Revised March Editor s Manual

Transcription

1 Revised March 2014 Editor s Manual

2 TABLE OF CONTENTS Mission Statement 3 National By-Laws and Organizational Guidelines 4 State Society Obligations 5 Duties of the Editor 6-7 Requirements for Publication: 8 Journal 8-9 Newsletter 9-10 Guidelines and Requirements for e-publications 11 Website Guidelines Editing Policy 14 Do s for Every Editor 15 Don ts for Every Editor 16 Materials Organization Advertising 19 Types of Articles 20 Photographs 21 Printing Mailing Publications 24 Publication Awards Appendix 27 Sample #1 Report to State BOD 28 Sample #2 - Solicitation of Advertisers 29 Sample #3 Response of Advertisers 30 Facts at a glance for new editors. Getting started 31 AMT Editor s Checklist 32 Publication Review Form 33 2

3 MISSION STATEMENT This manual contains guidelines and requirements for Editors of American Medical Technologists State Society Publications and Electronic Media Committee (PEMC). Approved and adopted in March 2014 by the AMT Council, this manual supersedes all previous guidelines and requirements concerning the state society publications. The intent of this manual is to provide a resource for all state Presidents and Editors in regards to publications and other forms of electronic media. This manual will assist in understanding policies established by American Medical Technologists (AMT) in order to provide clear expectations in utilizing best practices specifically to editing, copyright laws, the criteria for transparency and a professional code of ethics when publishing articles and any form of e- communication within the state societies. State society publications, including state websites and other forms of electronic media, are provided to accomplish the following purposes: 1. To communicate up to date information to members of the state society that pertains to the state and the national organization in regards to the certifying agency and all allied health professions certified by AMT. 2. To provide information about state society events and meetings (membership, board and scientific). 3. To provide a means of disseminating continuing education, legislative activity, and other information and opportunities for the society members. 4. To inform the public about the disciplines certified by AMT, information regarding the organization and all who are trained in these professions. 5. To responsibly and ethically represent their national and state organization through proper use of all marketing materials, including logos, and proper citations of written work and photography. 3

4 AMT NATIONAL BYLAWS & ORGANIZATIONAL GUIDELINES PERTAINING TO STATE SOCIETY PUBLICATIONS AMT NATIONAL BYLAWS Please refer to the bylaws for the most current requirements. AMT Organizational Manual Committees Reporting to Council State Publication and Electronic Media Committee. The committee shall meet at the AMT annual convention and participate in telephone conferencing and/or Webinars as needed, for the purpose of evaluating issues (suggestions, future direction, progress, problems) related to the state and the national publications. This committee shall be composed of the Publications Chairperson, as chair, and at least five (5) members. The Editor of the AMT publications shall be a member of the committee without vote. All Publications and Electronic Media Committee (PEMC) members shall be computer literate and comfortable with specific forms of electronic communications and have experience as an editor. The members of this committee shall be appointed annually by the AMT Executive Councillor according to the conditions described under the composition above. 4

5 STATE SOCIETY OBLIGATIONS CONCERNING PUBLICATIONS 1. It is the duty of the State President to ensure that one (1) Editor is appointed or elected for the purpose of preparing and distributing a publication to the members of the state society. 2. Through its Editor, the state society is responsible for publishing a minimum of two publications per year within the designated time frames, and for distributing these to its members and other designated individuals in compliance with Article X, Section 3 of the National Bylaws. The state society is also responsible for updating their website twice a year at the time the publication is added to their website. All other electronic media should be current. 3. The President of the state society is ultimately responsible for all content (Refer to Types of Articles and Editing ) printed in the state society publications and all electronic media. 4. In accordance with national bylaws, the state society publication should be used to promulgate the highest educational and ethical standards for its members. (Preamble, Article 1 of the National Bylaws). 5. The state society publication is to be used to educate, to recognize members for their achievements and accomplishments and to promote a bond of unity among its members and their fellow professionals. 6. The state society should encourage the state Editor to attend the Editor s Workshop at the National Convention (Refer to State Officer s Manual). If the Editor is unable to attend, a representative should be in attendance in order to disseminate updated information to their state and should be accountable to the state President. 7. The state society President is responsible for notifying the PEMC Chairperson of any change in Editor during the year. The AMT office and the District Councillor should also be notified. 5

