Final Manuscript Preparation Requirements

These instructions lay the groundwork for us to meet our mutual goal of providing a high-quality bookto readers. Adherence to the following requirements will facilitate your manuscript’s smooth progress tothe next stage: copyediting.
Copyediting is meant to assist the author with a final polish of the manuscript and is focused on ensuringconsistency and correcting mechanics and style. We expect that substantive and developmental changes
in the accuracy and organization of the manuscript have been handled before copyediting, based on theadvice of the acquisitions editor and the expert readers. Copyediting does not include fact-checking or
substantially revising your work.
All manuscripts submitted to the University Press of Florida and the University of Florida Press must
be in their final form. Please make sure everything you plan to have published in the final book—manuscript text, illustrations, tables, captions, credit lines—is included, clearly labeled, and formatted according to these instructions. All permission documentation and the rights log should be submitted with themanuscript. Once the project starts the editorial process, no new material may be added.
BASIC REQUIREMENTS

The following tasks are mandatory. Your manuscript will not be accepted if they are not completed.
Naming Files
1. Name each file clearly and sequentially; do not use chapter titles or descriptions of illustrations
in file names.
2. Label chapter files as Chap01, Chap02, and so on.
3. Label illustrations and tables numerically:• For single-author books with 20 or fewer illustrations, single-digit numbering is preferred (fig.
1, 2, 3, etc.; map 1, 2).
• For edited volumes and books with more than 20 illustrations, double-numbering is favored(fig. 1.1, 1.2, etc., where the first number is the chapter number and the second is the image
number).
4. If your manuscript contains one or more elements that is not an illustration or table (such as atext box or sidebar), follow the file-naming rules for illustrations and tables. For example, the firstsidebar in chapter 10 should be labeled sidebar 10.1.

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Creating Files
1. Create a separate electronic file for the introduction, for each numbered chapter, and for theconclusion.
• All text files must be in Word or Word-compatible format.
2. Create one text file for the front matter, including the following elements (as applicable) arrangedin this order:
		 title page
		 copyright page		 dedication
		 epigraph		 table of contents
		 list of illustrations
		 list of tables
		 foreword		 preface
		 acknowledgments (if not part of preface)		 list of abbreviations (if not in back matter)		 chronology (if not in back matter).
• If you do not know where materials should appear in the published book, consult your acquisitions editor.
3. Create separate text files for the back matter elements (as applicable):		 acknowledgments (if not in front matter)		 appendix (or first appendix, if more than one)		 each subsequent appendix
		 chronology (if not in front matter)		 list of abbreviations (if not in front matter)		 glossary
		 bibliography or references
		 illustration credits (if not in captions or elsewhere)		 list of contributors (including volume editors) or author bio.
• Leave endnotes embedded within their chapters. Avoid using footnotes.
4. Create a separate image file for each illustration (photo, chart, map, etc.) as applicable.
• Do not include illustrations in chapter files. Prepare the illustration files as specified in our
Final Art Submission Requirements.
5. Create a separate text file for each table (as applicable).
• Do not include tables in chapter files. Prepare table files as indicated in the Tables section of thisdocument.
6. Create a separate text file containing captions for all illustrations. Include a credit line at the end ofeach caption (including any specific information required by the rights holder for permissions).
Make sure the illustration type and number for each caption matches the file name of the illustration being indicated.

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7. Create a text file containing your biography (for single-author works) or a list of contributors (foredited volumes). See examples on page 6.
Completing the Content
1. Confirm that the documentation style you are following is used consistently throughout themanuscript.
• Ensure that your acquisitions editor is aware of which style you are following.
• For edited volumes: It is the responsibility of the volume editor to ensure that all chapters follow
the designated documentation style; if chapters vary in style, the press will not change them tofollow a single style.
2. If your book will have illustrations and/or tables placed within the flow of the text (not grouped
in a stand-alone section), insert a callout for each item—for example, {fig 2.1 here}—in the text
indicating approximately where each table or illustration should appear in the book. Place eachcallout at the end of the relevant paragraph, and make sure every callout matches the file name of
the illustration or table being indicated.
3. Remove all remaining tracked changes, comments, and highlighting.
4. Remove any reference to your dissertation or to any conference/symposium that inspired thecreation of your book. For edited volumes, make sure such references have been removed fromeach chapter.
5. Submit the completed rights log and all accompanying documentation as required by your acquisitions editor with your manuscript. See Permission Guidelines for detailed instructions.
6. For edited volumes, submit all contributor agreements and the completed contributor address
spreadsheet with your manuscript.
7. Provide a word count for the entire manuscript, including front matter, captions, tables, andnotes, on the Transmittal Cover Sheet.
8. Provide a count of all illustrations and tables (as applicable), separated by type (for example,
15 b&w illustrations, 5 maps, 2 tables) on the Transmittal Cover Sheet.
Review the Details section in this document for specific instructions regarding formatting and style(including documentation).
DE TAILS

