Cap-press.com



CAROLINA ACADEMIC PRESS

700 Kent Street

Durham, North Carolina 27701

Telephone (919) 489-7486

Fax (919) 419-0761

cap-

Welcome to Carolina Academic Press!

These pages contain important information regarding the preparation and submission of your manuscript. Please read them carefully.

A few minutes on the phone in the early stages of book production can save many hours later in the process. If the material in this guide doesn’t answer your questions, please don’t hesitate to contact us.

If you have questions about the status of your contract or your expected date of submission, please contact Tasha Gervais at tmgervais@cap- or 919.489.7486 (ext. 135).

If you have specific questions about your manuscript, please contact Ryland Bowman at rbowman@cap- or 919.489.7486 (ext. 133). If you are planning on using figures and/or images, please carefully review the Illustrations section below and please be in touch with any follow-up questions.

When ready, please submit your final manuscript files to Ryland Bowman at rbowman@cap-.

Outline of CAP’s Production Process

The production process begins once an author submits the manuscript in final form to CAP (files can be sent via email or Dropbox or similar program or mailed on a thumb drive) containing the front matter, individual chapters, and back matter.

Please note: Production of a book cannot begin until all parts of the manuscript have been received (this includes all artwork and permissions).

1) Once everything has been received by CAP and approved, the manuscript is then processed for conversion to its pagination software and the pages are composed.

2) Page proofs are sent to the author(s) for review and minor editing, if necessary. When more than one author is involved, a single author should be designated to serve as the primary contact throughout the production process. CAP will assume that the lead author is the primary contact unless informed otherwise.

3) Pages should be returned to CAP by the author(s) in a timely manner and the indicated changes will be made. If more than one author has made changes, these changes must be integrated into one set of pages, which is then returned to CAP.

4) Corrected page proofs will be returned to the author along with a cover sample and a sign-off sheet for the project. (On occasion, more than two sets of page proofs may be required; this will vary with each project.)

5) When editing is complete and we are sure pages will not change, CAP will generate the table of contents. It is at this point that you can safely insert page numbers into your index.

6) Book covers are generally created after the interior of the book is well underway. We welcome cover ideas from authors.

7) After the production department receives the sign-off sheet from the author, the book is sent to the printer.

Schedule

The average production time at Carolina Academic Press is 5 to 6 months. Newly submitted manuscripts are reviewed before they are put into production. Please keep in mind that inconsistencies in formatting, persistent grammatical errors, unusable images, or a lack of general cohesion will require us to return the book to the author for additional drafting and/or editing.

The final production schedule for a book depends on several factors:

• Whether the manuscript was received on or close to the agreed-upon submission date

• How many books are currently in production at that time

• Whether any special formatting is required to prepare the book (i.e., placement of illustrations and graphics, or formatting of tables, etc.).

Any significant editing or rewriting once the book is paged may severely delay publication and may be charged against royalties as stated in the fifth provision of the publication agreement.

Submission Date Extensions

If you need an extension on your submission date, we ask that you call and let us know as early as possible. We are very flexible in this area, but extensions are granted with the understanding that priority will be given to manuscripts that were submitted on their contracted date.

However, a complete and edited manuscript submitted late (with CAP’s knowledge and approval) will go through the production process much faster than an incomplete or poorly edited manuscript submitted on time.

Printing Time

Printing time will vary depending on the type and style of the book and the time of year during which the book is to be published.

For a paperback book, the average printing/binding schedule is 4 – 6 weeks.

For a hardback or case-bound book, the average printing/binding schedule is 5 – 6 weeks.

Manuscript Preparation

The most important step of manuscript preparation is careful editing.

It is absolutely essential that the manuscript you submit be edited for style and content before it is submitted to CAP to be placed into production. Please make sure you run spell check as well as proofread your manuscript before it is submitted. We also suggest that you have outside assistance from a colleague or professional proofreader, as it is very difficult to proofread your own work. Please make all corrections and changes to the manuscript before you submit it. The text of the book will match the manuscript as closely as possible. Typos, misplaced punctuation, spelling errors, etc. should be eliminated from the manuscript so that they are not carried forward into the book.

Once your book is in page proofs, extensive rewriting, substantial insertions, or major editing — including editing for consistency, form, and typographical errors — will cause delays that can affect the scheduled release of your book. The changes may also result in costs to be charged against royalties. (See the fifth provision of the publication agreement.)

