VLA Publications Manual

7th Edition
July 1999
Virginia Library Association
PO Box 8277
Norfolk, VA 23503-0277

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Table of Contents

1. The Role of the VLA Publications Committee - 3

1.1. Committee charge
1.2. Forum for editors
1.3. Monitor quality & timeliness
1.4. Mentor VLA members
1.5. Revision of Publications Manual
1.6. Provide Guidance to other VLA publications

2. General Guidelines for Publications - 4

2.1. Copyright
2.2. Planning
2.3. Production
2.4. Distribution
2.5. Association services
2.6. Style guidelines
2.7. Consistency in design and formatting

3. Newsletters – 7

3.1. Unit newsletters
3.2.Cost
3.3. Format
3.4. Production
3.5. Advertising
3.6. Distribution
3.7. Reimbursement
3.8. Copyright
3.9. ISSN
3.10. Notification requirement

4. Inserts & Advertising - 9

4.1. Advertising Manager
4.2. Advertising requests
4.3. Press releases
4.4. VLA Newsletter inserts
4.5. Fliers & notices
4.6. Format
4.7. Electronic & individual distribution

5. Other Publications - 11

5.1. VLA Membership Directory
5.2. Intellectual Freedom Manual
5.3. Publication proposals
5.4. Budget proposal
5.5. Bids
5.7. ISBN/ISSN
5.8. Review
5.9. Payment
5.10. Distribution
5.11. Copyright
5.12. External funding

A. Publication title
B. Sponsoring unit
C. Editors’ names, addresses, and telephone numbers
D. Names of members of editorial board (if any)
E. Publication frequency
F. Publication mission statement or purpose

2. General Guidelines for Publications

2.1. Copyright

2.1.1. VLA Retains Copyright
The Virginia Library Association (VLA) will secure and hold the copyright on all publications (with the exception of newsletters) produced by the Association and its sections, forums, roundtables, and other constituent units. Normally, this copyright may be secured by placing in the publications an appropriate statement concerning the ownership of the copyright. The Association also retains copyright to its web content.

All publications (except newsletters) of VLA and its constituent units must bear a copyright statement making clear that the copyright is held by VLA and requesting that users cite the source of material taken from the publication.

The Publications Committee can assist individuals and units in preparing correct copyright statements. For monographs published as VLA Occasional Papers, the Publications Committee will negotiate a copyright statement with the author before the publication proposal is accepted.

2.1.2. Use of Copyrighted Material
Care must be taken that all copyrighted material included in VLA publications is appropriately cited and necessary permissions for use received.

2.2. Planning

2.2.1. Publication proposal
If a VLA unit wants to initiate a serial publication, either electronically or in paper, the Chair of the unit must submit a proposal for the publication to the Publications Committee. The proposal should include:

A. Publication title

B. Sponsoring unit

C. Editors’ names, addresses, and telephone numbers

D. Names of members of editorial board (if any)

E. Publication frequency

F. Publication mission statement or purpose

G. Completed copy of the Publications Expense form

The VLA Publications Committee will review the proposal and make recommendations to the unit on need for and format of the publication.

2.2.2. Notification requirement (See Section 3.10.)

2.2.3. Unit responsibility
Individual sections, forums, committees, and roundtables (hereafter called units) of VLA make all arrangements for printing, funding, and distribution for their publications that are distributed within the Association.

2.3. Production

2.3.1. Camera-ready copy
All internal publications should be produced from camera-ready copy. Both printed material and graphics can be assembled to take advantage of inexpensive means of producing large numbers of copies of the original.

2.3.2. In-house production
Any unit publications should normally take advantage of computer programs and laser printers to produce camera-ready copy. Contracting with outside design firms must be approved by the Publications Committee.

2.3.3. Contributions
Contributors to VLA publications are encouraged to submit their material on disk, as e-mail or in other electronic means, as specified in the Guidelines for Submission available in the publication itself or from its editor.

2.4. Distribution

2.4.1. Program Announcements
Units will normally distribute program announcements as inserts in the VLA Newsletter. (See section 4)

2.4.2. Electronic Distribution
VLA encourages electronic distribution of its units’ publications, including newsletters. Options include posting through the VLA Home Page, the Virginia Library and Information Network (VLIN), the VLA listserv, and separate e-mail addressed to members of the unit. Electronically distributed newsletters should be formatted as logically as possible given the constraints of electronic publishing. If a newsletter is distributed in both electronic and paper forms there should be a statement on the paper version informing a reader where an electronic copy can be found and visa versa.

