Publications policy by Maksym Klyuchar

GUIDE TO THE COUNCIL OF EUROPE’S PUBLICATIONS POLICY

What are the criteria for publishing a book with or without an ISBN? What does the publications rationalisation committee do? What does compliance with the Organisation’s visual identity imply? Who is in charge of the reproduction rights of authors, and copyright for Council of Europe texts? How can you boost both the sales and the impact of a book?

Prems 57313

The various departments of the Organisation will find all the answers to these questions and many more in the Guide to the Council of Europe’s publications policy, available via the Intranet portal.

Guide to the Council of Europeâ&#x20AC;&#x2122;s publications policy

Drafted by the Directorate of Communications Layout: Documents and Publications Production Department (SPDP) Cover photo: Council of Europe ÂŠ Council of Europe, October 2013 Printed at the Council of Europe

Contents Introduction............................................................................................... 7 Respective roles of the DC and the SPDP ........................................ 8 Publications within the Communication Strategy ........................ 9 A centralised publishing policy ........................................................ 9

Publications rationalisation committee (PRC) ................................ 9

Selection criteria applied by the publications rationalisation committee ................................................................................... 10

The Directorate of Communications publishing programme........... 11

The specific case of commercial publications with an ISBN ............. 11 ISBN ............................................................................................ 11 Criteria for allocating an ISBN to a Council of Europe publication................................................................................... 12 Conformity with the Council of Europeâ&#x20AC;&#x2122;s visual identity................... 13 Publication production process ...................................................... 15 Writing the manuscript.................................................................... 15 Authors ....................................................................................... 15

Standard contract for authors ....................................................... 16

Guidelines for authors ................................................................. 16

Rules to be observed regarding copyrights .................................. 16

Quotations .................................................................................. 17

Photographs and illustrations ...................................................... 17

Finished manuscripts........................................................................ 17 Steps in a typical production process in PREMS and tools available ...................................................................................... 18 Cover .......................................................................................... 19

Back cover: mandatory elements .................................................. 19 5

Guide to the Council of Europe’s publications policy

Logos .......................................................................................... 20

Acknowledgements and dedications ........................................... 20

Copyright .......................................................................................... 21 Copyright of a publication .............................................................. 21

Who owns the copyright?............................................................ 21

Mandatory copyright information ................................................ 21

Transferral of rights ........................................................................ 22

Translation into non-official languages ......................................... 22

Transferral of translation and reproduction rights ........................ 22

Joint publications.......................................................................... 23

Commercial and marketing strategy .............................................. 25 Distribution and sales...................................................................... 26 Determining the retail price of a publication.................................... 26 Promotion and marketing................................................................ 26 Financing of commercial publications.............................................. 27 Appendices ....................................................................................... 29 Appendix 1 – Standard contract for authors.................................... 31 Appendix 2 – Guidelines for authors................................................ 34 Appendix 3 – Examples of legal formalities...................................... 39 Appendix 4 – I nstructions for digital files to be submitted to the SPDP...................................... 41 Appendix 5 – Publications production chain.................................... 43

Introduction In the framework of the communication strategy, a new publications policy was introduced in 2012 in order to rationalise editorial production, improve the quality of publications and better highlight the Organisation’s mission and visual identity. Implementation of this policy is now evaluated on an annual basis by the Ministers’ Deputies’ Rapporteur Group on Programme, Budget and Administration (GR-PBA). The new policy applies to all printed or online communication material intended to be widely distributed outside the Council of Europe by Secretariat departments, particularly: • commercial publications (with an ISBN); • reports, studies and guides, with covers but without an ISBN, • promotional materials such as information booklets, leaflets, brochures, posters, postcards, magazines and newsletters. Documents intended primarily for internal use (particularly ordinary documents and reports for committees of experts, delegations, etc.) are not concerned. From deciding on its content to final distribution, a publication goes through many different stages which involve varied occupational skills and require knowledge of the relevant legal and professional rules. This brochure answers the principal questions arising in this area, according to the different stages in the production process, and indicates the roles played in that process by the Directorate of Communication (DC), the Directorate General of 7

Guide to the Council of Europe’s publications policy

Administration (DGA) and in particular the Documents and Publications Production Department (SPDP).

Respective roles of the DC and the SPDP Following the recentralisation of the publishing policy of the Council of Europe, a new process for the validation of publications was introduced, supervised by the DC and the SPDP, which play the respective roles described below. The DC centralises all issues related to: – publishing policy, including advice to operational directorates; – the Organisation’s visual identity (see page 13); – the copyright of a publication, including reproduction of the Organisation’s official logo, translation into non-official languages and joint publication contracts (see page 21); – the distribution and promotion of free publications and the commercial strategy for all ISBN publications (see page 25). The SPDP is responsible for the production of all work requests registered in the PREMS pre-press workflow, which covers: – the pre-press production process: management of the editorial project as a whole and of any external service providers; graphic design and layout; oversight of production; copy-editing and proofreading; – the printing and finishing of products, up to their packaging for storage or dispatch; – the administrative and accounting management of estimates and cost commitments relating to publication requests; – the checking of compliance with the visual identity, in co-operation with the DC.

Publications

within the communication strategy A centralised publishing policy Following the recentralisation of the Council of Europe publishing policy, a new validation process was introduced, supervised by the DC and the SPDP. Central to this new process is the publications rationalisation committee (CRP), which examines each new (commercial or free) publication production request and rules on its admissibility. The departments or entities which are planning to produce a publication have to formalise their request through the PREMS pre-press workflow system (for more details see page 15 â&#x20AC;&#x153;Publication production processâ&#x20AC;?). This new process also entails an obligation for all Secretariat departments to involve the SPDP in any pre-press (proofreading, layout, production and graphic design) and printing activity.

