Polished Publishing Group (PPG) Work-Made-for-Hire Vendor Agreement v6.0
Updated on January 7, 2019
This is a Work-Made-for-Hire Vendor Agreement between Polished Publishing Group (“PPG”) of Calgary, Alberta, CANADA, and the ghostwriter, copy writer, editor, illustrator, artist, graphic designer, indexer, proofreader, voiceover artist, et cetera, (“VENDOR”) indicated below. This Work-Made-for-Hire Vendor Agreement, together with the below digital signature form, constitutes the Entire Agreement (“AGREEMENT”) between VENDOR and PPG. The AGREEMENT supercedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between VENDOR and PPG. No modification of this AGREEMENT shall be in effect unless published by PPG on this webpage.
- Copyright Ownership
VENDOR is a “work-made-for-hire” independent contractor pursuant to paragraph three (3). All concepts, ideas, copy, sketches, artwork, electronic files, and any other materials (“WORK”) created by VENDOR for PPG related to this AGREEMENT are being created for use by the author(s) (“SELF-PUBLISHER”) listed on the digital signature form and will become the sole property of SELF-PUBLISHER upon 100% completion of the publishing process and SELF-PUBLISHER’s final signed approval of all goods related to this WORK. VENDOR may display the WORK in a portfolio or on a website as is, without any alterations, so long as SELF-PUBLISHER is acknowledged as the copyright owner.
- Independent Contractor
As an independent contractor, VENDOR is responsible for all associated business expenses such as long distance phone calls to SELF-PUBLISHER or PPG, transportation to in-person meetings with SELF-PUBLISHER or PPG, and the purchase/maintenance of any other tools (e.g. software, hardware) that is necessary to complete the WORK. VENDOR is responsible to keep track of such expenses for income tax purposes.
- Non-Solicitation of PPG SELF-PUBLISHER
While contracted by PPG, and for a period of twelve (12) months following this AGREEMENT, VENDOR agrees to avoid directly or indirectly soliciting SELF-PUBLISHER for any work similar to, or associated with, the WORK created as part of this AGREEMENT. VENDOR acknowledges and agrees that the non-solicitation limitations set forth in this contract are reasonable and required by PPG to protect PPG’s business interests.
VENDOR agrees to keep the rates paid by PPG for this AGREEMENT confidential. VENDOR also agrees to keep the WORK being produced for SELF-PUBLISHER confidential until PPG states it is fine to share it publicly.
- PPG File Naming Convention
VENDOR agrees to follow the PPG File Naming Convention for all WORK-related files as indicated here: https://blog.polishedpublishinggroup.com/2018/04/preparing-your-digital-files-for-a-book-publisher/.
- VENDOR Deliverables
VENDOR agrees to meet all deadlines set forth in the project timeline (click here to view a sample project timeline) created as part of this AGREEMENT pursuant to paragraph eight (8).
Ghostwriters: Deliverables will be determined on a case-by-case basis and indicated in a separate correspondence pursuant to paragraph eleven (11).
Copy writers: Deliverables will be determined on a case-by-case basis and indicated in a separate correspondence pursuant to paragraph eleven (11).
Editors (including copy editors, stylistic editors, and substantive/structural editors): Most projects will require only copy editing; however, here is how PPG defines the various levels of editing to our authors, and this is their expectation:
The copy editor will thoroughly review SELF-PUBLISHER’s manuscript in MS Word.doc format and correct any issues with spelling, grammar, and punctuation throughout. Please also make helpful suggestions regarding word choice and sentence structure, using the agreed-upon English language editorial style guide (i.e., Canadian, British, American, et cetera). The edited version will be returned to SELF-PUBLISHER for final approval before moving onto the next publishing stage.
Sometimes, SELF-PUBLISHER wants a little more than a copy edit. A stylistic edit will cover all the points of a copy edit, plus it will eliminate jargon and redundancies, clarify meaning, and ensure that the writing matches the intended audience. PPG stylistic edits are completed using the agreed-upon English language editorial style guide (i.e., Canadian, British, American, et cetera). The edited version will be returned to SELF-PUBLISHER for final approval before moving onto the next publishing stage.
Substantive (Structural) Editing
This editor will improve the overall structure of SELF-PUBLISHER’s manuscript. A substantive edit will cover all the points of a stylistic edit, plus it will clarify and reorganize SELF-PUBLISHER’s entire story for him or her. These changes are negotiated with SELF-PUBLISHER along the way. PPG substantive edits are completed using the agreed-upon English language editorial style guide (i.e., Canadian, British, American, et cetera). The edited version will be returned to SELF-PUBLISHER for final approval before moving onto the next publishing stage.