2.5. Association services

The distribution services of VLA’s Executive Director are available to all VLA units. The VLA Publications Committee strongly urges all units to take advantage of these services when cost effective (See Section 3.6.)

2.6. Style guidelines

Style guidelines will be of concern chiefly to persons planning external publications or planning to submit articles to Virginia Libraries. The Chicago Manual of Style, latest edition, is the preferred source for style information.

2.7. Consistency in Design and Formatting

VLA strives for unity of design in its publications.

2.7.1. VLA Logo
The logo shall appear prominently at least once on all publications, preferably on the front cover or at the top of the first page. (See Appendix C for camera-ready logo samples.)

2.7.2. Font & Typeface
Typeface and font style should be readable and compatible with the VLA logo. Stone fonts are used in the logo so any of these would work well. Times New Roman also works well.

2.7.3. Consistency in Design
Carrying over other design elements from one publication to another provides subtle reinforcement of the VLA identity. Consistent use of such small design elements as the double rule and screening help to achieve a unified look.

3. Newsletters

Newsletters are normally distributed among persons sharing a common interest, are free to those identified with the particular interest group and contain a variety of useful information including feature articles, conference reports, “show and tell” stories, notices of meetings, election results, etc. Newsletters may vary in length and, when distributed in printed form, are usually folded and secured for distribution.

3.1. Unit newsletters

A unit must use discretion in deciding to publish a newsletter and plan it carefully to get the greatest benefit for the money. It should set realistic goals and determine if and how newsletters can serve unit needs. When a unit’s membership is spread around the State or region, newsletters inform, share ideas and keep the membership in touch.

Any unit considering distribution of a paper newsletter should contact the VLA Executive Director to determine if its distribution list can be augmented to enable it to take advantage of VLA’s bulk mailing permits. This would cut per item mailing costs substantially. (See Section 3.6.)

A unit’s members should receive its newsletter early enough to plan their schedules but not so early that they perceive the contents as irrelevant. Each unit funds its own newsletters for internal distribution and should plan far enough in advance to have printing and distribution funds placed in its budget. A unit’s newsletter editor must determine the specific number of mailings, decide on the methods of printing or reproduction, and estimate the costs.

3.2. Cost

A crucial concern when printing newsletters is controlling cost. The editor is expected to find an inexpensive and reliable printer. Often the editor’s institution will provide a copy service that is less expensive than commercial services. The same copy center may be used regularly since familiarity with the unit’s needs saves time and money and makes discounts possible. A Newsletter Publication Expense Estimate Sheet (Appendix B) must be submitted to Council with the unit’s annual budget request.

3.3. Format

The VLA logo will appear prominently at least once on all newsletters, preferably at the top of the first page. (See Appendix C for camera-ready logo samples and the VLA Home Page for high-resolution electronic versions.)

The newsletter should have a masthead with editors’ names and frequency of publication. A sequential numbering system for issues should be used. If quarterly or more frequent, a volume and number should be used to designate each issue.

The volume number should change with the calendar year. If less frequent, a single numbering sequence should be used to designate each issue. The month and year should also be used as an issue identification. Bylines should appear at the head of a story, particularly in the case of articles which contain opinions of the author.

3.4. Production

Clearly reproduced graphics and illustrations enhance a publication’s appearance. Care should be taken to obtain clear and bold originals for reproduction. Many software programs can produce a variety of charts and graphs. Newsletter copy including illustrations should be camera-ready. The copy center should perform a photocopy and assembly service only.

3.5. Advertising (See Sec 4 – Inserts & Advertising)

3.6. Distribution

3.6.1. Electronic Distribution
Electronic distribution is the preferred method for distribution of unit newsletters. See Section 2.4.2.

3.6.2. First class mail
The expense of first class should be considered carefully and used only when timeliness is a first concern. VLA has first class permits from Alexandria and Farmville.

3.6.3. Bulk mail
Newsletters and other publications can be sent through the mail at a substantially reduced cost if sent by bulk rate. The minimum distribution number for bulk mail is 200 pieces of uniform items. VLA has bulk mail permits from Norfolk and Farmville. If Norfolk is the preferred mailing site, the Executive Director should print (photocopy) the materials to save the cost of shipment to Norfolk for distribution. The Executive Director needs two to three weeks to do the job. Responsibility for the cost of bulk mailing is with the unit requesting the mailing.

