CDSI Publishing Service
International Council of Scientific Unions
ISBN: 0-930357-32-9
US$10.00
Published by the International Council of Scientific Unions (ICSU),
5 rue Auguste Vacquerie, 75016 Paris, France
© ICSU 1988, 1994
First published in 1988 under the title Guidelines for Printing and Publishing
Second edition 1994
This publication is protected by copyright. The information it contains may be reproduced freely with due credit to source.
ISBN: 0-930357-32-9
The CDSI was established in 1983 as the publishing house of the International Council of Scientific Unions. It served as a means of providing a publication mechanism for members of the ICSU family, and sought to keep the control of scientific publications in the hands of scientists and scientific organizations, rather than having so many of them taken up by default by the private sector.
In 1989, the Press's terms of reference were modified, and the newly named CDSI Publishing Service was established. Since then, rather than acting as a publishing house in its own right, the Press Publishing Service has concentrated its efforts on being a source of advice and counsel to ICSU bodies in matters relating to scientific publishing, including financial, legal and technical aspects, and as an agent for any family member wishing to engage in the publication of books or journals.
It is within the context of this advisory role that these revised Guidelines for Scientific Publishing have been issued. They do not pretend to be exhaustive, nor can they claim to cover all aspects of the complex business of publishing in the sciences. It is hoped, however, that Chapters 1, 2, 3 and 4 will together provide answers to the questions most commonly posed by ICSU bodies wishing to publish material-or have it published on their behalf.
The terms of reference of the CDSI Publishing Service also require it to pay special attention to the needs of scientists in developing countries. A significant part of its activity in 1990-92 was concerned with the establishment of the International Network for the Availability of Scientific Publications (INASP), a network to facilitate co-operation and exchange of information among international scientific book and journal donation programmes, and to promote the expansion of donor activities in developing countries, in Central and Eastern Europe and in republics of the former USSR. ICSU family members wishing to know something of this network are invited to read Chapter 6.
As with the first edition, these guidelines should be taken both as an attempt to help and advise the ICSU family and as an invitation to them, and others reading this compilation, to share their experiences with the CDSI Publishing Service for the benefit of fellow scientists. Comments and suggestions should be sent to Dr Howard Moore, its Editor, c/o the ICSU Secretariat, 5 rue Auguste Vacquerie, 75016 Paris, France (Fax: [33 1] 42 88 94 31; e-mail: icsu@lmcp.jussieu.fr)
This chapter has been prepared for members of ICSU who decide to undertake their own publishing rather than use a publisher. We cannot hope to cover every aspect of publishing, and especially not the details of production procedures. However, we have outlined some of the standard practices that have evolved over the years, and which enable authors, readers, bibliographers, information services, librarians, booksellers, subscription agents and publishers to all play effective roles in the business of publishing. These practices help to make publications more accessible, and prevent lost sales and lost readers.
Where appropriate, we have given the addresses of international agencies mentioned in these guidelines, and national agencies in the USA and the UK. (We have not repeated each time the address for the Library of Congress [Washington DC, 20540, USA], or that of the British Library [2 Sheraton Street, London W1V 4BH, UK]). Space prevents our listing the addresses of all national agencies: to have done so would have expanded this chapter into a major publication. The international agencies will be able to provide addresses of national and regional affiliates. Or the national library, the major book trade publication, or a friendly publisher, should be able to help.
Copyright is fundamental to publishing: it provides the legal framework within which publishers operate. Copyright is established by national laws and strengthened by international conventions which provide transnational protection to authors (or their legal successors) from unauthorized use of their works. Copyright is the asset that the scientists have in their publications and it is their means of obtaining a reasonable recompense (monetary or otherwise) for their endeavours. If copyright is assigned to a publisher it should only be in return for a substantial service. It may be that the publisher would be satisfied with merely an exclusive licence to publish the work in question. The author's right to re-use his/her material in his/her own future publications should always be preserved.
In some countries (the USA, for instance) copyright should be registered; in most there are no formalities. Publishers are advised to check their national copyright law. A copyright notice is not necessary to obtain protection in some countries, but is required in others. We recommend that the copyright symbol © followed by the name of the copyright owner and the year be printed in all publications (for instance on the verso of the title page or in a prominent position in each issue of a journal) whether or not this is required under national law.
In recent years copyright licencing schemes have been set up in about 20 countries. These allow users in subscribing institutions to make copies outside any 'fair dealing' provisions, without having to seek permission each time, subject to certain conditions. The payment of an annual fee by the institution is usually involved. Creation of such licencing schemes has led to considerable subsidiary income reaching the publishing houses that are party to them. Publishers of journals and multi-author books in countries that recognize copyright are urged to register their publications with the US centre: the Copyright Clearance Center Inc. (CCC), 27 Congress Street, Salem, MA 01970, USA. Publishers in the UK should get in touch with the Copyright Licencing Agency/Publishers Licencing Society Ltd, 90 Tottenham Court Road, London W1P 9HE, UK, which will also, if requested, handle dealings with CCC on their behalf. In other countries, we suggest that publishers consult the national publishers' association about any national schemes that there may be. They may also contact the International Federation of Reprographic Rights Organizations (IFRRO), whose current address is that of the Copyright Licencing Agency in London.
Note that registration must be based on a clear legal copyright position. Since registration permits reproduction provided that certain conditions are met, the publisher must be sure that the rights are his/hers to grant. It is helpful if the publisher can get copyright assignments from contributors to multi-author works (including journals) as a matter of routine. A specimen letter is included as Appendix A.
In many countries, in order to establish copyright, publishers (and some printers too) are required to deposit copies of their publications in one or more libraries. Details of the requirements in the particular country should be obtainable from the national library or publishers' association.
Books should carry the title, subtitle (if any), series (if any), author/editor and publisher on the title page and outside front cover. In addition, the title page should give the year of publication. If the spine is wide enough, then it should indicate author, title (abbreviated if necessary) and publisher. When the spine wording has to run along the spine it should do so downwards from the top (with the book standing upright) if the book is in English. French- and Spanish-language publishers do the reverse and have their wording running upwards. The ISBN (see below) should appear on the outside back cover or jacket, preferably in both numerical and bar-code forms; this is also a useful place to give a description of the book and its content (the 'blurb').
The back of the title page is variously known as the verso, copyright page, imprints page or impressum. This should carry the address(es) of the publisher; a notice of ownership of copyright (the copyright symbol © followed by the name of the copyright owner and the year of publication); the date of first publication and those of any reprints or new editions; the country in which the book was printed (UK publications require the name and address of the printer); cataloguing in publication (CIP) data if available and the ISBN. Books in open-ended series should also be assigned an ISSN.
Reports do not always have title pages. Where there is no title page, then the date of publication and the address from which copies can be obtained should be given on the front page (if the circulation is restricted, then this should be stated). There should be a copyright notice, and, if necessary, a statement as to whether the material in the report may be cited or reproduced.
The outside front covers of journals should give title, subtitle if any, volume, issue and part numbers, date of publication, ISSN and the name of the publisher.
