FAQs: Publishing on EDIS

• Return to the main FAQs page.

Publishing on EDIS

How do I publish something I've written on EDIS?
What is a Digital Library Number (DLN)?
What is an IFAS Publication Number (IPN)?
Which elements of a custom PDF are required?
Who do I contact for editorial assistance?
How should a document be noted when the original author has left the faculty?
How do I add my EDIS publications to EndNote Web?

How do I publish something I've written on EDIS?

EDIS is a collection of official UF/IFAS publications. The publishers are the academic departments and the Extension Program Areas. In order to be on EDIS, a publication must:

• have been peer-reviewed by internal and external reviewers, and be approved for publication by Department Chair, Center Director (if applicable) and Extension Program Leader.
• be supported by a current member of the faculty of one of the departments in the UF Institute of Food and Agricultural Sciences (IFAS).
• be reviewed or revised at least once every three years.
• be entered into the EDIS publication database using the EDIS Authoring Tool

EDIS editorial staff housed within the departments work with authors to provide assistance with the publication process.

EDIS Publication Process in Brief for Authors

1. Faculty member writes manuscript.
2. Faculty member has the manuscript reviewed according to tenure department's review process.
   • This step includes both internal and external reviews.
   • Departments follow their own review procedures.
3. The author prepares the "Manuscript Submittal Checklist for EDIS Authors" and sends all materials to the appropriate editor.
4. The editor works with the EDIS Team to enter the manuscript into the EAT in order to produce an EDIS document.
5. The document is routed through the ERS (center director, department chair, program leader).
6. The approved document becomes an online EDIS publication.

For additional information please contact the ICS editor assigned to your department.

Return to the Publishing FAQ index

How do I prepare my manuscript?

Manuscripts that are carefully prepared will take less time to process. EDIS Editorial Staff has prepared a Manuscript Submittal Checklist which should be submitted to your editor along with your Microsoft Word document and any associated files. In addition to collecting the necessary information about the authors and the publication history, it lists the following manuscript requirements:

• Text:
• Is in MS Word
• Has been peer reviewed as defined by my tenure department's guidelines.
• Uses a consistent style, such as Chicago Manual of Style
• Has had all hyperlinks tested
• Includes appropriate and complete references and citations
• Includes a separate list of all captions and credits
• Figures:
• All figures are included as separate files in JPEG format; 300 DPI; maximum 1000 pixels wide x 2600 pixels high for single column; and maximum 1800 pixels wide x 2600 pixels high for double column
• All copyright issues are settled
• All necessary permissions are included
• Captions with credits are included for each figure
• Figure callouts appear in the text. E.g.,
  

  <Figure 1: filename.jpg>
  

• Tables:
• Tables are included in the Microsoft Word file
• Complex tables have been created in Microsoft Excel
• Table callouts have been included in the text. E.g.,

  <Table 1: filename.xls>

Return to the Publishing FAQ index

What is a Digital Library Number (DLN)?

The DLN is the Digital Library Number assigned to IFAS publications for storage in the EDIS publication management system. It is the filename which appears at the end of the URL for an EDIS publication, and is the number which is used for ordering print-on-demand copies. Some departments have also begun using the DLN as an IFAS Publication Number (IPN) to keep things simple. DLN prefixes historically have been assigned by IFAS Information Technology during the planning stage of a document, and are not an official indicator of the content of a document or the department of origin. The title footnote on the publication itself should be considered the official source of information about a publication's origin and history.