Publications rationalisation committee (PRC) The committee currently comprises representatives of the following directorates: DG PROG, DG I, DG II, Secretariat of the Congress, the DGA and the DC. It may decide to include representatives of other entities. Each entity has a single vote; decisions are taken by a simple majority. The committee meets once a fortnight. 9

Guide to the Council of Europe’s publications policy

Each publication production request made in the PREMS pre-press system is examined by the committee, which accepts those that meet the set criteria (see below). It also verifies whether the requested print run is justified by a precise and detailed distribution list and evaluates needs in terms of the languages of each publication.

Selection criteria applied by the publications rationalisation committee In order to be validated by the committee, publications must: – correspond to priorities, activities and the related budget lines; – be aimed at a clearly defined audience thanks to a detailed distribution programme (printing on demand will be systematically recommended); – contain up-to-date information and comply with stringent standards in respect of content, quality and design; – present an added value compared to online publication, one that the committee can clearly identify; – conform to the Organisation’s visual identity. Requests which do not meet these criteria are not validated in PREMS and alternative solutions are proposed to the departments concerned, such as a reduction in an unjustified print run, compulsory professional copy-editing if a manuscript is of poor quality, etc. Generally speaking, conference proceedings/meeting reports and newsletters/magazines are published only in electronic format. If, for a duly justified reason, conference proceedings/meeting reports have to be published for distribution, the inside pages will always be printed in black and white. Colour printing of the inside pages of any publication (free or commercial) must be validated by the committee. This is justified only in the case of communication materials destined for the general public. The criteria for the allocation of an ISBN to a Council of Europe publication, including those joint publications to which an ISBN is allocated by the DC, remain unchanged (see page 12). In order to facilitate planning, at the beginning of the year each directorate general/entity provides the committee with a list of the publications planned for that calendar year. The publications rationalisation committee examines 10

Publications within the communication strategy

this provisional programme and may make comments in order to ensure that it is consistent with the criteria set out above.

The Directorate of Communications publishing programme The DC is responsible for the design and preparation of general information leaflets and booklets about the Council of Europe and its main activities. Where publications with an ISBN are concerned, the DC’s objective is to produce reference books about the Organisation itself or works accessible to a wide audience on subjects related to the Organisation’s fundamental mission. The DC’s publications programme also includes the annual production of the Council of Europe Activity Report, two half-yearly catalogues of new publications with ISBNs, and the Catalogue of publications (only available online), which provides an annual record of the Organisation’s ISBN publications and the commercial works published over the past 10 years.

The specific case of commercial publications with an ISBN ISBN The ISBN (International Standard Book Number)1 is a standardised, international, 13-digit number that makes it possible to identify any published book. This number is unique and is allocated before publication. It will appear on the cover, along with a bar code so that the ISBN can be optically scanned. The ISBN is a means of guaranteeing access to records in the large global bibliographic databases (Electre, Nielsen Book, Amazon, Barnes and Noble, etc.) and in certain major reference libraries. It is essential for any publication that is to be commercialised in liaison with the book trade networks (bookshops, wholesalers, etc.). 1. See the site of the international ISBN Agency: www.isbn-international.org.

Guide to the Council of Europe’s publications policy

Criteria for allocating an ISBN to a Council of Europe publication These criteria apply to any commercial publication which is assigned an ISBN by the DC, including co-editions where the ISBN has been assigned by the DC. The following criteria are considered mandatory when publishing a book destined to go through a sales circuit: • the content of any ISBN publication has to be connected with the Organisation’s strict remit of preparing standards, guidelines and policies, and of reporting on practices (including those of our member states) relating to our three pillars: human rights, democracy, rule of law. This definition includes publications used for teaching purposes at specialised training sessions or in the context of an education network, as well as books intended for a larger audience, which enable readership to be expanded (“simplified” versions of conventions, for instance). This definition excludes sociological or scientific studies, or work carried out for research purposes and not directly stemming from the activities of Council of Europe committees and bodies; • existence of a targeted readership: publications selected to be issued with an ISBN are those intended to disseminate knowledge (monographs, comparative studies, etc.) and are aimed at an identified readership; • linguistic and graphic quality: the SPDP will co-ordinate the pre-press preparation of all books to be sold (professional copy-editing, proofreading, page layout and graphic design).2 The covers of books for sale (both front and back) must be approved by the DC and the SPDP;3 • number of pages for a printed version: in order for a future publication to have a square spine (perfect or adhesive binding, not stapled through the centrefold) and to ensure better visibility on bookshop shelves, it is recommended that it have at least 68 pages. If a document has fewer 2. With regard to the copy-editing and proofreading of books in French and in English, the Publications Committee has decided that only people in the DGs who have passed the SPDP proofreading test (or in the case of the Court, the Court’s own test) may carry out professional copy-editing or proofreading of publications, whether they hold a copy-editing/proofreading diploma or not. 3. Those units of the Organisation based outside Strasbourg are also bound by these rules, in order to ensure coherence. For official languages, the DC and the SPDP will provide assistance and ensure verification.

Publications within the communication strategy

than 68 pages, the directorate or the client department should contact the DC to find solutions, either editorial or technical, in liaison with the SPDP; • multilingual publications: for reasons relating to different linguistic markets, publications containing a mixture of texts in French and English (“rainbow” texts), for which there is no translation into the other language, are published without an ISBN.

