UNTPRESS: Information for Contracted Authors

Your contract will include a due date for the final manuscript, illustrations (and permissions), maps, figures, etc. complete and ready for editing. Once you deliver a final manuscript to us, you can expect your book to be published within a year.

The Final Manuscript

Please see the Checklist for a detailed explanation of how to prepare a final manuscript.

Manuscripts submitted should be prepared according to the guidelines given here. Even if the book is to be typeset from diskettes provided by the author, two hard (paper) copies of the manuscript are needed.

Hard Copy:

Typed or printed, double-spaced on 8 1/2 x 11 inch paper, one side only, with at least one-inch margins on all sides. (Once a contract is signed, we need two hard copies of the ms.)
Manuscripts should be on good quality paper; no erasable bond.
Word-processed manuscripts printed with letter-quality or near letter-quality printer. No dot matrix.
No right-justification or proportional interspacing on word-processed manuscripts.
Number pages consecutively through the manuscript; DO NOT begin renumbering with each chapter.

Computer Disks:

Use the same hardware and software systems from start to finish. Indicate on the disk label whether you use a PC or Macintosh and the name of the word processing program.
Keep formatting and fonts to a minimum. Most of it must be removed before typesetting.
Once you have printed out the hard copy, do not make further changes on the computer disks.
Name files sequentially ("A. Front matter," "B. Ch 1," "C. Ch 2," etc.) Submit a list of file names with disks. Do not put an entire manuscript in a single document.
Front matter (title page, dedication, book epigraph, table of contents, lists of illustrations or tables, preface, acknowledgements, introduction, and foreword) and back matter (notes, bibliography, appendixes, index, and/or glossary) should be in separate files.
Use endnotes at the end of chapters rather than footnotes at the bottom of the page.
Double-space endnotes and bibliography.
Do not put two spaces after periods and colons as you do in a typewritten document. This causes formatting problems.
Do not doublespace between paragraphs.
Use tabs, not spaces, to indent paragraphs.

Illustrations:

Include original photographs or duplicate photographic prints (NOT inkjet or laser printer copies). If you wish to supply electronic images, please contact your editor for advice and specifications.
Type a numbered List of Illustrations bearing only a short, one-line title for each illustration and key to the supplied illustrations. Label the back of each illustration with this number and short title by affixing a label, NOT by writing directly on the back of the illustration (this leaves an impression on the front).
Type a separate sheaf of Captions bearing the full name and/or descriptive information of each illustration, and ending with a credit line: "Courtesy of …" or "Reprinted by permission of …" (see the permission letter for the correct language to insert).

Permissions:

Once you have a signed contract and are working toward a final manuscript, begin writing for permissions immediately. These take time and should not be done toward the end of submitting the final manuscript.
The author should obtain written permissions to use illustrations and any text or other material owned and copyrighted by another party, when use of such material is beyond fair use. Please ask your editor if in doubt about whether material is "fair use." For more information, please consult the Copyright Act of 1976 or the latest edition of The Chicago Manual of Style.
Note that by contract the author is responsible for paying any permission fees.
A sample permission request letter may be downloaded in Word or PDF.
Once you have obtained written permission for use, provide your editor with a photocopy and keep the original in your files. Note specific credit lines for use and acknowledgment and insert such credit in the copyright page, notes, captions, or elsewhere in the manuscript as appropriate.

Style Manual:

The University of North Texas Press follows the Chicago Manual of Style. However, we like to remain flexible to the needs of each manuscript, so alternate styles are open for discussion.

Checklist

University of North Texas Press
Author Checklist for Contracted Manuscript

Author __________________

Title of Ms __________________

It is essential for proper editing and typesetting that you prepare your manuscript (ms) according to UNT Press guidelines. Please read this entire form and follow these items before you prepare your final ms. Check off the relevant items below and enclose this checklist with your mss. If you have any questions, please contact your acquisitions editor before sending the material to UNT Press.

If any items do not apply to your mss, please mark "n/a"; in place of a check.

_____ 1. The ms is complete (excluding the index, which will be completed at the proof stage). The index is the author's responsibility per your contact. You may wish to compile the index yourself or hire a professional indexer; if you desire, UNT Press can suggest a professional indexer.

