I have copied and pasted the notice published on the Romance Writers of America website regarding their new rules for Publisher Eligibility, PAN membership, and changes that affect the Golden Heart and RITA writing competitions. The changes are causing quite a furor, and it will be interesting to see how they impact the publishing industry.
A Summary of RWA Board Decisions
July 11, 2007
Dear Members,
Under RWA policy, a “Hot Sheet” must be issued within seventy-two
hours of the close of a Board Meeting. The Hot Sheet gives members a
brief overview of items discussed and decisions reached.
During the RWA Board meeting held July 8 - 10th, discussions were
held regarding changes to the Golden Heart and RITA contests,
publisher recognition policy, and PAN eligibility requirements.
Because these topics are of great interest to members, and because
members offered input to the Board on these topics in advance of the
meeting, the Board felt that, in this particular instance, it would
be helpful to provide-together with the Hot Sheet-a more detailed
explanation of decisions reached regarding the contests, publisher
recognition, and PAN eligibility, along with a brief rationale for
each decision. This information is duplicated on the RWA Web site.
These decisions were reached only after a great deal of research,
careful consideration, and deliberation. The Board wishes to express
its thanks to all members who took the time to write, call, or
discuss these items with us. The feedback and suggestions received
were invaluable.
Sincerely,
The RWA Board of Directors
RWA Hot Sheet
RWA Board Meeting
July 8-10, 2007
Hyatt Regency
Dallas, Texas
The RWA Board of Directors had a very productive meeting. The
following items were discussed, and motions were enacted:
The Board approved modifying the allotted time for Hot Sheet
distribution from 48 hours to 72 hours to allow the necessary time
for travel and communications issues.
Decisions were made regarding the Golden Heart and RITA contests.
Full details are outlined on the RWA Web site and in the summary
sheet provided at the Registration Booth at the National Conference.
The Board updated the definition of Subsidy Publisher or Vanity
Publisher to: “any publisher that publishes books in which the
author participates in the cost of production or distribution in any
manner, including publisher assessment of a fee or other costs for
editing and/or distribution.” This definition includes publishers
who withhold or seek full or partial payment of reimbursement of
publication or distribution costs before paying royalties, including
payment of paper, printing, binding, production, sales or marketing
costs; publishers whose authors exclusively promote and/or sell their
own books; publishers whose primary means of offering books for sale
is through a publisher-generated Web site; publishers whose list is
comprised of 50% or more of its books written by authors who are
principals in the publishing company; and publishers whose business
model and methods of publishing are primarily directed toward sales
to the author, his/her relatives and associates.
After examining RWA’s Publisher Recognition standards, the Board
elected to eliminate the all-inclusive standard for Publisher
Recognition and set standards based on programs and services.
(A) The “First Sales” column of the RWR now will include first sale
information from members who sell romance novels or novellas to any
non-Subsidy or non-Vanity Publishers.
(B) Changes were made to PAN Eligibility Requirements that provide
two options through which members may be eligible for PAN. Full
details are outlined on the RWA Web site and in a summary sheet
provided at the Registration Booth at the National Conference.
Current PAN members shall retain their status.
(C) The Market Update section of the RWR will contain news that will
enable the membership to know what non-Subsidy/non-Vanity Publishers
are currently seeking romance submissions.
(D) The Board amended PRO requirements in light of changes to PAN.
(E) Effective July 15, 2007, in order to officially participate in
RWA’s National Conference, a publisher must meet the following
criteria: (1) it is not a Subsidy Publisher or Vanity Publisher; (2)
it has been releasing romance novels via national distribution for no
fewer than three years, with no fewer than two full-length novels or
novel-length romance anthologies published in each of three
consecutive years; (3) it provides advances of at least $1,000 for
all books; and (4) it pays all authors participating in an anthology
an advance of at least $500.
The Board placed a freeze on Agent Recognition for applications
received on or after July 9, 2007, so that new standards can be put
in place, to be voted on at the November 2007 Board meeting.
A Business Education Task Force was created to study and propose
recommendations on the formation of educational programming for RWA
members who have sold but who are not yet eligible for provisional
PAN or full membership in PAN.
The Board created a Task Force to study the distribution of press
passes at the National Conference.
The Board approved Standard Chapter Bylaws. Chapter Presidents will
receive all relevant information via ChapLink and in a Standard
Chapter Bylaws packet.
The Board adopted policies and procedures regarding the selection and
approval process of the RWA Academic Grant scholarship program.
CHANGES TO “PUBLISHER RECOGNITION”
In July, 2006, the Board created a task force to examine RWA’s use of
a “Recognized Publisher” standard as an overall method to allocate
RWA’s programs and services. After much research, member input,
discussion and deliberation, the Board has determined that the
blanket application of “Publisher Recognition” to allocate RWA’s
resources is not serving its members, many of whom mistakenly
perceive that RWA is placing a “stamp of approval” on these
publishers. Therefore, the Board has examined its programs and
services, item by item.
By substituting the word Eligible for Recognized, and limiting the
scope of the term Eligible Publisher so that it deals solely with
RWA’s allocation of its programs and resources, primarily at our
national Conference, the term and concept of “Recognized Publisher”
no longer factors into PAN and PRO eligibility, the RITA and Golden
Heart contests, RWR content, and many other sections of our Policies
and Procedures Manual.
Commencing with RWA’s 2008 National Conference, for official
publisher participation, a romance publisher must verify to RWA that
it: (1) is not a Subsidy Publisher or Vanity Publisher; (2) has been
releasing romance novels via national distribution for no fewer than
three years, with no fewer than two full-length romance novels or
novel-length romance anthologies published in each of three
consecutive years; (3) provides per book advances of at least $1,000
for all books; and (4) pays all authors participating in an anthology
an advance of at least $500.