Colloquy records Colloquy records are no longer published with an ISBN; only manuscripts bringing together a selection of monographs or studies carried out on the basis of specific colloquy themes may be published, and strictly within a year of the date on which they were held. Colloquy records may be printed in document form (that is, without an ISBN) and, as is often the case, be published in PDF form on the Internet site of the relevant directorate general, and possibly in other electronic media.

Verification of criteria The criteria set out above will be checked by the DC and the SPDP through the PREMS workflow system. If there is disagreement regarding the validation of a manuscript, a consultation meeting will be organised between the DC, the SPDP and the relevant department.

Conformity with the Council of Europe’s visual identity In accordance with the wishes of the Ministers’ Deputies, the DC began a study to further improve the Organisation’s visual identity and graphic charter in order to achieve greater consistency in communication and institutional identification for target audiences. The DC, in co-operation with the SPDP, has updated and simplified the “Guide to the visual identity of the Council of Europe”. The revised guide can be accessed directly from the Intranet portal (under “Tools”). 13

Guide to the Council of Europeâ&#x20AC;&#x2122;s publications policy

The new guide will help you to choose the right size for the official logo, depending on the format of the document, to check its positioning and legibility and to get the colours right. It also tells you how to use the logo in conjunction with other logos or graphic elements, including the visual identity of the joint programmes with the European Union. In 2013, new visual identity guidelines and a revised logo were adopted by the Council of Europe. The DC is responsible for approving all printed documents that bear the official Council of Europe logo in order to check them for conformity. This check is carried out via the PREMS pre-press workflow. The DC gives advice in this field.

Publication production process Writing the manuscript Authors Who can commission an author? • The directorates general: client departments may conclude contracts with prospective authors. These contracts must include a clause whereby authors transfer their rights relating to reproduction of the manuscript in any language and using any medium (paper, electronic media, Internet, etc.). See the model standard letter for authors in Appendix 1. • The DC. Can members of staff be authors? If staff members are authors in the context of their work (proceedings of a colloquy, preparation of a study, etc.), the copyright of the publication belongs to the Council of Europe and the staff member is not, strictly speaking, considered to be the author. His or her name is not necessarily mentioned in the publication and cannot appear on the cover. If staff members are authors independently of their work, they may approach the DC, just as any other publisher, while adhering to the Organisation’s 15

Guide to the Council of Europe’s publications policy

regulations on the rights and obligations of staff.4 The final decision on whether or not to publish the work will be taken by the Publications Rationalisation Committee. Staff members who wish to publish with the Council of Europe should contact the DC before embarking upon their project to see whether, in the light of the potential market for the publication, it can be financed through the publications budget (PU).

Standard contract for authors The DC has a standard contract in the two official languages which was drawn up, and is regularly updated, in conjunction with the Legal Advice Department and does not require further approval, except where substantial changes are made or new clauses added (see Appendix 1).

Guidelines for authors A certain amount of essential information must, at all costs, be communicated to authors preparing manuscripts for the Council of Europe before work has begun. This information can be found in Appendix 2.

Rules to be observed regarding copyrights Any intellectual work, by the mere fact of its creation, generates property rights benefiting its author. Any project by a client department that aims to publish a report or study produced by a third party (staff members excluded) must therefore be covered by a contract between the Council of Europe and the author (whether a private individual or a public entity), under which the latter transfers certain of his/her/its rights to the Council of Europe, notably the right to reproduce, translate and distribute the author’s work. 4. Staff Regulations: “Article 27 – Publications 1. Staff members may not publish or have published any text relating to the work of the Council, either on their own initiative or in collaboration with others, nor make public statements or deliver lectures on such matters, without the authorisation of the Secretary General. 2. The authorisation referred to in paragraph 1 shall be granted if there is no risk of the interests of the Council being affected. The decision shall be taken within thirty days of the staff member’s request. In the absence of a reply within that period, authorisation shall be deemed to have been given. 3. In the case of other publications, statements or lectures, staff members shall refrain from making use of their status as a staff member of the Council.

Publication production process

Quotations Before submitting a manuscript, copyright permission must be obtained for any long quotations. If more than 400 words by another author are quoted, permission is required; any words omitted from the middle of the passage quoted are included in the word count. Extensive use of one source is considered plagiarism. Quotes which are from the same book but appear scattered throughout a document require copyright permission. Texts of the Organisation often appear in the two official languages (French and English) and it is important to ensure that quotes included in the manuscripts are the original ones and have not been retranslated. Thus, if a quotation comes from a work which was originally published in French, it will be necessary to obtain – if the work was subsequently translated and published in English – the identical passage of the English version. As this is extremely time-consuming, it is preferable to limit the number of such quotations. For all extracts from Council of Europe publications, the page number of the original document from which each quotation is taken needs to be indicated. The practice of “cut and paste” has been facilitated by the widespread use of new information technologies. In order to comply with industrial property rules, each author is asked to identify clearly his or her quotations and to indicate their sources. Plagiarists bear civil liability for their infringements.

Photographs and illustrations It is also necessary to obtain permission to reproduce photographs, scientific diagrams, images, graphs, logos, original illustrations, material from the Internet, maps and so on. Full information must be provided as to the identity of the right-holder(s), the cost of obtaining the rights, etc.

