Manuscript Submission Checklist for Contributors to Edited Volumes
Manuscript Submission Checklist for Contributors to Edited Volumes
We at Georgetown University Press are pleased to provide you with the following explanations and checklist in order to ensure that your contributed chapter moves through our production process as smoothly as possible. We look forward to working with you as partners in the publishing process.
This document contains important instructions. Read it carefully before preparing your manuscript. As you prepare your manuscript, check off the appropriate spaces below and submit it with your final manuscript and disk(s). If an item does not apply, mark "N/A" in the space provided. Note that the Press follows the Chicago Manual of Style, 16th edition, a widely available reference book, on all editorial matters. It may be helpful or necessary to consult this manual while formatting your manuscript.
Your editorial and production contacts at Georgetown University Press are:
Deborah Weiner, Editorial and Production Manager
Nancy Driver, Editorial and Production Coordinator
_______ 1. Word count: ___________________________. Please provide an accurate word count for the entire chapter.
_______ 2. The entire manuscript is double spaced, including notes, extracts, and references, and uses the 12-point Times Roman font throughout the manuscript.
_______ 3. All em-dashes—which when typeset will resemble these—in the text are indicated by two consecutive hyphens without space before, between, or after them, so that they appear--like this. (Note: If your word processing program automatically formats a dash to appear as an em-dash—like this—be sure there are no extra spaces before or after it.)
_______ 4. The first paragraph of each new section is set flush left and all subsequent paragraphs are indented using tabs.
_______ 5. The first use of an abbreviation is spelled out in the text followed by the abbreviated form in parentheses, e.g., Federal Bureau of Investigations (FBI). (Note: All subsequent mentions of the abbreviation may use the abbreviated form only.)
_______ 6. All unusual symbols are labeled with their correct name in the margin in each place they appear.
_______ 7. The first use of a diacritical mark (acute accent, cedilla, etc.) is noted in the margin of the text.
_______ 8. The entire manuscript has been prepared in Word. (Note: If you have converted the manuscript from another program, check to be certain that no data were lost. Clean up any extra spaces or incorrect characters that may have been added.)
_______ 9. Automatic hyphenation and widow-orphan protection have been turned off.
_______ 10. All quotations have been compared with original sources for accuracy of citation and completeness. (See "Notes and References.")
_______ 11. All references have been checked for accuracy, completeness, and consistency of style. Each reference must have a corresponding text mention.
_______ 12. All notes are double-spaced and are in 12-point Times Roman font.
_______ 13. Beginning with the introduction, if applicable, or chapter 1, every page is numbered consecutively straight through from beginning to end in Arabic numerals. Instructions on how to number a manuscript consecutively in Word: After choosing "Page numbers" from the "Insert" menu, click on "Format" on the box; choose "start at" and type in the page number with which you wish the file to begin.
_______ 14. All headers and footers (running heads and running feet) have been removed.
_______ 15. All figures and tables are numbered. Figures and tables should not be embedded in the text. (See "Tables, Figures, and Photographs.")
_______ 1. All in-text note numbers are superscript (e.g., 2), and all note numbers preceding the note itself are base aligned (e.g., 2). Notes are to be numbered separately for each chapter (e.g., the first note in each chapter begins with "1") and are either placed at the end of the chapter to which they correspond or grouped by chapter and placed as a separate section before the references.
_______ 2. Notes are formatted according to the CMS16, chapter 14.
_______ 3. Notes are numbered consecutively and all note numbers in the text have corresponding notes that are correct and accurate.
_______ 4. All references are formatted consistently; see CMS16, chapter 15.
_______ 5. All references have been checked for completeness and accuracy.
_______ 6. All citations made in the text are listed in the references and all references listed can be found in the text. Please double-check this.
_______ 7. In the reference list, all successive works by the same author(s) after the first appearance are preceded by six unspaced dashes (three em-dashes) and a period in lieu of the author's(s') name(s).
______ Number of tables _________
______ Number of figures _________
______ Number of photographs _________
Definitions. A table provides textual or numerical information, often raw data, whose bulk would be difficult to comprehend in the form of prose. A figure provides information in the form of an illustration, chart, graph, or other illustrative material.
