Alabama Cooperative Extension System product outputs that require Peer Review

• Manuscripts and Technical Numbered Publication
• Scripts for Educational Videos
• Online Course – Scripts and Content
• Curriculum Materials that are published on ACES website
• Mobile apps

Submission requirements for Technical Digital Numbered publications

Planning

Before creating a peer-reviewed manuscript or Technical Numbered Publication, the primary author is encouraged to discuss its need and the concept with the appropriate team(s) (i.e., priority program team or special initiative team) and assistant director.

File Format and Presentation

General Format
Alabama Cooperative Extension System Technical Numbered Publications are peer reviewed articles developed by Extension personnel. This means they will be sent to Extension personnel and/or other content experts in Alabama or other states for a critical review. Review the ACES document “Writing for Extension Audiences” for writing style guidance.

Submitted files should be Microsoft Word (Word) documents, double spaced, in paragraph form, with line numbers. Line numbers may be inserted by looking under the “Layout” tab in Microsoft Word. Publication title only should be at the top of the first page – no author names or other identifying information. Font should be a minimum of 12 point. Margins should be 1” on all sides. Use only one space after sentence terminal periods.

Page Numbers
Number pages in the lower right-hand corner with numbered page 1 starting on the first page of the publication document. Page numbers may be inserted by looking under the “Insert” tab in Microsoft Word.

Nomenclature and Terminology
Common names are used for most plants and animals. Scientific names may be included in parentheses following the first use of the common name. Italicize scientific names as appropriate.

Acronyms and abbreviations may be used after including in parenthesis following the first use of the term abbreviated. Do not use acronyms at the start of a sentence.

Jargon and technical terms should be explained or sources for more information referenced.

Digits should be used to express numbers rather than writing them out in the text. The only exception is when starting a sentence with a number, then write it out. Use leading zeros on all decimals. For example use 0.67” rather than .67”

Spell out the word “percent” rather than using the symbol.

Plagiarism and Citations
Plagiarism is more than just directly copying words from another source and not providing credit to the author. It is also presenting ideas of others and not giving proper credit. Using proper source citations can help avoid Plagiarism .

Citations within text are not included in ACES Technical Numbered Publications. Providing source information is encouraged and may be included in a “Works cited” or “For more information” section. References cited at the end of publications should be in the Council of Science Editors (CSE) format. An example of a citation in CSE format is shown below.

Author Last Name First Name Initial(s), AuthorLast Name First Name Initial(s). Year Published. Article title. Journal Name. Volume(Issue):page numbers.

example: Anderson SH, Pudawatta R, Seobi T, and Garrett HE. 2009. Soil water content and
infiltration in agroforestry buffer strips. Agroforestry Systems. 75(1): 5-16.

Tables, Figures, & Images
Tables
Tables should be made using the table application within Microsoft Word. Tables should be numbered in order they appear in the text (Table 1, Table 2, etc.). Table titles are placed above the table, outside the table itself and are in headline (capitalize major words) case and format. Titles should be detailed enough that the table can “stand alone” from the document text and the reader would understand the table without having to read the document. Do not use abbreviations in table column headings. NOTE: Do not embed tables within the text. Instead, place each table on a separate page at the end of the Primary Manuscript file.

Figures & Images
Figures must be submitted as separate high-resolution EPS, TIFF, or JPG files and must be submitted separately under the “Additional Files” section. Please submit only high-resolution EPS, TIFF, or JPG files. Do not embed figures within the main text. Figures should be numbered in order they are referenced in the text (Figure 1, Figure 2, etc.)

Figures presented in color are preferred. All images submitted must be property of the author(s) or the author(s) must have written permission to use the image. Images may also be selected from gettyimages.com. Choose the Creative (not Editorial) option and search for images for your publication. Include the image ID number so Extension Communications and Marketing editors or designers can download and include the Getty image in the finished document. Please do not try to download them yourself.

Figure titles are placed below the figure, outside the figure itself and written in sentence case and format. Titles should be detailed enough that the figure can “stand alone” from the document text and the reader would understand the figure without having to read the document.

For ACES Technical Numbered Publications, a “Hero image” is located at the top of each article when it is posted online. Authors should work with ACES Communications to select a high-quality, aesthetically pleasing image that accurately depicts the publication topic.

Rights Statement
Technical Numbered Publications as well as all other materials created for Alabama Extension must include the civil rights statement. Communications and Marketing will add this statement, logo, etc. to final products submitted as StartUp requests. If the publication is associated with a funded project or program, the funding agency’s logo must also be included. Graphics files and additional information may be uploaded under the “Additional files” section.

Online File Submission Process by Authors

The primary author should complete the following information on the ACES Peer Review portal on Scholastica:

Metadata:
• Title of the publication,
• Abstract – please include summary of paper content and intended audience,
• Keywords;

Author Information:
• Names, full email address, Institution/Campus affiliations, Department/PPT;

Files:
• Primary Manuscript Files (These should be review ready in .doc form. Documents in the incorrect format will be returned to the primary author for correction before submission to reviewers.),
• Additional files (Please include image or graphic files here along with any other files needed for the publication.);

Reviewers:
• Name, affiliation, and email address of 4 Peer Reviewers (two internal to ACES/Auburn/AAMU and two external),
• You may also list reviewers to avoid. This is optional.

Editorial and Peer Review Process

Peer Review

Upon submission to the ACES Peer Review portal on Scholastica the proper assistant director will be assigned to the manuscript. They then select and enlist a minimum of two reviewers submitting the necessary documents to reviewers through email. The assistant director has final say on reviewer selection. The ACES peer review process is double blind, that is, the identities of both author(s) and reviewer(s) are not disclosed.

Peer reviewers, especially those outside of ACES will be provided some background information on ACES, the peer-review process, and asked to review the product and include specific, objective suggestions that would help the author(s) improve the product.

Necessary documents are accessible to reviewers through Scholastica. Notifications, updates, and requests are automatically emailed to reviewers through Scholastica.

Reviewers can accept or reject requests. If accepted, reviewers have two weeks to evaluate the product using the Reviewer Evaluation Form within Scholastica. Comments to the assistant directors and authors can be made separately. Automatic email reminders are generated by Scholastica for reviewers. Automated process updates are also generated and emailed to authors.

Reviews are Returned to Author(s)

Completed reviews are returned to the primary author by the appropriate assistant director via email through Scholastica. Primary author makes edits as necessary and responds in writing to all specific comments. This response is submitted though the ACES Peer Review portal on Scholastica to the assistant director for final review.

For re-submission to the assistant director, revised documents should be named as follows RTNP_Author First and Last Name _revision date. For example, for an article revised on September 2, 2021 the file name would be RTNP_JaneSmith_09022021.doc. Note: RTNP = Reviewed Technical Numbered Publications.

If the primary author fails to respond with corrections/edits within 3 months, the author(s) must re-initiate the peer-review process. If the initial draft or prototype does not pass peer review, its primary author may appeal that decision to his/her assistant director within 1 month.

Final Approval by Assistant Director & StartUP Submission

When the product is in final form and the assistant director is satisfied with the primary author’s response and revisions, the primary author is notified via the ACES Peer Review portal in Scholastica. This final approval, it along with the final, revised version of the publication along with all graphics and supporting files may then be submitted to StartUp by the author.

The final Technical Publication Number will be applied to the document after the final StartUp process is completed by the author in collaboration with Marketing and Communications.