Publications Committee

Function
The Publications Committee is responsible for the wide range of publications, including Collection Forum (the journal of SPNHC), the SPNHC Connection Newsletter, SPNHC Leaflets, and general information books, which benefit and assist the natural history collections community. The committee evaluates the future direction of these publications in order to best serve the community. The primary purpose of SPNHC publications is to relay collections care and research directions to SPNHC members. Access to our publications is a significant member benefit. Papers published in Collection Forum are intended to reflect the spirit of the organization: SPNHC is a multidisciplinary organization composed of individuals who are interested in development and preservation of natural history collections. Natural history collections include specimens and their supporting data, databases, media, and other documentation, including audio-visual materials, labels, library materials, field data, and similar archives. Preservation refers to any direct or indirect activity providing continued and improved care of these collections, collections data, and supporting media and documents. The Society actively encourages the participation of individuals involved with all aspects of natural history collections.

Leadership and Composition
The Publications Committee is chaired by the Managing Editor (ME), who is also Editor and Managing Editor of the journal Collection Forum and who helps direct and assist in the activities of the journal’s Associate Editors, the Newsletter Editor, the Book Review Editor, the Leaflets Editor, and the Special Publication Editor(s) (when present). The Managing Editor is assisted with managing the Publications Committee budget by the Production Assistant Editor, who acts as a liaison between the Managing Editor and the SPNHC treasurer. The SPNHC Connection Newsletter is managed by the Newsletter Editor, the Assistant Editor, and an Advertising Assistant, who acts as liaison between the Newsletter and the Treasurer. Publications are archived by the Archives Committee Chairperson.

Duties and Products
Annual production of Collection Forum (CoFo) journal, bi-annual production of SPNHC Connection (the SPNHC newsletter), and SPNHC Leaflets and book and web-based publications as they occur.

  1. As the editor of Collection Forum, the ME is responsible for soliciting manuscripts to CoFo, assigning manuscripts to Associate Editors, overseeing the review process, and formating all manuscripts and figures for submission to Allen Press in collaboration with the Associate Editors. The ME works closely with the production staff at Allen Press to copy-edit, proof, and publish online and print versions of the journal. The ME secures copyright permissions from authors and arranges for the payment of page charges, if applicable, to the Treasurer. The ME coordinates with the SPNHC Web and Social Media Chairperson and Membership Committee Chairperson and Membership Liaison to facilitate public and member online access to SPNHC publications through the www.spnhc.org and www.collectionforum.org web portals and to ensure delivery of print editions of CoFo to members.
  2. The Collection Forum Associate Editors (AE) assist the ME with the manuscript review process. Each AE takes on a manuscript submission in their area of expertise, identifies two appropriate reviewers, acts as a third reviewer, provides reviewer instructions and anonymized copies of the manuscript and figures, collates the reviews, and provides a  recommendation to the ME regarding publication. The AE also checks the manuscript, references, figures, and tables for proper formatting prior to publication and acts as a proof reviewer of the final manuscript along with the ME and the author. The AE is credited on the first page of the published article.
  3. The Newsletter Editor (NE) is responsible for solicitation and compilation of committee reports, advertisements, articles and images, copy-editing, production, and publishing of the newsletter. The NE works with the Newsletter Assistant Editor (NAE) who assists the newsletter editor in editing and helps with final approval before sending the file out to the publisher. The NE also works with the Newsletter Advertising assistant (NA). The NA brings in advertising revenue, handles the Newsletter financial accounts, and reports to the Treasurer. The NA obtains ads from advertisers and makes them available to the NE for publication. In addition, the NE works with the Book Review Editor to incorporate book reviews in the newsletter, and collaborates with the Leaflets Editor, ME, and Webmaster to publish Leaflets through the newsletter and SPNHC website. The NE coordinates with the Managing Editor to determine whether submissions should be reassigned between CoFo and the newsletter. Finally, the NE works with the production staff at Allen Press to electronically publish SPNHC Connection.
  4. The Book Review Editor (BRE) obtains recently published books, requests reviews, edits reviews, and submits them to the NE for publication in the newsletter. The BRE coordinates with the NE and the ME to determine the suitability of books for review, which may include books specifically related to collection management as well as general public interest.
  5. The Leaflets Editor (LE) is responsible for soliciting manuscripts to SPNHC Leaflets, overseeing the review process, and formating all manuscripts and figures. The LE works with the ME and the NE to copy-edit, proof, and publish the Leaflet series electronically. The LE coordinates with the ME to determine whether submissions should be reassigned between CoFo and the Leaflets series.
  6. The role of Special Publication Editor (SPE) for book projects is dictated by the scope and scale of the project and by the number of collaborators involved. Once the ME has obtained council approval and allocated budget funds for a book project, one or more SPEs may be assigned. The SPE acts as the project coordinator who creates and enforces the production schedule and budget and serves as the liaison for content editor or editorial board, collaborating societies and stakeholders, authors, and those involved with production. The SPE obtains quotes for copy-editing, layout, printing, and shipping of books and manages these aspects of publication. The SPE assigns and registers the ISBN, obtains Library of Congress CIP data and registers copyright with the Library of Congress. The SPE arranges for shipment of complimentary copies, solicits and ships review copies, and promotes recent titles. However, in addition to or in the absence of SPE(s), the ME may perform any or all of these functions. After books are published, the ME works with the Treasurer to manage the inventory of publications. The ME holds the electronic publication files and arranges for re-printing and distribution of out-of-stock books. Book inventory is maintained with University Products and the American Institute for Conservation, who will direct proceeds from these accounts to the Treasurer in coordination with the ME.
  7. The Production Assistant Editor (PAE) assists with Publication Committee finances by tracking annual expenses and income, assisting with budget planning and management, and acting as a liason between the Publications Committee and the Treasurer.
  8. The Archives Chairperson coordinates with the ME, the NE, and the LE to archive SPNHC publications.
  9. The Membership Liaison assists the ME by coordinating with the Membership Committee Chairperson and Allen Press to resolve member journal access issues.
  10. The ME works with the Treasurer, the Production Assistant Editor, the SPNHC Connection Editor, the Leaflets Editor, and Special Publication Editors to draft and manage the Publications Committee budget and to write the Publications Committee report for the biannual newsletter and the annual report for the Annual Business Meeting.

