Art Submission Instructions
The following instructions are intended to guide you through the process of assembling and submitting the art program for your book. Any questions about your art program should be directed to your acquisitions editor.
Planning and Preparing the Art Program
Before your book is “launched” into the editing, design, and production process, the Press must receive all original art. Photocopies of art “to come” are not sufficient. An incomplete art program significantly affects every aspect of the production process and may cause delays and additional costs.
In general, the illustrations submitted for reproduction must be of the highest possible quality. Your art program will be formally evaluated before your book is launched. You may be asked to furnish additional materials or replacement images after the evaluation.
You are asked to select or prepare, identify and inventory the art carefully, and to pack it securely for shipment. Follow this list to ensure your art program is complete:
• original art labeled and inventoried
• digital art on disk with labeled printouts – after testing
• permissions gathered and organized
• photocopies of art marked with figure number
• manuscript marked for placement, if images are to appear within the text
• captions written; text furnished as hardcopy (and on disk with final manuscript)
Original Art – Photographs and Prints (non-digital)
The quality of the art reproduction in a book is largely controlled by the quality of the original illustration. Whenever possible, please submit bright, sharp, focused, black and white, 8” x 10” or 5” x 7” glossy prints. Avoid submitting an image that is a printed piece, such as a magazine, newspaper or book, or a printout of a digital image.
When preparing art for the Press, never use paper clips or write directly on the front or the back of the image because the indentation will show up in reproduction. For the same reason, use a pressure-sensitive label on the back of each illustration, noting the illustration’s number. If the photo’s orientation is questionable, mark an arrow on the label, indicating the top of the illustration. Write on the label before affixing it to the back of the photo, placing it as far from the image as possible. Place tissue paper between the photographs to avoid scratching and sandwich the pieces between cardboard. If further clarification is needed provide it on a separate sheet.
In the case of rented images and books, the loan period must take into account the entire production process. We prefer to have access to the materials until the book is published. Please arrange your rental agreements accordingly.
Digital Art - Electronic Images and Drawings
If you are planning to create your own digital images or provide digital scans, you should submit a test file or two to Southern Illinois University Press for approval before completing the work. We will check for size, resolution and usability. Do not perform any alterations to your image even if you have been trained in this area. We will adjust the images to meet our printer’s specifications.
- Electronic images should be submitted as TIF or EPS files. JPG files degrade each time the image is opened. If your only option is to save a file as a JPG, save it with the highest quality (least amount of compression) setting.
- Images should be at least 5 inches wide for text use, and 7 inches wide for cover use. This means the actual usable area of the image, not including white space and borders.
- Multi-tonal images (i.e. photographs) must be at least 300 dpi at their final printed size. We prefer that line art images be 1200 dpi, but these must be at least 800 dpi at the final printed size. Select the resolution (dpi/ppi) prior to scanning the image. (As a general rule, image files under 1000 kb are not high enough resolution for print.)
- It is preferred that images be scanned as RGB color because it retains the most information.
- Do not convert from color to black and white, even if your image will be printed in black and white. Leave your image in color; we will do the conversion.
- Do not make any color corrections. Mistakes made with this process will drastically change the look of the image and are impossible to reverse.
- Do not resize the image or change the resolution (dpi/ppi) after scanning. If you think the image is too large or too small when scanned at 100%, scan at a percentage to achieve the desired size.
- Do not crop the image. Submit a photocopy showing how you would like the image cropped.
- Do not place text on the image using an image-editing program.
- Do not provide the image to us in a word-processing program.
- If you are downloading stock art from the web (i.e. Library of Congress), be sure to download a high resolution file that will be at least 300 dpi at your final printed size.
- Screen grabs from web pages should be taken at the largest possible view size, as they are captured at a low resolution.
- Do not submit graphics that have been pulled from the web. Web graphics aren’t the same as graphics for print and are unusable in your book. They are low-quality JPG and GIF files with deteriorated detail and size. Your use also may be infringing on someone else’s copyright.
- Submit a full-size printout of the image with the electronic file.
For information on preparing digital art files, refer to the Art Creation Guidelines on our web site.
Begin early to request permission from copyright holders as permissions can take a long time to finalize. Request non-exclusive, electronic and world rights for all languages and all editions. Send your signed permission forms to your acquisitions editor with your illustrations. Be sure to keep a copy of all permission letters. Any credit line stipulated by the copyright holder should appear in your caption.
Numbering and Naming Illustrations
Illustrations which will appear in a gallery should be numbered consecutively. Those which appear within the text should be numbered consecutively within each chapter and should include the chapter number. For example, the first illustration (whether a photograph, figure or map) in chapter 1 would be labeled “Figure 1.1.”
Do not interleave the illustrations with the manuscript pages. Instead, their placement in text should be called out. This can be done by putting in brackets a note like “[Fig. 1.1].” We can’t guarantee exact placement but will do our best to place them as close to the desired position as possible.
Send a complete set of photocopies or printouts of all illustrations (including a full-size visual representation of those on slides and computer disks), with each photocopy labeled with its number. If the art’s orientation is questionable, mark an arrow on the label, indicating the top of the illustration. If you would like to suggest photo cropping, please mark the cropping on these photocopies.
Captions and Credit Lines
Illustrations should be accompanied by a list of their captions, typed double-spaced. Begin each caption with its number, followed by a concise description; cite the full source; and end with the credit (permission granted).
Figures, plates, and other illustrations that are referred to as such in the text should have captions like those in the following examples. (In some works, illustrations are not cited in text and thus take no label like “Fig.,” only a caption, credit line, or both.) Always abbreviate figure when it appears at the beginning of a caption.
Credit lines usually appear at the ends of captions, as in the samples below. Some credit lines must appear exactly as the rights owner requests.
Fig. 5.1. Sequential rural settlement processes in Illinois (Hart 1974; Hudson 1969; Paullin 1932)
Fig. 6. Flyer announcing that the Cincinnati Type Foundry took possession of the St. Louis Type
Foundry on August 16, 1860. Missouri Historical Society, St. Louis.
Plate 1. Yvette seems preoccupied with her troubles, while the Gypsy looks on. Film still from
Christopher Miles’s The Virgin and the Gypsy.
Map 7.3. Distribution of Asian Americans in the Chicago area in 1980
You are strongly advised to keep an inventory, or log, of the art you send to the Press. The log should include the image number and the type of image sent (digital, print, etc). A photocopy of your log should be sent with the art to the Press. The log is especially helpful when you’re not sending all of the art at one time or if you’re sending in more art than will be used in the book.