Excerpt from Activities section of SEG Procedures Manual

IV.5.D. SPECIAL PUBLICATIONS
IV.5.D.1. Process for Proposal Submission
IV.5.D.2. Process for Proposal Review and Decision

IV.5.D.3. Translations Committee Process for Proposal Review and Decision

IV.5.D.4. Manuscript Development and Approval

IV.5.D.5. Publication Production

IV.5.D.6.  Editorial Roles

IV.5.D.7. Special Publications Series

IV.5.D.8. Author Royalties

IV.5.D.9. Complimentary Copies

IV.5.D.10. Author Discounts

IV.5.D.11. Copyright Transfer

IV.5.D.12. Copublication

IV.5.D.13. Policy on Publishing Software-Related Books

IV.5.D.14. Policy on SEG Distribution of Other Publishers' Publications

IV.5.D.15. Prepublication Expenses

 

IV.5.D. SPECIAL PUBLICATIONS

This section describes the publication process for SEG special publications, carried out primarily by the SEG Publications Committee, including proposal submission and approval, manuscript development, and final approval for publication. References to Author(s) in these processes also apply to Editor(s) of compilations of articles by several authors. Summaries of editorial roles and SEG special publications series also are provided. Please also refer to the Publications Committee entry in the Standing Committees section of the SEG Policies and Procedures Manual for more information about the organization and scope of the Publications Committee.

Following the processes and roles descriptions, specific policy matters related to SEG special publications are presented with notation of when they were adopted by the Executive Committee.

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IV.5.D.1. Process for Proposal Submission

  1. Author(s) indicates interest in submitting a proposal for a special publications project without prompting or is solicited to submit a proposal by a Publications Committee member or another interested party. Author(s) is instructed on how to submit a proposal.
  2. Author(s) completes a proposal form that guides author(s) in supplying a variety of information about the special publications project.
  3. Author(s) provides enough information to enable the Publications Committee to judge the technical merits of the proposed publication. Author(s) is encouraged to attach any rough drafts, tables of contents, or other fragments that provide a window into the breadth and depth of the project.
  4. Author(s) also provides information about the number of figures, including the number in color, plus the number of equations, the approximate number of pages, and an approximate schedule for manuscript preparation and submission for technical review.
  5. Author(s) also is asked to estimate the market for the proposed publication. Author(s) may indicate a preference for the SEG series in which the work would be published. (See series descriptions elsewhere in these procedures.)
  6. Author(s) also is asked to convey the amount of material in the work for which permission would need to be obtained from third parties.
  7. The proposal is submitted through an online peer-review system in which Author(s) may indicate preferences for committee members and additional reviewers to handle the proposal review. Author(s) also may express preferences for the appointment of Volume Editor(s) to work with the author on development of the manuscript if the proposal is accepted. The committee is not required to follow Author(s) preferences.
  8. Decisions about whether to collaborate with another publisher on a special publication are rendered through SEG's normal proposal review process. All such decisions are subject to Executive Committee review.

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IV.5.D.2. Process for Proposal Review and Decision

  1. The SEG Publications Department staff receives the proposal. If it is incomplete, staff instructs Author(s) to resubmit with more information. If it is complete, the staff routes the proposal to the Publications Committee Chair. The staff also notifies Author(s) when proposal is sent to the Chair and states that the committee will render a decision on the proposal within four weeks if the length of proposal documents is modest or six weeks if entire manuscripts are submitted.
  2. The Chair coordinates review of the proposal, appointing at least three other committee members to participate in the review. The Chair may appoint additional technical reviewers (subject-matter experts) either inside or outside of the committee to participate in the proposal review.
  3. Committee members involved in the proposal review consider the likely market and sales potential for the book along with its technical merit. Nonetheless, the review team promotes all proposals that are judged to represent significant contributions to applied geophysics literature. A proposed work should not be judged negatively because there may be a recent published work or work in progress on the same subject. Multiple perspectives on the same subject are encouraged.
  4. The Chair renders a decision on the proposal based on the recommendations of the committee members and other reviewers. The Chair either accepts the proposal, sends it back to Author(s) with a request for revision, or rejects it. If the proposal is accepted, the Chair names a Managing Editor from the membership of the committee to guide development of the manuscript to publication. The Chair, in consultation with the Managing Editor and the Publications staff, assigns the work to one of SEG's book series.
  5. The Publications Committee considers any translation recommendation from the Translations Committee as an accepted proposal. The Translations Committee Chair, who is a member of the Publications Committee, serves as Managing Editor for manuscripts the Translations Committee recommends for SEG publication in English.
  6. Once a proposal is accepted, the staff prepares a First Agreement for publication. Negotiations on the First Agreement are handled among Author(s), the Managing Editor, and the Publications Director (or designated staff).
  7. Regardless of the committee's action on a proposal, comments of those who reviewed it are shared with Author(s).

