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Guide for Authors and Editors
Preparation of copy Copyright References In text Reference list Style Figures Line drawings Half tones Colour plates Text disks Disk requirements Keying procedures Indexing House style - spellings, etc. 1 2 2 2 3 3 4 4 5 5 5 6 6 7 8
CABI Publishing A division of CAB International
Guide for Authors and Editors
In order for us to produce your book in the most efficient and cost-effective manner, and with the minimum of errors, please take the time to read the following guidelines, and follow them as closely as possible
Preparation of copy
Hard copy requirements - Arrange material for each chapter as follows: - Chapter title/authors/addresses including e-mail and fax number/text/references/tables/figures (as appropriate) - Print out double-spaced single-sided copy - Number the pages – please insert a header “Chapter X” on every book chapter page, in addition to the page number. So the pages in Chapter 6 will read: Chapter 6 page 1, Chapter 6 page 2 etc. - Leave generous white margins around the text - Minor corrections can be marked on the hard copy (preferably in red for clarity
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Headings: use no more than four levels of heading and ensure that they are clearly identified Spellings: use Oxford English spellings. Please use -ize endings rather than -ise (but note analyse). A list of house spellings (and styles) can be found at the end of this booklet Abbreviations: no full points within acronyms (e.g. USA not U.S.A.), no full point after contractions (e.g. Dr, eds) Numbers: in text spell out numbers up to ten, but use figures for 11 onwards. Always use figures where a unit is given (e.g. 7 ml, three samples) Units: use SI (Système International) and metric units throughout. Leave a space between the numbers and units e.g. (56 ha, 56-78 ml) Use kg/m not kg m-1 Tables: Type each table on a new page. Give a brief descriptive caption. Tables should be numbered sequentially within each chapter (e.g. Table 5.1, 5.2 etc.). Try to avoid tables which are very long or short. Do not use vertical lines. Use the table formatting key when laying out a table – do not use tabs Footnotes: Please avoid where possible. Where required, number sequentially throughout each chapter and place at the end of each chapter, preceding the references References: see below Figures: see pp. 4-5 If you are the editor of a multiauthor book, please ensure that you send each author a copy of the final edited version of their chapter. This should be in exactly the same format as the copy you submit to the publisher, i.e. with lines double-spaced. Our copy-editor may send queries to the author based on the pagination, so it is important that the author has a copy that matches ours, in order to locate their queries.
Copyright If you include material, whether figures or tables, from other published sources (even your own work), permission to reproduce such material must be sought from the copyright owner. The responsibility lies with the book or the chapter author, not the publisher. Contact your commissioning editor at CABI for a sample permissions letter. References In text: • Cite references using the Harvard system, namely:
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Author (1990) or (Author, 1990), and (Author, 1989a,b, 1990) and (Smith, 1985; Abbott, 1990). Where there are three or more authors, use Author et al. (1990) or (Author et al., 1990) References to other chapters in the same book should be cited as (see Vaughan, Chapter 4 this volume) – they should not be included in the reference list Personal communications should be cited thus: (P.R. Smith, Oregon, 1990, personal communication) (i.e. who, where and when). They should not be included in the reference list If a publication has been submitted but not accepted for publication, please only cite in the text as (P.H. Smith, 1990 unpublished results). Do not include in the reference list unless the publication has been accepted.
Reference list: • In a multi-author book, place a list of references at the end of each chapter. For a single-author book list all references as one section at the end of the book • Order the references alphabetically by the first author. Where there are a number of references with three or more authors but the same first author, place in date order • Use 1990a,b etc., where there is more than one reference to a publication by the same author, same date, and also where there is more than one publication with three or more authors and the same date but the same first author Style: Please follow our house style as here – it is extremely important that references are cited in a consistent manner. Journal articles Franklin, T.L. and Smith, K.L. (1989) Title of article in full. Journal Name in Full 20, 67-69. Chapters in books Franklin, T.L. and Smith, K.L. (1989) Title of chapter in full. In: Smith, O. (ed.) Title of Book In Full. Publisher, Place, pp. 34-45. Books Franklin, T.L. and Smith, K.L. (1989) Title of Book in Full, 4th edn. Publisher, Place. Proceedings Franklin, T.L. and Smith, K.L. (1989) Title of chapter in full. In: Smith, O.P. (ed.) Proceedings of Some Conference. Publisher, Place, pp. 34-45. Unpublished works (such as these) Franklin, T.L. (1989) Title of unpublished thesis in full. MSc thesis. The University of Queensland, Brisbane, Australia.