3.6.4. Mailing labels
When mailings number less than 200 they will be handled by the unit. The Executive Director will provide any VLA unit with mailing labels for selected segments of the VLA membership. Contact the Executive Director two to three weeks in advance when requesting mailing labels. Communicate errors in these mailing labels to the Executive Director so corrections can be made and the Association’s mailing list can be maintained as accurately as possible.

3.7. Reimbursement

The editor should keep invoices for costs of services and materials connected with newsletter preparation. Reimbursement forms, available from the VLA Treasurer, are sent to the Executive Director who sends a check to the appropriate person. A copy of the reimbursement form will be sent to the unit chair.

3.8. Copyright

VLA newsletters will not be copyrighted.

3.9. International Standard Serial Number (ISSN)

If a newsletter is published more frequently than twice a year, the editor of the newsletter shall be responsible for obtaining an ISSN number from the Library of Congress. The chair of the Publications Committee can advise and/or supply the appropriate application form.

3.10. Notification requirement

The chairs of all VLA units issuing newsletters are responsible for providing the following information to the Publications Committee chair by February 1 annually:

A. Publication title.
B. Sponsoring unit.
C. Editors’ names, addresses, and telephone numbers.
D. Names of members of editorial board (if any).
E. Publication frequency.
F. Publication mission statement or purpose.

Use Publication Notification From from Appendix A for reporting this information to the Publications Committee.

4. Inserts & Advertising

All advertising in VLA publications must be appropriate to the mission of VLA. In the case of non-VLA organizations the appropriate editor, in consultation with the Advertising Manager and the Publications Committee Chair, will decide on appropriateness.

4.1. Advertising Manager

Unless otherwise appointed the VLA Executive Director will serve as the Advertising Manager for the Association.

4.2. Advertising Requests

The editors of the VLA Newsletter and Virginia Libraries may, in conjunction with the Advertising Manager, negotiate with prospective advertisers. Requests to VLA units for advertising space should be discussed with the Advertising Manager prior to acceptance.

4.3. Press Releases

Press releases are the usual medium for informing editors of news to be reported in newsletters. When a press release is primarily an advertisement for a book or product, however, it should be forwarded to the Advertising Manager. Questions about which press releases to forward should be resolved by the newsletter editor in consultation with the chair of the Publications Committee.

4.4. VLA Newsletter inserts

Fliers should usually be inserted into an issue of the VLA Newsletter. All inserts should be submitted to the editor as camera-ready copy to be printed at the same time that theNewsletter is printed. In rare cases, inserts may be sent directly to the Newsletter designer, but only after the Newsletter editor has been consulted.

Fliers to be inserted must be printed by the VLA printer. Inserts should never be printed locally and then sent to the VLA printer for insertion into the Newsletter.

4.4.1. Deadline
For planning purposes the Newsletter editor should be contacted well before the 15th of the month preceding the month in which the insert is to appear.

4.4.2 VLA unit inserts
Each VLA unit is allowed one free insert per calendar year. This insert will usually be a program advertisement. If a unit has already used its free insert it will bear the cost of an additional insert and will be charged a flat $75.00 fee for each additional insert. This fee should be figured in when calculating program costs. The editor will notify the Executive Director when a unit submits more than one insert in a calendar year.

4.4.3. Inserts for Non-VLA groups Library of Virginia The policy for the Library of Virginia, and each of its affiliated groups, including but not limited to the Library of Virginia Foundation, the Virginia Center for the Book, and the Friends of the Virginia State Archives, will be the same as for each VLA unit – one free insert per calendar year, thereafter each insert will cost $75.00. The fee for additional Library of Virginia inserts may be waived upon consultation with and agreement from the Chair of the Publications Committee.

4.4.4. Multiple inserts
Inserts are, of course, a form of advertising. As a service to the VLA membership and a revenue generating mechanism non-VLA/LVa inserts will, to a limited extent, be encouraged. Publishers and other groups wishing to insert multiple times in the VLA Newsletter will be given discounts on the second and third inserts within a calendar year. Because of limited space, it’s unlikely that more than three inserts from a single entity would be accepted during one calendar year.

Inserters can express a preference about which monthly issues they would like to be included in, but ultimate decision is the editor’s. The decision will be based primarily on how many VLA inserts would be included in a given issue.

