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Virginia Sea Grant
As a Virginia Sea Grant researcher, advisory specialist,
educator or communicator, you are responsible for reporting the results
of your Sea Grant projects and activities to as wide an audience as
possible. In addition to meeting Congressionally mandated reporting
requirements, your results may be appropriate for publication in research
journals, trade publications, magazines and newsletters, and in the
media. We hope that you will find these publications policy guidelines
helpful as you share the results of your work. Your responsibilities as an author: Mandatory Distribution is required by the National Office of Sea Grant. Virginia Sea Grant must send your publications to the National Sea Grant Library, NOAA Central Library, and National Office of Sea Grant. Virginia Sea Grant also sends all publications to the National Sea Grant News Center and retains file copies of each VASG publication. Upon receipt of reprints or copies, the principal author(s) must forward 10 hard copies of the reprint or publication to the VA Sea Grant Communications Coordinator for mandatory distribution to the above offices. If a PDF version is available to the public, the URL must also be submitted. In addition to sending copies of your publication or product, an abstract for each Sea Grant -supported product* is required for mandatory distribution. If a publication does not contain an abstract, it is the author’s responsibility to provide one. Principal investigators are required to submit abstracts of graduate student theses from Sea Grant supported work. Please send all copies as well as abstracts to the communications coordinator for subsequent distribution. (*Exempt are annual reports, newsletters, publication lists, program directories, documents that already include the abstract, and journal reprints) Proper acknowledgment of Sea Grant is required in all publications funded in part or wholly by Sea Grant funds. See guidelines below. We strongly suggest that you include both Virginia Sea Grant and NOAA logos on the cover or credits page of your publication. These may be downloaded below. Please send us copies of all news releases issued in connection with your Virginia Sea Grant work, and keep us informed of new items stemming from your Sea Grant activities. If you see any newspaper, newsletter or magazine article that cites your work or mentions Sea Grant, we would appreciate a clipping or photocopy of it for our websites and our files.
Publications database Virginia Sea Grant maintains a publications database that lists all available Virginia Sea Grant publications, audiovisuals, reprints, and periodicals, along with ordering information. Please notify the communications coordinator of any changes of availability or contact information for all of your Sea Grant publications!
The principal investigator(s) is primarily responsible for overseeing the reporting of results from Sea Grant projects. Researchers are encouraged to seek publication of project results in peer-reviewed professional journals in their field. For the duration of your project you will be contacted as needed by Virginia Sea Grant regarding mandatory project progress reports and the project completion report. So that we can help you report your work to various audiences, please inform the Virginia Sea Grant Assistant Director or your VA Sea Grant communications liaison of any major developments, publications or media reporting resulting from your project so that we can convey this information as appropriate. Copyrights for articles published in professional journals generally belong to the journal that first publishes them. Unless you negotiate an agreement beforehand, reprinting or publishing these articles elsewhere requires the written permission of the original publisher and sometimes the payment of a fee as well. However, the U.S. Government reserves the right to reproduce and distribute for government purposes any article or publication resulting from Sea Grant-supported work, notwithstanding any copyright notation that may appear thereon.
For ALL researchers and outreach specialists As a researcher, advisory specialist, educator or communicator you are also encouraged to seek publication in related media, such as trade journals, magazines and newspapers. After your submission has been published, it must be forwarded to the VA Sea Grant office for mandatory distribution, as follows: Print publications: The principal author(s) must forward 10 copies of the article or publication to the VA Sea Grant Communications Coordinator for mandatory distribution to the National Sea Grant Library, National Office of Sea Grant, and NOAA Central Library. Va Sea Grant also sends copies to the National Sea Grant News Center. Please submit a PDF file or a URL if it is available to the public. Electronic Publications: All Sea Grant programs are required by the National Office of Sea Grant to send an abstract (including its URL) of any document or web site that is only available electronically. Please send abstracts to the communications coordinator. If documents are moved to another location, the author is responsible for informing the communications coordinator of such website changes. These electronic documents are made available to the public on the National Sea Grant Library website.
The following acknowledgment of Sea Grant support must accompany all reports on work carried out wholly or in part with funding from Virginia Sea Grant:
Please contact the VA Sea Grant Assistant Director to obtain the appropriate grant number. If an article or product does not include the complete acknowledgment of Sea Grant support, please attach a note with the number(s) of the Sea Grant project(s) on which the article was based. With the exception of peer-reviewed journal articles, the communications coordinator should be notified when a product is nearing completion. You will need to provide the title, author(s), and an estimated date when the publication will be available for distribution. The communications coordinator will assign a Virginia Sea Grant (VSG) number to your publication. This VSG number should appear on the cover or title page. Logo use: When at all possible, please include logos for both Virginia Sea Grant and NOAA. Contact your communications liaison if you need logos in print or web format, or download logos here. Click on link to download image.
Budgeting for publications - Who pays for what The Virginia Sea Grant College Program will pay for: 100 reprints (or up to $300, whichever is less) of journal articles. These costs should be anticipated and included in your proposal budget. Funds for distribution of publications (postage, etc.) should also be included in your budget. Any exceptions must be considered by VA Sea Grant Interim Director William DuPaul on a case-by-case basis. Please be prepared to furnish the following information when requesting approval: publication title, authors, full journal citation, number of copies ordered, estimated cost and whether or not Sea Grant support is properly acknowledged.
Virginia Sea Grant publications General interest publications are produced by the Virginia Sea Grant communicators with input from investigators, educators and advisory personnel. Researchers are encouraged to seek non-technical avenues of publication in addition to journal articles and other technical products. Contact a VA Sea Grant communicator if you have ideas for inclusion in any of the following publications or want advice on exploring additional venues: Virginia Marine Resource Bulletin: This publication is produced three times each year and features timely general interest articles on marine problems and concerns affecting the state and region. It is written primarily for the general public (circulation approximately 9,000, of which more than 6,000 go to Virginia audiences). Contact the VASG communicator at the Virginia Institute of Marine Science. CFAST News: The CFAST News newsletter is published three times a year as a service to the fish and shellfish industries as well as research and regulatory agencies involved in fisheries, aquaculture, and public health (circulation roughly 7,000). Major funding for CFAST comes from Virginia Tech, the Virginia Cooperative Extension, and the VA Sea Grant College Program. Contact the VASG communicator at Virginia Tech. Tideline: Tideline is the internal newsletter of VA Sea Grant, containing information on projects and activities funded through the consortium as well as other programmatic news. It is distributed primarily to researchers and administrators within Virginia and other Sea Grant personnel (circulation approximately 700). Contact the VASG communications coordinator at the University of Virginia.
Virginia Sea Grant publishing contacts Cynthia Suchman, Assistant
Director and Acting Communications Coordinator vacant, Communications
Coordinator (please contact the Assistant Director) Erin Seiling, Communicator,
Marine Advisory Services Angela Correa, Communicator,
Marine Advisory Services
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 Updated January 17, 2007 by Virginia Sea Grant Webmaster |
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