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Step 3. Submitting the Volume3.2 Uploading Files to the ASPCS Server 3.3 Compiling on ASPCS Server and Submission 3.6 Sending the Manuscript to the Printer
3.1 Submission Form When you are about ready to submit your volume (within about one week), please email the completed Submission Form (below) to aspcs@aspbooks.org. The Submission Form allows the ASPCS staff to set up the user account and password you will need to login to the ASPCS linux server, load the volume files, and compile them on the server. The Submission Form is available in the following formats:
3.2 Uploading Files to the ASPCS Server After successfully compiling and reviewing your manuscript locally, please upload all source files to the ASPCS linux server and recompile the manuscript there using the username and password you received from the ASPCS Publication Manager. Make sure you upload all files for the manuscript, figures, and photos (.tex, .eps, .ps, .jpeg, etc.). Please don't upload temporary LaTeX files or any modified style files. They will be replaced with standard ASPCS versions on the server. You don't need to upload the final .pdf of the entire manuscript because it will be regenerated on the server as part of the submission process. We recommend compressing them into a .zip or .tgz archive file for upload. There are two options for uploading files. The simplest way is to compile the files into a single archive file and use the web interface to upload them to the server by going to http://linux.aspbooks.org/upload/. When prompted to login use the username and password given to you by ASPCS. When the web page loads you will see a "Browse" button. Click the button, and a window will open prompting you to select a file to upload. Select your file(s) and click "OK". You are now ready to upload the file. Click the "Upload File" button. This will begin the upload process. This may take several minutes or more to finish. You will need to notify the Publication Manager when the upload is complete to have the files moved to the editor's working directory, unpacked, and committed to Subversion (our version control software, described in more detail below). The working directory is the one you will be in by default when you login to the linux server, as described below. Please retain the subdirectory structure in the archive file so that unpacking is straight-forward. Note that there is a 100 MB file size limit; if your volume exceeds that limit, you will need to create multiple .zip files before uploading. The second way you can upload files is via traditional ssh or sftp to the editor's working directory. If you are familiar with ssh or sftp, you may upload your files, unpack them, and confirm that they are all in place before notifying the Publication Manager that the files are in place and ready to commit to Subversion. Additional details on how to login to the linux server and compile the manuscript can be found here. When you log in, you will be in the editor's working directory by default. After the files are uploaded and committed to the Subversion repository, a working copy will be found in the editor's working directory. This will be the master copy, and any further changes by authors or editors will need to be made on the linux server and periodically committed to Subversion. Please notify the Publication Manager whenever you are working on the manuscript to avoid conflicts. The Subversion system is designed to help resolve conflicts, but the fewer there are to resolve, the easier everyone's job will be. Editors are not required to learn to use Subversion. The Publication Manager will commit changes to Subversion when the editors request it, or any time she makes changes herself. However, you are welcome to learn how to use Subversion and use it to check out files to your own computer, if you wish. You may also work remotely in the editor's working directory. If you make changes on your local computer, be sure to upload them to the ASPCS server working directory and commit the changes to Subversion (or have the Publication Manager do so). For more information on how Subversion works, and what commands you might want to use, please see our detailed Subversion Information web page. Once the manuscript compiles correctly on the ASPCS linux server, using the standard version of the latex style file, the editor will notify the Publication Manager that the submission process is complete. The volume is not considered to have been submitted until it compiles correctly without errors. The Publication Manager will then assign a volume number, copyright date, LCCN, and ISBN numbers. Hard copies of manuscripts are not accepted, and should not be sent. 3.3 Compiling on the ASPCS Server and Submission Instructions for using the server and recompiling your volume, including specific commands to use, may be found at http://linux.aspbooks.org/connect.php. Once you have compiled the volume on the ASPCS server, please review it carefully, one page at a time, to look for items that may have changed when compiling on the linux server. If you have questions or if problems arise, please notify the Publication Manger. If the volume compiles correctly and no errors are found, please notify the Publication Manger that the manuscript is ready for the next step, the aesthetic review. Your manuscript has now been successfully submitted. 3.4 Aesthetic Review Upon notification that the manuscript has been successfully submitted and is ready for review, we will run a "Preflight Report" to determine if the PDF will have problems when sent to the printer. The types of problems identified during Preflight include image resolution, hairlines, font issues, color space issues, etc. We will also inspect the manuscript for aesthetic problems. We do not proofread the entire volume for typos or other corrections; we only check the overall aesthetics of the manuscript, checking items such as margins, running heads, table of contents layout, consistency of author and title names, pagination, image quality, etc. Following the ASP’s aesthetic review, editors are responsible for correcting any problems found in the review process. Corrections may be made by using Subversion to check out the files either to your local computer or to the working copy on our server. If the editor needs help making corrections, the editor may request that we make the changes at a rate of $35.00 per hour. Depending on ASPCS staff availability, having our staff make corrections can delay publication, so this should be considered a last resort for getting problems fixed. Subversion is used to track changes and resolve conflicts that may arise. However, it still requires human intervention to decide which changes to apply when conflicting versions arise due to editors and ASPCS staff making changes at the same time. It is therefore critical that editors notify the Publication Manger when actively editing the volume, either on the ASPCS server on on your local machine. 3.5 Final Review Once the aesthetic review corrections have been made the editor will compile the volume again on the ASPCS server and review each page of the latest PDF file to make sure everything is exactly as it should be. The editor then notifies the Publication Manager that the manuscript is ready. ASPCS staff will make any final corrections they feel are needed, and the editor and co-editors will have one final opportunity to make any editorial changes before the manuscript is sent to the printers. Once the manuscript goes to the printer for proofs, any further editorial corrections will be billed $50 each. (See Overview of the Publishing Process for further information on stages of publishing and related costs).3.6 Sending the Manuscript to the Printer Once the editors have made their final review, the Publication Manager will send it to the printer. An electronic proof in PDF format is typically returned from the printer within two weeks. Go to Step 4: Proof Stage. |