Finished manuscripts Finalised manuscripts must be attached to the production request made via the SPDP’s PREMS pre-press workflow, accessible via the Intranet portal. For “direct-to-print” manuscripts, see the SPDP’s recommendations in Appendix 4. 17

Guide to the Council of Europe’s publications policy

Steps in a typical production process in PREMS and tools available5 1. Client department: request for publication in the PREMS pre-press workflow (http://prems.coe.int) 2. SPDP: evaluation and estimate of project cost by the Production Office 3. Publications Rationalisation Committee: agreement or reasoned refusal explained to client department 4. DC: attribution of an ISBN and a price for commercial publications 5. Client department: final validation of the request 6. SPDP Production Office: request for a purchase order (PO) based on the estimate, followed by the start of production after receipt of PO 7. SPDP Editorial Unit: establishment of production timetable, copyediting of manuscript 8. Client department: visa and agreement on the proposed corrections6 (see guide “How to visa a manuscript in Word”) 9. SPDP Editorial Unit: verification, quality control and layout instructions 10. Desktop Publishing Unit: layout of publication (1st proofs) 11. SPDP Editorial Unit: proofreading of 1st proofs 12. Client department: visa and agreement on the proposed corrections7 (see guide “How to visa 1st proofs on paper”) 13. SPDP Editorial Unit: verification, quality control and dispatch for corrections 14. Desktop Publishing Unit: incorporation of corrections (2nd proofs) 15. SPDP Editorial Unit: checking of 2nd proofs (and subsequent proofs if necessary) 16. Desktop Publishing Unit: finalisation of the ready-to-print file 17. SPDP Production Office: verification of production file conformity and dispatch for printing

5. For more details about each stage, please consult the Intranet site DLOG-Publications production. 6. This visa is a legal requirement enabling the author to make any final substantive corrections considered necessary. 7. Idem

Publication production process

18. Printshop: printing and binding of the finished product 19. SPDP Production Office: quality control and release of the finished product 20. Distribution: product available for delivery to requesting department The parties involved in the production chain are shown in Appendix 4.

Cover The design of the cover is usually the responsibility of the Council of Europe Graphic Design Workshop. The final cover must always be approved by the DC and the SPDP. The following rules apply to covers: • avoid any overlap or confusion between the title of the work (the most important element) and any other written text (slogans, project names, series title, etc.); • the Council of Europe logo must appear on the front cover; with the exception of statutory publications or co-editions, the cover should bear no other logos. Sectorial logos or associations of logos may appear on the back cover or on the title page (first page) of the publication.

Back cover: mandatory elements The back cover must include the following elements: • a summary or short presentation of the book (not more than 200 words); • a presentation of the Organisation. This is a standard text, regularly updated and available from the SPDP; • the Internet addresses of the Council of Europe website (www.coe.int) or operational sites. For commercial publications, the following elements are to be added: • ISBN, corresponding bar code and price; the SPDP adds the bar code when the cover is prepared; • “Council of Europe Publishing” and the address of the Publishing website (http://book.coe.int); • possibly a short biography and a colour, passport-size photograph of the author. 19

Guide to the Council of Europe’s publications policy

Logos Joint programmes For books published by the Council of Europe under joint Council of Europe/ European Union programmes, only the Council of Europe logo should appear on the cover. The joint programme logo and the name of the joint programme may appear on page 1 of the publication and/or on the back cover. For free publications, the joint programme logo (Council of Europe logo accompanied by the European Union’s blue logo with stars) may appear on the cover.

Acknowledgements and dedications Acknowledgements addressed to staff members, experts, trainees or other people who contributed to the preparation of a manuscript should appear on the imprint page (page 2, the verso of the title page, which also includes all the legal notices). Example of an acknowledgement: The author is particularly grateful to John Smith, Doctor of Law and Head of the Committee on Culture, Science, Education and Media of the Parliamentary Assembly of the Council of Europe. He also wishes to thank the Council of Europe directorates for correcting the manuscript of this publication. Any dedication should appear on page 3. Example of a dedication: In memory of John Smith (1930-1990).

Copyright The DC is responsible for the central management of copyright on the Organisation’s publications and documents (see page 21). 20

Copyright Copyright of a publication Who owns the copyright? The copyright of publications and documents belongs to the Council of Europe, and any related contract is signed on behalf of the Council of Europe by the DC. All authors are required to sign a contract with the Council of Europe, whereby they transfer their rights regarding the reproduction of their manuscripts, in any language and using any medium (paper, electronic media, Internet, etc.).

Mandatory copyright information Copyright references and a non-responsibility clause must appear on the imprint page (page 2, verso of the title page) of each publication or document. See Appendix 3 for examples of mandatory copyright information. The imprint page should also include credits for the illustrations or photographs (names of agencies, museums, photographers, illustrators, etc.) used in the book or on the cover. Rights to use photographs and illustrations must be applied for and negotiated by the client department. The DC may assist with these formalities.

Guide to the Council of Europe’s publications policy

Transferral of rights Translation into non-official languages All copyright-related matters are managed centrally by the DC to avoid any duplication of work. This applies in particular to requests concerning the reproduction of extracts of Council of Europe pubications or Internet sites, as well as the reproduction of the Organisation’s logo, translations of books into non-official languages and all related contracts. So as to ensure the publishing operations’ consistency vis-à-vis third parties (publishers, government authorities, NGOs, international organisations, etc.), the DC is responsible for negotiating, drafting and signing publishing, translation or co-edition (joint publication) contracts, with the exception of printing contracts which are managed by the SPDP. All publications produced in partnership with a national publisher and all translations of publications with an ISBN produced by a ministry or any other institution are featured on the commercial website http://book.coe.int and in the Catalogue of publications. It is therefore important that client departments inform the DC of any plans to produce translations of commercial publications in non-official languages so that they can be marketed suitably. Any publication with an ISBN that is translated into a non-official language in-house or externally must have its own ISBN, separate from that of the English and French versions.

