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A l A b A m A A & m A n d A u b u r n u n i v e r s i t i e s

www.aces.edu

How Extension Communications Works For With You

Extension Communications offers a wide range of products and services:

• Public Relations, Marketing, and Advertising

• Special Events Coverage

• News

• Publishing for Print and Web

• Ordering

• Web Design and Maintenance

• Business Cards

• Name Tags

• Extension Envelopes

• Video Production

• Media Library

• Multimedia Resources

• In-service Training, Workshops, and Advising

• Mail Service and Circulation

• Extension Communications Printing

resources on the extension intranet, https://ssl.acesag.auburn.edu/internal, as well as the departmental Web page, http://www.aces.edu/extcomm, will answer most of your questions about how extension Communications works for—and most importantly, with—you. We often collaborate with other communications professionals, and we always collaborate with extension educators and support staff. Working together, we provide various services to meet your communications needs.

Public Relations, Marketing, and AdvertisingPublic relations and marketing services include public service announcements, promotional videotapes, brochures, poster exhibits, and consulting on projects. Promotional items such as pens, pencils, and folders are available from the Publications distribution office. Go to

the forms page on the intranet, https://ssl.acesag.auburn.edu/internal/forms, to find letterhead, bulk slips, and other forms, and to order business cards.

Special Events Coverage We assist with publicity and media coverage of regional and state events. see the media tips page, https://ssl.acesag.auburn.edu/internal/extcomm/mediatips.tmpl, to learn what you can do yourself and how we can help you.

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News the department covers extension activities at the regional and state levels. We produce news stories and cutlines, opinion editorials, FAQs for use in regional and county educational programs, video and radio news releases, streamed interviews, radio and television public service announcements, and special media packets. regular news services are online and include newsline and specialty packets. news stories are produced and delivered via e-mail and extension Web sites. extension Communications also produces a Weblog known as extension daily. As the name implies, this is a daily compilation of news and opinion featuring comments from extension subject-matter experts.

Publishing for Print and Webthe department also provides editing, design, and print management of publications. We publish a wide array of educational materials in support of extension’s six program areas. Hundreds of new publications, revisions, reprints, and special publications and projects are also produced each year.

extension Communications has placed more than 1,000 publications on the extension Web site http://www.aces.edu/publications. most publications are available in both Html and PdF formats. see extension publication eX-39, “ten steps to Faster, better Publications” for tips on pre-paring publications to submit for print or Web publishing.

Speakers Bureauthe speakers bureau is comprised of educators whose training and expertise reflect extension's diverse pro-gramming. extension Communications can help make arrangements for speakers to address local civic groups. We can also work with local media to publicize the appearance in advance.

Publishing Request FormNew Publication_____ Revision_____ Reprint_____

If revision or reprint: publication number________ former author_______________

Publish how? Web and print_____ Print only_____ Web only_____

Project title________________________________________________________________

What do you need? (for example: brochure, fact sheet, poster)_______________________

_________________________________________________________________________

Date needed (Indicate only if urgently needed by this date)_________________________

AuthorsSubmitting author________________ phone number (___)____-_____ e-mail__________

Other authors______________________________________________________________

Reviewers (3) __________________ ____________________ ____________________

Funding___Pub Ext

___Grant: date grant expires_______ FOP number___________________ amount $_____

___Other fund: Name_________________ FOP number____________________________

ProductionNumber of copies authors need (not including poll)________

If to be printed, should it be polled? Yes___ No___

Destroy old copies? Yes___ No___

SignaturesSubmitting Author _______________________________________ date ____________

PPT Coordinator _______________________________________ date ____________

Assistant Director _______________________________________ date ____________

You must submit:□

□ Hard copy of manuscript___ for reprints: latest print version___ for revisions: marked copy of latest print version

□ Keywords (5 to 10 words) and synopsis (40 to 50 words)

If applicable:

□ Include written permission to use copyrighted text and images.

□ Submit artwork/photography in correct format/s.

□ Request artwork (specific reference materials may be needed).

