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MEMO
To: Editors of DPER Volumes
From: John P. Smol, Series Editor, Developments in Paleoenvironmental Research Series (DPER); email: Smolj@queensu.ca
Date: November, 2021
Subject: Summary Guidelines and Checklist for Editors
_______________________________________________________________
Dear DPER Book Editor:
Thank you very much for agreeing to edit this volume of the DPER series.
To assist you with the editing process, we have prepared some general suggestions that we hope will be useful. Information is also available at the DPER website at:
HYPERLINK "/pearl/~smolj/dper" /pearl/~smolj/dper
Contact
It is important to realize at the outset that I, the Series Editor, am largely out of the loop once your volume proposal has been approved. Although I appreciate being kept up to date on the progress of your DPER volume and, of course, will be happy to help in any way we can if problems arise, your main publishing contact at Springer is Mr. Zachary Romano ( HYPERLINK "mailto:zachary.romano@springer.com" zachary.romano@springer.com), Senior Publishing Editor, as well as your production editor, who will be assigned after the contract for your book is executed.
Format
Please note that all DPER Volumes are being typeset by Springer. Please, do not encourage your contributors to use any of the templates that may be available on the Springer web home page. The style, format, and organization of chapters in books of the DPER series are significantly different than the templates and guidelines available for downloading from the Springer site. Use of these templates will result in confusion (and significantly more work for you!).
Details concerning formatting are available at the DPER web site at:
HYPERLINK "/pearl/~smolj/dper/authorsandcontributors.php" /pearl/~smolj/dper/authorsandcontributors.php
Length
The total length of your volume is an important matter for the editor to consider early in the planning of the book. Although you were required to make a preliminary guess at the length of your volume as part of the proposal, this no doubt will change (sometimes dramatically!) as the planning continues. It is important to provide your authors with a reasonable estimate of the total page budget of the volume and, specifically, how many pages each contributor has as early in the process as possible.
At present, DPER volumes are expected to fall somewhere between about 250 (book) pages and 600 (book) pages. All DPER volumes follow the same format and will be produced using the same page size, format, font, etc. The page dimensions are specified in the guide to contributors. In brief, a total of 46 lines of text can appear on a book page (but, of course, rarely does one have 46 lines of continuous text without interruptions by headings, etc). This gives an average maximum of about 500 words per book page (but, again, this is not including figures/tables/headings, etc). Perhaps a more useful statistic (based on the actual finished products of Volumes 1 and 2) is if you multiply the number of pages of the typed manuscript (including, text, references, figures, figure captions, tables) by 0.7, that will give you a best guess at the number of book pages the chapter will be. Springer is quite flexible on the length of the book within reason, so keeping your book to a certain page count should not be high on your list of concerns.
Permission to use previously published figures
It is part of the authors and guest editors responsibilities to be sure that permission has been received to use any previously published figures or tables. Information regarding permissions is available at:
HYPERLINK "http://www.springer.com/rights" http://www.springer.com/rights
Acceptance
As you are probably aware, the manuscripts comprising your volume are considered accepted only once all the contributions have been forwarded in electronic form to the Springer offices (either uploaded via their ftp site or on CD/DVDs). This is a minor point, but one that should be emphasized to your contributors in order to avoid misunderstandings.
Some Overall Editing Suggestions:
You are probably familiar with the general editing and review process, but just to recap some of the important items that we would like to see followed in order to provide some consistency within the DPER Series:
1. Once you get a chapter manuscript submitted, please record the date received. Although at present we do not include the date received and date accepted information in the printed volume, nonetheless, these data are important to retain on file. It is also important to acknowledge receipt of the manuscript. Sometimes both parties (i.e., the author and the editor) waste valuable weeks/months waiting patiently for a manuscript that has been lost in the mail.
Editing this volume is a bit different than editing, for example, a journal. As the proposer and editor of the volume, you already have a good idea of the general content that you would like to see covered by the contribution. Thus, it is important that you are satisfied with the overall approach, perspective and content of the submitted chapter manuscript before going to the effort of requesting external reviews. If you feel that important aspects are not covered or that the approach to the topic is significantly different than you had anticipated and originally outlined when you invited the submission, do not waste reviewers time by requesting their comments; rather, ask the author to revise and resubmit before it is sent to the external referees.
2. We traditionally ask for two external, arms-length referees to review each chapter (although in some cases, especially multi-editor books, one external referee may suffice, as the author will also get opinions and comments from the several editors). We strive to get this review process done quickly, which often necessitates some prodding by e-mail, telephone, etc. We suggest that if you do not hear from a referee within a month, please contact the person very often a gentle reminder gets a result. In fact, some referees seem to only think about doing a review once they get their first prod! Only then does it get on their list!
For DPER Vols 1-4, we used standard Journal of Paleolimnology (JOPL) review forms. These were convenient for us but they are certainly not required; you may want to generate reviewers checkforms of your own. But if you do want to use the standard JOPL forms, contact us and we will send you a supply for your volume.
3. Once you get the external reviews back, you have to make a decision: a) accept the manuscript as it stands (this never happened in our editing of Vols 1-4!); b) accept with minor to moderate revisions, and send it back to the author with the referees (anonymous if so indicated) comments; c) possibly accept after major revisions, which may involve a second round of refereeing; or d) reject.
Most of the chapter manuscripts for Volumes 1-4 fell into the "minor" to moderate revision category (although a few did require multiple rounds of reviews).