Contents may be given on the front or back covers; it is helpful, either there or in the opening pages, to have a full contents list accompanied by the title, volume and part number, date of publication, ISSN and the name of the publisher (for example for reproduction in Current Contents).
If possible, the spine should give the title of the journal, the volume and part numbers, the pagination of that issue, and the date of publication, lettered downwards. Prominently placed in the journal should be a statement of copyright (including a note of any blanket licencing arrangements and the publisher's permissions policy), the subscription price, the address of the publisher, and address (if different) for orders and information for potential contributors. The printer's imprint is customarily given on the outside back cover or at the bottom of the last page of text.
Every volume of a journal should have a title page and verso, with the same information as for books, substituting ISSN for ISBN. There should also be volume contents and indexes; ideally, these should be issued with the last part of the volume.
In certain scientific disciplines (e.g. high-energy physics and genetic engineering) primary research results are regularly produced and distributed in non-print form. Indeed certain 'publications' never see the light of day as traditional print on paper. This does not mean that authors do not have the same rights over their material. On the contrary, they should be encouraged to include on their computer file a statement of ownership of intellectual property rights in the text, even though this may be removed later unless specific measures are taken. Unfortunately, there is at present no proven reliable method of preventing non-authorized copying from diskette or tape. The CDSI Publishing Service is studying the problem and will issue further guidelines as soon as a convenient and economical protection technique becomes available. In the meantime a simple statement of copyright at the beginning of the text file is sufficient to inform readers that the author is serious about copyright protection.
Bibliographic control is essential if there is to be any serious attempt to protect against infringement of copyright. There is as yet very little formal bibliographic control of digitally stored textual material. Some European countries are preparing measures to incorporate this into their copyright legislation, and the CDSI Publishing Service is currently examining the implications of this in consultation with interested international bodies. Meanwhile, it is recommended that publishers adopt the same provisions of control of digitally stored texts as they would for hard-copy documents.
Authors should be made aware of the value of copyright in digitally stored texts, and try to retain a major share of revenue subsequently derived from this source. Already, there are attempts by some commercial publishers to control the activity to enhance the profitability of their operations. CDSI Publishing Service seeks the co-operation of all scientists to ensure that the scientific community retains control of the new storage medium.
The price is one of the most important decisions to be made for any publication. Factors to be considered during price-fixing include:
The way in which the publication will be sold.
The number of copies that is likely to be sold. There may be a large number of complimentary copies, including those sent for review. Some copies may be sold at less than the full price (e.g. to society members, or purchasers in developing countries). Some copies may
be left on the shelf for many years, or never sold at all.
Payments to authors, editors and translators, and any permission fees.
Discounts to booksellers and subscription agents (commonly 25% to 40% for academic books and 5% to 15% for journals). Libraries order through booksellers, library suppliers and subscription agents for convenience; in some countries it is difficult or impossible for anyone other than a trader to get an import licence. In most export markets, prices are considerably higher than in the country of origin. If the discount is low, the price is likely to be marked up by a greater percentage.
All production costs, including cover and jacket design, and the cost of transport from the binders to the distribution point.
Promotion costs (see below).
Distribution costs: postage and packing. Do copies need to be sent by air? There may also be charges for storage and insurance of unsold stock.
The currencies in which payments are accepted. If your own currency is not one of the major international trading currencies, there can be advantages in also having a price in, for example,
US dollars. Remember to allow for the costs of converting from one currency to another and for currency fluctuations.
Journal prices should be announced in July or August of the previous year. All promotion for books should carry a price, provisional if need be. Firm prices should be fixed and announced not less than two months before publication and earlier if possible.
Publication is not the same as having stock. The date of publication is the date on which booksellers can first sell copies of the book or reviews appear. Maximum publicity impact is planned for around publication, but some things cannot be done until stock of the book has arrived. In any case, it takes time for copies to reach booksellers in other countries.
Advice should be sought from contacts in the book trade about the timing of the publication. Whilst both author and sponsoring organization may understandably wish to see their book brought out as soon as possible, it may, in practice, not be the most opportune moment. A publication launched during the academic long-vacation is likely to make less of an impact than it might otherwise expect. Equally, the period immediately before the end of the year should be avoided: booksellers, even academic ones, tend to be preoccupied by the Christmas trade and are likely to pay scant attention to new, specialist monographs around this time. A book launched in December becomes a 'last-year's book' in a matter of days, and should instead be held over until the New Year with the following year's date on the imprints page.
Publishers, whether they be large commercial concerns, not-for-profit organizations, or individuals, need to make their publications known to potential buyers and readers. For scientific (and indeed all academic) publishers there are particular problems. The market is usually not large, but it is international; while it is sometimes difficult to get information on some publications published in one's own country, it is even harder to trace foreign publications to their source. Customers-readers, librarians, subscription agents and booksellers-can only order your titles if they know they exist and where they should send their orders.
It is believed that there are something like 120,000 journals currently being published worldwide. Some hundreds of thousands of new and very recent books are shown each year at the Frankfurt Book Fair, from more than 8000 publishers; Books in Print currently lists some 700,000 titles available in the USA. Obviously, it is difficult for anyone to keep track of what is published, and to select from this mass of literature.
Publishers, booksellers, librarians and bibliographers (in conjunction with national and international standard organizations) have consequently set up systems to document all publications and to help customers identify, acquire or otherwise gain access to them. These systems are generally very simple and cost the publisher nothing except a little effort. They save time for those in the book trade in searching for information, ordering and processing; that time can be used for more productive activities-such as buying and selling your publications.
Books should carry an ISBN (International Standard Book Number) which is unique to that title, or edition of that title, from a specific publisher. (ISBNs are also assigned to computer software.) The ISBN is a ten-digit number made up of (i) a country, area or language-group identifier (0 or 1 for English-language countries), (ii) a publisher identifier, issued by the national or regional agency concerned, (iii) a title identifier, and (iv) a check digit.
The ISBN should be printed on the verso of the title page and on the outside back cover or jacket of the book. It should also be given in full in leaflets, catalogues and advertisements.
Further information is obtainable from your national ISBN agency (commonly the national library) or from the International ISBN Agency, Staatsbibliothek Preussischer Kulturbesitz, Potsdamerstrasse 33, 1000 Berlin 30, Germany. Publishers in the USA should write to the International Standard Book Numbering Agency, 121 Chanlon Road, New Providence, NJ 07974, USA; the UK agency is the Standard Book Numbering Agency Ltd, 12 Dyott Street, London WC1A 1DF, UK.
Books in open-ended series (including annuals, conference proceedings and yearbooks) should have both an ISBN and an International Standard Serial Number (ISSN), as should all journals (see below).
Journals - (and other serials) need ISSNs. These are eight-digit numbers (two blocks of four numbers, including a check digit) which are unique to a particular journal and title; they do not change with each issue. Two journals with the same title will carry a different ISSN, and a journal which changes its title needs a new ISSN.
The ISSN should be printed on the front cover of the journal, above or below the contents list, and on the verso of the volume title page. It should also be given in catalogues, leaflets, advertisements, price lists and other announcements about the journal.
