A. Publishing with the ASP
1. Invitation to
Publish
2. Editor and Publisher
Requirements
2.1 Editor's Duties
2.2 Publisher's
Duties
3. Expected Deadlines and
Time Frames
4.
Refereeing
5. Costs and
Invoicing
5.1 Cost of
Publishing
5.2 Page
Limitations
5.3 Optional
Services
5.4 Shipping
Costs
5.5 Invoicing
5.6 Methods of Covering
Costs
6.
Copyright
7. Advertisement of
Volume
8. e-Book Website:
www.aspbooks.org
9.
ADS
10. Application to
Publish
11. Contact
Us
1. Invitation to
Publish
Dear Editor:
We would like to encourage you to publish the proceedings of your
conference in the Astronomical Society of the Pacific Conference Series (ASPCS).
The ASP is a non-profit organization dedicated to disseminating astronomical
information. The ASPCS is the largest book publication series in the world
dedicated entirely to publishing the proceedings from astronomical conferences.
By publishing with us you benefit from the following:
- Access to the major astronomical departments in the world. Virtually all
have subscriptions with us.
- Publishing on our electronic site shortly after the final manuscript
draft has been approved. This is typically months in advance of the printed
volume. We encourage you to visit our web site at www.aspbooks.org and examine it.
- Combining your research with the publications of major conferences all
over the world. Your research will be easy for others to locate, especially
the younger astronomers who often use our volumes to learn about the latest
developments in their field.
- Competitive pricing. As a non-profit organization, our prices both to
conference attendees, individuals, and libraries are substantially lower than
other book publishers.
- A permanent record of your proceedings both in hardcopy and electronic
form. We additionally submit all pertinent bibliographic information to ADS,
linking your proceedings with other astronomical research.
In addition to the above items, the ASPCS has on-line templates and
instructions in place to help editors with the task of compiling a
volume and reduce the time from conference to publication. See http://www.aspbooks.org/instr_temp_mac/.
You may obtain an application form from this website at http://www.aspbooks.org/publishing_with_asp/#10
and email it to aspcs@aspbooks.org.
We wish you the very best in organizing your conference and in all that you
do.
Sincerely,
J. Ward Moody
ASPCS Managing Editor
j.ward@aspbooks.org
2. Editor and Publisher
Requirements
To determine what is required when publishing with the ASP, please review
information about editor and publisher responsibilities outlined in our
contract:
2.1 Editor's
Duties
2.2 Publisher's Duties
3. Expected Deadlines and
Time Frames
The electronically compiled manuscript should be submitted to the
publisher preferably within 4 months and no later than 6 months after the
conclusion of the conference. Publishing costs change with time. If no
manuscript has been submitted to the publisher within 6 months after the
conclusion of the conference, the pricing structure may be revised at the
discretion of the publisher.
A brief estimated time frame for publishing a volume is provided
below. The length of time from submission to print may vary depending on the
quality of the manuscript when submitted. For more detail, see the Overview of the Publishing
Process or the pages regarding the individual steps for each phase of
publishing: page.
4.
Refereeing
The ASP Conference Series does not referee conference proceedings. If editors
desire to have their volume refereed, they make those arrangements.
5. Costs and
Invoicing
As a non-profit organization our mission is to help disseminate the
proceedings from astronomically significant conferences at the lowest possible
cost. The following information will help you arrive at a cost estimate for
publishing with the ASP Conference Series.
5.1 Cost of
Publishing. A basic formula editors may use to
determine publishing costs is $55.00 per book + optional
services + shipping costs. Estimate how many participants will
be purchasing volumes, and from that you can estimate how many pages the
volume may be and still remain at a price of $55.00, the discounted rate given
to participants. Please see Page Limitations below.
If your conference is unable to meet these requirements, it is possible to
publish your volume as long as we can negotiate a way to meet our publishing
costs. If that is the case, please contact our managing editor directly at j.ward@aspbooks.org.
5.2 Page Limitations.
The price of $55.00 per book is based upon the following formula:
70 to100 books = 450 pages maximum
101 to 150 books = 600 pages
maximum
151 to 200 books = 750 pages maximum
over 200 books = 850
pages maximum
Additional pages in excess of the maximum may be purchased at a
rate of $12.00 per page. For example, for an order of 70 books with 500 pages,
the cost would be calculated as follows: (70 books × $55.00 per book) + (50
additional pages × $12.00 per page) = $3850 base cost + $600 additional pages
= $4450. The additional charges can be covered in various ways or passed on to
the participants ($4450 ÷ 70 books = $63.57 per book).
Arrangements for a larger maximum number of pages, purchasing fewer
than 70 copies, or a different pricing structure in general may be negotiated
between the editors and publisher.
5.3 Optional
Services. In addition to the base cost, the following
optional services are available:
5.3.1 Color Cover. A color image on
the front cover may be purchased at a cost of $1,000.00.
5.3.2 Color Figures. Color figures
may be purchased at a cost of $975.00 for the first page and $500.00 per
page for each additional page thereafter.
5.3.3 CD-ROMs. Editors who wish to
have CD-ROMs placed inside their volume must arrange for them to be
manufactured, placed in self-adhesive envelopes, and shipped to the printer,
whose address can be obtained from the publisher. The printer will insert
CD-ROMs by hand into the books at a cost of $2.00 per volume. CD-ROMs must
be provided for the entire printing order, which is normally about 400
volumes.
