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Author Guidelines
PREPARATION OF MANUSCRIPT

A NEAT, WELL-PREPARED MANUSCRIPT will greatly help your text to move smoothly from reviews through copyediting, composition, and proofreading. By following these suggestions, you can help us avoid costly delays and speed the day of publication.

Preparation of Text on Disks

Software and disks

We prefer to use Microsoft Word word processing software in the IBM/PC format, but we can convert Macintosh disks to PC. We ask you to send us 3.5-inch high-density disks. Be sure to write your name, the date, the type of hardware and software you used, and the content on each disk. It's also a good idea to send a test disk to your sponsoring editor when you start preparing your manuscript so that formatting and conversion issues can be addressed early.

Naming files

Name files by chapter or other major division (e.g., chap1, chap2, refs1, refs2, app, gloss), and include a printout of the file names with the disks.

Paper

Print your manuscript on one side of good-quality, white, 8.5-by-11-inch paper, using a laser printer.

Number of copies

Send us each chapter as a printout and a disk, and keep one copy for reference.

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Typing

The simpler the layout is, the better. The file you send us should contain only the minimum amount of formatting necessary to make the structure clear. Compositors' typesetting programs are not compatible with the formatting produced by your word processing software.

  1. Send a double-spaced printout (do not single-space extracts, exercises, tables, notes, or bibliographies).

  2. Use the default settings for margins so that margins are at least 1 inches top and left and 1 inch right and bottom.

  3. Do not justify the right margin.

  4. Use your computer's margin command for indenting extracts.

  5. Use the tab function, not the space bar, to indent paragraphs.

  6. Use the hard return only after each paragraph and each head.

  7. Use one font style and font size throughout. Use bold only for key terms, and use italic sparingly.

  8. Type one space after colons and periods.

  9. Avoid special software features such as Notes, Index, and Hyphenation.

  10. Avoid automatic numbering and automatic outlining.

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Quotations and extracts

  1. Enclose short quotations (less than five lines of prose and less than three lines of poetry) in quotation marks, and run the quotation into the text. Mark the end of a line of poetry with a diagonal slash--for example, "I hate the day, because it lendeth light / To see all things, but not my love to see."

  2. Set off long quotations and poetry, and do not enclose them in quotation marks. Use your computer's margin command to indent extracts (typically, long quotations from published sources), and print them double-spaced. Alternatively, you can type extract begins and extract ends to indicate the material that should be indented.

  3. Use an ellipsis (three dots) to indicate an omission within a quoted sentence. If an ellipsis comes at the end of a sentence, keep the final sentence punctuation.

  4. Enclose any personal additions in square brackets, not in parentheses.

  5. If you add italics to a quotation, mention this addition in a note within square brackets.

  6. Place the note number at the end of the quoted material.

  7. Quote accurately. Verify quotations for accuracy in the final printout.

The importance of keeping accurate, complete sources of all quoted materials cannot be overstated. For conventions and restrictions governing quotation from copyrighted materials, see "Copyrights and Permissions."

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Cross-references

Cross-references are sometimes made to figures, tables, features, sections, other chapters, and specific pages--for example, see Figure 2.3; see Table 2.3; see Feature 2.3; see Chapter 2; see pages 0000. Do not use above, below, or the following. Avoid cross-references to specific pages. Although they occasionally are necessary, you cannot enter them until the book is in page proof, an expensive place to make corrections in the type. If you cannot avoid a cross-reference to specific pages, include the number of the manuscript page that has the cross-referenced material so that you can find it easily and later can insert first the corresponding galley number and then the final page number. Generally, backward cross-references are more useful than forward references.

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Footnotes

Do not use your software's footnote feature, because it may not be compatible with the compositor's coding system. Instead, number footnotes consecutively throughout each chapter, and group them at the end of the chapter, double-spaced. In the text, enclose the footnote callout in brackets or use a superscript. Place table and figure footnotes on the same page as the table or figure. All footnotes should be complete in the first draft of manuscript.