6 DUTIES OF THE EDITOR The primary duty of the Editor is to gather information, edit, and publish a state publication, update the state website and other electronic media, in accordance to the mission statement. 1. Each state society Editor is responsible for publishing at least two (2) issues per year and updating their website. The required publications must be received within the established deadline or rebate monies may be forfeited. If the publication has been sent to the AMT office for uploading to the website and it will not be added to the website by the cutoff date, the chairperson will be notified by the AMT office via . Cutoff dates are May 15th and November 15th. Additional issues may be published at the discretion of the state society Editor with the approval of the state society s Board of Directors. 2. Each Editor will follow the guidelines set forth in this Editor s Manual in accordance with the National Bylaws. 3. Each Editor is responsible for the distribution of each issue of the state society s publication on the website. A mass request will be sent to staterequest@americanmedtech.com, for notification to all members that the new publication has been added to the website. The PEMC chairperson, the National Board and Council Members, along with other state Editors, and state society members will know that they are able to review all publications on line by going to the national website at and selecting about us on the right hand side of the website then selecting, State Societies and then clicking on each individual state letters in blue. Each state will then direct you on how to view their current publication. Additional optional notifications could include hospitals, clinics, physicians, high schools and colleges, and advertisers. School distributions should be directed to guidance counselors and/or program directors. Hardcopies of the publications are no longer required and are left to the discretion of the state society. 6

7 DUTIES OF THE EDITOR (CONT.) 4. The Editor will submit questionable articles to the state President and/or PEMC Chair for evaluation prior to publication. 5. The Editor will compile a report on the publication and its financial status for the state President prior to the state Board of Directors meeting (See sample #1 in Appendix). 6. The Editor will chair the state Publication Committee. 7. The Editor will attend the Editor s Workshop, if attending the Annual National Convention. If not, an alternate should be attendance. 8. The Editor will publish two (2) timely issues in order for the publication to be eligible for publication awards and update their website by the deadlines as indicated above; May 15th and November 15th 9. The new Editor is responsible for downloading the current version of the Editor s Manual from the AMT website, see above. 10. Publications should be available for viewing and posted on the state society website by the following dates: first issue May 15th, second issue November 15th. Note: The state society President will notify the PEMC Chair of the new Editor, including contact information. The outgoing Editor should assist the new Editor with their new role, including introducing them to the Editor s Manual that can be found on the AMT website. If the outgoing Editor is unavailable, the state society President should assist with orientation of the new Editor. 7

8 REQUIREMENTS FOR PUBLICATIONS Publications are placed in two (2) categories: journal and newsletter. The average number of pages of editorial content per issue determines the category. The number of pages of editorial content per year divided by two (2) issues determines the category in which the publications will be judged for publication awards. Editorial content includes all material in the publication with the exception of the following: 1. General information (page 1) 2. State officer information (page 2) 3. Paid advertisements JOURNALS: 1. These publications will contain thirteen (13) or more pages of editorial content on average per issue. 2. The cover will carry the following information: A. State Publication name B. State Society name C. Volume number (number of years the state has been publishing - could be Roman numeral or numeric) D. Issue number (number of issues in the present calendar year - could be Roman numeral or number) E. Date (must be month and year) F. Official AMT logo (unaltered in color or design) Must use most recent approved logo sent to editors from AMT office. G. State designed logo may be incorporated in the publication. No state designed logo can use or contain any portion of the official AMT logo current or previous. AMT logo is the branded logo associating the state with AMT. 3. First page will be unique and distinguishable as such to each state through the use of type, design, color. 4. In each issue, the first or second page must have an information section that must include contact information, a minimum of address, for the following: A. State officers B. State Board Members C. District Councillor D. Judiciary Councillor E. The Editor F. AMT website address G. Publication information including disclaimer 5. The following are required components and must appear in each issue: 8

