ASP Monograph
 

Step 1. Getting Started

 1.1 Before the Conference–Getting Organized

1.1.1  Preparing to Be An Editor

1.1.2  Things to Decide Right Away

1.1.2.1  Allocate specific tasks to each editor
 
1.1.2.2  Decide which editor the authors should contact with questions
 
1.1.2.3  Determine page limitations for the volume and authors' papers
 
1.1.2.4  Determine deadlines for paper submissions
 
1.1.2.5  Determine reference style to be used for the entire volume
 
1.1.2.6  Decide whether to include and how to record discussions, summaries, and highlights
 
1.1.2.7  Draft rules and guidelines for the authors regarding file naming, deadlines, images, figures and tables, references, etc.
 
1.1.2.8  Decide how to set up the book
 
1.1.2.9  Decide how to cover publishing costs
 
1.1.2.10  Make arrangements for referees, if desired

1.1.3  Interaction with Authors

1.1.3.1  Set up a web site for collection of papers
 
1.1.3.2  Provide templates with macros to authors
 
1.1.3.3  Notify authors of deadlines to submit papers and provide rules or guidelines
 
1.1.3.4  Provide copyright information and copyright form to authors
 
1.1.3.5  Provide "permission to use" information to authors

1.1.4  Instructions, Templates, Macros and Forms

1.2  At the Conference– Getting Manuscripts

1.2.1  Make Final Decisions on Page Limitations and Book Layout

1.2.2  Get Copyright Forms Signed

1.2.3  Remind about Deadlines for Submission of Papers or Collect Papers

1.2.4  Update Mailing Information

1.2.5  Take a Photograph of Conference Participants

1.3  After the Conference– Getting All Set

1.3.1  Prepare Mailing List to sent to ASP

1.3.1.1  Mailing List Format
 
1.3.1.2  Important Mailing List Instructions

1.3.2  Advanced Invoicing

1.3.3  Solicit Submissions from Authors as Needed

1.3.4  Edit Papers

 

 


 

1.1  Before the Conference–Getting Organized

1.1.1  Preparing to Be an Editor

For excellent advice on editing a volume and writing papers of your own, please read this paper, published in ASPCS Vol. 349, p. 445: "Advice on Writing a Scientific Paper" by C. Sterken.

1.1.2  Things to Decide Right Away

1.1.2.1  Allocate specific tasks to each editor. Select the editors well in advance of the conference. The conference proceedings will be published much more quickly if responsibilities are shared between the co-editors. For example, you may wish to give the responsibility for copy-editing to one editor and scientific refereeing to another. Although refereeing can be done by more than one person, it is wise to have only one copy-editor to ensure uniformity of style and format.

1.1.2.2  Decide which editor the authors should contact with questions. This is necessary for conformity throughout the volume and will make it easier for your authors to have one contact person.

1.1.2.3  Determine page limitations for the volume and authors' papers. The length of your volume should have been determined based on the number of volumes that will be ordered, usually equal to the number of attendees or more (see Information on Page Limitations in Part A, Section 5.2). Now you'll need to determine page lengths for the authors' papers. These often vary depending on the type of paper or presentation (e.g., regular presenters, an invited or keynote speaker, a panel discussion, a poster paper). Be sure to allocate enough space so figures and illustrations will not be too small. Other items mentioned below in this Section 1.1.2 may also affect the allocation of pages in the volume.

1.1.2.4  Determine deadlines for paper submissions. Since the manuscript of your entire volume should be submitted within months of your conference, you'll want to set a deadline for the authors soon after the conclusion of the conference, or at the conference itself. Most editors say the biggest problem they have is getting the papers from the authors. A previous editor found it much easier to have his authors submit their papers at the conference, including all source files and copyright forms. After the conference, authors were given one month to make any changes and resubmit the paper. If they didn't resubmit, then the editor used the one submitted at the conference. This greatly reduced the time and stress spent on getting authors to submit their papers by the requested deadline and allowed for faster publishing. (See also Section 1.3.3 below.)

1.1.2.5  Determine reference style to be used for the entire volume. We recommend the ApJ style(see http://www.journals.uchicago.edu/ApJ/instruct/instruct.text.html, 1.11.2. Reference List). For ease of editing, we recommend you ask authors to use a set LaTeX referencing method such as "thebibliography" environment, making certain that all \bibitem entries are complete. Stressing to authors the importance of completely following the Instructions for Authors will make your job much easier when you combine all papers together into one manuscript. (See Instructions for Authors, § 4.)