For publishing tips, see EX-39, “Ten Steps to Faster, Better Publications.”Revised Nov 2007

Submit this form and all required materials to Glenda Freeman 129 Duncan Hall AnnexAuburn University, AL

36849-5617Fax: (334) 844-4919Questions? Contact Glendaat (334) 844-5694 or freemgr@auburn.edu.

Manuscript in MS Word on a CD, a disk, or as an e-mail attachment.

� Alabama Cooperative extension system

Alabama Cooperative Extension SystemUrban Affairs & New Nontraditional Programs-Publications UNP-Form A

Author(s): _________________________________________________________________________

Publication title: ____________________________________________________________________

Intended audience: _________________________________________________________________

New publication:_______ Revision:______ Reprint:______ Publication # ________

Date needed_________ Destroy old copies when new version is ready? Yes____ No ______

Is the publication online? Yes_____ URL:__________________________________ No ______

Is copyrighted material used? Yes_____ (Attach copyright permission letter) No ______

Other suggestions/comments:_________________________________________________________

(First) Author’s signature: ____________________________________________________________

Supervisor’s signature: ______________________________________________________________

For Publications StaffFor Publications StaffFor Publications StaffFor Publications StaffFor Publications Staff

Submission Date: _________________ Polled? Yes_____ No_____

# of Copies needed based on poll ______________________ Poll #_____

EditorEditorEditorEditorEditor Communications SpecialistCommunications SpecialistCommunications SpecialistCommunications SpecialistCommunications Specialist

1st Draft Completion Date _______________ 1st Draft Completion Date _______________

(Preliminary edit of text) (Preliminary design w/ text)

2nd Draft Completion Date _______________ 2nd Draft Completion Date _______________

(Complete w/ layout/text) (Revisions from author/editor)

If numbered publication, submitted to Extension Pubs on: __________________________________________________

3rd Draft Completion Date _______________ 3rd Draft Completion Date _______________

(Final revisions from Ext. Pubs/editor/author) (Final revisions)

Final Draft (for printing) submitted to author on: __________________________________________________

5/01

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OrderingPublications and supplies orders are filled by the department’s distribution and mailroom oper-ations. Again, see the forms page on the intranet.

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A l A b A m A A & m A n d A u b u r n u n i v e r s i t i e s

www.aces.edu

Web and print publications produced

through the Publishing unit of extension

Communications are a vital part of most

extension programs. Authors of official, numbered

extension publications may be specialists, agents,

or others. When agents serve as originating authors,

they often collaborate with a specialist as co-author.

now that the system has reorganized into Priority

Program teams (PPts), authorship approval rests

with the PPt coordinators and assistant directors.

the first author serves as the primary contact for the Publishing unit throughout the publishing process. the primary contact submits the publica-tion, receives proofs from the Publishing unit, and is responsible for communicating with and getting input from co-authors at all stages of the process.

Only the first author is listed in the bar at the top of the Web version, but all authors are listed in the actual publication. the first author bears primary responsibility for the accuracy and currency of the information.

the process for submitting publications is described on the extension intranet under Publishing requests.

The Basics

1Write publications with your audience in mind. think of three types of people in your intended audience: the most knowledge-

able, the least knowledgeable, and the ones in the middle. For whom are you writing this publication? extension publications should be written at the level of understanding of your customers, not your university colleagues. Whoever your audience is, avoid technical jargon and long sentences. Avoid long, theoretical discussions. emphasize the practi-cal. in short, write to express, not to impress.

When submitting publications for minor revi-sions, be sure to mark changes on the latest printedversion of the document. For a Web only publication, print out the PdF version and clearly mark your changes on it. supply tables or large blocks of text in an electronic form. major revisions should be submitted electronically as if they were new publica-tions. Check with the Publishing unit to determine the best way to submit each revision.

2Be sure that all authors, administrative assistants, and others involved in prepar-ing the publication have copies of (and

follow) these guidelines.

3 Realize that tables, photos, original art-work, and other graphic elements take more time than text-only publications.

Plan ahead, and talk with the Publishing unit.We’ll be glad to meet with you to discuss your publication or project.