9 A. President s message B. Editor s message (optional if the Editor and President is the same individual) C. District Councillor s message D. Announcements of future meetings and activities on state, district, and national levels E. State Society news committee activities, awards, newsletter editorial policy, advertising information publication dates, deadlines, circulation, copy and disclaimer F. Table of Contents 6. The following are optional components and may be in any or all issues: A. Secretary s message (not a copy of the minutes) B. Articles on management and/or human relations C. Student articles D. Advertisements - must relate to medical and allied health industry E. Delegates reports F. Scientific articles G. Photographs - you may use as many photographs as you wish in your publication. A maximum number of points allowed for photographs will be capped. However, each photograph must be of good quality, clear, not blurry or contain red eye and not be distorted in order to obtain points. Headshots of Officers, Board of Directors, and Editor do not count. Clipart will not count as photographs but will count as graphics. Bottom line - if the photograph is not good quality...do not use it. NEWSLETTERS 1. The publication will contain up to twelve (12) pages of editorial content. If you choose to change status from newsletter to journal it must be done at the beginning of the calendar year and the state society President is responsible for notifying the PEMC Chair immediately. 2. The first page or masthead must contain the following information: A. State Publication name B. State Society name C. Volume number (number of years the state has been publishing could be Roman numeral or numeric) D. Issue number (number of issues in the present calendar year could be Roman numeral or number) E. Date (must be month and year) F. Official AMT logo (unaltered in color or design) Must use most recent approved logo sent to editors from AMT office. G. State designed logo may be incorporated in the publication. No state designed logo can use or contain any portion of the official AMT logo current or previous. AMT logo is the branded logo associating the state with AMT. 9

10 3. First page will be unique and distinguishable as such to each state through the use of type, design, color. 4. In each issue, the first or second page must have an information section that must include contact information, a minimum of address, for the following: A. State officers B. State Board Members C. District Councillor D. Judiciary Councillor E. The Editor and staff F. AMT website address G. Publication information including disclaimer 5. The following are required components and must appear in each issue: A. President s message B. Editor s message (optional if the Editor and President is the same individual) C. District Councillor s message D. Announcements of future meetings and activities on state, district, and national levels E. State Society news committee activities, awards, newsletter editorial policy, advertising information publication dates, deadlines, circulation, copy and disclaimer F. Table of Contents 6. The following are optional components and may be in any or all issues: A. Articles on Management and/or human relations. B. Student articles C. Advertisements - must relate to medical and allied health industry D. Delegates reports E. Scientific articles F. Photographs - you may use as many photographs as you wish in your publication. A maximum number of points allowed for photographs will be capped. However, each photograph must be of good quality, clear, not blurry or contain red eye and not be distorted in order to obtain points. Headshots of Officers, Board of Directors, and Editor do not count. Clipart will not count as photographs but will count as graphics. Bottom line - if the photograph is not good quality...do not use it. 10

11 GUIDELINES AND REQUIREMENTS FOR E-PUBLICATIONS AND WEBSITES INTENT: In this electronic age, state publications should be posted to state society websites. Each state is required to send hard printed copies of publications to members who request them. blast information should contain the date the publication will be available online and a link to access the publication or a website address of the state society page where the publication is located. blasts announcing publication information should be sent to all state members. Send blast requests to staterequest@americanmedtech.org. Members must be allowed to request to continue to receive a hard copy of the state publication. The state Editor will be responsible for maintaining the addresses of members requesting hard copies. Publications will be judged from the electronic version for publication awards. All required elements apply to electronic version. Publications must be posted and available for download in PDF format to the state website by the existing deadlines of May 15th and Nov 15th. The PEMC chairperson will be responsible for verifying publications have been posted electronically by the deadlines. It is ultimately the state President's responsibility to make sure state society publications are available by the specified deadlines. Timeliness of the publication will be determined by the date and time the publication becomes available online. State publications that are not available online by deadlines will be ineligible for any national awards associated with publications including Editor of the Year. State Society Honor Roll may be denied as well as monetary funds from yearly rebate. Publications must be in PDF format to meet required criteria for judging of awards. The availability of the free Acrobat Reader download will ensure easy access and readability of the publication. It is recommended that a link be provided on state society website for easy access to view PDF files. All states should maintain a written back up plan in the event that the Editor and or President cannot complete publications for their state. State publication is a required component of State Honor Roll. 11

