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Things You'll Need to Know:

Publishing Sea Grant-Sponsored Work

Oregon Sea Grant January 2007 (rev.) ORESU-I-07-001

 

Contents

Congress has mandated that all researchers who receive federal funds from NOAA's Office of Sea Grant must publish research results and distribute them to as wide an audience as possible. In addition, these results must be reported to the federal government, which maintains a library of all Sea Grant-funded publications at the University of Rhode Island. As the Office of Sea Grant says, if a work isn't listed with the library, "it isn't a Sea Grant publication." That is, neither the investigator nor the Sea Grant program that supported the project gets credit for the publication, and, thus, the investigator's research appears less productive than it is.

It is one of the functions of Oregon Sea Grant Communications to help your project be as productive as possible. To support your work, we pay a portion of the page charges for articles published in a refereed journal, and we buy reprints of articles you publish in journals and trade magazines. When appropriate, we publish your research ourselves.

In the following pages, we discuss how you can meet the publication requirements of the Office of Sea Grant as easily and efficiently as possible. If you have any questions not answered here, please call the editor, Rick Cooper, at (541) 737-0793.

Reporting Research Results

Sea Grant Communications must send to the National Sea Grant Library a copy of everything you publish as a result of your Sea Grant-funded research. First, of course, you have to let us know that the publication exists.

We require 13 copies of every journal article you have published on Sea Grant- funded research. In the case of other publications, the number varies.

Our office keeps 3 copies of each publication for its files. The rest go to libraries, databases, the National Sea Grant Office, and the Sea Grant Library.

Because we order your journal reprints for you, we can acquire the necessary copies ourselves. Occasionally, though, you will be the only one with access to a publication, and it will be your responsibility to see that our office receives copies.

Journal Articles

We will pay a portion of the page charges for articles appearing in professional journals. And we will buy up to 100 reprints of an article, 13 of which we keep for mandatory mailing and our files. The rest of the copies are yours. If you want more copies, please tell us, and provide us with another account number to cover any reprints over the allotted 100. Please do not order reprints on your own. Rather, follow the procedure outlined in this section under "How to Order Reprints."

How to Qualify for Assistance

An article in a journal or trade magazine qualifies for payment from the publication fund if it is the result wholly or in part of research supported by Sea Grant, and it acknowledges Sea Grant funding.

How to Acknowledge Sea Grant

If your paper was funded solely by Sea Grant, we ask you to use the following acknowledgment:

This report was prepared by Oregon Sea Grant under award number ________ (project number ________) from the National Oceanic and Atmospheric Administration’s National Sea Grant College Program, U.S. Department of Commerce, and by appropriations made by the Oregon State legislature. The statements, findings, conclusions, and recommendations are those of the authors and do not necessarily reflect the views of these funders.

If some other agency or group has also supported the research, the following wording should be used:

This report was partially prepared by Oregon Sea Grant under award number ________ (project number ________) from the National Oceanic and Atmospheric Administration’s National Sea Grant College Program, U.S. Department of Commerce, and by appropriations made by the Oregon State legislature. The statements, findings, conclusions, and recommendations are those of the authors and do not necessarily reflect the views of these funders.

Following is a list of grant numbers since 1985. Use the grant number for the most recent year in which your Sea Grant research was supported.

Your project number, on the other hand, is the number assigned to your project in the original institutional proposal (for example, R/BT-30). If you don't know your project number, please call us.

How to Order Reprints and Pay Page Charges

After you receive a reprint order form from the journal publisher, follow this procedure:

  1. Make a photocopy of the title page and the acknowledgments page.
  2. Bring or send the two copies, the original order form (leave it blank), the price list, and a note letting us know the number of pages in your paper to our office, 322 Kerr Administration Building. Ask for either the publications coordinator (Cindy Newberry, 737-2716) or the editor (Rick Cooper, 737-0793).
  3. Let us know how many reprints you would like.
  4. If you have been billed for page charges, include a copy of that form as well. Sea Grant will pay at least a portion of the page charges.