4. Please pay attention as to whether the referee wants to remain anonymous (i.e., note which box is checked at the bottom of the reviewers check-sheet, if you use such a form). If the reviewer does wish to remain anonymous, it is important that you: 1) physically remove the bottom part of the referees form (if you are using standard JOPL forms), where he/she has signed; 2) assign a number to the referee, such as Ref #1 and Ref #2 (if both are anonymous); 3) if the reviewer has added marginal comments directly on the manuscript, please identify which marked up copy goes with which reviewer (e.g., Rev. #1 or #2).
5. It is at this time (i.e., when you get the first set of external reviews back, but before you return this material to the author) that you can have most of your substantive input. It will be necessary, of course, to read the chapter again when the revised manuscript is submitted, but this is the time to suggest your revisions and to be sure that nothing is missing from the paper. For example, common things missing or needing your attention are: e-mail addresses (although these are optional, we suggest they be added as part of the authors address); key words -- please make sure the author has suggested about 8 or so key words that appropriately describe the paper (because most electronic search engines use key words, this is an important but often neglected task); figures make sure they are all present, in good form and will likely be able to be reproduced adequately; and references please emphasize to authors to check these, both in terms of accuracy and style/punctuation, as this will greatly decrease your workload in the final preparation process.
This is also the time that you should do your best to correct grammar and punctuation especially if the contribution is from a non-anglophone author (but, frankly, you may be very surprised about the writing skills of some anglophone authors, too!). Please make your suggestions for rewording etc. as clear as possible and also ensure that the referees comments (particularly hand-written notes in the margin) are clear to the author. In short, this is the time to get the chapter as close as possible to final form. The next time you get the chapter, it will be in its final form - any changes that must be made at that time are done by you and, of course, that is not the time to start making major alterations!
6. Once you get the referees comments back, have read the contribution and feel that the chapter could be accepted with some revisions, you must communicate to the author exactly what the next steps are to be. Be explicit.
7. It is also necessary to collect signed Contributors Authorization to Publish forms from the contributors. You will receive this form from your production editor after the publishing agreement for the book is completed. It should be completed and returned to you by the lead author at the time of submission of the final chapter. They must be collected by the Volume Editor (s) (not sent separately by the authors to the publisher) and sent to Springer along with the final complete volume. In addition, if any of the contributors are using previously published material, it is necessary to collect the permission forms. These must accompany the final documents to Springer.
To assist us when we were doing volumes 1-4, we generated several other forms (i.e., Manuscript Checklist form and Chapter Transmittal form) which we asked the contributors to complete and return with their final revised version. These forms are included at the end of this memo. We found that use of these forms greatly simplified our own filing and bookkeeping, and also provided the authors with a final checklist of items.
Final Preparation
Once you receive all the final chapters back from the authors, together with their digital files, consent to publish forms etc., your next tasks involve:
1. Proof reading. Obviously, this is an extremely important (the most important?) part of the editing process. Even the most conscientious authors can miss typographically or spelling errors. Some authors may not have followed the guidelines as closely as they should have; you will have to decide whether to return the chapter to the author for corrections or to undertake the corrections yourself. Remember that you are submitting the final version of the document; you are the final person to check things like spelling, punctuation, etc.
Pay particular attention to the references section of each chapter as this is where most of the mistakes usually occur.
Make certain that all illustrative and tabular material is submitted according to the proper guidelines.
2. Compiling the front matter material. The front matter material of your DPER volume will consist of a title page, detailed table of contents, formal Preface, brief biographical summary of the editor, the aims and scope of the DPER series, the series editors and advisory board, list of contributors (with their full addresses and affiliations, please do not forget to include email addresses for each contributor). And optionally: dedication, safety aspects, foreword, and/or acknowledgments (removed second e in acknowledgments) sections. Please consult any of the previously published volumes in the series as a guide.
3. Compiling the Index. As we all know, an Index can make or break a book. As the editor, it is your responsibility to make an Index for your volume. Although this is not typically an easy nor an overly entertaining job, it is an important task that should not be taken lightly. There are no set guidelines, but a comprehensive index would include taxonomic names, common names, geographic locations, and other subject entries. Please refer to previous DPER volumes for stylistic details.
Ask your chapter authors to submit a list with keywords of their own chapter and compile a final list with keywords for the whole volume for your index. Please submit the list of terms to be included in your index along with the book manuscript. Springers production team will create the index using these words after the book has been typeset and paginated.
4. Compiling the Glossary, Acronyms and Abbreviations section. Although not mandatory,
this section can be a very important addition to any book. In Volumes 1-4, we asked authors to submit glossary entries, as well as acronyms and abbreviations. We identified words we thought should be included in Glossary etc. by highlighting them during our editorial work. Please be sure all entries are in similar style (e.g., complete sentences, etc.). Please see previous DPER volumes for more information on style and content.
5. Final submission. When the manuscript for the book is ready for final submission, please alert your production editor, who will then send you a manuscript upload link.
Checklist
To summarize, the following items will be required by Springer to publish your book:
1) The full manuscript including all items mentioned above, to be sent to Springer via the manuscript submission link.
2) Contributors Authorization to Publish form and proof permission has been obtained for any previously published material (images, long stretches of text, etc.) for each chapter. This is typically done by you using RightsLink HYPERLINK "https://www.copyright.com/publishers/rightslink/" https://www.copyright.com/publishers/rightslink/
Many thanks for your work in supporting paleoenvironmental research.
John P. Smol
Series Book Editor, Developments in Paleoenvironmen t a l R e s e a r c h
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