Guidelines for Book Authors

About FiT Publishing

FiT Publishing is an international publisher of textbooks and scholarly research journals in the sport sciences, operating under the division of the International Center for Performance Excellence (ICPE) in the College of Physical Activity and Sport Sciences at West Virginia University.

Our mission is accomplished by collaborating with CPASS and WVU to host international workshops and conferences in the sport sciences, encourage international faculty and student exchanges, and disseminate educational products to a global audience on the most recent research in sport sciences by international scholars.

We have a long history of strong author relationships within the academic community to anticipate academic needs and growing areas of scholarly research to publish books, peer-reviewed journals, and digital products in the subjects of sport psychology, sport and cultural studies, sport management, and physical education.

Getting Started

FiT Publishing can help you manage book project details, from developing a proposal, submitting your manuscript, planning marketing and sales strategies, and providing assistance with the inclusion of teaching tools and interactive resources for course adoption. Once your proposal has been accepted, and a publishing agreement signed, our project editors will assist and guide you through the publication process to produce the highest quality book on the market.

Authored vs. Edited Books

Expectations for edited books and authored books are similar insofar as coordinating efforts during the writing and production periods. The lead author or lead editor is typically designated as point of contact with a FiT production editor, and will act as liaison with all co-authors or contributors throughout the writing and production processes to communicate style and submission standards (detailed in the Writing Resources and Manuscript Preparation sections), coordinate the review of copyedits and page proofs, as well as ensure that designated production deadlines are met.

New Authors and New Titles

For new authors, we will work with you through every aspect of the process. The main areas encompass the book proposal, the publishing agreement, manuscript preparation and submission, book publication, and marketing.

New authors can request assistance in the form of guidelines, a schedule for developing and reviewing your manuscript, as well as a checklist for tracking yourself or multiple authors through the writing process. 

New Editions

For our returning authors, new editions are typically published every 3-4 years.  Our Acquisitions Manager will review current editions and will approach authors to pursue a new edition of a well-received textbook. We expect at least 25 percent of the new edition to be revised and updated to reflect new research and changes in real-time conditions in the field of study.

When submitting new editions please submit a clean copy of the updated manuscript with a one-page summary of updates that includes:

  • chapters updated, which notes any author changes,
  • chapters reconfigured or removed,
  • new chapters or new content areas, and
  • other new content to the text, such as case studies, interviews, and industry examples.

Our staff will work with you to provide working files of the current edition of the book in order to allow sufficient time to revise and update the existing content. You can also request assistance in the form of a schedule for the writing process, and a checklist for tracking contributing author submissions in a multi-authored book.

Peer Reviews and Endorsements

It is strongly recommended that a peer review or a subject matter review is conducted sometime during the writing process to evaluate the subject matter objectively for evidence of bias, supporting scholarly evidence, and relevancy. Reviewers should be able to provide commentary to book authors to improve the quality of scholarship and to identify errors.

Another type of reviewer can be engaged to read the final manuscript to provide an endorsement or review of the book for the reader’s consideration. Endorsements and critiques are usually focused on academic usefulness, readability, and general appeal to the reader. These types of reviews are optional, and can be used to market and sell the book.

Planning ahead of time will ensure that subject matter and book reviewers receive high quality materials and sufficient time to review content prior to submission and publication, respecively. We can assist you in requesting endorsements and peer review assistance from colleagues. Our review packet includes a list of review questions, a sample review request letter, and a sample critique that may be forwarded to intended reviewers.   

Teaching Tools

We have learned that teaching tools help sell textbooks.  A new text and certainly a new edition will greatly ease an instructor in preparing to teach the book when it is accompanied by a slide presentation, a text bank/answer key, a brief syllabus, in-class student activities and group projects, discussion questions, and even audio and video presentations or podcasts. These materials assist the adopting instructor teach your textbook.

At a minimum, the following teaching materials are required once your manuscript is received:  a sample syllabus, a slide presentation for each chapter, and a test bank/answer key for each chapter. These materials should be submitted to your project editor after you have reviewed manuscript copyedits. This allows teaching materials to follow the final approved content and table of contents.

