1. Specialist/author prepares a manuscript and submits four copies to his/her department head. Manuscript should be typed, double-spaced, to allow room for editing comments. The author may submit recommendations for reading committee members (usually three persons) to review the material. If a proposed manuscript is for a 4-H audience, the reading committee should include one 4-H Club staff member and/or one associate program leader. The appropriate publication editor is a standing fourth member of all reading committees for editorial review. (Wanda Russell is the review committee member for agriculture and natural resources; Mary Jo Holden is the review committee member for 4-H and family and consumer sciences.)
   
   
2. The department head reviews the manuscript and the reading committee suggestions. If tentatively approved, one copy of the manuscript is forwarded (hard-copy or electronically) to each member of the reading committee, with a letter requesting each member to review the manuscript for appropriateness and content. Normal time for peer review is one month. Reading committee members reply with a letter outlining their comments and suggestions to the department head and author, and send the revised (marked) manuscript to the author.
   
   
3. After all copies of the comments have been received by the department head, he or she reviews them. If a manuscript is then approved for publication, the department head advises the author of the approval. Note: this approval is subject to necessary changes resulting from comments of the reading committee.
   
   
4. After the author has made necessary changes in the manuscript, he/she submits the final copy of the material to the department head (hard copy plus electronic copy). The manuscript must be accompanied by a printing authorization (ADMF-76). The author fills out the top section of this form and signs it. (All 3 parts of the NCR form go forward.)
   
   
5. The department head must then approve the final document. He or she, in consultation with the author, discusses previous printing quantities and copies on hand (if the material is a revision or reprint). Cost estimates may need to be provided to the department head for approval. (The appropriate publications editor may need to be involved here.) The department head completes the second portion of the form and signs it.
   
   
6. The author meets with the appropriate publication editor to discuss printing/production needs. Both hard copy and electronic copy of the material are provided to the editor, along with photos, suggestions for illustrations, etc. The editor completes the final section of the form and signs it. One copy of the form is returned to the department head and one copy is returned to the author, so both know the material is in production.
   
   
7. The publication editor assigns a PB/SP/W number if the manuscript is new, and performs a final, "light" edit. The state printing authorization number is also assigned at this time, based on the account number provided from the department. The project is assigned to a graphic artist for layout, design and illustration. The graphic designer works directly with the author to create/revise the material. The author receives a "first proof" (dummy) copy, along with an approval sheet and the original manuscript for comparison. It is the responsibility of the author to proof the material for typos and other necessary changes. Corrections should be made in red ink. After proofing, the author returns the proof, the original manuscript and the approval sheet to the graphic designer handling the job.
   
   
8. After the author's corrections have been made, the author receives another, "final" proof copy to verify that all needed changes and corrections have been done. This is the author's last chance to make changes prior to publication. Ideally, most changes will have been noted on the first proof — the final proof is merely a verification that the corrections have been made.
   
   
9. After final author approval, the publication editor sends the camera-ready copy to Graphic Arts. A copy of the job order goes to the author so he or she is aware the publication production has been completed and is being printed.
   
   
10. When printing is completed and copies of the publication are delivered to the Ag Campus Publication & Supply Room, the appropriate publication editor will notify the author, the department head and appropriate administrators. If the publication is new or a major revision, the publication editor will also e-mail all county and district Extension offices, notifying them of the publication's availability (reprints do not require notification — they are for re-stocking purposes only).
    
    
11. Note: When revising or reprinting an existing publication (PB or SP), authors should check with the appropriate publication editor to determine if the Marketing and Communications office has an electronic file copy of the material. Many publications are several years old and may not exist in electronic format, necessitating the author having the material scanned or re-typed.

Updated June 2002