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ACRL Women & Gender Studies Section Publications Manual, 2011 Edition

Table of Contents


Introduction

An important goal of the Women & Gender Studies Section is to produce and disseminate information and research concerning all aspects of women's studies librarianship. The WGSS Publications Committee is responsible for reviewing all Section publications and recommending ideas for new Section publications to appropriate committees. The purpose of this manual is to support and encourage the publication of materials produced by the Section by clearly stating guidelines, definitions, and procedures.

This manual is based on ACRL publication policies and procedures and owes a great debt to the work done by the Instruction Section.


Definitions and Types of WGSS Publications and Documents

For the purposes of this manual, a “publication” is a document in any format that is produced for distribution, by any means, beyond that of its original author(s). There are three types of publications that fall under this definition:

I. Type 1: Internal Documents

Type 1 documents are those that are internal to the operations of a committee or the Section, and not intended to be distributed to those outside the Section. Examples are minutes and working drafts or other documents reflecting the in-process work of a committee or the Section. No approval beyond the committee generating the document is required.

Procedures/Action Required: see PROCEDURES, I, Type 1

II. Type 2: Section Documents

Type 2 documents are those meant for distribution, either in print or electronic form, outside individual committees, but do not require approval from ACRL committees. However, Type 2 documents do require review and approval from the WGSS Executive Committee. Examples of such documents are Section policies and procedures, promotional brochures, orientation materials, conference program materials, strategic planning documents, finding aids to web-based resources, and the WGSS website.

Surveys or questionnaires sent only to section members are considered Type 2 documents. Surveys distributed beyond the section require the approval of the Executive Director of ACRL.

Once ongoing, official publications of WGSS have been approved and established (such as the WGSS Newsletter, "core lists," WGSS website, WGSS blog, and the WGSS wiki), they become, in essence, Type 1 documents. In other words, subsequent issues or routine revision do not require the review and approval process described below. However, should a committee wish to change an ongoing document in significant ways (focus, redesign of look or format) a draft of the proposed revised document should be forwarded to the Publications Committee for review.

Procedures/Action Required: see PROCEDURES, II, Type 2

III. Type 3: WGSS Approved and ACRL Sanctioned Documents

Type 3 documents are those that require formal action and approval by a committee or editorial board of ACRL. Before these documents are forwarded to the appropriate ACRL body, they must be reviewed by the WGSS Publications Committee and receive final approval from the WGSS Executive Committee. Examples of such documents are articles that speak for the Section, monographs or collections of essays, standards, guidelines, model statements, and manuals distributed either in print or electronic form.

Surveys intended for distribution outside of the Section are Type 3 documents.

Type 3 documents are written using material or data gathered or in any way produced by a WGSS committee. Should the WGSS Executive Committee elect not to officially sanction the work, the authors may publish the material as original work provided the documents does not purport to speak for WGSS, ACRL, or ALA.

Once Type 3 articles or monographs are approved for publication by the WGSS Executive Committee, ACRL-sponsored avenues of publication (journals, monographic series, etc.) have the right of first refusal. Should ACRL refuse to publish the WGSS-sanctioned document, the authors may seek publication outside the organization.

Procedures/Actions Required: see PROCEDURES, III-Type 3


Procedures

I. Type 1: Internal Documents

No approval beyond the committee generating the document is required. Section committee chairs are reminded, however, that they need to forward copies of minutes to the WGSS chair, and that ACRL requires submission of the "Meeting Highlight" form.

II. Type 2: Section Documents

1. Conference Program Materials: Conference materials created by a WGSS committee, or involving ongoing maintenance and revisions (i.e., a collaborative project that extends beyond the program), should be submitted to the Publications Committee. In the case of documentation in the form of slides or handouts from speakers, the Program Planning Chair should obtain permission from speakers, and submit copies of the materials to both the Chair of Publications (for informational purposes rather than formal approval) and the web editor.

2. Orientation Materials: All orientation materials need to be submitted to the Publications Committee for initial approval. The Publications Committee will then forward materials on to the Executive Committee for final approval.

3. All Other Documents (including web-based documents): The WGSS web editor will copy (cc:) the Chair of Publications when documentation of a permanent nature is added to the WGSS website. 

All WGSS-sponsored web pages must conform to the WGSS Web Guidelines (see appendix B). The WGSS web editor is responsible for adding (or providing) the appropriate banner, copyright statement, footer, etc.

