Instructions for Editors of GAC® Publications
THE PUBLICATION PROCESS
Formal preparations for publication begin as soon as a project has been approved in principle by the GAC® Council. The volume editor is appointed by Council at that time, and is then responsible for scientific editing. Guidelines, including the number of pages in the publication, are set by the GAC® Publications Committee. The volume editor should establish an editorial committee to assist in refereeing and may co-opt other editors to assist with editorial work.
Approval in principle by the GAC® Council does not guarantee that the project will be published, although it makes it very likely, provided that scientific and editorial standards are met and the financial situation remains favourable. Similarly, presentation of a paper at a symposium does not guarantee that the paper will be published. All papers submitted for publication should be sent to the volume editor. The editor will send all papers for review to at least two professionally competent, external referees, who will advise the editor about acceptance, rejection, or revision of the paper. In addition, the editor may commission written papers for the volume which were not presented at the symposium. These papers also are subject to refereeing before being accepted for publication.
After all of the papers have been submitted, reviewed by referees and revised if necessary, the volume editor shall prepare a detailed Table of Contents and a Preface, and submit these, together with the abstracts, the referees' comments, and a summary on the action taken on the referees' comments on all the accepted manuscripts, to the Chair of the GAC® Publications Committee for review. The Publications Committee then will approve or reject the project. In the case of acceptance, the Publications Committee will also specify how many copies will be printed. As soon as all manuscripts have been submitted, and typesetting and printing quotes have been obtained by the Publications Co-ordinator, a price will be established by the Chair, using pricing principles that have been approved by the Committee and Council.
Authors of contributions should always communicate directly with the volume editor. Following the refereeing of their manuscript, authors will be given the opportunity to revise the manuscript to conform to GAC® style as set out in the GAC® Instructions to Authors; they may also be requested by the editor to make revisions in order for the manuscript to be accepted. All manuscripts for the volume must be received by the specified date, after which papers will not be accepted. After submission of the revised manuscript, the editor will check to see that all instructions have been followed. Having ascertained that editorial standards have been maintained, the editor then will send all manuscripts in the volume to the Publications Co-ordinator. The Publications Co-ordinator, in consultation with the Chair of the Publications Committee, will arrange contracts necessary for the final preparation of the volume. Once final copy editing, typesetting, and page layout are complete, page proofs will be sent to the principal author, who should correct typographical errors only and then return the proofs and manuscripts to the volume editor. The editor will receive a complete set of page proofs at the same time so that he/she can compile all changes onto a single copy. This copy is returned to the Publications Co-ordinator, who prepares the camera-ready pages and delivers them to the printer (see Table 1).
Table 1 Manuscript flow chart
Authors (if necessary)
Editor Principal Authors
Editor (if necessary)
An editor will be appointed by GAC® Council at the time approval in principle is given to the publication. The volume editor will have the following responsibilities:
1. Establish an editorial committee to assist with duties. The committee can consist of a co-editor(s) or several assistant editors.
2. Solicit or select contributions to be included in the publication. These sometimes include papers previously presented at a symposium of GAC®, but not all papers presented need to be published. Abstracts prepared for the symposium for which a manuscript is not submitted will not be published in the volume. The editor may wish to include papers not presented in order to round out the technical content of the volume. The GAC® requires that authors submit their manuscripts at the time of the symposium or within a month of the symposium. This is because symposia are usually topical and rapid publication is essential.
3. Send a copy of the Instructions for Authors of GAC® Publications to each author. Emphasize adherence to the Instructions in order for the volume to be published on time. If there are any desired or required departures from the style specified in this guide, the volume editor should draw these to the attention of the GAC® Publications Committee at an early stage so they can be approved.
4. Send two copies of the Letter of Agreement to each author; send the signed copy to the Chair of the Publications Committee.
5. Send each contribution to two external referees. An external referee is someone who is not an author or co-author of an article in the volume. The comments of the referees should be used as a basis for acceptance, rejection, or revision of a contribution. Referees' comments on all accepted contributions should be made available to the GAC® Publications Committee (see 6.). The volume editor may suggest to the Chair of the Publications Committee the number of copies that should be printed (based on a realistic estimate of projected sales).
6. Prepare and submit a detailed table of contents, a preface, the abstracts, the referees' comments, and a summary of the action taken on the referees' comments for review by the Publications Committee.
7. Help the Chair of the GAC® Publications Committee seek financial support for the volume. Formal applications for financial support must come from the Chair of the GAC® Publications Committee.
8. Prepare a budget for the GAC® Publications Committee. Any requests for financial assistance (courier costs, photocopying, etc.) should be submitted to the Chair of the Publications Committee within three months of acceptance of the project. Before requesting funds from GAC®, the volume editor should explore all possible avenues for such funding from his sponsoring institution.
9. When papers are received, read the Instructions for Authors of GAC® Publications carefully and make sure that all authors have followed all instructions before sending the manuscripts to the GAC® Production Co-ordinator. Ensure that all illustrations will reproduce well at the intended final scale, and return figures to authors for re-drafting if necessary. If a manuscript has to be returned to an author, the volume will be delayed. While the Production Co-ordinator or designate will check the manuscript for consistency of spelling, GAC® style, etc., it is expected that authors will read and follow the Instructions for Authors of GAC® Publications concerning these matters. The volume editor is responsible for checking reference lists in the volume.
10. Provide GAC® head office in St. John’s with a list of authors' street and email addresses, and telephone and fax numbers.