ISSNs for publications of international organizations are allocated by the International Centre, 20 rue Bachaumont, 75002 Paris, France. The US agency is the National Serials Data Program, Serial Records Division, Library of Congress. In the UK ISSNs are allocated by the UK National Serials Data Centre, Bibliographic Services Division, British Library .
Machine-readable bar codes are now commonly used for the printing of ISSNs and ISBNs; once used mainly for mass-market titles, they can now be found on more academic publications. They are helpful to publisher and bookseller in facilitating the pricing of goods at a cash register, adjustment of stock records, and automatic re-ordering.
CIP schemes provide for standard national catalogue information to be printed on the verso of title pages of books. They speed the listing of books in national bibliographies (both printed and machine-readableÑa number of these bibliographies is available for on-line searching); titles may be listed up to two months before publication. Consequently, orders reach the publisher earlier, and the customer gets the book sooner. CIP also helps with processing and cataloguing in the library, so the book reaches the library shelves faster.
The publisher should send either the preliminary matter for, or complete proofs of, forthcoming titles to their local CIP centre. There, professional staff prepare a block of information, and send it to the publisher for printing on the verso of the title page. It commonly takes about ten days for CIP data to be returned to the publisher; the mailing costs are paid by the CIP centres.
At the moment, there is no international coordinating body for CIP; the nearest is the IFLA-UBC office at the British Library. Publishers in the USA should get in contact with the Library of Congress, Cataloguing in Publication Division. Details of the UK scheme are available from the Head of Process Control and Acquisitions (CIP), Bibliographic Services Division, British Library.
Publishers in countries without CIP schemes might consider printing CIP-type information (prepared by a suitably qualified person) on the verso of their title pages. This may not speed up appearance in the national bibliography, but it could help libraries to process books faster.
Books that are not listed in the appropriate national bibliographies or in Books in Print are very difficult to trace. Getting them listed is not difficult, and it is free.
National bibliographies record books (and sometimes the first issues of journals) published in a country in a given period. They are usually produced by the national library. In the USA, publishers should check with the Library of Congress. In the UK, submission to the Copyright Receipt Office of the British Library (a legal requirement) gets books, and the first issues of the new journals, into the British National Bibliography. CIP (see above) gets them in earlier.
In addition, there are in many countries lists of books in print which are used by the book trade, e.g. Books in Print (which covers US publications - details from R.R. Bowker Company, 121 Chanlon Road, New Providence, NJ 07974, USA) and Whitaker's Books in Print (dealing with UK output - Whitakers, 12 Dyott Street, London WC1A 1DF, UK). International Books in Print (published by K.G. Saur Verlag, Ortlerstrasse 8, Postfach 705620, 8000 Munchen 70, Germany) covers the approximately 210,000 English-language publications currently published outside the USA and the UK. Information on new books and new editions, and any price changes, should be sent to the compiler of the appropriate bibliography as early as possible.
As well as annual volumes there may be weekly listings of new publications in an associated trade paper (e.g. The Bookseller in the UK-which also has a large international circulation). Both Books in Print and Whitaker's Books in Print are available as microfiche editions, CD-ROM and on-line. A local bookseller, booksellers' association or book trade magazine (which may be traced through Ulrich's - see below) should be able to provide information on the major national bibliographical sources.
The principal bibliographic listings of serials (books as well as journals) are Ulrich's International Periodicals Directory and Irregular Serials Annuals. These are published by R.R. Bowker Company, 121 Chanlon Road, New Providence, NJ 07974, USA, and are also available on microfiche, as Ulrich's Update on-line database or Ulrich's Plus CD-ROM. They are consulted by librarians and others seeking information about an individual title, or about journals on a particular subject. Publishers should keep Bowker informed of new journals, changes of title, price, frequency and so on. Bowker is happy to supply special forms for the publisher to complete or to use information provided by the publisher in any other form.
There are a number of other directories of serials. Current British Serials is issued by the Publications Section, British Library Document Supply Centre, Boston Spa, Wetherby, West Yorkshire, LS23 7BQ, UK. There are also directories of periodicals that accept advertising; basic entries in these are usually free.
There is usually no charge for any entry in the catalogues mentioned here, though it may be possible to buy advertising space. Information to booksellers and subscription agents in other countries should of course be sent by air.
Journals
Many major subscription agents put out catalogues of journals which
they distribute to librarians. Some librarians also have on-line access
to their agent's database of serials. All subscription agents need up-to-date
information on journals from their publishers. If possible, price changes
for the following year should be notified to the agent by the previous July.
Books
Some booksellers prepare their own catalogues. Major booksellers should
be sent information on new publications likely to be of interest to them
preferably about three months in advance of publication. This information
should include an approximate price and date of publication, as well as
details of author, title, subtitle, number of pages, illustrations, etc.,
series and editor if any, a brief description and contents list. Factual
information is required, not extravagant claims. Forthcoming book information
should be sent by air to overseas booksellers.
In most countries there is an association of booksellers which may publish a list of members. (In the UK, the Booksellers Association, 272 Vauxhall Bridge Road, London SW1V 1BA, UK, publishes one). Lists of overseas booksellers may be available from publishersÕ associations, cultural representatives, and so on. The International Book Information Service (IBISÑWaterside, Lowbell Lane, London Colney, St. Albans, Herts, AL2 1DX, UK or 215 Park Avenue South, New York, NY 10003, USA) can also provide lists of booksellers in many countries-for a fee.
Abstracting and information services, Current Contents__Consider supplying free copies of your publications to the appropriate publishers and operators of abstracting services. Their addresses can be found in Ulrich's ). Check first that they will make use of your publications; if they have a service to supply reprints (as does, for instance, Current Contents) agree with them how requests for reprints of individual articles should be dealt with and what royalty should be paid.
Direct mail promotion
This is the usual method of selling academic publications. It is
not cheap; a rough rule-of-thumb is that direct costs will be about double
the cost of postage. It also presupposes that you have access to mailing
lists of potential purchasers of the book. Be realistic about the relatively
modest response rate such an exercise engenders, and set the size of your
mailing accordingly. Allowance for promotion costs should be made when fixing
the price of the publication.
Promotional material need not be elaborate. It should include all the basic bibliographical information (including ISSN or ISBN), the name and address of the publisher, and the price. Blurbs should be informative rather than eulogistic; a contents list is usually more valuable than publisher's puff.
The use of internationally accepted credit cards has brought major benefits to direct-selling operations and has greatly encouraged 'impulse-buying' of even academic books. The problems of currency exchange are avoided by the customer and transactions speeded up. These advantages have, of course, to be weighed against the disadvantage of the service charges claimed by the credit card companies against the publisher.
In a somewhat similar way, the use of telefaxes in the ordering process can accelerate the whole process of book-buying and reap benefits. Flyers could usefully carry a fax number for orders.
Review copies
When drawing up a list of journals to which review copies are to
be sent, check that they all actually publish reviews (Ulrich's gives this information).
For expensive publications, the review editor can be asked if he/she would
be interested in the book before a copy is sent. These are two simple precautions,
but ones which can avoid significant wastage of valuable stock. If both
hardback and paperback editions are available, reviewers prefer the hardback.
