FYCS Sunset Publications Process

Publications in EDIS must be reviewed every 3 years. Publications that are 3 years old or older are called Sunset Publications. In the case of “orphan” publications, a current department faculty member must review the Sunset publication.

Publication Review and Revision Process

  1. ICS sends the Information Specialist a list of these publications, generally on a quarterly basis. Each publication on the list must be Recertified, Revised, or Archived.
  2. The Information Specialist will send a list of documents to each faculty member and their support staff. The list will contain:

    DLN and IPN numbers

    Title

    Original author credits

    Number of hits- You can check this information for any EDIS publication here: http://edis.ifas.ufl.edu/stats.html

    Faculty/Staff should contact the Information Specialist if they need assistance obtaining hard copies of these publications or pdfs. Information Specialist may also have access to the original Word or WordPerfect file.

  3. Faculty members should review the list and let the Information Specialist know within 10 days to 2 weeks whether the plan for the document is to: Recertify with no changes, Revise the document (minor or major), Archive the document. Information Specialist can work with faculty to assist in defining the status of each publication if needed.

    Information specialist will work with faculty to determine a completion deadline date for revisions, usually by the end of the quarter.


  4. Support staff under direction of faculty updates Sunset, enters EDIS publications in EAT, updates the publication.
    Within the EDIS Authoring Tool (EAT):
      1. Retrieve the document from the online database, using the document's DLN
      2. Load that document in the editor 
      3. Edit the document information
        1. Enter update date
        2. Update author information
        3. Update footnotes
        4. Include description and reviewer information if it isn’t already present-original peer reviewers should be determined and listed if this is a minor revision or recertification.
      4. Edit the document
      5. Save the document 
      6. Submit to the online database “in prep

      For more information on using EAT, visit http://help.ifas.ufl.edu/edis_editor/ or contact the cluster editor for training.

Then:

  1. If a word file is not available, create a word document by copying the html version and pasting into word.
  2. If a PDF version is needed that varies from the html version generated by EAT (a “variant pdf”), create/edit the PDF and Word versions. Send these files via email to the Information Specialist.
  3. Submit ETF and hard copies to the Information Specialist
  1. Information Specialist will proofread the publication and return comments/corrections as needed. Once any changes are made, Information Specialist will submit electronic files and hard copies to cluster editor or in the case of recertification, submit as in approval.
  2. Information Specialist and Cluster Editor will submit electronic files and update records.

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Recertification

The faculty member’s support staff updates the footnotes on EDIS with the new reviewed date. E-mail will be sent to the Information Specialist confirming that the publication can be recertified with no changes. If recertifying a variant pdf, footnote changes will need to be made manually to the pdf and the updated word and pdf files emailed to Information Specialist.

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Archiving

Archived publications will be removed from EDIS and from the list of available publications. If you choose to archive a publication after review, email Information Specialist to have this process take place. If an a publication is archived due to delay in review and revision once it enters Sunset status, it may be brought back online by following the same process used for major revisions.

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Revision

Each publication to be revised will be removed from active status in EDIS (the public won't be able to access) and will be marked NAPR (not available pending revision) on the publication list.

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Minor revisions

Minor revisions are generally are editing of spelling errors, punctuation, updating of any links or numbers that may have changed.

These require:

  • ETF
  • hard copies of the before (can be marked copy with changes written on it) and after (printed copy of pdf) document
  • changes made in EAT
  • footnotes and dates updated in EAT
  • A copy of the Word file-e-mail this to the Information Specialist once document has been saved and submitted as “in prep.”
  • Updated variant pdf if appropriate

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Major revisions

Major revisions encompass any changes other than those listed under minor revisions above.

These require:

  • ETF
  • hard copies of the before (can be your marked copy where you note the changes) and after copies
  • review by at least one internal and one external reviewer
  • Changes made in EAT
  • Footnotes, authors, reviewers and dates updated in EAT
  • A copy of the Word file-e-mail this to the Information Specialist once document has been saved and submitted as “in prep.”
  • Updated variant pdf if appropriate

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“Orphan” Publications

Sunset publications originally authored by faculty no longer serving as FYCS state faculty will be assigned to department faculty. The Department Chair suggests which current faculty to review and revise these publications. Depending on level of revision the publication requires, the “adopting” faculty member will become listed as co-author or in some cases first author. This determination is made through discussion of the changes made with the cluster editor with the footnote reflecting the publication author history.

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Variant PDFs

Some publications may have a pdf version that differs from the pdf automatically generated by the EAT system. Publications of this nature usually have meaning best conveyed through layout and graphics that cannot be currently be created by EAT editor.

These pdfs are created and edited by the author and their support staff using Adobe Acrobat. Please submit a copy of this updated file to the Information Specialist so it can be made available via EDIS.

Keep in mind that variant PDFs are less accessible to many people and our publications are subject to Section 508, Access for People with Disabilities laws.

Please see the How to Create Accessible Adobe PDF Files Booklet for help in creating accessible pdf documents. Adobe 6.0 and higher is recommended for ease of making accessible files. Versions of Adobe Acrobat below 5.0.5 do not create accessible documents at all.

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EDIS

Download EAT - EDIS Authoring Tool

Using EAT

Peer-Review Requirements

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Other Resources

Usability.gov

PDF and Accessibility

How to Write Low-Literacy Materials