PROTOCOL FOR EDITING A COLLECTION

 by  L. J. Andrew Villalon and Donald J. Kagay


 

Submission of Articles 


1.  The article is to be sent to the editors in two forms: 

    (a) a hard copy 
    (b) an electronic submission either as an email attachment or on a CD using either of the following formats:  Word Perfect or Microsoft WORD  

    The hard copy must be typed, and double-spaced (text certainly; footnotes if possible), with generous margins. 

    If at all possible, the CD should be in MS-DOS.  Neither editor has Apple capability.  However, if the contributor has only Apple and cannot translate it into MS-DOS, he(she) should send it anyway.  The editors will try to transfer it electronically into a form compatible with their respective computers. 

    As a last resort, the editors will scan the hard copy into one of their machines.  However, contributors should be aware that this entails delays as well as necessitating a good deal more work on our part.

     

Editing Procedures

1.  Just before the preliminary editing is to take place, the editors will try to contact contributors to determine if they wish to make any last minute changes to the version already submitted. 

    If such changes are relatively minor, they can be made on a second hard copy and sent through to the editors as long as they are clearly marked. If, on the other hand, the changes are extensive, then they must be accompanied by a new hardcopy and electronic submission.
2.  Following the preliminary editing, an edited hardcopy version of the typescript will be forwarded to each contributor for his/her changes/corrections/comments/etc. 
    Normally, this will be the author's final opportunity for changing the article.  A reasonable, but firm deadline will be imposed within which contributors must return this corrected copy.  Failure to respond within that deadline will be taken as consent that the edited version meets with the contributor's approval.
3.  Upon receipt of the author's changes, the editors will incorporate them into the current version. 

4.  If no further editing is considered necessary, the editors will send a hard copy of the acceptable version to the author for final approval.

On the other hand, if the editors do consider further changes necessary, then the whole procedure will be repeated.  An edited (hard copy) version will be forwarded to the author for his/her correction/revision/approval.   After working over this draft, the author will return the amended hard copy to the editors.  They will, in return, reedit.  Ultimately, the collection will go to the press only after the editors and authors agree on the final text. 

7.  Final correction of the galley proofs will be done by the editors. 


Editing Principles

Editing changes may affect style, but never substance.  The only exception to this rule will involve factual errors;  for example, if the date of some event is inaccurate in the text or notes it may be changed.

Both the editors and the author must sign off on the final draft.  The process of "negotiation" outlined above will continue until this is accomplished. 

If, after a reasonable amount of time, no agreement can be reached then the author may withdraw his/her contribution. 

The most rapid and effective means of communicating with the editors is through email; consequently, as far as possible, we shall make use of that medium. 

 

 
 
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