_____ 2. Two hard copies of the ms are included as well as a disk that can be read in Microsoft Word.

_____ 3. The ms is printed (one side) on an ink-jet or laser printer on good-quality, medium-weight paper and is fully and easily legible. Preferred font is Times, 12-point.

_____ 4. All of the materials (manuscript text, quotations set off as extracts, notes, bibliography, captions, etc.) are double-spaced. Additional line spacing is used only before or after subheads or where extra space is needed to signal a change in topic (do not use ***). Do not use two spaces between sentences, after colons, etc. Do not use special formatting.

_____ 5. Margins are one inch on all sides of the page, except on chapter-opening pages, where extra line space is used at the top. Make each new chapter begin approximately half-way down the page.

_____ 6. Do not use right justification.

_____ 7. A dedication and/or acknowledgments are included (if you wish). You will have the opportunity to revise either or both at the time you review the edited ms.

_____ 8. All text, including titles and headings, are typed in upper and lowercase letters (Like This), not in all capitals (NOT LIKE THIS).

_____ 9. Subheads within chapters are treated consistently. For example, first-level subheads could be centered and second could be flush left.

_____ 10. Use italics for text that will be set in italics. Avoid the overuse of bold text.

_____ 11. Number the pages consecutively throughout the ms; do not start over with the first page of each chapter.

_____ 12. Check with your editor regarding preference for footnotes.

_____ 13. UNT Press prefers endnotes, grouped by chapter, placed after the text and before the bibliography.

_____ 14. Notes begin with the number 1 at the beginning of each chapter; do not number them sequentially from the beginning to the end of the text.

_____ 15. The order of your ms (front matter, text, back matter) should be as follows: (front matter) title page, dedication, table of contents, list of illustrations, list of tables, foreword, preface, acknowledgments (if separate from preface), introduction, list of abbreviations or chronology; text; (back matter) appendix(es), notes, glossary, bibliography, list of contributors, index.

_____ 16. Separate lists of illustrations, maps, tables, etc. (to be included in the front matter of your book) are provided when pertinent and listed in the table of contents.

_____ 17. Lists of captions are included for illustrations, tables, maps, etc. and include credit lines with wording exactly as specified by the permission letters. Illustrations are numbered in the same order and these numbers will also be placed on the letters of permissions. This order may not be the same as will be ultimately used in the book.

_____ 18. If the illustrations are to be scattered throughout the text, rather than placed in a gallery in the center of the book, you will indicate the placement of these illustrations with brackets (for example: [illustration #12]). You may type this in your ms or they can be handwritten in the left-hand margin on one of the two ms hard copies you send.

_____ 19. Your materials will be submitted on disk with a separate file for each major section (front matter, each chapter, notes, bibliography, etc.).

_____ 20. The author information form should accompany your ms.

Available for download in Word or PDF

Adobe Acrobat Reader is needed to read, and print this PDF files. Adobe Acrobat Reader software can be downloaded free of charge from the Adobe web site .

Permissions

Once you have a signed contract and are working toward a final manuscript, begin writing for permissions immediately. These take time and should not be done toward the end of submitting the final manuscript.

The author should obtain written permissions to use illustrations and any text or other material owned and copyrighted by another party, when use of such material is beyond fair use. Please ask your editor if in doubt about whether material is "fair use." For more information, please consult the Copyright Act of 1976 or the latest edition of The Chicago Manual of Style.

Note that by contract the author is responsible for paying any permission fees.

Copies of granted permission letters are to be sent to the Press at the time of delivery of the final manuscript.

SAMPLE PERMISSION REQUEST LETTER: [on Author's letterhead]

Reference:
Date:
[Addressee]

I am writing to request permission to reprint the following material [or reproduce the following illustration] from your publication:

[Author, title, date of publication]
[Pages on which material appears or other
identifying information)

This material is to appear as originally published [or with changes or deletions as noted on the reverse side of this letter] in the following work, which the University of North Texas Press, a nonprofit publisher, is currently preparing for publication:

[Author, title, approx. no. pages and season of publication]

I am requesting nonexclusive world rights to use this material as part of my work in all languages and for all editions.

If you are the copyright holder, may I have your permission to reprint the material described above in my book. Unless you request otherwise, I shall use the conventional scholarly form of acknowledgment, including author and title, publisher's name, and date.

If you are not the copyright holder, or if for world rights I need additional permission from another source, will you kindly so indicate.