Submitting Manuscripts and Supplementary Materials

4Arrange review of all Extension publi-cations by three professionals in addi-tion to the authors of the publication.

reviewers should include (a) an extension special-ist in your PPt or a closely related area, (b) an extension agent in your PPt, and (c) another pro-fessional in an appropriate area.

Give reviewers enough time with the manuscript to do it justice. Ask each reviewer to complete a Form t and return it with the reviewed manuscript. make the changes you deem appropriate, and keep the Form ts in your files. turn in only the complete, final version of a manuscript. that is, don’t submit a rough draft expecting to revise it or incorporate reviewers’ changes later.

Ten Steps to Faster, Better Publications

Web Design and Maintenancethe department designs and maintains Communications Web pages and assists with design of other pages by request. use the ACes/AAes/Au-CoAg Web Policies and standards Guide, http://www.aces.edu/ctu/techref/ policies/web, as a reference when you create Web pages.

the Alabama Cooperative extension system offers educational programs, materials, and equal opportunity employment to all people without regard to race, color, national origin, religion, sex, age, veteran status, or disability.

AlAbAmA A&m And Auburn universities, And tusKeGee universitY, COuntY GOverninG bOdies And usdA COOPerAtinG

Publications & supply distribution6 duncan Hall, Auburn university, Al 36849-563�(334) 844-159�

PUBLICATIONS ORDER FORM(Submit in duplicate. Please type or print complete mailing address. )

Please allow 2 weeks to process orders.

Ship To:

Name __________________________________________

Title ____________________________________________

Address ________________________________________

City ____________________________________________

Date ________________________________________

Signature ____________________________________

Title ________________________________________

County ______________________________________

PublicationNumber

Name of Item Quantity UnitIssue

Remarks

EMS-11-B2/00

DO NOT WRITE IN THIS SPACE.FOR STATE OFFICE USE ONLYUSE THIS FORM FOR PUBLICATIONS ONLY. DO NOT INCLUDE SUPPLIES

TotalUnitPrice

QuantityShipped

Business CardsComplete and submit orders for your extension business cards at http://www.aces.edu/pubs/forms/bCardOrder/.

Extension EnvelopesOrder extension envelopes directly from the printer at http://ssl.acesag.auburn.edu/internal/extcomm/ envelopestmpl/.

Video Production We have a full-service digital studio and live broadcast production facility including a professional betacam sP and dvCAm, a digital A-b editing suite and a three-camera video production studio, an off-line edit suite, and hard-wired access to the Auburn university satellite uplink Facility. All field offices have access to all satellite productions and compressed video systems.

Video and Multimedia Request

Send to Mario Lightfoote,

17 Duncan Hall Annex, Auburn University, Auburn, AL 36849 Video: Tape _____ Digitized for the Web _____ Digital Video Disk (DVD) _____ Live streaming and/or archived streaming videoconference ______ PSA ___________________ Satellite videoconference____________ Other ________________________________________ Author(s) (submitting author first): __________________________________________________________ Desired submission date: _______________ Date needed: ______________ Intended audience: _______________________________________________________________________ Grant-supported? Yes___ No___ Dollar amount:____________ Date grant expires:___________________ (This amount should reflect the maximum that can be spent.) Account name and FOP number: ____________________________________________________________

CHECKLIST FOR SUBMITTING VIDEO AND MULTIMEDIA PRODUCTS

____ Script (if assistance is needed, schedule in advance) ____ Pre-existing stock video footage, slides, or electronic presentations ____ Video shoot locations and talent ____ Copyright permission if applicable (submit in writing) ____ Permission forms (Photography Talent Release Form / Videotape Talent Release Form)

Lead author: ____________________________________________________ Date: _____________ PPT coordinator: ________________________________________________ Date: ______________ Assistant Director: _______________________________________________ Date: ______________

(Revised May 2007)

How Extension Communications Works With You 3

Richard HambleyGraphic Design Specialist III

121 Duncan Hall Annex Auburn University, Auburn Alabama 36849(334) 844-1588 Fax (334) 844-4919 e-mail: hamblrl@auburn.edu

Name Tagsextension's Office of Human resources will order a name tag for you. extension Communications will check it for accuracy and then mail it to you.

