The American School of Classical Studies at Athens

Author Resources

The small size of the ASCSA Publications Office makes every book or article we publish the product of a close partnership between the author and their editor. To make the relationship as satisfying as possible, we have provided a number of resources in this section that make clear the stages your manuscript will go through. Well-prepared submissions require less time and effort on everyone’s part and will thus expedite the publication process. Click here for more information on book-length submissions and the book production process.

Author Resources

Article Publishing Tips for New Authors
Image Permissions
Policies on Multi-authored and Serial Publications
Policies for Adoption of New Fieldwork Series

Article Publishing Tips for New Authors

Tracey Cullen, Editor Emerita of Hesperia, presented the paper “Publishing in Classical Archaeology: Tips for the Timid,” as part of the workshop “The Publishing Process for Beginners: Start to Finish,” at the 2011 AIA Annual Meeting. This paper recommends a few things to think about before submitting an article, and then offers some tips to help new authors understand the publication process through the lens of Hesperia. Click here to download the PDF.

Image Permissions

A manuscript will not be scheduled for production by ASCSA Publications until all copyright permissions have been received from the author and approved by the ASCSA’s Publications Office. Authors are responsible for obtaining permission to reproduce copyrighted material. The cost of obtaining permissions is the responsibility of the author.

Please be aware of the following:

  • Permission to publish a previously published image must be secured in writing from the publisher.
  • Permission to publish a previously unpublished image must be secured in writing from the image’s rights holder. In the case of a previously unpublished ASCSA image, permission must be secured in writing from the relevant ASCSA department or excavation.
  • For anything photographed in a Greek museum by the author, permission to publish that image must be acquired from the museum.
  • If the author submits an image that s/he produced on behalf of an ASCSA excavation/survey (affiliated or otherwise) during the course of working on that excavation/survey, and the image was not produced as a work-for-hire, the rights to that image belong to the excavation/survey. Written permission must be secured from the excavation prior to publication.
  • If the author submits an image that s/he produced as a work-for-hire for an ASCSA excavation or otherwise, written permission to publish that image must be acquired from either the photographer/artist or the photographer’s/artist's designated rights holder.
  • Permissions for using images for which the ASCSA is the rights holder are outlined fully here.
  • Duration of copyrighted material varies from country to country. When considering publishing an image that might be out of copyright, check the copyright laws for the country of the rights holder. In the United States, information on the duration of U.S. copyright can be found here.

When asking for permission to publish an image in an ASCSA publication, the author should emphasize that the book or article in question is of a specialist, scholarly nature and will be published by a non-profit institution. Print runs are normally under 700 for books and under 1,000 for Hesperia articles. This will often minimize any fees that may be charged. Many permissions can be cleared online or on the publisher’s own website, but writing directly to the press or museum will often result in either reduced or waived fees.

The ASCSA simultaneously publishes print and digital editions of its monographs and of Hesperia. Out-of-print titles are also being revived via print-on-demand. To ensure that a publication can be produced and distributed in both print and digital media, the author should ask for "perpetual" permissions when requesting images. This means non-exclusive, worldwide rights and in all languages, all editions, including print and digital. At the very least, the author should secure publication rights for the print edition and its digital counterpart (e.g., PDF or EPub, etc.). In this way, published scholarship can reach as wide an audience as possible via print as well as on computers, other reading devices, and hosted Internet platforms (e.g., JSTOR). If permission is not granted to publish an image in the digital edition of a publication, that image may be blacked out in the digital edition and will contain a link to that image on the rights-holder’s website.

Authors can accept permissions granted to them via mail, fax, and/or email (with or without an attached letter). All permissions should be printed by the author and submitted collectively to the ASCSA Publications Office, with the relevant figure number written on each.

If authors encounter difficulties in negotiating for or acquiring image permissions for an accepted manuscript, they should contact the ASCSA’s Director of Publications for assistance.