Thank you for your consideration of this request. A duplicate copy of this letter is enclosed for your convenience.

Yours sincerely,

The above request is approved on the conditions specified below and on the understanding that full credit will be given to the source.

Approved by: Date:

Download a sample permission letter in Word or PDF.

Adobe Acrobat Reader is needed to read, and print this PDF files. Adobe Acrobat Reader software can be downloaded free of charge from the Adobe web site .

Author Information Form

The Author Information Form gathers basic information about a new UNT Press author and his or her book for accurate record-keeping. It asks for complete contact information, how the author's name should appear on the book, a brief author biography, a short description of the book that could be used later in jacket flap copy, and suggestions for blurb writers.

The last page of the Author Information Form asks for your input on marketing and promotion of your book. The more information you provide in this section, the better we are able to promote your book efficiently and effectively, and in specific ways that you indicate. For more information on how UNT Press markets and promotes books, please see the section Marketing and Promotion.

UNT Press needs this form filled out and returned either with the signed contract or by the time a final manuscript is mailed to the Press. We need this information early so we can launch your book and determine its audience, market size, presentation, price, print run, and so forth. Note that we encourage you to send in updated information on marketing and promotion of your book after this initial form, especially as we get closer to the book's publication date.

University of North Texas Press
P. O. Box 311336 • Denton, TX 76203-1336
940/565-2142 • FAX 940-565-4590

AUTHOR INFORMATION FORM

Please type the information and return to the University of North Texas Press.

FULL NAME:

NAME EXACTLY AS YOU WOULD LIKE IT TO APPEAR ON THE TITLE PAGE:

Home Address:

Home Telephone Number:
Home FAX number:

Home e-mail address:

Note: Privacy laws prevent us from disclosing your personal (not work) e-mail address to third parties without your consent. During promotion for your book, however, opportunities will arise for book signing venues, reviewers, interviewers, etc. to contact you. Please indicate if we may release your e-mail address and phone number for these purposes:
_____ Yes, you may release my personal e-mail address and phone number
_____ No, you may not release my personal e-mail address or phone number

_____ Check here if you prefer we provide your office phone rather than home phone for promotional purposes

Personal home page address on the web:

Office Address:

Office Telephone Number:
Office FAX number:
Office e-mail address:

CURRENT TITLE OF BOOK (working title; may be changed later):

SHORT (PARAGRAPH) DESCRIPTION of yourself as you would like it to appear in promotion copy and on the dust jacket. (This will be subject to our editing.) Include such information as place of birth, places lived, awards won, honors received, and any interesting facts about yourself you think will help to sell the book.

Please describe your book as you would like to see it advertised in journals and in promotion copy (about 150 words). Include a statement about what audience(s) your book will appeal to, and how your book differs from similar books in its field. Attach separate sheet if necessary. (This will be subject to our editing.)

ALONG WITH THE INFORMATION ON THESE TWO PAGES, PLEASE SEND US THE FOLLOWING:

1. List of names and addresses of people who could possibly provide blurbs for the book. Let us know which ones you have already contacted or would like to contact yourself.

2. AUTHOR'S PHOTOGRAPH; Please supply us with a glossy print which may be used on the book jacket or in advertising. We shall assume that you have the photographer's permission to use your photograph for these purposes, but please give us the name of the photographer also. (An informal snapshot is often as good as a formal portrait.) The photo must be black and white. We also need the negative, so we can make copies to send out for publicity purposes.

3. RESUME OR VITA, including a list of your previous publications.

University of North Texas Press
P. O. Box 311336 • Denton, TX 76203-1336
940/565-2142 • FAX 940/565-4590

Author’s Marketing Information

Author’s Name:

Book Title:

FOR THE FOLLOWING QUESTIONS, PLEASE TYPE YOUR ANSWERS ON SEPARATE SHEETS OF PAPER AND SEND THEM TO US, ALONG WITH A DISK COPY, NOTING ON THE DISK THE SOFTWARE PROGRAM YOU'VE USED.

1. Please list reviewers (with name of publication) to whom you would like review copies sent, complete with addresses, if known. Please limit your list to around 50-75 markets. (Note that UNT Press uses an extensive reviewer database—your list helps to focus our efforts and ensure that we send review copies to the venues you specify, in addition to the ones we normally send to.)

