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Women's Studies SectionAssociation of College & Research Libraries / American Library Association |
ACRL Women's Studies Section Publications Manual, 2001 Edition |
Table of Contents
An important goal of the Women's Studies Section is to produce and disseminate information and research concerning all aspects of women's studies librarianship. The WSS 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 WSS Publications and DocumentsFor the purposes of this manual, a 'publication' is a document, in any format, 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 working 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
Type 2 documents are those which are meant for distribution, either in print or electronic form, outside individual committees but do not require approval of ACRL committees. However, type 2 documents do require review and approval of the WSS Executive Committee. Examples of such documents are section policies and procedures, promotional brochures, orientation materials, conference program materials, and strategic planning documents, finding aids to Web-based resources, and the like. 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 WSS have been approved and established (such as the WSS Newsletter, "core lists", etc), 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
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 receive review and comment by the WSS Publications Committee and final approval by the WSS Executive Committee. Examples of such documents are articles that speak for the Section, monographs or collections of essays, standards, guidelines, model statements, manuals and the like, distributed either in print or electronic form. Surveys intended to be distributed 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 WSS committee. Should the WSS 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 WSS, ACRL, or ALA. Once Type 3 articles or monographs are approved for publication by the WSS Executive Committee, ACRL sponsored avenues of publication (journals, monographic series, etc.) have the right of first refusal. Should ACRL refuse to publish the WSS sanctioned document, the authors may seek publication outside the organization. Procedures/Actions Required: see PROCEDURES, III-Type 3 PROCEDURESI. 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 WSS chair, and that ACRL requires submission of the "Meeting Highlight" form. II. Type 2: Section Documents 1. Conference Program Materials: due to the need to approve these materials (flyers, program announcements, etc.) in a timely fashion, such materials must be submitted to the Chair of the Section for approval. If time allows she/he will seek the further approval of the full Executive Committee. 2. Orientation Materials: The Communications Committee is responsible for drafting orientation materials and sharing these with the Chair of the Section for review and recommendations. 3. All Other Documents (including Web-based Documents): Any committee interested in developing a document for print or Web publication should fill out a WSS Preliminary Publication Information Form (see appendix A) and submit it to the WSS Publications Committee for review. 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 comments, on to the Executive Committee for action. All WSS sponsored Web pages must conform to the WSS Web Guidelines (see appendix B). The WSS Webmaster is responsible for adding (or providing) appropriate the banner, copyright statement, footer, etc. It is recommended that all tip pages of discrete titles or set of documents reside on the ACRL server. 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 which 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.
Any committee interested in developing a document for publication should fill out a WSS Preliminary Publication Information Form (see appendix A) and submit it to the WSS 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 WSS Executive Committee forwards approved proposals to the appropriate ACRL committee (Publications, Standards and Accreditation). For preliminarily approved Type 3 documents, the Publications Committee will assign a liaison from the 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"). The WSS 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 for further information. 3. ACRL Publications: Documents intended for ACRL publication must be submitted to the appropriate ACRL publications committee, after approval by the WSS Executive Committee, and follow ACRL publications guidelines as set forth in ACRL Guide to Policies and Procedures, chapter 13, "Publication Procedures." Only if ACRL or ALA refuses to publish the WSS approved document, may the authoring committee seek publication outside the organization. Appendix A, WSS Publications ManualWSS Preliminary Publication Information Form (print or Web)
Appendix B, WSS Publications ManualWSS Web Guidelines (5/28/99) All Web pages authored by WSS committees and representing themselves as speaking for the Section must:
In addition, WSS web pages should:
This manual was developed under the leadership of Mary Rosenbloom, chair of the WSS Publications Committee 1999-2001. Last updated: 07/30/2001 (web links updated 06/12/2003) |