A cautionary note to co-authors using different word processors: Word and WordPerfect will (usually) open each other’s files, but they do not always faithfully translate special characters and fonts, and they frequently fail to accurately reproduce footnote numbers. This can have serious repercussions, particularly in casebooks with non-sequential footnote numbering. It is usually best to do all editing on a file’s original word processor.

Manuscript Submission

Authors are required to submit their manuscripts electronically (on a thumb drive or via email or Dropbox) and in hard-copy form.

Word Processor Files

We can take either WordPerfect or Microsoft Word files, created on either PC or Macintosh computers. (We cannot work from PDFs.) It is not necessary for you to translate all of your chapter files to the same word processor format before submitting them.

The front matter (including a table of contents), each individual chapter, and the back matter should be in separate files. The file names should reflect the sequence of the chapters.

Electronic Submission

We accept manuscripts via email or a cloud sharing service such as Dropbox. Files stored on a flash drive can be mailed to our office.

General Styles and Formats

Editorial Consistency

The way in which the manuscript is set up before arriving at CAP is of crucial importance to the production process.

Consistency is the most important element in preparing your manuscript. We cannot emphasize this enough. Consistency in presentation and formatting of material will save many hours in editing and correcting.

If you have co-authors, you should reach an agreement on style before submission, and the final submitted manuscript needs to reflect this agreement.

For example, you need to decide if a series of three or more items should have a comma placed before the conjunction, i.e.:

faith, hope and charity or faith, hope, and charity

This may seem like a small issue, but it’s quite time consuming to make this type of change in a book with hundreds of pages.

Citation style (legal or other) must be made consistent throughout the book before you submit the manuscript. Any generally recognized, uniformly applied style is acceptable. Be sure italics, quotation marks, and caps/small caps are applied throughout as you want them to appear in the printed book.

If you are the editor or lead author for a book with many contributors, please make sure that there is, minimally, consistency within each individual chapter of the book. It is certainly preferable that the styles be consistent throughout all chapters (including, notes, references, etc.).

The following are basic elements to keep in mind when preparing your manuscript. If you have any questions about them, please call us at any time during the pre-submission stage.

Text Appearance

• Any legible font and point size is acceptable. We will convert these to the typeface(s) and type size(s) chosen for your book.

• Do not use ALL CAPS in headings. Heads typed in all caps are typographically difficult due to their size, they cause the heads to look unbalanced, and they make the table of contents much more difficult to read.

• Caps/small caps must be typed as upper and lower case letters and styled as small caps in the Format > Font dialog box. If they are typed as ALL CAPS, they will appear as all caps in the book, even if you style them as small caps.

• We preserve bold, italics, underline, and caps/small caps in the body text of your book (headings will be made to conform to our style sheets). These type styles should be applied in the manuscript as you wish them to appear in the printed book. We prefer that you use italics or bold for emphasis, rather than underlining. Do not underline Internet addresses.

Outlines, Cross-References, Paragraph Numbering

Do not under any circumstances use automatic cross-referencing in footnotes. The numbers this feature displays in the word processor cannot be exported. Thus, the reference numbers are lost in the process of making the book. If you use this feature, you will have to replace the cross-referenced numbers it generates with manually typed numbers before submitting the files to us for publication.

If the headings in your book are in outline form, it is best not to use the automatic outline feature to generate the numbers and letters. There is a danger the sequence will be changed as we process the files.

Please do not use Roman numerals in outline-styled headings. As these vary so greatly in width (e.g., I vs. VIII), it is difficult to format the headings and the table of contents gracefully.

Tabs, Spacing, and Paragraph Formatting

Body text in CAP books is typeset with first-line indents. Do not submit your manuscript in block paragraph style. (Non-indented paragraphs in, or following, block quotations are, of course, acceptable.)

You need not worry about spacing between paragraphs and line height within paragraphs in the manuscript. Use whatever spacing you are most comfortable working with. Do, however, be sure that first line indents and indented quotations are clearly formatted and obvious to anyone looking at the manuscript on-screen.

Columns in tables should be aligned using tabs.

Headings

In preparing the manuscript, our production staff must be able to identify easily the various heading levels of your book. Each heading should be assigned a different typographical style. Please make sure that each level of head in your manuscript has a uniform appearance. Again, please do not type chapter titles, headings, or sub-headings in ALL CAPS.

For example:

Chapter Title

A-Level Head

B-Level Head

C-level head

It is very useful if you provide a Table of Contents (it need not contain page numbers) for us to use as a guide when assigning style tags for the headings of your manuscript.

House Styles

General Style Issues

For general style questions, we refer to The Chicago Manual of Style published by the University of Chicago Press. The 16th edition, published 2010, is the most recent and can be found in the reference section of most libraries.