A Subsidy Publisher or Vanity Publisher means any publisher that
publishes books in which the author participates in the cost of
production or distribution in any manner, including publisher
assessment of a fee or other costs for editing and/or distribution.
This definition includes publishers who withhold or seek full or
partial payment or reimbursement of publication or distribution costs
before paying royalties, including payment of paper, printing,
binding, production, sales or marketing costs; publishers whose
authors exclusively promote and/or sell their own books; publishers
whose primary means of offering books for sale is through a publisher-
generated Web site; publishers whose list is comprised of 50% or more
of its books written by authors who are principals in the publishing
company; and publishers whose business model and methods of
publishing are primarily directed toward sales to the author, his/her
relatives and associates.
Note:
The Board wishes to note that a $1,000 advance for a novel is an
extremely small sum. It is, however, a minimal indicator that a
publisher is invested in an author’s career to the degree that RWA
can reasonably allocate its conference resources to that publisher,
as some consideration has been paid for use of an author’s rights.
CHANGES TO PAN ELIGIBILITY
In the June 2007 RWR, an article by PAN Liaison Nicole Burnham and
PRO Liaison Trish Milburn outlined proposed changes to PAN
eligibility requirements and asked for feedback from members.
After much discussion and careful consideration of hundreds of
detailed letters from members, the Board decided that all RWA General
or Honorary members who are also general members of PAN before July
10, 2007, shall retain their general PAN membership. RWA General or
Honorary members who are also provisional members of PAN, or who have
applied to become provisional members of PAN, before July 10, 2007,
shall have eighteen months from the date of their application for
provisional PAN membership to submit a copy of the qualifying novel’s
copyright page to the Office.
The Board also voted to change PAN eligibility requirements to offer
two methods by which RWA members may now become members of PAN.
Option One: Any RWA General or Honorary member who has earned at
least $1,000 in the form of an advance from a single romance novel or
novella published by a non-Subsidy, non-Vanity Publisher may join PAN either as a full member (once the title is published) or as a provisional member for
an eighteen-month period while awaiting publication of the title. In
order to qualify for PAN under Option One, the member must submit a
copy of the signature page of the contract to the Office along with
either of the following: (1) a copy of the contract page showing an
advance of at least $1,000; or (2) a letter from the acquiring editor
stating that the author has earned at least $1,000 in the form of an
advance.
Option Two: Any RWA General or Honorary member who has earned at
least $1,000 in the form of royalties or a combination of advance
plus royalties on a single published romance novel or novella
published by a non-Subsidy, non-Vanity Publisher may join PAN as a
full member following the publication of the title. In order to
qualify for PAN under Option Two, the member must submit a copy of
the novel’s or novella’s copyright page to the Office along with
either of the following: (1) royalty statement(s) from the publisher
showing earnings of at least $1,000; or (2) a letter from the
acquiring editor stating that the author has earned at least $1,000
in the form of royalties or an advance plus royalties. Documentation
must reflect earnings on a single novel or novella. In the case of a
multiple-book contract, or in the event royalty statement(s) show
earnings on multiple books, the earnings on the qualifying novel or
novella must be shown separately. Any percentage of earnings
deducted by an agent shall still be considered earnings to the
author; however, the pre-deduction figure must be reflected in the
documentation.
As in the past, members may wear a First Sale ribbon at the first
National Conference after they become PAN-eligible.
Rationale for Changes to PAN Eligibility
For numerous reasons, including advocacy, using “Publisher
Recognition” as the yardstick by which PAN eligibility is determined
has proven problematic. Several other professional organizations-
including the Mystery Writers of America, Horror Writers of America,
Science Fiction Writers of America, Writers Guild of America, and the
Screen Actors Guild-use income as their standard of membership, and
this is a viable method by which RWA can determine PAN eligibility.
However, the Board determined that all current PAN members should
retain their PAN status subject to the rules that were in effect when
they applied to PAN.
Under the new policy, all authors who have earned a minimal advance
of $1,000 on a romance novel or novella from a non-Subsidy, non-
Vanity Publisher may join PAN either as full members (once the title
is published) or as provisional members for an eighteen-month period
as they await the publication of their title.
However, this new policy also offers new avenues for authors to join
PAN. In keeping with current trends in the market, authors who write
novellas may now apply to join PAN. The new policy also allows those
authors who do not receive an advance of $1,000-but who do earn that
amount in either royalties alone or a combination of advance plus
royalties from the sale of a romance novel or novella-the opportunity
to join PAN. These authors may not join as provisional members;
however, they may apply to become general members of PAN once they
have the copyright page of a published romance novel or novella and
proof of earnings of at least $1,000 on that same romance novel or
novella.
The Board of Directors wishes to note that $1,000 in earnings
reflects an extremely low number of sales (for example, at a cover
price of $5.99 and with a 6% royalty rate, an author would earn
$1,000 after selling only 2,782 copies). Therefore, the Board of
Directors does not wish to suggest that $1,000 is a reasonable
advance or, in fact, adequate for any purpose other than establishing
a minimum standard of membership in PAN. Members must consider each
offer they receive for their work and determine for themselves
whether the offer and contract terms meet their career goals.
In order to address the needs of those authors who have sold romance
novels or novellas, but who are not yet eligible for PAN, a Board
Task Force was created to study and prepare recommendations for
educational programming specifically targeted to that group.
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