Style
Please choose a style manual that is appropriate for your book and use it consistently. We accept manuscripts in Chicago, MLA, SAA, and limited other styles. Please note that the information below is ourhouse style and takes precedence over style manuals. If you have questions about selecting a style, consult
your acquisitions editor.
We ask that authors use conscious language—language that is free of bias, stereotype, and stigma andthat promotes empathy, inclusivity, and respect (definition courtesy of copy editor Steve Barry). For more
information, consult the Conscious Style Guide (https://consciousstyleguide.com/) and your acquiringeditor.

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Documentation
Follow the documentation style appropriate for your discipline. Mixing documentation styles is not acceptable. If your book is intended for a general audience rather than an academic audience, your acquisitions editor may suggest an appropriate documentation style. For edited volumes, it is the responsibilityof the volume editor to ensure that all chapters follow the designated style; if chapters vary in style, thepress will not change them to follow a single style.
• For a single-author work, use in-text citations or shortened endnotes and a full reference list or
bibliography.
• For edited volumes, we prefer the documentation to be contained at the end of each chapter,either as in-text citations and reference list, shortened endnotes and bibliography, or long-form
notes and no bibliography. If using in-text citations, create a full reference list at the end of eachchapter. If using endnotes, use shortened endnotes and create a bibliography at the end of eachchapter. Or use longform endnotes and no bibliography at the end of each chapter.
• Carefully review the accuracy, completeness, and consistency of all citations. As the author, you
are responsible for supplying complete and correct information.
• Confirm that reference lists / bibliographies have an entry for each citation and that they do notcontain entries for works not cited in the text.
• Bibliographies should have no more than two sections: primary sources and secondary sources.
Some manuscripts may require additional sections (such as for archival material). Consult youracquisitions editor.
• If you use abbreviations for frequently cited sources, create a list of abbreviations. It will appear
in the front matter or before the notes section, as applicable.
• For using notes in tables, see the Tables section.
For all other matters, consult your style manual. If questions remain, please contact your acquisitions
editor.
FormattingYour manuscript will be designed and typeset after copyediting. Please use a minimum of formatting in your manuscript files when you submit them to the press. Rather than formatting, you cangive instructions to the designer through the use of typesetting codes in the manuscript. Text between the angle brackets < > indicates specific information about formatting the text to the designer(e.g., <ex> at the beginning of a line indicates an extract). Note that the instructions below apply to
all text files, including tables.
• Create your text files in Microsoft Word or Word-compatible format, using 12-point type.
• Do not use Microsoft Word formatting styles or the table of contents, automatic bullet, or autonumbering features.
• Make paragraph indents with the tab key, not with spaces or the automatic indent function.
• Use hard returns only at the end of paragraphs or complete bibliographic entries and allow text
to wrap. Do not combine hard returns and spaces or tabs to create the look of hanging indents
in the bibliography / reference list.