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IV.5.D.3. Translations Committee Process for Proposal Review and Decision

  1. A Translations Committee member or the book's lead author should complete the submission of the proposal in the SEG books online peer-review and production system. A complete submission should contain all the details expected of a regular book proposal, including a table of contents, author credentials, copyright issues (if any), market, and so on, as requested in the book proposal forms.
  2. The Translations Committee should conduct its review of the work, or reflect its deliberations about it, in the online system, considering the work's technical merit, how well it meets the needs of the SEG membership, financial feasibility, and other matters regularly addressed in book-proposal reviews. After gathering reviews from at least three committee members and/or others with the necessary language skills and technical background, and after ensuring that the proposal record for the work is complete, the Translations Committee chair should post a decision about the proposal in the online system.
  3. The Translations Committee must obtain from the original work's author(s) and copyright holder (if different from the author) a commitment of willingness to consider SEG publication of the work in another language, and this must be reflected in the proposal record before the work is granted accepted-proposal status.
  4. An accepted proposal should include statements by a technical expert(s) appointed by the Translations Committee chair to certify that the original book meets established technical standards for SEG books. The expert(s) should present the work's strengths and weaknesses and justify why this particular book among others under consideration should be translated and published by SEG.
  5. Within the record for an accepted proposal, Translations Committee members or reviewers should describe the geophysical expertise and language skills required of a translator for this work and nomination of a translator from whom a commitment to perform the translation has been secured. A translator should be (a) a technical expert on the subject matter covered by the original book; (b) an excellent writer in the target language; and (c) a strong advocate for the work with highly favorable evaluations of the original book.
  6. The record also should include what copyright arrangements will be necessary between SEG and the original publisher and sales data about the original book from the original publisher, if available.
  7. The Translations Committee chair shall serve as Managing Editor for a work accepted at proposal stage and shall name a Volume Editor—a subject-matter expert—to work with translators and authors to improve the translation and the technical strength of the translated work as deemed necessary.
  8. Final approval to publish follows normal Publications Committee and Executive Committee procedures, beginning with the Volume Editor's certification to the Managing Editor that the work is technically sound and ready for production.

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IV.5.D.4. Manuscript Development and Approval

  1. Once a proposal is accepted, the Managing Editor appoints a technical expert in the subject matter of the prospective publication to serve as Volume Editor. (This step is not necessary if the "Author(s)" is the primary organizer and reviewer of a multiauthor collection of works and already is serving as a Volume Editor.) Proposal reviewers selected on the basis of their subject-matter expertise or proposal solicitors with similar expertise are good candidates to serve as Volume Editor. More than one Volume Editor may be appointed for a book in some cases.
  2. The Volume Editor is the primary person responsible for the peer review, working extensively with Author(s) and other reviewers to ensure that the work meets high standards of technical accuracy with the appropriate level of subject coverage. The Volume Editor may serve as the primary organizer and reviewer of a compilation work with chapters by various authors.
  3. The Volume Editor certifies to the Managing Editor, when satisfied, that the manuscript is of high quality, technically sound (adding other comments if desired), and ready for production.
  4. If in agreement, the Managing Editor recommends to the Publications Committee Chair that the work be accepted for publication.
  5. If in agreement, the Chair recommends to the Executive Committee through the SEG Editor that the book be approved for publication.
  6. If the Chair recommends publication, Author(s) or Volume Editor(s) submit the final manuscript, with all materials necessary to produce it, plus documentation of all permissions needed for republication of materials from non-SEG sources.
  7. Within three weeks of receiving a final manuscript from Author(s) or Volume Editor(s) that meets all submission requirements, the SEG staff prepares a financial projection for the book, with estimated expenses for copy editing, composition, and printing and optimal print run and pricing.
  8. The Executive Committee considers the Publications Committee's recommendation along with the financial projection produced by the staff and renders a decision on whether to publish the work.
  9. Publications produced in conjunction with the SEG/EAGE Distinguished Instructor Short Course are deemed automatically approved for publication at the time SEG and EAGE select the DISC instructor.
  10. Manuscripts submitted for publication in the Course Notes Series undergo review to ensure that they meet minimum standards of technical accuracy, presentation quality, and value for SEG audiences. Manuscripts are submitted to the entire Publications Committee; once a majority of committee members has submitted reviews, the committee chairman decides whether to accept or reject the manuscript or subject it to further review by subject-matter experts under the auspices of a Managing Editor before rendering a decision. No Executive Committee approval to publish is required. Authors must notify the Publications Committee if they make substantial revisions to their works, as these would undergo a fresh review by the Publications Committee. The Continuing Education Committee is encouraged to submit most course notes used in its approved courses for publication as SEG Course Notes books, ensuring that submitted material has undergone technical review by subject-matter experts and that requested revisions have been applied.
  11. SEAM Reports are published by SEG in a SEAM Reports Series for mass distribution within SEG eBooks. SEAM shall ensure that report manuscripts prepared by its project managers and/or contract authors are technically accurate and editorially sound and that all permissions to reuse material from third parties are obtained. Upon submission to the Publications Committee, the committee chairman may accept or reject the manuscript for publication or may appoint a Managing Editor from the committee to conduct further review. The Managing Editor may involve additional reviewers and may request that the authors make improvements to the manuscript. However, the level of review and the extent of requested changes shall be minimal in most cases, consistent with disclaimers that appear in the books stating that the works meet minimum standards of technical accuracy and have not undergone normal SEG peer reviews. The Managing Editor recommends action on the manuscript to the Publications Committee chair, whose approval to publish needs no subsequent approval by the Editor or the SEG Executive Committee. SEG secures and owns copyright in SEAM Reports Series books. SEAM prints copies for distribution to institutions that participate in the described research, but no printed copies are sold. SEG publishes the work as an e-book and sells it through perpetual-access purchase or annual subscription to institutions or through online purchase to individuals. SEG provides gratis perpetual access to the e-book to institutions that participated in the described research.

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IV.5.D.5. Publication Production

  1. Upon Executive Committee approval of a publication, the staff hires a Copy Editor to ensure that the manuscript meets high standards of readability and editorial style compliance (Geophysics' Instructions to Authors guidelines are followed). In some cases, a Publications Department staff member serves as Copy Editor. Author(s) and Volume Editor(s) are expected to respond promptly to queries about the manuscript from the Copy Editor.
  2. During copy editing, the staff prepares a final Memorandum of Agreement for publication that includes transfer of copyright to SEG and royalty considerations, if any. Negotiations on the Memorandum of Agreement are conducted among Author(s), the Managing Editor, and the Publications Director (or designated staff).
  3. Once copy editing is complete, the staff hires a composition vendor that constructs pages and produces proofs. First proofs are reviewed by Author(s), Volume Editor(s), Publications Department staff members, and sometimes also by Managing Editors. Only Volume Editor(s) and staff review subsequent proofs, as the purpose of this review is to ensure that corrections indicated on first proofs have been made.
  4. The staff hires vendors charged with producing print, disc, and/or online products for delivery of the work. The staff handles all marketing, promotion, and sales  arrangements for published works and fulfills any deliverables due to Author(s), Volume Editor(s), and Managing Editor(s).

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IV.5.D.6.  Editorial Roles

  1. Publications Committee Chair—The Chair is appointed by the SEG President and has responsibilities that include managing the special publications program, appointing members of the committee, appointing Managing Editors and reviewers, and making editorial decisions and recommendations based on recommendations from the editors and reviewers.
  2. Committee Member—Each member of the Publications Committee is appointed by the Chair under guidelines described in the Standing Committees portion of the SEG Policies and Procedures Manual. A member's responsibilities include identifying subject areas in which SEG books are needed, soliciting special publications proposals from prospective authors and editors, serving as an editor and/or reviewer, approving special publications proposals, recommending publication of manuscripts that have been developed under the auspices of Volume Editors, and participating in guidance of the SEG special publications program.
  3. Managing Editor—A Managing Editor is a committee member appointed by the Chair to shepherd development of a manuscript in preparation for its publication. The Managing Editor appoints a technical expert in the field as a Volume Editor to assist Author(s) in ensuring that the publication meets high standards of technical accuracy and appropriate levels of depth and subject coverage. The Managing Editor may appoint himself/herself as the Volume Editor. The Managing Editor provides procedural and policy guidance and support to Author(s), Volume Editor(s), and the copy editor(s). With help from the SEG tracking staff, the Managing Editor also monitors the progress of the Author(s) and Volume Editor(s) versus the proposed book development schedule.
  4. Proposal Reviewer—There are two types of Proposal Reviewers: (1) committee members appointed by the Chair; (2) additional subject-matter experts, usually not committee members, appointed by the Managing Editor. Their responsibility is to review special-publications proposals and make recommendations on how SEG should respond.
  5. Volume Editor—The Volume Editor is appointed by the Managing Editor and, second only to Author(s), is responsible for ensuring that the contents of the volume are technically accurate, that the arguments and presentations are sound, and that the subject coverage is sufficient for the scope of what Author(s) is attempting and what the reader needs. The Volume Editor is charged with corresponding with Author(s) to elicit a technically strong work on the subject matter that adheres to Geophysics' Instructions to Authors guidelines.
  6. Manuscript Reviewer—The Volume Editor of a manuscript that has been approved at proposal stage may appoint additional reviewers to help develop the manuscript into a technically strong work.
  7. Copy Editor—SEG hires a professional copy editor to address spelling, grammar, and style matters, improve readability, and sometimes also to address technical concerns. The staff projects a rough target copy-editing timeline to the Managing Editor and Author(s) for planning purposes. It is understood that time required for copy editing depends on the length and state of the work and response time of Author(s) and Volume Editor(s) to queries.
  8. SEG Editor—The SEG Editor is the Executive Committee liaison with the Publications Committee and has oversight authority over the Publications Committee and its activities.
  9. Publications Director—The Publications Director guides staff in support of the special publications program and is the staff liaison with the Publications Committee.

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IV.5.D.7. Special Publications Series
SEG publishes books and discs in several series, each distinguished by both the nature of the subject coverage and by the physical characteristics of the publications themselves. A vote of the entire Publications Committee is needed to establish or discontinue a series. A descriptive list of current series follows:

  1. Investigations in GeophysicsThis series features comprehensive treatments of mature subjects that present both theory and practice. Works in this series have long shelf lives. The books use the most expensive binding and paper; typically they have linen covers and dust jackets.
  2. Geophysical DevelopmentsThis series is devoted to technologies that still are developing at a fairly rapid pace but have emerged to the extent that capturing them in book form is warranted. Shelf life of these books is typically five to seven years. These are hardcover books but less expensively bound than those in the Investigations in Geophysics Series.
  3. Geophysical ReferencesBooks used repeatedly as references or that have strong instructional components are published in this hardcover series.
  4. Geophysical MonographsThese are concise works by one or two authors that have strong tutorial value. These are paperbacks, usually compact in size.
  5. Geophysics ReprintsBooks in this series are collections of previously published papers that track the development of a particular technology or specialty. They are typically 8½" x 11" paperbacks. Some future compilations in this series are likely to be offered on computer disc.
  6. Cornerstones of Geophysics—These are modest-sized collections of key theoretical papers coupled with a brief tutorial, presented as 8½" x 11" paperbacks and often coupled with more expansive volumes on the topic at hand.
  7. Course NotesThis paperback series contains lecture notes used in SEG Continuing Education Program courses or in university or corporate instructional settings. The books are usually 8½" x 11" paperbacks that, short of the final printing, are entirely author prepared (with no professional copy editing or composition).
  8. Distinguished InstructorBooks in this series are the course notes prepared primarily for distribution to attendees of SEG/EAGE Distinguished Instructor Short Course presentations. They undergo professional copy editing and composition before being printed in 8½" x 11" paperback format.
  9. Open FileBooks classified in this way are projected to have a small market and, therefore, are published as paperbacks in small quantities.
  10. Slide SetsIn recent years, works selected for publication in this series have been distributed via the SEG Web site.
  11. Digital DataThere are two major products in this category: GEOROM®, a complete archive of technical articles from Geophysics and The Leading Edge through 2008, and the Expanded Abstracts Historical Series, an archive of Annual Meeting Technical Program papers published from 1982 to 2009. Both products are presented on DVD-ROM but have been discontinued.
  12. DigitalDISCThese are DVDs of SEG/EAGE Distinguished Instructor Short Course presentations that include video of the instructor, the instructor's slides, and text of what is being spoken.
  13. SEG Standards—Standards established by the SEG Technical Standards Committee.
  14. Videotapes, Video Courses, and Video on DVD—SEG publishes several instructional and informational videos.

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IV.5.D.8. Author Royalties
With limited exceptions addressed in Memoranda of Agreement for some books (especially those copublished with other organizations), SEG pays royalties to author(s) at the following rates for each book that has four or fewer authors:

  1. 10% of SEG's gross revenue from all sales of the work or portions thereof in any form until there have been 1,000 sales of the entire book;
  2. 13% of SEG's gross revenue from all sales of the work or portions thereof in any form once sales of the entire book exceed 1,000 but are fewer than 2,001;
  3. 16% of SEG's gross revenue from all subsequent sales of the book or portions thereof in any form.
  4. The number of "sales of the entire book," for purposes of assigning royalty percentage, includes sales of the complete book (1) in hard copy and on removable digital media; (2) as an e-book sold online to individuals; and (3) as a standalone perpetual-access subscription product sold to institutions. The number of sales, for purposes of assigning royalty percentage, does not include sales of the book as part of a collection of works sold by subscription, nor does it include online sales of portions of the books, such as chapters. However, royalties are calculated as a percentage of gross revenue from all sources. A percentage of revenue from sales of online book collections equivalent to the percentage of the collection's value that a book comprises (calculated as whole-book list price to individuals of the book divided by the total of the whole-book list prices to individuals of all books in the collection), shall be considered revenue credited to the book for purposes of royalty calculation.
  5. Translators are eligible to earn royalties or share royalties with authors independent of license fees that may be payable to copyright holders of works selected for translation. Some authors choose to direct their royalties to charitable entities, including the SEG Foundation.

(Updated by Executive Committee, December 2010)

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IV.5.D.9. Complimentary Copies

  1. Each author of a special publication with four or fewer authors is entitled to receive three finished print and/or removable-digital-media copies of the publication without charge.
  2. Volume Editors of special publications that are compilations of work by numerous authors are entitled to receive three finished print and/or removable-digital-media copies of their publications without charge.
  3. Managing Editors are entitled to receive one finished print and/or removable-digital-media copy of a work he or she guided to publication without charge.
  4. Volume Editors of a work with four or fewer authors are entitled to receive one finished print and/or removable-digital-media copy of the work without charge.
  5. Authors of original (non-reprint) material in special publications are entitled, if they request, to receive a PDF copy of their contribution to the work as it appears in SEG eBooks if it is part of the SEG eBooks collection. Volume editors of special publications that are compilations of work by numerous authors are entitled to request and receive the same benefit. These PDFs are provided strictly for personal use, and authors and editors may not share them, sell them, republish them online or in print, or otherwise distribute them without written permission from SEG. In the case of papers published within a book that presents works of many authors, personal use shall include the right to post the PDF via the Intranet sites of each author's employer and to distribute it to a small number of other colleagues for the purpose of professional collaboration.
  6. The lead author of a special publication with four or fewer authors or the lead volume editor of a special publication that is the compilation of work by numerous authors may designate one author's or volume editor's employer (for a multiauthor or multieditor book) at the time of publication to receive a complimentary perpetual-access subscription to the SEG eBook version of his or her book, if it exists. This subscription may not be transferred to another institution. The institution accepting this complimentary subscription shall be required to sign and abide by the terms of SEG's standard perpetual-access subscription license.
  7. If the institution receiving a complimentary subscription teaches face-to-face classroom courses on the subject matter of the special publication and there are course participants who are not members of the institution's community (e.g., regular employees, faculty, or university students), the institution may request and obtain online access to the SEG eBook version for these individuals for a period of one year. The extension of access to these individuals shall be provided through a method that satisfies SEG security concerns and is approved by SEG. SEG may specify that institutions receiving complimentary subscriptions promote sales of SEG versions of the special publication to their communities.

(Approved December 2009)

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IV.5.D.10. Author Discounts

  1. Each author of a special publication with four or fewer authors may purchase finished copies of the print and/or removable-digital-media version of the work at 10% off the SEG Member price but may not sell any copies except in conjunction with a nonuniversity course given by an author.
  2. The lead author of an original article or original chapter in a compilation work published by SEG may purchase one print and/or removable-digital-media copy of the finished work at 50% off the SEG member price. Secondary authors may purchase one such copy at 10% off the SEG member price.

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IV.5.D.11. Copyright Transfer
SEG shall secure exclusive worldwide publication rights from authors and editors of special publications, including the right to publish the work in any form, to license the publication of excerpts or translations, and to make editorial changes in future editions at its sole discretion. After securing these rights, SEG may decline to publish the work for any reason (in which case all rights shall revert to authors and editors). SEG shall require that authors and editors of special publications warrant that their work is original with them, that they have secured permission to use any included material from a copyrighted source, that the work is not in the public domain, and that the work does not infringe on any copyright or invade any right of privacy. Authors and editors shall indemnify SEG against any claims to the contrary. Authors shall not without the prior written consent of SEG (which shall not be unreasonably withheld), print, edit, or publish, or cause to be printed, edited, or published, in any form including electronic, any material based on the work that through such printing, editing, or publishing is likely in the opinion of SEG to injure or interfere with sales of the work.

(Approved December 2009)

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IV.5.D.12. Copublication
SEG may modify the arrangements prescribed with authors in these procedures when negotiating copublication terms for a special publication with another publisher.

(Approved December 2009)

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IV.5.D.13. Policy on Publishing Software-Related Books
SEG encourages the submission of manuscripts on software-related topics for publication in print and/or electronic form if the work's primary aim is to promote the understanding of geophysics and if the work involves geophysical software that is either free or in wide distribution. SEG is not interested in publishing manuals describing only the technical aspects of operating geophysical software. However, SEG does seek to publish self-guided tutorials and other treatises focused on explicating geophysical principles that may heavily involve specific free or widely used geophysical software. When SEG publishes such material, the publication will include a statement of this policy and a message stating that SEG does not promote the discussed software to the exclusion of any other product.

(Approved by EC, February 2004)

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IV.5.D.14. Policy on SEG Distribution of Other Publishers' Publications
SEG may serve as a distributor of another publisher's books without the books having been subjected to SEG's established peer-review procedure if the books originate with a publisher widely regarded as reputable. However, SEG may activate its review and approval procedure for other societies' books should there arise from the membership, the staff, the Publications Committee, or the Executive Committee any question about a particular publication's suitability for inclusion in SEG's portfolio or if another publisher's entire portfolio is called into question. Titles may be called into review after SEG has begun to sell them, and the review procedure may result in some titles being withdrawn from the SEG catalog.

(Approved by EC, January 2008)

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IV.5.D.15. Prepublication Expenses
Regarding special publications for which royalty is paid: Authors will be responsible for their own expenses, including telephone, postage, typing, drafting, etc. These expenses must be paid by Author(s), as they are incurred, or by SEG to be deducted from future royalty payments to Author(s). SEG will provide assistance as needed to Authors who have no organizational support for their publication activities, upon request. These costs will be included in pricing the publication for sale.

(Approved by EC, April 1983)

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