All artwork, including figures, graphs, maps, and tables, should be removed from the interior of the MS and placed at the end. Place each table and each piece of computer-generated line art in its own electronic file, assigning filenames such as "table01" and "table02."

There are three general categories of illustrations: line art, photographs, and tables. Line art is black on white (with no gradations of gray, although shading can be indicated by dots or lines) and can be a pen-and-ink drawing, etching, diagram, graph, or original map. Line art can be either hand-drawn or computer-generated. Photographs can be of paintings, historical maps, or other original documents that contain shades of gray. Tables, of course, are primarily text.

All artwork, together with two sets of labeled photocopies, two sets of captions, copies of any needed permission letters, graphics files, and Electronic Art Questionnaire should be submitted with the final MS for editing.

Your acquisitions editor or MS editor will advise you to number each illustration separately by category or to combine categories, depending on the particular needs of your MS. Except in MSS with complex art programs, both line art and photographs categories are generally labeled in one sequence as "figures"; maps might be an exception. Once the final art has been selected, place all the art in the order in which it is referenced in the MS. On the back of each illustration, number each category consecutively in its own sequence on the back, for example, figure 1, figure 2, map 1, map 2. Do not skip numbers; conversely, assign each image a separate number. Label a "frontispiece" as such and do not include it in the numbered series.

Only in rare cases will you need to designate the parts of an illustration by the use of letters or numbers; this requires special care. Keep in mind that illustrations of a variety of sizes are usually reduced to the same width in a book, thus letters, numbers, or lettering should be drawn in proportion. Whenever possible, refer in the caption to left, center, upper, lower right, foreground, etc., rather than affixing to the illustrations part labels such as a, b, c.

In preparing graphs and charts, use special care to ensure consistency both internally and with the text in style, spelling, capitalization, and abbreviation as well as in size of lettering.

If you have obtained art on loan from an institution, we strongly recommend that you secure a high-quality reproduction for our use during the production process. Although our Production Department makes all good effort to handle art expeditiously and carefully, we cannot be responsible for lease fees or damaged art.

Please remember that permission must be obtained for the use of any copyrighted illustrations, as well as for any material from archives or other private sources. Refer to the chapter on permissions and acknowledgments.

Line Art
Line drawings must be submitted as camera-ready copy (reproduction quality) because the Press has no facilities for redrawing this material. Line art will be sent to the printer for photoreproduction in the form in which you submit it, and this is the form in which it will appear in your book. Line art may be originals drawn in black ink on high-quality white paper, photostats, or true 600-dpi laser prints of computer-generated graphs or charts.

If you have created line art using a graphics program, provide both a laser printout and a disk containing the graphics files in EPS (Encapsulated PostScript) format. Copy the EPS files to a new diskette, and do not put any text files on the disk. Label the disk with your name, short MS title, platform (PC or Macintosh), software program used, disk contents, and date. Also include all fonts used. Complete an Electronic Art Questionnaire (your acquisitions editor can supply this; it will also be posted at our web site).

Examine line art carefully to ensure that it is true "line art" and does not contain gradations of gray. If the line art you wish reproduced in your book contains gray, you must submit it to the Press as a black-and-white photograph (see instructions below for Photographs).

Line art and photographs are usually numbered together and referred to as "figures."

See the "Captions and List of Illustrations" and "Marginal Call Outs and Text References" sections, below.

Photographs
Photographs submitted as part of your art program should be as crisp and distinct as possible: in every generation of reproduction, there is an unavoidable loss of fidelity to the original.

If a photograph is to be reproduced in black and white, submit a black-and-white print to the Press; if your acquisitions editor has agreed to a small number of color illustrations, these should be supplied as 35-mm (or 4- by 5-inch) transparencies.

Photographs for black-and-white reproduction should be printed 8 by 10 inches on glossy stock. They should be untrimmed and unmounted. Images and contrast in the tones should be sharp and distinct. If only a portion of the photograph is to be used, define that area by supplying two photocopies of the print with the crop area clearly marked on the photocopies. Never mark the original. Separate photographs with blank sheets of white paper to help prevent bleed-through and smudging.

Number the photographs in the order in which you refer to them in the text. If there are no in-text references, number the illustrations in the order in which you want them to appear in the text--by chronology or some other logical system.

On self-sticking, permanent labels, indicate figure numbers and place an arrow pointing to the top if there might be a question of which edge is the top. Apply the labels to the backs of the photographs. An alternate labeling method is to use a wax crayon to indicate sequence number and "top" directly on the back of the photographs; be extremely careful not to make an impression through to the front surface.

Include two sets of photocopies that are identified on the front by the figure number (one set for the copyeditor and the other for the designer). Any crop marks should appear correctly on both photocopies.

Halftones and line art are usually numbered in one sequence and referred to as "figures."

