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Author Guidelines

Introduction

This document outlines the procedures for officially numbered publications (printed or electronic), which are published through UGA Extension and managed by the CAES Office of Communications and Creative Services. These educational materials undergo an initial peer review and are then reviewed by the author every three years to ensure they are still current.

All CAES, FACS and Forestry Extension faculty writing and distributing information through the publication office must follow these procedures prior to submitting materials for publication. For clarification or more information, contact the current managing editor for UGA Extension publications. Authors may want to discuss their work with the publication editor before submitting for peer review.

Note: All peer-reviewed numbered publications must be routed through the Extension publication office before being printed, reprinted, listed on the Extension publication website or entered in the Print on Demand catalog in order to ensure proper branding. If you wish to use an outside vendor for design or printing, your publication must still be routed through the Extension publication office first in order to receive a number.

UGA Extension numbered publications are made available through the Print on Demand catalog and on the UGA Extension publication website as either an HTML page or printable PDF document (or both). Newsletters, curricula, agent-only resources, and resources that do not have enough educational substance to stand on their own are not eligible to be included in the numbered publication library.

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

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

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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 before being included in the Extension publication website and Print on Demand catalog. Authors that are faculty specialists should work with their department head or Extension coordinator. County agents should work in collaboration with a program specialist. Submissions that do not clearly adhere to publication criteria will be returned to the appropriate department head or program development coordinator and a copy will be sent to the publication advisory committee for further review.

  1. Write your manuscript and assemble any accompanying images. Be sure to include a list of sources and/or image credits. Don't worry about correct formatting. For references, list as much information 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 or department head 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, unit director or program development coordinator.
      • The department head, unit director or program development coordinator will sign the Publication Submission Form and forward it to the appropriate associate dean for Extension / research (depending on the author's primary appointment).
      • The associate dean will sign the Publication Submission Form and forward it to the Extension publication editor.
    • Send a copy of your manuscript (in MS Word) and any accompanying images to the publication 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, Managing Editor
        alg88@uga.edu
        116 Hoke Smith, Athens, Ga 30602
        706-542-8981
      • 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 publication editor.
  5. Upon receiving the signed publication submission form, the Extension publication editor will assign the publication a number (assuming all criteria have been met). Your manuscript will be edited in APA style. Design for both print and Web will be provided free of charge.
  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 publication website and Print on Demand catalog.
  7. Your publication will be published to the Extension publication website and Print on Demand catalog, 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 publication website or re-entered in the Print on Demand catalog.
  • 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. If the author is no longer with UGA Extension, another specialist within the department may be asked to maintain the publication.

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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.
    • Note: Temporary Publications will only be available on the Extension publications website and Print on Demand catalog 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 publication 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 followed:

  • PowerPoint presentations:
    • Must be created so that a user can 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 the publication number and date, which can be added by the author or the publication editor.
    • The presentation will be available for download on the Extension publication website in two formats: 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 will film the video with 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.
    • Authors should ensure that people appearing in the video sign a release form, which states that they agree to be filmed.
    • 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

The author is responsible for working with his or her Extension coordinator or department head to acquire all reviews, both internal and external. An optional Publication Reviewer Report PDF is available for reviewers to record and print their comments.

Each department manages the review process separately from the publication office. The minimum requirements are:

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. If the lead author is county faculty, the internal review should be coordinated through the appropriate department, depending on subject matter.

After corrections or suggestions have been considered, the publication should be reviewed by at least one county faculty for readability (other than the author in the case that the author is a county agent).

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 publication 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 (to be added by the publication editor).

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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, 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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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, authors should refer the reader to the Georgia Pest Management Handbook in their publications instead of giving a specific recommendation.

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Revised April 2015