WISENET JOURNAL

GUIDELINES FOR EDITORS as at January 2004.

Main Principles

1.     An Editor and Editorial Team (at least 4 people altogether) are needed for each Journal.  It is important that they be aware that WISENET has no insurance of any kind and there is no policy allowing any individual member automatic right to publish at will in the WISENET Journal.  Care should be taken to screen for any offensive material.  While material appearing in the WISENET Journal is the responsibility of the Editor and Editorial team, it should reflect WISENET aims and objectives.

2.    The Editorial Team has responsibility for collection, selection and order of articles.  Articles and illustrations should fit to about 28 pages (or a very close other multiple of 4 ie 20 or 24). Previous journals can be used as a guide.

3.    It is preferable there be only THREE iterations of Journal production. The FIRST version should be the creative draft.  However it is important that this is as nearly perfect as possible.  The SECOND version incorporates major corrections from the first.  The THIRD version should be essentially complete.  Minor alterations can be incorporated at this stage.  The Journal Manager will check for formatting/business type alterations.  The FOURTH version is the final and burnt onto a CD.  No further changes possible.

The following provides an outline of how production of the Journal is usually progressed….

4.    The Editor calls a meeting of the editorial team to plan the Journal and seek articles. An ‘Editorial” should be written by either the Editor or the Editorial Team.  Once obtained, the articles need to be carefully proofread to ensure there are no mistakes, misunderstandings, spelling errors, etc. Each member of the Editorial Team should carry out the revisions at least twice. The order of articles and selection of illustrations/captions should be decided.  (Most of us find it usually takes two sittings of 2 - 3 hours to reach this stage.)   When satisfied that all is correct, the Editor should send all articles electronically to the Layout Person.  (Preferred format: each article with associated illustrations should be placed into separate computer folders numbered from 01.   Each folder should contain the written article as a text file and Illustrations in JPEG format.  Captions should be included in the text file.  The files should then be sent as individual folders rather than WHOLE journals which block email boxes.  If necessary, check with the Layout Person as to the capability of their email network first.

5.     FIRST DRAFT:  The Layout Person will prepare the FIRST formatted draft as a .pdf file and send back to the Editor for consideration by the Editorial Team.  On receipt of the FIRST draft, the Editor should print out the pages, bring together the Editorial Team and CAREFULLY proof and check the draft Journal and note any changes required. This should include checking any changes to the Contacts page at the back, the editorial “blurb" in the front and all legends, website addresses, illustration captions etc.  Recommended changes should then go back to the Layout Person.  The Layout Person will incorporate the changes and return the second draft version of the Journal to the Editor.

6.     SECOND DRAFT The Editor should again print out and call together the editorial team and again check the Journal. This is the final time that the editorial team will see the journal (unless the Journal Manager finds anything seriously wrong - unlikely!).   Any (minor) changes should go back to the Layout Person who then sends the revised third version to both the Editor and the Journal Manager who looks through to ensure that the Journal is ready for printing.  At this stage, minor corrections can still be made.

7.      THIRD DRAFT If The Journal Manager discovers things are missing, (eg wrong websites, Convenors contact details etc... ) she will contact the Layout Person directly and ask for necessary adjustments with cc to The Editor. 

8.      FOURTH and FINAL  Once agreed to by the Editor, Journal Manager and Layout Person, this version is then burnt onto a CD.   No further changes can be made at this stage. The Layout Person sends the CD to The Journal Manager.

9.      Upon receipt of the CD, the Journal Manager then coordinates printing, collection, packaging, posting and distribution of the new Journal.  This is all done in Canberra with the help of the National Link Group.

In summary, whoever does the Journal is responsible for the creativity and correctness of THEIR Journal The Journal Manager will overview and ensure that the Journal is in a suitable form for publication. The final version of the journal is the EDITORIAL TEAM's responsibility.  Preparing a journal is usually a very fulfilling experience.  It is also usually a demanding time – but in retrospect, worth it.  With the Journal Rotations, we all have a chance every few years to show our region’s scientific prowess and excellence.  Why not!!   (Anna Robinson, National Convenor).