For Current Authors

Current authors will find the following information helpful when doing business with UNC Press.

Questions about your royalties?

Here’s some information you’ll need when preparing your manuscript for publication.

STET: A Handbook for Authors
Permissions Materials
Submitting Digital Art
Author’s Guide to Marketing
Author’s Guide to Author Appearances (PDF)

STET: A Handbook for Authors

This handbook (PDF) provides authors with basic guidelines for manuscript preparation and a general outline of the editorial process that lies ahead. While every book is different and no guide can cover every situation, following the guidelines presented within STET will expedite the copyediting and production of your book.

Permissions Materials

Guidelines on Permissions Form
Permission Log Instructions
Fair Use Determination
Copyright Resources Online

Letter for Permission Requests

Reprint Permission Request (PDF)
Reprint Permission Request (DOC)

Permission Log for Illustrations

Art Permission Log (XLSX)

Permission Log for Text

Text Permission Log (XLSX)

Guidelines on Permission for Use of Copyrighted Materials

Authors are responsible for obtaining permissions, preparing credit lines, paying any permission fees, and providing complimentary copies of the book, as required by copyright holders. Some copyrighted material may be used without permission (although such use should always be appropriately credited). The information that follows is meant to serve as a guide for determining what is fair use of copyrighted material (i.e., does not require written permission.)

Important note: When you submit your final manuscript, you must include all illustrations and a comprehensive permission log along with any permission documents needed for publication. Failure to do so could delay the schedule for your manuscript.

Please use a separate log for illustrations, another for text requiring permissions, and another for maps or other figures. For your convenience, we have included a checkbox to indicate if you have been asked to provide a complimentary copy to the grantor.

We encourage you to apply the fair use guidelines to text quoted and controlled by a third party. Please record only those quotes for which you found it necessary to obtain written permission.

Please account for all illustrative material by listing each item on a separate line on your permissions log in the order in which the items will appear in the manuscript, if possible. The rights status of every illustration must be accounted for on the log, either noting permission has been received, or that the item is in the public domain, or that it meets a fair use assessment. Please also note any orphan works, those whose ownership has been lost or for which there is no possible contact. Be sure to retain documentation of your efforts in case of future need.

Promotional use

It is important to note if an illustration may be used for promotional use of your book. This includes use in our catalogs and ads, and to accompany reviews published by journals or newspapers.


The majority of UNC Press titles will be published or licensed as e-books, sold to libraries or to individuals. Therefore, please note if illustrations (as well as text from other sources) are authorized for this format. Certain e-book vendors do not accept e-books with images deleted, so obtaining complete e-book permission for all content will ensure unrestricted distribution of your book.

When requesting e-book rights, the following information may assist you in securing permission from grantors:

  1. E-book sales amount to less than 5% of total sales.
  2. Images may be displayed at low resolutions, such as 72 dpi.
  3. Images may be watermarked as “All Rights Reserved.”

Fair Use Determination

The Copyright Law of 1976 states that “the fair use of a copyrighted work, including such use by reproduction in copies . . . for purposes such as criticism, comment, news reporting, teaching . . . scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered include:

  1. the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  2. the nature of the copyrighted work;
  3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
  4. the effect of the use upon the potential market for or value of the copyrighted work.”

There is no specific number of words, lines, or notes that require permission. The four factors listed above should be your guide. The generally accepted practice is that brief extracts may be used as an example or comment with appropriate credit.

Complete units of any length, such as poems, lyrics, chapters, tables, maps, photographs, and illustrations may be used only with permission. Owners of artwork may also require a permission to use the art whether or not it is copyright-protected.

Copyright Resources Online

Cornell University Copyright Information Center

Public Domain Tool

Public Domain Chart

Copyright FAQs on the website of the American Association of University Presses

Online copyright resource links

Submitting Digital Art

In a digital world, keeping guidelines up-to-date can often be a challenge. If you have any questions about the information here, or if you want to confirm that the information here is current, please contact our Director of Design and Production, Kim Bryant.

Digital Art Guidelines (pdf)

Questions about your royalties?

For information or questions on royalties or royalty statements, please contact Jami Clay in the UNC Press accounting department.