Procedures for Publication After Completion of Research
Individual Station Reports. As with progress reports,
individual stations' contributing projects may generate
their own publications upon the completion of their research.
Such publications should reflect any plans for preparing Southern
Cooperative Series Bulletins and should not interfere with their development.
However, information and research results not suitable for the regional
publication should be issued separately by the experiment station involved.
Such publications should carry the same footnote information relative to the
MRF project as indicated previously.
These publications should also be produced electronically for the Web and
placed on that institution's Web server. The Southern Association has links to all Southern experiment station Web servers, so people who access
the Southern Association's Web site will also be able to access individual
Southern Cooperative Series Bulletins. State agricultural
experiment station scientists in the Southern Region are involved in a variety
of MRF projects. These cooperative efforts often lead to advancement in science
or new approaches to technology that should be published in order to provide
research results and new technologies to users. Further, such advances are
often best expressed via publications that cut across scientific disciplines.
This may require special distribution to best reach the audiences for which
publications are intended. The electronic cooperative series bulletin often
best serves that need.
These publications are principally the result of research accomplished via
MRF projects. This series is not limited to such research, however. Efforts
of research-related activities sponsored by the Southern Directors are often
publishable. These include efforts by SCC's to compile and organize separate
research findings into unified documentation via conferences and workshops.
In the same manner, other less formal cooperative efforts within the region
can use the series.
The principal requirements for publishing in the series are that it:
- Be used to provide research results
- Involves SAES scientists from within the region (not exclusively)
- Involves a research team that has an administrative advisor officially
appointed by the Southern Directors or their chairman
Bulletins resulting from multistate research are issued in a regional
series (continuing the Southern Cooperative Series started in 1943) and
the Executive Director assigns series numbers and International Standard Book Numbers (ISBN) in chronological order as
accepted for publication. These bulletins do not carry individual state series
numbers in addition to the regional numbers.
Preparing Southern Bulletins. The manuscript for a bulletin in this
series is prepared by the technical committee of the multistate project
concerned or by appropriate persons or subcommittees designated by the
technical committee with the approval of the administrative advisor.
Editing and proofreading is done under the direction of the technical
committee or its designated representative. The publication plan for a
given multistate project should be worked out as early as possible in the
life of the project and tentative assignments made for senior authorship of
A member of the editorial staff of the institution
that will publish the bulletin must be added to the technical
committee early in the life of the publication. (This person should become familiar with SAAESD's Format Guidelines for Electronic Publications). Further,
proposed publications deemed to have extension-relevant subject matter
should be reviewed by an extension specialist. The editorial staff member
assists in drawing up the publication plan, arranging for photographs and
illustrative material, editing the manuscript, converting the publication
to a World Wide Web format (html text, gif or jpeg graphics), placing the document
on the institution's World Wide Web server, and informing SAAESD WWW server
administrator that the document is up on the WWW.
Manuscripts will be approved by the technical representative and the director
of each cooperating station and by appropriate representatives of any other
cooperating agencies. It is the responsibility of the administrative advisor
to advise the technical committee on preparing or reviewing the manuscript and
to advise the other directors regarding the status and adequacy of any
manuscripts submitted for clearance. Administrative advisors will secure
written publication approval from appropriate directors and maintain this
in their files. (See Publication Approval for SCSB)
Once a proposed bulletin intended for inclusion in the Southern Cooperative
Series is ready for electronic publication, the administrative advisor either
requests regional approval for electronic publication by action of Southern
Directors (when assembled) or via interim action of the Chair of the
Southern Association. (See Request for SCSB Number). Once such approval has been obtained, the Executive
Director will assign a series number and ISBN and enter the title and publishing
state in the regional records. Then the publication can be placed on the
responsible station's World Wide Web site.
Ordinarily, the principal participants in each of the cooperating stations
and agencies will be joint authors unless otherwise provided for by the
technical committee. The senior author or authors are listed first; the
others follow in alphabetical order by states.
The electronic bulletin will, in each case, recognize the participants of all
cooperating states and agencies in a prominent location. The leading state or
agency, if any, will be listed first, and the others will follow in
alphabetical order by states. The bottom of the first page of the electronic
document will carry information on all cooperating stations and agencies.
Putting the bulletin on the World Wide Web is handled by the
publications office of one of the cooperating stations. The document should
reside on a Web server at that agency. It is the responsibility of that agency
to correspond with and/or e-mail all libraries and
state directors informing them of the new publication and directing them to
the Southern Cooperative Series Bulletin section of the SAAESD home page. In turn, the directors can forward
a message to their scientists who would be interested in the publication.
Because everything is done electronically, there will be no cost involved.
The only official printed copy is one that the publishing station should forward to the National Agricultural Library (NAL) for archive purposes. This printed copy may be generated from the web with the cover sheet placed on cardstock and the publication bound as desired.
In summary, the order of procedure is:
- Technical review of proposed publication by the administrative advisor and
the scientists responsible for the research.
- Approval by appropriate directors and agency administrators. (See Publication Approval for SCSB)
- Final editing to meet publishing standards. (Performed by an Experiment Station Editor).
- Clearance for electronic publication by Southern Directors or their
Chair. (See Request for SCSB Number)
- Assignment of a series number and ISBN by Executive Director.
- Placing document on the publishing station's Web server and informing the
SAAESD Web server administrator where the document can be found.
- Notifying the appropriate libraries, state directors and agencies of existence of electronic publication and providing SAAESD's URL for electronic access and printing.
- Forwarding one hard copy to NAL for archive purposes.
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