Overview of the acquisitions process

At UOP, the acquisitions process unfolds as follows:

Receipt of the proposal is acknowledged

  • Please submit a complete proposal, which includes the following: 1) your completed submission form; 2) your table of contents; 3) your introduction. The proposal must be sent in a single email  to the attention of the acquisitions editor (dthomas@uottawa.ca).
  • An email confirmation is sent within five business days acknowledging receipt of the proposal.
  • Proposals are examined to determine whether they fit within our publishing program. Proposals that are not appropriate for an academic press do not proceed to the next stages.

Proposals are submitted to series editor(s) and committee

  • The proposals are forwarded to the appropriate series editor.
  • The series editor and committee determine whether to pursue publication. The length of time required by the series editor(s) and committee to complete the evaluation can vary, but generally the process does not take more than four months.

Intent to publish

  • Whether positive or negative, the author is informed of the committee's decision by email.
  • When the proposal has been accepted, a letter of intent is issued. This letter explains that the University of Ottawa Press intends to proceed with publication, subject to the following conditions:
    • Positive peer reviews (UOP handles the peer review process);
    • Availability of a production subsidy (e.g., faculty or departmental funding, grants for dissemination of research, other sources such as ASPP);
    • Editorial board approval.

Peer review

  • The project is then sent to external peer review (single blind review) by the acquisitions editor.
  • The peer review process is in keeping with the ASPP Publication Grant Guidelines.
  • The author(s) and the series editor(s) are notified when the manuscript has been sent for peer review and advised of an approximate date the responses can be expected.
  • They are then notified when the reviews are received at the UOP office. 
  • Manuscripts must yield two positive peer reviews to proceed to publication, in addition to meeting the other conditions specified in the letter of intent. A third review may be required.
  • Visit this page for additional details on the peer-review process.

Response and revisions

  • Even when the reviews are very positive, authors are required to prepare a response letter, in which they clearly outline the modifications they plan on making in light of the reviewers' comments.
  • This exercise is of great importance: it is something of a workplan that helps structure your next set of revisions, and will help the ASPP jury better evaluate your proposal.
  • In your letter, clearly explain which points will be addressed, and how, and which ones will not, and why.
  • Authors can of course respectfully disagree with the reviewers but must justify their position in the response letter.
  • We strongly recommend authors work with the series editor(s) and our acquisitions group to prepare your response letter.
  • When implementing your revision workplan, remember that peer review is designed to help authors improve the overall quality of the final product (and not only to help presses choose the best manuscripts). Take advantage of this opportunity to polish your work as much as possible and bring it to the next level. You will be so much prouder of the book that you will one day hold in your hands. At this stage, if you have not already done so, apply the UOP style guide and prepare the final version of your manuscript.

Successful peer review is essential to publication and the most important hurdle in the publications process. We wish you the best of luck and hope to be able to publish your book.

Funding

  • Funding is also essential to publication of scholarly titles.
  • Like all academic presses, UOP publishes specialized books for a niche market. Production subsidies are therefore required to offset lower profit margins and keep list prices as reasonable as possible. The greater the level of funding the author secures, the greater the possibilities for marketing their book and for competitive pricing.
  • OUP handles the ASPP grant application. Because the number of ASPP grants is limited, authors would be well advised to plan for an alternate financial scenario, by applying to their department of faculty, setting aside funds for dissemination within their research grants, etc.
  • UOP will not proceed to publication if no funding has been secured.
  • Conversely, UOP will not publish a book without positive peer reviews even if funding has been secured.
  • Please note that open access funding does not replace production subsidies.
  • Click here to view an overview of potential production subsidies.

Editorial board approval

  • Editorial board approval is required for a publishing project to move forward.
  • The editorial board generally follows the recommendation of the series editorial committees, who are the experts in their respective fields. However, it must also follow the directives—financial or other—of the management board.
  • The editorial board meets four to five times per year.

Publishing contract

  • The publishing contract is then drawn up and sent to the author(s). This is a legal document that defines the obligations and responsibilities of both parties. 
  • The contract specifies, among other things, the date of delivery of the definitive version of the manuscript, the number of months before publication, the royalty rate, the number of copies the author will be receiving, etc.
  • Authors are advised to read the publication contract carefully and discuss any questions or concerns they might have with the acquisitions editor.
  • Production of the book does not begin until the publishing contract has been signed by both parties.
  • Bring out the champagne!

Publication calendar

  • Once the peer review process is complete, funding has been secured and the publishing contract is signed, the project is added to the UOP publication calendar.
  • During this time, the author finalizes the manuscript and ensures that it adheres to UOP style. 
  • Click here to review the UOP style guide.

Submission of final version of the manuscript

  • The manuscript is deemed ready for submission when the author has:
    • made all changes required by reviewers;
    • secured all necessary permissions;
    • double-checked accuracy of all quotes;
    • included a complete bibliography;
    • applied the UOP style guide to the overall presentation of the manuscript, text, references, notes, tables, figures, etc.;
    • double-checked all hyperlinks;
    • removed comments, tracked changes and other editing notes;
    • spell-checked the document;
    • properly filed and named tables and figures, and has indicated within the manuscript where these need to be inserted.
  • Please email your manuscript as a Word file along with all other accompanying material. If the files prove too big to be sent by email, please use Dropbox.
  • If the manuscript is incomplete or not yet ready for production, it will be returned to the author. A manuscript will not proceed to production if it still contains, for example, spelling errors, inclusion of editing notes, tracked changes, incomplete citations or bibliographical entries, or broken or inactive links. 

From acquisitions to production

  • From this point on, the book is officially put into production, which includes copyediting, layout, proofreading, index preparation, printing and ebook production. 
  • For more information about the production process, click here