Instructions
This is our seventh collection of announcement listing titles conducted in partnership with Above the Treeline, the Ann Arbor–based company that provides Web-based software for the book industry, including the Edelweiss catalogue management system. This collection forms the basis of title information from which we will produce a print Spring Adult Announcements issue (the Jan. 27, 2014 PW) and a print Spring Children’s Announcements issue (the Feb. 24, 2014 PW). All of the collected information, adult and children’s, will be part of the online catalogue for spring titles, which will be available and browsable to all registered users. Religion and Audio publishers/imprints are encouraged to submit via PW/Edelweiss, though we will also conduct a separate call for titles in those categories—each will get its own issue (Religion, Mar. 31; Audio, Feb. 3).

Advantages

We believe this method of collection offers many advantages to any trade publisher wishing to have its new titles presented to PW readers:

  • The most comprehensive guide to the coming season of trade books, both adult and children’s
  • No limit to number of books that can be listed online
  • Total online entry process—no paper, no stamps, no delays
  • Ease of registration through our registration portal: http://www.publishersweekly.com/spring2014submissions
  • ISBN-keyed data fill from Ingram’s or Edelweiss’s database (if title is already in either database)
  • “PW Pitch,” an opportunity to write a 50-word maximum (300 character) description of the book for PW editors to consider---strongly recommended!
  • Sales Rights tab. This is an optional (but encouraged) tab whereby publishers can list rights sold and/or rights available for each title. This will facilitate future inclusion in PubMatch, our new rights database service.
  • Option to add jackets, interior art, Web links, excerpts, author bios, and more to your entry
  • Easy category organization by BISAC code
  • Resulting browsable online catalogue, which users can organize by publisher, author, category, format, pub date, accessible to all PW subscribers.
  • All listed titles are eligible for coverage in our print announcement issues.

Guidelines for Entering Spring 2014 Adult and Children’s Titles Online

Publishers should register at the registration portal.

Please don’t wait till the last minute, as registrations may take up to one business day to process.

For the most up-to-date title entry instructions, please refer to the Edelweiss help site.

After registering and logging into the PW/Edelweiss site, you will be prompted to identify your Primary Distributor, your Publisher name, and a Descriptive Name if you plan on entering multiple batches of titles. Once you do this, begin entering titles by typing in the ISBN in the blue box on the left. If the other fields, such as book title, author, etc., do not immediately fill from the Ingram feed or Edelweiss’s title database, then click “edit title info” on the right-hand side, and you will be able to fill those fields manually.

Hit Save when you are done. You will be able to reenter to change or update data until Dec. 9, when the portal will be closed to further emendation.

Publisher administrators entering titles will receive a report from Edelweiss when there are errors, or missing required title attributes, in their entries in early December.

Required (and Optional) Information

There are a number of tabs under which users will find fields for data entry—General, Contributors, Images, Descriptions, Links, Subrights, and Sales Rights. For PW’s purposes, required information is only under General, Contributors, and Description.

We strongly encourage publishers to avail themselves of the PW Pitch field, which allows PW editors to see a concise description of the title, in addition to the often lengthier catalogue copy found in the longer Description fields. We’d prefer a reasonably objective pitch on the titles, more akin to catalogue copy than an effusive sales pitch. This “PW Pitch” is similar to the KeyNote familiar to Edelweiss clients—and, if used by the publisher, can stand in for the Overview/Summary Description fill if desired. If the PW Pitch option is skipped, we will condense copy from either the Overview/Summary Description or KeyNote field that accompanies the title. Publishers can skip the Description tab if they complete the PW Pitch, which can be accessed directly on the main title listing screen without having to click the Edit title Info button.

General Tab:

Required: Title; subtitle (if applicable); imprint; series (very important for children’s series: please list the series name, followed by the title in the actual Title field); pub date; on-sale date if different; announced first printing if 25,000+--essential for our on-sale calendar listing; U.S. list price; pages; format (hardcover, trade paper, audio, e-book, etc.; but we will limit the variety of formats available; please find the one available that suits or eliminate title); BISAC category; age range, not grade levels (only required for children’s books).

