Publications Process Guidelines

Communications and Marketing is responsible for publishing the educational materials for Virginia Cooperative Extension programs. We developed these guidelines to assist authors and their support staff in preparing materials for publication. Because we work on hundreds of publications a year, it is critical that authors follow these guidelines so we can provide as efficient service as possible. Failing to do so can significantly slow completion of your publication, and those of your VCE colleagues. Please feel free to contact Linda Burcham, Publications Coordinator, at (540) 231-4310 or lburcham@vt.edu with questions.

VCE authors are responsible for preparing the subject matter of the manuscript and getting the approval of the appropriate VCE Associate Director. Each program area has a unique approval process. Check with your Associate Director for instructions on their approval process. The Communications and Marketing staff provides editing, design, layout, illustration, proofreading, and web publishing to create an Extension publication from the original manuscript.

Steps for the Author:

  1. Prepare the manuscript according to guidelines under "Preparing the Manuscript."
  2. Complete the Publication Request Form (VCE publication 490-900). If in the ANR subject area, complete the ANR Publication Approval Form.
  3. Secure an IPR (Interdepartmental Printing Request). See "Notes on IPRs."
  4. Send the following items to the appropriate VCE Associate Director:
  • Publication Request Form,
  • IPR (if required),
  • a computer disk containing the manuscript and any electronic photographs, slides, or reference material,
  • all physical artwork, e.g. photographs, slides, or reference materials,
  • one hard copy of the manuscript, and
  • one sample of the most recent printed version of the publication for reprints and revisions.

Preparing the Manuscript

Communications and Marketing expects that submitted manuscripts have been reviewed for content and are in final form. Extensive revision of the publication content during the process will cause a delay in completion.

All new or heavily revised publications must be submitted as a Word file on a disk. Minor changes to an existing publication can be made directly on the hard copy and submitted without an electronic file.

The Electronic File

  • Use Microsoft Word for all text-based manuscripts. Text manuscripts submitted in programs other than Microsoft Word will be returned to the author for re-submission.
  • Use a left-justified margin, and one column of text. Include bold and italics where necessary.
  • Type the appropriate numerals and slashes to create fractions; do not use Word's symbol feature.
  • Indicate within the text any instructions to the designer. For example, type "picture of xyz," on its own line, immediately after the paragraph of text where information about "xyz" is first referenced.
  • Type the manuscript so that the designer can easily distinguish headings, sub-headings, titles, etc. For example, make the primary headings 18 pt., sub headings 14 pt., and the text 12 pt. Double-space between headings and text.
  • Single-space the body of the manuscript. Double-space between paragraphs.
  • Submit graphics, charts, spreadsheets, and artwork as separate files. Do not embed them into the Word file. Word files with embedded graphics will be returned to the author for re-submission.

PowerPoint Slides

PowerPoint slides cannot be used as an electronic manuscript or as original artwork. If the primary text content of the publication is in PowerPoint slide format, the author must re-type the text in Word. PowerPoint slides can be included as reference material.

Third Party Publications

Occasionally, authors may wish to convert a publication obtained from another source (purchased from another agency or borrowed from another Extension service) into a VCE publication. Authors who wish to use this method should contact the Publications Coordinator early in the process to discuss format, software used, etc. It is the author's responsibility to obtain electronic copies in a format we can use. We reserve the right to make editorial changes, as well as changes to the layout, design, and style of the publication to meet VCE standards.

Artwork

Original artwork

Communications and Marketing designers will produce original artwork as needed for Extension publications. Authors must provide reference materials that clearly show the features needed in the finished product. A publication that requires original artwork takes more time to produce than one without. Authors are reminded to take this into consideration when scheduling publications.

Existing artwork

Authors may submit existing photographs, slides, etc. for inclusion in publications. It is the author's responsibility to obtain permission from the original creator to use any outside artwork, including images from the Internet. The author's signature on the final proof verification form indicates that appropriate approvals have been obtained. Always submit the original artwork whenever possible. Do not scan images from photos, slides, or reference books - provide your original source. We will return your originals.