(We'll provide you with up to 100 copies of the paper; the 100 copies will include any free reprints offered by the publisher. Because Sea Grant Communications needs 13 copies of the publication, we will take our copies from the 100 we order for you. However, if the publisher offers free reprints, we will take our 13 copies from the free reprints. If you want more copies, give us an account number of your own and we'll order them.)

After we receive the reprint order form from you, we will process the form through OSU's purchasing office and send it directly to the journal publisher. We try to process requests immediately.

The reprints are shipped directly to Sea Grant Communications. From this shipment, we send you the number of copies you requested.

Technical Reports

Sea Grant prefers that research results be published in professional journals. Sometimes publication in such journals is not possible or is inappropriate. Consequently, under certain conditions, Sea Grant will publish the results of research as a technical report and will distribute the publication.

Requirements for a Technical Report

We will consider publishing your research as a technical report if

How to Submit a Technical Report

If you think your material is appropriate for a technical report, contact the editor. If the project is of interest to Sea Grant, the editor will ask you to submit the communications support request form. If you don't have access to the Internet, call us and we'll send you the form. After your request has been approved, and if you have not begun writing, we'll discuss the probable length and format of the report, its intended audience, and the number of copies needed. If you've written the first draft of the manuscript, we'll discuss what changes may be required to make the material conform to the technical report series.

After we receive a workable draft of the material, we'll send out the manuscript for review.

When the reviews come back, we'll decide what revisions you need to make before publication. Then we'll edit the manuscript for readability and consistency and send it to you for approval. When you return the manuscript to us, we'll prepare it for publication and oversee printing and distribution.

Electronic Publications

We are placing more and more of our publications on the Web, even some publications for which there is a charge in hard copy. Certainly, we publish on the Web institutional reports, some priced publications that have been in print for a long time, and short publications that are usually distributed free of charge. Additionally, we will consider placing on the Web Sea Grant-sponsored newsletters of general public interest.

Timing of electronic publication will depend in part on available staff time to convert and upload the publication.

Some works might be candidates for Web-only publication. They are

Follow this link for information about what editorial standards apply to electronic works, how you should prepare your electronic manuscript, and how electronic works will be kept current.

If you have questions about our Web guidelines or if you have special needs regarding on-line publications, please contact our Webmaster, Pat Kight, at pat.kight@ oregonstate.edu.

Theses

We cannot use the publication fund to pay for preparing or publishing theses. However, you are required to send an abstract of each graduate thesis supported under your project to our office. We in turn will let interested persons know of the work that has been done.

Proceedings

Occasionally, Sea Grant Communications will provide financial and editorial assistance for the production of conference proceedings. If you would like such assistance, contact us as far in advance of the conference as is possible.

Assistance with Illustrations and Editing

Sea Grant Communications will pay for illustrations (photographs, line drawings, charts, graphs, maps, and so on) if they are intended to be part of a manuscript you are submitting to a journal or trade magazine or to us as a technical report. Submit bills for artwork to our office. If the costs for any one paper are expected to be more than $150, you will need prior approval from the editor.

Distribution

We maintain a mailing list of people who have expressed interest in Sea Grant publications and to whom we send an abstract of every work (including journal reprints) resulting from Oregon Sea Grant-funded research. However, we also rely on the author's knowledge of a publication's user groups and welcome help with marketing.

In addition, copies of Oregon Sea Grant publications are sent to various libraries, databases, and periodicals, among them the National Sea Grant Library and the National Technical Information Service.

What Sea Grant Won't Pay For

The publication fund can't cover all expenses. Some publishing projects are simply too expensive; others aren't appropriate. Costs we won't pay include those for

This is not a complete list. If you have further questions, contact the editor.

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Note: This is an accessible version of a document originally produced for the Web in .pdf format. While it contains all significant content of the original print document, it may omit layout and graphic elements which contribute to the look and feel of the original, and make the .pdf version more suitable for printing.

Contact us: sea.grant.web@oregonstate.edu
Last updated: Jan. 2, 2007