In addition to editing the WORK, the primary (initial) editor of the project will create a brief customized style guide for SELF-PUBLISHER’s first book with PPG for which they will be paid an additional $50 CDN on top of the agreed upon fees for the editing. The foundation for this personalized style guide will be: either PPG’s Canadian Style Guide which is a hybrid of the Chicago Manual of Style (CMOS) and the Oxford Guide to Writing English (please refer to the Addendum mentioned at the end of this agreement); or the specific editorial style guide requested by SELF-PUBLISHER.
The agreed upon intent behind this customized guide is simplicity and consistency. The sole purpose of creating such a guide is to indicate any deviations the editor may have made from the primary editorial style guide he or she used to edit the WORK—of which there should be very few—so that the proofreader can continue with the same style.
This customized guide will be returned to PPG along with the edited WORK, at which time copies of it will be forwarded by PPG to the proofreader and SELF-PUBLISHER. Going forward, all PPG editors/proofreaders will use this customized guide for all future WORK by SELF-PUBLISHER so every book by SELF-PUBLISHER is consistent in editorial style.
For a better understanding behind the purpose of the customized style guides, please refer to this article on the PPG Publisher’s Blog: Consistency in Editing Style Guides: The Importance of Balance Between Precision and Simplicity.
Illustrators/Artists: Deliverables will be determined on a case-by-case basis and indicated in a separate correspondence pursuant to paragraph eleven (11).
Graphic designers: All graphic designers must follow the PPG Graphic Design Style Guide (please refer to the Addendum mentioned at the end of this agreement). The design component of each WORK includes:
– two sample cover designs and two sample interior designs for you to choose one each from (before any full proofs are completed and sent out)
– one colour cover with either a b/w or colour interior (plus up to 10 interior graphics automatically included in each graphic design package)
– a half hour phone consultation with the graphic designer (if needed)
– two proofing rounds (two .PDF proofs of each component) with up to five structural changes to the cover and up to 50 typographical changes to the interior allowed per round
– one hard proof (physical book) will be ordered by PPG from printer for final proofreading, and graphic designer will need to provide print-ready files for this print job
Any additional proofing rounds, up and above these two, will be chargeable. SELF-PUBLISHER will be expected to prepay the additional rounds, and PPG will forward payment to the graphic designer for each round as it happens.Following these SELF-PUBLISHER proofing rounds, if applicable, indexing will occur. The Indexer will create the index for WORK and provide it to PPG in Microsoft Word format. PPG will forward it to the designer to insert into the back matter of the WORK. The designer will then provide another .PDF proof of the interior to PPG so the indexer can view it to ensure it properly transferred into the designer’s software, and that all bold, italics, and/or indents are still accurate. If the indexer sees errors, the designer will be expected to correct them.
Following these proofing/indexing rounds, the graphic designer will provide PPG with print-ready cover and interior files so PPG can order and ship a physical proof of the book to the proofreader. The graphic designer will be expected to complete all additional changes recommended by the proofreader and provide one more set of .PDF proofs to PPG.
If SELF-PUBLISHER has any additional changes to these .PDF proofs, SELF-PUBLISHER will be expected to prepay the additional rounds, and PPG will forward payment to the graphic designer for each round as it happens.
Upon final signed approval of the WORK by SELF-PUBLISHER, the graphic designer will provide PPG with the following:
1. Finished book files for INGRAM (ensure ISBN and barcode is correct)
– 300 dpi uncropped PDF full cover with at least a 1/4″ bleed (no crop marks showing)
– 300 dpi uncropped PDF interior (no crop marks showing)
– 300 dpi LSI template that shows crop marks and bar code on it
2. Finished “Look-Inside” files for Amazon (ensure ISBN and barcode is correct)
Files must be named
<ISBN>-frontflap.jpg (if applicable)
<ISBN>-backflap.jpg (if applicable)
3. Finished cover files for PPG Online Store (ensure ISBN and barcode is correct)
– one 300 dpi cropped JPG of the full book cover
– one 300 dpi uncropped TIF of the full book cover, no crop marks showing, and a .125 inch bleed added on all sides
4. All the working files
Indexers: PPG will forward a .PDF proof of the book interior to the indexer after all the author proofing rounds are complete. The Indexer will create the index for WORK and provide it to PPG in Microsoft Word format. PPG will forward it to the designer to insert into the back matter of the WORK. The Indexer will be required to view the inserted index once to ensure it properly transferred into the designer’s software, and that all bold, italics, and/or indents are still accurate.
Proofreaders: Proofreaders are expected to follow the lead of the primary editor with regard to the editorial style used for this WORK. The editor will create a customized style guide for SELF-PUBLISHER, and a copy of that guide will be forwarded to the proofreader early on. With that guide in mind, the proofreader’s job is to complete the following nine-point check:
• The front matter (such as the table of contents) is accurate and correct.
• The back matter (such as the index) is accurate and correct.
• Headers and footers are accurate and correct.
• Bad breaks, widows, and orphans are eliminated.
• Text is kerned to flow smoothly throughout.
• Margins and trim size all measure properly.
• Spelling and punctuation is correct.
