rates, specifications, and indexing Agreements
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Rates
Thank you for thinking of me for your index.
Before I give you an estimate, I like to see a typical chapter or two (i.e., not the introduction). My usual rates for a scholarly book are $4.25-$4.75/indexable typeset page, depending on the complexity of the material and the depth of indexing required. By indexable page, I mean any page the indexer has to read to determine if there are indexable concepts on it—front matter (e.g., title page, table of contents, preface) and back matter (e.g. bibliography) don't count. Endnotes that contain substantive information are indexable. The average density for a scholarly index is 4-6 entries/page of text. This can be less than it sounds, because one concept can require several index entries, e.g. "The cat is sleeping on the mat" could, depending on the context, call for several entries: "Cats, sleeping", "Sleeping by animals" and "Mats, uses of." A text with lots of indexable names increases the density.
My rates are based on typeset pages. If you haven’t received page proofs yet, you should be able to get an estimate from your publisher.
If you have compiled a list of terms you want to appear in the index, I will take a look at it, but I choose my entries by reading the book. Don’t feel you need to make a list of terms for me.
I still prefer to index from a printed copy of the book, but I will accept delivery of the text in PDF format that I will print out.
Normally, I can return an index for a book of 300 indexable pages within two weeks of receiving the manuscript, although I prefer to have more time. After the index is submitted I do up to two hours of changes at no charge, but further changes will be billed at $60/hour. Payment is due on delivery of the index.
The index will conform to whatever style you or your publisher require. Style in this context means the way the text is punctuated and arranged on the page; it has nothing to do with literary style. Should the index be run-in or indented? Where should the cross-references be placed? Most publishers use the Chicago Manual of Style, 15th ed., sometimes with some local adjustments. Just have your editor send me a copy of your style sheet. If your publisher doesn’t have a style sheet, I will follow the CMS. I will also need the codes your typesetter prefers for any unusual characters.
As I work my way through the text I may have questions. I prefer to finish the first draft of the index before sending you my accumulated questions. This saves you the bother of being peppered with e-mails every few days and saves me the embarrassment of having to e-mail you, “Oops, never mind. I found the answer to my question about p. 123 on p. 231.” I often find typos and inconsistencies missed by the editor or proofreader. I’ll send a list of those with the finished index.
I usually deliver the index by e-mail. I send an RTF file which is readable by Microsoft Word and most typesetting programs. I can do other formats if necessary.
If you have any more questions, just write.
Specifications
Index Specifications Worksheet
This worksheet covers more than you probably want to know about indexing styles. Stay calm. I can get most of this information from your editor or the Chicago Manual of Style. I’m including it here just to demonstrate that I know what I’m doing.
Client: _________________________________________ Project Code: _____________
E-mail: _________________ Phone: ______________
Client address: ____________________________________________________
Title of Document: ___________________________________________________________
Expected number of pages: _________________________
Expected date of delivery to indexer of initial portion of page proofs: __________________
Expected date of delivery to indexer of last portion of page proofs: __________________
Date of Delivery of Index to Client: ______________________
Index Specifications
Format: ______ Indented _______ Run-in
Alphabetizing: ________ Word-by-word _______ Letter-by-letter
Capitalization: ______ main entries lowercase except for proper nouns
______ main entries all caps
Depth of indexing: Limit on number of levels? ______ If yes, how many levels allowed? ______-
Cross-reference format:
See-references: See see italics bold _______________________________________________________
See-also references: See also see also see under italics bold _______________________________________________
Location: See-references: __________________ See-also references ________________
Footnotes/Endnotes: Indexable? ______ No ______ Yes (Locator Format for: ___________________)
Illustrations: Indexable? ________ No ________ Yes (Locator Format for: ___________________)
Introduction(s): Indexable? _________
Page Range Format: _______ 123-25 ______ 123-125 ______ 123-5
Section/Volume Format: _______ 1:123 _______ 1/123 ________ 1.123
Length: Is there a length limit? ______ If yes, what is the maximum number of lines? _________
How many characters per line are allowed? _________
Payment
Hourly rate at $____________ per hour with a maximum of _______ hours.
Per Page at $_______ per indexable page
Flat fee of $______________
Publisher will pay for all reasonable courier and phone expenses. _____ Yes ____ No
Sample Contract
My brother suggested I just say my sample contract is this:
"I write the index. You pay."
The real world is often more complicated, however. If we haven't worked together before,
I may ask you to sign a more formal indexing agreement like this one.
