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Editing Submission Procedures

The procedure to be followed for editorial review is as follows:

  1. Texts of 10 pages or less: submit draft of text to editorial team at least two weeks (10 work days) before the date it must go to the graphic designer, printer, webmaster, or be sent out as a Web-based email.
  2. Texts that exceed 10 pages: submit draft to editorial team at least three weeks (15 work days) before the date it must go to the graphic designer, printer, webmaster, or be sent out as a Web‑based email.
  3. Texts should be submitted to as a Word attachment to a cover email. The text does not need to be in final layout nor include graphics or photos.
  4. Within one week of submission to the editorial team, or within 10 days for a text exceeding 10 pages, the material will be returned to the author with proposed edits and comments indicated in “track changes.”
  5. The author has two days to review the changes and respond to the editor‟s comments. If necessary, the author and editor may discuss proposals for revision that would improve clarity. The author has final say over content, intent, and tone, but not over editorial style, grammar and usage, or factual accuracy.
  6. The editorial review schedule may be modified if necessitated by exceptional circumstances.
  7. No document covered by this policy may be disseminated unless it has gone through the editorial review process and met with final editorial approval.
Other considerations
  1. Certain high-profile texts may be referred out for professional editorial services to the Office of Communications and Public Affairs. That office charges a fee for professional editing services ($65/hour as of December 2009), which would be charged to the author's department. If the editorial team believes that it is preferable for a document to be reviewed by the Office of Communications and Public Affairs rather than in-house, this will be discussed with the author prior to any action being taken to determine whether this is necessary and, if so, to minimize potential cost. The relevant unit head must authorize submission of a document to outside editors.
  2. Discretionary requests for editorial assistance may also be made (e.g., grant proposals, scholarly documents) and will be honored as workload permits.

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