For legal citations, we refer to The Bluebook, published by Harvard Law Review Association (Gannet House, 1511 Massachusetts Ave., Cambridge, MA 02138). The ALWD Citation Manual is also an acceptable style manual.

Footnotes/Endnotes

CAP prefers footnotes to endnotes, except in cases where the notes consist primarily of citations and don’t contribute materially to the text. If the notes contain information intended to be read with the text, they should be set as footnotes. If your manuscript is set up with endnotes, we will convert them to footnotes, unless you have previously indicated otherwise.

Non-sequential note numbering will be preserved in casebooks. In all other instances, the notes in each chapter should begin with 1 and should not run sequentially through the book.

Please try to restrict the material in footnotes to text. It is very difficult to make tables that look good in footnotes, and we cannot place art in footnotes.

The length of footnotes can also create problems. We require that there be at least two lines of body text per book page and that every footnote begins on the page on which its reference appears. Notes that exceed a full page can be difficult or impossible to place. If a note is important enough to require more than a page of text, consider promoting it to the body of the book.

Placement of Punctuation Marks

Commas and periods should be placed inside quotation marks and outside parentheses, unless the text within the parentheses is a complete sentence. (This would be such an example.) Colons and semicolons should go outside quotation marks and parentheses.

Ellipses

( . . . ) three points are used when omitting material within a sentence.

(. . . . ) four points are used when the material preceding the omission can be read as a complete sentence.

Dates/Date Ranges

When referring to decades or centuries, there should be no apostrophe before the “s” — for example, 1820s or 1950s, not 1820’s or 1950’s.

Months should not be abbreviated. There should be no comma between a month and year unless a specific date is given — for example, January 2000 or January 1, 2000.

When referring to a date range, use 1998–99, not 1998–9.

Page Ranges

We prefer the Chicago Manual of Style method of presenting page ranges (i.e., 125–27 vs. 125–127), but whatever style you decide on, it must be consistent throughout the manuscript.

Table of Contents, Table of Cases, and Index

CAP will create the table of contents and can generate a list with page numbers for a table of cases if you provide a word list containing the case names. If you wish to use this feature, the production person working on your book can provide detailed instructions for preparing the list of search terms.

You will be responsible for carefully reviewing the list, as you may not want to include all the pages that appear or you may want to include additional pages. For instance, the search program does not search across pages, so if a case name splits across two pages (“Brown” appearing on one page and “v. Board of Education” appearing on the next, for example) when searching for “Brown v. Board of Education,” the program will only flag the actual page on which “Brown” appears. It will also only pick up pages on which the actual search term appears, even though a discussion of the case may continue.

As per the contract, the index is the responsibility of the author. When the book is deemed finished, we can provide a PDF for you to search. Alternatively, you may wish to hire someone to do the indexing. We can provide the names of several indexers, and at least a portion of the cost may be taken as a charge against royalties.

Illustrations (Photos, Graphs, Tables)

If you plan to include art (photographs, maps, graphs, etc.) in your book, you are responsible for providing each piece in acceptable form. You may, if you wish, insert the art in your manuscript, but we also need each image that you place in the manuscript as a separate file, with a filename that corresponds to the reference in the manuscript (e.g., “Figure 2.jpg”).

Please be aware that the interior of your book will be printed in black and white. Complex color graphs may be unintelligible in black and white, and color photos may lose important visual features or contrast.

It is important that we receive all the images you plan to use at the time you submit your final manuscript. If you do not think you will have all of the images at that time, please contact us to discuss your options.

Illustrations are frequently the most troublesome aspect of book production. Sending us samples of electronic illustrations or pdfs you wish to use before you submit the manuscript can save both time and frustration later in the process. If you have questions about art quality, feasibility of use, or specific technical questions, please contact Ryland Bowman by email at rbowman@cap- or by phone at (919) 489-7486, ext. 133.

Art Specifications

Printed Photographs

Photographs, both color and black and white, that have been printed from negatives, are fine. Slides and transparencies are also usually acceptable. Photos that have been printed by inkjet printers on plain paper are usually not usable, but inkjet-printed photos on glossy paper can sometimes be used. We will not alter or harm photographic originals, and these materials will be returned when the book goes on press.

Images that have been cut out of books or magazines are not acceptable — aside from the issues of permission, moiré dot pattern distortion appears in reproductions of previously printed material. Photocopies of photographs and other halftones are also unacceptable.

