IÖR Schriften – Guidelines for Authors

IÖR Schriften is a series of publications for well-founded scientific studies. The monographs or multi-author works are edited by the IOER and published by the Rhombos-Verlag Berlin.

IÖR Schriften Volume
IÖR Schriften volume

Production of IÖR Schriften (Workflow)

1. Application for Publication in IÖR Schriften

Procedure:
1. The author completes part 1 of the application form (see 1.1),
2. BI saves the application under F:\COMMON\DTP\IÖR Schriften\given volume\1_AUTOR, and physically in the BI file kept by Sabine Witschas with a copy in the volume file kept by Natalija Leutert or Margitta Wahl.
3. The decision on acceptance is made within four weeks by the director (previously by the editorial advisory board),
4. The author is informed by the director/supervisor/BI.

1.1 Part A Content/Addressees

IOER author questionnaire for IÖR Schriften Part A Content/Addressees (link to Word file)
IOER author questionnaire for IÖR Schriften Part A Content/Addressees (link to Word file)

Authors wishing to publish their manuscript in the IÖR Schriften series should complete the "author questionnaire" as soon as possible.
In Part A we request information on content and addressees to assist
- the decision on acceptance of the manuscript for publication in the series, and
- the later marketing of the volume.

The questionnaire is available at
F:\WISS_INFRASTRUKTUR\PUBLIKATIONEN_generell\IÖR Schriften\allg Vorgehen\
1A_AuthorsQuestionnaire_ IÖRSchrift_ContentAddressees_en.doc  
(Link fileadmin/internet/IOER_schriften/Autorenhinweise/1A_AuthorsQuestionnaire_IOERSchrift_ContentAddressees_en.docto questionnaire part A)

1.2 Part B Workflow

IÖR author questionnaire for IÖR Schriften Part B Workflow (link to Word file)
IÖR author questionnaire for IÖR Schriften Part B Workflow (link to Word file)

Part B provides information on technical procedures, documents, and responsibilities.

The author questionnaire is available at
F:\WISS_INFRASTRUKTUR\PUBLIKATIONEN_generell\IÖR Schriften\allg Vorgehen\ 1B_AuthorsQuestionnaire_ IOERSchrift_workflow_en.doc 
(Link to questionnaire part B)

2. Preparing the Manuscript

IÖR Schriften in the Corporate Design Manual
IÖR Schriften in the Corporate Design Manual

Normally the IOER DTP experts apply Adobe InDesign to finalize the manuscript using the authors texts and figures and adding necessary complementary book elements.

Special case: DISSERTATION manuscripts
These authors have to deliver ready-to-print manuscripts including font sizes, line spacing and general layout appropriate for a B5 publication. You may use this MS Word-template (download), dissertation "A4 to B5" , Arial.
MS Word-Template 2015 for universal accessible documents "A4 für B5"
(this template contains macros, please save before you start working with MS Word, and please make use of the given  styles and quick parts; contact Fr. Wahl, Fr. Witschas)

Special case: contribution to a multi-author work
Authors may use this MS Word-template (download)
MS Word-Template 2015 for universal accessible documents
(this template contains macros, please save before you start working with MS Word, and please make use of the given  styles and quick parts; contact Fr. Leutert, Fr. Wahl, Fr. Witschas).

For any questions please contact the BI colleagues S. Witschas, N. Leutert, M. Wahl.
[F:\WISS_INFRASTRUKTUR\PUBLIKATIONEN_generell\IÖR Schriften\Text_Vorlagen]

Our template files (Word and InDesign) implement IÖR corporate design. Experience has shown that constant adjustments have to be made.

