Version 6.6 / 4 February 2022
WHO’S WHO?
During the publication process, you will encounter a number of different people who have different responsibilities. Below is a list defining their tasks and responsibilities:
Senior Acquisition or Acquisition Editor: The author's initial contact with Brill is with the Acquisition Editor. The Acquisition Editor acquires the manuscript and draws up the contract in which the terms and conditions of the publication process are arranged. Abbreviation = SE.
Associate Editor: The Associate Editor assists the Acquisition Editor in all aspects of a book’s ‘life cycle’. He/she is the author’s main contact from the contract stage through to the coordination of review copies upon publication. Abbreviation = AE.
Cover Designer (external): The Cover Designer designs the cover according to the instructions sent by the Project Manager. Abbreviation = CD.
Production Editor: The Production Editor coordinates the production processes of the books and ensures that production schedules are being followed. The Production Editor will be the first port of call when the Project Management team has trouble contacting an author or editor. Abbreviation = PE. The PE will be the only contact person for the PM (with the AE as back-up).
Project Manager (external): Reports to the Production Editor and manages the content processing schedule, which includes cover file production, typesetting, CIP registration, proof production, and the implementation of proof corrections through to the delivery of a prepress final PDF. Abbreviation = PM.
Typesetter (external): Creates page proofs following specific layout and formatting rules. Abbreviation = TS.
DETAILED DESCRIPTION – WORKFLOW
The Production Editor (PE) at Brill will send the book manuscript file(s), cover instructions (see below, point 6), accompanying images (if applicable), samples and forms to the PM via RSuite (if for some reason this is not possible, the files will be placed on Brill’s FTP server). Documents will include the following:
Forms
Cover Request form
Prelim Copy form
Transmittal form
Outsourcing form
Text (manuscript source files)
These may include a PDF file or scanned printout of the manuscript (part or whole). Always refer to a provided PDF to ensure that non-standard fonts and requested layouts appear correctly and for any corrections/instructions provided by the production editor.
Images (if applicable)
Cover info (if applicable)
Cover images
Caption for page iv
Samples
Sample of page ii
Sample of cover
Sample of typeset text pages
PM will check the manuscript, forms and instructions for completeness and consistency (see ‘MANUSCRIPT/PROOF SPECIFICATIONS’) and the resolution of all the images and will send any queries to the PE (i.e., missing files or unclear information on the forms or in the instructions) or to the author/editor (regarding the content of the book).
PM will create a production schedule based on the delivery date of the final files given by the PE in the Outsourcing form.
PM will contact the author/editor for the first time (see Appendix 1 for e-mail templates), informing him/her of the proposed production schedule (with a BCC to the PE and AE).
PM will wait for a response from the author/editor for approval of the production schedule. Some ‘back and forth’ negotiation may take place until the production schedule has been finalized. PM will be sensitive to time constraints from the author/editor, while keeping the deadline date for final files in mind. If necessary, consult the PE about any schedule changes.
PE has sent the Cover Request form and accompanying image(s) (if applicable) directly to the cover designer (CD) via RSuite. In general, it takes 2-3 days to create P1 of the cover. Upon receipt by the PE, the cover proofs are checked by the PE and then sent to the AE for approval. Subsequently, the cover task is forwarded to the PM in order to send the proof to the author/editor. Corrections to 1st and 2nd cover proofs from the author/editor should always be sent to the PE for implementation in Brill’s administrative system (by the AE). Corrections from the author/editor should never be sent to the CD without the PE’s approval. Corrections should be sent to the PE as follows:
- As a cover PDF file with author’s/editor’s corrections marked by means of Adobe comments.
- As a copy of the cover texts in an email with the corrected text marked in red.
After approval by the author/editor (or after correction of the front cover), the front cover jpeg should be sent to covers@brill.com as soon as possible (with a bcc to the PE). Please note that the cover should have as few correction stages/proof rounds as possible (two proof rounds at most). Any last corrections should be retained until the spine widths are known and the final cover files can be requested. Second cover proofs should be sent to the author/editor together with the 2nd text proofs.