12 Requirements for State websites: AMT office provides state societies with a website to post leadership pages, state society news, meeting preliminary programs, registration forms, publications etc. free of charge. blast may be used to notify members of website and publication updates. Send blast requests to staterequest@americanmedtech.org. Instructions on navigating to the website to view publications or a direct link must be included in the . Frequent blasts sent to state members will remind and entice your members to visit the state website to view publications and other information. Most state societies use a website hosted by the AMT office. It is the State Society Editor's and President's responsibility to provide the required information and files to the AMT office via at least twice a year or by the publication deadlines. However, some states choose to have a separate website with their own domain name to which AMT website is linked. If a state chooses to have a separate website not hosted by AMT, the President must notify the AMT office, District Councillor and the PEMC Chair immediately. State societies are required to obtain an official AMT logo media file from the AMT office to use on websites. The AMT logo is required on all state publications and websites. This logo must not be altered in color and must not be distorted due to stretching or cropping of the image. The following information is required on all state society websites: the updated President s message, state society mission statement, state business and educational meeting dates, current state publications, state officers and Board of Directors contact information. Any changes must be reported immediately to PEMC chair. This information is required to be submitted to the AMT office by the state President or Editor. State societies that host their own website must have the above information on their website, but are not required to submit files and information to the AMT office. Failure to meet the above criteria will result in ineligibility for any national awards associated with publications including: Editor of the Year, State Society Honor Roll, as well states may be denied monetary funds from yearly rebate. Other information that is suggested to be include on state websites are photos, videos, state forms, discussion forums, social media links (Facebook), links to other important websites, student society information, and other appropriate content created by your own webmaster. AMT s website only has the ability to upload documents and photographs. State society websites will be monitored to ensure professional and quality content. Websites and information must be updated a minimum of twice a year to meet required criteria. Frequent website updates and blasts to members will boost website traffic and promote member and non member involvement. 12

13 Suggested website tools and content: Facebook LinkedIn Twitter Instagram Applications Blogs/Forums Games Photos/Videos Interactive Content QR codes When using different applications and tools on websites review rules and guidelines located in the Editor's manual. Filters and settings must be in place to ensure professionalism on any online content, social media and publications. It is ultimately the state President s responsibility to ensure the quality and professionalism of all state publications, websites and online content including social media. Terms of use and copyright policies must be posted on each website. 13

14 EDITING POLICY The following policy is to be used when editing publications. Appropriate editing involves correcting spelling, removing grammatical mistakes without changing the intent of the author, removing inappropriate terminology (those words which would be offensive or discriminatory), and shortening of a lengthy article. This type of editing is distinctly different from assisting an author in editing an article. The latter is not included in the responsibilities of an AMT State Editor. Spelling A spell check of all articles before and after layout should be made. Typically, it will take 3 readings to remove 95% of the spelling errors. This should be done on all material received. Caution: Spell check will not catch syntax errors. It is suggested that prior to submission, 2-3 people on a committee should review your publication for feedback and to check for any errors. Grammar A grammar check should be made on all articles. This grammar check should be limited to basics e.g. proper use of possession, agreement of verb and subject, use of appropriate punctuation, titles and abbreviations. This in no way involves the rewriting of entire sentences and paragraphs. If there is a question about an article that involves rewriting, it is better not to use the article than to change the intent of the author. Shortening of an article At times, an article will be written that is too lengthy for use in a single publication. The Editor might choose one of two options: 1. Print part of the article in one issue and continue it in the next. 2. Edit the article to make it shorter. This will involve removing paragraphs containing detailed information and leaving the general context whole. In these cases, a small disclaimer at the end of the article inviting the reader to request a complete copy of the article is appropriate. It is not necessary for the Editor to point out that an article has been edited. This is the function of the Editor. Information on the published author should be given with every article. If editing questions arise, the PEMC chair should be contacted and the AMT office should refer the Editors or Presidents to the PEMC chair with questions. 14

15 DO be enthusiastic; it's contagious! DO'S FOR EVERY STATE EDITOR DO list names generously-and spell them correctly! DO be a promoter; promote future events and brag about past events regardless of the level of participation. DO keep it simple; long fancy sentence structures and elaborate explanations will lose readers in a heartbeat. DO say it again, Sam; repeat important announcements in several spots for the skimmers. DO write to appeal to the entire membership DO proofread again and again. And then do it again! DO publish on time, stick to your deadlines. DO make wise use of your space. DO have articles submitted to include photographs and biography of author. 15

16 DON'TS FOR EVERY STATE SOCIETY EDITOR DON'T use copyrighted material without permission! This includes cartoons from newspapers and magazines. They are copyrighted material and their illegal use in newsletters is the most frequent violation of copyright laws. Also, do not use photographs without permission! Points will be deducted for work not cited. DON'T print anything without checking the facts (names, dates, places, etc.). DON'T report everything you know; remember your purpose. Always test material with three questions: Is it true? Is it necessary? Is it kind? DON'T allow the publication to revolve around your circle of friends. DON'T use the publication for personal means or political influence. DON'T print an unkind remark. DON'T do negative reporting (e.g. we had a poor turnout). Nothing will be gained but much will be lost! DON'T complain in print; it sounds tacky and unprofessional! DON'T let personal feelings influence your writing. DON'T ever hesitate to edit anything not in keeping with the purpose of your publication. DON'T ever print a derogatory remark about another state society s/organization s event. DON'T print private jokes. DON'T take up space with articles that are of limited interest or that are readily available elsewhere. DON T print meeting minutes. A summary of the meeting may be printed, but NOT the minutes. 16