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Headings

Indicate first-, second-, and third-level heads by typing A, B, and C in brackets before each head. Headings should appear in capital and lowercase letters and roman type and have the same font style and font size as text.

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Tables

Do not set up tables unnecessarily. Brief arrays or listings within the text often present simple data well. But when data are sufficiently complex to warrant a table, keep it uncluttered.

  1. Double-space each table, including its notes. Create columns by using the tab function, not the space bar.

  2. Do not overformat with frames, lines, boxes, and shading. A simple grid is best.

  3. Type the complete source note directly below the table, and list any other table notes after the source note.

  4. Double-number each table by chapter (Table 2.1, Table 2.2, and so on), and give each table a title.

  5. For complex tables that you are borrowing from another source, submit a photocopy instead of attempting to rekey the table.

  6. See "Collections of facts: charts, tables, and other line art" for permissions requirements for tables taken from other published works (and for using data from multiple sources to avoid permissions fees).

  7. Place the table at the end of the chapter in which it is mentioned in the text.

  8. Be sure to mention each table in the running text so that readers know why you included it.

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Figures

Figures may be diagrams, drawings, photographs, charts, graphs, or maps. Place them at the end of the chapter in which they are to appear (be sure that each one is mentioned in the running text). Double-number each figure by chapter (Figure 2.1, Figure 2.2, and so on), and give each one a title, a caption, and a complete source note. All originals of facsimile art and any photo suggestions should be submitted with the final manuscript.

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Pagination

Double-number the pages by chapter, starting each chapter with page number 1 (2-1, 2-2; 3-1, 3-2; and so on). If insertions are necessary after you have submitted the final manuscript, do not submit a revised disk or cut and paste pages from the final printout. Instead, label the insert pages a, b, and so on, of the double-numbered page they are to follow: Pages 2-23a and 2-23b, for example, would follow page 2-23. If you decide to delete a long section of a chapter that has been submitted, do not remove manuscript pages; instead, cross out the section.

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Bibliography

A list of publications bearing on the subject matter is usually included in a textbook. The conventions of your discipline will influence your choice of format. An annotated list of suggested readings at the end of each chapter will guide students' further reading and research. Sometimes a concise bibliographical essay that evaluates and compares various published resources is more useful than an annotated list. A list of works cited in the book (called References or Works Cited) may be placed at the end of each chapter or at the back of the book. Such lists are alphabetized by the authors' last names. To submit such a list, follow these guidelines:

  1. Type the entire bibliography double-spaced.

  2. Use normal capitalization for names and titles, and use italic for book and journal titles.

  3. Begin the first line of each entry flush left, and hang all other lines (including annotations), using your software's paragraph format function.

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Final reading and corrections

Give the final manuscript a careful reading to ensure that it is complete and accurate. Now, not when you read page proof, is the time for final revision and verification.

  1. Check quotations, references, and statistical arrays once more for accuracy.

  2. Write minor corrections above the typed line.

  3. If a change of more than one line or a long insert appears necessary, type the insert on a separate page and double-number the page (as, for example, 2-1a); also label the insert (as, for example, "Insert A for p. 2-1"), and note where it should be inserted in the original text. Be sure that the copy reads consecutively.

  4. Do not make corrections by writing below the line; by writing on the reverse side of the page; by attaching slips of paper to the sides, top, or bottom of the page; or by inserting sheets that are not 8.5-by-11 inches in size.

  5. After your final review of the manuscript, print out a hard copy.

  6. After you have submitted this final disk and printout, do not submit any revised disks or printouts. Make any further minor manuscript changes as inserts or during your review of copyedited manuscript.

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Special characters

Use your software to produce special characters. If you need to devise and use codes for special characters, be sure to keep a list of them. Patterns of three characters are good (for example, $$$) because they almost never appear in text.

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Preparation of Text from Tearsheets

Tearsheets are pages removed or photocopied from books and periodicals.

