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Occasional Papers: Editor & Author Guidelines
Description of the Occasional Papers SeriesThe purpose of this series is to publish scholarly, professional, or practical work relating to art librarianship and visual resources curatorship. Although priority will go to publications by ARLIS/NA units and members, work of non-members will also be considered. The Society reserves the right of first-refusal for publication of work produced by its units and papers delivered at its conferences.
An Occasional Paper may be a work stemming from the activities and interests of the Society and its members; a collection of papers on a particular theme, possibly illustrated, based on papers delivered at the annual conference, or brought together from various sources for publication or republication; a bibliography, index, guide, handbook, research manual or directory; a report of a survey or study of interest to art librarians and visual resources curators; a discussion of an historical period or event directly affecting art book publication or art or visual resources librarianship; a compilation of exiting documents such as library policies or procedures; or a concentrated study or analysis of a single idea or concept.
An Occasional Paper may NOT be a document which due to content or format might better be published as an article in Art Documentation, the Society's journal; a work directed toward art historians or artists rather than toward art librarians or visual resources curators; or commercial publicity, issuing from publishers, vendors, or other individuals in trades associated with art librarianship, although objective, nonpartisan contributions from such sources are welcome.
An Occasional Paper is normally between 30 - 125 printed pages in length, or the equivalent in the case of non-print formats. If due to length, subject matter or some other factor a manuscript does not fit into the Society's publications program or appears to warrant more ambitious production and distribution services than ARLIS/NA can offer, the Publications Committee may suggest that proposals be directed to another publisher.
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Style and FormatARLIS/NA publications follow the latest edition of The Chicago Manual of Style. Consistency in terminology, spelling, punctuation, capitalization, underlining, spacing, as well as bibliographic format is desirable. Illustrations and diagrams should be camera-ready. Camera-ready text is highly desirable. If text is not camera-ready, it should be submitted in both paper and pc compatible disk copy and prepared using a standard word processor. Specific guidelines for formatting and style are as follows:
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Procedures for Submitting a ProspectusAuthors/editors are strongly urged to submit a prospectus to the Occasional Papers Editor in order to verify that the concept is appropriate to the Occasional Papers series, as well as to allow the committee and Society to plan and budget for upcoming publications. The Editor will form a subcommittee to review the prospectus.
A prospectus should consist of the following:
Approval of the prospectus is not a commitment to publish. The completed manuscript will also undergo review.
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Procedures for Manuscript SubmissionFour copies of the manuscript should be submitted to the Occasional Papers Editor, who will form a subcommittee for review. If a prospectus has not previously been submitted, a cover letter should address the issues of intended audience, anticipated number of first-run copies, suggested advertising venues and their cost, and significance of the project.
The subcommittee will evaluate content, presentation, and style, as well as whether it is appropriate for publication by ARLIS/NA. The subcommittee will submit a recommendation to accept, decline, or accept with modifications (modifications specified). Manuscripts needing more than minor revision should be resubmitted to the Publications Committee for final approval after rewriting. A positive recommendation for manuscripts which have not received board approval at the prospectus stage is forwarded to the executive board. Projects previously submitted to the board will be sent to the president, treasurer, and executive director only if the final bid exceeds the established budget.
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Responsibilities of the Author/EditorThe editors and/or authors are expected to assume the costs of research and manuscript production. If financial assistance is required, ARLIS/NA members may apply to the ARLIS/NA Research Fund to cover some of the expenses of research and manuscript production.
Authors and editors are responsible for obtaining any necessary copyright permissions.
Authors and editors are responsible for revising the manuscript according to the Publications Committee recommendations, and for adhering to the timetable specified in the prospectus, or for keeping the committee informed of any major alterations in the timetable.
Upon acceptance of the manuscript the author/editor will work with the executive director on final copy editing and the development of advertising copy.
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Responsibilities of ARLIS/NAWhen the Society accepts a manuscript for publication as an Occasional Paper, it assumes the costs of printing and distribution and major responsibility for publicity.
An author whose work has been approved for publication should expect timely publication. However, delays may occur, due either to authors' circumstances or the editorial/production process itself. If publication is unreasonably delayed, the author may be released from his/her commitment by mutual consent.
All ARLIS/NA publications are deposited in the Library of Congress. The copyright is registered. Editors, or the author in the case of a single-author publication, are listed as the author, with ARLIS/NA as copyright holder. Editors or single authors are asked to sign a transfer of copyright agreement with the Society.
Individual authors who do not wish to transfer their copyright to ARLIS/NA may (a) notify the editor or executive director before the printing stage that a copyright notice should be affixed to the individual essay or chapter and (b) register the separate contribution with the Library of Congress after publication.
Text by Jeanne Brown, Publications Committee Chair, approved May 1996. Amended July 2004.
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