Enclose a review slip with all review copies. This should give the names
of authors/editors and the title of the book, the name and address of the
publisher; the address for orders if different; details of the different
editions (binding, ISBN and prices) and the date of publication. Ask for
copies of any review published (though not all journals will send you these),
and keep a record of which journals published reviews for future reference.
Authors and editors should be sent copies of the reviews.
Advertising
Space advertising can be expensive and should be used with discretion.
Advertising copy should be checked very carefully. Advertisements should
always include the price(s) of the publication (tentative ones may be used),
the ISBN or ISSN in full, and the address to which orders should be sent.
Exchange advertisements provide a useful and inexpensive way of promoting
new publications, especially in newsletters and similar publications directed
at individual specialists.
Exhibitions
The larger publishing houses regularly display their wares at specialist
conferences, library meetings and book fairs. Co-operative exhibits are
often mounted, giving small publishers the opportunity of showing their books.
Such displays may be organized by publishersÕ associations, local
booksellers, or specialist commercial firms; the organizers of the event
can provide information on any such co-operative book exhibits.
Cultural representatives
Many countries have governmental or semi-governmental bodies to
promote that country's culture abroad (e.g. US Information Service, the
British Council) and those activities may include running libraries, organizing
exhibitions and generally promoting the sale of publications. It is worth
getting in touch with them to see what help and information they can provide
on overseas markets.
This chapter is intended to help ICSU bodies which have generated a publishing project (we shall refer to them as the 'scientific partner') in looking at agreements drawn up by a publisher (the 'publishing partner') for books published either individually or in series. It is assumed that the publisher is financing the publication; the notes do not cover agreements where the scientific partner (or a third-party, sponsoring organization) undertakes the financing. Which type of agreement is more suitable will depend upon the nature of the publication, the funds available, and the amount of control that the scientific partner wishes to exercise over the operation. This chapter should be read in conjunction with Chapter 4: Copyright and the protection of intellectual property rights.
The choice of publishing partner is very important and requires careful consideration. The scientific partner must be satisfied that the profile of the publishing house corresponds as closely as possible to its requirements.
The publisher should normally already have an active list of proven published books or journals in the field of study or discipline in question. This increases the publisher's credibility with booksellers, librarians and potential buyers and makes marketing more effective. A publisher with several titles in a particular discipline is more likely to be prepared to produce promotional leaflets, sectional catalogues and so on, and to mount book exhibits at relevant conferences and meetings.
The advantages of a large publishing partner - impact in the market place, academic prestige, well tested editorial, production and marketing procedures - should be weighed against the more personal, specialized talents of some of the many smaller houses.
The publishing partner needs to demonstrate an ability to handle and print the type of material the scientific partner has in mind. This is particularly important with heavily mathematical texts or those of a complex nature. Consideration should be given to the publisher's ability to cope with word-processed material, and meet the requirements of producing books economically or quickly. Finally, the scientific partner must be satisfied that the publishing partner will distribute the finished product as widely and as effectively as possible, and at a reasonable price.
No detailed guidelines can be given here on negotiating the financial terms of a publishing agreement, since each case has features of its own. Members of ICSU needing specific advice are encouraged to approach the CDSI Publishing Service-it has, after all, been instituted for just this purpose.
The publishing contract
The agreement will normally grant the publishing partner an exclusive licence to publish the book(s), subject to certain terms and conditions. Complete assignment of all rights in the work is not recommended. The terms and the conditions of the licence will probably include:
1 Copyright
Copyright is the protection, governed by national law and international
convention, of an author's rights (or those of his/her legal successor)
in his/her work. Copyright is fundamental to publishing; it is the scientific
partner's main asset. The scientific partner's powers in negotiating publishing
contracts derive from its original ownership of the copyright in the work.
An author's right to re-use his/her material in future publications-or grant
permission for others to do so-should be preserved, as should all proprietary
rights in the subject matter of the material other than the copyright. The
contract should not give the publisher an automatic right to publish future
editions. The publisher's right to a 'first refusal' on the next publication
of the scientific partner should be resisted.
Copyright in a book should be wholly in the name of the scientific partner. This usually requires assignment of copyright from the contributors and editors; a specimen letter for this purpose can be found as Appendix A to these Guidelines. The copyright notice (composed of the symbol © plus the name of the copyright owner and year of publication) should be printed on the verso of the title page of every copy. Routine requests for permission to re-use material, and dealings on any other matters relating to rights in the book (e.g. incorporation into a database, microform editions or reprint rights) may be handled by the publishing partner on behalf of the copyright owner, although the publisher should consult the latter about any major re-use and pass on a share of any fees obtained.
If the book involves material previously published elsewhere and not covered by fair dealing provisions, the agreement should spell out who is responsible for seeking permission fees. If the author/editor or scientific partner is to do this, the publisher should be able to advise on how to proceed. Standard letters of application can usually be provided (one such is reproduced as Appendix B).
2 Delivery of the typescript
The date of submission of the completed manuscript, the approximate
extent of the book, the number and type of illustrations, and the number
of copies of the typescript should all be specified. If the material for
publication is to be provided in some form other than typescript (e.g. as
camera-ready copy or on diskette) this should be spelled out.
3 Price
The publisher should indicate the approximate selling price of
the book, assuming that the extent and the date of delivery are met. (If
the typescript is much longer, or much delayed, then the price may be higher.)
Any preferential prices, for example for members of the sponsoring body,
need to be clearly stated in the agreement.
4 Loss or damage
There may be a clause releasing the publishing partner from responsibility
for loss or damage to the typescript, illustrations, etc., while in his
custody, in transit or in the course of production. This is customary: keep
copies of everything you send to the publisher. If anything is particularly
valuable or irreplaceable, draw attention to it, and try to get it excluded
from this clause.
5 Publication date
The publishing partner should agree to publish within 'a reasonable
time' of receipt of typescript. The time from receipt of typescript to publication
should be stated, or an estimated publication date given. Clearly it will
take less time to produce a short work for which the scientific partner
has provided camera-ready copy than for a long multi-author book where proofs
have to be sent to many countries, or an index prepared.
If the publication is required by a given date, e.g. a month before an important conference, this should be made clear from the very beginning of the negotiations, and a commitment sought from the publishing partner.
6 Proofs
Provision should be made for the scientific partner to receive
proofs and to be responsible for having them checked. The time allowed for
proofreading may be written into the agreement.
7 Indexes
If there are to be indexes, the agreement should state who will
provide them, and who pays for their preparation.
8 Jacket design and promotion
The scientific partner can ask to see proofs of any jacket or cover
design, and to be consulted about the promotion of the book. The agreement
should state that the name of the scientific partner is to be printed prominently
on the jacket or cover, and on the title page.
9 Authors' alterations
The scientific partner may be asked to pay for alterations made
at proof stage over and above an agreed allowance, usually 10% of composition
costs. It is in the scientific partner's interest to keep changes to a minimum:
alterations cost money (which will have to be recouped either from the purchaser
or the scientific partner), cause delays, and new errors may be introduced
when changes are being made.
