Tips for Newsletter Editor

Originally written by Jill Grogg, Editor (2004-2006), May 31, 2006

The purpose of this tip sheet is to help the incoming Instruction Section Newsletter Editor understand the newsletter production schedule. It is to be revised by the ACRL Instruction Newsletter Editor as needed.

DEADLINES

There are two deadlines for the newsletter: external and internal.

  • External deadline: The IS Newsletter Editor will receive a deadline from the ACRL Production Editor (see below for current production editor contact information). This is the deadline to have the formatted PDF to ACRL. Previous years deadlines (March 27, 2006; October 10, 2005; March 28, 2005; October 11, 2004).
  • Internal deadline: Set the internal deadline three to four weeks prior to the ACRL deadline.

ACRL PRODUCTION EDITOR CONTACT INFORMATION (as of November 2007)

Dawn Mueller
ACRL Production Editor
50 East Huron Street, Chicago, IL 60611
(312) 280-2516; Fax: (312) 280-2520
E-mail: dmueller@ala.org

TIMELINE

JUNE

While the incoming IS Newsletter Editor doesn't officially begin duties until after the ALA Annual Conference and it is not required that s/he attend this first year, it can be useful to come to the Communications and Advisory Council meetings to meet everyone and to take notes about possible newsletter items.

JULY

If an incoming IS Newsletter Editor, email the ACRL Production Editor, introduce yourself, give current contact information, and ask for any formatting/submission instructions. Also, if the outgoing IS Newsletter Editor has not contacted the incoming one, the incoming IS Newsletter Editor should initiate contact.

AUGUST

Work with IS Chair to the draft table of contents, including article topics and corresponding authors; send call for submissions to IS-ADVISORY listserv (see sample call for submissions below); send individual emails to article authors. Always include internal deadline information in any correspondence.

SEPTEMBER

Send reminder call for submissions one week prior to internal deadline and keep IS Chair apprised of article submissions.

OCTOBER

Usually, the external ACRL fall deadline is the second week in October. Plan to have a draft PDF of the newsletter ready to send to the IS Chair and Communications Committee Chair one week prior to the external deadline. While it is inevitable that some articles will arrive late, the internal deadline needs to be as firm as possible in order to give the newsletter editor time to edit, layout and arrange for proofreading of the newsletter.

NOVEMBER

NOTE: This may happen late October/early November. The ACRL Production Editor usually sends an email to the Section newsletter editors asking if they want an email distributed to their memberships about the online release of their newsletters. When the IS Newsletter Editor receives his/her hard copies of the newsletter, send the PDF to the IS Webmasters to place on the website. Ask the Webmasters for the URL and send an email to the ACRL Production Editor asking her to distribute the URL to the membership. If you want to include a customized short note with the URL, this is fine.

DECEMBER

Rest.

JANUARY

Attend ALA Annual Conference: Communications Committee and Advisory Council meetings; take notes from both meetings for possible newsletter articles; announce internal fall deadline at both meetings. NOTE: Only the IS Chair, Vice-Chair and Communications Committee Chair are informed of the external ACRL deadline.

FEBRUARY

Work with IS Chair to draft the table of contents, including article topics and corresponding authors; send call for submissions to IS-ADVISORY listserv (see sample call for submissions below); send individual emails to article authors. Always include internal deadline information in any correspondence.

MARCH

Send reminder call for submissions one week prior to internal deadline and keep IS Chair apprised of article submissions. Usually, the external ACRL spring deadline is the last week in March. Plan to have a draft PDF of the newsletter ready to send to the IS Chair and Communications Committee Chair one week prior to the external deadline. While it is inevitable that some articles will arrive late, the internal deadline needs to be as firm as possible in order to give the newsletter editor time to edit, layout and arrange for proofreading of the newsletter.

APRIL

The ACRL Production Editor usually sends a note asking if the Section newsletter editors want an email distributed to their memberships about the online release of their newsletters. When the IS Newsletter Editor receives his/her hard copies of the newsletter, send the PDF to the IS Webmasters to mount on the website. Ask the Webmasters for the URL and send an email to the ACRL Production Editor asking her to distribute to the membership. If you want to include a customized short note with the URL, this is fine.

