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Author Guidelines

    Numbered Publication Procedures

    College of Agricultural and Environmental Sciences, College of Family and Consumer Sciences and UGA Extension

    Forms*
    Publication Reviewer Report Form Fillable PDF
    Publication Submission Form Fillable PDF
    *Note: in order to complete linked forms on your computer, please download the latest version of Adobe Reader.

    This document provides information on publication procedures for official numbered printed and electronic educational materials produced through the UGA Extension publications office. All CAES, FACS and Forestry Extension faculty writing and distributing information through the publications office must follow these procedures prior to submitting materials for publication.

    All numbered publications are made available through the Publications on Demand system and the UGA Extension publications website as either an HTML page or printable PDF document (or both).

    Note: All peer-reviewed numbered publications must be routed through the Extension publications office before being printed, reprinted, listed on the Extension publications website or entered in the Publications on Demand database. If you wish to use an outside vendor for design or printing, your publication must still be routed through the Extension publications office first.

    The following policies and procedures do not pertain to information found on departmental or county Web pages, in newsletters or alerts. The content of these educational materials is the responsibility of the author(s).

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    Steps to Publication

    The procedures listed below must be followed by the lead author before a publication receives an official Extension publication number and appropriate credit for a refereed publication, and before being included in the Extension publications website and Publications on Demand database.

    1. Write your manuscript and assemble any accompanying images. Be sure to include a list of sources. Don't worry about correct formatting; just list as much information regarding the reference as possible (author(s), publication date, title of article, title of journal, volume, issue, page numbers, etc.).
    2. Send your manuscript for internal and external peer review as appropriate (procedures vary by department; check with your department's Extension coordinator for more information). See "Internal and External Peer Review" for basic review requirements.
    3. Incorporate changes recommended by reviewers.
    4. Complete the following at the same time:
      • Fill out the Publication Submission Form online, print it, sign it and send it (along with your completed manuscript) to your department head (for non-Extension faculty), Extension coordinator (for Extension specialists) or PDC (for county agents).
        • The department head, Extension coordinator or PDC will sign the Publication Submission Form and forward it to the appropriate Assistant / Associate Dean for Extension / Research (depending on the author's primary appointment).
        • The Assistant / Associate Dean will sign the Publication Submission Form and forward it to the Extension publications office.
      • Send a copy of your manuscript (in MS Word) and any accompanying images to the publications editor. Include separate files for graphics even if you have placed them within the Word file. Files can be submitted electronically or sent on a CD.
        • Andrea Gonzalez, Publications Editor
          alg88@uga.edu
          116 Hoke Smith, Athens, Ga 30602
          706-542-8981
    5. The Extension publications office will edit your manuscript in APA style and provide design support for both print and Web publication.
      • If you plan to work with an outside design or print vendor, or if you plan to submit a video, you will need to alert the publications editor.
    6. You will receive an email with a PDF proof of your publication so you can review it and make any changes before it is made available to the general public on the Extension publications website and Publications on Demand system.
    7. Your publication will be published to the Extension publications website and Publications on Demand system, and you will be emailed a link to the final publication.
    8. You will be contacted every three years to review your publication to ensure it remains up-to-date.

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    Updating A Publication

    Three months before a publication reaches its three-year review date, the primary author will be contacted to determine if the publication should remain in the system for another three years without revision, if it needs minor or major revisions, or if it needs to be archived and removed from public access.

    • If the publication needs no revisions, it will be returned to the system with the new "Reviewed" date.
    • If the publication undergoes minor revisions, it will be returned to the system with the new "Revised" date.
    • Major revisions of existing numbered publications must undergo the peer review process again prior to being reprinted, re-listed on the Extension publications website or re-entered in the Publications on Demand database.
    • Videos that require minor revisions but cannot be reproduced will include the "Revised" date on the label and/or case insert, and corrective notes will be included with the packaging before distribution. Videos distributed online will have the revised date and corrective notes in the video description.

    Publications that are past their three-year review date will be automatically removed from public access until they are reviewed and/or revised.

