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Bookmark and Share Process for Volume Editors

This page describes the process for publishing a proceedings with Cascadilla Proceedings Project. You should also review the author instructions and style sheet so you can answer authors' questions.
Once you have read these pages, discuss your questions with us. You will have to decide with us the deadline for paper submission, whether there is a limit to the number of papers, whether there is a page limit for each paper, and whether to publish a full proceedings or a selected proceedings. For a selected proceedings, you must establish fair review procedures for submitted papers and follow the review process to select the papers to include.
To see how these steps fit into a timeline of steps for authors, for volume editors, and for Cascadilla Proceedings Project, see the timeline page.
Steps for volume editors
  1. Send specific instructions to all the authors. Include the deadline, submission address, a description of the review process if there is one, the page limit if there is one, and a link to the general author instructions at http://www.lingref.com/cpp/authors/index.html. Ask authors to let you know whether they intend to submit a paper. If you have a review process, complete that review process to decide which papers to accept.
  2. For each paper, collect the following by the first deadline for accepted papers:
    (1) Abstract: The abstract must be in a separate file, not at the start of the paper. Each abstract must be a single paragraph, with no formatting other than italics and no figures or tables. We ask authors to include their contact information in the file along with their abstract.
    (2) Publication rights form signed by every author: Every author and co-author must sign a rights form. Co-authors can sign separate rights forms. If any author has not provided a signed rights form, the paper cannot be published. We cannot accept faxed, scanned, or photocopied signatures under any circumstances. Do not leave the rights form for a later deadline, or you will delay the proceedings while waiting for authors who are slow to sign and mail their rights form.
    (3) Paper in PDF format: Only PDF format is acceptable. Never accept Word files, LaTeX files, or other word processor files from authors. Never make a PDF file for an author.
    Do not let one or two authors hold up the volume.
  3. Print a test copy of the PDF file. Immediately staple the test copy pages together, and write on the first page "Test printed by editor. DO NOT MAIL." Use this test copy only for checking the margins and other formatting. Never send us a printout you made yourself.
  4. Make sure page margins and other style sheet requirements have been met. For every paper, the answer to ALL of these questions must be yes:
    (1) Are images, tables, and figures all crisp and large enough to see clearly when printed, including all text within the images, tables, and figures?
    (2) Draw a straight line down the left and right sides of the text block. Are text paragraphs, references, and footnotes all full justified and all the same width (no wandering margins)?
    (3) Is the text block 5.75 inches wide (not 5.5 inches or 6 inches)?
    (4) Are text paragraphs, references, and footnotes single-spaced?
    (5) Do text paragraphs have a 1/4 inch indent (not 1/2 inch)? Do the references have a 1/4 inch hanging indent?
    (6) Did the author leave a blank line between text paragraphs and headings?
    (7) Did the author leave a blank line before and after tables, figures, and sets of examples?
    (8) Did the author use Times or Times New Roman as the font for the text and headings?
    (9) Are the font sizes correct? You can spot-check font sizes by using the Touch-Up Text tool in a full version of Acrobat (not Reader). We expect that font sizes will vary slightly between files—it is fine for 10-point text to be 9.87 in one file and 10.02 in another file, for example. Font sizes must be within 0.25 points of what is required: 10-point text, 9-point footnotes and references, 12-point bold main headings, and 11-point italic subsection headings.
    (10) In the references section, are all (or almost all) authors listed with full first names rather than first initials?
    If the answer to any of these questions is no, the author must fix the formatting and provide a new PDF file. If an author is unwilling to do the formatting correctly in a reasonable amount of time, their paper cannot be published.
    Never accept a Word file or make a PDF file for an author under any circumstances. We cannot say this strongly enough.
    Do not proofread or copy edit the papers.
  5. Check the PDF file to make sure it is searchable. Open the 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, tell the author to create a new PDF file using a different method than the one that they used before.
  6. After the author has provided a PDF file with no formatting problems, collect a printout of the final PDF file checked and signed by the author. The complete printout MUST be from the final PDF file and MUST be checked and signed by the author. Do not send us any other printout.
  7. Write and format an introduction or preface to the proceedings. Use the same formatting as any paper in the proceedings, following the author style sheet.
  8. Compare the PDF file to the printout supplied by the author, 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. If something is different, tell the author to supply a new PDF file AND a new signed printout. The printout must always be printed from the latest PDF file.
  9. Prepare an unformatted table of contents, setting an order for the papers. You will send us the table of contents both as an electronic file (text or Word, not PDF) and as a printout.
    If you are organizing the papers thematically, we recommend including concise section headings in the table of contents. Another common option is to put the keynotes and plenaries at the beginning of the volume, followed by the rest of the papers in alphabetical order by first author. Whatever you choose, check the table of contents carefully before sending it to us. We cannot easily change the order of papers once we begin our production work.
  10. Create a single file containing all of the abstracts in the same order as the TOC. After you have collected all of the abstracts into a single file, proofread that file and make corrections where needed. You will send us the abstracts both as an electronic file (text or Word, not PDF) and as a printout. Author contact information (and any other information that authors included in their separate abstract files) should be in that single file along with the abstracts.
  11. Send the entire proceedings in a single package to Cascadilla Proceedings Project. This package must include:
    (1) A complete printout of every paper. Every printout you send us must be printed by the author, checked by the author, and signed by the author.
    (2) Signed publication rights forms for every author of every paper.
    (3) Printouts of the abstracts and the table of contents.
    (4) A cover letter including contact info for each editor, the title of the volume, and the exact way you want the editors' names listed on the volume.
    (5) A contract signed by all editors, accompanied by payment of applicable article processing charges. Editors may sign separate copies of the contract.
    (6) A CD containing all of the final papers in PDF format as supplied by the authors, the table of contents, the abstracts, and an e-mail address for every author. Every PDF file you send us must be created by that paper's author, not by the volume editor.
    Send the package 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. Before you ship everything, make a photocopy of the final printouts and the signed rights forms—this can save a lot of work in the rare case that the package is lost or destroyed in transit.