AIC News
Editorial Policy and Guidelines
Revised – March 2006
CONTENTS
GENERAL
Purpose
Roles and Responsibilities
Procedure
Schedule
CONTENT
AIC News Column
Allied Organization News
Purpose and Content
Procedure
Annual Meeting News
Annual Report
Conference Reports
Courses, Conferences, and Seminars
FAIC News
From the President or From the Executive Director
Grant and Fellowship Deadlines
Grants, Awards, and Fellowships
Health & Safety
In Memorium
JAIC News
Lead Article
Letters to the Editor
New Materials and Research
People
Point of View
Positions, Internships, and Fellowships
Recent Publications
Regional Guild News
Special Inserts
Specialty Group Columns
Washington Watch
Worth Noting
Advertising
Advertisement Classifications
AIC News is published six times per year. It provides the AIC membership with up-to-date news
on
national and international conservation issues, legislative affairs, new materials and research,
AIC/FAIC organizational matters, specialty group activities, conferences, publications, and
employment opportunities. The newsletter should not exceed 32 pages. Special inserts should not
exceed eight pages.
Editor
The AIC News editor is appointed by the AIC President, and serves at the pleasure of the
Board.
Renewal of the appointment takes place annually, by written communication from the President.
The editor has the final authority for the content of AIC News.
The editor aggressively pursues the submission of timely and informative news items on conservation
issues and events of interest to the membership.
The editor reviews a draft of each issue of AIC News and applies his/her technical knowledge
to
critique the content, appraising its value to the readership, detecting its weaknesses, and making
revisions where necessary. The editor may suggest reworking, or rearrangement of material to
improve clarity and readability. The editor may solicit more information where needed, and delete
information that is irrelevant or insignificant. The editor will focus on the substance and the
conflicting statements. When necessary, the editor will consult directly with contributors to AIC News
to discuss suggested revisions to their submissions, and will, in some cases, guide and shape the
direction of feature stories. When appropriate, feature stories will be sent to subject experts for
review.
The editor’s responsibilities for each section of AIC News are described in the Content
section
beginning on Page 6. The editor’s primary content responsibilities are for the cover story, special
features, materials, obituaries, and Letters to the Editor. Decisions regarding the content of the cover
stories, special features, and letters to the editor, are made in consultation with the executive
director/managing editor as described in the Content section beginning on Page 6. In addition, the
editor will use his/her expertise in the field of conservation to make the final determination as to the
appropriateness for inclusion of courses, publications, announcements, worth noting, and new
columns. The routine information in many of these sections will require only minimal content editing.
Content editing is not required for such routine informational material as the president’s and executive
director/managing editor’s columns, FAIC News, JAIC News, and advertisements (except as deemed
appropriate by the editor or executive director/managing editor).
When reviewing the draft of AIC News, the editor should also note any grammatical, stylistic,
or
typographical errors, although this will be the ultimate responsibility of the publications
manager/production editor and executive director/managing editor.
The editor reviews the final page proofs of AIC News after it has been reviewed by the
executive
director/managing editor and the publications manager/production editor, and makes changes where
appropriate. Major changes will be made only after consultation with the executive director/managing
editor. When there is a difference of opinion, every effort should be make to reach a compromise.
Executive Director/Managing Editor
The executive director is the managing editor of AIC News and, as such, works with the editor
to plan
and determine the scope and content of AIC News.
The executive director/managing editor submits or solicits submissions for the From the President and
From the Executive Director columns, articles for both AIC and FAIC news, and the Washington
Watch column. The preparation of the annual report for the May newsletter is the responsibility of
the executive director/managing editor. S/he reviews the entire content of each issue of AIC News in
consultation with the editor. The executive director/managing editor also proofreads each issue in
conjunction with the publications manager/production editor.
S/he supervises the work of the publications manager/production editor and is responsible for
developing, in conjunction with the treasurer, the AIC News budget and approving all production and
distribution costs.
Publications Manager/Production Editor
The publications manager is the production editor of AIC News and is responsible for the
compilation,
manuscript typing (when submissions are not submitted electronically), design, production,
copyediting, and distribution of AIC News. In all matters relating to design and the technical aspects
of production, the AIC staff has the ultimate responsibility and authority.
The publications manager sends a letter to specialty group chairs each year regarding their deadlines
for articles over a two-year cycle of the newsletter. S/he also sends reminders to all specialty group
chairs two weeks prior to the deadline for their Specialty Group Column submissions.
Membership & Marketing Director
The membership & marketing director is responsible for the compilation, typing (when submissions
are not submitted electronically), and proofreading of paid line advertisements, including positions,
internships & fellowships, classifieds, and Supplier’s Corner. S/he also solicits appropriate display
advertising for placement in the newsletter. In addition, the marketing director determines content
suitability for submissions, as outlined by the AIC News guidelines, and edits, as necessary, for
compliance. S/he is responsible for calculating advertising costs, invoicing and collections for
delinquent accounts, and keeps annual and individual issue revenue reports.
The membership & marketing director submits or solicits submissions regarding the annual meeting.
Submissions may be contributed by the meetings & design director, professional education director,
or executive director.
Administrative Assistant
The administrative assistant types and formats all Courses, Conferences, and Seminars listings and
Grant and Fellowship Deadlines.
Contributors
Contributors to AIC News are ultimately responsible for the accuracy of the information they
provide.
Contributors are responsible for meeting deadlines and confirming the timely receipt of their
submissions by the AIC office. Contributors must acknowledge that the editor and executive director
have the final word on content and tone.
Submissions
Submissions must be received by the AIC office on or before the deadlines specified on
Page 4.
Copy for all articles must be supplied electronically via e-mail or on disk. The files
must be saved as
Microsoft Word documents or pure text documents. Submissions are not accepted over the telephone.
Style
All submissions are edited for style and consistency. The publications manager/production editor does
initial copy editing during the compilation stage. The Chicago Manual of Style, 15th edition,
is the
house style. JAIC style guidelines are used for most frequently addressed style questions. However,
the use of endnotes and references is not encouraged in the newsletter. The editors prefer the use of
reading lists instead.
Compilation
The publications manager compiles the submissions, prepares the draft manuscripts of AIC News
, and
provides copies to the editor and executive director/managing editor for review. These manuscripts
are submitted electronically, in folders designated by column headings. Original documents are sent
to the editor upon request.
The editor and executive director/managing editor return the drafts to the publications
manager/production editor within one week of receipt. The publications manager/production editor
makes their changes and additions, as necessary, and puts the manuscripts into page proof format. The
editor and executive director/managing editor review the final layout in PDF format.
The editor is consulted during the production process whenever questions related to content arise.
Photographs
Photographs and slides are accepted. Digital photographs are accepted, though contributors should be
aware that they must be 300 dpi or higher to be appropriate for print media. Digital line art should be
submitted at 1200 dpi. Contributors must contact the publications manager about specific
requirements for photographic submissions.
Proofreading
The editor, managing editor, and production editor proofread the entire issue of AIC News.
Copy
editing is provided in-house by the publications editor/production manager.
Deadlines
Editorial Deadlines
The deadlines for short articles are:
February 1 for the March issue
April 1 for the May issue
June 1 for the July issue
August 1 for the September issue
October 1 for the November issue
December 1 for the January issue
Deadlines for longer columns (including the Lead Article, Point of View, New Materials and
Research, lengthy reports from committees and task forces, letters to the editor, Conference Reports,
and In Memorium) are two weeks earlier.
The deadlines for these column submissions are:
January 15 for the March issue
March 15 for the May issue
May 15 for the July issue
July 15 for the September issue
September 15 for the November issue
November 15 for the January issue
Note: Unless otherwise specified, submissions should be sent electronically to the
publications
manager at the AIC office.
Advertising Deadlines
See Advertising on Page 14.
Reminders
The publications manager sends a letter to specialty group chairs each year regarding their deadlines
for articles over a two-year cycle of the newsletter and reminders to all specialty group chairs two
weeks prior to the deadline. (See Roles and Responsibilities for the publications manager on Page 3.)
Late Submissions
Because of the extremely tight production schedule, late items will not be published
until the next
issue.
