Refer to this document early on if you are preparing a contributed volume for Virginia.

We are pleased to be publishing the materials you have gathered for this volume. Preparing the manuscript of a multiauthor volume can be more complicated than preparing a monograph, so we've prepared this section to outline your tasks and responsibilities as volume editor. Basically, the volume editor ensures both that each chapter conforms to general house style and that each chapter conforms to style established for the volume. Your most crucial role as volume editor is ensuring that the contributors adhere to the copyediting schedule and, later, adhering to the production schedule yourself. You will also answer any questions from contributors and be their liaison with the Press. Please read this section and, indeed, the entire guide carefully so that you, the MS, and the contributors will be prepared for copyediting, proofreading, and indexing.

Copyright and Permissions

The Press will provide you with agreements for you to send to each contributor. Collect the signed forms from the contributors and forward them all at once to your acquisitions editor at the Press. This step must be completed before any in-house work can begin on the finished MS.

Inform contributors that it is their individual responsibility to secure appropriate written permission from rightsholders to reproduce material already under copyright or material owned by others (previously published chapters; illustrations, tables, figures taken from other works or from repositories; long quotations; quotations from unpublished sources). Gather photocopies of all permissions letters, making sure each is clearly identified by contributor, and mail these to your acquisitions editor for the project--we need to verify that proper permission has been obtained, and we will retain the photocopies on file. Again, permissions must be complete and on file at the Press before in-house work on the finished MS can begin.

If you have any questions about securing permission, ask your acquisitions editor or the managing editor.

MS Preparation

As early as possible, mail to the contributors and to the Press a style sheet you have devised, along with individual copies of this Press's booklet. The volume style sheet should cover elements common to several or more chapters, such as documentation (both end-of-chapter and in-text); representation of names and titles; vocabulary specific to this field; subhead conventions; and representation of tables, illustrations, and captions.

• Ask authors to send you one copy on disk and two hard copies of their contributions.
• Verify that the hard copies of all text and tables match the disk files sent to you by the contributors.
• Use only one word-processing program (and only one version, such as WordPerfect 5.1) for all material and ensure that MS formatting is identical in each chapter (12-point Courier; one-inch margins; fully double-spaced; widow/orphan protection and hyphenation turned off; left-hand justification; etc., see general MS formatting instructions).
• Place each chapter, along with corresponding notes, captions, etc., in one file. A chapter's tables appear each in a separate file with a filename such as "ch1-tb1.1" so that they are readily identifiable.
• Begin each chapter with the complete chapter title and the contributor's name as he or she wishes it to appear in the book. In general, do not allow first-name initials.
• Using software coding for a new page, begin the documentation of each chapter (notes or references) on a new page after the last page of chapter text.
• Identify illustrations (tables, figures, maps, photographs, graphs) by chapter: table 2.1, table 2.2; figure 2.1, figure 2.2, etc. Collate captions and illustrations after each chapter. Place only one table or piece of art on a page.
• Ensure that the final order of material for each chapter is text, notes (new page), references (new page), tables (each on a new page), captions (new page), all other artwork (each on a new page).

Illustrations

• Scrutinize all illustrative material for clarity and quality; everything should be "camera-ready." Label all artwork clearly by chapter.
• If chapter order has changed, recheck all illustrations to ensure proper identification.
• Ensure that each illustration has a corresponding call-out in the chapter text.
• Verify that illustrations, text call-outs, and captions correspond.
• With artwork that might otherwise be placed incorrectly, write "TOP" on the back or, if possible, on the front but well outside the area to be reproduced.
• Check captions against permissions letters to ensure that credit lines are properly transcribed. Follow instructions on each permissions letter exactly.

Final MS Preparation

• Edit each chapter for sense and grammar.
• Verify that each chapter conforms to the instructions, both yours and the Press's.
• Verify that one system of citation is used in all chapters.
• Verify that all citations are complete and that no information is missing.
• Verify that text and apparatus are complete for each chapter. Code page numbers so that the MS is numbered straight through.
• Create a new file with complete front matter: title page, contents page, and if applicable, preface or foreword. Hand- number these pages. Double-check that names and chapter titles are accurate.
• Create a new file with the list of contributors, giving current title, affiliations, and mailing addresses. Place a hard copy of this file after the last chapter or the last text element.
• Make two laser-printed hard copies from the MS disk (or one laser print and one high-quality photocopy) and send both hard copies, plus the disk, to your acquisitions editor.

Copyedited MS

Inform contributors of the copyediting schedule as soon as possible. It is the volume editor's responsibility to ensure that the copyedited MS is sent to the contributors, reviewed thoroughly, and returned to the copyeditor within the copyediting schedule.

You will receive the entire copyedited MS. Send each contributor his or her chapter for author review with instructions to answer all queries and to return the reviewed chapter to you. Ask each contributor to confirm his or her title and affiliation as given in the list of contributors.

Alert contributors that, because they will not see their typeset pages, it is imperative that they ensure their edited chapter and accompanying material are absolutely accurate and complete. From this point on, only you as volume editor are involved with the production process.

When you receive the chapters from the contributors, verify that the contributors have returned all material and answered all questions. Ensure that any new text conforms to the style already established by the copyeditor; edit as necessary.

Reconstruct the MS and return it to the copyeditor by the date stipulated in the copyediting schedule.

Prepare the index draft as soon as possible after the copyedited MS is returned to the Press. Send the index draft to your in-house manuscript editor for approval.

Reading Proof and Preparing the Index

You will be notified in advance of the production schedule so that you can set aside time to proofread the typeset pages and finalize the index.

The Press allows three weeks for you to proofread and thoroughly review the proof and an additional week for you to complete the index. At this point, it is essential that you complete these tasks within the time allotted by the production schedule.

We look forward to publishing the volume you have edited and encourage you to talk with your acquisitions editor or the managing editor if you have questions about preparation of the MS or your responsibilities as volume editor.

June 1996