Transferral of translation and reproduction rights Rights are transferred for the translation of publications into non-official languages: • free of charge to an institution in any member state which can guarantee that the publication will not be for sale; this applies, for example, to government bodies; • for a fee to commercial publishers, in which case the amount is negotiated by the DC on a case-by-case basis; the fee will depend on the publication’s subject matter, the country concerned, the language and the potential market; the distribution network and the print run are also taken into consideration. 22

Any request for permission to translate a publication or reproduce any part of it (whether free of charge or for a fee) must be submitted to the DC. This formality must be complied with for the following reasons: • to ensure that applicants are informed of their rights and obligations (copyright protection) and to ensure that the Council of Europe is given due credit as owner of the original text; • in order to have a central record of the languages into which publications have been translated; • to assess the success of publications in the member states, for marketing policy purposes. The copyright on a translation of a publication belongs to the publisher, institution or body that carries out the translation. The Council of Europe nonetheless retains the copyright on the original version(s) in English and/or French. This information must appear on the back of the title page of the translated publication, which must be submitted to the DC for approval. Where translation rights have been transferred, the final translation is always the responsibility of the requesting party (publisher, government body, NGO, etc.). The Council of Europe logo (always in colour) must appear on the cover. The logo of the partner (commercial publisher and/or institution) can also appear on the cover while respecting the specifications of the visual identity guidelines. A mock-up of the cover and the imprint page (copyright information) must be submitted to the DC for approval.

Joint publications Where a work is published jointly with a commercial publisher, the Council of Europe continues to own the copyright. The distribution and marketing of publications are managed by the DC only when a joint publication bears a Council of Europe ISBN. If the agreement or contract with a commercial publisher or institution provides for an ISBN belonging to the other partner (publisher, institution), that partner will be wholly responsible for distribution and marketing.

Commercial and marketing strategy The aim of the sales and marketing strategy is to guarantee optimum distribution of publications in the markets concerned and hence to maximise the visibility of the Council of Europe’s work, reaching as wide a readership as possible. The DC, taking into account the book’s subject matter, its degree of specialisation, its potential educational value and the marketing tools available (promotional tools, mailing lists, network of specialist bookshops, press contacts), targets its market so as to define a sales objective which will serve as a basis for calculating the print run and the price, and also for devising the marketing plan. The Council of Europe’s commercial publications have two main target readerships: • an institutional readership, comprising the partners of the directorates general and departments (experts, ministries, observers, NGOs, permanent delegations, information centres); • academics (teaching staff, students, researchers, libraries, etc.) and professionals (judges, lawyers, etc.), who are targeted by the DC’s promotion and marketing activities. The DC also seeks to attract a broader, non-academic readership by proposing specific products, in particular publications in the form of teaching tools or paperbacks. 25

Guide to the Council of Europe’s publications policy

Distribution and sales The distribution and sales networks comprise three kinds of operators: • sales agents: 21 partners in 19 countries (salespeople, distributors, wholesalers) who sell directly to bookshops and institutions; • bookshops, in particular university and specialist bookshops; • direct sales, in particular through the online bookshop http://book.coe.int. The DC is responsible for stock management, invoicing and customer and sales follow-up. Orders are assembled and dispatched by the Distribution Department. All publications with an ISBN are distributed free of charge (60 copies) to institutional recipients and are financed by the client department.

Determining the retail price of a publication The DC determines the price of all publications with an ISBN. The price is initially determined on the basis of the printing costs to which a multiplier is then applied. This ratio guarantees that an operating margin will be made between the cost of printing and the retail price of the book. It is sufficient to allow the granting of discounts to distributors (sales agents, bookshops, wholesalers). The price is then reviewed to take account of the specific nature of the publication and the existing market.

Promotion and marketing A marketing plan is drawn up by the DC according to the estimated sales potential of each book (inclusion in the catalogues of publications and on the website http://book.coe.int, promotional tools, mail shots, adverts, sending of information to sales agents, distributors and specialist bookshops, presentation during special events – such as the Frankfurt Book Fair – and specific events, launching events, recording in bibliographic databases). The DC also ensures the promotion of electronic versions through online platforms (for example Google, iLibrary, Numilog). 26

Commercial and marketing strategy

The DC has also developed a database of newspapers and specialist magazines that receive free copies of publications from the press department. The aim is to have them feature articles on Council of Europe publications. Publicity campaigns are also produced by the DC for free publications according to target audience, available distribution networks, mailing lists and partnerships (with NGOs, ministries, etc.). Promotional activities for free and commercial publications are co-ordinated. The DC has set up two sites to promote publications: the online bookshop: http://book.coe.int and the â&#x20AC;&#x153;online resourcesâ&#x20AC;? site containing all free publications: http://edoc.coe.int (launch autumn 2013). These enable titles to be ordered, consulted or downloaded and present new publications to subscribers via electronic newsletters.

Financing of commercial publications The publication budget (PU) of the DC covers the production and distribution costs for ISBN books. The DC fully finances commercial publications and the production of the number of copies aimed at the sale of commercial publications initiated by the client department. All sales receipts are collected by the DPFL on the basis of invoices issued by the DC, and are reinvested in the budget (on which any unspent credit balance at the end of the year is carried forward) for the production and promotion of new books.