5.3.4 Technical Assistance. Basic
technical help is provided free of charge. More extensive technical and
editorial help is available at the rate of $35.00 per hour. See more
information in our Contract
or in the Application to
Publish. Our printer can also provide assistance, if necessary, for
$70.00 per hour.
5.4 Shipping
Costs. Shipping costs vary widely based on location and
method. The editors will determine the method of shipping volumes and collect
the sum for shipping and handling from each contributor and/or participant at
the rates given on the current shipping addendum.
5.5 Invoicing.
Unless otherwise requested, the ASP invoices for volumes when the manuscript
is sent to the printer. The editors will be responsible for all the monies
owed and will ensure payment is forwarded to publisher within thirty (30) days
of the volumes being shipped. Billing will reflect the number of books ordered
by editors for themselves and conference participants, although the ASP will
print up to 400 copies of the volume to ship to libraries and vendors with
standing orders as well as individuals who purchase the book.
Payment may be made in advance if desired, especially when
fluctuating currency rates are a concern and it is advantageous to lock in the
price at the time of the conference or when fiscal year-end constraints make
prepayment desirable. Payment options include payment by check, wire transfer
or credit card. For more detailed information on payment options, please see
Part B. Section 5.4.
5.6 Methods of Covering
Costs. Conference Series books are typically paid for through
the registration fees of the conference participants. Various other sources
may also provide funding options.
5.6.1 Grants. The NSF is very
supportive of conferences and published proceedings. We recommend all
interested parties ask the NSF officer over their discipline if money for
proceedings is available. Travel grants may also be an option.
5.6.2 Institutions. Two
institutional funding options may be pursued: a) funding from the
institution who is sponsoring the meeting, paying either the total or
partial cost for all participants; or b) funding from a participant's
institution, paying for the participant's trip and his or her book.
5.6.3 Sponsoring Organizations.
Many organizations such as NASA, ESO, NOAO, NRAO, LANL, JMMC, ASHRA/CNRS,
PNPS/CNRS, etc., may sponsor and have available money for scientific
proceedings.
5.6.4 Committees. The Organizing
Committee may select a funding comittee to help obtain extra funds.
Applications would then be accepted, reviewed, and some participants
selected to be given a grant.
5.6.5 Participants. Most often the
participant pays for the conference proceedings himself/herself, either
through the registration fees of the conference, which includes the cost of
the proceedings, or a separate item added onto the registration
fees.
6.
Copyright
As do all publishers, the Astronomical Society of the Pacific
Conference Series holds a copyright on every volume published in its series
(See The
Chicago Manual of Style, paragraph 4.13.). The copyright
position of the ASP is that abstracts may be placed on the Internet, but entire
volumes may not be posted on the Internet for a period of three years, at which
time they will become public domain. The author's work is his or her own and
will remain so. Individual authors' papers may be reproduced elsewhere, however
permission must be obtained from the ASP if published verbatim. If you have
concerns with this copyright policy, please contact our managing editor at j.ward@aspbooks.org.
Our copyright form is available on the Author's Information
page of this website.
7. Advertisement of
Volume
The ASP Conference Series is a subsidiary of the Astronomical Society
of the Pacific, an international nonprofit scientific and education organization
founded in 1889 that works to increase the understanding and appreciation of
astronomy. Forthcoming meetings and current volumes are listed on the ASP's
website at http://www.astrosociety.org. We list meetings as
forthcoming when we receive a signed contract from the editor(s). Printed
volumes are available to purchase through the ASP's AstroShop and are advertised regularly wth all ASP
products. Additionally, many libraries and institutions have standing orders to
purchase all volumes in the ASP Conference Series, and we will continue to
market to other institutions.
8. e-Book Web Site:
www.aspbooks.org
All ASP Conference Series volumes are now available online. We will post and
maintain an electronic version of your volume on the web
site. After three (3) years or it is considered public domain and the
full text will also be available on ADS. Access to the electronic version of the
volume will be given to conference participants, libraries with subscriptions,
and others who purchase a printed volume. Online access to the complete volume,
including PDF versions of each paper, is provided free of charge with the
purchase of the printed volume. However, the table of contents and abstracts of
all ASP Conference Series volumes are freely available to all, without the
purchase of the volume.
9.
ADS
As a part of our services, we will submit the volume abstracts to the
Astrophysical Data Systems
(ADS), including all papers, authors, abstracts and references as well
as links to the volume and papers on the www.aspbooks.org website. After three
years, the volume will become public domain and will be posted on the ADS.
10. Application to
Publish
Click one of the following links to view, download or print the
Application to Publish:
-
-
.doc Microsoft Word format
-
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11. Contact
Us
For further information or questions about publishing with the ASP Conference
Series, contact:
J. W. Moody, Managing Editor, j.ward@aspbooks.org
Cindy Moody,
Editorial Assistant, cindy@aspbooks.org
Lisa B. Roper,
Publication Manager, lisa@aspbooks.org
Jared Bellows,
Technical Consultant/Web Developer, jared@aspbooks.org
Jeremy C.
Roper, e-Books Specialist, jeremy@aspbooks.org
T. J.
Mahoney, Macros Developer & LaTeX Consultant (Spain), tjm@iac.es
Astronomical Society of the Pacific (ASP)
ASP Conference Series
Room
C454ESC — PO Box 4666
Brigham Young University
Provo, UT 84602-4666
USA
Phone: 801-422-2111
Fax: 801-422-0553
E-mail: aspcs@aspbooks.org