Publications Schedule and Submission Deadlines

  1. Collection Forum is currently published as a single volume (combined issues 1-2) at the end of the calendar year or as soon as possible the following year. However, if necessary, such as when a special issue is produced, two issues can be published separately in the same year. Articles are first published online at https://collectionforum.org as they are submitted and accepted, followed by a printed volume at the end of the year. Although CoFo submissions may be received at any time, authors are encouraged to submit manuscripts by or before August 15 (at the latest) to allow time for review, revision, typeset and proofing to ensure inclusion in the online and print publication of that year’s volume. The ME must have all articles ready for type-set submitted to Allen Press no later than September 20 to be included in that calendar year volume for online and print publication. Online issues are available to members only at the Collection Forum website for the first 6 months following publication, after which they are available for public download. SPNHC members must log in separately to https://collectionforum.org to receive journal access. Downloads of older volumes and links to recent issues are also available at www.spnhc.org.
  2. The SPNHC Connection Newsletter is published bi-annually in spring and fall. Access is through the www.spnhc.org website under the Publications tab. The newsletter is available to the public at www.spnhc.org except for the issues from the most recent year which are solely available to members and require login access.
  3. SPNHC Leaflets are published via the www.spnhc.org website and newsletter as submissions become available.

Calendar Items
Bi-annually, in February and July, the ME solicits updates from the committee members and provides an informal written report for the SPNHC Newsletter.

Annually in February-March, the ME submits a current and projected budget to the Treasurer.

Annually in April, the ME solicits updates from the committee and provides a formal written report, including budget predictions and requests, for the SPNHC Council Meeting, which occurs at the Annual Meeting.

In July, the ME solicits updates from the committee members and provides an informal written report for the SPNHC Newsletter.

Annually by August 31, submit any corrections or text revisions to the Secretary for the Leadership Manual.

Annually in September, the ME coordinates transfer of important records and items of committee business to the Archives Committee.

Reviewed by Linda S. Ford and Laura Abraczinskas, November 2019
Additional edits contributed by Mariel Campbell, November 2019
Reviewed by Linda S. Ford and Laura Abraczinskas, August 2019
Revised and edited by Mariel Campbell with comments incorporated from committee members, August 2019
Minor style edits added by Laura Abraczinskas, May 2019
Revised by Christine Johnson, June 2017
Reviewed by Jean-Marc Gagnon, March 2014
Revised by Susan Butts, February 2014