10 Free copies
Editors are usually supplied with six free copies of a book (shared
if there is more than one editor). It is not uncommon for the (senior) author
of each chapter also to receive a free copy. The opportunity to buy more
copies at a special discount (say 50% off the published price) should be
arranged. If the scientific partner needs more copies, special provision
needs to be made.
11 Offprints (or reprints)
These may be wanted for contributors to multi-author works, and
20, 25 or 50 free copies of each contribution may be provided. Sometimes
there is an opportunity to buy more on condition the author places the order
when returning his proofs. Make sure there are provisions for this in the
agreement if you want offprints for authors.
12 Payments to the scientific partner
The publishing partner agrees to pay the scientific partner a certain
sum of money. This is usually a royalty on sales of the publisher's own
edition, plus a percentage of any other sum received. For very specialized
publications, which the scientific partner is anxious to see published at
a low price, the royalty rate will be very low (or even zero) for the first
copies, stepping up as the sales increase. Royalties for paperbacks are
traditionally lower than for hardbacks, reflecting an attempt to keep the
published price low. Normal figures are of the order of 7.5% for a paperback;
10% on a hardback, rising to 12.5% or 15% for one with a large sale. Royalties
used generally to be based on the published price, but increasingly they
are being paid on sums received or trade price. Try to establish higher
percentages in such a case. Beware of the term 'net receipts' in this context,
since it can be interpreted in different ways: either as the sum received
(published price less discount) or published price less discount less any
costs the publisher chooses to add on (such as production cost and/or editorial
overhead).
If the publisher sets prices in more than one currency (as most of the international scientific publishers do), check which price the royalty will be paid on, and what income you can expect from sales through the publisherÕs overseas offices.
Royalties will not be paid on copies sold at less than the cost of production, given away (including review copies, copies going to legal deposit libraries or exhibitions, desk copies, etc.) or destroyed. Royalties on copies sold at low prices (e.g. to certain subsidiaries or remainder merchants) will be based on receipts and not on the published price. Be warned: sales to subsidiary companies can sometimes make up a considerable percentage of total sales.
There may be an advance on royalties, payable on delivery of typescript and/or publication. The total advance is likely to be not more than the anticipated income payable on the first yearÕs sales of copies and of rights. Advances should be non-returnable.
In some cases, there might be an outright payment instead of royalties. If the agreement allows for this, the sum may well be smaller than the anticipated royalty, but the scientific partner is sure of getting the income, and gets it earlier. Agreements with an outright payment should be for one printing only. The payment does not cover income from subsidiary rights (see below).
13 Other rights
There are many rights in a publication other than the original
print-on-paper edition. Some of these are well established: it is usually
easiest for the scientific partner if the publisher handles them, paying
the scientific partner a percentage of the income. (For example, the publishing
partner is better equipped to sell foreign rights in the book.) However,
no one can predict with certainty the development of information technology,
or what rights may be important in future in advanced-level scientific publications.
The rights assigned to the publisher should be spelled out in the agreement, together with the fee split between the publisher and the scientific partner, who may ask to be consulted before any agreement is signed. Any rights not specifically mentioned should remain with the scientific partner. Rights include:
Paperbacking by another publisher The scientific partner might expect to receive 75% of the income received by the publishing partner. (If the publisher puts out his own paperback, then that should be covered by the royalty clause in the initial agreement, or be the subject of a separate agreement.)
Translations, serial rights, permissions, electronic publishing rights, microform editions, licenced reprints (hardbacks), digest rights The scientific partner should receive not less than 50% of the income, and may obtain up to 75% or 80% of it. The scientific partner should have the opportunity to check any translation or abridgement before the work goes to the printer.
Note that electronic publishing rights may be disguised in some contracts under the term 'mechanical rights'. With the rapid development of various forms of electronic publishing (on-line distribution, CD-ROM, etc.) it would be wise for the scientific partner to retain electronic rights and negotiate each separately with the publisher. The latter should be expected to make proposals for each type of electronic diffusion, and be granted licences as they arise (which permission should not be unreasonably withheld).
Book clubs The publishing partner may be paid a royalty, in which case the scientific partner should receive 50% of the publisher's receipts. If the publishing partner actually manufactures a special edition of the book (changing the binding, for example) and sells copies (or unbound sheets) to the book club, then the figure will have to be negotiated separately.
14 Accounting
Traditionally, publishers have accounted for royalties once a year
(often in April for sales made in the previous calendar year). Many publishers
now will, or can if asked, account more frequently, often twice yearly. This
is obviously to the advantage of the scientific partner.
Most agreements carry a clause stipulating that the payment will be held over until the next account if it is below a specified small sum, but that a statement of sales, returns, etc. will still be provided. The scientific partner's share of income from other rights should be paid within six weeks of receipt of the income by the publishing partner.
Taxation of royalties and fee earnings may be made in some countries, e.g. the UK. This, and the means of avoiding tax, if possible, should be anticipated in the contract.
There should be provision for the scientific partner or its authorized representative to inspect the books of accounts relating to the book by appointment during the usual business hours.
Scientific partners dealing with UK publishers should make any necessary arrangements to handle VAT on royalties.
15 Return of rights
If the publishing partner allows the book to go out of print, and
has not reprinted it within a reasonable time, then the rights should revert
to the scientific partner. This delay should normally be defined in the contract.
One year should be an absolute maximum.
Similarly, if the publisher fails to comply with the terms of the agreement, particularly in respect of the late or non-payment of royalties, within a reasonable time of having been formally requested to do so by the scientific partner, then the rights should revert to the scientific partner.
The rights should also revert to the scientific partner if the publisher goes into liquidation (except where this is voluntary 'for the purposes of reconstruction'). In the latter case beware of attempts on the part of the publishing partner to renegotiate the terms of the contract.
Takeover of the publisher by another should also be considered. The scientific partner may request reversion of rights unless continuation is mutually agreed in writing.
16 Libel, breach of copyright, etc.
The scientific partner may be asked to warrant that the book is
not libellous, unlawful or in breach of copyright. For some works (e.g.
conference proceedings) it is probably impossible for the scientific partner
to do this, other than ensuring that contributors in turn declare that their
work is their own and free from libel. A number of publishers now provide
free insurance against legal action. The publisher should not require the
scientific partner to indemnify the publisher against legal costs, injuries,
or damages, arising from any legal action.
17 Duration of the agreement
For individual books, the publishing partner might be licensed
for an impression, an edition, or a certain number of years, but not for
the whole legal term of copyright.
An agreement for a series of books might be for a certain number of titles, or for a given number of years (three to five perhaps, in the first instance). The publishing partner may prefer a simple umbrella agreement to publish the series (covered perhaps by a letter of agreement), leaving each volume in the series to be the subject of a separate contract. This would permit an editorial evaluation to be commissioned on a title-by-title basis, and the possibility of refusal of a poor-quality manuscript, or one judged to be uneconomic.
18 Arbitration
The agreement should include a clause establishing how differences
between the parties shall be resolved. If the arbitration clause refers
to specific national arbitration legislation, it should be consistent with
any statement about the choice of laws (see below). Remember: under most
legal jurisdictions, particularly in the US and UK, an arbitration decision
cannot be appealed against.