Guidelines for authors:
Main chapters (1, 2, 3, 4, etc.) should always begin on a recto (odd-numbered) page.
Headings are left-justified and have no breaks (hyphenless).
Text: no manual hyphenation, full justification, accentuation within the text by bold or italic typefont (no underlining),
Citation has to be correct and consequent (example)
Illustrations are to be positioned in the text but also supplied as separate files (separate files are not necessary in case of DISSERTATIONS)
Size for upright format illustrations: max. 12.5 cm x 17.5 cm,
Size for horizontal format illustrations: max. 18.5 cm x 11.5 cm,
(type area: 12.5 cm x 18.5 cm, allow for caption)
Resolution min.: 600 dpi (photos 300 dpi),
Colour space RGB,
Colour figures cost: about 20 ct per page x number of copies (20 pages with colour figures and 100 copies cause a 400 Euro higher print price)
File format: preferably TIFF, JPG, EPS
- Consistently state sources, copyright info.
- Illustration frames and table lines preferably 0.25 pt,
- Where possible use IOER corporate design

Instructions from Rhombos Verlag:
- For the sake of uniformity footnotes should be justified
- Avoid "widows" and "orphans" ("paragraph control"),
- Where necessary provide illustrations with separate frame (contour width 0.25),
- Where necessary group illustration with logo

3. DTP

The typographical preparation of manuscripts for submission to the publishers is the responsibility of Natalija Leutert and Margitta Wahl (BI-DTP). From Word files they produce an InDesign document in the book format B5 (168 mm x 240 mm with the IOER house font Syntax). Under appropriate circumstances, dissertations can exceptionally be finished as Word files.

All elements of the book are saved electronically under F:\COMMON\DTP\IÖR Schriften\given volume .
For the completed and printed-out components of the book, and the later approval and permissions forms, a physical "volume file" is set up and kept by the responsible DTP expert (Leutert or Wahl) and stored for about 5 years.

3.1 Cover – Front

IÖR Schriften front cover
IÖR Schriften front cover

A suitable illustration is required for the cover:
600 dpi, 90 mm wide, 58 mm high, CMYK, preferably TIF or EPS,
Copyrights and sources must be stated.

- Author selects,
- editorial board/director decide,
- BI processes the picture where necessary.

The cover must also state the author, the title of the publication, and the volume number.

3.2 Cover – Back

IÖR Schriften back cover
IÖR Schriften back cover

The back cover text is provided by the author in the author questionnaire part B (see 1.2), saved under F:\COMMON\DTP\IÖR Schriften\given volume\1_AUTOR.

Size: about 200 words (1,700 characters with spaces);
for dissertations an additional 70 words or so for an English abstract.
(Examples see PDFs in IOER Internet)

The text can also be saved separately under F:\COMMON\DTP\IÖR Schriften\given volume\2_TEXT\_Rückseitentext. It is sent together with the cover photo to the Rhombos Verlag, which finishes the book cover as an InDesign file.

The ISBN is supplied by the publisher and appears on the spine of the book and in the half-title.

3.3 Half-Title

IÖR Schriften half-title (part)
IÖR Schriften half-title (part)

There are templates for the half-title (imprint, etc.), which the BI staff adapt to the given volume. In the case of dissertations, a note is sometimes added: e.g. “Zugl.: Dresden, Techn. Univ., Diss., 2010“

F:\COMMON\DTP\IÖR Schriften\given volume\2_TEXT\_Schmutztitel

3.4 Foreword

IÖR Schriften Foreword
IÖR Schriften Foreword

The author or competent editor at the IOER is responsible for the foreword.

The text is saved under F:\COMMON\DTP\IÖR Schriften\given volume\2_TEXT\_Vorwort.

3.5 Table of Contents

IÖR Schriften table of contents (part)
IÖR Schriften table of contents (part)

The table of contents lists all parts of the book. Only rarely is it divided into an overview of content and a detailed table of contents.

3.6 Text Proper

Text proper
Lists (references, illustrations, table, abbreviations)
Manuscript Production see 2.

3.7 Author's CV

Curriculum vitae (author)
Curriculum vitae (author)

A short text on the author's personal background is an integral part of a monograph/dissertation. This text is already contained in the author questionnaire and is saved under F:\COMMON\DTP\IÖR Schriften\given volume\2_TEXT\_Lebenslauf_Autor.

