Revised August 2013
AIC News is published six times per year. It provides the AIC membership with up-to-date news on national and international conservation issues, legislative affairs, new materials and research, AIC/FAIC organizational matters, specialty group activities, conferences, publications, and employment opportunities.
Roles and Responsibilities
The Executive Director/Managing Editor initially proposes a new AIC News editor to the AIC Board of Directors for their approval. The Executive Director prepares a letter of agreement with the editor that is signed by both parties. The agreement is reviewed prior to renewal each year.
The editor has the final authority for the content of AIC News.
The editor aggressively pursues the submission of timely and informative news items on conservation issues and events of interest to the membership.
The editor reviews a draft of each issue of AIC News and applies his/her technical knowledge to critique the content, appraising its value to the readership, detecting its weaknesses, and making revisions where necessary. The editor may suggest reworking or rearrangement of material to improve clarity and readability. The editor may solicit more information where needed and delete information that is irrelevant or insignificant. The editor will focus on the substance and conflicting statements. When necessary, the editor will consult directly with contributors to AIC News to discuss suggested revisions to their submissions and will, in some cases, guide and shape the direction of feature stories. When appropriate, feature stories will be sent to subject experts for review.
The editor’s responsibilities for each section of AIC News are described in the Content section. The editor’s primary content responsibilities are for the cover story, special features, materials, obituaries, and Letters to the Editor. Decisions regarding the content of the cover stories, special features, and letters to the editor, are made in consultation with the executive director/managing editor as described in the Content section. In addition, the editor will use his/her expertise in the field of conservation to make the final determination as to the appropriateness for inclusion of courses, publications, announcements, worth noting, and new columns. The routine information in many of these sections will require only minimal content editing. Content editing is not required for such routine informational material as the president’s and executive director/managing editor’s columns, FAIC News, JAIC News, and advertisements (except as deemed appropriate by the editor or executive director/managing editor).
When reviewing the draft of AIC News, the editor should also note any grammatical, stylistic, or typographical errors, although this will be the ultimate responsibility of the production editor and executive director/managing editor.
The editor reviews the final page proofs of AIC News as part of the review process, including reviews by the executive director/managing editor and the production editor, and makes changes where appropriate. Major changes will be made only after consultation with the executive director/managing editor. When there is a difference of opinion, every effort should be make to reach a compromise.
The editor informs Specialty Group, Committee, and Task Force officers of guidelines for submissions and upcoming deadlines.
Executive Director/Managing Editor
The Executive Director is the managing editor of AIC News and, as such, works with the editor to plan and determine the scope and content of AIC News.
The executive director/managing editor submits or solicits submissions for the From the President and From the Executive Director columns and articles for both AIC and FAIC news. S/he reviews the entire content of each issue of AIC News in consultation with the editor. The executive director/managing editor also proofreads each issue in conjunction with the Production Editor. S/he ensures a link to the annual report is published in AIC News.
S/he supervises the work of the Production Editor and is responsible for developing, in conjunction with the Production Editor, the AIC News budget and approving all production and distribution costs.
The Communications Manager is the Production Editor, and is responsible for the compilation, design, production, copyediting, and distribution of AIC News. In all matters relating to design and the technical aspects of production, the AIC staff has the ultimate responsibility and authority.
S/he sends reminders to all specialty group chairs two weeks prior to the deadline for their Specialty Group Column submissions.
Membership & Meetings Director
The Membership & Meetings Director is responsible for the compilation and proofreading of paid line advertisements, including positions, internships & fellowships, classifieds, and Supplier’s Corner. S/he also solicits appropriate display advertising for placement in the newsletter. In addition, the marketing director determines content suitability for submissions, as outlined by the AIC News guidelines, and edits, as necessary, for compliance. S/he is responsible for calculating advertising costs, invoicing and collections for delinquent accounts, and keeps annual and individual issue revenue reports.
Other staff members may submit or solicit submissions regarding the annual meeting, professional development, and other internal AIC topics.
Contributors to AIC News are ultimately responsible for the accuracy of the information they provide. Contributors are responsible for meeting deadlines and confirming the timely receipt of their submissions by the AIC office. Contributors must acknowledge that the editor and executive director have the final word on content and tone.
Submissions must be received by the AIC office on or before the deadlines specified.