19 Laws under which agreement operates
There should be a clause which makes it clear which country's laws
govern the interpretation of the contract. If the contract is between two
parties of the same nationality and on the territory of their country, then
their national law would normally apply. If the parties are of different
nationalities, or in different countries, then the problem of applicable
law arises. If, for example, a Swedish scientific organization contracts
with a French printer for a book to be distributed to and sold in Germany,
then the question arises as to which law should apply. The outcome of a legal
dispute may differ considerably depending on whose law applies. If you are
uncertain what your choice should be, you should seek legal advice.
This chapter provides guidance for those ICSU bodies planning a publishing project involving a scientific journal (or journals). It assumes a scenario in which the ICSU body (once again referred to as the 'scientific partner') would be seeking a publishing arrangement with a professional publishing house (the 'publishing partner'), the latter carrying out the commercial management of the journal and taking the financial risk. These guidelines are to be read in conjunction with Chapter 4: Copyright and the protection of intellectual property rights.
Consideration of the following elements is essential to the negotiation of a contract that will protect the interests of the scientific partner.
The scientific partner and publishing partner should enter into a contract for a specified period, say three to five years. The contract should be freely negotiable for renewal for a further specified period or, if no satisfactory renewal agreement can be negotiated, either party would be free to withdraw, and, in the case of the scientific partner, to continue the publication with another publishing partner. The contract should provide that, in this eventuality, there be a financial settlement on terms that are clearly specified.
The copyright of the journal and its title should remain entirely with the scientific partner. Any sharing of copyright with the publishing partner will lead to complications if, for any reason, the publishing arrangements come to an end and the scientific partner wishes to take its publication elsewhere.
The copyright notice should be printed on every copy. The scientific partner undertakes that it will not knowingly infringe the copyright of others, nor submit for publication any material that is libellous or actionable.
The scientific partner should control the editorial policy of the journal and appoint the editor(s), although the publishing partner may be consulted about such appointments. Editors are normally appointed for specified periods and their years of total service may also be prescribed.
Whether or not the journal is to carry sections such as book reviews should be stipulated in the contract, as should how they will be handled.
A production schedule should be drawn up for the journal to which both partners will adhere. The procedures for submitted edited material should equally be agreed upon and be stipulated in the contract. The design and layout of the journal, including the cover, would be the responsibility of the publishing partner, but with prior consultation with the scientific partner being specified. The size of each volume of the journal and the frequency of publication of each number should be agreed upon and provision made for variation in the frequency of publication or the size of each volume, should either become necessary.
Subscriptions, sales and publicity should be handled by the publishing partner, with the scientific partner lending its best efforts to co-operate in publicizing and encouraging the purchase of the journal. The scientific partner should have access at all times to the list of subscribers.
The price structure of the journal should be mutually agreed upon by both partners, including questions such as institutional v. individual subscription rates, special rates to developing countries, etc. Sufficient free copies should be provided for the use of the scientific partner; these could be for the editorial board/board of management and bodies adhering to the scientific partner. The scientific partner may consider the inclusion of a clause enabling the purchase of extra copies of the journal, above the free copies, at a discount comparable to that received by the trade. Authors would be provided with a specified number of free offprints of each paper and would be offered the opportunity to buy extra offprints if ordered in advance. The publishing partner owns the unsold copies of the journal.
Special arrangements may have to be made if the parties agree to the publication of proceedings of a scientific meeting in the form of a special issue of the journal.
The publication of the journal should normally be financed by the publishing partner at no financial risk to the scientific partner.
The financial payments from the publishing partner to the scientific partner should include but not be limited to:
- Start-up expenses to enable the editorial board to begin publication.
- A fee related to the size of the journal, which will pay the expenses of the editors plus any honoraria offered. This fee would be adjusted in direct proportion to any change in the price of the journal and linked to an agreed cost-of-living consumer index scale.
- Royalties based on an agreed percentage of the subscription price of the journal. A rate of 5-10% might be expected. Royalty payments or the start-up expenses or fees should not be recoverable by the publishing partner.
In addition to royalties on sales, the scientific partner should receive a specified share of the income from all revenue sources additional to the sale of the journal itself, such sources to include, but not be limited to, advertising, sales of back numbers and offprints, copyright fees and reproduction of the journal in forms other than the original (e.g. on database or CD-ROM).
The publishing partner should send to the scientific partner a financial statement within 90 days either of the end of each calendar year or of the completion of each volume. There will be an agreement on the frequency and dates when each kind of payment is to be made by the publishing partner to the scientific partner.
Both parties should agree on the currency in which the central accounting of the journal's finances is to be based. The scientific partner should, however, seek to avoid currency stipulations that would detract from the royalty income. Such a stipulation by the publishing partner might for example be to credit all sales as if they had been paid for in a single currency, when that currency might undergo unfavourable changes relative to other currencies.
Provision should be made for profit sharing if such an arrangement is likely to yield a greater income to the scientific partner than a simple royalty payment. The costs of operating the journal by the publishing partner shall be based on direct production costs and an overhead cost expressed as a percentage of direct costs, the overhead figure to be specified in the original agreement. It should be made clear exactly what costs are included in the overhead figure. A 50:50 division of profits should be the minimum acceptable ratio for the scientific partner.
Should profit sharing take the place of royalties, any income from other revenue sources, such as advertising, sales of back numbers, etc., would need to be included in the determination of profit.
An arbitration procedure should be written into the agreement to be followed in the event of irreconcilable disagreement. The country whose laws (of arbitration) shall apply should be specified. Arbitration may not, however, be called on in the event that the scientific partner chooses to seek another publishing partner at the end of a contract period.
The financial aspects of these guidelines apply to the situation where the publishing partner is undertaking the financial risk, as for example when a new journal is being launched. When a journal is established and profitable, the scientific partner could choose to move beyond the profit-sharing stage and contract with a publishing partner who, for a fee, would print and distribute the journal and, if requested, manage its business-collection of subscriptions, production, etc.
For a detailed account of this and other areas of publishing activity, refer to Publishing by G. Page, R. Campbell and J. Meadows (1987, Butterworths, UK, 192 pp. ISBN 0 408 107 16 2).
Here, attention is drawn to the importance for scientific organizations of maintaining control of publication opportunities that are generated by their activities. Such control is important for the visibility of the organization, for maintaining high standards of reporting, for providing continuity and for generating income. None of these attributes may apply if the publication opportunities are lost by default or neglect to the private sector.
We stress mainly the financial benefit to scientific organizations of becoming involved in publishing activities. It is a truism, but nonetheless important, that the end product of scientific endeavour, without which that endeavour is unfulfilled and incomplete, is frequently the publication of the findings and conclusions of the investigations. A corresponding end product, less frequently realized, is a patent to protect the intellectual property or invention, one which allows the sponsor and investor to realize a financial return on their investments of time and money.
