Manuscript Submission Checklist

Manuscript Submission Checklist for Authors

We at Georgetown University Press are pleased to provide you with the following explanations and checklist in order to ensure that your manuscript moves through our production process as smoothly as possible. We look forward to working with you as partners in the publishing process.

This checklist contains important instructions. 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, 15th edition (CMS), 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, (202) 687-6251; weinerd@georgetown.edu
Nancy J. Driver, Editorial and Production Coordinator, (202) 687-0159; njd23@georgetown.edu

Word Count and Important Formatting Information

Parts of the Manuscript

General Formatting

Notes and Bibliography

Tables, Figures, and Photographs

Electronic Files

Permissions

What to Send to the Press: Final Checklist

Word count: ___
Includes all text, notes, references, and bibliographic material.

No. of tables: ___ No. of figures: ___ No. of photos: ___

Important Formatting Information
Please save each chapter and each front- and backmatter section in its own electronic file. Do not save the manuscript as a single continuous document. See Electronic Files for instructions on naming the files.

I. PARTS OF A MANUSCRIPT (in the order they should appear)

Frontmatter:

___ 1. TITLE PAGE: includes the title of the book and name of the author(s)/editor(s) as he or she wishes it to appear. Also include "Georgetown University Press/Washington, D.C."

___ 2. DEDICATION or EPIGRAPH (optional)

___ 3. TABLE OF CONTENTS: includes preface, foreword, introduction, text (chapters) and authors names if it is a contributed volume, appendices, and notes. If your manuscript is divided into parts, be sure to insert part titles in the table of contents. Do not list page numbers.

___ 4. LIST OF FIGURES/TABLES/PHOTOGRAPHS: includes titles and numbers for all figures and tables. Start a new page for each list.

___ 5. FOREWORD (if desired): A foreword should be brief and is usually written by an authority in the field. Add byline and affiliation at end of text. The Press does not publish a date for the foreword

___  6. PREFACE (if desired): A preface is written by the author and should briefly state the purpose of the book and specify the intended audience. It is not signed. A brief paragraph or two of acknowledgments may be included at the end if desired. A preface should not include in-text citations or notes

___ 7. ACKNOWLEDGMENTS (if desired): Acknowledgments longer than a brief paragraph or two should follow the preface in a new file.

___ 8. INTRODUCTION: An introduction included in the frontmatter provides an overview of the book and should not include in-text citations or notes. However, most introductions introduce the subject matter and are paginated with the text rather the frontmatter.

___ 9. LIST OF ABBREVIATIONS AND ACRONYMS USED IN THE TEXT

Text:

___ 10. The text consists of sequentially numbered chapters, which may be grouped into parts. Introductions that are primarily an overview of the book belong in the frontmatter

Backmatter:

___ 11. APPENDIX(ES): An appendix contains explanations or elaborations that are not essential to the text but are helpful to the reader. It can also contain raw data that are difficult to incorporate into the text

___ 12. NOTES: Format notes according to CMS section 16.19-70. (See Notes and Bibliography section for details.)

___ 13. GLOSSARY (if desired by author): A glossary is necessary when there are many unfamiliar terms that the reader may need to know. All words/phrases are listed alphabetically.

___ 14. BIBLIOGRAPHY/REFERENCES: Format bibliographies or reference lists using CMS 16.71-89. Note that entries in bibliographies and reference lists vary slightly in their arrangement of citation components. (See Notes and Bibliography.)

___ 15. LIST OF CONTRIBUTORS (if relevant): List names and provide a short biography of all contributors, including the editor(s). Arrange alphabetically by last name.

II. GENERAL FORMATTING

___ 1. Use 12-point Times font, double spaced, for the entire manuscript.

___ 2. Do not include spaces between words and dashes.

___ 3. Spell out abbreviations on first use, followed by the abbreviation in parentheses.

___ 4. Indicate levels of heads with codes such as (A), (B), (C). Do not apply bold, italic, or underlining to indicate head levels.

___ 5. Check quoted passages with original sources for accuracy and completeness

___ 6. Number the manuscript consecutively across all electronic files. 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. In WordPerfect: From the "Format" menu, choose "Page" and then "Numbering." On the box, choose "Set Value" and insert the page number with which you wish the file to begin.

___ 7. Do not include running heads or running feet.

___ 8. Place figures and tables in separate files rather than incorporating them within the text. (See Tables and Figures section for further instructions.)

III. NOTES AND BIBLIOGRAPHY

Definitions. Manuscripts can have two different systems for source citations.

Notes and Bibliography System: Notescontain complete bibliographic information on the first use of a reference and a shortened citation on each subsequent use. This is discussed in detail in CMS 16.3. If references to a particular citation are far apart and a bibliography is not included, a cross-reference to the full reference is helpful (see CMS 16.43). If your book will contain many citations in the notes, a bibliography is recommended. When a complete bibliography is included, shortened citations may be used for all references. Each bibliography entry must correspond to a mention in the notes, and each citation in the notes must be cited in full in the bibliography.