1.1.2.6  Decide whether to include and how to record discussions, summaries, and highlights. If you wish to include discussions, summaries or highlights, you may do so using the command given in the Instructions for Editors, § 2.10. We recommend that they be inserted as an unnumbered section at the very end of the article after the references if the discussion is part of a paper. If the discussion concludes a session of the conference, the conference format may dictate that they appear at the end of each Part of the volume. If you wish to include discussions in the volume, make arrangements before the conference to record and transcribe the discussions.

1.1.2.7 Draft rules and guidelines for the authors regarding file naming, deadlines, images, figures and tables, references, etc. One of the most crucial responsibilities of an editor is communicating expectations to the authors. It is important to draft a set of definite guidelines for them to follow before they start work on their papers. The following items might be included:

  • a link to the Author's Information page of this website (http://www.aspbooks.org/author_information/) for the latest ASPCS information, templates and macros
  • conventions for consistent file naming (e.g., firstauthorsurname.tex for the paper's main file and firstauthorsurname_fig1.eps for figures);
  • the number of pages allowed for each type of paper;
  • the deadlines and how to submit their papers;
  • which editor to contact with questions;
  • requirements for image quality and format (see Part C, Section 4 and also Instructions for Authors, §3.6);
  • layout and margin requirements for text, figures and tables;
  • the reference and citation style to be used;
  • the importance of avoiding author definitions or custom LaTeX packages;
  • the need to avoid space management tools such as \vspace commands;
  • the recommendation to use \plotone or \plottwo unless \plotfiddle is absolutely necessary;
  • any other important items

You may wish to review Instructions for Authors when drafting these rules and guidelines. Giving clear guidelines up front will make your job as an editor much easier. One experienced editor commented, "Set rules for authors. List do NOTs! I spent over 200 hours just fixing references from authors." (See also Interaction with Authors, Section 1.1.3, below.)

1.1.2.8  Decide how to set up the book. Before beginning to put the manuscript together, determine a few basics about the volume's layout. This will help also in determining page lengths for authors' papers. Determine if each paper should begin on the right hand side (an odd-numbered page) or if papers may begin on both left and right pages. Also decide whether to include pages for part headings or section headings and if they will have blank pages before and after them to help them stand out. Finally, choose whether to include photos or other materials in appropriate locations to enhance the volume. Photos are often inserted on pages which would otherwise be blank at the end of a paper or section if each paper in the volume begins on the right-hand (odd) page. We recommend looking at previous volumes of the ASP Conference Series for ideas.

1.1.2.9  Decide how to cover publishing costs. Make final plans now for paying for the proceedings; whether the volume's cost will be included in the conference fee, added on as a separate charge, etc. For more information on invoicing, see Part A, Section 5.5, and for other possible options to help cover publishing costs, please see Part A, Section 5.6.

1.1.2.10  Make arrangements for referees, if desired. The ASP Conference Series does not referee conference proceedings. If you desire to have your volume refereed, make those arrangements early.

1.1.3  Interaction with Authors

Effective communication with the authors makes compiling the volume—and therefore, your job—much easier. Many of these items are available on our Author's Information; please provide your authors with a link to that page. The following things should be done right away:

1.1.3.1 Set up a website for collection of papers. We recommend that paper submission information be part of your website. It would be helpful to post the guidelines for the authors, deadlines for paper submission, links to the ASP author macros, contact information, as well as an interface to upload the source files for their papers. Browsing the links to conference websites at the following URL can show what other editors have done: http://cadcwww.dao.nrc.ca/cadcbin/get_meetings?year=2006. Contact our Publication Manager, Lisa Roper, at lisa@aspbooks.org for other suggested websites.

1.1.3.2  Provide templates with macros to authors. The ASP author templates and macros are available on the Authors' Information Page (Part C. on this web site). Editors may post a link to them from the conference web site. Remind the authors to follow the author instructions carefully and to not change the macros–especially fonts, margins, or adding in special definitions or LaTeX packages. This will prevent compilation problems and will simplify the editor's job.

