Publications Manual

Updated 1/2/08

Contents

• Introduction
• Charge of the CAL Publications Committee
• CAL News
• Colorado Libraries
• CAL website

Introduction

The Colorado Association of Libraries (CAL) has two official print publications and one electronic publication. These are Colorado Libraries, CAL News and the CAL website (www.cal-webs.org). All other print and electronic publications are prohibited. Electronic publications representing CAL fall under the jurisdiction of the CAL website.

Charge of the CAL Publications Committee

• Serve in an advisory capacity to the CAL Executive Board on matters of organizational publications
• Review and update the Publications Policy and Procedures Manual, in an effort to assist in the creation, direction, and operation of print and electronic CAL publications. This review should occur annually.
• Annually review staff job descriptions and subscription and advertising rates for all (print and electronic) CAL publications. The recommendations, if any changes are warranted, shall be sent to the Executive Board for approval.

CAL News

CAL News is a bi-monthly news publication for communicating to the CAL membership. Each CAL member receives a copy of the newsletter. Six issues are published each year.

Library related commercial advertising is accepted for CAL News.

CAL News Content and General Guidelines
[Instructions for Contributors - MS Word | pdf]

1. Appropriate materials include: Executive Board meeting notes, association news, the president's corner, legislative updates, membership benefits, member news, candidate's statements, grant and scholarship information, news from divisions and roundtables, announcements of workshops and registration forms, and appropriate announcements from other related organizations. The CAL calendar will list upcoming events and dates of interest to the library community.
2. The President of CAL and each association, division, and interest group, or a designee, shall be responsible for submitting information to the editor.
3. All articles/information must be submitted electronically in Word or as ASCII text.

CAL News Publication Schedule
CAL News is published bimonthly in odd numbered months. The deadline for contents is the 1st of the month preceding the issue publication month. Mailing date is the first of the following month.

CAL News Staff and Responsibilities
The CAL Business Manager is the CAL News editor and is responsible for the final copy of CAL News, as well as soliciting the content.

The CAL News editor is an ad hoc member of the Publications Committee.

The CAL News editor will:

• solicit and receive copy for inclusion
• select the copy to be included
• format and edit the copy
• layout the newsletter (including graphics)
• finalize and arrange for printing and posting on the website.
• mail the issue in the most efficient and cost effective way to comply with mailing regulations and requirements.
• answer any correspondence regarding the newsletter
• ensure that one copy of each issue is reserved for deposit in the official CAL archives

Colorado Libraries

Colorado Libraries is a quarterly journal with each issue devoted primarily to a selected theme of interest to Colorado librarians and the regional library community.

Colorado Libraries is supported by library related commercial advertising, subscriptions, and by membership dues.

Colorado Libraries is provided free of additional charge to all CAL regular members. Associate memberships do not include a subscription to Colorado Libraries. Institutional memberships allow an institution to select up to 7 members of their governing boards to receive subscriptions to Colorado Libraries. Non-members may purchase a subscription.

Colorado Libraries Content and General Guidelines

1. Appropriate materials include: Articles pertaining to the issue theme and regular column articles. Unsolicited columns will be published at the discretion of the Content Editor as space and availability permit.
2. The Guest Editor(s) and Column Editors shall be responsible for submitting information to the Content Editor.
3. All articles/information must be submitted electronically in Word or as ASCII text.

Colorado Libraries Publications Schedule
Colorado Libraries is published quarterly. Publication dates, starting in 2007, are:

Articles should be submitted to: Nina McHale, Content Editor at nina.mchale@cudenver.edu by the dates specified above.

See specifications for submissions detailed in this Handbook before submitting.

Colorado Libraries Staff and Editors' Responsibilities
[Instructions for Guest Issue & Column Editors - MS Word | pdf]
[Instructions for Authors - MS Word | pdf]

Guest Editor, in collaboration with the Content Editor, will:

• Identify authors to write articles for the theme of the issue.
• Provide authors with a copy of "Instructions to Authors" and other relative Publications references.
• Submit a list of prospective titles and authors to the Content Editor for review.
• Forward the articles to the Content Editor prior to the deadline.
• Write a 350-500 word essay introducing the issue.

Column Editor:

• Solicit appropriate material for the column.
• Evaluates and edits articles before forwarding the articles to the Content Editor prior to the deadline.

Colorado Libraries Guest and Column Editors are selected by the Colorado Libraries Co-Editors.

Advertising Coordinator:
The CAL Business Manager or designee will serve as the Advertising Coordinator. The Coordinator may consult with the Publications Committee on items of concern.

• Identify and solicit new markets and advertisers to increase revenue for CAL.
• Working with the Publications Committee Chairperson, estimate costs and income related to Colorado Libraries advertising for annual budget.
• Solicitation of potential advertisers should include rate sheet, publication information, and sample copy.
• Instructions on rate sheet should specify that hard copy advertising should be sent to the CAL office, which will then be forwarded to the Colorado Libraries Layout Editor. Advertisers may submit electronic copy directly to the Layout Editor.
• Maintain a spreadsheet to track advertisers, issues the ad will appear in, and invoicing. Send to the Layout Editor by the advertising deadline. Follow up with advertisers on copy not received by the deadline. Provide spreadsheet to Business Manager for invoicing.
• Ads should be library related.
• The Publication Committee Chair and the Co-Editors reserve the right to reject any ad.

CAL website

The CAL Website is the official electronic publication of the Association. It serves as a means of communicating information to the membership and other interested parties, some of which may be duplicated in CAL News.

CAL Website Content and General Guidelines
Content is accepted from chairpersons or officers of CAL Associations, Divisions, Interest Groups, and Committees. Before submitting content to the CAL website please contact executivedirector@cal-webs.org for details on submission guidelines and requirements..

CAL Website Publication Schedule
The CAL website is updated continuously as information is received.

CAL Website Staff and Responsibilities
[Job Description - MS Word | pdf]

The Web Coordinator serves as a member of the Publications Committee.

The Web Coordinator:

• designs and layouts the website (including graphics)