Production
During the month prior to the publication date:
1st Day: Manuscripts provided to managing editor
3rd Day: Managing editor returns manuscripts to production editor, who makes changes
5th Day: Production editor sends manuscripts to editor for review with original
submissions
12th Day: Editor returns manuscripts to production editor, who then inputs changes and
lays out
15th Day: Editor and managing editor review page proofs for final editing
18th Day: Editor and managing editor return page proofs to production editor, who then
inputs changes and preps page proofs for printer
19th Day: Staff proofs entire newsletter
20th Day: Issue goes to printer
27th Day: Issue mails
Distribution
AIC News is mailed directly from the printer to both domestic and international subscribers.
Electronic delivery is provided to those international subscribers who have requested it.
Purpose
To report recent developments in the field and inform the membership of Board decisions and
policies, organizational matters and AIC activities, and membership issues in general.
Standing Committee Reports
Reports from the four standing committees (Membership, Ethics and Standards, Appeals, and
Nominating) are solicited by the committee liaison. It is the responsibility of the committee liaison to
alert the executive director/managing editor of plans for special feature articles. Special committee or
task force reports should be treated as special features and should be submitted after consultation with
the executive director/managing editor. These reports are reviewed by the committee liaison, the
editor, and the executive editor/managing editor for content during the draft stage, and the editor and
executive director/managing editor in the final form.
Special Committee and Task Force Reports
The executive director/managing editor should solicit these reports. Special committee reports are
reviewed by the executive director/managing editor and editor for content during the draft and final
stages. For Health & Safety articles, please see page 9.
This column provides an opportunity for organizations that are affiliated with, but that are not actually
part of, AIC (e.g., IMLS, Heritage Preservation, etc.) to publicize various events, activities, and other
information that might be of interest to AIC members.
Contacts from affiliate organizations submit press releases or electronic information via e-mail to the
AIC office. The publications manager/production editor compiles this information. The editor works
with the executive director/managing editor in determining the ultimate content of the column.
Purpose and Content
This column provides the membership with updated news about the annual meeting. It announces
themes, deadlines for papers, need for volunteers, etc.
Procedure
The meetings director, meeting & marketing director, AIC board vice president, and/or general
session chair plans and submits these columns to the publications manager.
Purpose and Content
The annual report provides an overview of the activities of the AIC and FAIC in the prior fiscal
(calendar) year. It consists of a narrative, including short reports on specialty group, committee, and
task force activities and a treasurer’s report. The AIC Consolidating Statement of Activities and
Consolidating Statement of Changes in Net Assets are also included.
Procedure
The executive director solicits year-end activity summaries from specialty group, committee, and task
force chairs in March. The board treasurer submits a narrative report by April 1. The executive
director drafts the full annual report for review by the board president and treasurer. The annual
report is published as part of the May newsletter, as an insert in the May newsletter, or is sent as a
separate document with the May newsletter.
Purpose and Content
This column provides the membership with information about new developments in the field as
reported in conferences or seminars. Reports can include information pertaining to specific lectures,
seminars, or discussions and typically include the title and author for significant presentations.
Procedure
The editor actively solicits conference reports from individuals who have attended or helped to
organize such events. The submission should include the full title, location, and dates for the event as
well as any pertinent references for garnering further information. The editor reviews the column and
makes a final determination on content in consultation with the authors.
Length
Although there is no word limit, conference reports should generally fall within 500 words. The
editor reserves the right to shorten submissions as necessary.
Purpose and Content
This column includes information on upcoming conferences, workshops, and courses of interest to
conservators.
Because of the volume of entries that are submitted for this column, only the date, place, title, and
contact information will be listed. An institution that requires a longer, more detailed course
announcement may advertise. Display ad rates apply (see Advertising on Page 14).
Courses, conferences, or seminars that are taking place more than six months ahead of the publication
date will not be listed in that issue unless the conference is being held in a foreign country.
Listings
for courses, conferences, and seminars in foreign countries will be printed twice, once in advance of
the event, and once again closer to the conference date. If, however, the international conference is
only a one-day seminar, the program will not be listed.
Courses and workshops offered by institutions that regularly produce such offerings are listed
separately in a section titled “Course Offerings.” For each listed institution, course titles are listed,
followed by the date and place. Requests for submissions are sent by the editor and administrative
assistant.
Procedure
The Administrative Assistant compiles this column. The editor reviews the column for content and
makes the final determination as to whether each course should be included.
Purpose
The FAIC News column provides information on the activities of the foundation; serves to solicit
donations; acknowledges donors to the annual giving campaign and other funds; provides information
on applying for endowment funds; and acknowledges recipients and application reviewers.