17 MATERIALS ORGANIZATION Being organized will improve efficiency and decrease the amount of time needed to re-acquire information. Organization is the ability to find what you want when you want it. The following suggested list of files will assist the Editor in keeping the large volume of information organized and easily accessible. It also serves to acquaint the new Editor of the types of material that will be forthcoming. Electronic files are recommended due to the ease of storage and transfer. The state President and Editor should have copies of all electronic files associated with state publications. A hard copy is recommended, but not required. It is recommended that state President and Editor maintain electronic files on an external hard drive or USB storage device. ADDRESSES AND MAILING/ ING LISTS This file should contain the mailing/ ing lists available from AMT office upon request. It should also contain addresses of interested individuals who wish to receive a hard copy of the state publication. Since the publication is required to be online, a hard copy is not required to be sent. ADVERTISING These should be divided by company. Follow-up letters to potential advertisers should also be kept. AVAILABLE MATERIAL Material suitable for publication should be kept in these files. As material is accumulated the following subheading might be considered: (Refer to Types of Articles ) Scientific Articles Management/Human Relations Articles Student Articles State Society News Photographs Videos Webpages Other CORRESPONDENCE The following individuals will be corresponding with you on a regular basis and this material should generally be kept: Authors remember to retain permission to reprint articles PEMC Chairperson retain evaluations and other correspondence District Councillor retain Councillor messages State President retain permission to print and other correspondence Other Editors retain permission to reprint information 17

18 IDEAS FROM OTHER STATE PUBLICATIONS - Retain notes and ideas seen in other publications that you might like to try. PAST PUBLICATIONS Retain at least 2 copies of each past issue of the state s publications indefinitely. PRINTERS Retain copies of price quotes from various companies as well as copies of receipts for seven years. Copies of receipts should be given to state society Treasurer. Note: All passwords and website information must be maintained by President and Editor. If these positions are held by the same person then someone else on the board must have access to all passwords. 18

19 ADVERTISING Sources other than rebates should be sought to help defray the expenses of printing, software, and the state publication. Advertising is one such source. Laboratory supply houses, surgical supply houses, and dealers in medical equipment are some sources of appropriate potential advertisers. (See sample #2 in appendix) Advertisements can be acquired by correspondence via personal letter on state stationery. This correspondence should include statistics on the potential readership per issue with publication dates, the number of issues published per year, the geographical location and job category of recipients, the advertising rates, back copies of the state publication, the method of printing and online access, and the type of acceptable copy. Advertisers will be interested if: The publication is regularly available on time. The issues are progressive. Circulation increases. They feel the ads get results. The advertiser is kept informed through regular correspondence. (See sample #3 in appendix) An advertising campaign for the state publication can provide monies to increase the size and advertisers' scope of the publication. Professional correspondence will go far in increasing the advertisers interest in using the state publication as a promotional tool. Rate schedules will be set by the state Board of Directors and include information for publication such as: Ad rates for full page, ½ page, ¼ page, business card, inserts Yearly and single issue rates Mechanical requirements 19

20 TYPES OF ARTICLES The following is a guide to the types of articles used in state publications. SCIENTIFIC This group of articles contains material related to laboratory testing, laboratory analysis, research, computerization, new techniques, updates on office procedures, etc. Any article related to a discipline certified by AMT that includes information on the performance of procedures, prognosis of diseases, or the performance of the technical aspect of one s job fits into this category. STUDENT This group of articles contains original material written by individuals who are students in a school that prepares individuals to become professionals certifiable by AMT. Please note, articles that are published at the state level do not qualify for the national writing competition. MANAGEMENT/HUMAN RELATIONS This broad category includes information that is used in the workplace to enhance working conditions. Types of material which might be included are: team theory, handling of management crises, just in time inventory management, use of prn s vs. full timers, etc. Very Important - No matter which type of article is used in the publication, you must obtain written permission to use the material prior to publication. Material sent to the Editor from the AMT PEMC chairperson has already been cleared for reprint. Articles collected from other sources need to have the necessary reprint permissions obtained and documented prior to publication. Proper citation of all articles is required. It is not appropriate to photocopy and reprint articles from other publications. 20