Teaching tools that have been incorporated into the book (such as case studies, anecdotes, exercises or discussion questions) must be present in every chapter.

The demand for interactive audio and video clips are increasing. These materials can be submitted after your manuscript has been approved for typesetting.

If you have any questions regarding the preparation or submission of teaching tools for instructors, if you require assistance submitting these materials in audio or video format, or if you need photo and other release forms, please contact your project editor.

Manuscript Preparation & Development

Manuscript Considerations

Before you begin your book, consider the shelf life of your content. Avoid dating manuscript content with references to specific names and dates that may change before or soon after publication. Also consider the future. Is the subject written in a context that will be relevant years from now? Does the subject lend itself to future revisions or editions?

  • Refer only to significant current events and always describe them in the past tense.
  • When using tables or statistics, summarize the conclusions rather than present data that refers to specific years.
  • Place people with titles of offices in context so that their position is obvious, even if they no longer hold it at the time of publication.
  • State “As of 2017…” rather than, “recently,” or “this year,” when introducing text.

Text Features

Incorporating learning aids into each chapter will make your book more functional for readers and easier to use. Features include chapter outlines or summaries, lists or definitions of key words, short anecdotal stories or case studies that illustrate the concept or main points of the topic. Think of features in terms of making the book more interesting to read and the material more relevant in practical terms. Features should be consistently used in every chapter of the text, especially in multi-authored books.

Features should be important enough to be called out from the main flow of text. Overuse of this device can dilute emphasis and the impact of the features is lost. Limit features only to the most relevant aids to avoid confusing or distracting the reader. Examples of this type of features are:

Chapter opening material

  • Outlines, learning objectives
  • Cases and anecdotes
  • Key terms and definitions
  • Epigraphs (quotations that reflect the concept or theme of the chapter)

Within each chapter

  • Informational asides, case studies, research
  • Important terms, steps, laws, best practices, tips, etc.

Chapter closing material

  • Discussion or study questions
  • In-class activities and projects
  • Problem-solution
  • Summary or conclusion
  • Further reading or research

Back Matter

  • Bibliography
  • Glossary
  • Appendices

Preparing Your Manuscript File Names

Manuscript file names should be simple and consistent for all files. Below is a sample title for consistently naming your document files.

BookTitle-PartorChapterName-AuthorInitials.file extension

FinancingSport-FrontMatter-DHJC.docx

FinancingSport-Chapter1-Introduction-DHJC.doc

FinancingSport-Chapter2-ChallengesinProfessionalSport-DHJC.docx

FinancingSport-Chapter3-ChallengesinCollegeSport-DHJC.docx

Exhibits should also be simple and consistent for all files submitted. The standard format is as follows.

ExhibitTypeChapter#.Element#-Title.file extension

Figure 2.1-JohariWindow.jpg

Photo 3.3 Heinz Field.png

Table 1.4-ADAStadiumRules.tiff

Exhibit 1.1 Estimated Premium Seating Revenue for Dallas Cowboys.jpeg

Writing Resources

Please refer to and follow the APA Style Manual in preparing your manuscript. Where APA does not address a style question, refer to FiT Publishing House Style, which addresses many aspects of common usage of brand names, and other style issues. Further, if you have not found a satisfactory answer to your style or grammar question, consult the latest edition of the Chicago Manual of Style

Visual Elements

Figures, tables, graphs, photos and other visual elements can greatly enhance a textbook. However, if the photo adds little to understanding or does not enhance or relate to the text at all, it becomes merely a distraction. Before you include photos or other visual elements, ensure that they are salient to understanding concepts or topics, and refer to these elements in the text.

If your figures, photos, and illustrations have not been created in Word, do not insert them into the Word document, as most visuals will lose resolution quality, and therefore print quality.  Save and maintain visual files in their native format, and use a placeholder in the text where the figure or photo should be positioned.

Create a placeholder as close to the position in the text as possible where the figure or table belongs; usually that position is just after the paragraph of text that introduces or discusses the figure. Use the following format for placeholders:

<<Insert Exhibit 2.1 Johari Window here>>

Label your figures and photos in their native format according to their chapter and title so that they can be easily matched in the document. 

