Chapter 13: Publications

Policies:

13.1 Copyright
13.2 Endorsement of publications
13.3 Financial support for publications
13.4 Fiscal policies—CHOICE

13.4.1 Endowment—CHOICE

13.5 Use of acid-free paper
13.6 Royalties

Procedures:

13.7 ACRL publishing

13.7.1 Opportunities for publishing
13.7.2 Submission procedures
13.7.3 Submission to outside publishers (by ACRL units)

13.8 ACRL Web site Policies and Procedures

13.8.1 Policies
13.8.2 Procedures

13.9 Selection and appointment of editors and editorial boards

13.9.1 Appointment
13.9.2 Composition of editorial boards
13.9.3 Criteria for selection of editorial board members


   13.1 Copyright

"The ACRL Board moved to take an assertive position in the media to identify, publicize, and protect the hard won rights established by the new copyright law of 1976." (Source: ACRL Board, July 1980.)

"The Board moved that colleges and universities and their libraries should continue to interpret the Copyright Act in a manner that is in the spirit of the law and consistent with the rights and needs of both copyright proprietors and the academic community, and need not conform to the guidelines as set forth in the NYU settlement." (Source: ACRL Board, January 1984.)

   13.2 Endorsement of publications

"ACRL should not endorse any book or other publication and only free materials produced by librarians should be announced. Other people making such inquiries should be advised about how to rent ALA/ACRL mailing lists." (Source: ACRL Executive Committee, October 1982.)

   13.3 Financial support for publications

"The ACRL Board of Directors will not act on any proposals for new ACRL publications or substantial revisions in the current status of ACRL publications without consulting the ACRL Publications Committee." (Source: ACRL Board, June 1984.)

"Publication support requests from ACRL sections or other groups will be referred to the Publications Committee by the Budget and Finance Committee for a recommendation. Financial support for such publications will be viewed as a special project expense.

"ACRL shall be offered the first right of refusal to publish any items produced with the assistance of ACRL funds. If ACRL chooses not to publish, the ACRL executive director shall be involved in the negotiations with an outside publisher to attempt to recoup investment expenses, or to get agreement regarding the type of acknowledgment that will be made of ACRL support.

"When publication support requests are received at ACRL headquarters, staff shall automatically refer the requests to the Publications Committee, as well as to the Budget and Finance Committee." (Source: ACRL Board, January 1985.)

   13.4 Fiscal policies—CHOICE

The ACRL administrative service charge to Choice is based upon the ACRL time study. (Source: ACRL Board, July 1985.)

"Principles Concerning the Fiscal Management and Status of Choice" were approved by the Board of Directors of the Association of College and Research Libraries on June 21, 1977, and reaffirmed in January 1986.

  • Choice  has a separate reserve fund, rather than participating in a general ALA Publishing Reserve Fund. This arrangement may be subject to review from time to time. As is true for all ALA current funds, the Choice reserve fund does not bear interest. The Choice reserve fund will be set at an amount equal to at least 25 percent of the average annual operating expenditures (excluding overhead) over the preceding four years. This objective does not preclude consideration of needs to develop and improve the Choice program through current budget funding. The ACRL operating budget contains an expense line for the mandated reserve for Choice and is appropriately budgeted as part of the annual budget preparation process. (Source: ACRL Board, January 1989; revised January 1992.)
  • Should any surpluses be generated by Choice beyond those needed to pay reasonable indirect cost rates to ALA, improve the Choice program, and create the reserve fund outlined above, they will be dedicated to the further development of Choice and will not inure to the benefit either of the ALA General Fund or of ACRL programs other than Choice.
  • Choice is assessed by the American Library Association at an overhead rate that is a percentage of total direct costs. This rate may be revised from time to time, on the basis of procedures and allocation methods identical to those used in the 1977 indirect cost study. Based on the terms of the 1989 operating agreement.
  • Should Choice experience major financial problems in the future, the first attempt to resolve them will be from the Choice reserve fund. As a second level of support, ACRL will examine its overall program requirements and financial status to determine if assistance can be given to Choice. The final responsibility for resolution of such problems will rest with the ALA General Fund.
  • It is recognized that BARC and the ALA Executive Board still have purview over the Choice budget in a general sense, but the detailed budgeting procedure and decisions follow the current process involving Choice staff, the ACRL executive director, the ACRL Committee on Budget and Finance, and the ACRL Board of Directors. (Source: ACRL Board, June 1977)