21 PHOTOGRAPHS Photographs are easy to take in this electronic age. Digital cameras, I-pad's, I-pad mini's are easy to use and readily available.** The following are some common terms used when working with photos. CROPPING eliminates unwanted portions of an image around the edge of the photo. This may require resizing of the photo. CONTRAST changes the impression of the overall image by making blacks darker or lighter. BRIGHTNESS illuminate or lighten the photo to enhance the subject and or background. BLEEDING extends the picture to the edges of a trimmed page. Use only with high quality photos. COMPRESS - smaller file size and ease of loading in your publication, also helps in the overall size of your publication. Photo layouts can be improved if the following techniques are used: Use odd number of images (5 or 7) when planning a spread. Let the images flow from left to right and top to bottom. Make sure all images have the same quality. Use plenty of white space around margins and not between photos. Use one caption per image placed to the left or underneath the photo. Use one large headline for the photo spread. Use borders around pictures to draw reader's attention. Use shadow boxes to highlight photos. Use asymmetrical layouts. Make a grid to determine the effect of the layout. Use red-eye reduction. Good photographs are a must. Digital cameras are relatively inexpensive. Many are auto-focus and are easy to use. Take two shots to be sure you get that great shot. Be sure to get close enough to fill the frame with the subject. Moving in close eliminates clutter and keeps the eye drawn to the subject of the picture. **Very Important - Regardless of which photograph's you use in your publication, you must obtain permission from the photographer!! Do not lift any pictures from the internet and use them in your publication. Obtain written permission for the use of the photographs prior to posting your publication. You must keep a copy of the permission in your file. Material sent to the Editor from the national PEMC Chairperson has already been cleared for print. There are stiff legal penalties for the unauthorized use of photograph and/or articles. You must give credit to the photographer. For instance some photographers are fine with "Photo: Photographer Name." It is recommended to obtain permission from photographer and the subject prior to publishing. Bottom line, if you do not have written permission, you cannot publish! 21

22 PRINTING If your state society requires printing of some or all of your publications, the following is a list of terms that will be used by your printer. These terms will be useful when discussing modifications with the printer prior to publication. TYPE: The type is the most important part of the publication and refers to the shape and size of the letters used in the publication. Type is specified for body copy, headlines, and captions. Limiting the number of types in a publication to 2 3 will keep the publication looking neat and well laid out. A family of type comes in different sizes (8 36 point) and weights (light to bold) and fonts (regular print to italic). Selecting a family of type with a great deal of variety is beneficial. Headlines are usually done in a heavier weight to help them stand out. Type specs spell out the size (points). One column articles are generally 12 point. Two to three column publications are usually in point. HEADLINE: This is any type larger than 14 point. Headlines sometimes use a print type different than the body copy. Use standard capitalization for headlines. Keep the headline short using and active tense verb. Change the headlines in each issue to capture reader interest. Standard headline points are: Major headline Minor headline Sub-headline point point point RULES: These are lines used for borders, dividers, and boxes. Rules come in different widths and help to organize and compress information. Rules should be used to box in sidebars and all photos. SCREEN TINTS: Also known as shadings, fill patterns and tones, screen tints are light versions of the ink or toner used in printing. They are used to highlight blocks, mastheads, table of contents, and pull quotes. Screen tints are described by their density with 10% light and 90% very dark. Commercial printers use 120 line screen tints, professional printers use 133 line screen and for photocopying use 100 line screen tints. COLUMNS: Standard paper size for a small publication is 8 ½ x 11 (letterhead) and 11 x 17 (tabloid size). Standard columns should be 1, 2, or 3 for a letter size page and 4 5 for tabloid size. Use of varied columns per page along with boxes for sidebars will add variety to the publication. 22