If you are using photos that belong to someone else, please properly cite the copyright owner in the text and provide a signed permission letter from the copyright owner to reprint.

Manuscript Files Overview

1.   Save all like files in the same format (e.g., all chapters should be Word doc or docx files, photos should be JPG or PNG). Short documents, such as dedications, acknowledgements and the preface can be combined into a single document.

2.   Unless created in Word, do NOT embed your tables, graphs or figures directly into the text. Set placeholders within the manuscript that shows where each visual element belongs (see page 6 for more details), and provide these visual elements as a separate file, named after its chapter number and figure number.

3.   Use one inch page margins on all sides for every chapter. Use double-space text, 12 point Times New Roman font, with page number at bottom center of each page. No page styles or formatting are required.  See the manuscript specifications below. Alternatively, MS Word provides a handy APA style paper template you can use to consistently create correctly styled chapters in your book. This template is helpful for multi-authored works.

Page Styles and Formatting

As your manuscript will be laid out and typeset by a professional graphic designer, the appearance of stylistic elements of your manuscript not necessary, and sometimes create problems in the typesetting. However, presenting a consistent hierarchy or outline of your manuscript text is important. The default normal template of styles in Word already employs the following styles. You need only ensure they are followed in writing your manuscript.

Name

Description

Appearance

Title

Book or chapter title page

Times New Roman format, 12 pt. Centered Double space below

Heading 1

Main heading

Times New Roman format, 14 pt. No Indentation

Heading 2

Sub heading of Heading 1

Times New Roman format 13 pt. No indentation

Heading 3

Subheading of Heading 2

Times New Roman format, 12 pt. No indentation

Caption

For all figures, tables, illustrations and photos

Times New Roman format, 12 pt. No indentation, left margin

Body Text

Main body of text in chapters

Double spaced text in Times New Roman format, 12 pt. No indentation. Double space between paragraphs.

Bullet List

Itemized list in bullet format

Times New Roman format, 12 pt. Bullet at left margin for first line of each item in the list. Subsequent lines indented as a block.

Numbered List

Itemized list in a specific order

Times new Roman format, 12 pt. Number at left margin for first line of each item in the list. Subsequent lines indented as a block.

Block Quote

For quotes over 40 words only

Times New Roman format, 12 pt. Indented .5 left and right. Single space.

Reference

Alphabetical list of references at the end of the chapter or book

Times New Roman, 12 pt. Hanging indent (second line+), .25, first line 0 indent.

Lifecycle of a Manuscript

Manuscript Publication

Once submitted, a FiT project editor will usher your manuscript through the production process, as outlined below. It is a good idea to become familiar with each stage, as attention to detail will allow smooth transition and yield the best quality published work. Depending on the length and complexity of the material, the publishing process can take six to twelve months.

Manuscript Review and Check-In

Your project editor will check in submitted files and will review your manuscript. Contract signatures will be checked. The production schedule will be created and shared with you so that you are aware of the process and all of its milestones. Visual elements will be analyzed for best layout, and to ensure a consistency of form and presentation.

The project editor will ask you to supply any missing agreements, content, images, or copyright permissions, and may also ask you to clarify any issues that have been identified before copyediting begins.

During this phase you will be given a marketing questionnaire that will help us target the primary market for your book. Your answers also help us increase exposure in secondary markets, and assist us with identifying possible book review sources, which help boost book sales. Returning the questionnaire in a timely manner ensures our efforts will reach the widest possible market for examination, pre-order, and adoption of your book.

Copyediting

During this phase, our copyeditor will read, edit, and comment on the manuscript. Copyeditors track their changes in the document, so the author(s) will see what has been done. Questions and issues will appear in comments in the manuscript for the author to resolve.  You will have the opportunity to accept, revise or reject tracked changes, to resolve any issues, and answer all questions before typesetting begins.

During this phase the project editor will work with you to develop the book cover. You will be presented with two design options, for which you will be able to select one design and suggest some adjustments regarding the overall look and feel.

Once the copyedtied pages have been approved and are ready for typesetting, you can devote time to completing the teaching tools that will be offered with your book.

