These policies apply to publications and other informational items published by Extension, as detailed below. When writing journal articles for other publications, authors should contact those entities for style guidelines and specifications.
Publication policies are designed to enhance the credibility and professionalism of Extension publications, protect the authors’ work and strengthen scholarship credentials. University faculty and staff are responsible for the accuracy and overall integrity of educational materials they produce. These materials are referred to below as “publications.” It is the responsibility of authors to make sure their publications do not contain any instances of plagiarism or copyright infringement. Because many Extension publications are written to bring research-based information to citizens, most should be written to an average reading level of eighth grade.
Collaborative publications among more than one institution/University should be published by only one of the institutions. When Extension authors produce materials in collaboration with other entities, the Extension logo should be prominently placed and accurately reflect the role of Extension in the production of the publication. The lead Extension author, the area director and the communications specialist will discuss and determine the use and placement of the collaborating entities’ logos, as well as author names and titles.
All Extension publications must be drafted in accordance with The Associated Press (AP) Stylebook and the University’s Writer’s Style Guide, as well as follow the University and College branding guidelines. policies.
Helpful design templates are available in the University's NevadaBox. NetID required!
All Extension publications must display the following elements:
Please review the University branding guidelines on typography for additional recommendations.
Publications fall under two main categories:
Fact Sheet or Special Publication?
To determine whether a document is a Fact Sheet or Special Publication, authors should consult with their area director and the communications specialist. Here are some examples:
Although they are not peer reviewed, the content and presentation of editorially reviewed materials should be of high quality and consistent with University and Extension standards.
All publications will be numbered and catalogued by the communications specialist. Standards for the format of all publications, compatible with federal and University policies, will be developed by the College’s communications team and approved by Extension administration.
The author is responsible for determining the need for a publication and justifying the need for the publication with their area director. The author conducts a literature search and completes and submits the Peer Review Form and Worksheet, which includes suggested reviewers, to the area director, with the draft publication. (Include a copy of publication for each reviewer if not being transmitted electronically.)
Peer review allows other experts within the field to review the author’s publication and verify information. Publications that have undergone peer review are often of higher quality and are more respected, and add to a reliable body of knowledge.
When publications are translated into a language other than English, an additional reviewer shall be a competent translator of that language who can attest that the translation is appropriate for the reading level and culture of the intended audience. After this review and approval, the publication would receive a separate number.
Following peer review, the area director has the responsibility for final approval of the content of the publication.
After the peer-review process has been completed, the author fills out the Publication Approval Form, consulting with the area director as needed. The author must include several key words needed for the publication to be found when searching online. The author and area director will decide, in consultation, how often the publication should be updated, revised or recertified by the author. The area director reviews and signs the form.
The area director forwards the completed publication draft and the Publication Approval Form electronically to the communications specialist. (Note: Area directors, at their discretion, may designate someone from their faculty/staff to assist with parts of this process.) The publication draft must be complete, with any charts, visuals or graphics that are to be part of the publication. If the publication is too large for email transmittal, it can be copied and mailed, copied to a thumb drive or CD for mailing, or put on a shared drive. Any requested approval of exceptions to format and style guidelines must be noted by the area director.
Prior to printing, it is up to the author, in consultation with the area director, to make sure all rules regarding cost recovery, etc. are followed, as to whether a price is printed on a publication and whether the publication is sold within the system or to outside audiences. If the publication is paid for by an outside entity, a printed statement will indicate that funding has been provided by that agency.
The communications specialist will review the publication draft, no matter the publication classification (Fact Sheet, Curriculum, Audio-Visual, etc.), checking for inclusion of all the required elements and adherence to Extension guidelines, and will edit for format, spelling, punctuation, grammar, style, clarity, consistency and professionalism. The communications specialist then assigns a number for the publication and returns the publication draft that includes the communication specialist’s written edits and notes to the authors, copying the area director and the Extension director. The author then makes final corrections.
The first author of the publication is responsible for making sure all final edits are made, making sure the publication is accessible for posting online, and then forwarding the electronic file for the document, both in the original file format (Word, InDesign, etc.) and as an accessible PDF (via email, thumb-drive, a shared drive or other methods) to the area director and to the communications specialist.
The first author is responsible for posting the accessible publication online on the statewide Extension website by logging into our College’s Web Asset Management System. Publications can be added as webpages or as accessible PDFs. Questions on loading the publication should be directed to the College’s web & social media communications specialist.
Remember, any publication that will be printed at a cost of more than $50 must be identified as such when submitted for a publication number. The author must follow the print release process, and get approval prior to printing.
The first author is responsible for forwarding four hard copies of the publication to the communications specialist. The initiating area assumes the responsibility for funding, producing and forwarding these copies. The College’s communications team then distributes the four hard copies as follows: two to the USDA National Agriculture Library, one to University Archives and one to Extension master publication storage. The communications team also forwards the accessible PDF to the Nevada State Library and Archives, and stores the file in Extension’s digital master publication storage.
When publications are finalized and numbered, the area director will establish a review cycle, in consultation with the author. This cycle will be no greater than five years but may be more frequent.
When a publication has become outdated and needs to be revised (either during or prior to periodic review), it is the responsibility of the area director to decide if the peer-review process is again required.
Generally, if the revisions involve minor changes (such as updating statistics), additional peer review would not be needed. The publication retains the original publication number and author, with the date of the update placed in parentheses below the number of the publication.
Another peer-review process is required if the revisions involve substantive content changes, particularly to reflect new information or research. The area director will determine if another peer-review process is needed, in consultation with the author. A new number will be given to the publication after the Communications Review is complete. For the Communication Review, the author should submit a copy of the publication with proposed changes noted/tracked.
If the person making the substantive content changes and authoring the new publication is different from the original author, then that person will be listed as author of the new publication. However, the original publication’s author and number will be referenced.
Wharton, C., Lemieux, S., 2020, Extension Publications Policies, Extension, University of Nevada, Reno
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