These guidelines were prepared by Educational Communications and Technologies (ECAT) to serve as a checklist for publications (print and web) originating from the Office of Academic Programs, the Agricultural Experiment Station and Cooperative Extension to assure that information is consistently communicated accurately, professionally, and to the widest audience. Each step will not be applicable to every situation. Video and CD-ROM procedures are addressed elsewhere.

• In cases where information is published by entities outside of the college (e.g. journal articles), other quality controls take precedence.
• For publications with a limited lifespan and audience, such as newsletters and workshop materials, many of these steps will not be needed.
• County authors are encouraged to send print publications through the state process for official recognition and for wider visibility.
• Web publications will be considered state publications.

These steps are expected to accelerate the publication process when used in conjunction with the college web guidelines and available templates, formats and identification marks. When followed, stages three and four, including time for author comments, can be anticipated to take two to four weeks each. The attached glossary explains a few key terms.

Consultation Stage

__ Author consults with Publications Coordinator on publication proposal (via internet consultation form, phone, email or face-to-face), forwarded to Subject Area Contact

__ Subject Area Contact assesses proposal based on need, overlap with existing titles (locally, regionally)

__ Publications Coordinator assesses cost analysis

__ Proposal and cost analysis sent to administrative unit leader for approval/funding, assigned number

__ Copy forwarded by Publications Coordinator to department head/school director
(for Extension titles, see Cooperative Extension Publication Procedures

Review Stage

__ Department head/school director sends final copy out for appropriate review (author recommends reviewers)

__ Department head/school director forwards reviewer comments (anonymous) to author

__ Author makes revisions, attaches reviewer comments to final version for department head approval

Production Stage

__ Approved final copy delivered to Publications Coordinator with all related elements

__ Publications Coordinator supervises editing, design, layout, quality assurance, funding

__ Proof copy sent to author (allow 1 week for comments)

Printing Stage

__ Publications Coordinator sends original to printer, monitors progress

__ Web version created after delivery to printer, sent to author (allow 1 week for comments)

__ Notification copies delivered to those involved in process and Executive Council members

__ Distribution and marketing

Maintenance and Review Stage

__ Publications Coordinator initiates a review every three years for publication need (subject contact) and content currency (department head)

Glossary

Reviewers: department head/school director will select from a list supplied by the author from one to four reviewers as appropriate to the type of publication.

Subject Area Contacts: based on subject area, teams or individuals will be recommended by Academic Programs, Agricultural Experiment Station and Cooperative Extension who can assist in evaluating the best method for developing and distributing a publication.

Document at http://ag.arizona.edu/ecat/pubs/policy.html
Maintained by Robert Casler, rcasler@ag.arizona.edu
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