The New York-New Jersey Trail Conference Publishes books,maps, and pamphlets as part of its mission to educate the public in the responsible use of trails and the environment, as well as to further the enjoyment of the outdoors. To this end, the Publications Committee has developed and written this procedural manual to guide volunteers in the production and manufacture of cost-effective quality materials.
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Prospective authors must submit a written proposal to the New York-New Jersey Trail Conference Publications Committee (600 Ramapo Valley Road, Mahwah, NJ 07430) that includes the following information. Contract negotiation and agreement to follow the Trail Conference's Style Sheet are part of the acceptance process.
All proposals must indicate
Note: The Publication Committee will assign a project manager/editor and material will be checked by someone other than the author.
Each project being considered will have a complete proposal form, a sample chapter that includes all elements that intend to be included: illustrations and graphics, maps, sidebar material, and manuscript representative of all type sections. See Example.
Proposals will be presented at the monthly PublicationsCommittee Meeting for review and voted upon. Members will consider how the proposed title would enhance or duplicate current Trail Conference offerings, impact production resources in use, and affect Publication Budget funds allocated for the fiscal year. Publications Chair will review the sample materials for acceptability.
Prior to final acceptance, all materials will need to have a preliminary budget prepared, including projected sales, to justify development and production. Preliminary budgets will be approved by________________________ prior to final acceptance.
All materials published by the Trail Conference need to be covered by an agreement or contract. Without an agreement or contract, copyright and rights cannot be determined and payment (if any, strive for donations)cannot made. Written agreements and contracts protect both the Trail Conference and volunteers by delineating responsibilities as well as establishing schedule parameters.
Title: Edition:
ISBN:
ProjectManager/Ed.: Printer:
Designer: Binder:
Pub. Date:
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Launch Meeting |
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Order ISBN/CIP data |
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Manuscript |
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To Proj. Mgr. |
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Field Check |
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Copy editing |
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Author Review |
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Return ms. to Project Manager |
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Review edits and add inputs |
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Final ms. to Design |
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Design |
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Sample Materials to Design |
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Sample Materials from Design |
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Approval |
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Cover Materials to Design |
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Cover Materials from Design |
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Approval |
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Cover Proofs |
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Cover Proof Approval |
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Pages |
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Pages 1 to Ed. |
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Pages 1 to Author |
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Pages 1 Returned to Ed. for review of author changes |
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Pages 1 to Design for correx. |
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Pages 2 to Ed. |
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Pages 2 to Author |
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Pages 2 Returned to for review of Author changes |
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Pages 2 to Design for correx. |
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Final Pages to Ed. |
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Final Pages to Author |
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Final pages to Design for correx. |
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Final illustrations. to Design |
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Final pages to Ed. |
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Final Disk to Printer |
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Stage | Begin | End | Comments |
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Illustrations |
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Initial material to artist/cart. |
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1st pass to Ed. |
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1st pass to Author |
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1st pass back to Ed. |
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Changes to artist/cart./design |
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2nd pass to Ed. |
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2nd pass to Author |
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2nd pass back to Ed. |
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Changes to artist/cart./design |
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Final to Ed. |
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Final to Design |
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Index |
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Pages to indexer |
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Ms. from. Indexer |
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Edit index |
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Edited ms. to Design |
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1st pages from Design |
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Edit/review pages |