2. List the names and addresses of any organizations whose membership lists, journal, or newsletter would be particularly useful in marketing your book. Indicate the best way to reach this membership (i.e., press release in newsletter, space ad, or direct mail campaign) and provide contact information if possible. If you have access to a membership list and the approximate number of members, please supply this information.

3. List individuals who would be particularly interested in buying your book, so that we can send them a press release and order form upon publication. (Family, friends, co-workers, professors who have expressed interest in using your books as a textbook, etc.). Include addresses.

4. List any outlets in your present or hometown community (including bookstores, libraries, social clubs, professional organizations, newspapers, radio stations, Friends of the Library groups, church groups, writers groups, etc.) that might be interested in selling your book, having you as a speaker, interviewing you, or having a book signing. Indicate which ones have already expressed an interest, and, most important, indicate your level of interest in and willingness to do book signings and other engagements. List the names, addresses, phone numbers and contact persons at these places, if known.

5. List the top five publications (journals and magazines primarily) to place a space ad for your particular book. (Please note that our ad budget is limited--i.e., we cannot afford New York Times or large-circulation, general-interest newsstand magazines and their ad rates.)

6. Mention any awards by name for which you believe your book would be eligible.

7. Please provide a list of ten suggested interview questions with answers regarding your book. We will send this information to media contacts to encourage reporters and radio talk shows to interview you, so target your Q&A to this end. (If your book is monographic and would not appeal to a general audience, disregard this request.)

8. Any other comments or ideas about marketing and promotion.

Download the Author Information Form in Word or PDF.

Adobe Acrobat Reader is needed to read, and print this PDF files. Adobe Acrobat Reader software can be downloaded free of charge from the Adobe web site .

Marketing and Promotion

Marketing is the promotion of a book, including publicity, advertising, exhibiting, and direct selling. Marketing is actually handled by UNT Press and Texas A&M (our distributor) in conjunction. A&M pitches the book to national and regional bookstores either directly or through sales reps, gets the book into online bookseller sites, gets it sold through overseas vendors, pitches to book reviewers who then check off which titles they would like to receive (i.e., increased odds they will review it after we send them copies), and meets with various book industry entities in NYC for rights and media contacts. A&M's primary marketing effort is toward "sell-in," or placing the book in various outlets so they can be seen and purchased. They act as our distributor in this regard. Our authors typically do not work with A&M on any of this and instead work with UNT Press on publicity and promotion.

At UNT Press our marketing job is to try to get "sell-through" so the customer goes to the store or online vendor and actually buys the book, preventing its return to our warehouse and stimulating a reorder by the bookstore.

The University of North Texas Press promotes its books in any or all of the following ways:

Advance publicity is sent to bookstores and trade media.
Sales of book-club and translation rights are considered.
Promotional copy is prepared for the dust jacket.
Each book is listed in a spring or fall catalog and in the online Books-in-Print catalog.
Catalogs are sent to book buyers and to academic personnel and other professionals.
News releases and books are sent to reviewers.
Complimentary copies are sent to key persons and to our sales representatives.
Space advertising is planned where it will be most effective.
Author appearances and signings are scheduled.
Press books are exhibited at appropriate conferences and meetings.
When appropriate, a direct-mail campaign is undertaken.
Books are submitted to award competitions and book festival committees.

Participating in the Marketing Process

The author participates in the marketing process by promptly providing full information on the Author Information Form, by taking part in book signings, by bringing books and/or handouts to meetings, and by making speeches and media appearances relating to his or her book. In our experience, the best promotional campaigns for a book involve a proactive author who publicizes and promotes the book personally and effectively through his or her local area, is willing to travel to booksignings, and works tirelessly to get the word out about his or her book to a peer network of contacts not normally reached by the Press. These efforts, when combined with the efforts of the Press as outlined above, can sustain a promotional campaign for the book for many months after initial publication.

Note that during the copyediting of your manuscript we may supply you with PDF proofs of your book. PDF proofs are for proofreading only. Any PDFs of the book you receive should not be circulated to anyone, posted on a Web site, or otherwise distributed in any way. These are not the final files for your book, and the copyright has not been formally registered. After publication we will gladly provide you with a portion of the final files for the book, which you can post on your Web site in order to publicize it.