23 PHOTOGRAPHS: All photographs should be sharp and clear. Blurry pictures take away from the beauty of the publication. Again with the new electronic age, most people are inserting color photos directly into their publication. But, if off-set printing is still used (also referred to as mass production printing, think of magazine or newspaper printing) photographs should be half-tone prior to printing. This will transfer the image to dot patterns creating the illusion of the image. A halftone on paper is called a halftone positive and on film is called a halftone negative. For photocopying and quick printing (offset), all photographs should be halftone positives and should be made by the photo-developing agency which is used. COLOR: The use of a second color builds contrast, makes writing more vivid, and helps organize information. Use of one additional color can increase your reader's interest. Do not use color for body copy or captions. In these cases, use standard black or navy. Color is also not generally used for headlines, photos, decks, subtitles, sidebars, or info and graphics. Alternate color is fine for screen tints, rules and boxes, for illustrations and clip art, for the nameplate and logo, and for headers and footers. Using white or very light paper will enhance the color. 60# paper will have good opacity and surface and costs significantly less than 70#. 23

24 MAILING THE PUBLICATIONS Technology has greatly improved and has catapulted us into the electronic age of s and internet. AMT office provides state societies with a website to post leadership pages, state society news, meeting preliminary programs registration forms, publications, free of charge. Mailing of publications is no longer the required or preferred method. Each state society member has the option to receive a printed copy of the publication with proper written notification to the editor. If your state society sends printed copies, there are several choices to be made when considering the mailing of the publication. First class mail has the benefit of each piece of mail being postmarked and generally takes 3-5 days for delivery. First class mail is recommended, however, it is the most expensive alternative. Pre-sorted/Pre-paid also called bulk rate mail has the advantage of being less expensive than first class but can take up to 30 days for delivery. Mailing requirements frequently are updated and should be reviewed with the local postmaster. In general, pre-sorted/pre-paid mailing (bulk rate) requires a minimum number of pieces. A standard imprint fee is charged once per calendar year. This allows the state to have a mark on the publication stating Permit No. The reason the postal service provides a discount for pre-sorted/pre-paid mail is that the mailer (who must be designated at the time of purchase of the imprint) does some of the work for the post office. The handling of the pre-sorted/pre-paid mail is cost efficient and simple, once it has been mastered. The postal office has an excellent manual discussing the handling of pre-sorted/pre-paid mail and the postmaster should be consulted with any questions. Another distinct advantage to presorted/pre-paid mail is that meeting notices and other large volume state wide correspondence can also be mailed using the permit imprint. Your printing company may be able to fold, label, and mail for you for a fee. 24

25 PUBLICATION AWARDS Two timely issues are required for eligibility in the publication awards competition. These two issues must have been posted on the state website within the designated time frames. If a publication is issued after the designated time frame, the Editor must have notified the appropriate individuals in writing with an explanation (see Duties of the Editor ). The absence of an issue, or an issue received after the deadline will result in the publication not being eligible for entry into the publication awards. JUDGING: 1. Publications eligible for the awards competition are those issued during the year prior to the year of the actual Annual Educational and Business Meeting presentation. Publications are judged and awards granted by the Council with input from the AMT PEMC chair. 2. There may be three (3) awards for each of the two (2) categories: Journal and Newsletter. Other special recognitions may be granted by the Council. 3. In addition to the above awards, one publication will receive the Most Improved Publication Award and an Editor will receive the Editor of the Year award. JUDGING CRITERIA: Publications are judged for the following: 1. Timeliness 2. Meeting of required elements 3. Content 4. State Society news 5. Presentation 6. Use of optional recommendations (see form #2) Most Improved Publication is the publication that has shown the greatest improvement based on objective criteria in: 1. Content 2. Compliance with publication requirements 3. Compliance with timeliness 4. Presentation 25

26 PUBLICATION AWARDS (CONT.) Editor of the Year is determined by the following: 1. Minimum of 2 consecutive full years as state Editor. 2. Communication with AMT PEMC chair in a timely manner. 3. Quality of content of publication: a. Has variety of content with articles covering various disciplines b. Has professionally appearing publication i. Good grammar, spelling, and syntax ii. Clarity of reproductions, graphics, and photos iii. Appropriate and professional use of borders and graphics iv. Appropriate credits to photographers and contributing editors body of work 4. Ability to attend the Awards Convocation at AMT's Educational Program and National Meeting. 26

27 APPENDIX 27

28 SAMPLE #1 REPORT TO THE STATE BOARD OF DIRECTORS Date: TO: State Board of Directors FROM: State Editor RE: STATE PUBLICATIONS COMMITTEE The state publication, (name of publication), has published 1 issue since the last report. This issue was sent on time to the appropriate parties. A copy of the Publications chairperson s review is attached. The cost of the issue is as follows: Printing: Postage: Total Cost: This represents no increase in the cost of the publication over the past year. The state Publications Committee has corresponded via letter over the past three months. The committee has helped in soliciting state information for use in the publication. Submitted, USE STATE SOCIETY LETTERHEAD 28