The parallel between publications and patents in terms of financial return is frequently ignored or overlooked. It goes without saying that patents are expected to generate money, but so often the income-generating potential of publications is neglected. Yet there is a huge industry, with no formal connections with scientists or organizations of scientists, which is nevertheless dependent on them because that industry publishes the results of the research of individual scientists. To be sure, the private publishers serve science by placing research results in the public domain. However, in contrast to the patent, the published material is often turned over by the scientist who created it to the publisher without compensation and without protecting its copyright. If the publishable material is such as to be sufficient to warrant a serial publicationÑa new journal, as opposed to a monographÑand the private publisher is the first to seize the opportunity, the potential financial loss to science can be great. A loss is incurred by the scientific organization representing the scientists who generate the published material, on account of the organization not having recognized the opportunity for establishing a journal, or even worse, having considered the possibility, and then for invalid reasons turned down the proposal.
The following is a personal account of the experience of William J. Whelan, a former Chairman of the CDSI, in his attempts to ensure that publication opportunities in biochemistry were taken up by the appropriate scientific organizations. It was originally published in the FASEB Journal, Volume 7, December 1993, page 1423 under the title 'Publish or Perish'. It is reproduced here by kind permission of the journal.
'In the early nineteen-sixties a proposal was made to the American Chemical Society from its Division of Carbohydrate Chemistry to publish a journal devoted to that subject. The Society, presumably through its committee on publications, turned down the proposal. The proponents were nevertheless convinced that they had a worthwhile proposition. I learned of what was happening because I was invited to join the editorial board. I declined because by that stage in my career I had decided I would only work for the publications of scientific organizations (societies, etc.) and recommended that such an umbrella still be found, despite the initial rebuff. To no avail. A private, commercial publisher was found. Carbohydrate Research has been highly successful and is about to publish its 250th volume. It would have been an adornment to the American Chemical Society.
'In the Spring of 1983, as the Chairman of the CDSI, I wrote the prospectus for a review journal on behalf of the Committee on Genetic Experimentation of the International Council of Scientific Unions. Also to no avail. This project 'escaped'. I will not enlarge on what happened. Suffice it to say, to underline my message, when a journal of the same title was launched in January 1985 by a commercial publisher, the launch was later described as the most successful in that publisher's history.
'I have had a certain amount of experience in launching journals on behalf of scientific organizations and have been the Secretary-General of three international biochemical organizations of societies and national academies, with the task, among other things, of raising funds to support the many worthy aims such as fellowships, symposia, workshops, lectureships, etc. I soon came to realize that there is a limit to the amount of money that can be cajoled from members, industry and government. To raise more money one has to go out and earn it. And what better way than by royalties or profit-sharing from publications? But this is putting the cart before the horse. It is my thesis that scientific journal publication should mainly be in the hands of scientific organizations, thereby assuring built-in continuity, quality control, independence and the highest standards of reporting. This is not to say that these attributes are lacking in the entrepreneurial efforts of private publishers, but there can be no guarantee. What I have come to believe represents in most cases the best of both worlds, is the journal whose copyright is owned by a scientific organization but which is published, promoted and managed by an expert commercial publisher under an agreement that provides an income to both parties (ideally, profit-sharing) with the copyright holder free to change the publisher, such opportunity to be considered at the end of each contract period. When sufficiently confident and experienced, the scientific organization may become its own publisher. The Company of Biologists in Cambridge, U.K. is to my mind the model of the latter type of publisher.
'It has been my privilege to have been involved in launching journals which have reflected these attributes and have achieved the successes expected of publications of scientific organizations. So far, the three most successful - because they are the oldest members of the stable - are the European Journal of Biochemistry, FEBS Letters and Trends in Biochemical Sciences, the first two for FEBS and the third for the (then) International Union of Biochemistry.
'The first two helped put the fledgling FEBS on the map. They brought the European biochemical community together and their combined income return to FEBS must by now, in dollars, run into eight figures. For this reason, paradoxically, FEBS, a regional organization, is wealthier than the worldwide International Union of Biochemistry and Molecular Biology.
'Why is this kind of success story not more common? True, there are already many such examples, but in the journal publication explosion of the last two decades, especially in biology, the pace has been set by the private, entrepreneurial publisher and generally to the detriment of the optimal progress of science. The proliferation of low circulation, high-priced, subject-overlapping journals with no quality control is allowed to happen because when it comes to launching new journals, societies are their own worst enemies.
'Their publication committees procrastinate. They are very conservative. It only needs one or two members to say that the world does not need another journal and the project founders. The accepted default position is to do nothing. But if there is anything in the idea you can be sure, as in the examples quoted, that it will be off and running in private hands, a valuable piece of property lost forever, something that might have been a real service to science, might have burnished the organization's image and provided a financial return to support its aims. I have written elsewhere of the wall of opposition that I and my colleague Prakash Datta (respectively the Secretary-General and Treasurer of FEBS) encountered when, in 1967, we proposed the publication of FEBS Letters. (Whelan, W.J. 1974. The foundation and the early years of FEBS. FEBS Letters, S154-S159). It would have been the easiest thing in the world to have given up. Had we done so, FEBS would have been inmeasurably poorer.
'So, my plea is to the scientific organizations to rethink their traditional conservatism in launching new periodicals. If the project is worth doing it will be done by someone and, if not the organization, then by a private publisher. Take good care of your intellectual property and do not let it escape to the private sector by default, lack of vision or negligence. Once lost, the opportunity may never return. You owe it to your members to protect, enhance, defend and exploit those property rights. We owe it to our colleagues to facilitate exploration of new vistas of scientific communication.'
In the light of the above, the CDSI Publishing Service would make the following recommendations:
1 Whenever a scientific organization is considering the establishment of a committee or programme that will engage in activities likely to lead to publications, the financial and commercial consequences of such publication activities should become an integral part of the planning of that activity.
2 Any proposal to create such a programme/committee should consider the publishing possibilities, the expenditure, and the potential for income through royalty or profit-sharing arrangements with publishers.
3 When the programme/committee is extant, its progress reports to the parent organization should comment specifically on publication possibilities in the same way that invention reports are required to be made to the sponsors of research.
4 On notification of publishing possibilities, the parent organization should seek expert confidential advice, such as may be had from the CDSI Publishing Service.
5 Above all, committee chairs and programme directors must be aware of the importance of protecting publication opportunities and should enjoin their members not to regard such opportunities as occasions on which they, as individuals, are free to negotiate with private publishing organizations on an ad-hoc basis.
All publishers issue instructions to their volume editors and authors as to how they would wish the material destined for publication to be prepared. There are as many different sets of instructions as there are publishing houses: they reflect individual house styles and the technical capabilities of the publisher in handling the material once delivered. There remain, however, certain common features and these are dealt with below.
Two copies of the manuscript are normally required, typed with double line spacing. Subheadings are restricted to a hierarchy of three levels. Tables are typed with minimal use of horizontal rules and no vertical rules; they are normally prepared on separate folios and keyed into the text. All figure legends are treated separately and are therefore to be also typed apart from the text. Consistency of spelling, following an agreed standard dictionary, is demanded.
Setting costs, particularly in specialized books, can be prohibitively high, and recourse is often made to so-called camera-ready copy in order to make certain publishing projects viable. Conference proceedings were commonly prepared in this manner in the past, with contributors being asked to type their material to precise instructions on blue-lined gridded paper produced specifically by the publisher. The printed quality, whilst being below the standard of classically set trade books and textbooks, was nevertheless considered adequate for specialized monographs, journals and the like.
