Publication Policies and Procedures

Handbook of Operating Procedures 3-1130

Publication Policies and Procedures

The University of Texas at Austin

Executive Sponsor: Executive Vice President and Provost

 


 

Publications Owned by The University of Texas at Austin

 

The publication policies and procedures set forth under this title apply to all research and professional publications and to informational or developmental publications published by any unit of the University other than the University Press, Official Publications, and Texas Student Publications. It does not apply to flyers, leaflets, or brochures containing only a few pages. The purpose of these policies and procedures is (1) to establish administrative, editorial, and budgetary responsibility for the publication; (2) to provide facilities for improving the design and production of such publications; and (3) to insure that all University publications are on record in a central office.

 

  1. Journals:

In the case of a new journal or periodical that any division of the University proposes to establish, the proposed publication must be approved as in the interests of the University by the administrative head of the publishing unit, the Vice President and Dean of Graduate Studies, and the President. When appropriate, approval by the college dean, department chairman, and the Faculty Committee on Publications may also be obtained. Established journals are subject to annual review by the Vice President and Dean of Graduate Studies and the President; when appropriate, they may seek the advice of the college dean, the department chairman concerned, and the Faculty Committee on Publications.

 

The administrative head of the publishing unit, working through the editor and the faculty and staff involved in the publication of a journal, is charged with determining basic editorial policy, reviewing and approving budgets, developing subscription lists, obtaining the most advantageous postal rates, and is, in general, the individual responsible for the production, in an efficient and economical manner, of a journal of high quality.

 

Funds derived from subscriptions and sales of journals published by The University will be included in the total budget request for each year on the basis of the level of subscriptions and sales that prevailed during the preceding year. Where a revolving publications fund is used, proceeds from subscriptions and other sales will be deposited in the Revolving Fund.

 

As a general policy, no payment will be made to contributors to journals published by The University. Subscription monies may not be separately deposited and used to pay for contributions. Exceptions to the above rule may be made only with the approval of the President, who may, when appropriate, seek the advice of the Dean of Graduate Studies, the Faculty Committee on Publications, and the dean of the college or head of the department concerned.

 

In the case of each periodical publication, the administrative head of the publishing agency shall fill out annually a publication record form in triplicate and send it to the Office of the Coordinator for University Publications before the first number of each volume appears. Subsequent numbers in the same volume do not require the filing of publication record forms. The same procedure must be followed each year with the beginning of a new volume.

 

  1. Occasional Publications:

Occasional or irregularly issued publications must likewise be approved as in the interests of The University of Texas at Austin by the administrative head of the publishing agency and the President; when appropriate, the President may seek the advice of the Dean of Graduate Studies, the Faculty Committee on Publications, and the dean of the college or head of the department concerned. When appropriate, blanket approval may be sought for an entire publication series. As in the case of journals, the administrative head of the department concerned is charged with responsibility for the content and the budgetary requirements of occasional publications. Funds derived from the sale of such publications must be reflected in the budget requests of the publishing agencies. When a revolving publication fund is used, proceeds from the sale of occasional publications will be deposited in the revolving fund. No payment for contributions to occasional publications will be permitted except with the approval of the President.

 

Before the manuscript of a proposed publication is delivered to a printer, the administrative head of the publishing agency will fill out a publication record form, in triplicate, sign all three copies, and send them to the Coordinator of University Publications. The proposed publication will be assigned a file number, which will be noted on all three copies of the publication record form. The original will be kept on file by the Coordinator of University Publications; the other two copies will be returned to the publishing agency, which will retain the duplicate copy in its files. The triplicate copy must accompany the manuscript of the proposed publication when it is taken to the printer; the University Printing Division may not accept the manuscript for printing by any method unless the triplicate copy of the publication record form, bearing a file number, is attached to or otherwise accompanies the manuscript.

 

The procedure is the same for publications that are to be manufactured by a printer other than the University Printing Division. The triplicate copy of the publication record form, bearing a file number, must be attached to the requisition before the Purchasing Office can issue a purchase order.

 

  1. General:

Where it is in the interests of The University to secure a copyright either for a periodical or for an occasional publication, the copyright must be held in the name of The University of Texas at Austin, the Board of Regents, or a properly constituted budget entity of The University.

 

Publication record forms are of two kinds: those for periodical publications and those for occasional or irregularly issued publications. A supply of the publication record forms will be maintained in the Printing Division, where they will be available on request.

 

As soon as finished copies of a publication are available, the publishing agency will (1) send one copy to the Office of the Coordinator of University Publications (together with information concerning the price of individual copies of the publication and where they may be obtained) and (2) send two copies to the Texas Collection, S.R.H. 2.109.

 

Any University department, bureau, institute, or other division that receives orders for or inquiries about publications not its own may send the order or inquiry to the office of the Coordinator of University Publications, which, using the information collected from the publication record forms, will forward the order or inquiry to the proper University office.

 

The Coordinator of University Publications serves as a source of advice and assistance on such matters as design, format, type, paper, illustrations, binding, and all other details pertaining to the planning and manufacture of publications and printed material; these services are available without charge to divisions of The University of Texas at Austin that request them. Help will be available for any publication at any time, but it is preferable that the Coordinator be consulted in the early stages of the planning of a publication, especially since he will handle each project that comes to his desk in the order in which it is received.

 

Journals Published by Associations and other Extra-University Groups and Edited by Faculty Members of the University.

 

All editorial and financial responsibilities of The University of Texas at Austin to journals shall be clearly established in writing and must be agreed to by the administrative head of the unit sponsoring the publication, the Vice President and Dean of Graduate Studies, and the President.

 

The contribution of The University of Texas at Austin shall be acknowledged in each publication.

 

Annual Reporting and Budgeting

 

Each journal or comparable publication financed by The University or receiving financial assistance from The University shall file an annual report with the Graduate Dean and the President before December l5th. Requests for continued support must be accompanied by a summary statement of the preceding year's activities and a full, detailed accounting of all commitments and expenditures of funds.

 

 

Editorial change made February 23, 2016.

Previously HOP 5.01