    Some publications may need updating more often, especially if they contain pesticide recommendations. Any publication can be updated more often than every three years if necessary. When an existing publication is revised or updated, its designation as a Bulletin, Circular, Special Bulletin, Miscellaneous Publication, Leaflet, Research Report or Research Bulletin may be changed to reflect the current publication policies.

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    Types of Publications

    An official numbered publication is one that has been peer reviewed, has enough substance to stand on its own (even if it is a part of a series) and is intended to be distributed directly to the public. New publications are numbered with the following prefixes: B (for Bulletins), C (for Circulars), AP (for Annual Publications) and TP (for Temporary Publications).

    Bulletins and Circulars must be reviewed by both internal and external reviewers before receiving a publication number. Annual Publications and Temporary Publications must undergo an internal review before receiving a publication number. It is the responsibility of the author(s) to acquire all reviews, both internal and external.

    • Bulletins: Bulletins represent a major writing effort and cover a broad subject area, contain several topics and may include references. Bulletins may address different individual topics in a particular discipline or a series of individual discipline subjects for a specific commodity. (Examples: Georgia Forages: Grass Species -- B 1351, Native Plants for Georgia. Part I: Trees, Shrubs and Woody Vines -- B 987, Poultry Mortality Disposal - Methods for Catastrophic Loss -- B 1342, etc.)

    • Circulars: Circulars are more narrowly focused than Bulletins. A Circular discusses one subject in a limited, stand-alone form and may include references. A series of Circular topics that have a common theme may be compiled to make up a Bulletin or components of an Annual Publication. Many publications formerly designated as Leaflets or Fact Sheets are now Circulars. (Examples: When to Harvest Vegetables -- C 935 (formerly L 291), Protecting Yourself from Ticks -- C 937, Purple Moonflower Identification and Control -- C 936, etc.)

    • Annual Publications: Annual Publications address a comprehensive issue, and components come from varied disciplines and commodity areas. These publications are generally large handbooks or issue-related materials that are updated annually. (Example: 2007 Georgia Plant Disease Loss Estimates -- SB 41-10, spray guides, pesticide application training manuals, workbooks, etc.) Note: Annually updated publications such as the Georgia Pest Management Handbook or pesticide application guides for specific crops should be intensively reviewed section-by-section at the appropriate departmental level and do not need to go through additional reviewers.

    • Temporary Publications: This category is only for issue- or event-related information that requires immediate dissemination to the public and may include white papers, county or cluster information sheets, or brief material to be used as handouts for educational programs. (Example includes: Climate and Weather Information for Georgia Farmers -- MP 115.) Note: Temporary Publications will only be available on the Extension publications website and Publications on Demand system for three months; however, author(s) may choose to re-submit them as Bulletins, Circulars or Annual Publications.

    In addition to traditional printed publications, publications may be submitted as PowerPoint presentations, computer programs and videos. Although the publications office cannot produce videos or PowerPoints, we will provide editing support and house the file(s) on our website. These formats must follow the same guidelines as Bulletins and Circulars and be classified as either a Bulletin or Circular on the Publication Submission Form. The following additional guidelines must also be followedIn addition to traditional printed publications, publications may be submitted as:

    • PowerPoint presentations:
      • Must be created so that a user could understand the content without a presenter.
      • The actual PowerPoint is considered to be the manuscript, which is to be internally and externally reviewed.
      • The submission must also include a full script ("notes") or voice-over text that is also reviewed.
      • The last slide in a PowerPoint presentation must include the UGA Extension logo (or the UGA logo for non-Extension publications), cooperating and EEO text, and publication number and date, which can be added by the author or the publications editor.
      • The presentation will be available for download on the Extension publications website in three formats: a PowerPoint presentation file, a PowerPoint slideshow file (cannot be edited by user) and a PDF file that shows the slides and the notes for easy printing.
    • Videos: Approval of the Publication Submission Form is required prior to beginning production. Please follow the OCCS audio/video production guide.
      • A storyboard containing both a full script and a description of corresponding video segments is considered to be the manuscript, which is to be internally and externally reviewed. It should include detailed descriptions of visual demonstrations taking place in the video.
      • The storyboard must also be reviewed by a video / communications technical expert to ensure that proposed scenes and production plans are appropriate, possible and economical.
      • Authors must include both production plans and the name of the production company or individual who filmed the video on the Publication Submission Form.
      • Section 508 requirements (1194.24) apply to all video productions. Open or closed captions, audio descriptions and alternate text presentations are required by law for any multimedia production that supports an agency’s mission. To comply with these requirements:
        • The cost of video captioning should be included in grant proposals and the general budget for video production.
        • The peer-reviewed text files of the full script and video segment descriptions will be published online.
      • DVDs should include the UGA Extension logo (or the UGA logo for non-Extension productions), cooperating and EEO text, and publication number and date both within the DVD footage and on the DVD label and/or case insert.
      • Videos distributed online should include the UGA Extension logo, cooperating and EEO text, and publication number and date both within the video footage and in the video description.