Electronic Images

For our purposes, there are two kinds of electronic art: line art (for instance, a scanned page of text or a pen and ink drawing that contains no gray, only black and white) and halftones (photographs, drawings, or maps that contain color or shades of gray). Line art should be at least 1200 dpi (dots or pixels per inch), and halftones should be at least 300 dpi at print size. Most of our books have 4- to 5-inch wide columns. Do not use automatic sharpening while scanning — we will adjust contrast and sharpen the images here.

The most common problem we encounter with electronic images is low resolution. Most images from the web are low resolution (around 72 dpi). The pictures may look fine on the computer screen, but will print clearly only at sizes too small to be useful for books.

Determining Image Resolution

The easiest way to determine the resolution of an electronic image is to open it in a browser window, either through the file menu for an image stored on your computer or by right-clicking on an image displayed on a web page. The size of the image in pixels will be displayed in the window's title bar. Dividing the number of pixels in each dimension by 300 will tell you how wide and tall in inches the image can be in your book.

Please note that simply increasing the number of dots per inch in a photo editing program will not make a low-resolution image usable.

File Formats

Tiff, jpeg, eps, and png formats are acceptable. The tiff and png formats save the image without data loss, and are the most reliable. Jpegs are compressed, and the compression is achieved with some loss of detail. The more compressed a jpeg is, the more detail is sacrificed. If you have the option when saving a jpeg, opt for lower compression and a larger file size.

Vector graphics should be saved in eps format.

PDFs

Although we can't use pdfs for the main body text of a book, we can often place pdf pages in a book. Generally, pdfs contain scanned images or actual text, or a combination of image and text. The resolutions of images contained within a pdf can't be determined through Acrobat Reader, but are nevertheless subject to the resolution limitations discussed above.

In order to use a pdf containing actual text, all fonts used in the pdf must be embedded. (This is not a house rule—the printing plant will reject the job if the fonts are not embedded.) In a few cases, we can embed missing fonts, but as a general rule, the embedding has to be done when the pdf is created.

Art Placement

Please indicate clearly in the manuscript approximately where each piece should be placed by hitting “Enter” several times between paragraphs and inserting the caption. For example:

Figure 2.5. Scene from Gilbert and Sullivan’s Mikado.

It is not always possible when composing the pages of a book to place a photograph, table, or graphic at the exact spot in the text indicated, but we always try to place the illustration as close as possible. In order to provide the flexibility necessary to produce a professional-looking book, please avoid text such as “in the illustration below.” Instead, if you write “in Figure 2.1,” we can “float” the table or art and avoid large gaps on pages.

Tables and Charts

Please note that while your manuscript is submitted on 8 1/2" by 11" paper, our book sizes range from 7" by 10" to 6" by 9" to 5 1/2" by 8 1/2". Tables or charts made to fit an 8 1/2" by 11" sheet will have to be reduced to fit the pages chosen for your book. This is particularly important to remember when creating tables. If you have to reduce the type size to fit a table or chart on your manuscript page, it probably won’t fit on the book page in any readable size.

Copyright/Permissions

The third provision of your publishing agreement states that it is the author’s responsibility to provide, as part of the completed manuscript, written documentation affirming that the copyright holder has granted permission for all copyrighted material reprinted in your text.

Following are some answers to frequently asked questions about copyright permissions.

For what kind of material do I need to obtain permission?

Any material you incorporate into your manuscript that is not your own and the use of which is not prescribed by the doctrine of fair use requires written permission to be republished.

Examples of material that require permission include complete essays; substantial amounts of quoted text; self-contained elements such as complete poems and illustrations; and even work that you yourself wrote for another publisher or for hire.

The only reprinted materials that are exempt from requiring permission are those that do not have a copyright, such as government publications, and those for which the copyright has expired. Note that some government publications contain material that was not created by a government agency (e.g., illustrations, charts, tables, etc.) and that is under copyright by another party.

Material published prior to 1923 is in the public domain. Anything published after that date may be still under copyright. If you are using a new edition or translation of a work, you will have to obtain permission for it. If you are uncertain as to the copyright status of a work, you should assume that the copyright is valid and seek permission to reprint.

What constitutes “fair use”?

U.S. copyright law allows the reproduction of limited amounts of copyrighted material for purposes such as criticism, comment, teaching, reporting, scholarship and research. The four factors used in consideration of whether a particular use is fair are as follows:

1) the purpose and character of the use,

2) the nature of the copyrighted work,

3) the amount and substance of the portion used in relation to the whole, and/or

4) the effect of the use on the potential market value of the original work.