Appendices

Standard

Appendix 1 – contract for authors

Contract No. (...) PO (...) The Council of Europe represented by (...) Direction (...) F-67075 Strasbourg Cedex

Hereinafter referred to as “the Council of Europe”

(Mr/Mrs ... Name) (Address) and

Bank details:

Hereinafter called “the consultant” on the other hand

on the one hand have agreed as follows: 1. The consultant undertakes, on the conditions, within the limits and in the manner laid down by common agreement hereafter, excluding any accessory verbal agreement, to prepare a manuscript of about … words maximum1 (i.e. about … pages) on the topic of …, in accordance with the proposed table of contents contained in the Appendix to this contract. 2. The manuscript shall be written in English and will be typed in single spacing. The consultant will transmit the full and final manuscript by not later than … via e-mail2 (attachment in Word format). 2.1. This deadline is mandatory, and failure to comply with it may result in termination of the contract in accordance with paragraph 9 below. However, the Council of Europe reserves the right to grant the consultant an extension 1. One page of 21 x 29.7 cm (DIN A4) typed in single spacing, Times New Roman 12, contains about 600 words. 2. E-mail address of the person receiving the manuscript.

Guide to the Council of Europe’s publications policy

of the deadline by written agreement between the parties. The contract shall be terminated automatically through the consultant’s fault should the latter have failed to transmit the manuscript by the expiry of this extended deadline. 3. In return for fulfilment by the consultant of his obligations under this contract, the Council undertakes to pay him a fee of € (…); in addition, the consultant shall receive (…) free copies of the publication in case of its publication in book form. 3.1. This sum shall be payable upon receipt of the manuscript and its acceptance by the Council. 4. The consultant cedes to the Council the exclusive right to reproduce and publish, or to have reproduced and published, in whatever form, including digests, abridgements, selections, anthologies, multimedia material (CD-Rom, CD-I, etc.) and posting on/via a network (Internet, Intranet), in whatever language, and in whatever country, texts submitted by him to the Council under this contract. The Council retains the right to decide whether or not to exercise the right of reproduction, publication and posting of such texts. 4.1. Unless otherwise agreed, any text published will indicate the author’s name and those of his co-contributors. 4.2. The consultant guarantees that the rights of third parties will not be infringed upon following the reproduction and/or publication of the texts by the Council. However, should the Council’s responsibility be engaged because of any such infringement, the consultant shall keep the Council wholly indemnified of any entailing prejudice. 5. In the performance of the present contract the consultant will not seek or accept instructions from any government or any authority external to the Council. He undertakes to comply with the Council’s directives for the completion of his work, to observe absolute discretion regarding all service matters and to refrain from any word or act that may be construed as committing the Council. 6. The consultant shall undertake all necessary measures to arrange for health and social insurance during the entire period of the performance of work under the contract. The consultant acknowledges and accepts in this regard that the Council of Europe shall not assume any responsibility for any health and social risks concerning illness, maternity or accident which might occur during the performance of work under the contract. 32

Appendices

7. The consultant is informed and gives an authorisation of disclosure of all relevant terms of the contract, including identity, for the sole purposes of internal and external audit and to the Committee of Ministers and to the Parliamentary Assembly of the Council with a view to these latter discharging their statutory functions. 8. The consultant undertakes to observe all applicable rules and to comply with his fiscal obligations. 9. The Council is entitled to regard as breach of contract failure by the consultant to perform his duties under this contract or under any amendment duly accepted by the parties in accordance with paragraph 12 below, and may consequently either refuse to pay to the consultant the fees referred to in paragraph 3 above or terminate, without indemnity, the present contract. 10. In the event of force majeure, the parties shall be released from the application of this contract without any financial compensation. Force majeure is defined as including the following: major weather problems, earthquake, strikes affecting air travel, attacks, a state of war or events that would require the Council or the consultant to cancel the contract. 10.1 In the event of such circumstances each party shall be required to notify the other party accordingly in writing, within a period of 15 (fifteen) calendar days. 11. Any dispute between the parties regarding the terms of this agreement shall be submitted to arbitration in accordance with Rule No. 481 issued by the Secretary General of the Council of Europe on 27 February 1976 with the approval of the Committee of Ministers as provided in Article 21 of the General Agreement on Privileges and Immunities of the Council of Europe. 12. The provisions of this contract may be amended only by written agreement between the parties. Date Done in two copies, For the consultant

For the Council of Europe

(Name) (Name) (signature)

(signature) 33

Guide to the Council of Europe’s publications policy

Appendix 2 –

Guidelines

for authors

The following instructions should be given to authors preparing manuscripts for Council of Europe publications. • Keep to the requested number of words. • Make sure the manuscript is complete and includes all preliminary pages, the contents page, the text, figures, illustrations, appendices and bibliographies. • Make sure that the document does not resemble a meeting report or a working document. • Page format should be A4. For the body of the text, preference should be given to the Times New Roman font (possibly Palatino), 12 pt, justification 160 mm. • Ensure that the correct language for all paragraphs and styles in the document is selected before starting work. This selection can be made no matter what type of keyboard is being used. The language selected will determine factors such as spelling, automatic correction options, spacing and the type of quotation marks, which differ in English and in French. • Legibility and clarity of structure are the primary concerns at this stage, so there is no point in using an intricate set of fonts and colours. Use Word’s built-in styles (Normal, Heading 1, Heading 2, etc.). Do not set titles/headings in all upper case. • Make sure that footnote cues are inserted after all punctuation marks. Excessive use of footnotes should be avoided. They must be kept short and should not be used as a substitute for bibliographic references, which must be placed at the end of the chapter or the book. If writing in French, insert footnote cues before all punctuation marks. • Write short sentences, summarise information and discussion. • Avoid repetition, duplication, etc. • Avoid excessive use of italics and use bold type sparingly. 34

