You are probably keen to get your manuscript published as quickly as possible. IIAS' publishing partners are keen to publish books as economically as possible. Happily, both aims can be achieved by the submission of a well-polished manuscript that does not require extra-ordinary efforts or throw up time-consuming questions. In this guide, we aim to set out clearly and concisely how you can best prepare your manuscript for the IIAS / ICAS Publications Series so as to achieve a speedy and problem-free publication process.
If submitting a draft manuscript for peer review, please send a Word-file by email, double-spaced and with page margins of no less than 3 cm on all sides.
If submitting a final manuscript for editing or typesetting, please send the file by email. You can submit your text file in any generally used word-processing programme.
When it comes to formatting your text, simplicity is the watchword. Your file will be converted into a dedicated typesetting programme and in this process most sophisticated formatting will be lost. If you want to achieve a particular page layout, please explain your wishes in an accompanying letter.
You should also ensure that your lay-out is consistent so that it is easy for the typesetters to see what you want. Thus, keep the style of your various levels of headings the same throughout the manuscript, be consistent in your use of indentation and of blank lines to separate text elements, etc. It doesn’t matter whether you mark, say, your chapter headings with bold or with caps or with both, just so long as you are consistent.
Elements of a book
There are a few pages that the typesetter will insert, such as the copyright page, but the rest of the elements are up to you. Few books include every single element below, but please ensure that those elements you do include are in the correct order as shown below. Elements that must be included are marked with an asterisk.
*Title page (title, subtitle, author name)
*Table of contents
List of tables and/or maps
List of figures and/or illustrations
Foreword (written by someone other than the author)
Preface (by the author)
*Main text, including notes if using chapter notes
* Notes if using end-of-book notes
* Index (NB: to be prepared after typesetting)
* Short biographical note about the author(s)
As with the formatting, consistency is the most important quality. It is not important to us whether you prefer to talk about east-west or East-West relations, U.S. or US attitudes, events during 1937-9 or 1937-1939, the 12 or the twelve largest ethnic groups, etc.
But we do care about consistence in these things. Which should not be a problem for monograph authors, but which does require editors of contributed volumes to make clear their preferences to all contributors and to enforce their style decisions.
Short quotations should be incorporated in the text, surrounded by quotation marks and with the source in brackets after the quotation. Longer quotations (over three lines) should appear in a separate, indented paragraph with the source on a line after the quotation.
Spelling and punctuation
We prefer British English spelling to American English spelling, and modern British English punctuation. If in doubt, please refer to the Oxford Dictionary for Writers and Editors.
Tables, maps and illustrations
Since, as we have explained, all sophisticated formatting is lost before the typesetters start their work, tables are ruined in this process. So it is best to provide all tables and accompanying legends in separate files and mark the main text TABLE X.X NEAR HERE.
Maps and illustrations should be supplied either as good quality original hardcopies with map/illustration number indicated on the back (use a post-it if you are worried about damaging the original) or as high-quality scans at full size and minimum 300 dpi. Their location, too, should be marked MAP X.X NEAR HERE in the text. Map and illustration legends should be supplied in a separate file.
Figures (graphs, diagrams, maps): Do not send them as Word files. Better: high res eps, tif or excel files.
Notes and bibliography
Do not use footnotes as they too can be lost during conversion to the typesetting programme. Instead, place all notes either at the end of each chapter, or together at the end of the full text. If taking the latter option, it is helpful for readers if you restart note numbering at the beginning of each chapter.
Index a word:
1. Select the word
2. Press: Alt-Shift-X
A pop-up window will appear: Mark Index Entry.
The word is selected as Main Entry.
3. For a Subentry for words that are formed with ‘Chassé’ fill in the appropriate word (here Chassé-).
4. For a third level of inexation, add a colon (:) after the word on the Subentry level
5. For Cross-reference type after See the appropriate Cross-reference
6. To finalize the indexation, select Mark. If you wish to index this word through the whole document, please select Mark all.
IIAS Publications Series: We always aim to include an illustration on the front cover as that makes for the most attractive cover. If your book is illustrated, we can use one of the images from your manuscript, but if the book is not illustrated it would be very helpful if you can provide a few images for the cover designer to choose from.
The ICAS Publications Series has a standard cover. Please see our website for examples of the cover of an edited volume and a monograph.
Before you submit your manuscript, you must make sure that you have obtained all necessary permissions to reproduce illustrations and other copyrighted material. Leaving this essential task for a later stage can seriously delay the publication process.
It is also your responsibility to ensure that all quotations are 100% correct, and are correctly attributed.
Furthermore, neither IIAS nor the publishing partner will be held responsible in the unlikely event that a libel or defamation complaint arises from the book. The text content is entirely your responsibility.
Lastly, please make every effort to ensure that your manuscript is completely free of typos and other errors. The proofing process is intended only for the correction of typesetting errors and is not meant as an opportunity for you to correct your own errors or add to or update the text.
Text files shall be stored in the following format:
Graphics (black and white) shall be stored in:
- Graphics Interchange Format (*.gif), or
- Computer Graphics Metaformat (*.cgm)
Tables shall be stored in:
- MS Excel (*.xls), or
Figures (graphs, diagrams, maps):
- Do not send them as Word files. Better: high res eps, tif or excel files.