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    Internal and External Review

    A fillable Publication Reviewer Report PDF is available for reviewers to record and print their comments.

    Internal Review: All numbered publications must be internally reviewed for accuracy and content by at least two faculty. Reviewers can be from within the author's home department, discipline or commodity area.

    After corrections or suggestions have been considered, send the publication to at least one county faculty to review the publication for readability. If the senior author is county faculty, the internal review must be coordinated through the appropriate department, depending on subject matter.

    External Review: Bulletins and Circulars must be externally peer reviewed by at least two reviewers. External reviewers can be from within the UGA system but external to the originating unit(s) or from outside the UGA system; this decision is left to the discretion of the originating department or unit.

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    Publications for Release

    For publications that have been developed at another institution and are to be “released” through the UGA Extension publications website, a UGA Extension contact needs to be named on the publication. The UGA-affiliated contact or releaser will be responsible for obtaining reprint permission from the originating institution and ensuring that the publication has undergone the necessary peer reviews. Released publications will keep the number from the originating institution and include a standard release statement.

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    Translations

    Translated versions of publications must follow the same basic guidelines as numbered publications written in English and be reviewed by one person fluent in the language in addition to the original translator. The author, department Extension coordinator or department head may find this additional reviewer. The primary criterion for this additional reviewer is fluency in the language, not knowledge of subject matter.

    To ensure content accuracy of the translation, the author, department Extension coordinator or department head may wish to seek a content reviewer fluent in the language. This additional step is encouraged, although not required, to ensure that the message being conveyed is not lost in translation.

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    Style Guide

    Download the OCCS Style Guide PDF

    The CAES Office of Communications and Creative Services uses the Associated Press Stylebook as a guide for printed materials and online copy such as news releases, brochures and other publications written for external audiences. If unsure, always consult the most recent AP Stylebook.

    For cases unique to academia or to the University of Georgia, consult the Office of Public Affairs Editorial Style Guide: styleguide.uga.edu

    These guidelines are intended to help achieve consistency, but style can always change with usage or context. These rules are not set in concrete. They may be adapted - or even ignored - when necessary for clarity, accuracy and precision.

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    Images and Graphics

    You can provide images and graphics as digital photographs, scanned material or as slides. When it's time to revise a publication, consider replacing older images. Note: Many older images and graphics are not on file in the publications office.

    • Digital Photos:
      • Take photos at the highest resolution your camera will allow. Ideally, images submitted for publication will be at least 5x7" and 300 dpi (or equivalent).
      • Remember: You can always make large files smaller. If your photos are too small to start with, they'll turn out fuzzy, grainy and pixilated.
    • Scanned Images:
      • Scan images at 600 dpi and save the graphic as a TIF file.
      • Use the "shades of gray" or "grayscale" setting on your scanner for complicated line drawings, not the "line drawing" or "black and white" setting.
      • Try to avoid scanning a photograph — either color or black-and-white — printed in another publication.
      • If you're scanning a small drawing, set the percent larger than 100 percent before you scan. A graphic will retain detail if its size is reduced within a publication, but the graphic will lose detail if it is enlarged later.
    • Clip Art:
      • If you want use a drawing from a clip art collection, please send a copy of the original graphic file from the clip art CD.

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    Pest Management Recommendations

    Because pest management recommendations are often quickly outdated, it is strongly recommended that authors refer to the Georgia Pest Management Handbook or other published guides in their publications.

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    Revised March 2014