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Original tearsheets

To prepare a first-edition manuscript for an anthology or a book of readings that consists largely of reprinted materials, use original tearsheets--pages removed from books and periodicals--whenever possible. Since these must be mounted flat on 8.5-by-11-inch paper, you will need two sets to show both sides of the page. If you have only one set of tearsheets, and there is no pedagogical use of color on the tearsheet, you can reproduce the reverse side of each page by photocopying it on 8.5-by-11-inch paper. Double- or multiple-column material must be cut apart and mounted one column to a single sheet of paper.

To prepare manuscript for a revised edition, use tearsheets from the current edition. Ask your sponsoring editor for two copies of the latest printing of your book, so that the tearsheets incorporate any reprint corrections that were made after publication.

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Photocopied tearsheets

For one-color books, photocopies may be used in place of tearsheets if they are clean and clear, with good contrast and no serious distortion of lines at the binding side of the page (removing the text binding before photocopying will produce the best results). Photocopies are preferable to retyping material because they eliminate the possibility of introducing errors and clearly show the compositor what material is being picked up. Ask your sponsoring editor whether our copy center will be able to cut off bindings and prepare the copies for you.

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Mounting tearsheets

Tearsheets submitted as part of the manuscript should be trimmed of any ragged edges and mounted on 8.5-by-11-inch paper. For revisions, the page number from the current edition should be retained as part of the tearsheet.

Use rubber cement, a gluestick, or paste (transparent tape interferes with copyediting and typemarking) to attach tearsheets firmly to the page, leaving no loose corners or edges. Do not use staples. All four sides of the tearsheets must be completely secure because the manuscript will be photocopied many times.

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Editing tearsheets

If you are deleting material from tearsheet, cross it out neatly; do not cut it out. Use the margin to make minor additions and corrections. If you are inserting extensive material into tearsheet manuscript, write a short note in the margin to indicate where the material should be inserted. Place a double-spaced and double-numbered manuscript page containing the insert immediately after the tearsheet page, and label the insert ("Insert A for p. 2-1"). If two or more inserts are to be made on a page, letter the inserts consecutively.

Sample Tearsheet Page and Manuscript Page

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Front and End Matter

Front and end matter, like the rest of the manuscript, should be typed double-spaced. When you submit the manuscript, be sure to include the following materials.

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Title page

Your title page should include the title (and subtitle, where appropriate) of your book, your name exactly as you wish it to appear, and your affiliation. Be sure that coauthors' names appear in the order and style that you all have agreed on. If we have no other guidance, we will list them alphabetically, and in general that is not a bad idea.

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Table of contents

The table of contents should provide a complete anatomy of the book, including front matter, part titles, chapter titles, primary and secondary heads, special feature heads, and end matter.

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Preface

The preface is an important document for sales promotion and should be carefully prepared. It is your chance to tell prospective users, both instructors and students, about the book and to arouse their interest. Why and for whom did you write the book? What are its special features? What ancillary materials have you developed and for what purposes? Without disparaging other texts, show in a positive way how yours differs in scope, purpose, and approach. A prospective adopter will open your book first to the table of contents and the preface, so the importance as well as the placement of these elements is primary.

Acknowledgments to people who have given you special help should appear in the paragraphs at the end of the preface.

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End matter

Manuscript for the appendix, glossary, and references should come in to us with the text manuscript. The index is prepared later from page proof.

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Sending the Manuscript

Be sure to make a photocopy of the manuscript for yourself. Then package the original manuscript pages flat, and make certain the sheets of paper are neatly stacked with no odd edges hanging out. Never staple or clip pages together. When sending photographs or original illustrations, package them between cardboard to prevent damage during mailing. Include any electronic disks, labeled with your name, the date, the type of hardware and software you used, and the content of each disk.

Consult with your sponsoring editor about the best mailing method. Alert your sponsoring editor that you have mailed your manuscript, and he or she will contact you when the manuscript has arrived.

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