The Choice fund balance may not be used for ACRL operating expenses. However, it can be made available for special projects that are appropriately funded from the Choice fund balance. A portion of the fund balance, not to exceed 20 percent, could be made available for such special projects. The major criterion for deciding whether a project is appropriate for this type of funding is the value of the project in fulfilling the Choice publishing statement and furthering its goals: 1) to provide selection services for libraries and librarians; 2) to develop an electronic publishing program; 3) to increase the number of subscriptions to Choice.  (Source: ACRL Board, June 1989.)

Procedure:

  • Proposed projects to be funded from the Choice fund balance must be included in the Choice budget;
  • The Budget and Finance Committee reviews such projects when considering the Choice budget and recommends them to the ACRL Board separately from the remainder of the ACRL budget.

   13.4.1 Endowment—CHOICE

The primary purpose of the endowment fund for Choice is to enable Choice to respond to emergency situations and urgent needs.

   13.5 Use of acid-free paper

"All ACRL serial publications are published on acid-free paper, with the exception of ephemeral publications such as, but not limited to, section newsletters and handbooks. The Publications Committee will review cases in which an exception is being requested to the requirement to publish on acid-free paper." (Source: ACRL Board, January 1987.)

   13.6 Royalties

The Board delegates to the executive director the responsibility for all negotiations with ALA Publishing in regard to publication royalties. (Source: ACRL Board, June 1981.)

Royalty policy:

  • ACRL will pay royalties on all monographs that are written, edited, or compiled by individuals. Royalties will not be paid to committees or other ACRL units except where specific terms have been negotiated with the ACRL Executive Director, or designee.
  • Royalties will be calculated as 10 percent of gross sales after recovery of production and other expenses, unless otherwise negotiated with the ACRL Executive Director.
  • Payment schedule will be two times per year in February and August beginning with all monographs published following approval of this policy, except those for which a royalty agreement is already in effect. (Source: ACRL Board, January 2000.)

   13.7 ACRL publishing

ACRL has the first publication option on all work prepared for publication by an ACRL unit. For the purposes of these procedures, unit is defined as any official group within ACRL (section, committee, subcommittee, discussion group); author is defined as an individual or collection of individuals working independently without official designation from ACRL. Work of ACRL units may take the form of news articles, journal articles, bibliographies, directories, monographs, databases, survey results, pamphlets, cassettes, software, and the like. Procedures for submitting items for publication for units and individuals are described in a separate section of this chapter. Submitted manuscripts should follow the Chicago Manual of Style, 14th edition.

   13.7.1 Opportunities for publishing

  • ACRL Periodical Publications. ACRL periodicals include:  College & Research Libraries , a refereed research journal;  College & Research Libraries News , a news magazine;  RBM: a Journal of Rare Books, Manuscripts and Cultural Heritage , a refereed journal;  Choice , a book review magazine; section newsletters; and ACRLog, the offcial blog of ACRL. ACRL members serve on editorial boards for each of these periodicals. Guidelines for submission are found in the respective periodicals.
  • ACRL Publications in Librarianship . This monograph series publishes research pertinent to all aspects of academic and research librarianship. ACRL members are appointed to serve on the editorial board for this series, which is published by ACRL publishing. Ideas and manuscripts should be sent to the chair of the ACRL Publications in Librarianship Editorial Board.
  • CLIP Notes. CLIP (College Library Information Packets) Notes collect data and sample documents from academic libraries to assist librarians in establishing or refining services and operations. The surveys are authorized by ACRL's College Libraries Section CLIP Notes Committee. Recent topics in this series have included formal planning, emergency planning and management, staff development, interlibrary loan, and database searching. Ideas for future CLIP Notes should be sent to the chair of the CLS CLIP Notes Committee.
  • ACRL Nonperiodical Publications. Works pertinent to academic and research librarianship may be published by ACRL. ACRL has published a variety of materials including, but not limited to, statistical reports, directories, survey results, handbooks, bibliographies, and thesauri. Typically, ACRL publications have an intended audience of 500 to 1,500, and are self-supporting. Directions for preparing manuscripts are provided by the ACRL office. Proposals should be sent to the ACRL Content Strategist at ACRL headquarters.
  • Choice Magazine. Book reviewers are teaching faculty who write reviews of books in their areas of expertise; reference reviews are written by academic reference librarians. Bibliographic essays cover the monographic literature in a particular area and are usually interdisciplinary in nature. Essay proposals should be sent to the editor of Choice.
  • ALA Editions. ACRL may, at its discretion, offer the work developed by an ACRL unit to ALA Editions. ALA Editions generally accepts items for publication that make a contribution to librarianship and that can sustain sales of at least 1,500 to 2,000 copies.
  • Outside publishers. If a manuscript is not deemed appropriate for any of the publishing outlets listed above (or if the terms offered by ALA Editions are not acceptable), the ACRL staff will assist units with the submission of manuscripts to outside publishers. Procedures to be followed in such a submission are included in this chapter.