For children’s books: be sure to associate a Juvenile BISAC category and a valid format – hardcover, paperback, spiral bound, board book, novelty book, or kit—for every title. Failing to do so will eliminate your title from consideration by the PW Editors.

The other fields on the General tab are optional.

Contributors Tab:

Required: Author, editor (if applicable), and illustrator or photographer (if applicable), first and last name. Be sure to identify the accurate contributor description, or type, for each contributor.

Images Tab:

Nothing required here, but feel free to upload jacket image or interior image from book.

Descriptions Tab:

Required*: Overview or KeyNote Description of book (describe the book’s contents; you must indicate age range for children’s titles); Contributor Bio (optional but preferred); if one-day laydown for the book, please note that in Marketing Plans.

*We encourage publishers to also use the PW Pitch tag for a condensed title description; this can take the place of the Overview Description (see above).

Links Tab

Nothing required here.

Subrights and Sales Rights Tabs

Not required, but encouraged: opportunity for publishers to list disposition of rights—rights sold and rights available. This will facilitate transfer into PubMatch.com.

IMPORTANT: For publishers with imprints who want their titles identified by imprint as opposed to under the main heading of the parent publisher, please be sure to fill in the imprint field when you enter the title—that is, indicate imprint at the title level.

Navigation Notes

Please hit “Save” at the bottom of each Add/Edit Title Info tab before moving onto another tab on this pop-up. To move to another tab, click on its tab name, e.g. Contributors, Images, Descriptions, etc.

Please note the “Edit Title Info” and links in the blue boxes on the right-hand side of the screen. Edit Title will allow you to change the information in the tabs. At the end of each entry, hit SAVE. You will be able to re-enter and add information until the deadline of May 13th when the portal will be closed.

When your listing is complete, you will be able to continue to view your listing through your registration login via this portal until the May 13th deadline. After that date, your title information will not appear until the online version of the Seasonal Announcements is available 6-8 weeks later.

PW reserves the right to review for concision, completeness, and appropriateness for the Fall Announcements. When the entire data collection process is over and has been processed by PW staff, PW subscribers will be able to access the entire list.

In addition, the database will be used to collect information for PW’s On-Sale Calendar for books with 25,000 or more announced first printing. Please include strict one-day on-sale dates in the Marketing Plans field under the Description tab.

For questions, contact Michael Coffey at mcoffey@publishersweekly.com for Adult; and Carolyn Juris at cjuris@publishersweekly.com for Children’s. For procedural issues with the online entry, contact Jen Slajus at jslajus@abovethetreeline.com.

A Note from Above the Treeline:

Who Can Edit What Titles and How?
Title information is initially drawn from Edelweiss core databases and from Ingram Book Company. Since we are dealing with titles far before publication date in some cases, the information is not always available or complete in these sources. Here is how it works and the options you have for editing title data:

• For Edelweiss publishing clients, if a user has “catalog administration” rights within Edelweiss then that user can edit title information for any title on the submissions lists by using the “edit title info” button on the right side of the screen. For established Edelweiss clients, users would probably know whether or not they have these rights.

• For other users, they have the ability to edit any title that is not a part of an Edelweiss catalog. Titles that are part of an Edelweiss catalog should be edited and updated using the standard Edelweiss update processes. This is intended to protect the information from unintended editing that might affect live data within Edelweiss.

If a user needs to edit title information and the edit button for that title is inactive (which means the title is part of an Edelweiss catalog), here are your two options:

1. The recommended option: route the needed data additions/edits through the normal Edelweiss title update process for your publisher. In many cases, this means asking your Edelweiss catalog administrator to make the changes and include them in your next outbound ONIX feed. Please contact support@abovethetreeline.com if you do not know who your catalog administrator is.

2. Your company’s Edelweiss user administrator can grant “catalog administration” rights to the individual who needs the ability to edit title information. Keep in mind that the information manually entered in this manner will eventually be replaced by the automated feeds. Permissions can be returned to original settings after the information has been submitted.