Publications in EDIS may be found with DLN numbers beginning with the following prefixes:

4H -- 4-H AA -- Agricultural Extension Agent AC -- Alternative Crops AE -- Agricultural Engineering AG -- Aquatic Weed Guide AN -- Animal Science AS -- Agricultural Safety BI -- Beneficial Insects CD -- Community Development CG -- Citrus Pest Management Guide CH -- Citrus Handbook CN -- Commercial Nursery CR -- Center for Natural Resources CV -- Commercial Vegetable Production DDIS -- Diastance Diagnostic Information System DH -- Disaster Handbook DS -- Dairy Science EB -- FEES Energy Brochures EH -- Energy Handbook EL -- Environmental Landscaping EP -- Environmental Horticulture FA -- Fisheries and Aquatic Sciences FE -- Food and Resource Economics FR -- Forestry Resources and Conservation FS -- Food Safety FW -- Florida Weeds FY -- Family Youth and Community Sciences GC -- Gulf Coast REC HE -- Home Economics (now FYCS) HR -- Human Resources HS -- Horticultural Sciences IG -- Insect Management Guide IN -- Entomology and Nematology IT -- Information Technology LH -- Florida Lawn Handbook MB -- Microbiology and Cell Science MG -- Master Gardener MV -- Minor Vegetables NFREC -- North Florida REC NG -- Nematode Management Guide OA -- OSHA PD -- Program Development PG -- Plant Disease Management Guide PI -- Pesticide Information Office PP -- Plant Pathology PS -- Poultry Science RH -- Rice Handbook RM -- Marketing SC -- Sugarcane Handbook SD -- Specialist Directory SG -- Sea Grant SN -- Sales SR -- Services and Resources SS -- Soil and Water Sciences ST -- Southern Trees TR -- Tropical REC UW -- Wildlife Resources VH -- Vegetable Handbook VM -- Veterinary Medicine WC -- Writing and Communication WG -- Weed Management Guide WI -- Water and Irrigation WO -- Woody Ornamentalist WQ -- Water Quality XC -- Dooryard Citrus

Return to the Publishing FAQ index

What is an IFAS Publication Number (IPN)?

The IFAS Publication Number is a reference number assigned to official, UF/IFAS supported publications. New IFAS publication numbers are usually assigned to a document as part of the communications review. Please contact your ICS editor for specific instructions. Publications fall into three general categories:

Fact Sheet:
A brief (usually 8 pages or less) document providing a summary or general overview of one topic or the results of specific activities. They are usually suitable for a general audience.
Fact sheets bear numbers with department prefixes, such as "FCS" for Family, Youth and Community Sciences, "WEC" or "SS-WEC" for Wildlife Ecology and Conservation. When searching by IFAS publication number for a specific fact sheet, enter the prefix and number without dashes or spaces. (e.g., enter "FCS8728SP" for Fact Sheet FCS-8728-Sp: "Buena Nutrición para la Salud Oral")

Circular:
Usually longer than Fact Sheets, Circulars provide detailed information about one subject. They are usually suitable for a general audience but may be more technical than a fact sheet.
A Circular may be broken up into multiple fact sheets for display on EDIS, but may also be available in as a single print publication. When searching by IFAS Publication Number for a specific circular, enter "CIR" and then the number without punctuation or spaces. (e.g., enter "CIR879" for Circular 879: "Bobwhite Quail Production")

Bulletin:
Bulletins cover a broad subject area and usually contain more technical information. Bulletins are in origin publication of the Agricultural Research Station. When searching by IFAS Publication Number for a specific bulletin, enter "BUL" and then the number without punctuation or spaces. (e.g., enter "BUL846" for Bulletin 846: "Mole Crickets in Florida")

For Sale Publications:
Publications available for sale through the IFAS Bookstore have publication numbers beginning with the prefix "SP". When searching by IFAS publication number for a specific for sale publication, enter "SP" and number without dashes or spaces. (e.g., enter "SP191" for SP-191: "A Guide to Environmentally Friendly Landscaping: Florida Yards and Neighborhoods Handbook")

Return to the Publishing FAQ index

Which elements of a custom PDF are required?

A custom PDF requires the same elements as the pdfs generated by the EDIS Authoring Tool. The only difference is that the person creating a custom pdf must ensure that the pdf follows IFAS publication guidelines, whereas the Authoring Tool does this automatically. The essential requirements are as follows, and should match the information entered into the EDIS database:

• Current UF/IFAS wordmark in prominent position. Typically in upper left hand corner of fact sheets, but may be on the title page, title page verso, or colophon of book length publications.
• Publication Number. Typically in the upper right hand corner for ease of reference.
• Publication history. A current date of publication must be in evidence on the publication. Publications with dates more than three years in the past may not be entered onto EDIS.