Appendices

• Do not use complicated numbering systems. These are rarely useful unless the text is extremely technical. • Prefer double quotation marks when writing for the Council of Europe. For example: All European education systems recognise the value of “teleworking”. • For a quote within another quote, use single quotation marks. Example: He concluded: “No one has ever discovered the truth about this day universally known as ‘the day the Earth stood still’.” • Acronyms should be in capitals without stops or spaces between the letters (such as IMO, ECB). • Do not submit documents with incomplete references, failing which passages may be cut. • If possible, use no more than four levels of headings. • Cite links to web documents as concisely as possible (lengthy links soon become obsolescent). • Consult the Council of Europe English style guide and the Typomémo français for more information on spelling, bibliographies, capitalisation, abbreviations, numbers, punctuation, etc.

Conventions regarding use of headings Headings must all be left aligned, not centred. Only the first letter of the heading should be in upper case, except where the heading contains a word that is always capitalised (for example, an official title). To keep the document structure simple, the following levels of headings may be used: Level Level Level Level Level

1: 2: 3: 4: 5:

Times Times Times Times Times

New New New New New

Roman, Roman, Roman, Roman, Roman,

bold, 14 pt bold, 12 pt bold italics, 12 pt italics, 12 pt indented and italics, 12 pt 35

Guide to the Council of Europe’s publications policy

Examples:

Captain Henry’s adventures (chapter heading, 14 pt, bold Setting off (12 pt, bold) A rough crossing (12pt, bold italics) A high fever (12 pt, italics) Green seagulls (12 pt, indented and italics)

Presentation of references Correcting incomplete or inexact references can take an enormous amount of time and can also lead to whole passages in manuscripts being deleted. Authors must ensure that references are complete. For a published work, mention must be made of the author (or editor), the title, the year of publication, the name of the publisher and the place of publication. Moreover, if a passage is quoted, the relevant page number must be indicated. Example: Doe J. (1962), The day the earth stood still, Random House, New York, p. 23. If a book includes a bibliography, a list of Internet sites of relevance to the subject matter can be particularly helpful. For Internet publications, the complete web address must be cited (more information is available in ISO 690:2010, Information and documentation – Guidelines for bibliographic references and citations to information resources. See www.iso.org/iso/catalogue_detail.htm?csnumber=43320.

Appendices

Examples: Dengue [online]. Brisbane: Queensland Health, Communicable Diseases Unit, March 2001 [accessed 2001-08-20]. (Public Health Fact Sheets). Format PDF. Available at: www.health.qld.gov.au/phs/cphun/8887_doc. pdf. Bide M. (1998), In search of the unicorn: the Digital Object Identifier from a user perspective (online). Revised. London, Book Industry Communication, February 1998 [accessed 9 June 1998]. Format PDF. Available at: www.bic.org.uk/bic/unicorn2.pdf. ISBN 1-873671-19-9. For reports by the Council of Europe or other international organisations, the full document reference number must be given along with as much other information as possible, since these documents can sometimes be difficult to locate (for example, specify the project or department concerned). Example: Council of Europe (2002), “Report on the agenda-setting workshop on e-governance” (Doc. IP1 (2002) 18).

Useful reference works The Editorial Unit of the SPDP has published the Council of Europe English style guide, and the Typomémo français.3 They set out the editorial, stylistic and typographical rules applied at the Council of Europe, as based on standard editorial and press practice. The English style guide explicitly recommends the following works of reference: Oxford Dictionary of English, Oxford University Press, Oxford. A single source has been chosen to avoid any conflict or confusion. 3. Available on the Intranet portal, under Logistics DLOG, Publications production: English style guide: http://intranet.coe.int/jahia/webdav/site/IntranetDGAL/shared/DLOG/Publications/ English_style_guide_2013.pdf; Typomémo français: http://intranet.coe.int/jahia/webdav/site/ IntranetDGAL/shared/DLOG/Publications/Typomemo_2013.pdf

Guide to the Council of Europeâ&#x20AC;&#x2122;s publications policy

New Oxford dictionary for writers and editors, Oxford University Press, Oxford. A useful source giving specific information on spelling, capitalisation and type style. New Oxford spelling dictionary, Oxford University Press, Oxford. An essential guide to spelling and word division. New Hartâ&#x20AC;&#x2122;s Rules, Oxford University Press, Oxford. A thorough reference book on topics ranging from style to quotation, symbols and bibliography. Copy-editing: the Cambridge handbook for editors, authors and publishers Judith Butcher, Cambridge University Press, Cambridge. The best British book on typesetting, copy-editing, proofreading and related matters. Contains much worthwhile advice, but refrains from laying down stylistic rules. Marks for copy preparation and proof correction, British Standard 52612:2005, British Standards Institution, London, 2005. Copy preparation and proof correction.

Appendices

Appendix 3 –

Examples of legal formalities

The following texts appear on the imprint page (verso of the title page) of the different types of publication.

