Editing and Design

When Extension publications have been peer-reviewed and approved for publication as scholarly products, the manuscript will be sent to the publications editor in CALS Communications for editing and publication. There is no charge for editing and publication to the NC State Extension Publications Catalog. Printed publications involve an hourly charge for graphic design and layout. Funding for design and printing can come from departmental accounts; grants, gifts, or other external funding; or the Extension educational materials budget.

Post-Review Process:

1. Editing.

The editor will consider grammar, spelling, construction, diction, and punctuation, and suggest ways that the organization can be improved and the writing strengthened for your audience. The editor also makes sure that the publication conforms to NC State University style and NC Cooperative Extension numbered publication style. We use the Chicago Manual of Style and Webster’s New World College Dictionary.

Tracked edits will be sent to you in a Word file for review. There will typically be two editing passes before text is finalized. Be sure to give all concerned parties the opportunity to review the text before it is finalized for publication. After you review the edits and resolve any concerns with the editor, final copy will be ready for publication. At this stage, all text, figures, and captions will be considered final, and no further changes will be made once the text is finalized unless typos are discovered during final proofing.

If you plan to use your own designer or printer, let the editor know before editing begins so your job will be handled according to plan. The editor will also provide a production estimate for publications that will be printed. If the funding source is Extension’s educational materials budget, the production estimate will be sent to the administrator in charge of the budget. Authors must obtain approval to use funds for printing before CALS Communications can begin design and layout work for print publications.

2. Publication in the Extension Resources Catalog.

All numbered Extension publications are published digitally in Extension’s mobile-friendly web format. The editor will add your publication to the Extension Resource Catalog, including the description, images, and keywords. PDF versions of publications are only produced for publications that will be professionally printed. See the FAQ for more information.

You will receive a link to your publication via e-mail. This URL is the official location of your publication and should be used for all online links to that publication. The catalog will send an automated reminder to you every five years indicating that the publication needs to be reviewed for any needed changes. You will receive an e-mail whenever CALS Communications updates information about one of your publications.

3. Design.

Print and elective PDF publications require graphic design services for layout. CALS Communications provides graphic design services for an hourly fee for publications, or you may use your own designer. In either case, the editor will work with you and the designer to proof layouts.

Publications are designed using Extension templates to maintain a consistent look across all Extension publications. If you are using a designer outside of CALS Communications, work with the editor to ensure your designer is using the correct templates and brand standards. When the project is complete, ask the designer to provide copies of the final PDF and all design files to the editor.

4. Printing.

Printing is completed by outside vendors, and the editor will obtain estimates and handle communication with the selected printer to ensure that your publication is printed and delivered on time.

Because CALS Communications has limited storage space, please discuss delivery options with the editor when printing is requested.

If you have questions about the publication process, contact the publications editor at extension_editor@ncsu.edu.
If you have questions about obtaining professionally printed Extension publications, contact the publications distribution specialist at extension_publications@ncsu.edu.