   13.7.2 Submission procedures

Article-length works

  • Step one. Identify a topic and review the submission guidelines found in the pertinent ACRL periodical (College & Research Libraries, College & Research Libraries News, RBM, Choice, section newsletters or on their Web pages.)
  • Step two. (for units and individuals). Depending on the guidelines, either contact the editor to review the idea for publication potential or prepare and submit a finished manuscript.
  • Step two. (for sections). Same as step two above but forward the completed manuscript to the unit's chair. The unit executive committee will review the manuscript for appropriateness or may delegate such review to another appropriate group, such as the unit's publications committee. If the manuscript is approved, the unit chair will forward it to the appropriate ACRL periodical.
  • Step three. ACRL periodicals will follow the selection procedures outlined in the publication.
  • Step four. The editor will notify the author or unit as to whether or not the article has been accepted for publication. If the article is not accepted, the unit may submit the article to any other appropriate periodical for publication.

ACRL Publications in Librarianship

  • Step one. Identify a topic and develop an outline for your publication.
  • Step two. Submit your idea to the editor of Publications in Librarianship.
  • Step three. The editorial board will review the proposal and either advise on its development, refer it elsewhere for publication, or return the proposal.
  • Step four. The editor will notify the ACRL Director of Publications of all publication proposals received.

ACRL CLS CLIP Notes

  • Step one. Identify a topic and contact CLIP Notes committee chair for information on proposal format and/or to discuss topics that have been previously identified.
  • Step two. Develop an outline of your proposal and submit it to the chair of the CLS CLIP Notes Committee.
  • Step three. The CLIP Notes Committee will review the proposal and either advise on its development, refer it elsewhere for publication, or return the proposal.
  • Step four. The chair of the committee will notify the ACRL Director of Publications of all publication proposals received.

    ACRL nonperiodical publications

    • Step one.(for individuals). Identify a topic and develop an outline for your publication. Complete the  Publication Proposal form early in the planning stages of your project. This form asks for basic information about the scope and content of the proposed publication and the individual(s) responsible for developing it. Send the completed form to ACRL's Director of Publications at ACRL headquarters.
    • Step one. (for units). Same as step one above but forward the completed form to the unit's executive committee. The unit executive committee will review the publication proposal or delegate such review to another appropriate group such as its publications committee and, if they approve it, will forward it to the ACRL Director of Publications at ACRL headquarters.
    • Step two. The ACRL Director of Publications will forward the proposal to the ACRL New Publications Advisory Board for a review of its content and viability. The committee will make a recommendation to the Director of Publications as to its feasibility. (In some cases an outside reader with expertise in the subject area will be asked to review the publication for editorial content. This review will next be considered by the committee and the Director of Publications.) The committee will review and act upon publications proposals throughout the year, as well as at ALA Annual Conferences and Midwinter Meetings.
    • Step three. After reviewing the recommendations of the advisory board (and any outside reviewers) the ACRL Director of Publications then accepts, asks for further development of the proposal from the author or sponsoring body, or returns the proposal. Other publishing possibilities may be suggested.
    • Step four. If the proposal is accepted, the author is requested to submit the completed manuscript to ACRL headquarters for final review.
    • Step five. If the proposal is not appropriate for ACRL, the ACRL Director of Publications may forward the proposal to ALA Editions. If ALA Editions is interested in the proposal, a publishing agreement is negotiated.