29 SAMPLE #2 SOLICITATION OF ADVERTISERS Date: Dear Sir or Madam, Would you like to reach over 500 potential customers in one easy step? The State Society of American Medical Technologists has a circulation of members, hospitals, clinics, and physician offices throughout the state of which might well need to know about the valuable services your company has to offer. For your information, we have included a copy of our advertising rates, as well as a recent publication for your examination., our state journal, is published two times per year in May and November. Deadline dates for submission of black and white, camera-ready copy for offset printing, are due on April 1 and October 1. Payment should accompany advertisement submission. I would welcome any questions or advertising requests. My business card is enclosed for your convenience. Thank you for considering our publication to serve your advertising needs. Sincerely, State Editor ADVERTISING RATE SCHEDULE: Full Page Half page Quarter Page Business Card Insert $75.00 per single issue $40.00 per single issue $25.00 per single issue $15.00 per single issue $50.00 per single issue USE STATE SOCIETY LETTERHEAD 29

30 SAMPLE #3 RESPONSE TO ADVERTISING REQUEST Date Dear Mr., Thank you for choosing to advertise in, the official state publication of the State Society of American Medical Technologists. Your business card will be displayed in the next two state publications. Copies of these publications will be forwarded to you at the address that you specified. Your support of our state organization is much appreciated. Sincerely, State Editor USE STATE SOCIETY LETTERHEAD 30

31 Facts at a Glance for New Editors: Getting Started 1. Contact PEMC chair if you are a new Editor. 2. Obtain examples of previous publications from the Editor's files. The state President should have all previous electronic copies saved on a USB storage device. 3. Print a copy of the State Editors Manual. 4. Obtain budget and historical information from Treasurer. 5. Mailing lists are available at the AMT office however, mass mailing is no longer required. State members should always be informed of new publication postings on state websites by requesting an blast by the AMT office at In the request, indicate your state and the information you want included in the blast. 6. Check for required elements (See checklist in Editor's Manual). 7. Contact other state Editors for ideas and feedback and/or review other publications online from other states. Also, carefully read feedback from the Publications chair on your publication review form. 8. Proofread (highly recommend at least two other people proofread, possibly have a committee). 9. Acknowledgment of sources. a. Obtain permission to use information from other sources including photographs. b. Observe all copyright laws. 31

32 EDITOR S CHECKLIST ITEMS ISSUE #1 May 15th Messages President, District Councillor, and Editor 1st Page 2nd Page News Meeting Dates Statement Proofread Blast/ Website Update Pages OPTIONAL ITEMS: Articles (Must include references) Author Biographies Other Update: Volume, Issue, and Date AMT Logo Officer and Board Members, Judiciary and District Councillor Info State, National and District (if app) State, National, and District (if app) Publication and Info/Disclaimer Proofread National Board, Council, State Editors, State Membership Must be Numbered Scientific, Student, Legislative and Management Brief Info of Each Article's Author Advertisements, Photographs and Delegate Reports ISSUE #2 Nov. 15th ISSUE # 3 32

33 Editor: President: Publication Name: District Councillor: State: Category: J=Journal N=Newsletter Issue #1 Issue #2 Issue #2 REQUIRED ELEMENTS Y=1 point N=0 pts COMMENTS OPTIONAL ELEMENTS PRESENTATION & LAYOUT TOTAL POINTS Issue #1 Comments: Received By Deadline Website Updated? Volume/Issue/Date AMT Logo State Officers List Publications information Disclaimer President's message District Councillor's Message Editor's message State News National News Meeting Dates-state Meeting Dates-national #pages-total (enter # of pages) # Scientific Articles (# x 2) # Management Articles (# x 2) # Legislative Articles (# x 2) # Student Articles (# x 1) Delegate Reports (# x 1) Ad rates (Y/N) Photos (# x 1) 25 points max. Cover (Y/N) Use of Graphics Use of Pictures Screen Tints Borders Design Elements Page Layout Editing Grammar Spelling AMT PUBLICATIONS REVIEW General appearance Y=1 point Score 1-5 N=0 points Score