Price for multiple inserts:

$200 for the first
$180 for the second
$160 for the third
$160 for any more than three (very unlikely)

Should a one time inserter later want to insert a second time (within the same calendar year), the discount schedule will be applied to the second insert.

4.5. Fliers and notices

Fliers and notices are single page communications meant for immediate distribution and conveying a single message. Usually they announce meetings or workshops and provide registration information. Normally, fliers will be distributed via insertion into the VLA Newsletter.

4.6. Format

All advertising must be provided in the form of camera-ready. The VLA logo must appear on the piece. Fliers may be printed on both sides, but a map should not be placed on the verso of a registration form.

The VLA logo is available in Appendix C. Electronic versions are available on the VLA web site.

See Section 8.7 for further specific information on advertising format for Virginia Libraries.

4.7. Electronic & Individual distribution

4.7.1. Electronic Distribution
Inexpensive alternatives exist in the state to facilitate getting information to people. For example, notices may be forwarded to the Webmaster for inclusion in the Calendar or posted on electronic bulletin boards such as those available on VLIN and Virginia’s Public Education Network (VA PEN). Utilizing the VLA listserv could also be an inexpensive way to advertise a program or other event. These methods, used individually or in combination, represent inexpensive, efficient ways to reach a broad audience.
VLA web page - http://www.vla.org
VLIN - http://leo.vsla.edu/vlin.html
VAPEN - http://www.pen.k12.va.us/
VLA Listserv – see Contact VLA page on the VLA web site

4.7.2. Individual distribution
Fliers may be printed locally and mailed using mailing labels provided by the Executive Director. (See Section 3.6.) This method should not be used very often. Usually inserts into the Newsletter should be used to advertise unit meetings.

For such individually mailed fliers space must be left for a mailing label. The flier can be folded once or twice and secured for mailing. The VLA logo should appear on separately mailed fliers.

5. Other Publications

VLA units may wish to publish directories, surveys, or other one-time publications. Directories and surveys quickly become out-dated and are most useful immediately after the data is gathered. Electronic publishing should be considered as an alternative to print for publications of this genre, since it presents opportunities for saving time and money in the maintenance and manipulation of directory information, tabulation of survey data, and preparation of data for dissemination.

However, electronic publishing of directory information must be carefully monitored lest personal information such as home addresses or phone numbers is inadvertently published on the web. Usually, directories containing such personal information will not be published online.

5.1. VLA Membership Directory

VLA will normally publish an annual membership directory to be distributed to VLA members as a service to VLA membership. The Chair of the Publications Committee may consult with the VLA Newsletter printer and at least one other printer to determine the best price for the directory. Usually the directory will be issued in early June.

The Executive Director will be the primary compiler of the Membership Directory. Publications Committee members may help with proof-reading entries.

5.2. Intellectual Freedom Manual

The VLA Intellectual Freedom Committee has, for several years, published its Intellectual Freedom Manual. This manual has been funded separately from VLA’s budget by a private source. It is distributed through VLA channels, either as an insert to the VLA Newsletter, or in a separate bulk mailing, as well as on the VLA web site. The Intellectual Freedom Committee has full charge of this publication. If financial responsibility for this publication falls to VLA, solely electronic distribution should be considered.

5.3. Publication proposals

Preliminary Proposals for any publication to be distributed beyond the unit will require the approval of the Publications Committee, which may consult with the Administrative Services Committee to confirm the need for the proposed publication.

5.4. Budget proposal

Once the Publications Committee has approved the proposal, funding must be secured from VLA. The Publications Committee will assist in this process. The Executive Committee will assign the money to the Publications Committee’s budget for the following calendar year (January to December). To get an accurate estimate bids from two or more other printing firms are necessary. The Publications Committee must review estimates before the VLA annual conference when the budget requests for the following year are due.

For a work to be published during a given year, the estimate must be submitted to the Publications Committee by October of the previous year. If there is need to apply for ISBNs (see Section 5.7) the cost should be factored into the budget proposal.

5.5. Bids

Bids should be gotten from the VLA printer as well as at least one other printer. Other printers (including academic institutions) in the same community as a project member may also be contacted for bids. A printer will figure bids on the basis of data furnished by the project committee/individual. These data include:

Number of copies
Paging (front and back, all front, total number of pages)
Color, weight, and recyclability of paper (samples should accompany the bid)
Binding (e.g. stapled, stapled and taped, spiral bound, sewn, adhesive held) ú
Copy (camera-ready, typeset)
Color of ink(s)
Size (dimensions of paper)

Any special needs (photographs, special inserts, pocket in inside cover, special art work) Time frame (how soon after delivery to printer will the copies be needed)

5.6. Adjustments

The project committee/individual editor should contact the Publications Committee about any possible adjustments in funding as soon as the page count can be predicted.