WGSS PUBLICATIONS AND EXECUTIVE COMMITTEES ACTION

Initial Approval: The Publications Committee will review the Preliminary Publication Information Form submitted by the authoring committee within two weeks. The Publications Committee will provide comments and pass the form on to the Executive Committee, with a copy to the chair of the originating committee.

For all Type 2 documents, the Executive Committee has the option of suggesting changes or additions to the preliminary plans of the authoring committee, who in turn is encouraged to discuss these recommendations with the Executive Committee until a clear understanding and approval of scope and content are reached.

Final Approval: Authoring committees should provide first drafts of documents (URLs should be submitted for web pages) to the Executive Committee for review and approval. If the Executive Committee does not approve the draft, it will be returned for revision and resubmission. Either the authoring committee or the Executive Board may wish to consult with the Publications Committee at this point. This process of consultation and revision is repeated until a final draft is approved.

Once the final draft of such documents as policies or strategic plans has been submitted to the Executive Committee, action must be taken by the end of the next ALA conference.

If the document is to be printed, the Executive Committee is responsible for allotting an appropriate budget to cover costs of printing and distribution. The authoring committee is responsible for seeing the publication through the printing process.

III. Type 3: WGSS-Approved and ACRL-Sanctioned Documents

Any committee interested in developing a document for publication should fill out a WGSS Preliminary Publication Information Form (see appendix A) and submit it to the WGSS Publication Committee for review before substantial work begins on the project. The Publications Committee will determine if the proposed document fits the definition of a Type 2 or Type 3 document and will forward the proposal, with any comments, on to the Executive Committee for preliminary approval.

The WGSS Executive Committee forwards approved proposals to the appropriate ACRL committee (Publications, Standards and Accreditation). For preliminarily approved Type 3 documents, the WGSS Publications Committee will assign a liaison from the WGSS Publications Committee to work with the authoring committee on the publication process. If the publication is a standard or guideline, the ACRL Standards and Accreditation Committee will assign a liaison to the project.

All Type 3 documents follow the procedures for draft approval and revision as outline above for Type 2 documents under "Final Approval."

Different types of ACRL-sponsored publications require different procedures after Section approval:

1. Standards and Guidelines: Before work begins on such documents, consult the ACRL Guide to Policies and Procedures section on the development of standards and guidelines. These kinds of documents require, among other things, that the Section hold hearings (provide a forum) for discussion of the document (see procedures in the ACRL Guide to Policies and Procedures, chapter 14, "Standards and Guidelines" http://www.ala.org/ala/mgrps/divs/acrl/resources/policies/chapter14.cfm). The WGSS Publications Committee is responsible for setting up and facilitating open forums on proposed guides and standards.

2. Related Documents under the aegis of the ACRL Standards and Accreditation Committee: Some documents not strictly defined as standards or guidelines require action by the ACRL Standards and Accreditation Committee. See the ACRL Guide to Policies and Procedures, chapter 14 http://www.ala.org/ala/mgrps/divs/acrl/resources/policies/chapter14.cfm for further information.

3. ACRL Publications: Documents intended for ACRL publication must be submitted to the ACRL publications committee, after approval by the WGSS Executive Committee, and follow ACRL publications guidelines as set forth in ACRL Guide to Policies and Procedures, chapter 13, "Publication Procedures" http://www.ala.org/ala/mgrps/divs/acrl/resources/policies/chapter13.cfm
Only if ACRL or ALA refuses to publish the WGSS-approved document, may the authoring committee seek publication outside the organization.


Appendix A, WGSS Publications Manual

WGSS Preliminary Publication Information Form (print or web): http://libr.org/wgss/committees/pubform.html
 


Appendix B, WGSS Publications Manual

WGSS Web Guidelines (5/28/99, 6/30/09, 4/5/11)

All web pages authored by WGSS committees and representing themselves as speaking for the Section must:

  • comply with U.S. copyright law and licensing agreements
  • include the following elements on the main page
    • official ACRL logo with link back to the ACRL homepage
    • name of a contact person for the page, with e-mail address
    • ALA/ACRL copyright statement and disclaimer statement (http://www.ala.org/ala/footer/copyright.cfm)
    • date of last update
    • links provided from WGSS web pages to outside websites should be consistent with the mission and policies of WGSS and ACRL
  • include the following elements on the About page
    • ALA/ACRL statement about political speech and respect, See Apps. C and D (section homepage optional)

In addition, WGSS web pages should:

  • display the ACRL logo with a link back to the ACRL homepage
  • display the WGSS web logo
  • be designed to be accessible with widely available browsers
  • provide alternatives for the disabled and those using older browsers (e.g., alt tags or text version when necessary)
  • provide links back to the main page from every other page
  • limit graphic elements to reasonable size and complexity in order to avoid lengthy download times by browsers

WGSS web pages should be reviewed as follows:

  • The web editor and committee chairs should work in cooperation in uploading, reviewing, and removing content as needed. Generally, committee chairs are responsible for submitting publications to the web editor for the website. Chairs are then responsible for keeping the web editor informed should any of the content need to be removed or changed.
  • Information about events such as pre-conferences, institutes, seminars, and workshops (dates of the event, registration information, lists of participants, etc.) should be provided to the web editor well before the scheduled event and then removed by the web editor one month after the event. Lists of attendees may include only name, title, institution, and e-mail address. Depending on their lasting value, handouts, texts or transcripts of papers or presentations, and other such materials from conferences may remain on the website should an appropriate place on the site be available. These materials will then be considered archival and need no further review.
  • The newsletter is uploaded twice a year by the web editor. Newsletter editors are responsible for submitting an electronic copy of the newsletter to the web editor. Once on the site, WGSS newsletters are considered archival and do not need further review.
  • Officer and committee rotations should be reviewed and updated annually by the web editor.
  • Committee pages should be reviewed and updated twice annually by committee chairs. Chairs should remove any outdated information or links during these reviews, ideally by submitting completed and updated page information to the web editor to upload.
  • The web editor should correct/update any broken links, typographical errors, or other minor edits.

Appendix C: WGSS Blog Guidelines (6/15/09)

The WGSS blog is intended to provide a discussion forum for issues related to Women’s Studies librarianship and scholarship.  The blog is also intended to serve as one of the Section’s communication channels. The Chair of the WGSS Publications Committee has administrative privileges and can add or delete blog contributors in consultation with the WGSS Chair and Executive Committee. Members of WGSS are welcome to be blog contributors, and anyone is welcome to post comments. Blog comments are moderated by the WGSS Publications Committee Chair. Debate and opposing views are welcome and all reasonable comments will be posted. Comments that consist of threats and hate speech are not permitted and will be deleted.

The blog will include standard ALA wording about political speech and respect: Due to ALA's tax exemption as a 501(c)(3), ALA resources cannot be used to support or oppose any candidate for public office. Nor can they be used to link to other sites that contain such support or opposition. Neither can ALA's resources be used to suggest or support boycotts or to make defamatory remarks.
 


Appendix D: WGSS Wiki Guidelines (7/19/10)

The WGSS wiki, part of the ACRL wiki, is intended to provide a forum in which information about the Section is shared. The wiki is intended to serve as one of the Section’s communication channels.  Wikis are by nature collaborative, thus entries will be edited, possibly by multiple individuals, on an ongoing basis. The WGSS wiki can provide a home for both new publications and for publications that are being migrated to the wiki from another source but are not necessarily “new.”

In the case of new publications, the individual, committee, or task force proposing the new publication will submit a formal proposal to the Chair of the Publications Committee for review. The Publications Committee will forward the proposal, with comments, to the Executive Committee (see Procedures.II.2 above for details).

In the case of publications being migrated to the wiki from another source, the individual, committee, or task force requesting the change does not have to submit a separate formal proposal to the Publications Committee but will have to request approval for the migration from the Executive Committee. If there are problems with the suggested migration, the Chair of the Publications Committee will bring the request to the Committee for discussion and will provide feedback to the individual, committee, or task force requesting the change.

Given the collaborative nature of wikis, it is understood that publications, once placed on the wiki, will be edited on an ongoing basis and will become, in essence, Type I documents. Editing of publications on the wiki, then, will not be subject to further approval. However, an individual, task force, or committee who wants to delete a wiki entry must seek the approval of the Executive Committee.

The wiki will include standard ALA wording about political speech and respect: Due to ALA's tax exemption as a 501(c)(3), ALA resources cannot be used to support or oppose any candidate for public office. Nor can they be used to link to other sites that contain such support or opposition. Neither can ALA's resources be used to suggest or support boycotts or to make defamatory remarks.


This manual was developed under the leadership of Mary Rosenbloom, chair of the WGSS Publications Committee 1999-2001. This earlier publication manual is available at the ALA Archives.

Revisions approved by WGSS Executive Committee, January, 2011

Last updated: 3/31/2011. (web links updated 3/31/2011).

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