While there is no formula that can determine the number of lines of a poem or percentage of a text that an author can quote without infringing on a copyright, the quotations you use should not constitute a significant portion of the whole work. It may not qualify as an infringement to quote a paragraph from a book-length essay; but in order to quote a single line from a quatrain poem, you would certainly have to seek permission.

The purpose of the fair use test is to protect both the copyright holder and the user of the work. Being conscientious about the amount of material you intend to reprint accords the author from whom you are quoting the same respect you no doubt hope that a future author will accord you. However, you should generally not request permission for anything you feel qualifies as fair use because by seeking permission you give the impression that your use of the material exceeds what might be considered fair.

How do I find the copyright holder?

Begin with the publisher from which you are citing your material. If the publisher does not hold the copyright, they should have a record of who does.

If you are unable to locate the publisher or copyright holder, you can search the copyright registration database at copyright/rb.html or you can arrange for a copyright search through a private agency.

How do I obtain permission?

You must send a written request to the copyright holder. A letter that you may use as a template is included in the author’s packet. We recommend that you reproduce it on your own letterhead and either mail or fax it to the permissions departments of the publishers. They will respond to your request by granting or denying your request or by issuing a fee for republication rights.

Who pays permission fees?

The author is responsible for the payment of any fees that the copyright holders may request. Permission fees are a means by which a publisher protects an author’s copyright. If you wish to arrange it, Carolina Academic Press can pay a reasonable number of permission fees and charge the amount against your royalty account.

What documentation do I need to provide to CAP?

Permissions should be submitted along with the manuscript. Please compile a list of all sources that require permission, arranged by chapter, and then save each permission with the chapter number in the file name so they’re easy to find (as opposed to having them all in one long PDF, etc.).

We ask that you provide copies of all letters granting permission and acknowledging payment. If you did not receive a response from a copyright holder, we ask that you provide us with a copy of the request so that we can keep it on file. Finally, we ask that you include all acknowledgments in your manuscript. Typically, publishers’ permissions letters will provide the wording they wish used for the credit lines.

Copyright and Fair Use References

There are several good places to answer any additional questions you may have about copyright:

1) The Chicago Manual of Style

2) the website of the United States Copyright Office —

3) the Stanford University Libraries website —



Teacher’s Manuals and Supplements

Any course book — or law casebook — should have an accompanying teacher’s manual (TM). A teacher’s manual is an important part of a teaching “package” and books without TMs are negatively impacted in terms of marketing and adoptions.

Most law casebooks will have a yearly supplement that provides updated material relating to the casebook. Some law casebooks will have a documentary supplement providing complementary materials for use with the casebook.

Teacher’s Manuals

The camera-ready teacher’s manual needs to be submitted no more than two months after the submission of your manuscript. This gives us time to go over it and have it printed so that it is available to ship out with the book. Failure to have your teacher’s manual available at the time of the book’s publication may impact the sampling and sending of examination copies.

Your teacher’s manual should be submitted as a Word Document. It should include a paginated table of contents. We will prepare a title page and copyright page. The manual will be distributed electronically as a PDF; however CAP needs the Word file in case a change needs to be made.

Yearly Supplements

A yearly update supplement should be submitted as a PDF, along with a printed version and an electronic (Word or WordPerfect) file. It should also include a paginated table of contents.

If you have a supplement for your casebook, it must be submitted at least 6–8 weeks prior to the new semester:

For fall semester classes due in mid-June

For spring semester classes due in mid-November

For summer classes due in mid-March

For pre-fall sampling due in mid-February

A new supplement should be submitted every year or two. Most law casebooks have a lifespan of 3–4 years before a new edition should be done.

Documentary Supplement

If you have a documentary supplement containing materials pertinent to (but not part of) your casebook, it is important that you submit the supplement when you submit your manuscript. Some supplements are printed; others are put online. Please call CAP to discuss the best option for your specific book.

If printed, documentary supplements are prepared in the same manner as the law casebook. You need to send us an electronic file of the book along with a hard copy for our reference. The material will be formatted for a

7" x 10" paperback to accompany the casebook. It is presumed that document supplements that are typeset in this manner will be valid for at least two to three years. If you think your documentary supplement will need to be updated more often, then it should be done online or should come in camera-ready.

In Conclusion

Please do not hesitate to get in touch with us should you have questions during your manuscript preparation process. It is much easier to adjust things earlier rather than later. And again, consistency of preparation — from spacing, to reference styles, to footnotes, to heads, etc. — is absolutely crucial to a smooth publication process. The cleaner a manuscript comes in, the smoother the whole process will be.

We look forward to working with you on your book!

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