Typesetting

During this phase, our production designer will typeset the manuscript. You will have the opportunity to view a sample layout/design to see how the pages of the book will appear in the final printed form. While FiT Publishing retains final creative control of the book design, your input is important to us, and we welcome your comments.

You will also be provided a complete typeset copy during the proofreading phase for your review before the book goes to print.

Once your review is complete, we expect to receive teaching tools during this time. They will be proofread and formatted for electronic delivery to adopting instructors.

Proofreading

During this phase our professional proofreader will thoroughly review the typeset manuscript and correct any errors prior to printing. In addition, s/he will also correct any errors in the layout, and will prepare an index to be included at the end of the manuscript. Once completed, you will have a 14-day period in which to review the entire typeset manuscript. As you have already seen a layout sample, this review allows you to view the finished product as it will appear in print. We caution your review in this phase to point out only egregious errors, as even slight changes in text have a cascading affect on the flow of the manuscript and in the accuracy of related parts of the book, which will create time and cost delays to resolve.

Printing & Delivery

At this phase, FiT Publishing will handle all the details related to printing and binding, and will notify you once the published books are delivered to our office.  After a quality assurance check of the printed books is completed, we will deliver your complimentary copies and will begin filling book orders. During this phase, consider and implement some or all of the proven strategies we have listed in the Author Marketing Strategies for marketing your book.

Copyright Permissions

All materials included in your book must be your original work, or properly cited, with copyright permissions, where needed. Always cite the source of copyrighted information in full. Sources should be complete and accurate in citation as well as in references. If the cited work is from a published source, obtain written copyright permission to reprint.  We can provide you with a permission request form letter, or for the fastest electronic results, make your requests through the Copyright Clearance Center (www.copyright.com). Authors are responsible for any fees associated with permission to reprint copyrighted material.

FiT Publishing requires a written permission letter on file for all copyrighted material to be published in your book, or the coyrighted material cannot be published. If you are unclear about what to request permission for, refer to our guidelines here.

Obtain Copyright Permission for:

  • Quotation of published text that exceeds 300 words, or that constitute less than 10 percent of the total work. Quotations taken from the same source that are spread throughout the manuscript must not exceed 10 percent of your manuscript.
  • Quotation of song lyrics of any length.
  • Quotation of more than two lines of poetry in text, or one line of poetry used as an epigraph in the chapter opener.
  • Unpublished material belonging to another source that is the intellectual property of said source or heir. This includes notes, personal correspondence, diaries, journals, photographs, drawings, paintings, etc.
  • Published photographs, figures, data, tables, graphs, or other visual material found in scholarly articles, essays, or book chapters, or websites or databases.

When is permission not required?

Permission is not required for text that falls within the public domain, that is, anything published in the U.S. on or before December 31, 1922; or anything published by the US government, unless it contains a copyright notice.

The Fair Use Act aims to make research and other published work easier to reprint without written permission, if the material is being used for non-profit or educational use. To properly use text that falls under Fair Use, you must a) clearly identify that the material is not your original work, b) do not distort the meaning of the quotation, c) make sure the quotation is exactly worded from its original source, and d) give full credit to the source.

When in doubt, request permission. 

Obtain permission using the Copyright Clearance Center.  It is the easiest and fastest way to request copyright permission from myriad sources and obtain quick response. The CCC can provide almost instant access and results to copyright permission requests, however, to avoid delays in obtaining copyright permission, we strongly suggest that you request permissions during the writing phase of your manuscript.

You can request standard form letters from your project editor to assist you in obtaining copyright permission, or go to www.copyright.com to fill out an online request form.

Marketing Tips

Author Marketing Strategies

We will work with you to develop and customize a strategy for marketing and selling your book. However, you are able to initiate some of the best marketing strategies for yourself.  As mentioned previously, your project editor will provide you with a marketing questionnaire, which will be used to develop a marketing plan for creating flyers, email blasts for specific listservs, and ad copy for various web-based wholesalers and distributors, as well as marketing on social media. While we manage that end of marketing, here are strategies you can employ to boost the exposure and sales of your book.

