Last winter, we executed our first announcements issue 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. We collected more than 6,000 titles into an online catalogue from hundreds of publishers and imprints. Now, it is time for our Fall Announcements issue(s), and we are following the same procedure, with some significant changes and improvements. As with our collection of Spring titles, this collection will form the basis of title information from which we will produce a print Adult Announcements issue (the June 27 PW), in which editors will select titles by category for particular highlighting. For the first time, we are also collecting this time Children's Announcements information, which will be part of the online catalogue for fall titles and which will form the basis of a separate Children's Fall Announcements print issue (July 18 PW). Religion and Audio publishers/imprints please note that they too are encouraged to submit via PW/Edelweiss; it is important that Religion titles have the appropriate BISAC category and that Audio titles have clicked on one of the Audio formats under the format tab. There will be separate Fall Religion (July 4) and Fall Audio (July 11) issues of PW. Click the "Register Today" button below to go to Edelweiss, or read on for more information.
Advantages
We believe this method of collection offers many advantages to any trade publisher wishing to have its new titles presented to PW readers:
--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: www.publishersweekly.com/fall2011submissions
--ISBN-keyed data fill from Ingram's database (if title is already in Ingram's database)
--NEW: "PW Pitch," an opportunity to write a 50-word maximum (300 character) description of the book for PW editors to consider---strongly recommended!
--NEW: Subrights 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 June 24 Adult Announcements print issue and our July 18 Children's Announcement issue.
Guidelines for Entering Fall Adult and Children's Titles Online
Publishers should register at Edelweiss using the button above.
Important Distinction: For Adult titles, please enter only new books—hardcover, paperback, e-book, audio—being published between Aug. 1, 2011, and January 31, 2012. We will not consider titles outside that range; for Children's titles, however, please enter only new books—hardcover, paperback, e-book, audio—being published between July 1, 2011, and Dec. 31, 2011. PLEASE NOTE DIFFERENT TIME WINDOWS.
After registering and logging in into the PW/Edelweiss site, 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, 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 May 15, when the tool will be closed to further emendation.
Required (and Optional) Information
There are eight tabs under which users will find fields for data entry—General, Contributors, Images, Description, Links, Events, Subrights, and Requests. For PW's purposes, required information is only under General, Contributors, and Description. New this year is another option--the PW Pitch (see above), which is optional but encouraged, as this allows PW editors to see a concise description of the title, in addition to the often lengthier catalogue copy. This is the same as the Key Note—and, if used by the publisher, can stand in for the Description fill if desired. That is, 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 (if applicable and different from publisher name); series (very important for children's series!), pub date; on-sale date if different; announced first printing if 25,000+--essential for our on-sale calendar listing; list price (U.S. price only); pages; format (hardcover, trade paper, audio, e-book, etc.); BISAC category; age range (required for children's books).
The other fields under General are optional.
Contributors Tab:
Required: Author, editor (if applicable), and illustrator or photographer (if applicable), first and last name
Images Tab:
Nothing required here, but feel free to upload jacket image or interior image from book.
Description Tab:
Required*: Overview 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.
Links Tab
Nothing required here.
Events Tab
Disregard
Subrights Tab
Not required, but encouraged: opportunity for publishers to list disposition of rights—rights sold and rights available. This will facilitate transfer into PubMatch.com.
Requests Tab
Disregard.
Navigation Notes
Please hit "Next" button toward bottom to proceed from tab to tab, and hit "save" button to save your work. Hit "close" to close the tabs and move to another title entry.
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 15, when the portal will be closed.
When your listing is complete, you will be able to view your listing through your registration login. 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 50,000 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 John Sellers at jsellers@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 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 the options:
1. Route the needed data additions/edits through the normal Edelweiss title update process for your publisher. In many cases, this means making the changes and including them in your next outbound ONIX feed.
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.
3. Remove the title from the current Edelweiss catalog to free it up for editing by users without "catalog admin" rights. Again, once information appears in the automatic feeds, manually entered information will be replaced.