• Spacing, bleeds, and trim size all measure properly.
• Spelling and punctuation is correct.
Voiceover Artists: Deliverables will be determined on a case-by-case basis and indicated in a separate correspondence pursuant to paragraph eleven (11).
- Project Timeline
PPG will send SELF-PUBLISHER and VENDOR a detailed project timeline (click here to view a sample project timeline) upon PPG’s receipt of the following from SELF-PUBLISHER: one hundred percent (100%) prepayment, the digital signature of the publishing AGREEMENT, and all necessary files (e.g., text and graphics) required to complete the WORK. Timelines are estimated based on PPG’s receipt of trouble-free files coupled with timely responses to all communications (e.g. emails, phone calls) and requests by everyone.
- Remuneration for Service(s)
PPG will send VENDOR an email detailing the fees to be paid for WORK as part of this AGREEMENT. From there, VENDOR must digitally sign this AGREEMENT by cutting and pasting those fees into the appropriate field within the digital signature form, filling out all other required information, and then pressing the “submit” button below. Upon receipt of VENDOR’s digital signature for AGREEMENT, PPG will pay VENDOR a fifty percent (50%) deposit for WORK. PPG will pay the remaining fifty percent (50%) owing once VENDOR has completed his or her portion of the WORK and met all agreed-upon deliverables.
VENDOR will send an invoice (receipt) to PPG, pursuant to paragraph eleven (11), upon receipt of the fifty percent (50%) deposit and again when the remaining fifty percent (50%) owing is received.
Payments will be made by either eTransfer (within Canada) or PayPal. All rates are quoted and fees are paid in CAD (Canadian) funds. No additional tax is to be added. These are flat fees.
- Commencement of Service(s)
VENDOR’s full commitment to this AGREEMENT commences at the time of the digital signature. VENDOR’s actual service will commence at the time indicated in the project timeline. The times may fluctuate to some degree due to unforeseen circumstances, but PPG promises to do everything possible to keep the project running within the original deadlines.
Any notices from VENDOR to initiate, terminate, and/or communicate about this AGREEMENT can be sent to PPG from VENDOR via any of the email addresses listed on this AGREEMENT. All such notices will be deemed sent on the date of transmission.
Any notices from VENDOR to initiate, terminate, and/or communicate about this AGREEMENT that are sent to PPG from a foreign email address not listed on this AGREEMENT will be considered null and void, and will be ignored/deleted by PPG.
PPG’s telephone number and email addresses will be all listed on the PPG invoice that corresponds with this AGREEMENT. Any notices from PPG to initiate, terminate, alter, and/or communicate about this AGREEMENT will be sent to VENDOR from one of these email addresses. All such notices will be deemed sent on the date of transmission.
Any notices from PPG to initiate, terminate, and/or communicate about this AGREEMENT that are sent to VENDOR from a foreign email address not listed on the PPG invoice that corresponds with this AGREEMENT should be considered null and void, and should be ignored/deleted by VENDOR.
PPG and VENDOR are both responsible to maintain evidence showing the successful transmission and receipt of notices.
- Termination of Agreement by VENDOR
Should VENDOR wish to terminate this AGREEMENT before completion of the service(s), pursuant to paragraph eleven (11), VENDOR agrees to reimburse PPG in full within five (5) business days.
- Termination of Agreement by PPG
Should PPG wish to terminate this Agreement before completion of the service(s), pursuant to paragraph eleven (11), VENDOR may keep any deposit monies received. No further monies will be paid following termination.
- Full Disclosure to PPG
All communication to/from VENDOR/SELF-PUBLISHER regarding this AGREEMENT must be disclosed to PPG in writing pursuant to Paragraph 11.
- PPG Rights Reserved
PPG reserves the right to change its website content, products, services, prices, contractual agreements, policies, and procedures at any time without prior notice to SELF-PUBLISHER or VENDOR. All the rates and information listed here will be honoured for the duration of this contract.
- Governing Law
In the event of litigation between PPG and VENDOR, all parties agree that the Law of the Province of business registration of PPG shall apply and all parties shall consent to the jurisdiction of said Province’s courts: Alberta, CANADA.
- PPG Confidentiality Agreement
SELF-PUBLISHER has also digitally signed the PPG Confidentiality Agreement here: https://blog.polishedpublishinggroup.com/ppg-confidentiality-agreement/.
- Digital Signature
Pressing the “SUBMIT” button on the digital form below constitutes VENDOR’s digital signature and binding agreement to these terms. This act confirms that VENDOR: has read and understood the AGREEMENT, consents to the terms listed therein, and confirms that all information provided to PPG for the purpose of this AGREEMENT is both accurate and complete.
ADDENDUM (Sent by email pursuant to Paragraph 11)
PPG Canadian Editorial Style Guide v1.0 OCT 10 2014.PDF
PPG Graphic Design Style Guide v4.0 NOV 03 2017.PDF