See the "Captions and List of Illustrations" and "Marginal Call Outs and Text References" sections, below.

Captions and List of Illustrations
A list of illustrations and a separate captions list that incorporates credit lines must accompany the MS if it contains illustrations. The list of illustrations will appear after the table of contents in the final book; each caption, of course, will appear with its corresponding illustration.

      Captions
Numbered captions are necessary for all figures (photographs and line art). Do not type the captions (legends) on the original illustrations (see below about table titles, however) or each on its own page. Instead, type all captions, double-spaced, in list form in a single electronic file (e.g., captions.doc). A caption should contain the number of the illustration, a complete explanation or description of the art shown, and in parentheses, any credit stipulated by the rights holder or owner, as in

If the illustration is in the public domain or otherwise does not require a credit line, include information about the source.

Captions should be short but complete; explain the point of the illustration in the text. Include one copy of the captions list with the MS (numbered after the bibliography) and a duplicate copy with the illustrations. Also include a separate memo itemizing by caption number any special instructions about cropping, pairing with other illustrations, sizing, or suggested placement in the book.

      List of Illustrations
The front-matter list of illustrations contains descriptions that are more concise than those found in the captions; this list does not contain credit lines. The photograph cited above, for example, was identified in the front-matter illustrations list as

Begin the list of illustrations on a new page after the contents page in your front-matter file. Type each brief description on its own line in the same order that the illustrations are to appear in the book.

When you are creating the list of illustrations, it might help you to remember that the illustrations are listed together, whereas the captions appear each with its appropriate illustration.

Tables
Since we are likely to want to typeset your tables so that we can give them a design compatible with the text, the instructions that follow assume that process; if you have large numbers of complex tables, however, your acquisitions editor might ask you to provide us with camera-ready copy.

A full treatment of the best ways to present large amounts of detailed information (usually in tabular numerical form called statistical tables) may be found in chapter 12 of the Chicago Manual of Style, 14th edition. A few considerations may be useful here, however.

Like everything else in the MS, tables should be typed double-spaced throughout, even if this results in running a large table onto several sheets. Use the same typeface and size, 12-point New Courier, used elsewhere in the MS.

Each table should be in its own electronic file, identified as table01.wpe, table02.wpe, etc.

All tables should be reasonably uniform in format and layout. Titles and headings need to be consistent in form and diction. Guard against "Adolescent alcohol-addiction rates" in one table metamorphosing into "Rates of teenage alcohol addiction" in another. Table titles should be typed sentence-style, capitalizing only the first word and proper nouns. Exercise special care so that proper names, key terms, even single words used in the tables match those used in the text--and of course in other tables.

Abbreviations can be useful to keep columns readable and their size manageable. Apply abbreviations logically and consistently within a single table and among tables.

Tables should be numbered in the order in which they are referenced in the text and numbered separately from other artwork, that is, as "tables." Unlike note numbers (which start with 1 in each chapter), table numbers continue consecutively through the text, continuing from one chapter to the next. Two types of MSS are important exceptions to this rule: a collection of pieces by various authors, and a monograph with an unusually large number of tables. In these, a system of double-enumeration should be used: table 3.4 would be the fourth table in the third chapter. Confer with your acquisitions editor or the MS editor before using this double-numbering system.

Using tabs, type directly into the text tabular material that is so clear and brief--say, only two columns of fewer than five lines--that it does not require the formalizing apparatus of a table. But true tables must be typed on separate sheets, never in the text.

Note that table titles, unlike figure or photo captions, are typed as part of the unit itself. Do not place table titles with captions for other art.

Each table should have an accompanying text reference (see the next section). Finally, identify the position of each table in the text with hand-written marginal notations.

If your MS contains many tables, create a list titled "Tables" on a new page in the front matter after the contents page and after the list of illustrations (if any).

If you have any questions about the construction of tables, please consult your acquisitions editor or the MS editor.

Marginal Call Outs and Text References
All artwork (line art, photographs, and tables) must have its placement flagged in the left margin near where you wish the illustration to appear. Legibly hand-write such marginal call outs: F1, F2, T1, T2, etc.

A separate issue is whether the text itself will contain references to the illustrations. All tables must have corresponding text references; most other art should, as well. Always spell out the word "table"; abbreviate "figure" when it appears within parentheses in your text:

Jacket or Cover Art
If your clothbound book is to be jacketed, or if the Press is publishing your work as a paperbound book, your acquisitions editor will ask for your ideas about jacket or cover art. If you both agree that you will supply the art, send a reproduction-quality black-and-white print or color transparency, as appropriate, to your acquisitions editor with the final MS. Enclose with the cover illustration a sheet with the caption, including complete credit line, and a photocopy of the letter granting permission. Your request for permission from the rights holder must stipulate that the art will be used as cover or jacket art.