Monash University Publishing: Advancing knowledge

Guidelines for Electronic Submission

1. Introduction

This guide is intended to assist book authors and editors in the preparation of manuscripts for submission to Monash University Publishing. It sets out the processes by which manuscripts will progress from submission to publication. It is advisable also to read the About and Information for Authors sections. If you feel your manuscript is a good match with Monash University Publishing, please email your submission as per Step 2 below.

2. Submission process

First, email a completed Book Proposal Form to Monash University Publishing at

If it is decided that the book proposal is of interest to Monash University Publishing, you will be asked by the Director or a Monash University Publishing Editorial Board Managing Editor to supply a copy of the manuscript for evaluation. The manuscript will be refereed by at least two referees, at least one of whom will be external to Monash.

If your manuscript is accepted for publication, the manuscript needs to be professionally copyedited and prepared for the production process (see steps 3 and 4). The production process will then begin.

3. Copyediting and styling

The manuscript must be professionally edited, copyedited and proofread in accordance with the Monash University Publishing Editorial Style Guide.

This is the responsibility of the author(s) or editor(s). Monash University Publishing can take responsibility for these tasks if required but may charge a fee for doing so.

Manuscripts that have not been copyedited to a professional standard and accurately styled according to the Manuscript Submission Template will be rejected.

4. Preparing your manuscript for the production process

4.1 Permissions

It is the responsibility of the author(s) or editor(s) to acquire written permission to use any type of copyright material and to cover any associated costs. Permission should be obtained if any doubt exists. Material sourced from the internet is covered by copyright so even though it may be publicly available, permission does need to be obtained to reproduce it.

You must obtain permission to include a ‘substantial’ part of any written work protected by copyright. This has been defined in some Intellectual Property contexts as ‘more than one percent’. As a general rule, you should seek permission to quote more than 100 words from a medium-length work. Short works, such as poems or songs, have more stringent permission requirements.

A list of copyright items and copies of letters of permission need to be submitted at the time of submission of the final manuscript.
Gaining copyright permission can take weeks or months. It is best, therefore, to begin seeking permission as early as possible, to ensure that publication is not delayed.

Works which have previously been published cannot be re-booklished by Monash University Publishing without written permission from the original publisher.

Further information can be obtained from the Australian Copyright Council. Monash students and staff can also direct queries to the Monash University Copyright Office.

4.2 Preparing Electronic Files

Once a work has been formally accepted for publication, Monash University Publishing requires the entire work on a CD. The manuscript in its entirety should be provided in one single file. If there are images, the images should be provided as separate files. If there are images, the image captions should be included in the desired location in the manuscript, not listed at the end of the manuscript nor in a separate file.

Your manuscript should be in .doc, .docx or .rtf format.

The completed manuscript should include all the front matter elements that you intend for publication, such as acknowledgements, foreword, preface, glossary, maps, introduction, dedication, etc. It should also include all of the end matter except the index.

The CD containing your submitted file/s should be clearly labelled. The files on the CD should not be zipped. All file names should refer to the publication and be labelled logically. For instance:
    "Wild-History-chapter2-fig-1.tif", etc.

Non-standard characters, including non-English language characters, should not be used unless their inclusion is vital to the integrity of the message. If you are using non-standard characters, symbols or equations, please let Monash University Publishing staff know. It may be necessary to have these characters highlighted in the manuscript.

Please do not apply columns to your document.

Do not use underlining unless reproducing the underlining as it appears in the original source of a quotation. Underlined words may easily be mistaken for hyperlinks when reproduced online.

There is no need to justify any text, insert manual page or section breaks, alter the leading of lines, create stylised headings or make adjustments to fit text neatly on the page; this will all be removed during the publication process and it creates more work for you and for Monash University Publishing staff if these things have been included.

Monash University Publishing uses footnotes, not endnotes. Therefore please do not use "ibid" (etc) in your notes. If a manuscript is supplied with endnotes, these will be converted to footnotes during the layout process.