Procedure
The information in the FAIC column is compiled by the AIC staff. When appropriate, the FAIC
Board member in charge of reviewing applications for endowment funds is consulted regarding
content issues. Because of its routine informational nature, it generally does not necessitate content
editing. Occasional longer articles are considered and reviewed by the executive director/managing
editor, editor, and FAIC board.
Purpose
This column, which alternates between a message from the President and from the executive director,
provides a platform from which the AIC president and executive director can highlight various items
that are important to the membership. The content of this column is more specific than the more
general AIC News column in that it is unique to their involvement in various issues. This column can
include photographs and other graphics to support the content.
Procedure
The president and executive director submits the column to the editor and publications
manager/production editor. The editor reads this column when reviewing the draft, but content editing
is not required. If the editor should have suggestions for changes, s/he must consult with the author.
The column should not exceed 500 words.
Purpose and Content
This column provides information for the membership about upcoming deadlines for national grants,
funded opportunities, and awards in a quick reference style. In AIC News only grant or opportunity
titles and deadlines are given, with an indication of where the reader can go for further information.
This section of the newsletter is being transitioned to the website, where additional information and
links can be provided. Notice of this change in location will be noted in the newsletter.
Descriptions of funding opportunities are culled from other sources (announcements from other
newsletters, Internet, etc.). Entries for continuing opportunities are renewed as the information
becomes available but are not removed from the list as their date becomes obsolete for a particular
calendar year.
Procedure
The AIC staff compiles the information for this column, with input from the editor and executive
director/managing editor. The publications manager/production editor is responsible for keeping
entries in this column up to date and current. The editor is responsible for reviewing entries for their
relevance to the field.
Purpose and Content
This column provides information for the membership about upcoming deadlines for national grants,
funded opportunities, and awards. Descriptions of funding opportunities that are culled from other
sources (announcements from other newsletters, Internet, etc.) can also be published in this part of the
newsletter.
Procedure
The AIC staff compiles the information for this column, with input from the editor and executive
director/managing editor.
Purpose
The Health & Safety Committee provides information on health and safety issues pertinent to
practicing conservators through periodic articles in AIC News.
Procedure
The Health & Safety Committee submits content-based articles directly to the editor. These articles
are reviewed by committee members, outside consultants, and the executive director/managing editor,
on an as need basis, as determined by the editor. This committee also submits a lead article for the
September issue and a content-based insert for the November issue.
Purpose
To provide a notice of death of an AIC member and to acknowledge his/her contributions to the field.
Procedure
Upon the news of the death of a member, the editor solicits an obituary from an appropriate colleague.
The editor and the publications manager/production editor should coordinate to ensure that no more
than one obituary is written for an individual. If an unsolicited obituary is received and cannot be used
because another piece has been written, the editor should contact the contributor to explain. The editor
reviews the content of obituaries during the draft stage.
Length
The length is determined on a case-by-case basis, but is generally limited to 500 words.
Purpose
This column provides an opportunity for the editor-in-chief of the Journal of the American
Institute
for Conservation to highlight various topics that are specific to Journal-related issues, such as
deadlines, Editorial Board changes, solicitation of articles on particular topics, etc.
Procedure
The editor-in-chief submits the column to the publications manager/production editor. The editor
reads this column when reviewing the draft, but content editing is not required. The column should
not exceed 500 words.
Purpose
Lead articles provide up-to-date information on a spectrum of issues of importance to AIC members
and the field of conservation. They include current issues; themes or concerns for conservators of a
particular specialty group or of an interdisciplinary nature; significant presentations from the annual
meetings that do not have other venues for publication; recent developments and research in the field;
reports on regional, national, and international meetings; changes in directions of funding agencies;
legislative matters; and current events of interest to conservators. This column can include
photographs and other graphics to support the content.
Procedure
The editor and the executive director/managing editor plan and schedule lead articles. The editor and
executive director/managing editor plan a cycle of lead articles that are sponsored by the specialty and
sub-specialty groups for four of the six issues per year. The editor will contact the chair of the
assigned specialty group at least two months prior to the article deadline in order to identify a topic
and author. The publications manager sends out reminders for newsletter issues in the next cycle of
eight (two year schedule). The editor reserves the right to change the lead articles if a more topical
story develops. In this case, the scheduled lead article will be held for a later issue.
