ASP Monograph
 

Overview of Publishing Process

The following synopsis of the steps of publishing, along with the estimated time frame for each stage, will help you schedule and plan the time required to edit a Conference Series volume. As the publisher, we have provided instructions, templates and macros to compile the volume and will be available to help answer technical questions and provide basic help. However, our standard services do not include editorial functions such as compiling the papers together into a volume, checking for scientific accuracy, editorial revisions, etc. If you should need more extensive editorial or technical help, we will be happy to assist you at a cost of $35.00 per hour. Our printer can also provide assistance at a rate of $70.00 per hour.

Because the book goes through various stages and processes, we typically refer to it using various terms, including manuscript, proof and volume. A manuscript is the collection of papers compiled together, before it is sent to the printer. The proof is the book prepared for printing by the printer, then returned for the editor's review. The volume is the finished or published book.

The following outlines what you might expect for each publishing stage:

Step 1. Getting Started -- Months Leading Up to Conference

This stage coincides with your preparations for the conference. Several items should be determined during this time, preparations must be made for compiling the volume, and good communication with authors will allow the remainder of the publishing process to go smoothly. There are also several things you can do at the conference and immediately following which will make your job as editor much easier. See Step 1 for more detail.

Step 2. Compiling The Volume -- 4-6 Months Following Conference

We strongly recommend that you assemble and compile the manuscript within 4-6 months following the meeting. We have found that the burden of producing a volume because greater as authors move on to new research and time passes. It is to your advantage to stay on top of this task. Please keep these motivations in mind:

  1. Information obtained at the proceedings is often time sensitive and becomes outdated if you wait too long to publish;
  2. Authors who have completed their papers in the time requested have a right to have their papers published in a timely fashion and not be held for one or two late papers; and
  3. If participants have paid for a volume, they have a right to receive the proceedings within a year after the conference was held.

Step 3. Submitting The Manuscript -- Approximately 1-2 Months

Once all papers are assembled into a manuscript and are ready to submit within one week (see Instructions for Editors for specific information), please download and fill in the Submission Form. Email the form to aspcs@aspbooks.org to receive a volume number, year of publication and ISBN number. Then incorporate that information into the front-matter and slug/eyebrow as directed in the Editor's Instructions. If too much time lapses before the volume is submitted, we may have to rescind the volume number and reissue a new one later.

After you have successfully compiled and reviewed the complete manuscript on your computer, you will be ready to upload all of your files to our server and compile the manuscript there. This will allow you to review the manuscript as compiled on the computer that ultimately processes the volume for the printer, avoiding unexpected issues later. You will not be required to send a hard copy; we will print one here when you submit the manuscript for aesthetic review. Once the manuscript has been compiled on our server, the master copy of the volume will then reside on the ASPCS server. All corrections made form this point on will need to be made on our server, or you may check out the files through Subversion, a version control software, and check them back in.

Our Review. Upon notification that your manuscript is ready and posted on our server as a PDF, we will run a Preflight Report to determine if the PDF will have any problems when given to our printer. We will also inspect the manuscript for aesthetic problems such as images or text that are over margin, missing running heads, etc. We require you, the editor, to correct any problems found at this point on our server, or you may pay us to fix them at the rate of $35.00 per hour.

Your Review. Corrections made at this stage don't cost anything; they only require your time. We strongly recommend you and your co-editors give the volume a thorough review at this point, since past experience has proven that additional readers help catch editorial errors. You may wish to send the PDF to the co-editors as soon as the volume is compiled to save time. They could review the volume and send you any required corrections while we are also reviewing it. Corrections made after this point become much more expensive, increasing in price with each stage of publishing. Please give your volume a thorough edit before we submit it to the printer.

Once you have made editorial corrections such as backward quote marks, spelling errors, commas, periods, captions, etc., you are happy with the content, and all aesthetic errors are corrected, we will submit your manuscript to the printer.

Step 4. Proof Stage -- Approximately 1 Month

After submitting your manuscript to the printer, the volume is in the proof stage. A proof is considered to be a finished product ready to be printed. The master for it resides as a PDF file at the printer so you can no longer edit it yourselves. All corrections to a proof must be made by us.

You will be required to examine the proof copy and provide a list of required corrections (if any) before it is printed. Please look specifically for such problems as:

  1. Labels missing around figures;
  2. ff, fl, fi, e.g., combined letters missing;
  3. Poor figures due to Type 3 fonts;
  4. Loss of figures or text;
  5. Unacceptable changes caused by conversion or print process, e.g., missing years from references within the text, etc.

Corrections to technical problems will be made by us free of charge. Editorial corrections made at this stage will be billed to you at a rate of $35.00 per hour plus page replacement charges: $15.00 for the first pages and $8.00 for each subsequent page. So again, it is to your advantage to make all editorial corrections before the proof stage.

Step 5. Printed Volume -- 1 month

It takes approximately one month to print the volume after the proof is approved. Once the books are printed, you will receive an advance copy from the printer which you will examine and approve before the volumes are shipped. Major problems found at this stage can be corrected, but the printer charges a minimum of $1,000.00 per page to fix the problem. See Step 5 for all options and related pricing. If the mistake is ours, we will pay the printer; however, if the mistake is yours, you will need to pay the charge.