Raw data shall be stored in:
- SPSS 5.0 or higher (*.saf, *.sps)
Compressed files shall be stored in:
Please note that when you use specific fonts (diacritics, Arabic, Chinese, ect.), inform us which fonts you have used and send a pdf-file along with the Word document.
- Use British spelling, with -ise as preferred style; default to Oxford English Dictionary.
- In general, italicise foreign words, including Latin phrases, only if they do not appear in Oxford English Dictionary.Specific note: spell as ‘policymaker’ and ‘policymaking’.
- Use single quotation marks (‘...’); use only double quotation marks (“...”) for quotes within quotes.
- Dates should be written 3 August 2004, and decades as the Seventies or 1970s without an apostrophe.
- Abbreviations consisting of capital initial letters don’t have full stops (ICAS, EU).
- Do not use commas after abbreviations i.e. and e.g.
- Numbers one to twenty are expressed in words, but 21 upward appear in figures, unless used in general terms (‘about a thousand people’); use a comma in thousands and larger numbers (8,792) and use a point in decimals (8,792.3).
- Do not shorten inclusive numbers, but write these in full (not 21-4 or 130-3, but 21-24 or 130-133).
- Chapters should be numbered (1, 2, 3...), but sub-headings not necessarily; number first-level subtitles 1.1, 1.2, second-level subtitles 1.1.1, 1.1.2 and third-level subtitles 18.104.22.168, 22.214.171.124; numbers do not end with a full stop.
- Use endnotes. See section Notes and Bibliography for further information.
- Tables in text documents should be made with the table function. Do NOT use tabs and spaces for table layout.
- Tables and figures should be numbered per chapter (Table 2.1, Table 2.2; Figure 2.1, Figure 2.2).
- In text, per cent should be spelt out and the number should appear in figures (5 per cent, 68 per cent); use the % symbol only in tables.
- Use italics for emphasis, titles of books (etc.), no bold nor underlining.
- Headings, sub-headings, table headings and figure captions should not have full stops.
- Initial capitals are used to distinguish the specific from the general (‘she is Professor of Sociology at the Universiteit van Amsterdam’, but ‘she is a professor at a university’); do not use (unnecessary) initial capitals in references, sub-headings, table headings and figure captions.
- Parentheses – ( ) – are used for simple interpolations, and square brackets – [ ] – for editorial notes or interpolations in quotations.
- Literature references appear within the text according to the author-date system (see next section).
References and bibliography: the author-date system
- The author-date system gives the author’s surname and year of publication in the text and the full reference in a bibliography at the end of the book.
- The author’s name, date of publication and (if one is needed) page referenceare given in parenthesis, i.e. (Light 1972), (Light 1977: 468).
- If the author’s name forms part of the sentence it is not necessary to repeat it in the reference, i.e. ‘according to Light (1977: 468)’.
- If the author published two or more works in one year, these are labelled 1977a, 1979b, etc.; if more than one is included in one reference write: 1977a,b.
- Works with two authors should give both names, i.e. (Light & Gold 2000); use consequently the & sign instead of ‘and’, ‘und’, ‘et’, etc.
- Works with three or more authors should give all the names in the first reference but may afterwards be shortened to et al. (no italics), i.e. (Light, Bernard & Kim 1999), (Light et al. 1999).
- The list of referencesappears at the end of the book, in alphabetical order.
- Where there are several works cited for one author, cite single-authored works first in chronological order [OK to spell out first name of author as well]:
Light, I. (1972), ....
Light, I. (1977), ....
- Works written by the same author plus one other person should be listed next, in alphabetical order of their second authors, and then chronologically:
Light, I. & S. Gold (2000), ...
Light, I. & S. Karageorgis (1994), ...
Light, I. & S. Karageorgis (1997), ...
- Works written by the same author plus several other persons should be listed, but in chronological, not alphabetical order (as the co-authors’ names may not be present in the text reference):
Light, I., J. Im & Z. Deng (1991), ...
Light, I. R. Bernard & R. Kim (1999), ...
- The different kinds of work in the bibliography have the following formats:
Light, I. (1972), Ethnic enterprise in America. Berkeley: University of California Press.
Light, I. & S. Gold (2000), Ethnic economies. New York: Academic Press.
Palmer, H. (ed.) (1975), Immigration and the rise of multiculturalism. Toronto: Copp Clark Publishing.
Smelser, N.J. & R. Swedberg (eds.) (1994), The handbook of economic sociology. Princeton/New York: Princeton University Press/Russel Sage.
- Contributions to edited works:
Castles, S. (1997), ‘Multicultural citizenship. The Australian experience’, in V. Bader (ed.), Citizenship and exclusion, 113-138. Houndmills, etc.: Macmillan.
Jahn, A. & T. Straubhaar (1999), ‘A survey of the economics of illegal migration’, in M. Baldwin Edwards & J. Arango (eds.), Immigrants and the informal economy in Southern Europe, 16-42. London: Frank Cass.
Burgers, J. & G. Engbersen (1996), ‘Globalisation, migration, and undocumented immigrants’, New Community 22 (4): 619-635.
Light, I. (1977), ‘The ethnic vice industry, 1880-1944’, American Sociological Review 42: 464-479.
Liempt, I. van (2003), ‘Towards a typology of smuggling operations’, paper presented at the workshop ‘New insights into human smuggling into Europe’ at the Eighth International Metropolis Conference, Vienna, 15 September 2003.
ABS (Australian Bureau of Statistics) (2000), Australia now. A statistical profile. www.abs.gov.au.