In the event that the editor writes the lead article, the President becomes the guest editor for that
article.
Lead articles should be completed and submitted electronically to the editor and to the
publications
manager/production editor.
Length
The cover article should be no more than 2,000 words. It should be a minimum of 600
words. This
column can include photographs and other graphics to support the content. The use of end notes and
foot notes is not encouraged, although reading lists can be included as supplemental information.
Purpose
To provide a forum for discussion and expressions of opinion on topics of current interest to the field
and to AIC members. The editor should encourage members to submit letters for publication.
Procedure
The editor, in consultation with the executive director/managing editor, determines whether a letter is
appropriate for submission.
In some cases, it might be necessary to solicit a response to be printed in the same issue with the
letter. The response should be written by an appropriate person—the editor, a board member, a party
referred to in the letter, or an expert on the topic. The response should serve to provide another
viewpoint or to clarify or answer items addressed in the letter. Unsolicited letters submitted in
response to letters appearing in the column may also be printed in future issues. Unsigned and
potentially libelous letters will not be printed. The editor reserves the right to edit and shorten letters
for clarity and brevity. “Name withheld by request” may be used at the discretion of the editor. The
editor will answer all letters regardless of when, or whether, they are published.
Purpose and Content
The column includes information on new products and items written by conservators on the use of
new materials. The inclusion of specific information relating to suppliers is at the discretion of the
editor and the executive director/managing editor. This column might also include summaries of
current research projects, inquiries about specific conservation problems, or comparisons of various
materials or procedures. This column should not be used as medium through which to endorse
specific products. Individuals wishing to promote materials should see the Advertising section on
Page 14.
Procedure
The editor, in coordination with the column contributor(s), solicits submissions from members. The
editor reviews the column and makes the final determination on content.
Length
Articles should not exceed 1,000 words. This column can include photographs and other graphics to
support the content. The use of end notes and foot notes is not encouraged, although reading lists can
be included as supplemental information.
Content
Professional news of AIC members, and of other eminent persons in positions that are of importance
to the conservation field (e.g., a new IMLS director). Items are generally notices of job changes that
are submitted by members or derived from press releases. The column does not include marriage or
birth announcements, or other personal news. Items are printed only once; requests to have an item
repeated will be denied.
Procedure
People items are submitted to the publications manager/production editor. The editor reviews the
column in draft and final stages. Because of the routine nature of the announcements, little content
editing is required unless the editor feels an item needs to be shortened substantially. Note that items
are listed alphabetically, using names of AIC members or institutional members.
Purpose and Content
This column offers the membership an opportunity to express opinions regarding conservation issues
of great concern or debate. These essays can explore a particular aspect of an issue, express an
individual point of view, or offer a counterpoint to the lead article.
Procedure
The editor and executive director/managing editor solicit articles for this column as topics emerge.
The editor works with the author to ensure that the essay is succinct, relevant, and well presented.
Submissions should be completed and electronically submitted to the editor and to the publications
manager/productions editor.
Length
There is no word length limit for this column, but the editor must work with the author to ensure that
the essay is presented with brevity and clarity.
Purpose
This column provides news of current opportunities in conservation for jobs, internships, and
fellowships.
Procedure
The membership & marketing director accepts ads from equal opportunity employers, which are now
posted on the AIC website, in AIC News, or both. Rates and deadlines are listed in the newsletter and
on the website.
Purpose and Content
The publications column includes information on new books, periodicals, and other publications of
interest to conservators. Publications are announced only after they are actually available.
Publications are announced only once. (If a publisher requests a second announcement, advertising is
suggested. See Advertising on Page 14.) New publications including, but not limited to, books and
exhibition catalogs may occasionally be reviewed.
The format of each listing should enumerate the title, author/editor/publisher, short description, and
availability information.
Procedure
The book review editor of the JAIC submits the content for this column to the publications
manager/production editor. Individual summaries are then chosen by the editor for inclusion in any
specific issue of the newsletter. The editor reserves the right to shorten this column or hold parts of
the content for future issues.
Purpose and Content
This column is meant to facilitate communications among the various regional guilds. Newsworthy
items can include information about successful events or projects, upcoming workshops or lectures of
note, or organizational news that might benefit the entire membership.