      Choice bibliographic essays

      • Step one. Identify a topic and develop an outline for your publication.
      • Step two. Send your written outline to the editor of Choice.
      • Step three. The editor will review the proposal and either advise on its development, refer it elsewhere for publication, or return the proposal.

        Conference proceedings

        • Step one. A unit that wishes to publish its conference proceedings or papers must submit a Publication Proposal form to ACRL.
        • Step two. Follow the same procedures outlined under ACRL nonperiodical publications.

             13.7.3 Submission to outside publishers (by ACRL units)

          • Step one. If a manuscript is not deemed appropriate for any of the ACRL or ALA publishing outlets described in this chapter (or if the terms offered by ALA Editions are not acceptable), the ACRL staff will assist units with the submission of manuscripts to outside publishers.
          • Step two. The unit will notify the ACRL Director of Publications of its publications plan.
          • Step three. The executive director of ACRL must review any contracts between an ACRL unit and a publisher.

            Points of discussion between the unit and the prospective publisher may include: proposed publication date; format, including any particular needs regarding illustrations or typography; arrangement of bibliographical references, i.e., footnotes or endnotes; paper stock; binding; maximum sale price; minimum period during which the volume will remain in print; advertising (number of ads which will coincide with the date of publication); number of review copies to be provided by the publisher; date by which the unit will deliver the final manuscript to the publisher; size of print run; number of offprints for authors and a copy of the book for the editor. The contract must be signed by an ALA department head.

            Any volume issued by a commercial publisher must clearly state on its title page and in the preface or introduction that the work was undertaken by an ACRL unit.

               13.8 ACRL Web site Policies and Procedures

            The World Wide Web provides a powerful opportunity for ACRL units to share information with our membership and with the academic community at large. The ACRL Web page is considered to be an ACRL publication, in electronic format, which provides timely information about ACRL to its members and other interested parties. ACRL Sections and Committees are welcome to mount their pages on the ALA server but also continue to be free to choose non-ALA servers for their Web pages as long as there is no conflict with ACRL policies regarding copyright etc. A link will be maintained from the ACRL page to any chapter-based or local servers on which ACRL Chapters have established Web sites. All ACRL materials published on the Web should reflect the mission and policies of ACRL; in addition there are some basic procedural guidelines that will ensure that our Web publications have accurate, appropriate content, adequate legal protection, and a professional appearance. ACRL staff are prepared to help you with Web design or Web policy questions. Please contact the Director of Publications at ACRL headquarters for any assistance. (Source: ACRL Board, June 1998)

               13.8.1 Policies

            • The ACRL Web site is an instrument of communication that is available to all ACRL units. Appropriate information about the division may be mounted directly on the ALA server (for sections and committees) or linked (for sections, committees, and chapters).
            • Web pages maintained by ACRL units are required to:
            1. Comply with U.S. copyright law and licensing agreements
            2. Be reviewed and updated on a regular basis—at least every 3 months Note: Information about events such as preconferences, institutes, seminars, and workshops (dates of the event, registration form, list of attendees, etc.) must be removed within 1 month of the event. Lists of attendees may include only name, title, institution, and e-mail.
            3. Include the following elements on the first page:
              1. Official ACRL logo with a link back to the ACRL home page
              2. Name of a contact person for the page, with e-mail address
              3. ALA/ACRL copyright statement and disclaimer statement
              4. Date of last update
              5. Links that are made by ACRL and its units to pages of other organizations may be established as long as the information on the linked pages furthers the implementation of ACRL's Strategic Plan and is consistent with the mission and policies of ACRL.
              6. Web site content and advertising policies will remain consistent with the policies of the American Library Association. (Source: ACRL Board June 27, 1998.)