1.1.3.3  Notify authors of deadlines to submit papers and provide rules or guidelines. This may be done through the conference website, at the conference and by direct contact. As previously suggested, it may be easiest to have a preliminary deadline with papers due at the conference, with any revisions, if desired, due one month later. Regardless of which date you choose, set a date well before you plan to submit the volume to the publisher. Please tell the authors your address and how to submit their papers (by mail, website, FTP, electronic files only or also hard copy, etc.) Do not have authors send papers directly to the ASP.

1.1.3.4  Provide copyright information and copyright form to authors. Many questions regarding copyrights are answered by The Chicago Manual of Style, paragraph 4.13, provided in Part C, Section 2.2 (the Authors' Information page). Copyrights should be obtained by editors from authors prior to the publication of the manuscript. We strongly recommend that the copyright forms be signed and collected at the conference, eliminating the need to collect the forms later through the mail.

Copyright forms may be downloaded from the Instructions, Templates, Macros and Forms Page or the Authors' Information Page of this website, or a link to them may be posted on the conference website for the authors' convenience.

Authors of Governmental Agencies may be instructed to check the box at the bottom of the copyright form if the last paragraph of the copyright form is applicable:

"An author who is a U.S. Government officer or employee and who prepared the paper as a part of his or her official duties does not own any copyright in it. If at least one of the authors are not in this category, that author should sign below. If all of the authors are in this category, please check the box below and return the form unsigned."

[  ] All authors are U.S. Government officials or employees and prepared the submitted article as part of their official duties.

Please make sure authors identify the meeting on the copyright form. Please collect the copyright forms from the authors and, once forms have been received from ALL authors, send them collectively to the ASPCS:

Astronomical Society of the Pacific (ASP) Conference Series
Room N211 - ESC / PO Box 4666
Brigham Young University
Provo UT 84602-4666
(801) 422-2111

1.1.3.5  Provide "permission to use" information from authors. Authors and editors are solely responsible for ensuring that permissions have been received and sources credited for all text or figures–anything which has been previously published, belongs to someone else or has been used elsewhere. Please see Part C, Section 2.1 for a form to use and suggested wording which can be added to the end of a figure caption. Editors must check to make certain permissions have been received.

1.1.4  Instructions, Templates, Macros and Forms

You may download all the necessary instructions, templates, macros and forms here.

1.2  At the Conference–Getting Manuscripts

1.2.1  Make Final Decisions on Page Limitations and Book Layout

If these decisions have not already been made and the appropriate information conveyed to the authors, now is the time to do so. (See Section 1.1.2, above, for further information).

1.2.2  Get Copyright Forms Signed

Collecting these forms at the meeting will save countless hours of your time. See Section 1.1.3.4 above for more information and forms.

1.2.3  Remind about Deadlines for Submission of Papers or Collect Papers

With everyone in one place and the excitement of the conference, this is a perfect opportunity to remind authors of the paper submission deadlines. Or collect the papers if the conference was given as the preliminary deadline.

1.2.4  Update Mailing Information

Contact information may have changed since conference registration. Updating address and e-mail information for the conference participants will help ensure that everyone receives the conference proceedings. (See Section 1.3.1 below for guidelines.)

1.2.5  Take a Photograph of Conference Participants

Don't forget to take a group photograph of all the conference participants for inclusion at the beginning of the volume and any other candid shots to include throughout the book. Some editors choose to use a multiple page layout for the conference photo, including a key or caption listing the participants shown in the photo. See the Conference Photograph section of the Instructions for Editors, pp. 22-23 for more details.

1.3  After the Conference–Getting All Set

1.3.1  Prepare Mailing List to send to ASP

Using the updated mailing information collected at the conference, compile your mailing list and send it via email to Amy Schuff at the ASPCS Editorial Offices: aspcs@aspbooks.org.

1.3.1.1  Mailing List Format. To prevent duplication of efforts and to expedite shipping and e-book access, we would appreciate your mailing list in our Excel form, if possible. Please include all the information you have for each field, placing information in only the appropriately labeled field (e.g., only the street address should be in the "street address" column; other associated information such as city, state, postal code, and country will go in their respective columns).