MAY

If an outgoing IS Newsletter Editor, introduce yourself to the incoming IS Newsletter Editor and send him or her:

  • current contact information
  • an offer to answer any questions
  • paper copies of previous years' newsletters to use as examples
  • electronic copies of previous years' newsletters
  • formatting instructions, other info from ACRL
  • any other relevant information deemed necessary


JUNE

Attend ALA Annual Conference: Communications Committee and Advisory Council meetings; take notes from both meetings for possible newsletter articles; announce internal fall deadline at both meetings. NOTE: Only the IS Chair, Vice-Chair and Communications Committee Chair are informed of the external ACRL deadline.

GENERAL TIPS

1. Content

Content for the newsletter is solicited from the Instruction Section Advisory Committee. Content may also come from ACRL and other ACRL Sections. For example, if the History Section is sponsoring a program about instruction, they may ask to include a blurb about this program in the newsletter. IS business is always top priority if space becomes an issue. Several items are regular features:

  • From the Chair: Every issue, Fall issue include a picture and put on front page; Spring issue put inside on page 2 or 3
  • From the Vice-Chair: Every issue
  • IS Dinner or Soiree: Every issue, page 7 or back cover
  • Candidates: Fall
  • Award Winners: Spring, Miriam Dudley include a picture and put on front page

2. Editing

The IS Newsletter Editor should try to limit editing to grammar, spelling, and matters of consistency. However, when space is an issue, the IS Newsletter Editor may need to trim announcements and blurbs; avoid trimming the regular features mentioned above in section 1. See below for the style sheet for the newsletter.

3. Formatting

The ACRL Production Editor dictates the format s/he prefers for submission to ACRL. Currently, newsletters are submitted as PDFs, based on the guidelines given by the production editor to the newsletter editors. Incoming IS Newsletter Editors should email the ACRL Production Editor, introduce themselves, and ask for any formatting/submission instructions. Outgoing IS Newsletter Editors should send whatever formatting instructions they have to incoming IS Newsletter Editors.

4. Length

The newsletter is always eight pages. Some Sections have arranged to have longer newsletters at an extra cost to the Section, but this must be arranged well in advance with the ACRL Production Editor. If space becomes a real issue, ask the IS Chair for a prioritized table of contents.

5. Cost, Printing, Distribution

ACRL pays for an eight-page paper newsletter for each Section. Anything above eight pages must be paid for by the Section. ACRL mails the paper copies of the newsletters to the Section membership. The ACRL Production Editor usually sends a note asking if the Section newsletter editors want an email distributed to their memberships about the online release of the newsletters. When the IS Newsletter Editor receives his/her hard copies of the newsletter, send the PDF to the IS Webmasters to mount on the website. Ask the Webmasters for the URL and send an email to the ACRL Production Editor asking her to distribute to the membership.

6. Claiming

The IS Newsletter Editor receives extra copies of each issue of the newsletter. These are to be used for claims.

SAMPLE CALL FOR SUBMISSIONS

My name is Your Name, and I am the incoming IS Newsletter Editor. Please submit any items you would like to appear in the Fall 2007 issue to me at youraddress@whatever.edu by September 20, 2007. If you would prefer to snail mail me items, please send them to the following address:

Your name
Your address

Your town, Your state, Your zip

If you have any questions, please do not hesitate to contact me at youraddress@whatever.edu .

Good luck to everyone as another Fall semester begins!

Best regards,
Your Name

STYLE SHEET

The IS Newsletter Editor should use The Chicago Manual of Style . Following are a few common items to review for consistency.

  • Web, Web site, Web page
  • Year American Library Association Annual Conference
  • Year American Library Association Midwinter Meeting
  • The fifteenth recommends writing "a.m." and "p.m.," though the more traditional small capitals are still accepted (but now without periods: AM and PM ).
  • 9:30-11:00
  • Numbers:
    • Chicago's general rule is expressed in section 9.3: "In nontechnical contexts, the following are spelled out: whole numbers from one through one hundred, round numbers, and any number beginning a sentence. For other numbers, numerals are used." However, there are numerous exceptions and special cases, so refer to section 9 for more information.
  • Percent:
    • Chicago prefers the use of numerals for all numbers used as part of percentages, but use the word "percent" for humanistic copy and the "%" symbol for scientific and statistical copy:
    • humanistic: 10 percent (but spell out "10" if it begins the sentence)
    • scientific, statistical: 10%

Last updated November 1, 2007 by Mireille Djenno.

 

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