To the Volume Editor: The Multiauthor Volume
Download a Word doc of these instructions here.
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 created this section to outline your tasks and responsibilities as volume editor. Initially, 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 once editing is under way is in ensuring that the contributors adhere to the copyediting schedule and, later, in adhering to the production schedule yourself. You will also answer any questions from contributors and be their liaison with the Press. Please read both this section and our Guide to Manuscript Preparation carefully so that all will run as smoothly as possible throughout the editorial and production processes.
Copyright and Permissions
The Press will provide you with agreements to send to each contributor in duplicate. Please be sure that your name, the title of the volume, and the title of the individual contribution appear on each agreement. Collect both copies of the signed forms (and they must both be originals, not copies or faxes) from all the contributors and forward them in one batch to your acquisitions editor at the Press. This step must be completed before any in-house work can begin on the finished MS. The agreements will be countersigned, and one copy will be returned, for the contributors’ records.
Inform contributors that it is their individual responsibility to secure appropriate written permission from rightsholders to reproduce material already under copyright or owned by others (previously published chapters; illustrations, tables, figures taken from other works or from repositories; quotations not falling under fair use, and so forth). Ask your contributors to submit to you a fully completed Permissions Log. Gather the Permission Logs and photocopies of all permissions letters (your contributors should retain the originals), making sure each is clearly identified by contributor, and send these to your acquisitions editor¾we 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. In addition, our Guide to Manuscript Preparation includes a section with detailed information on copyright and permissions.
As early as possible, send both the contributors and the Press a style sheet you have devised, along with copies of our Guide to Manuscript Preparation. The volume style sheet typically covers elements common to several chapters, such as the documentation style you wish your contributors to follow (Chicago Manual of Style’s humanities style or author-date system? and covering both end-of-chapter references [notes and works cited] and in-text citations); preferred style for vocabulary specific to this field (covering spellings, capitalization, hyphenation); conventions for consistent treatment of subheads; and conventions for consistent treatment of tables, illustrations, and captions. It is helpful to offer your contributors specific examples, particularly in terms of documentation.
- Ask contributors to draft a brief biographical note to appear in a list of contributors for the back matter of your book. Typically, this will consist of name, title, affiliation, and a brief sentence or two mentioning previous publications and significant publication-related awards or honors.
- Ask contributors to send you one copy on disk and two hard copies of their final 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 for all material and ensure that MS formatting is identical in each chapter (12-point Courier New, 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 electronic file. A chapter’s tables should each appear in a separate file with a filename such as “chap1-table1.2.doc” so that they are readily identifiable.
- Begin each chapter with the complete chapter title, subtitle, and the contributor’s name as he or she wishes it to appear in print (typically, the way the name has appeared in previous publications). Be sure that your table of contents and final list of contributors present the name the same way (e.g., with or without middle initial?).
- 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.
- Number illustrations (tables, figures, maps, photographs, graphs) by chapter: table 2.1, table 2.2; figure 2.1, figure 2.2, etc.
- 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).
See the illustrations section of our Guide to Manuscript Preparation for specifics, but the following points are of particular relevance to multiauthor volumes:
- Ask contributors to submit a fully completed Art Log with their original art.
- Scrutinize all illustrative material for clarity and quality. Confirm that all illustrative material is necessary and useful to the reader.
- Label all artwork clearly by chapter. If chapter order or illustration order has changed, recheck all illustrations to ensure proper identification.
- Ensure that each illustration has a corresponding call out in the chapter text and verify that illustrations, text call outs, and captions correspond.
- Check captions against permissions letters to ensure that credit lines are properly transcribed. Follow instructions on each permissions letter exactly.
Final MS Preparation
Again, see our Guide to Manuscript Preparation for specifics, but the following points are of particular relevance to multiauthor volumes:
- Edit each chapter for sense and grammar.
- Verify that each chapter conforms to both your and the Press’s guidelines.
- Verify that one system of citation is used in all chapters, that all citations are complete, and that no information is missing.
- Verify that text and apparatus are complete for each chapter.
- Create a separate file with complete front matter: title page, contents page, and if applicable, preface or foreword. Number these pages separately from the run of the rest of the MS.
- Create a separate file with the list of contributors, compiling the biographical notes you requested from your contributors. Edit the list to ensure consistency in terms of length and information provided. In the paper manuscript, this list is placed after the last chapter or the last text element.
- Double-check that names and chapter titles are accurate and that these elements correspond on chapter-opening pages, the table of contents, and the list of contributors.
- Code page numbers so that the full MS (excluding front matter) is numbered consecutively from page 1 straight through.
- Create an additional file with contributor information, giving names, current titles and affiliations, and preferred home/departmental and e-mail addresses. Submit this list with the manuscript to your acquisitions editor.
- Print out a high-quality hard copy from the final electronic files and send that along with the electronic files and all the illustrations and permissions to your acquisitions editor.
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. It is best to set a short review period for contributors, as, invariably, a few chapters will be returned late, and a shorter deadline will allow you some leeway.
Whether you wish contributors to review page proofs is up to you. Very often, because typesetters use our disk files and there is less room for error, editors choose not to send their contributors copies of proof. However, authors are much more likely to spot mistakes in their own work, and so you may well prefer your contributors review proof as well. In either case, decide and let the contributors know at the copyediting stage whether they should expect to review proofs—also informing them, of course, that in either case, final changes should be made during manuscript review; it is imperative they ensure their edited chapter and accompanying material are absolutely accurate and complete.
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. If you wish to hire a professional indexer, please let your in-house project editor know (preferably as early in the process as possible), and we’ll be happy to supply you with names and contact information.
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. Please see our guide Handling Proof and Creating an Index for details of what will be expected at this stage.
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 your volume, and we 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.