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Carol Whatley, Director, Extension Communications and Marketing

issued in furtherance of Cooperative extension work in agriculture and home economics, Acts of may 8 and June 30, 1914, and other related acts, in cooperation with the u.s. department of Agriculture. the Alabama Cooperative extension system (Alabama A&m university and Auburn university) offers educational programs, materials, and equal opportunity employment to all people without regard to race, color, national origin, reli-gion, sex, age, veteran status, or disability. Revised Nov 2007, eX-34

© �007 by the Alabama Cooperative extension system. All rights reserved.

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For more information, contact the director of extension Communications and marketing:

Carol Whatleytelephone: (334) 844-5690e-mail: whatlca@auburn.edu

refer to the online Personnel directory, http://www.aces.

edu/directory, for individual contacts.

In-service Training, Workshops, and AdvisingWe offer in-service training for agents, specialists, and support staff, as well as workshops for external clients, in a variety of communications-related subjects, including public speaking, media outreach and relations, business correspondence, writing for mass media, newsletter and exhibit production, and grammar and editing. We advise extension specialists and agents on audio-visual equip-ment purchases and use, educational materials design, and other communications-related issues.

Mail Service and Circulationthe department distributes Au campus-generated mail to campus, county, and field offices. mailing lists, however, are not maintained by extension Communications.

Extension Communications Printing An in-house duplicating shop provides services to extension specialists and administrators. Other units and individuals may use the print services on a fee basis.

Media LibraryYou have access to nearly 1,000 videotapes or dvds housed in Auburn university’s ralph brown draughon library. For instructions on accessing the resources, go to http://www.aces.edu/extcomm/medialib.

Multimedia Resourcesthe department maintains and operates a multimedia lab that is open to specialists and staff. through this lab we support the development of electronic presentations, Web-based instruction, and video and audio files. We also lend audiovisual equipment to specialists and on-campus staff. You have access to a full-service professional digital studio and a live broadcast production facility, including betacam sP and dvCAm cameras and editing equipment. Also available are a 3-camera video production studio, an offline edit suite, and broadcasting access to the Au satellite uplink Facility. All county offices have access to both satellite

distribution and extension's Polycom Compressed video system. Complete dvd authoring and distribu-tion are available.

Welcome to 4-H Aerospace Adventures!

The 4-H Cooperative Curriculum System is proud to provide this compact disk format of its aerospace curriculum. The CD gives the user added utility in providing quality copy of the curriculum to youth participants in 4-H Clubs or school enrichment settings or for use by individuals or other youth groups. We hope you find this resource useful in exploring aviation and space.

Follow these simple instructions for optimum use of this CD. The CD auto-matically installs the navigation program and the portable document files (PDFs) of the six manuals prepared for various grade levels: Pre-Flight (K-2), Lift-Off (3-5), Reaching New Heights (6-8), Pilot in Command (9-12), plus Flight Crew for group activities and the Aerospace Community Organizer’s Guide.

To install 4-H Aerospace Adventures, place the CD in the CD drive of your computer. If “Install Program” does not automatically start, you can click on the “Start” button in Windows and then click on “Run.” Find the CD drive designation and open the Aerospace Adventures CD. Click on “Setup.exe” and follow the instructions on the monitor until setup is complete. A state-ment of guidelines for use will be presented to which you must agree before proceeding. Upon acceptance of the terms of use, the program will continue installation.

Computer requirements include browser capability and Acrobat Reader. Through the browser, the user can move from one title to another to review manuals. With the reader you can see all pages of the six manuals as they would look in printed form. By clicking on the titles listed in the “Table of Contents” of each manual, the user can move from one activity or lesson to another within the manual. Additional instructions are provided on the CD.

Visit the 4-H CCS Web site (http://www.n4hccs.org/) for additional resources.

Copyright © 1997 by Minnesota Extension Service, University of Minnesota on behalf of the 4-H Cooperative Curriculum System.

Walker County4-H

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