               13.8.2 Procedures

            Two methods are available for placing information on the ACRL Web site:

            • Request that ACRL link to a unit's Web site. To establish a link, contact the ACRL Director of Publications.
            • ACRL Sections and Committees may establish a Web page on the ACRL Web site located on the ALA server.
            1. Contact the ACRL Director of Publications.
            2. Copyright permission must be obtained for all graphic elements, if applicable.
            3. Files must be transmitted electronically (i.e., via e-mail or on disk).
            4. If possible, encode files in HTML.
            5. Follow these tips for good Web site design:
              1. Spell out the full name of the ACRL unit and of ACRL.
              2. Present logically organized information with cues for user navigation.
              3. Be designed to be accessible with widely available browsers; if you use the latest technology your results may be unreadable to much of your audience.
              4. Have no requirements for password protection or fees for access.
              5. Limit graphic elements to reasonable size and complexity in order to avoid lengthy download times by browsers.
              6. Provide links back to the main page from every other page.
              7. Use a descriptive title.
              8. Provide alternatives for the disabled and those using older browsers.
              9. Include a mission and statement of purpose.

            ACRL and ALA maintain a paper archive of official documents. If you post an official report (funded or requested by the ACRL Board), standard, guideline, or other important document, make sure that the ACRL office has a paper copy.

               13.9 Selection and appointment of editors and editorial boards

               13.9.1 Appointment

            • The editors of College & Research Libraries, RBM: A Journal of Rare Books, Manuscripts and Cultural Heritage, and ACRL Publications in Librarianship (PIL) should be appointed for three- (C&RL and RBM) and five-year terms (PIL) through the following procedures:
            1. Recommendation, after announcement of the vacancies in C&RL News, by the ACRL Publications Committee in consultation with the ACRL executive director. Consideration may be given to persons who have gained relevant experience through service on the editorial board, and the advice of the current editorial board should be sought in this process.
            2. Approval by the ACRL Board of Directors.
            3. Appointment by the ACRL president.
            • The editor of Choice, an ACRL staff position, should be appointed for an indefinite term, according to ALA personnel policy, after national publicity and recommendation by a search committee appointed by the ACRL executive director.
            • The editor of C&RL News, an ACRL staff position, should be appointed for an indefinite term according to ALA personnel policy and shall have additional job assignments within ACRL.
            • The editor of C&RL should be asked to serve no more than two consecutive terms; the editor of RBM no more than three consecutive terms; and the editor of ACRL Publications in Librarianship no more than one term. Reappointments, when made, should follow the same procedure as in an original appointment except that no recruitment need be conducted. In all cases, the recommender(s) should explain the reasons for placing the favored candidate above others considered. If possible, a second and third choice should be given. In no case should a candidate other than the one recommended be appointed without consultation with the recommender(s).
            • Appointments to editorial boards are made according to the following procedures: recommendations are made by the respective editors or staff; the Publications Committee in executive session approves the appointees; and the ACRL president makes the appointment.
            • Chairs of each of the Editorial Boards serve as voting ex officio members of the ACRL's Publications Coordinating Committee.

               13.9.2 Composition of editorial boards

            College & Research Libraries

            • Nine to 15 members, in addition to ex officio members, the exact number to be decided by the editor according to need.
            • Three-year terms generally corresponding to that of the editor.
            • Members to serve no more than two consecutive terms. 
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Publications Committee chair, the C&RL News editor, the C&RL editor (chair).

             

            College & Research Libraries News

            • Six members, in addition to ex officio members, with appointments staggered to provide continuity.
            • Two-year terms.
            • Members to serve no more than two consecutive terms, except for the chair, who may serve up to two terms after assuming the chair but no more than a total of six years on the board. The chair is appointed from among regular members of the board by the president of ACRL.
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Publications Committee chair, C&RL editor, the editor.

            ACRL Publications in Librarianship

            • Four to six members, in addition to ex officio members, the exact number to be decided by the editor according to need.
            • Three-year terms, staggered.
            • Members to serve no more than two consecutive terms.
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Publications Committee chair, the editor (chair).

             

            Choice

            • Seven members, in addition to ex officio members, with appointments staggered to provide continuity.
            • Two-year terms.
            • Members to serve no more than two consecutive terms, except for the chair, who may serve up to two terms after assuming the chair but no more than a total of six years on the board. The chair to be appointed from among regular members of the board by the president of ACRL.
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Publications Committee chair, the editor.

