Editorial Group - Policy on External Publications

Background

As Hunter Library’s publications directly affect people’s perceptions of the library, it is important that all such publications adhere to a high standard of editorial quality. In order to maintain this level of quality, the library is establishing an Editorial Group to ensure that all publications meant to represent the library to a broad external audience follow acceptable standards of grammar and style. This policy applies to Web pages, printed documents, and broadcast email.

Policy

A member of the Editorial Group must review all library publications meant to represent the library to a broad external audience. Members of the Editorial Group are to have their work reviewed by another member of the Editorial Group.

Editorial Group

The extent of involvement required by the Editorial Group will vary depending on the scope and depth of the publication. Complicated works, such as newsletters, will need detailed editorial review, whereas an email announcement might need only a quick review.

The existence of an Editorial Group does not relieve writers of the responsibility of editing their own material. The job of the editors is not to rewrite first drafts but to check for consistency and verify accuracy prior to publication.

Members of the Editorial Group are appointed by the University Libarian and report to him.

The members of the Editorial Group are:

Heidi Buchanan	Ann Hallyburton
Tim Carstens	Becky Kornegay
Anna Craft
George Frizzell	Bob Strauss

Points editors will consider when reviewing documents

• Grammar, spelling, and punctuation should be error-free and consistent throughout the document.
• Subject bibliographers should be consulted for subject-related documents.
• Facts should be checked. When appropriate, proofread against an original document. For example, on invitations or announcements be sure the day, date, hours, and specific location are included. The editor is generally not the subject expert and will not judge subject content.
• Information should be presented in a logical order.
• The tone should be appropriate for the audience (formal, business-like, casual, etc.).

Types of writing covered by this policy

Writers are required to consult editors for documents such as these:

• Web publications.
• Print publications including flyers, newsletters, handbooks, and bibliographies that are for use on or beyond campus.
• Printed materials, such as signs, to be displayed in the library. Emergency signs may be posted without an editorial review.
• Email that represents the library.

The policy is optional for:

• Emails representing personal opinions or informal communication. If you have any doubts about the tone or presentation of a message, it is always a good idea to have it read by someone else.

Standard writing tools to be used

• American Heritage Dictionary is recommended. Any edition or abridgment is okay to use.
• Write Right: A Desktop Digest of Punctuation, Grammar, and Style by Jan Venolia. Copies of this book are in the Administration Office, and several copies are on the professional reading shelf.
• Editorial Style Sheet.
• Editorial Checklist.

Steps for writers

1. Submit the draft to a member of the Editorial Group taking into consideration the expertise of the editor where possible.
2. Negotiate a completion time with a member of the Editorial Group. If an editor cannot take on the draft because he or she does not have the time or expertise to do it, he or she will work with the author to identify another member of the group to review the work.
3. Publish the piece following the policy for the appropriate medium.

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Hunter Library  |   Library Insider  |   Last updated: 1/9/09