Complimentary Copies

Keep copies of your book handy in your office, or with you when you travel. These copies should only be given to media representatives, book reviewers, bookstore managers and owners, or others who might provide publicity for your book, or agree to carry it in their store or on their site.  Give them a free copy of the book and your business card, and provide contact information to us so that they can order copies of the book.  Let us know whenever your book receives attention from a journal or other media.

Promotion among Colleagues

Text adoptions are the most important market for your book and generate the most sales. If a colleague requests a copy to review, direct them to the FiT Publishing website, where they can order a free examination copy. Our web requests are simple to fill out and we track all requests for possible course adoption.

Email Blasts to Listservs

FiT Publishing employs a marketing firm that will submit an email blast to the appropriate listserv to announce your book. However, email blasts to colleagues are proven more effective coming from the author than the publisher.  This is because the publisher’s email is received as a commercial message, and is more widely dismissed than an email from a known colleague.  When sending an email to a large number of recipients, place all email addresses into the blind copy field of the email so that email addresses remain private, and readers will not have to scroll through the long list of email addresses at the head of the email to read your message.

Promotional Flyers

Ask the FiT marketing staff (fitmarketing@mail.wvu.edu) to send you an electronic flyer for your book. The flyer will include the cover image, the table of contents, purchase information and biographical information. You can print this one-page flyer in color or black and white to distribute in your college, at conferences, meetings, and other places where students, colleagues, bookstores, or to potential reviewers may be interested in your book. Flyers are a cost effective way to promote your book without having giving away free copies (and losing potential sales).

Website Promotion

If you find a website for a professional organization, club, academic institution or group in the course of your work in which your book should be listed, just send an email with the URL address, or the name of the company, and we will work to get your book on that website.

Conferences and In-Person Promotion

Taking your book to professional conferences is a great way to network and market your book. Please let us know when you will be attending a conference, and include the name, date, and location of the conference, and we will send you a kit of books and promotional flyers to take along.

Email Signature

Create a signature at the bottom of your email with the details of your book and a link to the FiT Publishing website.  This is a quick and easy way to market your book that quickly links the buyer with the online order form.  An example of your signature could read:

Dr James Smith
Professor of Sport Psychology
University of America
Address
My New Book Title, 4th Edition (2017), available at www.FiTPublishing.com

Reviews for Book Sites

If your book is listed on Amazon.com or Goodreads.com or other websites, please enlist your colleagues and friends to write and post reviews on that website. The number of reviews and responses often makes the difference between a top 10 listing and obscurity.

Press Kits

You can create a press kit to distribute to journalists, at conferences or other meetings. Purchase a few pocket folders and present the following pages in an attractive way:

Book information page:  Book cover image, full title, author(s), ISBN number, copyright year, price, publisher name and address, number of pages, and your contact information.  A headline and brief summary of the contents of the book (use the back cover copy).

Author(s) biographical page:  A short paragraph about your professional life, credentials, awards and grants, major publications, and professional affiliations. A sentence or two about hobbies and a high-quality photo of yourself.

Chapter Outlines: Start with the table of contents and add a sentence underneath each chapter, giving highlights of the main concepts of the chapter.

Quotations page: Find a few quotable sentences from the introduction or various places in the book that capture the intent and merits of the book. Save these with chapter and page numbers underneath.

Staple your business card somewhere on the folder and it’s ready to go. Decide whether to hand out complementary copies of the book with your press kits.

Keep in Contact

Please keep us updated on success stories of your book, any media coverage you may receive, and especially any changes to your contact information and affiliation. Don’t hesitate to contact us for flyers and assistance with strategies for putting your book out there among colleagues and professional associates to promote your book.

Website
www.fitpublishing.com

Phone

304.293.6888
1.800.477.4348

Fax

304.293.6658

Mailing Address

FiT Publishing
International Center for Performance Excellence
375 Birch Street, WVU-CPASS
P.O. Box 6116
Morgantown, WV 26506-6116

Email

Director: ICPEDirector@mail.wvu.edu

Customer Service: fitcustomerservice@mail.wvu.edu

Editorial Services: fiteditors@mail.wvu.edu

Marketing: fitmarketing@mail.wvu.edu