Length: about 50 words (for examples see PDF‘s im Internet)
with photo if desired, ca. 40 mm wide, 50 mm long, 600 dpi, CMYK, preferably TIF.

3.8 List of IÖR Schriften

Current list of IÖR Schriften publications
Current list of IÖR Schriften publications

This list of about 10 recent volumes of IÖR Schriften (with address for ordering) is drawn up and updated by Natalija Leutert and Margitta Wahl (BI).

F:\COMMON\DTP\IÖR Schriften\given volume\2_TEXT\_IOER_Schriftenliste

4. Approval and Permissions

Before being delivered to the printer, approval and permission for publication must be obtained:

4.1 Approval in the IOER (Quality Management)

Approval in the IOER (quality management)
Approval in the IOER (quality management)

The approval procedure within the IOER is an element in quality management. Being publications of the institute, IÖR Schriften titles require internal assessment (“internal peer review” in accordance with the IOER publication strategy p. 3 - Link to IOER intranet (only internal access): www.intranet-ioer.de/index.php.

The composed book manuscript is therefore given to the author to initiate the approval procedure. Particularly in the case of multi-author books, this can proceed chapter by chapter and in the case of external authors can be linked to permissions procedure (see 4.2).

On the approval form (quality management) signatories confirm that the book manuscript submitted is suitable in content, language, and graphic design to be released for printing:
- Spelling/grammar is checked by the research area offices; in the case of dissertations the author is responsible for checking.
- The content is reviewed by the author and professional superiors (possibly by further special reviewers on the request of the director or the editorial board).
- Final approval is given by the director.

For translation and proofreading in ENGLISH the IOER collaborates with external translators. Commissions can be sent to Silvia Aschrich – also in electronic form – along with the text to be translated, stating the nature of the commission and deadlines. The administration examines the financing possibilities and awards the commission.

The fully completed approval form is a prerequisite for submission to the publisher. The form is filed in the physical Rhombos file (Witschas), and where necessary a scanned copy is saved under F:\COMMON\DTP\IÖR Schriften\jeweiliger Band\4_FREIGABEN.
(Approval form will shortly be available in electronic form)

Apart from the manuscript, the book cover must also be approved (design elements: photo, author, title, ISMB, back-cover text, etc.), initially internally by the IOER then again after completion in the Rhombos Verlag.

4.2 Permission by External Authors (Rights)

Permission by external authors (rights)
Permission by external authors (rights)

We request special permission from authors who are not employed by the IOER to clarify copyrights, licences, and publications rights.
In the case of multi-author works, it is the task of the responsible editor at the IOER to ensure that external authors give their permission for publication of their contributions.

Form general
Form "DFNS-Tagungsband"

The completed forms should be printed out and filed in the Rhombos file (Witschas) and/or in the volume file for approval and permissions. Where necessary, a scanned copy is to be saved under F:\COMMON\DTP\IÖR Schriften\given volumer\4_FREIGABEN.

5. Delivery to Publisher/Printer

The Rhombos Verlag should be informed in due time about the book project.

  1. Request for Offer (example in IOER intranet, only internal access: www.intranet-ioer.de/fileadmin/intranet/A-Z/IOER_Schriften/5_Bitte_um_Angebot.doc)
    Please keep the limited storage capacity in mind in planning the size of the print run:
    + author/editor copies (recommended copy number for dissertation authors: 45 books)
    + IOER needs 40:
    = 25 copies for IOER library (2 + 23 publication exchange) (since 2015)
    + 10 copies for IOER Scientific Advisory Board
    + 1 copy for director
    + some 3 inspection copies  for BI, DTP
    + 1 voucher copy for public relations
  2. The offer of the publisher for printing (incl. publishing services) is confirmed by the administration and the corresponding order placed.
  3. Exchange of information between IOER-Rhombos and ISBN, colour pages (list with page numbers) and cover price of the preceding volume. Colour page costs see above
  4. Submission of the setting copy for the manuscript (from half-title to IÖR Schriften list) as a PDF file. This file is taken from the InDesign file of the manuscript and the other elements of the book in accordance with the following export settings.
  5. The cover is developed by the Rhombos Verlag on the basis of the IOER template in the institute's corporate design, which the publisher receives as a packed InDesign file. For each volume we provide a cover photo, back-cover text, and the other information specific to the volume. This allows the publisher to design the final cover taking due account of the correct spine width. The PDF file of the finished cover has to be approved by the IOER (Witschas).
  6. Before going to press, three specimen copies, so-called reference copies, are produced. The IOER, the Rhombos Verlag, and the printer can thus check the quality of production (approval by the IOER).
  7. The print run is delivered in cartons and distributed as ordered: author*, library, director, BI (DTP, public relations); added to the IOER library collection, and for display in the IOER. *The printer might deliver the external authors' copies directly to his address.
  8. Confirmation of delivery, invoice via administration, settlement of accounts for author copies of dissertions is initiated by the administration.
  9. Supplementary orders can be made to the Rhombos Verlag (4x copies), authors pay producer's cost plus some 4 EURO per copy.