11. If an author has used any material (figure, plate, table) from another publication, ensure that written permission has been obtained from the original publisher, so that no copyright is infringed. Send completed permission forms to the Production Co-ordinator. Fold-outs, maps in pockets, or tip-ins can be included only if the author is prepared to pay the entire cost of printing and insertion. They also must be approved by the GAC® Publications Committee Chair.
12. Submit to the Production Co-ordinator all abstracts so that the Co-ordinator can arrange for their translation.
13. Submit to the Production Co-ordinator the entire manuscript on disk (PC) and in hard copy, with all original figures and photographs, for copy editing check and layout. Scientific editing is the responsibility of the volume editor. Neither the Chair of the Publications Committee nor any other member of that Committee will assume responsibility for this matter. The editing must be done in such a way that all recommendations can be clearly understood by the Production Co-ordinator. In the interests of time, every effort should be made to make the initial manuscript as error-free as possible. (Selection of a printer and other aspects about format not specified in these instructions, and the number of copies to be printed are the responsibility of the Publications Committee.)
14. The volume editor will receive a master copy of the page proofs from the Production Co-ordinator. At the same time, authors (senior authors only in the case of multiple authors) will receive a copy of the page proofs of their manuscript from the Production Co-ordinator, with instructions to send the corrected proofs to the editor within a specified time period (generally 3 days). The volume editor will transfer corrections to the master set of proofs (making only such additions and modifications as he/she sees fit). Modifications made at this stage are time consuming, and only typographical errors or those corrections considered absolutely necessary should be made. Then the volume editor will return the master page proofs to the Production Co-ordinator. Revised page proofs will be sent to the volume editor only. They should be checked by the volume editor and returned to Production Co-ordinator for preparation of camera-ready pages.
15. Assist the Publications Committee Chair or designate with the advertising and publicity for publication. The volume editor will not arrange advertising himself but will suggest suitable places to advertise the volume, provide mailing lists, etc. The volume editor will also advise the Publications Committee Chair or designate where copies of the volume might be sent for review. In general, some 6 copies will be distributed to suitable journals for review.
16. The editor will be invited to attend all meetings of the GAC® Publications Committee and will be responsible for keeping the chair of that committee informed on the progress of the volume at regular intervals. Editors should consult the Chair, GAC® Publications Committee for advice, if any aspect of the production process is not clear to them.
SHORT COURSE NOTES
Short Course Notes are hands-on professional development tools, providing new, timely information for the participants of the course.
The presenters of a short course are the editors of the Notes. Their responsibilities are the same as those of an editor of any GAC® publication with regard to: -
- providing authors with a GAC® style guide (see 3.) and Letter of Agreement (see 4.)
- carefully proofing the text and checking that figures are of good, reproducible quality (see 9.)
- ensuring that permission to reproduce material has been obtained (see 11.)
- approving the scientific content of the paper (see 13.)
Note: Short Course Notes do not include a summary translated into French or English, nor a preface.
Responsibilities for editors of Short Course Notes differ most markedly in the following respects: 1) constraints of shorter production times (for example, depending on deadlines, page proofs may be sent to only the editors, rather than to all authors), and 2) the budget (see below).
The editors, working closely with the Local Organizing Committee’s Short Course Chair, and with the assistance of a GAC® councillor, are responsible for:
- ensuring that the Notes are available for sale on the first day of the Annual Meeting
- obtaining quotes from printers
- securing funding
- hiring or appointing a production co-ordinator
- providing a cover
In addition, the editors must provide detailed costs to the Publications Chair so that pricing of the Notes is timely and accurate.
Copies for authors and complimentary copies for editors are available as outlined below.
Figures will include both line drawings and photographs and should be prepared according to the Instructions for Authors of GAC® Publications. Photographic figures may be collected into page-size plates. Colour figures, fold-outs, large maps placed in a pocket or specifically prepared tip-in plates can be printed only if the author is prepared to pay the entire cost of printing these extras.
The publication will contain:
1. Front Cover: Title, Author(s)/Editor(s), and logo of the Association.
2. Title Page Author(s)/Editor(s), and date.
3. Table of Contents
4. Publishing information page: Copyright Statement. Copyright Clearance Center information. ISBN/ISSN numbers. Cataloguing in Publication data. Address of the Association. Statement on the GAC®.
5. Table of Contents
6. Preface. This should be confined to a brief statement about the history of the publication and include all general acknowledgments. The Editor's name(s) should appear at the end of the Preface.
Each new article will start on a recto (right-hand) page.
There should not normally be a dedication or epigraph. In the case of a festschrift, the dedication should be on the recto page preceding the Contents page and may include a photograph. It is followed by a blank verso page.
Each author of a contribution is responsible for obtaining permission to use material from another publication. It is the editor's responsibility to ensure that written permission from the copyright holder accompanies a manuscript.
An agreement letter signed by the author, granting the GAC® the right to publish the paper, is required in order to accept a paper for publication. The GAC® reserves the copyright for all of its publications. An author may normally re-use a figure, table or plate in another publication with permission from the Chair of the Publications Committee.
One free copy of Special Paper, Short Course Notes, and GEOtext volumes will be provided to all editors of a volume up to a maximum of 6 copies.
One copy will be available for each author at cost plus shipping and handling until the publication release date.
Normally, up to 6 copies may be distributed for review. Other free copies go to: GAC® headquarters, the Publications Chair, and the National Library.
Reprints will be available to authors at a price that will reflect revenues for the GAC®. Reprints must be requested from GAC® headquarters prior to the printing deadlines.