_______ 1. Figures and tables are in separate electronic files; do not embed figures or tables in the text. For figures that include complicated art or shading, please prepare it in a graphics program such as InDesign or Adobe Illustrator. This will ensure that the press can recreate the figure in high-quality resolution. Line illustrations must be high contrast black on white. For bar graphs please use patterns rather than shades of gray in the bars. Do not use PageMaker or PowerPoint. If you need help with these instructions, please call the Editorial and Production Department at (202) 687-6251.
_______ 2. Table footnotes appear at the bottom of the table and are not integrated with the list of notes for a chapter or the book. Use superscript a, b, c, etc. and not symbols for table footnotes.
_______ 3. Figures and tables are labeled and numbered consecutively.
_______ 4. Filenames for all electronic versions of figures and tables are labeled with the same name and number given in the text, e.g., "Table 4.1" will also be its electronic filename. (See "Electronic Files.")
_______ 5. Every table, figure, and photograph is "called out" in the text approximately where you would like them to appear by marking or typing in the text "Table 4.1 about here."
_______ 6. All references to figures and tables use the same name and number--i.e., the callouts in the text, on the electronic file, on the hard copies, and in a list of figures and tables all match.
_______ 7. All tables and figures taken from another source are indicated with a source note.
_______ 8. One clean copy of each table and each figure, clearly marked with its number and title, is included with each manuscript.
_______ 9. One set of original black and white glossy photographs (halftones). No second-generation prints. Number each photograph and your name by writing it first on tape and then affixing the tape to the back of the print. Do not leave an imprint on the photograph by writing directly on the back.
_______ 10. All permissions information for photographs are included. (See "Permissions.")
Please note: All improperly formatted electronic files will be returned along with your manuscript.
_______ 1. All chapters are formatted in Word.
_______ 2. All electronic files are readable and not corrupted. (Note: To check if a file is corrupted, simply try to open it on your computer. If you cannot open it and it is formatted in the same platform (Mac or PC) that you use and with a program that you have, it is corrupted and must be replaced.)
_______ 3. Each chapter is in its own electronic file on a CD.
_______ 4. Each individual figure and table is saved as a separate file. Include a list of electronic filenames with your manuscript and disks.
_______ 5. Each disk is labeled clearly with the author's last name, the names of the files on the disk, and the name of the word processing program used to prepare the files.
The publishing contract states that each contributor guarantees that copyrighted materials have not been used without permission. A final manuscript received by the press is assumed to be cleared for use of all material from other sources. Responsibility for obtaining, paying any fees for permission, and providing the press with relevant documentation rests with the author/editor. Please communicate with the volume editor about permissions, or call the press for additional clarification.
_______ 1. A completed permissions log is included.
_______ 2. Copies of all letters requesting and granting permissions for use of figures, tables, photographs, or text, including any credit line that the copyright holder requested, are included.
_______ 3. All permission letters are labeled with the number of the figure, table, or illustration to which they correspond, or the title of the reference text.
_______ 4. Your signed publication agreement with the press, indicating that you give permission to publish your work, has been sent directly to the press.
WHAT TO SEND TO THE VOLUME EDITOR
_______ 1. One hard copy of your chapter that exactly matches the electronic files. All pages should be printed, one side only, on the same size paper, 8½" x 11". Each page should be numbered consecutively from start to finish. Be sure to keep a backup copy for yourself.
_______ 2. Properly formatted electronic files on a CD along with a list of filenames. All disks must be clearly labeled as indicated above. Be sure to keep an electronic backup copy for yourself.
_______ 3. An accurate word count of the entire book or chapter.
_______ 4. A list clarifying any unusual capitalization, italicization, citations, etc.
_______ 5. A list of all unusual diacritical marks or symbols used in the manuscript.
_______ 6. A list of all figures and tables, their names, and their electronic filenames.
_______ 7. Original versions of all photographs, labeled correctly, plus two photocopies. Clean copies of tables, figures, or other illustrations; one clean set of tables and figures per manuscript copy. A separate electronic file of each table, figure, or illustration, labeled correctly, must be included with the electronic files of the text. Be sure to keep a backup copy for yourself. (See "Tables, Figures, and Photographs.")
_______ 8. Copies of all signed permissions. Be sure to keep copies for yourself.
_______ 9. A copy of your signed publication agreement; the original should be sent directly to the press.