Procedure
This column is filled with unsolicited submissions from specific guilds. The information is compiled
by the publications manager/production editor, and is reviewed by the editor for content. The column
should not exceed 300 words but can include submissions from various guilds.
Purpose and Content
Special inserts are occasionally published in the newsletter. These documents are meant to be
removed from the newsletter and can be considered separate documents. These documents are
reviewed for general content and language by the editor, but may be subject to a different review
process. These documents should not exceed eight pages.
Purpose
These columns provide members with information about the activities of the specialty group and
information about new developments, materials, and publications within their specialty. To save
space in the newsletter, chairs are asked to refer the reader to the registration brochure or the AIC
website for specific annual meeting information, such as the titles of papers to be presented.
Procedure
The publications manager sends a reminder to the specialty group chairs two weeks prior to the
deadline (see Roles and Responsibilities of the Publications Manager on Page 3). The specialty group
chairs will submit their columns electronically (either via e-mail or on disk) to the publications
manager/production editor by the deadlines (which are specified on Page 4). The editor and the
executive director/managing editor review the columns for content. The editor reserves the right to
edit the columns for style and to redirect information about new developments, materials, and
publications within the specialty to other columns.
Length
January, March, May, November issues: Not to exceed 600 words
July: Not to exceed 200 words (announcement of new officers and call for papers)
September: Not to exceed 800 words (column should be devoted to a report of the Annual
Meeting
session)
If the length of a specialty group column exceeds the length limitation, the editor reserves the right to
shorten the column.
Purpose and Content
This occasional column provided updates on legislative activities that affect the field of conservation.
Procedure
The executive director and the editor compile information from news releases, announcements, or
legislative meetings the executive director attends at organizations such as AAM. The executive
director and the editor determine the ultimate content of the column.
Purpose and Content
This column provides general updates of conservation-related activities in the United States and
abroad in summary form. Some examples of the types of items that might be included are:
announcements of new training programs; news of special projects funded; announcements of special
conservation-related programs (e.g., specific, conservation-oriented exhibits); and current events in
the field.
Procedure
The publications manager/production editor and the editor compile the content, which is derived from
other newsletters, press/news releases, and announcements that are submitted to the AIC office. The
publications manager/production editor and administrative assistant send original copies of all
relevant materials to the editor. The editor and the executive director/managing editor determine the
ultimate content of the column.
Line Advertisements
Positions available, internships & fellowships (defined as paid and unpaid educational term
positions),
and classifieds that are considered line ads (text only) are charged by the word; per-word rates are
available for members and non-members of AIC. Note that there are now a separate set of
procedures, deadlines, and costs for listing these line advertisements on-line through the AIC website.
The membership & marketing director manages these types of advertisements.
Advertisements are accepted only from equal opportunity employers for positions available and
internships & fellowships; if any language that might be considered discriminatory is included, the
marketing director will notify the advertiser that the ad will be printed only if the discriminatory
language is deleted. The advertiser has the opportunity to approve any editions the marketing director
makes prior to placement in the newsletter.
Supplier’s Corner
Supplier’s Corner text advertisements are accepted from conservation and related suppliers. The
advertisements can include up to 100 words and a flat rate is charged.
Display
Display advertisements are accepted from conservation and related suppliers. Institutions may also
place position available or course announcements in the form of display advertisements. The rates for
display advertisements are calculated by the size of the ad.
Procedure
Line advertisements, supplier’s corner and display advertisements are recruited and compiled by the
marketing manager. Paid advertisements do not go to the editor for review.
Advertising Deadlines
February 10 for the March issue
April 10 for the May issue
June 10 for the July issue
August 10 for the September issue
October 10 for the November issue
December 10 for the January issue
Payment Policy
Billing follows publication. Payment is due 30 days from invoice date. Ads are not accepted from
accounts with outstanding balances beyond 60 days. Prepayment is required for accounts with a
history of late payment.
AIC reserves the right to reject, omit, or cancel advertising which it feels is not in the best interest
of
the AIC membership.
Rates
The advertising rates are reviewed annually by the AIC Board in conjunction with AIC staff.
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AIC News Editorial Policy (html version)
AIC News Editorial Policy (PDF version)
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