Policies on Multi-authored and Serial Publications

The Publications Office does not publish conference proceedings or festschrifts. Other types of collaborative volumes will be considered on a case-by-case basis.

The ASCSA Publications Office has the right of first refusal for the publication of all fieldwork projects affiliated with the School. (See the Regulations of the Managing Committee, Article IX, Section 3.)

A proposal for the publication of a fieldwork project affiliated with the School should be made by the Director of Record. The publication plan may include articles in Hesperia as well as volumes. The proposal should:

  • give a brief description of the nature and scope of the project.
  • identify the authors of the projected volumes and/or articles.
  • briefly outline the contents of each volume and/or article with its approximate size and the approximate number and types of illustrations.
  • provide a schedule of publication.

The results of a fieldwork project may be published in another venue when the Director of Record has obtained the approval of the Director of the School and the Chair of the Committee on Publications.

A subvention is normally expected for each volume in a series of fieldwork publications. Each volume and article will go through the normal review process (with outside reviewers) and must satisfy the Guidelines for Authors, the Checklist for Initial Submission, and the Checklist for Final Submission (see the Useful PDFs section of Author Resources). In the case of unusually long manuscripts, some supporting material may be published electronically. The volumes will be numbered in the order in which they are published. Conference proceedings may not be published as part of a fieldwork series.

Proposals for the publication of a fieldwork project will be reviewed by the Publications Committee and the Publications staff and may be sent to outside reviewers for comments. The Publications Committee, in consultation with the Publications staff, will decide to accept or decline a proposal for the publication of an excavation series based on the merits of the proposal and the anticipated workload of the Publications office during the period indicated in the proposal.

Policies for Adoption of New Fieldwork Series

(Approved by the Publications Committee on April 25, 2012)

  1. A project must submit a Proposed Plan of Publications with descriptions of projected print and digital publications, the names of authors to whom material has been assigned, and tentative submission dates.
  2. As required by the Regulations (IX.3), the Plan of Publications will be discussed by the Director of Record of the fieldwork project with the Director of the School and the Chair of the Committee on Publications. Matters to be considered include: whether the scale of the proposed plan is reasonable, whether the proposed organization of material seems appropriate, whether the proposed authors are qualified, and whether the proposed plan is likely to be completed.
  3. If the Director of Record, the Director of the School, and the Chair of the Publications Committee agree that the proposed plan is reasonable and appropriate, then the Director of Publications and the Managing Editor will consider the feasibility of the plan in light of other anticipated obligations of the Publications Office. 
  4. The project must provide significant funding for the costs of publication. When a Plan of Publication has been submitted, the Publications Office will work with the Director of Record to determine the approximate funding needed as the subvention for the publication plan. Matters to be considered include: the kind of print publications (binding, size, and so on) and the kind of digital publication envisioned.
  5. When the procedure outline above has been completed, then the proposal will be submitted to the Publications Committee for discussion and vote. If the proposal is approved, a written agreement will be prepared between the Director of Record and the ASCSA that stipulates the plans for publication and the amount of the subvention.
  6. Volumes or other units of publication will receive no priority but will enter the publication queue like other publications of the ASCSA. No manuscript will be accepted until it has been formatted according to the guidelines and standards of the Publications Office of the ASCSA.
  7. The publication of fieldwork projects will not include conference proceedings.
  8. Each volume (or other unit) of the series will be submitted for outside review as are other manuscripts received by the Publications Office.
  9. As is the case with other work published by the Publications Office, delays in submission of manuscripts will be expected to entail corresponding delays in publication. 
  10. Additional publications not in the original proposal will require a revised proposal and contract. The agreement by the ASCSA Publications Office to publish a fieldwork project is based on the Plan of Publication submitted by the Director of Record. It is recognized that such plans may change as the project and its publication proceed, but significant changes (such as the number of volumes) must be reviewed and approved as outlined above. Such changes may also require additional subvention by the Director of Record.
  11. A project that is published by the School does not have any special status within the School.