INDEXING AGREEMENT
This agreement is made between Janet Russell, 1520 Schenone Ct. #9, Concord, CA 94521 (hereafter "Indexer"), and
The [Book Company P.O. Box 1234 A City, CA 88888]
(hereafter "Client").
Based upon certain preliminary discussions, Indexer has agreed to perform certain indexing work as specified:
Indexer will index Client's book [Name (approximately 000 pages)]. All indexing will be thorough and complete. Index format will follow the format of the index in the 15th edition of The Chicago Manual of Style, except as otherwise specified. [specify other style/length requirements]
DELIVERABLES
Both parties have obligations regarding deliverables. The Client will deliver legible, paginated, final pages to Indexer for indexing by [date]. Should the Client fail to deliver pages to Indexer so that work cannot commence and/or continue, the delivery of the index may be delayed by the same number of days. In the case of excessive delays (i.e. more than 5 days), Indexer may exercise her right to renegotiate the delivery terms of this contract.
Indexer will deliver the index file as an e-mail attachment to [smith@client.com]. The file will be in RTF format. Indexer will deliver the index file no later than [date].
COSTS AND PAYMENT TERMS
Indexer will invoice Client for actual indexing work performed upon [delivery of the index/ within 30 days of delivery of index]. Indexing work will be billed at a rate not to exceed [$4.50] (US) per indexable page. An indexable page is any page the indexer must read for the purpose of locating indexable content.
Indexer agrees to an estimate of [$xx] per indexable page without seeing the manuscript. This is based on the expectation that there will be an average of 4-6 index entries per page. If the average number of terms per page is significantly higher, the fee will be renegotiated after the manuscript arrives.
Client will pay all costs of shipping pages to be indexed and return of manuscript, if required.
Client will pay all invoices within thirty (30) days of actual receipt. All payments will be in US dollars. If payment is not received by Indexer within thirty (30) days a late charge of $40.00 per month may be added to the account.
Client agrees to pay [one half of the estimated fee] before the Indexer will begin work. Balance will be due upon delivery of the index.
Indexer agrees to provide satisfactory work and will make reasonable adjustments to the index after submission without extra charge if those changes require less than two hours. However, time spent for all changes, corrections, or adjustments of any kind made by editor, author, or publisher beyond two hours will be charged an additional fee at an hourly rate of $60 per hour.
CONTINGENCIES
Client will pay a fee of one third of agreed-upon estimate in case of a job cancelled after the receipt of pages but before submission of the final index, whether or not the indexer has begun work. The client will pay full fee in case of a job cancelled for any reason after the completion and/or submission of the index.
ASSIGNMENT OF RIGHTS
Upon receipt of full payment for the indexing work as outlined below, Indexer agrees to assign all rights to Client, including but not limited to all paper media and electronic media rights.
TERM
The term of this Agreement will begin when both parties have signed the Agreement.
TERMINATION
Either party may terminate this Agreement by providing fifteen (15) days notice of termination in writing to the other party. Termination is effective ten (10) days after the receipt of notice by the other party, provided the cause of the notice has not been resolved. Client will pay for all work performed up to the effective date of termination.
RELATIONSHIP OF PARTIES
Nothing in this Agreement will in any way be construed to constitute Indexer as the agent, employee, or representative of Client. Indexer will perform her obligations as an independent contractor .
CONFIDENTIALITY AND NONDISCLOSURE
Indexer will hold Client's confidential information in confidence and will avoid disclosure, publication, or dissemination of Client's confidential information to any third parties. The provisions of this agreement shall not apply to information which (I) is in or becomes part of the public domain through no act or omission of the Indexer, or (2) is demonstrated by Indexer as being known to Indexer previously, or (3) is rightly obtained by Indexer from third parties without restriction on disclosure.
ASSIGNMENT
Neither party may assign or delegate its rights or obligations under this Agreement without the other's written consent.
MODIFICATION
Any modification, waiver, or amendment of any provision of this contract will be effective only if in writing and signed by both parties.
This Agreement supersedes all other agreements, whether written or oral, between the parties hereto relating to the subject matter hereof.
The parties indicated below declare that they have read, that they understand, and that they agree to abide by the terms of this agreement. This agreement has been signed by the parties in two identical copies of which each party has taken one.
INDEXER
Signature______________________________________
Name: Janet Russell__________________________________________
Title: Indexer
Date:___________________________
CLIENT
Signature:_______________________________________
Name: [Your Name]
Date:___________________________