Publication with ISBN French edition: Questions pénitentiaires – Conventions, recommandations et résolutions du Conseil de l’Europe ISBN 978-92-871-6679-1 The opinions expressed in this work are the responsibility of the author(s) and do not necessarily reflect the official policy of the Council of Europe. All rights reserved. No part of this publication may be translated, reproduced or transmitted, in any form or by any means, electronic (CD-Rom, Internet, etc.) or mechanical, including photocopying, recording or any information storage or retrieval system, without prior permission in writing from the Directorate of Communications (F-67075 Strasbourg Cedex or publishing@coe.int). Cover design: Documents and Publications Production Department (SPDP), Council of Europe Photo: John Doe/Photos4You (name of photographer/name of photo agency) Layout: SPDP, Council of Europe (or name of external service provider) Council of Europe Publishing F-67075 Strasbourg Cedex http://book.coe.int ISBN 978-92-871-6680-7 © Council of Europe, December 2009 Printed at the Council of Europe (or other location, “… in Belgium”, “… in Germany”, etc.)

Guide to the Council of Europe’s publications policy

Document without ISBN French version: La manipulation des résultats sportifs The opinions expressed in this work are the responsibility of the author(s) and do not necessarily reflect the official policy of the Council of Europe. All requests concerning the reproduction or translation of all or part of the document should be addressed to the Directorate of Communications (F-67075 Strasbourg Cedex or publishing@coe.int). (As necessary, add the following:) All other correspondence concerning this publication should be addressed to the (name of directorate/department in charge of the publication). Cover design: Documents and Publications Production Department (SPDP), Council of Europe Photo: Council of Europe (as necessary) Layout: SPDP, Council of Europe (or delete this credit if it is a “direct-to-print” document) © Council of Europe, May 2012 Printed at the Council of Europe

Statutory texts French version: Convention du Conseil de l’Europe sur la lutte contre la traite des êtres humains ISBN 978-92-871-7546-5 Reproduction of the texts in this publication is authorised provided the full title and the source, namely the Council of Europe, are cited. If they are intended to be used for commercial purposes or translated into one of the non-official languages of the Council of Europe, please contact publishing@coe.int. Cover and layout: Documents and Publications Production Department (SPDP), Council of Europe Council of Europe Publishing F-67075 Strasbourg Cedex http://book.coe.int ISBN 978-92-871-7547-2 © Council of Europe, December 2012 Printed at the Council of Europe 40

Appendices

Appendix 4 –

Instructions for digital files to be submitted to the SPDP Software used by the Graphic Design Workshop and DTP unit InDesign, Photoshop, Illustrator, Acrobat, Quark XPress, Word, Excel Optional : Enfocus Pitstop

Requirements concerning layout work Texts Provide texts in Word.dox format. Ensure that they no longer contain track changes or comments (accept, reject, delete). Do not use automatic contents pages or lists. Any text intended for copy editing, linguistic comparison or proofreading must be in 1.5 line spacing.

Illustrations Provide high definition images − 300 dpi minimum − which are full size (100%). The format may be .TIF, .EPS or .JPG. Images used on websites are never suitable for printing purposes. Provide source files, not files imported into Word.

Charts, diagrams, etc. Provide Excel or Illustrator files; do not provide files imported into Word. 41

Guide to the Council of Europeâ&#x20AC;&#x2122;s publications policy

PDF Files in PDF format (illustrations, logos, texts, images, diagrams, etc.) must be created according to â&#x20AC;&#x153;printingâ&#x20AC;? standards, be 1.4 version compatible and use embedded fonts.

Requirements concerning external printing work Source files produced with Word must be converted into PDF format to prevent compatibility problems. Source files produced with InDesign or XPress must be accompanied by their component elements: images, diagrams, illustrations, etc., and the relevant fonts. The colours used in these elements must be CMYK or Pantone spot colours. All unused colours must be deleted from the source file and its constituent graphic elements. For special documents, provide a template showing the required cutting, folding or creasing. Leave a 3 to 5 mm border on edges which are to be trimmed. A high-definition proof, must accompany the document. This will serve as a colour reference for printing. The other pages in a document must be printed, using the elements supplied, on traditional paper, in black and white or colour, and if possible with their trim marks. This will guarantee that the printed product matches the digital data files supplied.

Appendices

Appendix 5 â&#x20AC;&#x201C; Publications production chain Documents without ISBN Client dept.

Consultation with the DC if necessary

Project design Depending on technical data (colour, format, etc.)

Printing via SCRIB

Request for an estimate via PREMS if necessary Department print run

Production request via PREMS

System automatically allocates an identification number SPDP Choice of service providers and preparation of contracts for performance of the work requested in the production request Copy-editing, proofreading

Graphic design

DTP

Printing

Other services

Contracts sent to the client dept. for expenditure commitment purposes Client dept.

Purchase order(s) (PO(s)) transmitted to SPDP to send out contracts to the service providers Performance of services

SPDP

Delivery of finished product following quality control 43

Guide to the Council of Europeâ&#x20AC;&#x2122;s publications policy

Publications with an ISBN Client dept.

Consultation with the DC if necessary

Project design Request for an estimate via PREMS if necessary

Full file (manuscript + back cover)

Production request submitted via PREMS

Department print run

System automatically allocates an identification number DC

Checking of compliance with the ISBN criteria Sales print run

Allocation of ISBN and determination of sales price SPDP Choice of service providers and preparation of contracts for performance of the work requested in the production request Copy-editing, proofreading

Graphic design

DTP

Printing

Contracts sent to the Client dept. and the DC for expenditure commitment purposes Client dept.

Purchase order(s) (PO(s)) transmitted to SPDP to send out contracts to the service providers Performance of services

SPDP

Delivery of finished product following quality control

Other services

GUIDE TO THE COUNCIL OF EUROPE’S PUBLICATIONS POLICY

Prems 57313