Copy for all articles must be supplied electronically via e-mail as attached documents. Photographs will be considered, with the minimum size as noted in the Photograph section. As a general rule, we will not publish logos or other promotional images. For tables, please contact the Production Editor for appropriate formatting instructions.
All submissions are edited for style and consistency. The Production Editor does initial copyediting during the compilation stage. The Chicago Manual of Style is the house style. JAIC style guidelines are used for most frequently addressed style questions. However, the use of endnotes and references is not encouraged in the newsletter. The editors prefer the use of reading lists instead.
The production editor and editor compile the submissions, prepare the draft manuscripts of AIC News, and provide copies to executive director/managing editor and staff for review. Original documents are sent to the editor upon request.
The editor and executive director/managing editor return the compiled draft to the production editor within one week of receipt. The production editor makes their changes and additions, as necessary, and puts the manuscripts into page proof format. The editor, executive director/managing editor, and select staff members review the final layout in PDF format.
The editor is consulted during the production process whenever questions related to content arise.
Photographs and Illustrations
Photographs are accepted. Digital photographs must be 200 dpi or higher to be appropriate. Digital line art should be submitted at 800 dpi. Contributors must contact the production editor about specific requirements for photographic submissions.
The editor, managing editor, and production editor proofread the entire issue of AIC News. The production editor copyedits the documents in-house.
The deadlines for short articles and Specialty Group columns are:
- February 1 for the March issue
- April 1 for the May issue
- June 1 for the July issue
- August 1 for the September issue
- October 1 for the November issue
- December 1 for the January issue
Deadlines for longer columns (including the Lead Article, New Materials and Research, lengthy reports from committees and task forces, letters to the editor, Conference Reports, and In Memoriam) are two weeks earlier.
The deadlines for these column submissions are:
- January 15 for the March issue
- March 15 for the May issue
- May 15 for the July issue
- July 15 for the September issue
- September 15 for the November issue
- November 15 for the January issue
Note: Unless otherwise specified, submissions should be sent electronically to the Production Editor at the AIC office.
See the Advertising section at the end of this document.
The production editor sends reminders to all specialty group chairs two weeks prior to the deadline.
Because of the extremely tight production schedule, late items will not be published until the next issue.
- The production editor and editor prepare a calendar for each issue that is mutually agreed upon with input from the executive director and the AIC office.
Stages of production are:
- The production editor prepares articles for review, providing initial copyediting and formatting.
- The editor reviews for content and contacts authors if there are any changes that affect meaning.
- The production editor compiles a document of all the articles for internal review by appropriate AIC staff and the editor.
- Upon return of the document, the production editor facilitates layout and distribution internally by PDF for review.
- Once finalized, the production editor populates the online version and uploads the final PDF, then prepares the email alert to all members.
AIC News is an electronic publication. Paper copies can be printed out using the PDF, which retains the same format as the previous print publication. Request for paper copies will be considered but are not encouraged.
Lead articles provide up-to-date information on a spectrum of issues of importance to AIC members and the field of conservation. They include current issues; themes or concerns for conservators of a particular specialty group or of an interdisciplinary nature; significant presentations from the annual meetings that do not have other venues for publication; recent developments and research in the field; reports on regional, national, and international meetings; changes in directions of funding agencies; legislative matters; and current events of interest to conservators. This column can include photographs and other graphics to support the content.
The editor and the executive director/managing editor plan and schedule lead articles. The editor and executive director/managing editor plan a cycle of lead articles that are sponsored by the AIC specialty and network groups for four of the six issues per year. The editor will contact the chair of the assigned group at least two months prior to the article deadline in order to identify a topic and author. The production editor sends out reminders for newsletter issues in the next cycle of eight (two year schedule). The editor reserves the right to change the lead articles if a more topical story develops. In this case, the scheduled lead article will be held for a later issue.
Lead articles should be completed and submitted electronically to the editor and should be formatted according to JAIC style. Deadlines for submissions are generally two weeks before the short article deadlines to allow for editing.
The cover article should be no more than 2,000 words. It should be a minimum of 600 words. This column can include photographs and other graphics to support the content. The use of end notes and foot notes is not encouraged, although reading lists can be included as supplemental information.
02-From the President or From the Executive Director
This column, which alternates between a message from the board president and from the executive director, provides a platform from which the AIC president and executive director can highlight various items that are important to the membership. The content of this column is more specific than the more general AIC News column in that it is unique to their involvement in various issues. This column can include photographs and other graphics to support the content.