Titles still in press Franklin, T.L. and Smith, K.L. (1996) Title of article in full. Journal Name in Full (in press). Websites FAO (2001) The challenges after Rio, www.fao.org/ag/magazine/0102sp1.htm (accessed 2 September 2002) NB: • Both book and journal titles should be italic • Names of all authors should be given (not just the first three) • Please ensure that all references cited in the text are listed in the References, and vice versa (this is the most common cause of problems in editing) • Do not use a numbered system of references Figures Figures should be numbered sequentially within each chapter, as should Tables, e.g. 1.1, 1.2, 1.3 etc. Please ensure that all figures are cited in the text, in numerical order. Line drawings:
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Please supply original artwork – the quality of photocopies is not good enough for reproduction Figures will be printed in black and white (unless specifically agreed otherwise), so please provide them in black and white, not in colour. A green line and a red line on a graph may be indistinguishable in black and white! Create artwork to fit approximately A5 dimensions (210 x 248 mm), although we will resize as necessary Letter the artwork in a sans serif typeface (Helvetica, Arial, Univers, Swiss, etc.) Ideally draw all figures to the same scale so that they can all be reduced or enlarged proportionately Avoid computer grey tints where possible as they do not reproduce well: definite stippling or cross hatching is far better Make figures as simple as possible − complex three-dimensional graphs can be confusing when they have been reduced to fit the page Always supply top copy figures, and an electronic copy on disk. (Translating drawing programs into typesetters’ systems can be unreliable, and we may be unable to use your disks, so a top copy print out is vital) It would be most helpful if you could submit electronic files in eps, jpeg or tiff format
Halftones • • • Halftone illustrations may be submitted as original black-and-white or colour photographs or as transparencies (slides) or as electronic files (at 300 dpi resolution). Halftones saved at less than 300 dpi will not reproduce clearly We can print from a colour copy but the quality is reduced and the final image may be grey and lack sharp contrast Label every figure clearly – with your name and the figure number in pencil on the reverse, together with an indication of the top/bottom and front/back (if a slide).
Colour plates Colour may only be included in your book if specifically agreed. In most cases external funding will be required to cover the additional printing costs. However, if it has been agreed that your book can include colour plates, these should be numbered sequentially in the order in which they are mentioned in the text (i.e. Plate 1, Plate 2, etc.). They are therefore numbered separately from all ‘Figures’ to be printed in black and white. In most cases, colour plates will be printed as a separate section, to be interleaved between 32-page sections of text. Therefore it is unlikely that their exact location in the book can be specified in advance. A single colour plate may best be placed as a frontispiece. Colour plates are ideally provided as electronic files (at 300 dpi resolution) or as positive prints or slides. Text disks To enable you to prepare your manuscript on disk in the best possible form for editing and typesetting, please follow these guidelines. Disk requirements: • Please use high density floppy disks or zip disks. We can accept CD, but if this is ‘write only’, it is slightly less convenient from which to typeset. • Use a common word-processing program (ideally Microsoft Word) rather than a desk-top package (such as Ventura or Pagemaker) • Do not fill disks beyond two-thirds of their maximum capacity • Label every disk with the author/editor’s name, software used, date created and list of file names • Keep a back-up set of every file sent to us – and do not update them since then your files will not match ours • Create a separate file for text, References, Tables and Figure legends for each chapter (and identify files with meaningful file names): for example Ch1.doc (text for chapter 1) Ch1ref.doc (References for chapter 1) Ch1tab.doc (Tables for chapter 1) Ch1fig.doc (Figure legends for chapter 1) • Please ensure that there is only one version of everything on the disk