5.7. International Standard Book Number/International Standard Serial Number

The editor of the publication is responsible for obtaining an ISBN or ISSN and seeing to its correct placement in the publication. The U.S. Agency for International Standard Book Numbering at R.R. Bowker sells ISBNs in lots of ten to small publishers.

ISSNs are available free of charge through the National Serials Data Program at the Library of Congress. The chair of the Publications Committee can advise and/or supply the appropriate application forms. Obtaining an ISBN/ISSN will assure that each publication will appear in Bowker’s Books in Print or Ulrich’s International Periodicals Directory.

5.8. Review

Before printing is undertaken, the chair of the Publications Committee must see a completed draft of the work with projected title page and table of contents. Particular attention will be paid to the appearance of “Virginia Library Association” and its logo. (See Section 2.7.1.)

5.10. Distribution

Normally the Executive Director will distribute publications whose audience extends beyond the Association’s membership. The project committee/individual editor will be responsible for:

Providing a description, price, availability date, and source for purchase to Virginia Libraries and VLA Newsletter for publicity purposes.
Delivering the final copies for distribution to the Executive Director

5.11. Copyright (See Section 2.1.)

5.12. External funding

A VLA unit wishing to publish a directory or survey should investigate the possibility of obtaining grants to defray publication costs. The Library of Virginia is one possible source for grant money; the private sector may also be a source for funds for publications on certain topics. The possibility of publishing a work in cooperation with another institution or organization, such as the Library of Virginia or another state library association, should also be considered.

6. VLA Occasional Papers

VLA Occasional Papers are monographs, published as warranted, on matters of substance to Virginia librarians. Typically, they will communicate results of research or experience in library practice or will take the form of annotated bibliographies on significant library topics. The publication of an Occasional Paper is expected to cover the cost of its production. The Committee will assist contributors with suggestions for grants to fund research that will lead to publication in the Occasional Papers series.

6.1. Budget

The Committee will submit to Council a budget request to cover the expense of publishing and distributing an Occasional Paper. The figure will be based on the same data used to determine the expense of publishing a directory (see Sections 5.3 & 5.4). Figures and specifications will be determined by the Committee. Advertising in an Occasional Paper must be approved by the Advertising Manager.

6.2. Scope and audience

Any topic on libraries or librarianship will be considered. Research papers should demonstrate knowledge of the literature on the subject. Descriptive papers should be accurately and appropriately documented, with specific treatment presented in such a way that it can be easily interpreted and applied. Papers should be at least thirty pages long; the Committee will, however, consider shorter papers on a case-by-case basis. Papers should be conceived and written with Virginia library interests foremost in mind.

6.3. Topic proposal

Proposals for papers should be submitted to the chair of the Publications Committee. Proposals should include a statement of the intended audience; the thesis, methods, and conclusions of research; the objectives or purpose, methods, and results of descriptive projects; and, if at all possible, an estimate of printing costs, which will depend on length of the document and number of copies printed.

At its next meeting, or as soon as practicable, the Committee will review the proposal for suitability for inclusion in the series. The Committee will then notify the contributor of its acceptance, acceptance with modification, or rejection. A contributor whose proposal is accepted should begin writing immediately, consulting with the Publications Committee as necessary. The Committee will work with the author to help establish a timetable for completion of the manuscript, and will assist in estimating printing costs.

If a proposal is accepted with modifications, the Committee will negotiate changes in the proposal with the contributor or discuss alternatives. A rejected proposal may also be negotiated with the Committee. The Committee also encourages authors of completed manuscripts to submit their work for review.

6.4. Manuscript preparation and completion

The Publications Committee serves as an editorial board for all Occasional Papers. Writers are expected to follow the Chicago Manual of Style, latest edition. The final manuscript should be prepared in camera-ready form. It must be word processed, double-spaced, and printed in letter quality. The final manuscript should be submitted electronically in both a word-processed version and an ASCII version. Electronic submission will be via 3.5 diskette, an attachment to an e-mail, or whatever is the most up-to-date means. All manuscripts will be acknowledged. Rejected manuscripts will be returned. The editor of the Occasional Paper is responsible for obtaining an ISBN (See Section 5.7.)

