The following stages are a general guide to the steps in publishing a compendium. The time from submission of the final manuscript to delivery of finished books averages six to nine months.
Title and copyright pages = 2 pages
Preface = 2 pages
Contents = 2 pages
Glossary = 4 pages
Index = 4 pages
Compare your needs for this type of material with the material found in other compendia and adjust these averages appropriately. Remember that each section preferably starts on a right-hand page, so if the preceding section has an odd number of pages, a blank page may be necessary before the next section.
A compendium page that has been edited and formatted contains approximately 7,000 characters and equals approximately 3.5 double-spaced manuscript pages. Do not include figures, figure captions, or tables in the estimate.
Approximately four illustrations will fit on one page. Since the space required by photographs and line drawings may vary significantly, these elements should actually be measured once the final selections have been made. In estimating space for figures, include the illustration itself, its caption, and the space around the figure required to separate it from the text.
Since tables vary significantly in length depending on form and content, it is best to compare your material with the tables in other compendia to extrapolate an appropriate size. As with figures, include the space around the table separating it from text.
The following can be used to estimate the length of the entire compendium:
Title and copyright pages
___ manuscript pages at approximately
3.5/finished page (7,000 characters)
___ figures at approximately 4/page
Total page estimate
It is recommended that estimates allow some leeway to avoid having to cut material at some later date.
Compendia are now printed with color images throughout, rather than in a separate center section, so color and black and white images should be numbered consecutively as figures.
Each illustration should be labeled with the figure number. The top and bottom should be indicated whenever there is a possibility for confusion. Captions should describe the contents so each illustration is understandable when considered apart from the text. Cite all figures in the text in numerical order.
Exact widths for same-size reproductions are 3.25 inches for one column and 7 inches for two columns; maximum height is 9.75 inches, including the caption. Numbers and lettering should be in approximately 12-point sans serif type (Helvetica preferred) and bold; capitalize only the first word and proper nouns in each label. Panel designations—A, B, C, etc.—should be uppercase letters in an 14-point sans serif type that matches the font used for the rest of the labeling. Keep font sizes consistent among figures.
Line drawings. Provide one print-quality version of each line drawing as original (e.g., laser print) artwork—preferably prepared for same-size reproduction. Include index marks on ordinates and abscissae. Avoid too bold lettering, numbers, and lines for coordinate axes and curves. Graphs should be “boxed” with tic marks on axes as needed. Use solid black or white or hatch or stripe patterns in bar graphs. Shaded columns do not reproduce well, either becoming “muddy” and indistinguishable or fading to white. Use solid black and white symbols; shaded or screened rules and symbols will not reproduce.
Digital files. Digital image files must conform to the following specifications. Files must be saved in .tif, .eps, or .jpg format for IBM PC or in .tiff, .pict, .jpeg, or .eps format for Macintosh. Do not submit image files generated with “office suite” programs, such as PowerPoint and Excel, or images embedded in office suite applications, e.g., word-processing documents. Although images may appear to be of suitable quality on screen, they result in low-resolution images that cannot be output through high-quality production devices. If the figure exists only in this format, send in the Excel or PowerPoint files, along with good quality printouts.
Image resolution must be at least 300 DPI for photographs and 1200 DPI for line art at final image print size (600 DPI is preferred for combination line art and photographs). If the final printed image size is unknown, size the image at a larger than final print size, ensuring the minimum 300 DPI resolution, and APS will downsample the image to fit the final print dimensions. (To maintain quality, APS cannot enlarge a digitized image.) Black and white images must be saved as grayscale images. Image sizes are 2,100 pixels wide for two-column image and 975 pixels wide for one-column images. Acceptable storage media include 1.4-MB disk, zip disk, or CD-Rom. Image files must be properly named and include the appropriate file extension (e.g., Fig22.tif).
High-quality printouts must be supplied for the illustrations along with electronic files on a CD or ZIP disk.
Slides can also be used. Submit slides with labeling on the slide mounts.
Compendia are copyrighted by The American Phytopathological Society. Be sure to sign the transfer of copyright form (called “Authorization to Publish”) that accompanies these guidelines and return it to APS PRESS with your manuscript.
Anyone who contributes any original portion of the book (text section, slide, photo, image file, etc.) must sign an authorization form and check the appropriate item(s). Therefore, all section authors (one coauthor of coauthored sections) and anyone who has contributed original material to someone else’s section must sign Authorization to Publish forms, which must be included with the manuscript.
If you wish to use any copyrighted illustrations, charts, tables, or other material (including direct quotations of 50 words or more) in a compendium, you are responsible for obtaining written permission from the author of the material and the copyright owner (usually the publisher in cases where the material has been published). Because it can take weeks or months to obtain the required letters of permission, request permission as early in the preparation of your manuscript as possible.
A permission form (called “Permission to Reproduce Published Material”) accompanies these guidelines. It has been designed to be used for obtaining permission from both the author and the original publisher of the material. Many publishers now have online permission request forms, so check the publisher websites as well. It may be helpful to write to the author first, because many publishers grant permission to reprint material only if the permission of the author has been obtained. Fill in the appropriate items on the form and send an extra copy for the author’s or publisher’s files. Note also that some publishers require specific wording in the acknowledgment.
Submit all permission letters to APS PRESS with your manuscript. The manuscript is not complete until all necessary permissions have been obtained. Please identify at the top of the permission form the figure, table, or quotation in your manuscript to which the form refers.
No publisher permission is required for material to which The American Phytopathological Society holds the copyright or that is in the public domain. As a courtesy, however, request permission from authors of APS and public domain material and give full credit to all sources in your manuscript.
Final manuscript files should be submitted on a CD-Rom or flash drive. Include a double-spaced printout of the manuscript and the CD-Rom containing the corresponding final files. There should be one file for the entire text, one for the glossary, one for figure captions, one for each table, and one for each figure. Figures and tables should not be inserted in frames or text boxes into the text file. Do not use any linking applications (e.g., for generating an index or table of contents).
The files must be saved as Microsoft Word documents (preferred), WordPerfect documents, or in Rich Text format (.rtf). Label the CD-Rom with the name of the compendium, and indicate the format as IBM or Apple/Macintosh and as Microsoft Word, WordPerfect, or Rich Text.
If you have further questions about preparing a compendium, contactKaren CummingsAPS PRESS3340 Pilot Knob Road, St. Paul, MN firstname.lastname@example.org