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1st pages to Design for correx. |
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2nd pages from Design |
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2nd pages to Design |
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Final pages |
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Printer (Text) |
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Digital Proofs/Pages to Ed. |
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Digital Proofs/Pages return to Ptr. |
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Approval |
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Check copy of Text to Ed. |
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Check copy of Text return to Ptr. |
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Shipping |
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Printer (Cover) |
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Disk to Printer |
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Digital color proofs to Ed. |
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Digital color proofs to Printer |
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Covers ship to printer |
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Binding |
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BOUND BOOK |
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PROPOSAL FOR A BOOK ON HIKING IN THE NORTH JERSEY HIGHLANDS
Submitted to the Publications Committee of NYNJTC on June 20. 2002
George Petty
DESIGN
-Sample Pages/Cost Estimates
--Analysis
--Approval/Signoff Procedure
-Designer Contract/Agreement
-Changes and Alterations to Approved Design
-Electronic Design Sample Pages/Specifications
-"Flight Check"
-Final Electronic Format for Printer
-Final Electronic Format for Archival Use
Cover Design:
-Development of concept/design
-Use of Branding Elements/Marketing Information
-Approval
-Proofing
EDITORIAL
Editing:
-Copy Editing vs. Line Editing
-Editorial Style Sheet Development
-Book Map
-Editing Guidelines and Responsibilities
-Approval Process
Permissions,Rights, and Restrictions
-Use of quoted material
-Use of visuals/digital materials
-Copyright Procedure
Following is the copyright that should be used on the copyright page (back of title page):
Copyright © 2009 by New York-New Jersey Trail Conference, Inc., Mahwah, New Jersey. All rights reserved. Printed in the United States of America.This publication is protected by copyright, and permission should be obtained from the publisher prior to any reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise. For information regarding permission, write to NewYork-New Jersey Trail Conference, 156Ramapo Valley Road, Mahwah, NJ 07430,or e-mail at: [email protected].
--ISBNs
CIP Data
Cataloging in Publication data is prepared and sent the Library of Congress as part of the front pages in a book. It appears on the copyright page of the book (located on the back of the title page).
CopyrightRegistration
Copyright registration is filed electronically through the U.S. Copyright Office at www.copyright.gov. once a work has been physically published. The Trail Conference has an access account with registered user name and password. Three copies of the final product must be sent to the Copyright Office once it has been registered online and the registration fee has been paid. It is essential that the copyright be filed as soon as possible to the product being produced as it affords proof of ownership. Revisions must also have copyright registration to protect any new material.
Stages
Cost Containment/Quality Control Editorial Production
Print materials produced by the NY-NJ Trail Conference go through several stages of production: Manuscript, page, and manufacturing. Once a proposal is accepted and approved, a project manager is assigned. The project manager is responsible for all stages of production to final finished product. While the project manager may not do all of the stages, he or she oversees others doing each stage.
Manuscript
All changes and revisions made during manuscript are free and every effort should be made to make all changes during this stage. All map labels should be cross checked with the text, as should all field checking be incorporated. Manuscript is not final until all elements are complete and edited. While accuracy of the manuscript is the responsibility of the author, all reviewing the manuscript should be aware of nconsistencies.
-Level of edit (line vs. copy edit)
Manuscript should arrive so that it needs only a light edit (copy edit). Should it require line editing (rewriting,excessive structural changes), additional time and resources will be needed. Representative sample manuscript should uncover this problem. The Publications Chair should be notified in this event.
Pages
-Establish Number of Review Passes
Each pass of pages, which require the input of the designer, editor, and author, costs time and money (duplicating pages, postage, file manipulation). Often seemingly small changes can increase the production cost significantly. A change to a repetitive element, such as punctuation, map standards, or additional illustrations will have fiscal impact. The schedule will clearly indicate how many passes of pages are allowed for a project which is based on the approved project proposal.
--Scope of Page-Checking Responsibilities at each Pass
It is the responsibility of the project manager to communicate what the designer, editor, and author should check during pages. All changes should go through the project manager for consistency and quality control. Should changes be excessive (rewriting, new page layouts, additional maps illustrations requested) the project manager will advise the Publications Chair prior to releasing any proofs.
-Index Development Guidelines
The index will be prepared from final approved pages.
Proof Checking
-Types of Proofs
Designer Prior to release to the printer proofs will be digital, often in the form of a pdf. These proofs are created from electronic manuscript (MS Word, WordPerfect) that has been put into a page make-up program (Quark, PageMaker). Any editorial or design changes made at this point require the designer to go into the page make up program and input changes. Designer proofs are checked by the author, editor/project manager, designer.