6. Sales (Book Trade, Internet)

IÖR Schriften are published in "hybrid" form: thanks to the Rhombos Verlag, IÖR Schriften are available from bookstores in printed form. "Printing on demand" allows the publisher to react flexibly to demand.
Apart from these chargeable copies, however, freely accessible online versions are provided – albeit only three months after the date of publication. This open access on the IOER website and other document servers such as Qucosa is intended to improve the standing and dissemination of our publications, which ultimately can have a favourable effect on sales figures.

For publication on the Internet, Margitta Wahl produces a special PDF file containing all components of the book (including, e.g., the cover). This file must have suitable setting options: small size, intact links, security settings where appropriate.
Saved under: F:\COMMON\DTP\IÖR Schriften\given volume\6_PDF_Internet
taken over by Albrecht Rostoski (FAUST, f:/Publikationen) and Birgit Kochan (Internet).

IÖR Schriften up to volume 49 are still dispatched by the IOER (Sieglinde Sauer) on request (dispatch).

Books in English language mostly aim at readers abroad. Therefore, they should not be part of the net book agreement ("Buchpreisbindung") This VLB news allows the institute to sell English IÖR Schriften to reduced prices. [9.7.2012]

User/reader:

  • Book buyer (sales figures 2013, 2012).
  • Downloader (Open Acess)
  • Reader in libraries
IÖR Schriften on the IÖR web site
IÖR Schriften on the IÖR web site

7. Advertising

Parallel to the advertising activities undertaken by the publisher, the Rhombos Verlag, the IOER takes steps to publicize IÖR Schriften publications and promote sales.

Measures:

  • Distribution of the advertising flyers (s.  7.1), presentation and retail of books at science events (s. 7.3),
  • Press release,
  • IÖR-Website,
  • Intranet-Aktuelles-page
  • IOER welcome screen
  • ...
  • wide spread email distribution
  • ...
  • Announcement/advertisement in scientific journals
  • Interviews (made available via IOER Youtube Channel)
  • ...

7.1 Individual Volumes

For each volume of the IÖR Schriften, an advertising flyer is prepared (BI: Leutert, Wahl). InDesign templates are available under F:\COMMON\DTP\IÖR Schriften\jeweiliger Band.\7_Werbung

The text on the content of the book used in the flyer (about 90 words, 850 characters with spaces) is a component of the author questionnaire.
(saved under F:\COMMON\DTP\IÖR Schriften\given volume\1_AUTOR)
Approval is required (form see 4.1Hinweise).

The flyers are either
- printed, cut (Busch, BV), dispatched (secretarial offices) or displayed (event organisers) or
- distributed electronically as PDF attachment to an email “Neuerscheinung IÖR Schrift” to potential customers (Vogel, BI) or
- offered on the web site as download (Kochan, BI).

There is an Adobe InDesign template for three flyers on an A4 page (without dividing lines) with the current list of IÖR Schriften overleaf. For efficiency reasons (to save time and paper) this layout is also to be used as PDF file for electronic delivery.

