Approval and Monitoring Procedure for IHR Publications

1. Submission of the Initial Proposal

The author/editor submits to the members of the Editorial Committee of each Section a request for the publication of a volume under preparation, once it has reached an advanced stage. The request is accompanied by the “Publication Proposal Form” completed by the author/editor. If the author/editor does not belong to the academic staff of the Institute and the Committee decides that the proposal should be rejected before the work proceeds to further review (because the book is lacking in scholarly quality, does not fall within the research interests of the Section and the Institute, does not meet the administrative requirements set out in the form, or for other reasons), the Committee replies in writing to the author/editor, explaining the reasons for rejecting the submitted proposal. In case of a preliminary positive response, the following steps are taken. 

2. Peer Review

The Section’s Editorial Committee undertakes the selection of reviewers, the assignment of the work to them, communication with them, monitoring of the agreed timetable for the submission of their reports (within a period not exceeding six months), and the resolution of any issues arising during the review process (negative evaluations, authors’ compliance with reviewers’ comments, etc.).

3. Conclusion of Agreement

(Only when the authors/researchers are Emeriti or do not belong to the staff of the Institute).

Once the work submitted for publication has been approved by the reviewers, an agreement is reached to secure funding on the part of the author/editor to cover at least part of the anticipated cost of the work to be published. A private contract is then drafted with the author/editor (based on a standard template) by the Publications Unit. After approval by the Board of Directors, the agreement is sent to the author/editor for signature (three copies).

4. Publication Process

The publication process includes a number of necessary administrative steps, which primarily concern the Publications Unit and the Director. The points that authors/editors must be aware of are the following:

• The Section’s Editorial Committee receives from the author/editor the final typescript and all accompanying material (images, maps, etc.) and delivers them to the Head of the Support Department, to whom it assigns in writing the preparation of the publication (when typesetting and pre-press work are carried out within the Institute), or the supervision thereof (when typesetting and pre-press work are done by external collaborators).
• Three (3) rounds of corrections are provided, within a reasonable timeframe.
• The dimensions of the book, the printing format, the type of paper, and related matters are jointly decided by the author/editor, the Section Coordinator, and the Publications Committee.
• The author/editor must cooperate with the officer of the Publications Unit for the application and receipt of the ISBN number.
• The author/editor must keep in mind that between the time the invitation is sent to the printing house and the receipt of the page proofs there is an interval of at least two months.
• The author/editor is obliged to check the final page proofs.
• No later than before the delivery of the printed copies—and especially for foreign-language series, at the submission of the manuscript—the author/editor must prepare a press release (in Greek and English), which is typeset by an officer of the Publications Unit and made public by the Secretariat.
• The author/editor proposes to the Head of the Support Department five established academic journals to which the work will be sent for review.

5. After Publication

• The author of the work receives five (5) free copies from the head of the Support Department. However, in the case of external funding, these copies are doubled. Once the free copies have been used up, new copies can be purchased at a 50% discount.
• Each editor receives three (3) free copies of the work.
• Each author in a collective volume receives one (1) free copy of the work.
• Authors of monographs are given a low-resolution, specially marked PDF of their book, which may be used exclusively for academic evaluations and only upon written request to the IHR/NHRF, which is the legal owner of the publications. After four years, the PDF may be posted on the internet under the responsibility of the IHR/NHRF and in accordance with the IHR’s general policy on its publications.
• Authors of chapters in collective volumes and conference proceedings are not permitted to post their articles, which they receive in digital form upon publication of the volume, on online websites such as edu before two years have elapsed.