The president and executive director submits the column to the editor and production editor. The editor reads this column when reviewing the draft, but content editing is not required. If the editor should have suggestions for changes, s/he must consult with the author. The column should not exceed 500 words.
03-Letters to the Editor
To provide a forum for discussion and expressions of opinion on topics of current interest to the field and to AIC members. The editor should encourage members to submit letters for publication.
The editor, in consultation with the executive director/managing editor, determines whether a letter is appropriate for submission.
In some cases, it might be necessary to solicit a response to be printed in the same issue with the letter. The response should be written by an appropriate person—the editor, a board member, a party referred to in the letter, or an expert on the topic. The response should serve to provide another viewpoint or to clarify or answer items addressed in the letter. Unsolicited letters submitted in response to letters appearing in the column may also be printed in future issues. Unsigned and potentially libelous letters will not be printed. The editor reserves the right to edit and shorten letters for clarity and brevity. “Name withheld by request” may be used at the discretion of the editor. The editor will answer all letters regardless of when, or whether, they are published.
04-AIC News Column
To report recent developments in the field and inform the membership of Board decisions and policies, organizational matters and AIC activities, and membership issues in general.
Standing Committee Reports
Reports from the four standing committees (Membership, Ethics and Standards, Appeals, and Nominating) are solicited by the committee liaison. It is the responsibility of the committee liaison to alert the executive director/managing editor of plans for special feature articles. Special committee or task force reports should be treated as special features and should be submitted after consultation with the executive director/managing editor. These reports are reviewed by the committee liaison, the editor, and the executive editor/managing editor for content during the draft stage, and the editor and executive director/managing editor in the final form.
Special Committee and Task Force Reports
The executive director/managing editor should solicit these reports. Special committee reports are reviewed by the executive director/managing editor and editor for content during the draft and final stages. For articles from other committees, task forces, and networks, see Column 10 below.
05-Annual Meeting News
Purpose and Content
This column provides the membership with updated news about the annual meeting. It announces themes, deadlines for papers, need for volunteers, etc.
The meetings director, meeting & marketing director, AIC board vice president, and/or general session chair plans and submits these columns to the production editor.
The FAIC News column provides information on the activities of the foundation; serves to solicit donations; acknowledges donors to the annual giving campaign and other funds; provides information on applying for endowment funds; and acknowledges recipients and application reviewers, including of Kress grants and other large grant programs.
The information in the FAIC column is compiled by the FAIC staff. When appropriate, the FAIC Board member in charge of reviewing applications for endowment funds is consulted regarding content issues. Because of its routine informational nature, it generally does not necessitate content editing. Occasional longer articles are considered and reviewed by the executive director/managing editor, editor, and FAIC board.
This column provides an opportunity for the editor-in-chief of the Journal of the American Institute for Conservation to highlight various topics that are specific to Journal-related issues, such as deadlines, Editorial Board changes, solicitation of articles on particular topics, etc.
The editor-in-chief submits the column to the production editor. The editor reads this column when reviewing the draft, but content editing is not required. The column should not exceed 500 words.
Purpose and Content
This column provides the membership with information about new developments in the field as reported in conferences or seminars. Reports can include information pertaining to specific lectures, seminars, or discussions and typically include the title and author for significant presentations.
Conference reports are now posted to the AIC blog unless AIC staff specifically requests they appear in the AIC News. The submission should include the full title, location, and dates for the event as well as any pertinent references for garnering further information. The editor reviews the column and makes a final determination on content in consultation with the authors.
Although there is no word limit, conference reports should generally fall within 500 words. The editor reserves the right to shorten submissions as necessary.
09-Allied Organization News
Purpose and Content
This column provides an opportunity for organizations that are affiliated with, but that are not actually part of, AIC (e.g., IMLS, Heritage Preservation, etc.) to publicize various events, activities, and other information that might be of interest to AIC members.
Contacts from affiliate organizations submit press releases or electronic information via e-mail to the AIC office and to the editor, who together compile this information. The editor, communications director, and executive director/managing editor can also cull news items from other trustworthy sources for this column. The editor works with the executive director/managing editor in determining the ultimate content of the column. Entries should not be longer than 500 words.
**Possible change: Ask the Allied Organizations liaisons to get news submissions for the AIC News. [Note from Eryl: We don't really have formal liaisons to allied organizations.]
10-Committee, Task Force, and Network Articles
This column provides topical information to the membership through periodic articles in AIC News. These include:
- Health & Safety
- Future topics as they arise
The committee, task force, or network submits content-based articles directly to the editor. These articles are reviewed by committee members, outside consultants, and the executive director/managing editor, on an as need basis, as determined by the editor. September’s lead article will always be from either the Health & Safety or Sustainability committee. Brevity is appreciated.
11-New Materials and Research
Purpose and Content
The column includes information on new products and items written by conservators on the use of new materials. The inclusion of specific information relating to suppliers is at the discretion of the editor and the executive director/managing editor. This column might also include summaries of current research projects, inquiries about specific conservation problems, or comparisons of various materials or procedures. This column should not be used as medium through which to endorse specific products. Individuals wishing to promote materials should see the Advertising section. This column is supported by the services of a volunteer section editor, appointed by the editor.
The editor and section editor, in coordination with the column contributor(s), solicits submissions from members. The editor reviews the column and makes the final determination on content.
Articles should not exceed 1,000 words but longer submissions are sometimes considered. This column can include photographs and other graphics to support the content. The use of end notes and foot notes is not encouraged, although reading lists can be included as supplemental information.
Purpose and Content
The publications column includes information on new books, periodicals, and other publications of interest to conservators. Publications are announced only after they are actually available. Publications are announced only once. (If a publisher requests a second announcement, advertising is suggested. See the Advertising section.) New publications including, but not limited to, books and exhibition catalogs may occasionally be reviewed.
The format of each listing should enumerate the title, author/editor/publisher, short description, and availability information.
The book review editor of the JAIC or a volunteer column editor submits the content for this column to the Production Editor. Individual summaries are then chosen by the editor for inclusion in any specific issue of the newsletter. The editor reserves the right to shorten this column or hold parts of the content for future issues.
Professional news of AIC members, and of other eminent persons in positions that are of importance to the conservation field (e.g., a new IMLS director). Items are generally notices of job changes that are submitted by members or derived from press releases. The column does not include marriage or birth announcements, or other personal news. Items are printed only once; requests to have an item repeated will be denied.
People items are submitted to the production editor. The editor reviews the column in draft and final stages. Because of the routine nature of the announcements, little content editing is required unless the editor feels an item needs to be shortened substantially. Note that items are listed alphabetically, using names of AIC members or institutional members.
This column provides a remembrance of an AIC member and acknowledges his/her contributions to the field.
Upon the news of the death of a member, the editor solicits an obituary from an appropriate colleague. The editor and the production editor should coordinate to ensure that no more than one obituary is written for an individual. If an unsolicited obituary is received and cannot be used because another piece has been written, the editor should contact the contributor to explain. The editor reviews the content of obituaries during the draft stage. Authors should ensure sources are appropriately cited, i.e. the Conservation DistList, newspaper obituary, etc.
The length is determined on a case-by-case basis, but is generally limited to 800 words.
Purpose and Content
This column provides general updates of conservation-related activities in the United States and abroad in summary form. Some examples of the types of items that might be included are: announcements of new training programs; news of special projects funded; announcements of special conservation-related programs (e.g., specific, conservation-oriented exhibits); and current events in the field.
The production editor and the editor compile the content, which is derived from other newsletters, press/news releases, and announcements that are submitted to the AIC office. The production editor sends original copies of all relevant materials to the editor. The editor and the executive director/managing editor determine the ultimate content of the column.
16-Grants and Fellowships
Purpose and Content
This column provides information for the membership about upcoming deadlines for national grants, funded opportunities, and awards. Descriptions of funding opportunities that are culled from other sources (announcements from other newsletters, Internet, etc.) can also be published in this part of the newsletter. The related webpage is updated once per year.
The AIC staff compiles the information for this column, with input from the editor and executive director/managing editor. All grant and fellowship announcements should also be forwarded upon receipt to email@example.com.
17-ANAGPIC – Conservation Training Programs
**Content from Lisa; 800 word limit, can announce interns, in Sept. is the new student list and no column
18-Specialty Group and Network Columns
These columns provide members with information about the activities of the specialty group and information about new developments, materials, and publications within their specialty. To save space in the newsletter, chairs are asked to refer the reader to the registration brochure or the AIC website for specific annual meeting information, such as the titles of papers to be presented.
The production editor sends a reminder to the specialty group chairs two weeks prior to the deadline (see Roles and Responsibilities of the production editor). The specialty group chairs will submit their columns via e-mail attachment to the production editor by the deadlines specified. The editor and the executive director/managing editor review the columns for content. The editor reserves the right to edit the columns for style and to redirect information about new developments, materials, and publications within the specialty to other columns.
Not to exceed 600 words.
If the length of a specialty group column exceeds the length limitation, the editor reserves the right to shorten the column.
19-Conservation Membership Organization Regional News
Purpose and Content
This column is meant to facilitate communications among the various conservation membership organizations. Newsworthy items can include information about successful events or projects, upcoming workshops or lectures of note, or organizational news that might benefit the entire membership.
This column is filled with unsolicited submissions from specific organizations. The information is compiled by the production editor, and is reviewed by the editor for content. The articles should not exceed 500 words but can include submissions from several organizations.
20-FAIC Professional Development Courses
Purpose and Content
The FAIC educational programming coordinator lists all courses sponsored or co-sponsored by FAIC, and for which AIC members may receive discounts or preferred registration.
21-Courses, Conferences, and Seminars
Purpose and Content
This column includes information on upcoming conferences, workshops, and courses of interest to conservators.
Because of the volume of entries that are submitted for this column, only the date, place, title, and contact information will be listed. An institution that requires a longer, more detailed course announcement may advertise.
Courses, conferences, or seminars will be posted online as the announcements are received, and will be collected in each bimonthly issue.
Courses and workshops offered by institutions that regularly produce such offerings are listed separately in a section titled “Course Offerings.” For each listed institution, course titles are listed, followed by the date and place. Requests for submissions are sent by the editor and administrative assistant.
The production editor and editor compile this column as submissions are received. The editor reviews the column for content and makes the final determination as to whether each course should be included.
22-Positions, Internships, and Fellowships
This column provides news of current opportunities in conservation for jobs, internships, and fellowships.
The membership & marketing director accepts ads from equal opportunity employers, which are now posted on the AIC website, in AIC News, or both. Rates and deadlines are listed in the newsletter and on the website.
Purpose and Content
Special inserts are occasionally published in the newsletter. These documents are meant to be removed from the newsletter and can be considered separate documents. These documents are reviewed for general content and language by the editor, but may be subject to a different review process. These documents should not exceed eight pages.
00-Point of View
Purpose and Content
This column offers the membership an opportunity to express opinions regarding conservation issues of great concern or debate. These essays can explore a particular aspect of an issue, express an individual point of view, or offer a counterpoint to the lead article.
The editor and executive director/managing editor solicit articles for this column as topics emerge. The editor works with the author to ensure that the essay is succinct, relevant, and well presented. Submissions should be completed and electronically submitted to the editor and to the productions editor.
There is no word length limit for this column, but the editor must work with the author to ensure that the essay is presented with brevity and clarity.
Positions available, internships & fellowships (defined as paid and unpaid educational term positions), and classifieds that are considered line ads (text only) are charged by the word; per-word rates are available for members and non-members of AIC. Note that there are now a separate set of procedures, deadlines, and costs for listing these line advertisements online through the AIC website. The membership & marketing director manages these types of advertisements.
Advertisements are accepted only from equal opportunity employers for positions available and internships & fellowships; if any language that might be considered discriminatory is included, the marketing director will notify the advertiser that the ad will be printed only if the discriminatory language is deleted. The advertiser has the opportunity to approve any editions the marketing director makes prior to placement in the newsletter.
Supplier’s Corner online-only text advertisements are accepted from conservation and related suppliers. The advertisements can include up to 100 words and a flat rate is charged.
Display advertisements are accepted from conservation and related suppliers. Institutions may also place position available or course announcements in the form of display advertisements. The rates for display advertisements are calculated by the size of the ad.
Line advertisements, supplier’s corner and display advertisements are recruited and compiled by the marketing manager. Paid advertisements do not go to the editor for review.
- February 10 for the March issue
- April 10 for the May issue
- June 10 for the July issue
- August 10 for the September issue
- October 10 for the November issue
- December 10 for the January issue
Billing follows publication. Payment is due 30 days from invoice date. Ads are not accepted from accounts with outstanding balances beyond 60 days. Prepayment is required for accounts with a history of late payment.
AIC reserves the right to reject, omit, or cancel advertising which it feels is not in the best interest of the AIC membership.
The advertising rates are reviewed annually by the AIC Board in conjunction with AIC staff.