6.5. Copyright (See Section 2.1)

7. VLA Newsletter

The VLA Newsletter is the official newsletter of the Virginia Library Association. Issued to members 10 times a year (monthly, except January and July), the volume runs concurrently with the calendar year. Institutions may receive the newsletter by subscription.

7.1. Purpose

The purpose of the VLA Newsletter is to enhance librarianship in the Commonwealth of Virginia through the timely dissemination of information concerning meetings and issues relevant to the VLA membership.

7.2. Editor

Editors are appointed by the Association President and serve at the pleasure of the Executive Committee. The Publications Committee reviews applications/nominations for editorial positions and offers recommendations to the President.

The editor serves as an ex-officio member of the Publications Committee, and as a non voting member of Council. The editor selects the printer, with the approval of the Executive Committee, and selects a staff. The editor’s responsibilities include preparing the newsletter budget and selecting contents for inclusion in each issue.

The editor receives an annual stipend determined by the Executive Committee. The Executive Committee and the Publications Committee advises and assists the editor in:

establishing editorial policy for the Newsletter;
suggesting material for publication; and
suggesting modifications/improvements to the Newsletter

7.3. Contents and submissions

The VLA Newsletter contains official statements and actions of the Association, other news of the Association and its units, and news of the library community in Virginia and the Southeast. The Newsletter also publishes certain items of Association business according to a schedule or pattern directed by the VLA Manual including information and announcements about Association elections and announcements on future conference sites. The editor reserves the right to edit all material submitted except official statements initiated and approved by the Association and its units. Signed articles do not necessarily reflect approval of the Association. Ultimate responsibility for the contents of the Newsletterrests with the editor.

7.4. Business Manager and subscriptions

The Executive Director of VLA serves as Business Manager of the VLA Newsletter and handles all bills and subscription claims. The Executive Director also distributes non-currentNewsletter issues to University Microfilms International and to the Second Vice-President for the VLA archives.

7.5. Deadline

The deadline for submission of material is the 15th of the month preceding the month of issue.

7.6. Inserts & Advertising (See Section 4 – Inserts & Advertising)

7.7. Copyright

The VLA Newsletter will not be copyrighted.

7.8. ISSN (See Section 3.9)

The ISSN for the VLA Newsletter is 0896-0720.

8. Virginia Libraries

Virginia Libraries, the official journal of the Virginia Library Association, is issued to members four times per year (quarterly), with the volume running concurrently with the calendar year. Institutions may receive it by subscription.

8.1. Purpose

Virginia Libraries‘ purpose is to develop, promote, and improve library and information services and the library profession in order to advance literacy and learning and to ensure access to information in the Commonwealth of Virginia.

8.2. Editor

Editors are appointed by the Association President and serve at the pleasure of the Executive Committee. The Publications Committee reviews applications/nominations for editorial positions for Virginia Libraries and offers recommendations to the President.

The editor serves as an ex-officio member of the Publications Committee and as a non voting member of Council. The editor, with the assistance of the Executive Director and with the approval of the Executive Committee, selects the printer. The editor may select a staff.

The editor selects the Editorial Board and the Advertising Manager. Unless otherwise selected by the editor the VLA Executive Director will serve as Advertising Manager. The editor is responsible for preparing the journal’s budget on an annual basis and receives an annual stipend determined by the Executive Committee. The editor is responsible for determining a regular quarterly schedule with published deadlines, and for publicizing the schedule in Virginia Libraries.

8.3. Editorial Board

The Editorial Board consists of three to five members, selected by the editor, who represent diverse elements within VLA. Board members serve one year terms. The Board, together with the Publications Committee, advises and assists the editor in:

establishing editorial policy for the journal;
reviewing and choosing material for publication;
organizing and selecting content of the journal;
suggesting modifications and improvements to the journal; and
recruiting articles.

8.4. Contents and submissions

The journal contains articles on issues, concerns, and current topics of interest to the library community in Virginia. At the discretion of the editor, the journal accepts and publishes letters to the editor.

The editor reserves the right to edit all material submitted except official statements initiated and approved by the Association or its units. Ultimate responsibility for editorial content for the journal rests with the editor. The editor, Board, and publisher are not responsible for the opinions and facts presented by authors. Articles submitted for publication should follow the requirements listed in the most recent issue of Virginia Libraries.

