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The basic process for publishing a proceedings with Cascadilla Proceedings Project is described on this page. As a volume editor, you should also review the author instructions and style sheet so you can answer authors' questions.
As a volume editor, you will:
- Decide whether to publish a full proceedings or a selected proceedings. If you choose to do a selected proceedings, you must establish review procedures for submitted papers and follow the review process to select the papers to include.
- Prepare specific instructions for authors. These should include the deadline, submission address, a description of the review process if there is one, page limit if there is one, and a link to the general author instructions at http://www.lingref.com/cpp/authors/index.html.
- Collect all of the papers for the proceedings in PDF format (or convert papers from PostScript files supplied by the authors to PDF format, which requires Adobe Acrobat). Only PDF and PostScript formats are acceptable. Do not accept Word files, LaTeX files, or other word processor files from authors.
- Compare all of the papers to printouts supplied by the authors, to make sure all figures and fonts have come out correctly. This means looking at every page briefly on screen and comparing what you see on screen to what you see on the author's printout. The printout MUST be supplied by the author.
- Check all of the papers to make sure they are searchable. Open each PDF file and use the Find tool to search for a word in the title (bold) and then a word in the text (not bold). This will confirm that there isn't a problem with the font encodings which would prevent the file from being searchable. If the file is not searchable, the author must create a new PDF file using a different method than the one that they used before.
- Check all of the papers against the style sheet to make sure page margins and other requirements have been met, and obtain revisions from authors when necessary.
For every paper, check ALL of the following:
(1) Is the text block 5.75 inches wide (not 5.5 inches or 6 inches)?
(2) If you draw a straight line down the left and right sides of the text block, are text paragraphs fully justified and all the same width (no wandering margins)?
(3) Are text paragraphs single-spaced and fully justified, with no blank lines between paragraphs?
(4) Do text paragraphs have a 1/4 inch indent (not 1/2 inch)?
(5) Did the author use Times or Times New Roman as the base font?
(6) Are the title, author, and affiliation lines all centered and bold?
(7) Are main headings all 12-point bold?
(8) Are subsection headings all 11-point italic?
(9) Did the author leave a blank line between text paragraphs and headings?
(10) Are images, tables, and figures all crisp and large enough to see clearly when printed?
(11) Did the author leave a blank line between text paragraphs and examples?
(12) Are endnotes and footnotes single-spaced and fully justified?
(13) Are references single-spaced and fully justified, with no blank lines between references?
(14) Do the references use a hanging indent of 1/4 inch?
If any of these are wrong, the author must fix the formatting and provide a new PDF file and printout. If an author is unwilling to do the formatting correctly in a reasonable amount of time, their paper cannot be published.
You can spot-check font sizes by using the Touch-Up Text tool in a full version of Acrobat (not Reader). It is normal for the font size to not be exact -- 10-point text will often by 9.87 or 10.02, for example. But font sizes should be within .25 points of what is required.
PDF files are sometimes printed at a reduced size. This will lead to both the font sizes on the printout being too small AND the text block being too small. If you are checking a printout where the text block is too small and the font size looks reduced, try printing a new copy of the first page to see if the new printout is correct. If the new printout is correct, then it's not a problem for us to use the reduced printout.
- Collect signed publication rights forms from all of the authors. The rights forms must be signed by each author. If any signature is missing, the paper cannot be published. Authors can sign separate rights forms. Faxed copies are not acceptable.
- Collect abstracts from all of the authors. All of the abstracts should be copied into a single text file for the entire volume, with the abstracts in the same order as the papers in the volume. Each abstract must be a single paragraph, with no fonts or formatting other than italics. After you have collected all of the abstracts into a single file, proofread that file and make corrections where needed. You should send us the abstracts both as an electronic file (text or Word, not PDF) and as a printout.
- Prepare an unformatted table of contents, setting an order for the papers. You should send us the table of contents both as an electronic file (text or Word, not PDF) and as a printout.
- Send everything in a single package to Cascadilla Proceedings Project. You should send us a CD with all of the papers in PDF format as supplied by the authors, and with the table of contents, abstracts, and author contact information also on the CD. You should also send us all of the final printouts from the authors, the signed publication rights forms for every author, a printout of the table of contents and abstracts, and a cover letter with all of your contact information, the title of the volume, and the exact way you want the editors' names listed on the volume. Send all of this to: Cascadilla Proceedings Project, 11 Lyman Avenue, Medford, MA 02155, USA. You can use FedEx, UPS, or Priority Mail. Do not use Express Mail from the US Postal Service.
After your work is done, Cascadilla Proceedings Project will:
- Make sure all required information is provided.
- Add page numbers and a copyright notice to each paper.
- Add a cover page to each paper providing all citation details. This cover page will only be on the copy published on the web, and will contain much of the information that will be on the title page and copyright page of the printed proceedings.
- Prepare the front matter for the book and the equivalent web files.
- Put all of the files on the web and prepare the masters for the print edition.
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