            RBM: A Journal of Rare Books, Manuscripts and Cultural Heritage

            • Up to 15 members, the exact number to be chosen by the editor according to need.
              Three-year terms.
            • Members to serve no more than two consecutive terms, except the editor, who may serve no more than three consecutive terms.
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Director of Publications, RBMS Publications Committee chair, ACRL Publications Committee chair, the editor (chair).

            ACRL New Publications Advisory Board

            • Four to six members, in addition to a chair and ex officio members.
            • Three-year staggered terms.
            • Members serve no more than two consecutive terms.
            • Ex officio members: ACRL past-president, ACRL executive director, ACRL Publications Committee chair, ACRL Director of Publications, the Publications in Librarianship editor.

            Resources for College Libraries

            • Seven members, in addition to the ex officio members.
            • Two-year staggered terms.
            • Members to serve no more than two consecutive terms, except for the Chair, who may serve up to two terms after assuming the Chair but no more than a total of six years on the Board.Ex-officio members: ACRL Executive Director, ACRL Publications Committee Chair, CHOICE Editor & Publisher, and ACRL Past-President.  

             

            ACRL Academic Trends and Statistics Survey Editorial Board

            • Membership in the American Library Association and the Association of College and Research Libraries.
            • Up to 12 members, in addition to ex officio members, with appointments staggered to provide continuity.
            • Two-year terms.
            • Members to serve no more than two consecutive terms, except for the chair, who may serve up to two terms after assuming the chair but no more than a total of six years on the board. The chair is appointed from among regular members of the board by the Publications Coordinating Committee. 
            • Ex officio members: ACRL past-president, ACRL Executive Director, and ACRL Publications Coordinating Committee chair.

               13.9.3 Criteria for selection of editorial board members

            College & Research Libraries, ACRL Publications in Librarianship, and RBM: A Journal of Rare Books, Manuscripts and Cultural Heritage

            • Membership in the American Library Association and the Association of College and Research Libraries.
            • Service in academic or research librarianship and/or education for librarianship.
            • Experience in research, editing, and bibliographical activities resulting in published articles or books.
            • Ability to provide critical analyses of content, research methods, form, structure, and writing style of manuscripts or nonprint materials considered for publication or distribution.
            • Willingness to commit time to reading manuscripts, writing reader reports. Must be willing to attend board meetings during Annual Conferences and Midwinter Meetings of the American Library Association.
            • Interest in publication within both historical and contemporary contexts as a major vehicle for professional communication and education, practical and theoretical.
            • Broad knowledge of and concern with the major issues confronting academic and research libraries. As much as possible, board membership should represent diversity based upon a range of professional specializations, varied sizes and types of academic and research libraries, and a wide geographical distribution.

               

              Choice

              • Membership in the American Library Association and the Association of College and Research Libraries.
              • Service in academic librarianship.
              • Special interest in the principles, practices, and needs of collection development.
              • Willingness to attend board meetings during Annual Conferences and Midwinter Meetings of the American Library Association.
              • Board membership should include a balanced representation (according to overall numbers) by gender and by race, of libraries serving all types of two- and four-year academic institutions: community colleges, four-year colleges, and undergraduate programs of universities, as well as a wide geographical distribution insofar as possible.

               

              C&RL News

              • Membership in the American Library Association and the Association of College and Research Libraries.
              • Service in academic librarianship.
              • Willingness to attend board meetings during Annual Conferences and Midwinter Meetings of the American Library Association.
              • Board membership should include a balanced representation (according to overall numbers) by gender and by race, of libraries serving all types of two- and four-year academic institutions: community colleges, four-year colleges, and undergraduate programs of universities, as well as a wide geographical distribution insofar as possible.

               

              ACRL Academic Trends and Statistics Survey Editorial Board 

              • Experience completing (or coordinating the submission of) the annual ACRL academic library trends and statistics survey.
              • Familiarity with and experience using national academic library statistics for assessment, strategic planning, or other managerial purposes.
              • Ability to provide critical analyses of topics and questions for supplemental survey questions.
              • Broad knowledge of and concern with the major issues confronting academic and research libraries.
              • As much as possible, board membership should represent diversity based upon varied sizes and types of academic and research libraries, and a wide geographical distribution. (Source: ACRL Board, January 1976, ACRL Executive Committee Meeting, October 2005)

               

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