PM arranges for first proofs (P1) of the book text to be created. If a book contains abstracts/keywords for online purposes only (inclusion in BITS), a separate PDF file (one file only!) containing these items needs to be created and sent to the author/editor together with the first text proofs. Note that if the print version of the book should contain abstracts/keywords, a separate PDF file will not be necessary.
PM arranges for CIP registration of the title after receipt and check of P1 (check entails layout and any corrections/instructions marked on the manuscript printout).
PM delivers P1 and abstract/keyword file (if any) to the author/editor (along with the ‘Proofreading Information’, ‘Marking Corrections in Adobe’ and ‘Indexing’ documents) with BCC to the PE, asking for confirmation that the files have been received in good order. If after two days no confirmation e-mail is received, a second message to the author/editor should be sent. PM also sends prelims (not the complete P1) directly to the PE by e-mail for immediate approval (the PE will request the AE to check the prelims). After approval, PM sends the TOC .txt file, with a bcc to the PE, to Servicedesk@brill.com(only once, unless a chapter is added or deleted or serious errors occur); please make sure the file name contains the print ISBN! The TOC.txt file should also be uploaded to the Proofs folder in RSuite.
PM receives the corrections for P1 and abstract/keyword file (if any) from the author/editor as well as the index according to the schedule and checks the proposed corrections as well as the complete proofs (see section ‘MANUSCRIPT /PROOF SPECIFICATIONS’). If the author/editor does not send the corrections on time, the PM will send a reminder e-mail to let him/her know that the deadline has passed (see Appendix 1). PM should always wait for Brill’s approval or corrections to P1.
PM coordinates the creation/implementation of the index, if applicable. (See Appendix 2 for a more thorough explanation of how to deal with indices.)
PM arranges for second proofs (P2 and abstract/keyword file [(if any]) to be created.
Once P2 has been created, the PM will arrange for a proofreader on the PM’s team (someone other than the person who implemented the corrections as we would like a ‘fresh eye’ to undertake these checks!) to check the P1 corrections against P2 (see also ‘MANUSCRIPT /PROOF SPECIFICATIONS’). The PM will arrange for missed or erroneous corrections to be implemented and/or corrected.
PM arranges for the CIP data to be incorporated into the copyright page. Please check the metadata in the CIP (author’s/editor’s name(s), book title, series name, volume number, copyright year, ISSN, ISBNs and if incorrect, request an amended CIP from the Library-of-Congress. (Please note: this step can be undertaken in step 12 above if the CIP has been received.) If a CIP has already been requested but it takes too long to arrive, an LCCN needs to be requested from the LoC (a PCN cannot be requested). This number will be sent within a few days and can be added at the end of the second of the standard lines given below (highlighted LCCN is an example). In case the LCCN does not arrive on time, please omit the second line.
The Library of Congress Cataloging-in-Publication Data is available online at https://catalog.loc.gov
LC record available at https://lccn.loc.gov/2016027865
Please note that by the end of the P2 stage, either the CIP or LCCN information should always appear on page iv.
PM will arrange for the proofreader to check the cover P2 and the PM will arrange for missed or erroneous corrections to be implemented and/or corrected.
PM sends both text and cover P2 to the author/editor with BCC to PE only. Edited volumes: as the contributors need to check their chapters once more, send a PDF file of the individual chapters as well as a PDF file of the complete book. A list of reflow (overrun) pages is to be included in the accompanying e-mail.
PM arranges for P3 to be created if necessary (only to be sent to author/editor if corrections are still extensive or the author/editor demands to see them. The PM should always email the PE for approval before sending a P3 to the author/editor.
PM checks P3 (text and cover) against P2 corrections (if applicable).
PM finalizes both text and cover proofs (once the book is complete, the spine widths should be calculated and submitted to the CD) and arranges for a print PDF and webready PDF (complete file and individual chapter files) and full-text XML (BITS) to be created according to the latest instructions provided by Brill.
PM delivers print file, (zipped) webready files, cover jpg and BITS file and the completed Publication Form to PE according to schedule.
After approval of the final files by the PE, the PM informs the author/editor about the releasing date of his/her book (see email template document(s)).
In case of a request for digital offprints (edited volumes only – see Transmittal form), the PM sends the individual chapter PDF files to the corresponding editor together with the copyright letter (‘Letter Digital Offprints_Edited Volume.pdf’) within two days after approval of the print files by the PE.
MANUSCRIPT / PROOF SPECIFICATIONS
Go through the manuscript carefully (Word, PDF or scanned printout).
General
Is the book complete (are all items listed in the TOC present in the printout or in the files or are all book items listed in the TOC, for ex. bibliography and index/indices)?
Please check the PDF file or printout of the manuscript carefully for digital or handwritten corrections and incorporate these/have these incorporated into the source files.
If the quality of the English appears insufficient, please always immediately notify the PE.
Check if part-title information is present in the TOC; if so, part-title pages should be created (and vice versa). Chapters should be numbered consecutively throughout the book even if the book is divided into parts. Volumes within bibliographic sets should be paginated, and their chapters numbered, consecutively (i.e,, Volume 2 should start where Volume 1 leaves off); volumes of a commercial set must be paginated/numbered per volume as they can be sold separately.
If a List of Contributors is present, please always check the names against the first page of the chapters and adjust the name(s) in the List of Contributors if necessary. (Also, if contributors are listed on the back cover, the names should also be checked against the first chapter pages.)
Compare (and correct if necessary) the titles in the TOC to the titles in the chapters (the titles in the chapters should be leading).
For the order of preliminary items, please see the BTS document.
Illustrations
A ‘List of Figures’ (or ‘List of Tables’, ‘List of Maps’, etc., or a combined list) will usually be provided in case of many illustrations (tables, maps, etc.). The layout in edited volumes is as follows (in monographs single numbering can be used):
List of Figures
1.1 [Legend to figure] 00 [proof page no.]
1.2 [Legend to figure] 00
If captions/legends are not present for tables/illustrations, they should be requested from the author/editor. Extensive source and permission information should be left out from the captions placed below the illustrations: only a short source mention could be made there. Full source and permission information belongs in the ‘List of Illustrations/Figures’. In this List, the captions should ideally be limited to 1-2 lines. Note that for art (history) books, with quite often very long Lists, the full source information is often listed in a separate illustration ‘Credits’ list (or index), to be placed in the back matter, following appendices (if any) and preceding (other) indices. Should any changes be made to the MS, always consult the author/editor.
Illustrations: Please mark whether illustrations are to be reproduced in black and white or in colour. Typesetters will take care of the layout but the presentation may be marked on the manuscript (for ex. reduction percentage, whether they should be presented in landscape position). Monographs: Figures can be numbered consecutively throughout the book. Edited volumes: Figures should be numbered per chapter/article (double numbering). Captions should be set in ‘sentence-style’: initial cap and rest lower case; grammatically incomplete sentences should not have a full stop at the end.
Is the resolution of all illustrations sufficient (minimum of 300 d.p.i. for grayscale and colour illustrations and 600 d.p.i. for black and white line figures)?
Layout/typography
Fonts/non-Latin scripts: Font files if non-Unicode or non-standard Unicode should be included with the manuscript and, if possible, conversion tables should be made. In case of scripts running from right to left (Hebrew, Arabic), conversion tables are not always possible; if font files are not present or conversion tables are not possible, typesetters will need to rekey the scripts. Authors/editors should in that case be requested to carefully proofread the rekeyed scripts in the 1stproofs.
If running titles have not been provided, please create them (max. of 60 characters, including spaces, punctuation, etc.). Running titles should be typeset fully roman and any italics should only be allowed if the author insists on its use.