Additional requirements of custom pdfs are technical in nature:

• must be less than 15 MB in size (negotiable, contact IT if this is an issue)
• non-system fonts should be embedded in the pdf. PDFs generated from Word Perfect are especially problemmatic.

The following are not required, but recommended for custom PDFs

• Active hyperlinks. One advantage custom PDFs have over the EAT-generated pdfs is that the Authoring Tool does not create PDFs with live hyperlinks. A pdf with hyperlinks is likely to rank better with search engines and be more useful to readers.
• Standard page size. It is possible to create pdfs that do not have standard page sizes. Please consider carefully before deviating from an 8-1/2 by 11 format.

Return to the Publishing FAQ index

Who do I contact for editorial assistance?

The table below lists the EDIS editorial staff and the departments for which they are responsible.

Glinda Burnett 352/273-3904 gburnett@ufl.edu	Entomology and Nematology
Susan Gildersleeve 352/392-2411 x275 skgilder@ufl.edu (bio)	Fisheries and Aquatic Sciences Herbarium School of Forest Resources and Conservation School of Natural Resources and Environment Wildlife Ecology and Conservation Food and Resource Economics
Erica Pittman 352/392-2411 x278 epittman@ufl.edu (bio)	Agricultural and Biological Engineering Animal Sciences Microbiology and Cell Science Soil and Water Science Veterinary Medicine Plant Pathology
Susan Clarendon 352/392-2411 x280 suzyliz@ufl.edu (bio)	Agronomy Pesticide Information Office Environmental Horticulture Horticultural Sciences
Travis Prescott 352/392-2411 x315 tprescott@ufl.edu (bio)	4-H Youth Development Agricultural Education and Communication Family, Youth, and Community Sciences Food Science and Human Nutrition

Return to the Publishing FAQ index

How should a document be noted when the original author has left the faculty?

When a new faculty member assumes responsibility (makes revisions) for a publication for a faculty member who has left, the new faculty member’s name should be on the publication with the former faculty member. At the first revision the new faculty member should be the jr. author and after the second (and subsequent) revisions they become the sr. author. A statement in footnote should state, “original written by: __, former faculty member; revised by: __.”
—[electronic memorandum, 1/15/2008]

Return to the Publishing FAQ index

How do I add my EDIS publications to EndNote Web?

To import your EDIS publications, you will need to first generate a list of your EDIS publications using the IFAS publication search tool. You can begin the process by navigating to http://edis.ifas.ufl.edu/dosearch.html (link opens in a new window).

Type your name into the author field, and click the “Search” button. This will generate a list of any EDIS publications which contain your name in the author field. Above your results list, you will see an option to “Output your results in EndNote format” and a button labeled “Export.” Clicking the “Export” button will provide you with your list of EDIS publications in EndNote format.

Once you have your EDIS publication list in EndNote format, you will need to save the output as a text file. To do this, open the “File” menu on your web browser and click “Save.” Give the file a name, be sure to select “Text (.txt)” from the file type drop down menu, and then save the file. You now have a complete list of your EDIS publications in a format that can be imported into EndNote Web.

To begin the import process, log into your EndNote Web account and select the “Collect” option from the EndNote Web main menu. Then click on the “Import References” option from the following menu.

To import your EDIS publication list, begin by clicking the “Browse” button. You will then be asked to select the text file you created in the previous step. Next, select “EndNote Import” from the filter list. Finally, use the last drop down selection to determine into which folder you would like to import your EDIS publications.

The EDIS publications listed in your file will now be added to the EndNote Web folder you specified. These can now be edited, moved, or otherwise managed just as you would any other reference. For publications with more than one author, the author field will need to be edited to format it into a semicolon-delimited list.

This information is adapted from an illustrated pdf available at: http://research.ifas.ufl.edu/files/endNote/ ImportingEDISPubsGuide.pdf.

Return to the Publishing FAQ index