AGNR Print and Web Publishing

The Steps to AGNR Print and Web Publishing

1. Develop your concept and begin planning your project.
2. Obtain administrative approval to start writing your manuscript.
3. Do your research.
4. Fill out the online Production Checklist.
5. Write your manuscript for print or web.
6. Choose and/or create tables, figures, photos, illustrations.
7. Fulfill your copyright obligations and secure any permissions.
8. Send manuscript out for peer review.
9. Submit electronic file of manuscript to Marketing & Media Services’ coordinator Loc Hoang.
10. Review edited manuscript.
11. Return marked-up manuscript (Edit 1) to editor.
12. Review layout & make any corrections.
13. Approve printed publication.
14. Request reprint, revision, or termination of publication.

Online Checklists

Checklist for Creating Original Work

Checklist for Revising/Adapting Another Author's Work

Step 1. Develop Your Concept and Begin Planning Your Project.

Before you start to write, make sure you can answer most of these questions:

• What is the purpose of your project?
• Who is your intended audience?
• Explain the need for your project.
• Does another good source of this information already exist? If so, explain the value of your project.
• What is the format of your project and the approximate quantity you’ll need if it goes to print?
• What is your source of funding?
• When will your draft be completed?
• When is the finished project needed?
• How will you measure the success or effectiveness of your project?

If you don’t have a clear idea about which media—brochure, fact sheet, interactive web page, multimedia exhibit, etc.—will best accomplish your goal, contact Loc Hoang. Ask for information and advice or schedule a consultation with an editor and designer.

Step 2. Obtain administrative approval to start writing your manuscript.

• Depending on the proposed source of funding, obtain approval from your regional Extension director, your county director, your program leader, or your department chair.
• For Extension authors, submit a proposal to the assistant director of AGNR (agriculture and natural resources) programs or FYC (family, youth, and communities) programs for review and comments.

Step 3. Do Your research.

Step 4. Fill out the online Production Checklist.

Forward the Production Checklist to Marketing & Media Services. If you have questions about anything on the checklist, contact Loc Hoang.

Step 5. Write your manuscript.

Create effective web copy. 

Resources for writing your manuscript:

Elements of an Effective Fact Sheet (pdf)

USDA’s “Communicator’s Guide": Elements of Good Writing--Tailoring your message

“Elements of Style” online

Word usage in scientific writing (Iowa State)

Write for low-literacy audiences

Newsletter writing

More online resources about writing:

Proofreading Tips

Eliminate wordiness (pdf)

Editing your own writing (pdf)

Other resources about writing

Step 6. Choose and/or create tables, figures, photos, illustrations.

Step 7. Fulfill your copyright obligations and secure any permissions.

Obtain the copyright owner’s permission for any written copy, tables, figures, photos, etc.—including material appearing on the World Wide Web—that are not your own & that you wish to use in your publication (even if borrowed text or images don’t have a copyright notice). However, as an educator be aware of your right to the fair use of copyrighted material without permission, if certain conditions are met. See Checklist for Fair Use. http://www.copyright.iupui.edu/checklist.htm

Download a sample letter of permissions (Microsoft Word file), which includes a sample copyright permissions form to be returned to you by the creator of the original work.

More sources of information about copyright laws and “fair use” guidelines:

University of Maryland

Stanford University’s Copyright and Fair Use Center

Library of Congress

U.S. Copyright Office

Copyright Clearance Center

Step 8. Send manuscript out for peer review.

Download a manuscript peer review form (pdf), which includes guidelines for the reviewers.

Revise manuscript as appropriate according to peer review suggestions.

For any copy, tables, figures, photos, etc., in your manuscript that are not your own, provide Media Services a copy of signed permissions or state in writing that you have permission for its use. Give credit to the original author and home institution.

Step 9. Submit electronic file of manuscript to Marketing & Media Services director, Loc Hoang.

• At this point your manuscript enters production and editing begins. An editor reads the manuscript and makes any changes on the electronic file, editing for grammar, punctuation, consistency, readability, and a writing style appropriate for audience. The editor maintains quality control throughout all stages of production.
• Editor e-mails author a PDF of edited manuscript (Edit 1) and an approval form.
• Marketing and Media Services prepares a cost estimate.
• Your funding source is identified and appropriate individual (regional Extension director/county director/program leader/department chair) signs final approval.

Step 10. Review hard copy of edited manuscript.

Answer any queries posed by editor; make any changes or corrections; ask editor any questions you have & discuss any problems (author is authority on content; editor is authority on style and format). Remember, this stage—when copy is still in manuscript form—is the time for making major changes.

Step 11. Return marked-up manuscript to editor.

• If there are only minor changes or no changes, sign and return approval form that signals manuscript is ready for design. If you make significant changes to Edit 1, keep a photocopy of the marked-up manuscript before returning it to the editor.

• Editor makes the changes on the electronic manuscript file and sends new version (Edit 2) back to author. Most manuscripts don’t need more than 2 edits.

• Designer uses the final manuscript to create a design and layout, focusing on making the material as accessible to the audience as possible.

Step 12. Review layout & make any corrections. You’ll receive the layout as a PDF via e-mail or be sent a hard copy.

a. If there are no corrections: Sign form giving approval to print layout; list final quantity and budget account number. Return form along with layout to editor.

b. If the layout needs minor corrections, print the PDF and mark changes on the hard copy. (You can request a corrected layout.) Follow a.

c. If there are major changes, contact the editor, mark changes on the layout, and return layout to editor. After the editor and designer make the changes, they’ll send you a corrected layout for your approval. Follow a.

Note that extensive author changes at this final stage can require a revised layout, which can cause a major delay in printing and increased costs.

d. Printing and binding: The designer outsources printing and binding.

Step 13. Approve printed publication.

Review your new publication before it’s released for mailing or distribution. Marketing and Media Services distribution personnel handle or arrange for mailing or other distribution.

Web version of publication:

When applicable, webmaster puts publication online (either the printed version in PDF or a separate online version that has been created for the Web).

Step 14. Request reprint, revision, or termination of publication.

Distribution staff sends author and appropriate administrator (regional Extension director/county director/program leader/department chair) low-stock notice when quantity of publication in stock falls to 15 percent.