Check whether footnotes (never endnotes unless, in rare cases, specific to series) have been numbered per chapter (never consecutive throughout the book); if not, change the footnotes and adjust any cross-references to them and, at the proof stage, request the author/editor to carefully check the adjusted cross references. Tables should always have their own footnote ‘numbering’, by means of lower-case letters a, b, c, etc. Table notes that are part of the main text footnote numbering need to be adjusted, the main text footnotes renumbered and any cross-references adjusted. An exception to this rule is when tables contain, for instance, parallel texts, which basically are block quotations in table form. They are usually set in the main text following a colon but may also have a table number. When these tables have notes, they should be part of the main footnote numbering and not set as lower-case letter table notes (unless the author opted for the latter). Any other, regular tables in the same book should have lower-case letter table notes.
Remove unnecessary bold and underlining and replace by italics or small caps; please operate carefully in this and consult the author/editor if necessary. In some books (e.g. linguistics), bold should generally be retained.
Blank lines should be left in unless there are very many and they do not seem to have a purpose (which is to denote a demarcation without necessarily needing a heading).
Check if the levels of headings are clearly distinguishable and consistent.
Italics in an italicised heading should become roman, except when the heading consists of one word or one title or term consisting of more than one word.
Check if the use of N-dashes (with space on either side) or M-dashes (without space) is consistent. If not, change to what occurs most often but take into consideration that German does not use M-dashes and that French also uses M-dashes but with space on either side.
Cross references (for example marked by ‘00’, ‘#’, or in any other way) can be left as they are or be replaced by black squares or highlighted (more conspicuous) but always inform the author/editor at the proof stage to replace them by the relevant information.
Check consistent use of quotations marks (single or double) and if placed after punctuation (full stops, commas), whether this has been done consistently. If not, adjust at the manuscript stage, if necessary in consultation with the author/editor.
In citations/block quotations: Dashes, punctuation, type of quotation marks, superscripts (for ex., ‘th’) should follow the Brill style, not the source text’s style. If the typography of the source text is of importance to the book’s contents and should be faithfully rendered, it would be better if the author were to include photos of the original text sources in the book.
Punctuation: in English, footnote numbers should always be placed after punctuation (for ex. John Adams,1 the well-known author, …); in French, Italian, etc. before punctuation (Jacques Derrida1, le philosophe qui a écrit, …); in German before or after punctuation; in French there should be half, fixed spaces before any punctuation marks except full stops and commas; ‘guillemets’ should be retained or English-style quotation marks preferably replaced by guillemets; in German, English-style quotation marks should preferably be replaced by German-style quotation marks.
Remove underlining from URLs.
Please add spaces on either side of equals signs (=), smaller than (<) or larger than (>) signs (the mathematical signs only, as opposed to angle brackets [U+27E8 en U+27E9] denoting missing text), plus (+) and minus (–) signs (if preceded or followed by numerals or words) and after colons (except in, for example, Bible books [Ruth 3:1–18]).
Bibliography: Do a broad check on the bibliography and on any references in the footnotes. If very inconsistent (for ex., with regard to title casing), consult the PE whether the author can be requested to revise it. Check whether the bibliography is in alphabetical order with last names mentioned first. Repeat names should not be replaced by dashes. If the Bibliography contains dashes, the typesetters should replace them by the full author’s name(s). Please note that, except for reference titles, acronyms in the bibliography should be set in small caps (see pp. 91-92).
rInitials: remove space in between or add space, also in book/article titles in references/bibliography. Opt for what occurs most often.
Index
If the Word files appear to have {XE} index markers (and this is not stated in the Transmittal form), please ask the author/editor whether an index should be generated from them.
Index terms without page numbers or with manuscript page numbers should not be typeset unless specifically requested on the Transmittal form and the typesetters should either tag the terms or add proof page numbers to the index terms and supply an index proof with the first proofs of the text.
Check the Transmittal form to see in what way the index needs to be submitted by the author/editor. If the entries have been marked in the MS file(s) by means of ‘{XE} marker codes’, an index (lemmata and MS page numbers) should be present in the MS Word file. Request the typesetters to generate a proof of the index in Word and send this together with the first proofs of the text to the author/editor (the index tags will have been imported in InDesign so that any page overrun will automatically be adjusted in the index proofs).
PROOFS / PRINT FILES
1st Proofs
Chapters should start either on a left-hand or a right-hand page. Please see BTS document for placement of chapters within the sections ‘Prelims’, ‘Text’ and ‘Backmatter’.
If there is a credit line to the cover illustration, it should be placed at the top of p. iv with the heading ‘Cover illustration:’ If important information, such as Open Access, subventions/funds or information concerning a translation, is mentioned, this should appear at the very top, followed by the ‘cover illustration’ information. Please note that any funding information should be incorporated in the XML (any funding should have been mentioned on the Transmittal Form but if any other, unmentioned funding is found in the MS – in the Acknowledgments for example – that should also be included in the XML. This does not apply to the individual chapters within an edited volume; only funding on a book level (both monographs and edited volumes) should be included in the XML.
The Introduction, if long, should start on Arabic page 1. If rather short (up to four pages), it can be included in the Roman pagination.
The TOC should only cover 4 typeset pages (if too long, lower-level headings should be removed from the TOC). Only monographs can have section headings in the TOC; these should be removed from the TOC of edited volumes.
Tables and figures should be set according to our instructions (please see Appendix 3). Tables should preferably adhere to the Brill table layout, i.e. caption above table, two or three horizontal base rules only, no bold, italics or full capitalization if these have no proper function.
Please never typeset a list of index terms without page numbers or with manuscript page numbers. The Transmittal form should state how the author/editor will submit the index. Usually, s/he will submit a complete index with terms and proof page numbers in Word when returning the corrections to the first proofs.
Please always send files ‘Enabled for commenting in Adobe Reader’ to authors/editors but fully locked PDF files in case Word proofs are sent.
Spot check ULRs: A hyphen should never be added at the end of the line as the link will no longer work. A hyphen that is part of the URL can be used to break off the URL, but that hyphen (or full stop, underscore, etc.) should always be placed at the beginning of the second line. A (double) slash can always be left at the end of the first line.
Check author’s/editor’s corrections to see whether they are clear, do not conflict with the BTS, are acceptable and whether they are not too extensive (if the latter is the case, discuss with the PE). Also check the following items:
Prelims i-iv and TOC (to be proofread against the Prelim Copy form and first pages of chapters, respectively). Check prelim iv very carefully: has the correct copyright holder been mentioned (also in the chapters; see info on Transmittal form) and has the correct copyright text been typeset.
Please note that a book title/subtitle may never be changed without Brill’s consent.
Proofread TOC against the first chapter pages
Cover (to be proofread against Cover Request form)
Running headlines (the most informative part of the chapter title should be used as running head, not always just the part preceding the colon. AND may be shortened to & if necessary)
Spot-check word breaks (hyphenation) of non-English words
Move stray words (widows) at the top of new pages or any first lines of new paragraphs at the bottom of pages.
Check page numbers in Lists (of Figures, Tables, etc.) against text pages on which they occur
Check E-ISBN and copyright year in DOI lines
Check title case in section headings
Check layout of tables
Cursory check (scroll through) of the text pages for any blatant errors/inconsistencies. Brill Typographic Style followed everywhere?
2nd Proofs
Check author’s corrections and any other corrections marked in 1st proofs against the 2nd proofs.
3rd Proofs
Only to be sent to the author/editor in case of extensive correction or if demanded by the author/editor (always ask the Brill contact for approval first). Otherwise to be checked by the proofreader.