8.5. Business Manager and subscriptions

The Executive Director of VLA serves as Business Manager of the journal and handles all bills and subscription claims. The Executive Director also distributes non-current issues to University Microfilms International and to the Second Vice-President for the VLA archives.

8.6. Advertising Manager

The Advertising Manager, selected by the editor, solicits potential advertisers and assists them with the process of submitting advertisements to Virginia Libraries. Unless otherwise selected by the editor the Executive Director will serve as Advertising Manager.

The Ad Manager publicizes the journal to vendors, publishers, and other organizations in the library field. Time-limited advertisements may be referred to other sources, such as theVLA Newsletter. Mailing costs and other publicity endeavors will be reimbursed from VLA.

The Ad Manager is an ex-officio member of the Editorial Board and is welcome at all Board meetings. This position is appointed on an annual basis.

8.7. Advertising specifications & general information

Printing process: Offset
Trim size: 81/2″ x 11″ Bleeds are not acceptable.

Acceptable materials include: negatives right reading emulsion side down, repro proofs, camera-ready art, and Scotch prints.

General advertising information:

The Advertising Manager negotiates all advertising contracts.
Journal advertising does not necessarily reflect Association endorsement.
Virginia Libraries rates are non-commissionable.
Advertisers and agencies assume liability for all content, including text, representations, and illustrations of advertisements printed, and also assume responsibility for any claims arising there from made against the publisher.
All copy is subject to the approval of the publisher.
Publisher reserves the right to reject or to cancel any advertising at any time.
Publisher will provide advance notification of any rate change.
Cancellations or changes in orders may not be made by the advertiser or its agency after closing date.

8.8. Copyright (See Section 2.1)

VLA retains copyright to articles appearing in Virginia Libraries.

8.9. ISSN (See Section 3.9)

The ISSN for Virginia Libraries is 1086-9751.

9. VLA Home Page

The VLA Home Page, the official home page of the Virginia Library Association, is updated continually. Individuals and institutions may access the home page twenty-four hours a day at http://www.vla.org.

9.1. Purpose

The purpose of the VLA Home Page is to enhance librarianship in the Commonwealth of Virginia through the timely dissemination of digital information concerning VLA, including the Association’s history, organizational information, manual, membership, publications, jobs, conference, and awards.

9.2. Webmaster

The VLA Webmaster is appointed by the Association President and serves at the pleasure of the Executive Committee. The Executive Committee and the VLA Publications Committee review applications/nominations for the Webmaster position and offer recommendations to the President.

The Webmaster serves as an ex-officio member of the Publications Committee and as a non- voting member of Council.

The Webmaster administers and oversees all home page issues including design, postings, password/security, formatting, content, software, and hardware upgrades.

The Webmaster may be responsible for preparing the home page budget on an annual basis. The Webmaster receives an annual stipend determined by the Executive Committee.

The Executive Committee and Publications Committee advise and assist the Webmaster in:

establishing editorial policy for the home page;
suggesting material for inclusion on the home page;
suggesting modifications/improvements to the home page.

9.3. Contents and submissions

The home page contains the official statements and actions of the Association and its units and news of the library community in Virginia. The Webmaster maintains guidelines for the use of units preparing Web pages and reserves the right to reformat submissions. Ultimate responsibility for the home page rests with the Webmaster. Units desiring to maintain their own web content may make arrangements with the VLA Webmaster.

9.4. VLA Jobline

The VLA Executive Director and Webmaster work together to ensure that Jobline is available via the VLA web pages. Job advertisements are submitted to the Executive Director. They should normally be no longer than one page in length. They can be submitted via email, fax, or postal mail. The strong preference is for submission via email. The cost for placing an ad via Jobline is $50. The job listing will, at this writing, remain up for up to 3 months or until the application deadline is passed.

The Executive Director forwards job ads to the Webmaster for inclusion on Jobline. The Webmaster is responsible for formatting the job advertisements as appropriate for Jobline.

Announcing a job opening via the VLA listserv is acceptable as long as a Jobline advertisement is also placed. The Publications Committee will, occasionally, send a reminder to the VLA listserv of the existence of Jobline and encourage job seekers and employers to make use of this service.

Copyright 1996-2001 Virginia Library Association. All rights reserved. Webmaster: Steven P. Helm shelm@radford.edu Last Modified: December 20, 2000