There are two separate templates for publishing your news items, one for member news, the other for press releases.
Member News items can be self published; Press Releases will continue to be submitted to PAO for review prior to publication.
Use the Member News template if your news item is primarily of interest to members and librarians. Examples include professional development opportunities, books, conference sessions, information about scholarships and grants. Note that while Member News items do not submit to a workflow, they are not published by default. When your Member News item is ready to be published, scroll down to the publish tab and select the Published checkbox, then save.
Use the Press Release template if your news is primarily of interest to the general public. Examples include ALA Policy statements, announcements about ALA-wide initiatives and partnerships,and presidential statements. The workflow for Press Releases remains the same; they are submitted to PAO for review and sent back to authors for sign-off prior to publication. What's changed in the new template is that the workflow state (now called moderation state) is available via a dropdown menu after saving the press release. See screenshot below.
If you need additional assistance, please schedule a one-on-one with ITTS to be walked through the process.
Use sentence case for titles.
Keep titles short. All press releases and member news items will be automatically posted to American Libraries and ALA News Twitter accounts.
Check all links before publishing.
Please pay attention to the date on your press release or member news item. The date is generated automatically from the date the content is created in the system, not the date the release is published
If you create a member news item and then delay publication, the date will be incorrect. This means that your content won't appear in the proper order on feeds and lists and may not receive the attention it deserves. Distribution via American Libraries magazine and ALA News email blast may be affected if your news item contains an incorrect date. Until we have a solution for this problem, there are two options available:
- Publish your member news item on the same day you put it into the system;
- Submit a Track-IT ticket which includes a link to the member news item and the preferred date and time to display.
Changing the title of your press release or member news item will cause the URL to change. Therefore, if you change the title of your press release or member news item after it’s published, you MUST uncheck the box “Automatic alias” under the “URL path settings” tab (see screenshot below). Then the system will not generate a new URL. Press releases and member news items are tweeted automatically, so it's important that URLs remain constant once they are published.
What's A Press Release?
A press release is an official statement issued to newspapers giving information on a particular matter. The process of posting that official statement is outlined on this page. Tips on Better Press Releases as well as AP Style Cheat sheet are available with staff login.
First, let's start with the end in mind and take a look at a sample of a completed press release. Features include the fact that you can include the actual contact information at the top of the release, even if it isn't the person that is entering the release. Images are arranged on the right sidebar and relevant links are included based on your Taxonomy and Press Release category choices behind the scenes.
Create a New Press Release
Step 1: Log in/Start a New Press Release
You can find the News and Press Center at http://www.ala.org/news. Login with STAFF credentials. The black and gray bars should appear. (you may need to refresh your screen). If you still don't see the bars, contact ITTS at x3273 or create a TrackIT!)
Select Add content at the upper left on the gray bar. If the only content type you have available on News & Press Center is the Press Release, it will open for you. If you have other permissions, select Press Release from the list of content types.
Step 2: Create the Content
Add the title of your release to the Title field.
Do not change the Status yet. When you are ready to send this to PAO for review, then you would update this radio button when you are ready.
Complete the Contact fields, please note the person who enters the press release is not necessarily the contact for the article, but you have that flexibility.
Add the main press release content to the Body field. If your release was written as an MS Word document, use the clipboard insertion tool to paste the text. You may want to enable SCAYT (spell check as you type), second from the right on the WYSIWYG editor. Use the video insertion tool to embed a video in your release. Do not add photos here, as PAO will remove them if you include them in the body of your press release. See step 11 for audio and photo additions.
After creating the content, be sure to select the unit owner of the content in the Include Press Release in Search Results Display drop-down. It is not a required field, but you need to complete this in order for the press release to appear in search results.
Step 3: Complete Page Settings
Add content to the Related Links field.
This field is optional. This content will display as a list of links in the right column, below the thumbnails of any pictures you upload to the press release.
ALA Metadata/Search Engine Optimization [SEO] fields.
ALA best practice requires that your unit be listed as the Author (except in cases where copyright is owned by an individual), and you are listed as the Editor. Use your unit's full title, and include the acronym in parentheses following it. Also add an SEO Title and Description. ALA best practices for these fields, as recommended by PAO, are to copy and paste the title and the first paragraph
Select the relevant unit and press release categories. This will enable the display of your published release on the ALA homepage and in your unit's RSS feed for display on your micro site or to be pushed to other resources. If additional press release categories are required, contact firstname.lastname@example.org with your request.
You need to select "Conference Services" in addition to your own unit in the "ALA Units" taxonomy.
Here's is Jan's explanation: "Under the taxonomy ALA Units, they need to be tagged with "Conference Services" because it's the RSS feed for this term that is pulled to Conference website. The other taxonomy, PR Category, has tags for both "Annual Conference" and "Midwinter Meeting" that are useful for grouping content within the News and Press Center, but these tags won't cause press releases to appear on Conference websites or in the Conference and Events section of the ALA website."
Upload images or audio files. Remember to add an alt tag for images, and a link to the transcript for audio files. These files will display in the right margin as clickable thumbnails.
Adjust the setting to turn off commenting. Comments are open by default.
Step 4: Approve PAO Review
- Scroll down and save. Your press release has not entered the PAO workflow yet. To return to your press release, go to Find Content. Your release will be at or near the top of the content list. You can also move to the My Releases tab.
- Choose the Edit link to open the file.
- Preview the release, which will not have its published layout, but you should click any links, check for typos, ensure that everything works the way it should. Are the days/dates for event announcements correct? Are everyone's names spelled correctly? Did you remember to add your unit' in the Taxonomies?
- Make any changes, and then, if the release is ready, go to the Status area, and check the radio button to Request PAO review.
- Optional: Add a message to PAO in the Publication Notes field.
- Scroll down to Save.
- Your press release has now entered the PAO workflow. You will receive an email message when PAO is ready for you to review any changes they have made.
- Click on the link in the message. (Those of you who were at early training sessions will be happy to hear that we fixed the bug. If you are logged in the link will take you directly to your file, in edit mode.
- If not, login, and then evaluate the release. PAO may have accepted the release as sent, or edits may have been made.
- Read any messages PAO reviewers might have left in the Publication Notes field.
- If you are ready to accept any PAO changes, switch Status to Unit sign off: PAO to publish if no changes needed. Use the Publication Notes field if you have any comments for PAO. If you do not want to accept the changes or need to make additional changes, switch the status back to Request PAO review.
- Scroll down to Save.
To Return to a Press Release Prior to Publication
Use the link in the message you received from PAO. You may also go to Find content and filter by unpublished press releases, or use the My Press Releases tab to locate your work. Comments can be managed here as well, check out tips and screenshots you will see when managing and moderating Comments.
Where to Locate Published Releases
Go to http://www.ala.org/news/press-releases to view published releases, which should also display on the ALA homepage and pull to your unit or site section's news feature tab if you have one installed on your homepage.
While press release authors do not have the rights to publish/unpublish, it is possible for you to make minor post-publication edits without having to resubmit through the workflow.
Accessing the Press Release Content Type
Permissions for this content type are set in iMIS upon the request of your manager at ALA. Your manager should enter a TrackIT! ticket to request access for you. This content type is not available to member-volunteers, who should draft their press releases and work with their staff liaisons to have them shepherded through the workflow.