Final Manuscript Preparation Requirements · 5• Do not use two hard returns to indicate line spaces. Where you want a line space to appear in
the typeset page, type <ls> on a line by itself.
• Indicate subheadings by typing <a> for first-level subheads, <b> for second level, and so on, atthe beginning of the heading.
• Brief quotations (8–10 lines or fewer) should be run in with the text and enclosed with quotation marks. Quotations longer than 8–10 lines should be set off from the main text as extracts,
indicated by typing <ex> at the beginning of the extract and <txt> at the first line of non-extracttext.
• Use Microsoft Word’s endnote feature for endnotes. Avoid footnotes.
• Attach note numbers to text in the body of the chapter only. Do not attach note numbers tochapter titles, chapter author names, subheadings, tables, or captions.
• Number notes with Arabic numerals starting with “1” in each chapter.
• Use italics only for terms or titles of works that will be italicized in the text.
• To insert an em dash, use two hyphens, with no space before, between, or after the hyphens (--).
• Remove all hyperlinks, annotations, field codes, and hidden text. URLs should be in roman typewith no angle brackets (< >) before or after.
• If you have used reference or indexing software on your Word files, those links may not transfer correctly through our editing and design software. Run the Word command that removes
hidden field codes and turns the entries into plain, unlinked text.
• If your manuscript has accented letters or special characters that are not available on yourkeyboard or as a Unicode symbol, create a code enclosed in curly brackets ({ }). For example,{bhook}aci might indicate that the typesetter should render the Hausa word ɓaci. When you
submit your manuscript, include a separate file with a list of all special characters and explanations of shorthand descriptions, including the actual character you wish to have. You may use
graphics or second fonts in this list; the designers need to see the character.
Spelling and Treatment of Non-English Words and Phrases
For questions concerning spelling and hyphenation, consult Merriam-Webster’s Collegiate Dictionary,
11th ed., and/or Webster’s Third New International Dictionary.
• Always use American spelling and punctuation rather than British (except in quoted material).
• Italicize non-English words not listed in Webster’s. Some non-English words, however, are used
so frequently in some manuscripts that it is best to put them in italics the first time they areused, and roman thereafter.
• Do not italicize foreign proper names and adjectives. This includes place names and names oforganizations, departments, and buildings.
• Non-English words and phrases in your own prose should be in italics, followed by the translation (if any) in parentheses or square brackets.
• Non-English quoted passages that are followed by translations should be in roman type, notitalics. Short non-English quotations of fewer than 8 lines should be run in to the main text, enclosed in quotation marks, followed immediately by the translation enclosed in square brackets[ ], and closed with the closing punctuation of the mother sentence. Longer passages should

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appear as extracts with no enclosing quotation marks, followed by a line space code <ls>, andthen the translation enclosed in square brackets; each should end with closing punctuation.
• Spell out Latin abbreviations such as e.g. (for example) and cf. (compare) in the text. Such abbreviations may be retained when used parenthetically and in endnotes.
• Use spellcheck on your entire manuscript. Keep in mind that some errors will not be caught by
spellcheck because the misspelled word is an acceptable word, such as “many” spelled as “may.”• Use lower-case for a.m. and p.m., and generally try to avoid using small caps. For example, do
not use small caps for three- and four-letter acronyms.
• If your treatment of a word or phrase differs from Webster’s or standard usage, we encourage
the inclusion of an explanatory note to the reader.
Biographies• Academic volumes should include a short biography for each contributing author. Provide theauthor’s name, academic affiliation, and one to two previous publications, if relevant. For example, “[Author name] is assistant professor of [subject area] at [university]. She is the author of[book title].” Do not include additional information about research areas, current projects, or
personal hobbies. For edited volumes, gather all author biographies together in a single file as alist of contributors that includes the volume editor. This list will be included in the back matterof the published book.
• For trade books: Biographies can include academic affiliation and should reference the author’s
expertise in the book’s subject area as well as previous publications, if applicable. Consult youracquisitions editor if you have questions.
ILLUSTRATIONSLabels and Numbering• Illustrations that will appear in black and white, whether photos or line art, should be labeled“figure.” If you choose, illustrative maps can be labeled “map”; otherwise, “figure” is correct.
• Color illustrations that will be ganged (grouped) together in a gallery rather than interspersed
throughout the text should be labeled “plate” and numbered sequentially (plate 1, plate 2, etc.).
• Interspersed illustrations: For single-author books with 20 or fewer illustrations, single-digit
numbering is preferred (fig. 1, 2, 3, etc.). For edited volumes and authored books with more than
20 illustrations, please use double-numbering (fig. 1.1, 1.2, etc., where the first number is thechapter number and the second is the image number).
• Ganged illustrations: Illustrations that will be ganged together in a gallery should be numberedsequentially with single-digit numbering.
• For each illustration, the label and number must be consistent across the digital illustration file
name, caption list, in-text reference, callout, and list of illustrations in the front matter.

