Image Request Form determines budget initiates research establishes approvals process

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Ruth Henderson
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1 IRC Flowchart Full-Service Project Manager (FSPM) 1) organizes author-supplied art, list of research specs, and list of pickup images 2) requests PDR of previous edition from Debbie Latronica in IRC a) Highlights images to be picked up this edition and enters new working numbers b) Determines perm cost of pickups 3) fills out Image Request Form and sends it (along with author-supplied art, research specs, and previous edition PDR with pickups highlighted) to inhouse liaison, who forwards it all to Beth Brenzel in IRC New Images 1) Outside researcher is assigned to project (by Beth Brenzel). 2) Researcher submits images for selection to author/acq ed/fspm (ideally, via Cypress). 3) Author/ acq ed/ FSPM make selections in Cypress. (Inhouse liaison must request that author/ acq ed/ FSPM be given access to Cypress.) 4) Researcher transmits hi-res images (with perm metadata) to IRC. Image Request Form determines budget initiates research establishes approvals process IRC perm coordinator is assigned to project (by Zina Arabia). Coordinator sets up project in PAL IMAGES. As images come in to IRC(either from researcher or, in the case of author-supplied art, from FSPM via inhouse liaison), IRC coordinator logs metadata into project in PAL and transmits images to CSS for scanning. 7 days Pencil will appear next to image on Project Homepage, indicating it is availabe for customizing. (Inhouse liaison must request that IRC coordinator give FSPM customizing/ordering privileges.) Pickup Images IRC coordinator enters pickup images into project in PAL (either by referring to marked up/highlighted PDR of previous edition or by referring to FSPM s AV log on server). FSPM remains in contact with IRC perm coordinator and may request a credit list after all images (researched and pickup) have been entered in project. FSPM customizes and orders image in project in PAL. or FSPM downloads hires image (risky). 2 days FSPM will be notified via that hi-res image is available on designated server. Key contacts in IRC: Beth Brenzel (Research) x 5818 Zina Arabia (Perms) x 5812 Debbie Latronica (PDRs) x 5849

2 IRC Photo Request Form A blue IRC Photo Request Form must accompany all text projects submitted to IRC. [A separate yellow form is used for electronic products.] The FSPM fills out these forms. [Note that the form is divided into RESEARCH budget estimates and PERMISSIONS budget estimates. Scanning of images/processing by CSS is a separate charge and is not included in any these estimates.] BUDGET ESTIMATING GUIDELINES (see corresponding number on IRC blue form, attached) RESEARCH (lines 1 through 6) This section involves only photos NEW to this edition. Line 1: Images that have already been selected (by author, acq editor, or development editor) from outside agencies (e.g., Corbis, Getty, NY Times). Printouts of actual image from agency website must be provided, along with the agency s image i.d. number. Pricing depends on the bulk quantity and the agencies involved (For instance, if you are requesting 20 specific photos, all from Corbis, it might work out to $10 $20 apiece for a researcher to obtain the hi-res images for you from Corbis). Line 2: Images that require research by an outside researcher to be hired by IRC. An accompanying list of specs must be provided. Specs may describe either a. specific pieces that the author wishes the researcher to obtain, in which case photocopies of the requested image should be provided (see sample Fagan project, attached), or b. general concepts for which the researcher must find several possible illustrations (see sample Macionis project, attached). These specs should be worded carefully and completely so as to facilitate the researcher s work. Line 3: Fine art specs might be, say, a Renaissance painting illustrating fidelity in marriage. This requires the services of a highly specialized researcher knowledgeable in art history. Line 4: Photos selected from PAL, or hi-res files or hard copy photos supplied by the project manager along with complete source info. It is expected that IRC will obtain permission for the image. (Note that this does not include reuse images; there is no research charge for images picked up from a previous edition of a text.) Line 5: Hi-res files or hard copy photos supplied by the author along with letter of permission granted by source of each photo. Line 6: This is a total of lines 1 through 5. Note that lines 4 and 5 are similar in that they don t require the services of an outside researcher. The low price ($5) covers the services of IRC s inhouse staff inputting the photo s description and its accompanying permissions information into the PAL system. PERMISSIONS (lines 7 through 13) This section involves ALL photos, new and pickup. Lines 7 9 are self-explanatory. Note that these are all rough estimates (and tend to be on the high side). Line 10: The FSPM calculates this figure based on ACTUAL permission cost of specific pickup images, derived from the last edition PDR. Line 11: This is a total of lines 7 through 10. Line 12: These lines usually are calculated as an additional percentage of lines 7 9 only. (Line 10 pickup images generally doesn t have to be included, because the additional percentage was probably already included in the actual permission cost in the last edition.) Line 13: This is a total of lines 7 through 12. NOTE: Inhouse liaison should write at the bottom of this form (below the signatures) the following info: 1) PPS number of images (#), PPS research budget ($), PPS Permissions budget ($) 2) Contract info as to who (PH or author) pays for research and permission

GUIDELINES FOR IN-HOUSE LIAISONS WORKING WITH FULL-SERVICE AGENCIES

DRAFT VERSION GUIDELINES FOR IN-HOUSE LIAISONS WORKING WITH FULL-SERVICE AGENCIES Statement The Liaison s mission is to monitor and manage the Full-Service Vendor Project Manager s (FSV PM) activities,