Werbeflyer für IÖR Schriftenband (Vorder- und Rückseite)
Werbeflyer für IÖR Schriftenband (Vorder- und Rückseite)

7.2 IÖR Schriften as Publication Series

The flyer “Publikationsverzeichnis IÖR Schriften” provides information about our authors and how to obtain our publications. The flyer is produced by the IOER (Leutert DTP InDesign under F:\COMMON\DTP\Flyer\Publikationsverzeichnisse_IÖR-Schriften_Texte), Busch (printing, folding)).

IÖR Schriften publication list
IÖR Schriften publication list

7.3 Inspection Copies

Inspection copies of the IOR Schriften volume can be presented at specialist gatherings and on other occasions and sold subject to the provisions on retail price maintenance (Publisher's Agreement Section 10 (2): “The publisher grants the editor ... a temporally, territorially and quantitatively limited right, not to be transferred to a third party without the explicit consent of the publisher, to distribute the work in book form subject to the provisions on retail price maintenance on limited, special occasions (for example trade fairs, seminars, conferences, presentation) for its own account.”)

8. Documentation

All publications (incl. downloads) have to be included in our FAUST data collection system. An input form is to be submitted to Albrecht Rostoski for this purpose.
NOTE: only publications recorded in the FAUST system appear on the IÖR website. Input into FAUST thus also ensures that this information can be searched for (via publication search and on staff pages) on the IOER website.

0. Form for recording publications (DOC 0.02 MB, Wahl)
1. Input into FAUST for IOER controlling (Rockstroh).
2. PDF file saved under F:\PUBLIKATIONEN\iör-schriften (Rockstroh).
3. Placing of the PDF on the IOER website under "IÖR Schriften" www.ioer.de/publikationen-produkte/ioer-schriften/ (Kochan on the basis of new entries in FAUST).
4. NOTE: Birgit Kochan places the PDF on the project or staff pages on the website only on request.

The flyer "Publikationsverzeichnis IÖR Schriften" lists the publications that have already appeared (s. 7.2Hinweise).

9. Storage/Archiving

Owing to our limit storage capacity for books, the print run for IÖR Schriften publications has to be carefully calculated. This comprises the following (see 5Hinweise):

  1. Author copies (less expensive than later in the bookstore)
  2. Copies for IOER library publication exchange (since August 2015 the librarian requires about 27 copies: 2 for the IOER library, 25 for exchange).
  3. Internal voucher and inspection copies for public relations purposes (about 1 copies) and DTP (3 copies), in case of DLGS 1 book for S. Scharfe.
  4. 10 copies are to be planned for the Scientific Advisory Board of the IOER (delivery by BW)

All further copies are to be "printed on demand" for purchase in bookstores at cover price.
The librarian receives 2 copies for the IOER library collection. Additional author copies can at present be supplied only to authors/editors in the IOER.

Single copies of IÖR Schriften up to and including volume 49 are available on request from Sieglinde Sauer for sale/dispatch.
Archiving rules are still being developed on how long works and how many copies are to be kept available.

Authors are free to contact the VG Wort.

10. Abrechnung Autoren (intern)

Nach dem Druck gehen alle Rechnungen (Druckerei und Verlag) an die IÖR-Verwaltung, Petra Meyer.
Sie berechnet daraus die anteiligen Kosten für den Autor, trägt diese im Autoren-Vertrag ein und versendet ihn an den Autor.
Den Autoren-Vertrag hat die Verwaltung konzipiert. Eine Kopie dieser Datei befindet sich  - zur Vervollständigung unserer Unterlagen bzw. für unsere Auskunftsfähigkeit -  im DTP-Ordner IÖR Schriften. Von BI-Seite werden dort jeweils nur die Angaben zum Autoren* (Name, Anschrift, bestellte Exemplarzahl) eingetragen und an Petra Meyer übermittelt.

www.ioer.de

Contact

Sabine Witschas
Tel. +49  351 46 79 208
S.Witschas[im]ioer.de
Room E.05
Weberplatz 1
01217 Dresden