The Administrative Advisors (AAs) and Technical Committees (TCs) of Western Region Research Projects and Multi-state Integrated Activities are responsible for making available the findings of their projects’ activities and results. This is accomplished by prompt publication as electronic regional publications, station bulletins, or scientific papers via professional journals and their sponsoring societies. When a multi-state activity is being planned, consideration should be given to the kinds of publications expected to develop during and following completion of the activity. In choosing the type of publication, consideration should be given to the audience to whom the new information may be of interest and use. Publication through the Western Region of the State Agricultural Experiment Station (SAES) system is done through an electronic process that is deposited on the internet. This process is described below.
Individual Station Publications. Each agricultural experiment station (AES) may generate publications upon the completion of its contribution to a multi-state project. These publications should describe plans for inclusion in relevant regional publications and should not interfere with their development. However, information and research results from individual state contributions, and are therefore not eligible for submission as a regional publication, should be issued separately by the experiment station involved. Such publications should carry the following footnote [Contributions from the “name state” Agricultural Experiment Station (or analogous unit) results from participation in Western Regional Activity W-____ or WCC or WERA-___ entitled "____________].
These publications should also be produced electronically for the internet and placed on that institution's Web server. The Western Association of AES Directors (WAAESD) has links to all SAES web servers in the Western Region. Therefore, individuals who access the WAAESD website will also be able to access individual station reports.
Western Region Publications. WAES scientists and extension personnel are involved in a variety of Multi-state Research and Multi-state Coordinating Committees (WCCs) or Education/Extension Research Activities (WERA) projects. These cooperative efforts are expected to lead to advances in science or technology and it is expected that these findings will be published and made available to potential users. Such advances are often best expressed via publications that cut across scientific disciplines. This may require special distribution to best reach the audiences for which publications are intended. Western Region electronic publications can serve that need.
These publications are principally, but not exclusively, the result of research and integrated activities accomplished via multi-state projects and sponsored by WAAESD members. These include efforts by WCCs and WERAs to compile and organize separate research findings into unified documentation via conferences and workshops. In the same manner, other less formal cooperative efforts within the region can use the publication series.
The basic requirement for Western Regional publications is that they:
Publications resulting from Western Regional multi-state projects are issued in the Western Region publication series. The Office of the Western Executive Director (OWDA) assigns series numbers in chronological order of acceptance. These publications do not carry individual state series numbers in addition to the regional numbers.
Preparing Publications. General guidelines and forms needed to complete a Western Regional publication are located on the WAAESD website at: http://www.colostate.edu/Orgs/WAAESD/pubguide/pubguide.htm.
It is the responsibility of the AA to provide guidance to the TC regarding the procedures for preparing, and requesting approval for, electronic publication through the WAAESD. Publications are prepared, edited, and proofread by the TC of the regional project or by appropriate individuals designated by the TC with approval of the AA. If available, a member of the editorial/publication/communication staff of the institution that will submit the publication (Publishing Institution) may be added as an ad hoc member of the TC early in the manuscript development. This person should become familiar with the WAAESD Format Guidelines for Electronic Publications at the website listed above. The editorial staff member may assist in developing the publication plan, arranging for illustrative material, editing, and converting to an internet compatible format.
Western Regional publications should recognize all participating institutions and agencies on the bottom of the Cover Page. The lead institution or agency, if any, should be listed first; others should follow in alphabetical order by states.
Only individuals who participate in a scholarly manner and contribute to the publication preparation will be included as authors. Publications can be written entirely by all authors, or authors may be credited with specific chapters or other designated sections. Typically, the principal participants from each cooperating AES and agencies will be joint authors unless otherwise provided for by the TC. The senior or corresponding author(s) is/are listed first or last depending on the tradition in their discipline. Typically, other authors should be listed in alphabetical order. Alternatively, if approved by the AA, an alternative listing protocol could be used and decided on a case-by-case basis.
Style. Standards of style and word usage are based on the Council of Biology Editors Style Manual, Chicago Style Manual, and Websters New Collegiate Dictionary. If a word is not present in Websters New Collegiate Dictionary, the latest edition of Websters Unabridged Dictionary may be substituted. When words have different spellings (e.g., color or colour), use the more frequently accepted spelling (usually first in Websters).
To assist in style, word usage, and other publication preparation aspects, it is desirable that a writer-editor be selected to attend and participate in TC meetings in which cooperative publications are being planned or developed.
Issues. Each Western Regional Publication will be published
as a
separate issue. In cases where a series of related topics (each a
separate
publication) requires publication, titles may be used whereby a portion
of the
title is constant and each member of the sub-series is designated by a
Roman
numeral and its specific title (example: Marketing Fruit in the
Review and approval process. The AA must also conduct a peer review of the publication as part of the process for determining its suitability for publication. A minimal requirement is that the AA must request and receive written peer reviews from at least three reviewers not directly associated with the regional project and not having conflicts of interest with any of the participants on the project.
Considering the results of the completed review process, the AA should assess the acceptability for publication. In some cases, it may be appropriate for the authors and the TC to consider results of the review and make revisions accordingly. If deemed acceptable, the AA should forward the publication to the OWDA to request approval. This request must include a copy of the peer reviews, a response to the reviews, and a completed application (see Request for Publication Number form below) which is down-loadable from the website above. If approved by the WAAESD Chair, the OWDA will assign a publication number and enter the title and Publishing Institution in the regional records.
Publication process. If accepted for publication, the Publishing Institution shall transmit the publication to the OWDA where it will be placed on the Association’s web server and website. It is also the responsibility of the OWDA to notify all participating state AES Directors of the new publication and direct them to the appropriate website. In turn, the AES Directors should inform scientists at their stations. Only one printed copy must be generated by the Publishing Institution. This copy should be forwarded to the National Agricultural Library (NAL) for archiving. This printed copy may be generated from the internet with the cover sheet placed on cardstock and the publication bound as desired.
In summary, the order of procedure is: