Procedures+Draft

July 2008 Draft

Pennsylvania School Librarians Association Learning & Media Procedures

Bylaws of the Pennsylvania School Librarians Association Article VI: Committees, Section 4. Standing Committees m. The Learning and Media Committee shall: 1) publish Learning and Media on a quarterly basis. 2) work with the appointed Board member liaison in accepting and approving manuscripts for publication and establishing publications guidelines. 3) provide information for the improvement and development of PSLA members. 4) provide School Library Media Specialists with current information. 5) advance a high standard of librarianship and library media programs in the public, private, and parochial schools of Pennsylvania. 6) provide opportunities for members of PSLA to share their expertise with fellow members. 7) seek guest authors from outside Pennsylvania. 8) maintain high standards for accepting manuscripts for publication.

I. Learning and Media Committee/Staff Members

A. Editor The incoming president of the Association shall appoint the editor of Learning and Media. This appointment is subject to the approval by the board. The term of appointment shall be for two years. The position of editor shall be declared vacant at the end of an administration. Any member of the Association may apply for the position to the incoming PSLA president by June 1st prior to new PSLA year. The incoming PSLA president selects the editor from a pool of applicants subject to board approval. The editor may select an associate editor and/or circulation manager or other staff as needed to carry out the responsibilities. 1. Duties: 1. Organize and chair editorial board meetings and distribute minutes. 2. Solicit manuscripts and photos from members and nonmembers. Release forms for photographs and articles are available on the PSLA website. Authors are encouraged to submit them with their materials. 3. Make final selections for the content of each issue 4. Print two paper copies of each manuscript. a. One copy for printer b. One copy for file in case questions arise with printer 5. Place each manuscript and a computer disk copy in a 9x12 manila envelope. Envelope is marked with title, author and numbered placement in journal and whether manuscript is a “ Featured Article” or “Staying Current.” 6. When manuscript is delivered to the printer it must be accompanied by a PSLA work order form (see attached). This form also includes the number of copies to be printed. The membership chair gives a approximate number of current members. Approximately another 50 copies are created for Association use. A work order number is assigned by the printer. This number must be sent to the PSLA membership chair and/or the database manager to generate the mailing labels. The membership chair then emails the current membership list to the printer and the mailing labels are created. The work order number must also be sent to the PSLA treasurer to pay the bill. 7. After the printer prepares the draft copy, the editor is responsible for making editorial changes. All corrections are marked in red ink on the draft and a list of changes is prepared. 8. The draft is delivered to the printer and a second draft copy is provided. After the second edit the printer prepares the blue line copy (the final draft). Changes at this point should be minimal because they incur greater expense. The blue line copy is returned to the printer and the issue goes to press. Typically this editing process takes 6-8 weeks from the original submission to the printer. 9. Provide one complimentary copy of Learning & Media to each contributor upon request. 10. Provide through the mailing list copies to: a. The Pennsylvania State Library b. H. W. Wilson for indexing in Library Literature c. The school libraries liaison from the PA Department of Education d. The chair of the archives committee (2 copies) 11. Retains at least five copies of each issue in a permanent file. After approximately one year, the excess copies should be recycled.

B. Printer The current printer is: Brookshire Printing Incorporated 200 Hazel Street Lancaster, PA 17603 Phone: 717-392-1321, 800-649-8410 FAX: 717-392-2078 Website: www.brookshireprinting.com Our 2008 contact person is Elva Weaver. Brookshire currently prints journal, applies mailing labels and sends out the journal to members through the U.S. mail. The PSLA president receives 15 copies and the editor receives the remainder of the run. The .pdf files for the Table of Contents and the President’s Message from each issue should be sent to the PSLA webmaster for inclusion on the website.

C. Editorial Board The members of the Editorial Board are appointed by the PSLA President for a two-year term. If an editorial board member is inactive for a period of one year, the editor may recommend to the President that he be dropped from the board.

1. Duties: 1. Consult with the editor on the future topics of the issues 2. Solicit manuscripts in cooperation with the editor 3. Assume responsibilities for editing, writing and reporting as assigned by the editor 4. Report significant school library events and activities from their region of the state to the editor 5. Recommend to the editor significant articles and/or ideas from related professional publications to be included in Learning and Media

II. Learning and Media Publication Guidelines

Learning & Media, the professional journal of the Pennsylvania School Librarians Association (PSLA), publishes theoretical and practical articles that are of interest and value to library media specialists, library educators, students in library information science programs, and others concerned with the development of library media programs and information services from pre-school through high school. Articles may discuss issues, trends, application of principles to the school library program and news of interest to the school library community. Authors are encouraged to draw on their own experiences and research as well as their interpretation and research of professional literature.

The magazine is published quarterly and circulated to all PSLA members. Manuscripts are submitted year round. Please submit articles as a Word document attached to an email to the editor at nflncfl@ptd.net Pictures may be sent in as high a resolution as possible in .jpg files attached to a separate email. If you are planning to submit a lengthy article, please contact the editor in advance.

Articles must conform to the Modern Language Association (MLA) Style, sixth edition. The editor and the editorial board reserve the right to edit and revise accepted articles for clarity, accuracy and length. Terminology used should be consistent with PSLA policy and practice, and with the philosophy of Information Power: Building Partnerships for Learning.

Authors do not receive financial remuneration from PSLA for published manuscripts. Publication in Learning and Media does not imply official policy endorsement by PSLA of the opinions expressed by individual contributors. All materials in Learning and Media subject to copyright by PSLA may be photocopied for the non-commercial purpose of educational advancement. Articles published in Learning and Media are reproducible without permission for library, classroom and workshop use. Reprinting in any other medium for sale by a commercial or nonprofit entity or positing on the Internet requires written permission from the editor.

Learning and Media is indexed and available in full-text in Library Literature and Information Science Index available from H. W. Wilson Co.

Contact the editor concerning the availability of back issues.

III. Publication Schedule: Issue Deadline Approximate Distribution Winter 11/15 February Spring 2/15 May Summer 5/15 August Fall 9/1 November

IV. Journal Contents: Each issue contains: Editor’s Note and Editorial Staff Publication Guidelines Table of Contents and PSLA Board with contact information President’s Message Featured Articles Staying Current (includes but is not limited to: AASL Report, Regional Bravos, Calendar, Profile, Board Actions and Future Themes)

The Winter issue contains a Meet the Candidates article.

The Summer issue contains an article on the Annual Conference (includes but is not limited to: Award winners, Speakers, Summary of workshops, Pictures from the conference). This becomes a historical record of the conference for the association.

The Fall issue contains the newly installed board members’ contact information. The return address on the back cover will change with each new secretary. When a new PSLA president is installed, the Fall issue will contain their inaugural message.

V. Special Notes: The ISSN for Learning and Media is 0735-1291.

The volume number of the Journal changes with the Winter issue. Winter 2008 starts Volume 36.

The Winter issue is designdated as number 1; Spring is number 2; Summer is number 3; and Fall is number 4.

The PIN number is the year followed by “-6126” followed by the number of the issue. For example Volume 35, Number 3 is PIN 2007-6126-3 (Summer 2007). The 6126 code is PSLA’s publication number for Learning and Media.

The PSLA budget year runs from July 1 through June 30. This means that the Summer issue bills begin a new fiscal year.

Forms Attached: 1. Work order