If you do not have Excel or Open Office, your mailing list may be submitted in a text format following the layout below; we cannot accept PDF or postscript mailing lists:

First name
Last name
Department
Institutional Mail Box, Code, etc.
Institution/Corporation/Company
Street Address
City/Town
State/Province
Postal/Zip Code
Country
Phone Number (including country and area code)
E-mail address
Shipping Method (use exact phrase each time– see Section 1.3.1.2.3 below)

Again, as with the Excel form, please include as much information as possible. If there is no information for a particular field, please simply type "(none)" on that line. Please save file in a text or rich text format (a file with the extension ".txt" or ".rtf"), which we can then import into Excel. Examples of the format are included in this Text Format Sample Mailing List.

1.3.1.2  Important Mailing List Instructions

1.3.1.2.1  Complete Addresses with Phone Numbers and E-mail. Current e-mail addresses are necessary for notification and member login for e-book access. Please provide complete and correct e-mail and mailing addresses from each participant. Most couriers will not ship to a PO Box; therefore, include street addresses for shipping. In addition, phone numbers are important. Shipments which include phone numbers tend to have fewer problems with customs and returns.

1.3.1.2.2  Number of Books to Be Shipped. Please make sure the number of books to be shipped to participants on the mailing list matches the number of books you have requested in the contract and submission form, taking into account any multiple books shipped to one address. We send two complimentary copies to each editor as a courtesy of the ASP to thank you for your time and efforts. Please do not include these copies in your count.

1.3.1.2.3  Shipping Methods, Costs and Time. Please be aware that the less expensive methods of shipping take longer. Also, due to the postal rate changes, some rates have increased–especially for international shipments. In an effort to keep rates as low as possible, we now offer a less expensive option for up to four books shipped to one address. Please consider this cost-saving option. For the various shipping options, costs and related time, please refer to the table below.

Whether using the Excel form or the text format, please designate the method of shipping, using identical terminology or numbers to allow sorting by shipping method.

Shipping Method Cost Est. Shipping Time
1 USPS Media Mail (1 book) $8.00 2-3 weeks
2 USPS Priority Mail Flat Rate (1-4 books to single address) $15.00 2-4 days
3 International First Class (1 book) $34.00 2-4 weeks average
4 International Priority Mail Flat Rate (1-4 books to single address) $44.00/book 6-10 days

The actual length of delivery for international mail may vary widely and unexpectedly due to international events and varying customs regulations. The publisher has no control over the length of time for shipping; the above shipping times are estimates only.

When a shipment of multiple books is chosen, the distribution of the books from that point on shall be the responsibility of the addressee on the shipment and not the responsibility of the publisher.

1.3.2  Advanced Invoicing

Payment may be made in advance if desired, especially when fluctuating currency rates are a concern and it is advantageous to lock in the price in at the time of the conference or when fiscal year-end constraints make prepayment desirable. For advance invoices, please send the following to Amy Schuff at aspcs@aspbooks.org:

1. The number of volumes, based on the number of participants, are to be paid in advance;
2. The number of books will be shipped with each shipping method;
3. Where to send the invoice (name, address and phone number); and
4. Which method of payment you wish to use (see Step 5, Section 5.4).

1.3.3  Solicit Submissions from Authors as Needed

If authors weren't required to submit papers at the conference, remind them of the pending deadline. Be firm about that deadline. If specific papers are very important to the volume and the authors have failed to meet the deadline, it may be helpful to remind them that (a) people have paid for the volume and deserve to receive their copy in a timely fashion, and (b) often the scientific value is lost if too much time passes before the volume is published.

1.3.4  Edit Papers

This, of course, is the main thrust of your duties. Helps are provided in the Instructions for Editors, and its §2.3 lists recommended style guides. We recommend you read all of the Instructions for Editors before beginning to edit. The next step, Step 2, also gives additional information. We recommend editing and organizing each paper as it is submitted to you. Among other things, remember especially to edit for scientific accuracy, sense, spelling and grammar, and uniformity of style for items such as references, section headings, and running heads. Also check the figures for resolution and legibility as they arrive. If anything is incomplete or low quality, ask the authors right away for a replacement. Complete information on image requirements is available in the Author's Instructions and on the Author's Information Page, however it is the editor's responsibility to check the images before submitting to the publisher. The ASP's Publication Manager will review the manuscript for aesthetics only; copy-editing is the editor's responsibility. We appreciate your attention to the details.