If you used the program EndNote to create intext citations and/or a list of references, you must remove the field codes before submitting the manuscript to Monash University Publishing. Field codes are removed by using the EndNote toolbar – go to the main toolbar and click ‘View’ then ‘Toolbars’ then ‘Endnote’, and click "Remove Field Codes":

All audio files should be submitted – fully edited – as high quality .mp3 files with a bit rate of 32 bit.

Monash University has determined that all content published on the World Wide Web by Monash University departments must comply with basic accessibility requirements as set out in the W3C-authored ‘Web Content Accessibility Guidelines 1.0 (WCAGG)’. Web Accessibility guidelines are issued by the W3C, an international consortium that sets standards for web authoring.

4.3 Images

Images (ie photographs, maps, diagrams, charts and graphs, etc) must not be embedded within the Word document: each one must be submitted as a separate file.

The image file can be submitted as a high resolution jpg, tiff, gif, psd or png. Do not submit draft or low resolution images.

All images must have a resolution of 300 dpi (dots per inch) for the size at which they'll appear in the printed work. For instance, if a diagram needs to be at least 5 inches wide and three inches high in order to be legible, the image will need to be at least 1500 pixels wide and 900 pixels high (after any extraneous white space has been cropped out).

Images from the internet are only 72 dpi and not many pixels, and are therefore not useable. (Note that images from the internet are still covered by copyright law and cannot be used without written permission.)

In your manuscript, at the place in the text where you would like your image to go, please insert the image number and caption, so we know where to put the image. For example, at the end of the relevant paragraph, create a new paragraph and write along the lines of:

"Chapter 9 Figure 1. Frank as King Aella in The Vikings, 1958. Courtesy of the Performing Arts Collection, Melbourne".

Do not provide a list of the captions at the end of the manuscript.

Note that your images may not end up where you would like them to, due to the space available on the particular page.

For more information about images, including determining whether they are of sufficient resolution or have sufficient pixels for print publication, please see our guide Working with images: A guide for authors and editors (.docx)

4.4 Tables

Tables can be embedded within the main Word document if they are created in Word. If they are created in Excel, each table should be presented as a separate file named as follows: ‘chapter01_table01.xls’, ‘chapter01_table02.xls’ etc.

It is the author(s)’ or editor(s)’ responsibility to ensure that large tables are structured so that they can be split logically across more than one page, where it is evident that this will happen.

If the table was not created by the author(s), the source of the table needs to be cited.

5. Covers

Monash University Publishing encourages authors and editors to think about possible images for the cover of their publication, to discuss these ideas with Monash University Publishing staff, and to provide artwork or high-resolution photographs for consideration.

Authors and editors would need to obtain copyright clearance for any image used. Specific copyright clearance is required to use an image on a cover: clearance to use an image within a publication is not sufficient, as the cover is also used for a variety of marketing purposes.

Cover images should, wherever possible, be supplied in electronic form (as high resolution jpeg or tiff files, with a minimum of 300 dpi at the final size it is to be printed at).

The final decision regarding cover design will be made by Monash University Publishing.

6. Production Process

6.1 Preliminary Assessment

After the manuscript is received, Monash University Publishing will let you know if there are any significant formatting changes that need to be made.

6.2 Publishing System Processing

The final manuscript files will be processed through the Monash University Publishing XML based publishing system.

6.3 Proofs

You will be sent an electronic proof version of the manuscript.
Note: Reworking of the manuscript should not be required at this stage. Checking should only be for typographical and other minor errors.
Once any final corrections are entered into the manuscript, a final set of proofs will be forwarded to you for approval.

6.4 Indexing

The compilation of an index, where an index is required, is the responsibility of the author(s) or editor(s).
Monash University Publishing is able to source indexers.
Note that indexing can only take place at the end of the production process, when pagination is finalised.

6.5 Publication

Monash University Publishing will publish the ebook on its site and arrange for the printed version to be made available for purchase.