The explosion in personal computing and the wide availability of straightforward, easy-to-use word-processing software have meant that publishers now generally expect their authors to submit their manuscripts in electronic form, and instructions are accordingly issued on the way in which the material is to be delivered. Again, requirements differ widely, reflecting the publishers' capacity to handle digitally stored information. Most publishers will be able to cope with a wide range of word-processing software, and conversion programs mean that they can accept diskettes from both IBM-compatible and Macintosh computers.
Authors are encouraged to submit samples of their book on diskette so that any difficulties can be ironed out at an early stage. This is especially important with complex material or a heavily mathematical text.
New files should be created for each major division of the text (preface, introduction, chapters, bibliography, etc.) and be clearly and logically labelled. Tables should occupy a separate file, as should footnotes and figure captions. Attempts by the author to simulate a typeset page by use of justification or word-breaking are strongly discouraged by the publisher. Many ask that a back-up ASCII file be also submitted, in case the word-processing file is not translatable.
On submission of the finished text publishers normally also ask authors to send in a hard-copy typescript, and to retain an extra copy in order to be able to respond to editorial queries.
Publishers invariably expect authors to supply line illustrations in a form ready for immediate use, complete with any labelling and lettering. All figures need to be of similar size, ready for a standard degree of reduction: this ensures that there will be consistency of line thickness and lettering height in the finished book. Black and white photographs are accepted, so long as the initial print quality is high. Colour reproduction is costly and publishers are prepared to include colour plates only where absolutely necessary. Conversion of colour transparencies to black and white illustrations seldom gives a satisfactory result.
A wide range of powerful artwork software is now available, and this enables authors to submit even complex illustrative material in high-quality electronic form.
As with all conventional materials submitted for publication, word-processor output should be duplicated and copies retained by the author in case of accident, loss or theft. Bear in mind that the publishing contract probably absolves the publisher from all responsibility for loss or damage.
In the industrialized countries the growth in science in terms of the number and complexity of research programmes makes it difficult for researchers there to keep abreast of current developments in their subject. In the developing countries the situation is made worse by poor communications, the comparatively small research community and the lack of resources.
The dearth of books and journals due to lack of funds and/or currency restrictions has exacerbated the problems in almost every institution and discipline and has made it difficult for higher education institutions in developing countries to keep up with developments and discoveries elsewhere in the world. Furthermore, the flow of scientific information between developing countries is hampered, not only by poor communications channels but also because of historical patterns that have traditionally linked Third World research communities with more economically advanced nations, rather than fostering South-South relationships.
In those parts of Central and Eastern Europe and republics of the former USSR undergoing economic and social restructuring, the literature needs of scientific institutions are also acute.
Like other scientific organizations, publishing houses and academic institutions, ICSU has for some time donated copies of its books and journals to institutions in developing countries, and has encouraged members of the ICSU family to do the same. However, although such contributions are worthwhile and very much welcomed by recipients, it was recognized that the dearth of scientific literature in many regions of the world was so severe that a more comprehensive and global approach was needed. Hence in 1992 CDSI established, in co-operation with UNESCO and the Third World Academy of Sciences and with assistance from the European Community, the International Network for the Availability of Scientific Publications (INASP).
INASP is a network made up of donors and representatives of recipient institutions. It has three immediate objectives:
to support and strengthen existing programmes involved in the distribution, publication, exchange and donation of books, journals and related materials (i.e. maps, audiovisual materials, software and CD-ROM);
to encourage new initiatives that will increase the availability of quality scientific literature;
to identify methods that will permit the ongoing and sustainable exchange and distribution of scientific publications.
The network is open to all interested organizations and individuals and is ready to give advice and support on request. Member bodies of the ICSU family which have stocks of books or journals that they would like to donate to needy institutions in the developing countries or in Central and Eastern Europe, yet do not know how to go about it, are urged to make contact with the INASP Secretariat:
27 Park End Street
Oxford OX1 1HU, UK
Tel: (44) 81 997 3274
Fax: (44) 81 810 9795
E-mail: INASP@gn.apc.org
Website http://www.oneworld.org/inasp/
Dear Author,
[Symposium title]
As a speaker to this Symposium, you will have already been informed that the proceedings are to be published in book form. This publication will be undertaken by [the scientific partner] in co-operation with [the publishing partner].
The purpose of this letter is to set out the terms of agreement between [the scientific partner] and the authors of the Symposium volume.
Contributions satisfactory in content and form will be published on the following terms:
1. The author will contribute a chapter with a title to be agreed with the Symposium Organizers, of no more than [xx] typed pages including figures, tables, references, etc.
2. The author (or senior author in the case of multi-authored chapters) agrees to prepare the manuscript in camera-ready form on word-processor according to the enclosed instructions. The completed, ready-for-press manuscript, plus diskette, shall be delivered to the Symposium Organizers at the time of the Symposium. The Organizers and [the scientific partner] reserve the right to omit from the publication any contribution submitted after this date.
3. The author assures [the scientific partner] that this contribution is original on his/her part, except for such material from copyrighted sources as is reproduced by the written permission of the copyright holder, such permissions to be delivered with the manuscript using the enclosed permission request form (see Appendix B). [The scientific partner] is not responsible for copyright fees arising from such permission. The author further guarantees that the material in the contribution in no way violates or infringes any copyright belonging to any other party.
4. The author grants to [the scientific partner] the exclusive right to publish his/her chapter and sell the work in all editions.
5. All contributions become the property of [the scientific partner]. The symposium organizers, acting as the editors, shall have the right to make any revision deemed desirable in the interest of uniformity and style of the book, and shall have the final decision on the inclusion or omission of any contribution in the first and subsequent editions.
6. [The scientific partner] agrees to obtain copyright for the volume in its own name and at its own expense. The author may republish material from his/her contribution on condition that due acknowledgement be given to its source.
We should appreciate your indicating acceptance of the above conditions by signing and returning to us the enclosed copy of this letter.
Yours sincerely,
[for the scientific partner]
Consented and agreed to by the author
Signed ........................................................ Date ...........................
[Name & address of sender]
Dear
I am preparing for publication a work entitled
[title of work].
This will be a chapter in
[title of book]
to be published by
[publishing partner].
I request your permission to include the following material in this work.
[Photocopies of figures, tables, material to be attached as necessary.]
The publisher's usual form of acknowledgement is to quote the author(s), date, title and place of publication. The publisher will, if required, include the words, 'Reproduced by permission of ..........................' and it is therefore important that you confirm the name of the copyright holder in the material.
Please indicate your agreement by signing and returning the enclosed copy of this letter. In signing, you warrant that you are the sole owner of
the rights granted and that your material does not infringe upon the copyright or other rights of anyone. If you do not control these rights, I would appreciate your letting me know to whom I should apply.
Yours sincerely,
I/We hereby grant permission for use of the material indicated above.
Signed ............................................................. Date .....................
Copyright holder ................................................................................
Publisher .............................................................................................
Last updated 21 September 1997