Images Downloaded from the Internet

Images downloaded from the Internet and some digital photography images are not suitable for a printed publication. They will often appear blurry. If the Internet image is all that is available, and the author determines its use is critical, we will use it, but we cannot guarantee the quality of the finished product. Include the URL (web address) for the Internet image. Remember that most publications are posted on-line in PDF format – a format designed to be printed by the user. Low-quality images will impact the PDF file.

Photocopied Images

Photocopied images are not suitable for inclusion in publications. Provide the original book, manual, etc., with your manuscript.

Formats

Do not embed images in the manuscript Word file. Word files with embedded images will be returned to the author for re-submission. Provide the images as separate files on the disk, clearly labeled as to their use, for example: figure1.jpg. Usable formats include jpg, eps, bitmap, and tiff. Do not provide PowerPoint slides.

A note about artwork: If you are unsure how to prepare artwork for submission to Communications and Marketing, please call us and ask. A graphic designer will be glad to help you determine the best way to submit your artwork, saving time and frustration later.

Excel Files

An Excel spreadsheet file may be submitted when including a large amount of tabular data in a publication. Generally, if the tabular data takes up one or more pages of the publication, an Excel file may be used. Excel files are not acceptable for text or images. Include the spreadsheet on the disk with the manuscript as a separate .xls file. Clearly indicate in the manuscript where the data is to be included.

Notes for Authors - Once the Manuscript is Complete:

Follow the "Steps for the Author" to submit your manuscript for publication. Once it is approved by the appropriate associate director, we will begin work on your job. You can expect the following steps in the process.

  1. Your manuscript will be edited for spelling, grammar, punctuation, sentence structure, style, and usage. Our editor will contact you directly if there are questions about meaning or clarity of the information. Remember that the correctness of the subject matter remains your responsibility. All editorial changes are sent to you with the first proof.
  2. You may be contacted by a Communications and Marketing designer during the design phase if they have questions about your manuscript. Your quick response will help us keep your job on schedule.
  3. A proof will be produced and sent to you for review, along with a Proof Verification form. Changes to proofs will only be accepted in writing and must be returned with the Proof Verification form. We will mail or fax proofs to off-campus authors. Authors must review and return a hard copy proof. Changes to the existing text that are longer than 1 to 2 sentences must be submitted on disk as a Word file, and returned with the proof indicating where the changes should be placed. Your timely return of proofs will help us move your publication through the process. Proofs held for more than 30 days will lose their place in our schedule and final production will be delayed.
  4. We will work with you through the proof stages to produce a final product. You must "sign off" on a final proof to release the publication for printing and/or web publication.
  5. You will be notified when your job has been sent to the Print Shop for production (if applicable), and when your publication has been placed on the VCE public website (www.ext.vt.edu). Most publications are posted in both html and PDF formats. The VCE public website is the official Internet publication outlet for Virginia Cooperative Extension publications. Other websites maintained by VCE faculty must link to this site to provide VCE publications on-line. Authors will not be provided with electronic copies of their publications after production.
  6. The Extension Distribution Center notifies authors when printed publications are received. You will receive one copy of the publication and a request for instructions for distribution.

Notes on IPRs:

IPRs are required only if the publication is to be printed. Web-only publications do not require an IPR.

Printed publications charged to central VCE funds: do not enter any information on the IPR form.

Printed publications charged to outside funds (such as grant funds): enter the appropriate department and the grant account number or other sources of funds and secure the appropriate signature.

Definitions:

Manuscript - the plain text document containing the content of the publication; provided by authors on disk as a Microsoft Word file.

Proof - a hard copy version of the manuscript that has been edited and designed for author review. Proofs are used to check for visual appeal, correct placement of images, and any editorial changes. Most publications will have at least a first and final proof.

Publication - the final version of the job made available to the public; in printed and/or Internet formats.

Publications Resources:

For Sale Publications Monte Hale (540) 231-1325 monteh@vt.edu

Receipt of Printed Publications Gary Kinsley (540) 231-1321 gkinsley@vt.edu