It is essential that the disks are NOT corrected after the hard copy has been printed out – the hard copy and the disks must match exactly – please note that if there is any difference between the hard copy and the disks we will always follow what is on the hard copy • Unfortunately it is not satisfactory simply to e-mail your book to us. File sizes can result in incomplete transmission and the likelihood of sending incomplete or corrupt copy is increased. We do ask you to check and mail a hard copy and disk. Keying procedures Please remember that we will be reformatting the text when we typeset. Any formatting that you impose will therefore have to be removed, and is more of a hindrance than a help. • Keep the page layouts as simple as possible – do not use sophisticated features such as tints or boxes Do not use different fonts: ideally please key in the disk in a common typeface throughout (e.g. Times New Roman, Arial, Courier) Be consistent in the way that spacing and indentation is used throughout Use the same keystrokes to create special characters throughout, and provide us with a print-out of all special characters used (for example é ü α ≥) Use a hyphen with a space either side for a parenthetical dash Only justify the text on the left, leave the right side ragged Do not use different fonts for headings, simply indicate heading levels by the use of bold/italic with spaces above and below LEVEL 1 Heading Level 3 heading – italic, bold Level 2 heading Level 4 heading – italic, not bold
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Ideally we would like just words and spaces – than we can easily edit and format to ensure a professional quality publication. Indexing If you have agreed in your contract to compile the index, note that we do not require this until page proof stage, when you will be able to allocate page numbers to index entries. You can of course start compiling your list of index terms earlier than proof stage. These should consist of nouns, not adjectives or verbs. Unfortunately it is not possible to provide you with a searchable electronic version of the book in page proof, as the pages will be held in a typesetting program that is not compatible with common automatic indexing programs. Indeed, such programs are often unsatisfactory as they produce many trivial entries. Therefore, indexing will inevitably involve some manual work. Preparation will tend to take 10-20 proof pages per hour, and 3-4 entries should typically be pulled out per page of text. Indexes must be supplied as hard copy (single-sided, single-column, double-spaced text) with an electronic copy on disk. Use only one level of subentry if possible (these can be adjectives, nouns, verbs, etc.), indicated by tabs, and listed in alphabetical order. A list of indexing guidelines will be sent to you with your proof, but please speak to the Production Editor responsible for your book if you have any queries.
HOUSE STYLE – SPELLINGS, ETC. z spellings: for example fertilization, organization – but note analyse, catalyse, hydrolyse 6000 but 20,000 Use Sl (Système International) units, and metric units (e.g. litres not gallons: l not L for litre: k not K for kilo) 10 mg, 5.67, 98 km, 34 mm, - space between number and unit 10oC (close up), 45% (close up) 5 min (not min. or mins), 33 seconds or 33 s (not sec), 12 hours or 12 h (not hr) 5 mg/ha (not 5 mg ha-1) or 5 mg per 100 kg crop 0.45 not .45 USA, UK (no points), former USSR (not CIS as it does not cover the same area) Single quotation marks P for probability
, e.g./, i.e./ etc. 1920s, mid-1970s, 18 January 1967, on the 18th, on 18 January, ‘from 1997 to 2002’ not ‘in the last 5 years’, 19671969 (not 1967-69), 1991/2 and 1989/90 (for financial year, growing season, etc.), 19th century 25-28 (not 25-8) one to ten, but 11, 12, etc. (in text only), 5 mg (always use number when followed by a unit) et al. (Smith et al., 1990) (Smith and Jones et al., 1990; Aberly, 1994) – i.e. date order Mr, Dr, edn, eds (but ed.), Ltd, PhD (no points in contraction) 15-fold (but threefold) Ca2+ not Ca++ Hindill, EcoRl, BamHl, Haelll, etc. In vitro, in vivo, in utero, etc. e-mail and website address not underlined or italic NB: all plant taxonomy (including family name, phylum, etc.) in italic (International Code of Botanical Nomenclature ruling 1994) General spellings: adenomas, aetiology, ageing, agroeconomic, agroforestry, agroecosystems, analyse, by-product, carcinomas, colour (but note coloration, discoloration), cooperate, co-workers, decision making, dieback, ecosystems, et al., focusing, faeces, fetus, landrace, life cycle, mealybugs, microorganism, mycorrhizas, postharvest, programme (but computer program), re-emphasize, runoff, semiarid, setaside, soyabean, sugarbeet, sugarcane, sulphur, worldwide, Zea mays Please follow the Oxford English Dictionary when in doubt, and please note that it is more important to be consistent than to follow the above only in a few instances.
This Guide for Authors and Editors has been produced by: CAB International Nosworthy Way Wallingford Oxon OX10 8DE UK Tel.: +44 (0) 1491 832111 Fax: +44 (0) 1491 833508 E-mail: email@example.com