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AGNR Publication Task Force Recommendations

Publications Task Force Report
March 2003

Task Force Members:

Goal: Ensure and Maintain Quality of Publications

Recommendation: Provide peer review guidelines for each category of publication-Print, Web, Informal (see glossary of terms).

  1. Print (Official Numbered Extension Print Publications i.e. Fact Sheets, Bulletins and Leaflets)
    1. Manuscripts will undergo peer review by two experts in the subject matter of the publication.
      • Author provides unit head* with 3 names (minimum of one internal and two external reviewers.) This may vary by subject area.
      • To add credibility and avoid the appearance of bias, the unit head makes the final selection of reviewers and sends the manuscript and a manuscript peer review form to each reviewer.
      • With the approval of the Associate Director an "abbreviated" peer review may be used for information that is in response to an emergency
    2. Peer review will begin after the author has completed or secured the following:
      • financial commitment from unit head;
      • a final draft;
      • all tables, figures, art;
      • all copyright permissions.
    3. CIT will provide manuscript peer review forms and guidelines for handling completed peer reviews. ( PeerReviewForm.pdf )
  2. Web (html and PDF)
    1. Follow similar procedure as for print publications while submitting the actual URL.
    2. May include other URLs and graphic material for web access
    3. Web content should follow guidelines for web publishing i.e. creative use of graphics, links to supporting resources, abbreviated line lengths, succinct information, use of digitized multi-media resources including photographs, etc.
    4. CIT will review / revise web procedures as needed.

Informal Publications (Newsletters and Information Sheets)

  1. All Informal publications should undergo an informal review process
  2. Review process can be conducted by two colleagues (e.g., educators, administrative assistants).
  3. Reviewers will ensure that informal publications maintain a consistent image by proofreading for spelling, grammar, and punctuation, and checking that the appropriate logo is used
  4. CIT will supply Peer Review form.


Recommendation: Define uniform standards of quality and appearance for all publications.

  1. Identify standard formats and/or templates for major categories of print and web publications
  2. CIT will produce all letterhead, mastheads (fact sheets information sheets and newsletter), business cards and logos used throughout the College. These letterhead, etc., will be available on the web for downloading and online use.

Recommendation: Train faculty authors on publication process
  1. Provide regular training of faculty in publication policy and procedures. CIT will broaden the scope of its current web site and develop and expand in-service training.
  2. CIT will evaluate options for additional e-learning opportunities for offering faculty and staff convenient access to training at any time.

Recommendation: Create and implement standards and procedures to handle production deadlines, product inventory, and periodic review of inventory for accuracy and relevance of information (sunset clause).
  1. Identify production time-lines, in consultation with authors, based on client requirements, college priorities, and workload.
  2. Use CIT web site to identify approximate turn-around times for all categories of publications.
  3. Implement a web-based tracking system for publications in production, enabling authors to check the status of their work. Automated deadline alerts and other types of messages to authors will be among the tracking system's features.
  4. Establish a standard "expiration" (sunset clause) for all publications. Through the web tracking system, automate the initiation of review/renewal procedures. Tie the expiration notice into the college's online directory, which is kept current; key publications to the office of the relevant unit head in order to keep notices from falling through the cracks when an individual-the author or the unit head-leaves the system.
  5. Maintain a detailed, author-accessible inventory database on the web.
  6. Investigate cost effectiveness and feasibility of acquiring high-speed digital copying capability for centralized and decentralized printing on demand. If acquired, this capability could substantially reduce active inventories of hard copy publications. CIT will address this recommendation in the Production and Distribution business plan.


Goal: Promote Scholarship of Publications
 

Recommendation: Insure the peer review process is thorough and communicate consistently the process of review to the campus community.
 

Goal: Improve Financing of Publications
 

Recommendations:

  1. Continue to transfer to free web access those easily adaptable publications that are current and relevant.
  2. Identify and publish the publication cost-recovery policy.
  3. List and advertise cost-recovery publications on the web. An abstract or summary of each publication, prepared by the author, will accompany the promotion. CIT will edit, proofread, and format the abstract.
  4. Encourage authors to establish through needs assessment that a demand exists for their publication. Make this requirement part of the approval process for all new publications.
  5. Extension assistant directors will maintain a centralized process for planning and approval of faculty requests to author web based or printed official numbered Extension publications as well as informal publications.
  6. Develop a policy that would enable the College to use event fees, sponsorships, etc. to recover costs for publications distributed at an event. E.g., if an entry fee is charged for an event, increase the fee to cover the cost of a specific number of publications.
  7. Provide for on-line purchase (credit/debit card) capability for clients wishing to obtain print and/or web publications. (CIT will investigate the cost effectiveness of credit card purchase via the web. E.g., is it cost effective for the college if an individual orders one fact sheet that costs, say, twenty cents. Extension may need to establish a minimum dollar amount.)
  8. Consider the following criteria when determining feasibility of publication production: costs for conventional printing, high-speed digital printing on demand vs. web-only production, the publication's market analysis, available funding, scalability of content, possible shelf life, demand for hard copies vs. web access only, etc.)


Goal: Increase Publishing on the Web
 

Recommendations:

  1. Develop web-specific templates to enable editors and graphic designers to put publications (bulletins, fact sheets, etc.) on the web more quickly.
  2. Continue to develop on-line, web-specific authoring tools; public release of web document requires post-review approval by appropriate unit head.
  3. Develop interactive CDs to supplement publications or to serve as stand alone resources.

Glossary of Terms:
Three categories of publications:

Task Force Members:

John Doerr, Assistant Dean, Chairman
Valorie McAlpin, Associtate Dean, ex officio
Debra Bowman, 4-H/Youth Development
Virginia Gerhart, CIT
Reginal Harrell, Regional Director
Jacqueline Hill, Regional Director
Terry Poole, Senior Agent
Michael Raupp, Specialist
Steve Rothman, CIT
Dian Rowe, Senior Agent
Robert Tjaden, Assistant MCE Director
Jon Traunfeld, Regional Specialist

For more information, contact Loc Hoang

Last updated: 03/13/2009