(FINAL) PRINT FILES
Check last corrections, pagination and do a global check on the whole book (is everything complete, all figures, tables, etc. numbered consecutively, etc.?). Check name conventions of all final files (see ‘Name convention Brill book files’ and ‘Name convention Brill cover files’ documents). When the print file has been approved, the webready and XML (full-text) files should be produced. Fill in the ‘Publication form’ or ‘Publication form Special’ (if the book has more than one type of paper, for ex. Silk for illustration quire) and send everything to the PE. Upload all files to RSuite (or the ftp server) and e-mail the PE. If a confirmation e-mail of downloaded files is not received in 1 day, a follow-up message to the PE should be sent.
APPENDIX 1: EMAIL TEMPLATES
Please refer to the separate email template documents for PDF proofing and Word proofing.
APPENDIX 2: INDICES
The arrangements concerning the index/indices should be clear to all parties at the beginning of the production process. Please note that instructions for the index should be included in the Transmittal form; if not present, please contact the PE.
The following four options exist:
Index terms have been marked in the Word file (either manuscript or Word proof) by {XE} marker codes. These marker codes/tags can be made visible by clicking on the paragraph symbol [¶]. This option will be recommended to authors/editors who wish to include a simple index with main terms and one sub-term level and cross references.
The author /editor provides Brill with a COMPLETE index (terms and locators – i.e., proof page numbers) at the first proof stage (or second proof stage if it turns out that the book has a lot of text overrun in the first proofs). If this option applies, any lists of index terms either with or without manuscript page numbers, should NOT be sent to the typesetters with the manuscript. These lists should be kept by the PM and used for reference only.
The book will be indexed by a professional indexer either at the expense of the author/editor or of Brill. If the author/editor is unable to arrange for a professional index to be created, the AE will arrange for the indexer to be commissioned. This information (name and e-mail address of the indexer) will be made available on the Transmittal form (see Appendix 2 above).
The PM will arrange for the book to be indexed by the typesetters on the basis of the list of terms provided by the author/editor. If this option has been selected, please ask the author/editor to check the index very carefully at the proof stage.
APPENDIX 3: TABLE AND ILLUSTRATION LAYOUT
How to lay out tables in Brill publications: see also BTS doc.
When dealing with tables, normal ‘portrait’ orientation is preferred.
If a table cannot be made to fit, try reducing the type size to 10 pt.
If the table still cannot be made to fit, you may use up to 130 mm as the total width on one page with a letter size of 10 pt or, if still too wide, 9 pt; keep inside and outside margins balanced (but not equal!).
Often it is preferable to use two facing pages (a spread) to accommodate all columns of a table, even using body text size (11 pt). In a spread, table rules should run into the spine but any table text should not encroach upon the gutter beyond a 10 mm limit.
If all this fails, rotate the table 90 degrees counter – clockwise – use ‘landscape’ orientation. The top of tables should always be on the left-hand side of a page (or the left-hand page of a spread if the landscape table runs over two pages or more).
When a portrait-oriented table runs over two or more pages (facing or not), always repeat the column headings at the top of the table on the new page(s).
When a table is set in landscape orientation over two or more pages, all pages should carry column headings on the left-hand side.
How to lay out illustrations in Brill publications (see also BTS doc)
Some of the illustrations (figures, diagrams, photos, etc.) will fit well in the 11.5 mm width; others may be safely reduced to that width, while still others need the greater part of the page surface in order to remain ‘legible’ to the reader – take, e.g., a map with a great many details and names. In tables, there is no danger of losing significant detail because the minimum type size is set at 9 pt; but it is hard to give a rule about the detail in illustrations, because each illustration is different from all the others and because the amount of detail necessary for an author to get his or her point across is unique to each case. In general, you could apply the same methodology as with tables, but you would need to be aware of what needs to be visible to the reader; when in doubt, it is best to consult Brill's PE, who might contact the author/editor to determine what is acceptable. Much depends on the expertise of all involved.
Brill is not against using even a width of 135 mm if the material or the copy demands it from the viewpoint of ‘readability’. And bled-off plates, although seldom used in our publications, remain a distinct possibility.
