), copies have to be lodged with State and National Libraries, and any substantial changes to either the cover or the text will necessitate the publication of a new edition. For these reasons, making changes to an online or print version of the work should not be done without careful consideration.

7. Promotion of the work

The Advisory/Editorial Committee acknowledges that in order to promote the work it may be necessary for ANU E Press to use the material in a context that includes advertising and marketing. It consents to the use of excerpts from the work for these purposes. This may include the author’s biographical details and photographic image.

ANU E Press will determine the production, design and format of the electronic and print forms of the promotional work.

ANU E Press reserves the right to make special arrangements with appropriate learned or professional bodies in order to increase the exposure of the work and such arrangements may include providing access to the electronic forms of the work.

All requests to reuse the work in whole or in part in another publication should be discussed with ANU E Press and if agreed, the correct acknowledgement is reqiured.