Printer Proofs from the printer will also be digital but be created from an often proprietary program that uses the page make up program from the designer. Changes made at this point are very expensive and should not be considered unless by not doing so would incur a lawsuit or bodily injury. Any change must be approved by the Publications Chair. Printer proofs are checked by the project manager.
-Checklists
Each stage of production should have a checklist (based on the schedule) of steps to be checked at each pass.
SAMPLE CHECKLISTS
Manuscript Checklist
_____File named according to agreedconvention
_____Copyediting
_____Field checks input
_____Map labels verified withmanuscript
_____Copyediting reviewed byauthor/edits input
_____Style sheet updated
_____Author changes input
_____Final ms. proofed
_____Illustration/photos/final ms.with edits to designer
Page Checklist (1stpass pages)
_____Pagination (check against bookmap)
_____Illustration/map placement
_____Design (facing page alignment,element placement, etc.)
_____Widows, orphans, line breaks,rivers
_____Footnote, cross-referenceplacement
_____Author review
_____Proofread against final ms.
_____All edits to designer
Page Checklist (2ndpass pages)
_____Pagination (recheck againstbook map)
_____Verify 1st pass pagecorrections
_____Return to designer for finalproofs
Final Pages
_____Pagination (recheck againstbook map)
_____Verify 2nd pass pagecorrections
_____Return to designer forflytecheck and release to printer.
Printer Proofs
_____Pagination
_____Design elements (missingscreens, illustrations, stray marks, broken type)
_____Release to print
Manufacturing
-Estimating Process
-Cost Approval
-Cost Monitoring
-Interim Cost Changes
-Product Acceptance/Review Form
-Final Cost Approval and Documentation
The Post Production Review is held once a project is manufactured, approved, and shipped. As the Project Manager has the greatest familiarity with the product, the logical assumption is for him or her to assume the role of the coordinator. Members of the publication committee attend as well as members of the production team (project manager, cartographer, illustrator). This is an opportunity to rejoice in the completion of the project, as well as determine what went well and identify what did not.
Financial
In order to fully review a product from the financial standpoint, the following documentation should be available: original approved publication proposal, original estimates from all sources (cartographers, illustrators, designers, paid writers and editors, color separators, printers, special packagers), interim or partial payments records, and final payments. Utilizing these sources, compare the original budget based on the original approved publication proposal with the actual costs.
Editorial Production
By analyzing the production process the team can distinguishwhich processes were effective, efficient, and economical. A close comparison of the original schedule,which was prepared when the approved publication proposal was completed,against the actual schedule enables the team to determine the effects of anydifferences. The addition of extra steps or changes to the original productionpath may be the result of necessity once the project was underway. Factorscontributing to changes in production methods may be caused by graphicsproduction, manuscript condition, and availability of sources.
GraphicsProduction
Projects may contain maps, illustrations, and photographs. Sourcing may come from stored images, volunteer supplied images, or be newly created. It is important to compare the initial number of graphics listed on the approved publication proposal with those that were finally used. Any deviation should be accounted for as cost can be affected. A close examination of the process used to prepare the graphics components can be effective in identifying problems such as file format and incompatibilities.
Archiving
The Project Manager can list materials that have been returned and archived to date, as well as review the distribution list of complementary copies.
Post ProductionReview Summary
Based on the documentation, discussion, and analysis completed during the Post-Production Review, the Project Manager will create a written summary listing which processes worked as well as those that didn't. The written summary will become part of the final file for the project.
-Cost vs. Budget
-Procedural Review
-Quality Analysis
-Material Types: Books, Maps, Brochures
-Storage Mediums
-Locators/Cross-referencing Methodology
-Repurposing Guidelines
ELECTRONIC FORMAT PUBLICATIONS/ONLINE WORKS
BOOKS/BROCHURES
MAPS
All map projects will be archived with the following: electronic specifications, final map files, listing of changes for reprint, all files labeled with version and year. The Trail Conference will house all materials.