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Requirements
Each illustration must• meet the requirements in our Final Art Submission Requirements.
• meet the requirements in our Permission Guidelines (for all illustrations protected by copyright).
• have a corresponding callout (for interspersed illustrations) enclosed in curly brackets (for example, {fig. 1 near here}). If several illustrations will appear together or have in-text referencesin the same paragraph, include all figure numbers in one callout. Illustration callouts must
appear at the end of paragraphs and in sequential order. Please note that an in-text reference is
not a callout. An in-text reference is addressed to the reader (for example, “see table 5” or “asfigure 3.2 shows”) and will appear in the published version. In-text references are optional.
• have a corresponding caption in the caption text file that includes the illustration label andnumber and any necessary credit line and/or source information. When crediting illustrations
from the author, use “[Photo/Illustration/Map] by author” in a single-author work; use thename of the particular author in multiauthor or edited books. Group all illustration captions
together in a single text file. Captions should be sentence style, NOT headline style. Each caption should end with a period. Do not include captions within the text or embedded in theillustration file. All captions will be typeset and placed with the illustrations by the designer.
• Create a list of illustrations unless your acquisitions editor instructs otherwise. The list of illustrations should appear after the table of contents and contain one or two lines of identifying
information; credit information is not included.
Additional information for labeling illustrations, writing captions, and creating list of illustrations entries
can be found in The Chicago Manual of Style.
TABLES

If your book includes tables, please follow these guidelines.
• Create tables as text documents using Word’s table feature.
		• Do not use tabs to create columns		• Do not use textboxes		• Do not create a table in another software program and submit a screenshot, PDF, or image
file of that table.
You can create tables in Excel and simply copy and paste the table into a Word document.
• Limit the size of your table. If it will not fit comfortably into a standard size word-processing
page, it will not fit on a 6” × 9” printed book page. Tables should contain no more than ten
columns.
• Each table should be saved as a separate Word file that includes the table title, table notes, andtable source (as applicable).
• Table titles include the table number and a succinct title (for example, Table 4.3. Number ofbirds per acre).

8 · Final Manuscript Preparation Requirements• Table notes should be placed at the end of the table in the table file. Create table notes following
your style manual as a guide. Generally, table note numbering should be alphabetical (rather
than numerical) beginning with the letter a in each new table.
• Do not include table notes in the chapter text notes.
• For single-author books with 20 or fewer illustrations or tables, single-digit numbering is preferred (table 1, 2, 3, etc.). For edited volumes and books with more than 20 tables, use double-numbering (table 1.1, 1.2, etc., where the first number is the chapter number and the second
is the table number).
• Add a callout for each table near where the table should appear in the chapter. Callouts shouldbe placed at the end of relevant paragraphs and should match the table number: {table 4.3 here}.
If several tables will appear together or have in-text references in the same paragraph, include
all table numbers in one callout.
FINAL CHECKLIST

Finalizing your manuscript☐ Note the documentation style you are following on the Transmittal Cover Sheet. Confirm that
it is used consistently throughout the manuscript and double-check citations for accuracy.
☐ Confirm there is a correctly placed callout for each illustration and/or table, and make sureevery callout matches the file name of the illustration or table being indicated.
☐ Confirm all remaining tracked changes have been resolved and all remaining comments havebeen removed.
For your final project submission☐ Check that all electronic files are named correctly and are included.
☐ Confirm the completed rights log and all accompanying documentation are included.
☐ Confirm the credit lines specified in the permissions documentation are included in the appropriate place.
☐ For edited volumes, submit all contributor agreements with your manuscript, and complete
the contributor addresses spreadsheet.
☐ On the Transmittal Cover Sheet, provide a word count for the entire manuscript, including
front matter, notes, bibliography, and appendixes.
☐ On the Transmittal Cover Sheet, provide a count of all illustrations and tables (as applicable),
separated by type (for example, 23 b&w illustrations, 7 maps, 3 tables).