Author-Date System: In the author-date system, citations are given parenthetically in the text with the author's last name and year of publication. (The page number for the citation is also required for directly quoted material.) Full citations appear in the reference list, the format of which varies from that of a bibliography. An example of a reference list entry is given in CMS 16.4.

An example of how the citation elements differ among the various types of citations (notes, bibliographies, in-text, and reference lists) is found in CMS 16.10.

___ 1. Use automatic notes feature in Word or Word Perfect to create notes. Notes will be placed at the end of the chapter. Do not use footnotes.

___ 2. Author-Date Citations: See CMS 16.90-120 for an overview of the author-date/reference list system.

___ 3. Citations within notes should be formatted according to CMS 16.19-70.

___ 4. Bibliography style should follow CMS 16.71-89. This is different from the author-date style of references.

___ 5. Check bibliography or reference list for completeness and accuracy and that each entry is found in the text or in the notes.

IV. TABLES AND FIGURES

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. Place figures and tables in separate electronic files; do not embed figures or tables in the text. Tables and figures must be submitted in the program used to create them. Acceptable programs include InDesign, Quark, and Illustrator for figures, and Word and Excel for tables. Using these programs ensures that the Press can recreate the tables or figures in high-quality resolution and accuracy. Do not use MS Imaging, PageMaker, or PowerPoint. If you have a different program, please call the Editorial and Production department for assistance.

___ 2. For bar graphs and charts please use patterns rather than shades of gray.

___ 3. Every table, figure, and photograph must be "called out" in the text approximately where you would like them to appear by marking or typing in the text, for example, "Table 4.1 about here."

___ 4. Label figures and tables with the chapter number and table or figure number, numbered consecutively through each chapter. For example, the first table in chapter 4 should be labeled table 4.1, the second table in the same chapter is table 4.2, etc. Callouts should use the same label (see no.3).

___ 5. Table footnotes appear at the bottom of the table and are not integrated with the notes for a chapter or the book. Use superscript a, b, c, etc., and not symbols for table footnotes. All tables and figures taken from another source are indicated and labeled using the format given in the CMS 13.43-50. Source citations appear below the table or figure following any notes.

___ 6. Filenames for all electronic files of figures and tables are labeled with the same name and number given in the text. For example, "table 4.1" will also be included in its electronic filename. (See Electronic Files no. 6.)

___ 7. Include one clean copy of each table and each figure, clearly marked with its number and title with each manuscript.

V. ELECTRONIC FILES

Please note: All improperly formatted electronic files will be returned along with your manuscript.

___ 1. Complete electronic files must accompany the manuscript and must match the printed manuscript exactly.

___ 2. All chapters must be created in the same word processing program.

___ 3. Each chapter and each major frontmatter and backmatter subdivision (e.g, contents, preface, appendix[es], etc.) should be a distinct electronic file. The Press will not accept manuscripts if they are organized as a single electronic file.

___ 4. Each individual figure and table should be a separate file.

___ 5. Each file should be named with a 2-digit number preceding the file name, e.g., 00Title page, 01Contents, 02Preface, 03chapter 1. Follow the order of elements given in CMS1.4.

___ 6. After preparing the disk, open each file from the disk to ensure that none of the files have become corrupted.

___ 7. Label the disk or CD with the author's last name and the program or version used to create the files.

VI. PERMISSIONS

Your contract states that you guarantee you have not used copyrighted materials without permission. A final manuscript received by the Press must be cleared for use of all material from other sources. Responsibility for obtaining permissions, paying any fees for permissions, and providing the Press with relevant documentation rests with the author/editor.

Complete information about copyright, fair use, and works in the public domain are found at www.copyright.gov.

___ 1. Complete a Permissions Log provided to you by the Press.

___ 2. Include copies of all letters both requesting and granting permissions for use of figures, tables, photographs, or text, as well as any credit line that the copyright holder requires.

___ 3. Label all permission letters with the number of the figure, table, or illustration to which they correspond, or the title of the reference text.

___ 4. For contributors to an edited volume: Your signed Publication Agreement with the Press, indicating that you give permission to publish your work, should be returned directly to the Publishing Assistant at the Press.

VII. WHAT TO SEND TO THE PRESS: FINAL CHECKLIST

___ 1. Three hard copies of your manuscript that exactly match the electronic files. All pages should be printed, one side only, on 8.5" x 11" paper. Keep a complete backup copy for yourself. Do not staple, clip, or bind the manuscript. Use colored sheets to separate the sections of the manuscript.

___ 2. Electronic files and a list of filenames. All disks must be clearly labeled as indicated above. A separate electronic file of each table, figure, or illustration, labeled correctly, must be included with the electronic files of the text. Keep an electronic backup copy for yourself.

___ 3. An accurate word count and number of tables and figures.

___ 4. If appropriate, a list clarifying any unusual typographic elements.

___ 5. One set of unmarked tables, figures, or other illustrations per manuscript copy. Original versions of all photographs, labeled correctly, plus two photocopies. Be sure to keep a backup copy of all illustrative materials for yourself.

___ 6. Permissions Log and copies of both the requests and the signed permissions letters. Keep copies for yourself.