VIMS Author Instructions

Why you need a contribution number How to get a contribution number Article reprints of your papers VIMS publication series: Copy requirements Electronic Documents Contract Reports Sea Grant papers

Contribution Numbers

All published articles should include a VIMS Contribution number. A VIMS Contribution Number is assigned to a manuscript after it has been accepted for publication. Any manuscript/publication should have a Contribution number including:

• journal articles
• books and book chapters
• papers in conference proceedings

Abstracts are not included.

Contribution numbers are assigned and tracked for several reasons:

• Performance measure: The number of refereed articles, books, book chapters, edited books, and conference papers is used as a performance measure of the Institute's research efforts and is reported annually to the State.
• The library maintains a listing of all material written by VIMS authors including scientists, faculty, staff and students.
• In addition, the library maintains an archive of reprints and other printed material produced by VIMS faculty, staff and students. This archive is tracked by contribution number.

Steps to Follow:

1. Type this statement into the original manuscript:

"This paper is Contribution No.xxxx of the Virginia Institute of Marine Science, The College of William and Mary."

This statement can be shortened when necessary. The number/statement may appear as a footnote on the first page or in the acknowledgements depending on the editor or publisher.

If you are a co-author on a paper that does not originate from VIMS, take responsibility for getting a contribution number on the article.

2. Contact the Library for a Contribution number (to replace the x's) when confirmation is received that the paper has been accepted for publication. "Acceptance" is assumed when notification is sent to author that the paper will be published when revisions are made and a manuscript, file or email is returned.

A VIMS Contribution number can be assigned also when galleys are received if it hasn't been done previously.

3. Provide the Library with the following: (copies are acceptable):

• the editor's or publisher's letter or email indicating acceptance, and
• the title page of the paper with correct spelling of title and author's name(s).

You can take these personally to the library, or send to D. Walker via email, or inter-office mail.

Problems and Issues which may arise:

1. Second, third, fifth, etc. authorship. You may not have an opportunity to edit a copy of the paper. Try to get the "Contribution No.xxxx" statement on the original manuscript. The first author will have to call you for the number to replace the x's when he or she edits the paper.

2. Collaborating with authors outside the United States. Again, stay in contact with the first author and communicate your need to have the contribution number statement included and follow up to ensure that the actual number appears in the paper.

3. Conferences that want papers for proceedings submitted at the meeting. Sometimes the request for a contribution number is forgotten in the rush to get a paper ready for the conference; or, there may not be written confirmation of publication.
   

4. Journal does not permit acknowledgements. Provide the Library with publication information about your article, book or chapter. We will then be able to track and include your contributions in an alternate manner.

Rule of thumb: ask if a number should be assigned for any manuscript submitted outside of VIMS. As this is an Insitute policy, it is preferred that the contribution number appear in the published article.

The Library needs two (2) copies of reprints for the Archives and for tracking all new articles or publications. Please send copies to the Library as soon as you receive them. If you have only pdfs of the article, please print copies and forward them to the Library.

VIMS Publication Series: Copy Requirements

What is a VIMS publication?

Any report or report series published by the Institute such as Data Reports, SRAMSOEs, Special Scientific Reports, newsletters, wetlands reports, advisory reports, etc.

See below for contract reports and electronic documents.

How many copies of reports are needed? Short answer: 24

Hargis Library is required by The Library of Virginia under the Code of Virginia to provide 20 copies of VIMS publications. These copies are distributed to designated depositories statewide.

In addition to these 20, Hargis Library should receive 4 copies: 2 for circulation, 1 for archives and 1 for Swem Library.

If a report has been made into a pdf document, a copy of this pdf file should be sent to the Library so that online access to the item can be provided. Send the pdf file to this address.

Why 20 copies to the State Library?

The following is quoted from a letter by the State Librarian:

The Library of Virginia shall serve as the official, legal depository for all state publications. In addition, the Code mandates the Library to oversee a network of 'depository' libraries which also maintain extensive collections of state publications in order to assure convenient accessibility of these materials to citizens throughout the Commonwealth (Code 2.1-467.2 and 42.1-19). To fulfill this obligation, all state agencies are asked to send twenty (20) copies of all their publications to the Library at the time they are published.

Which publications qualify as a state publication? The definition of a State publication states that:

• It is a written product which provides information to the reader
• It is used by entities outside of the agency
• At least 50 copies are printed or reproduced in any way, by or for a State agency
• It is in full or in part at State expense.

Types of documents which may meet the definition include but are not limited to:

• reports, catalogues, regulations, technical manuals,
• employee and other newsletters, brochures, booklets, and posters.

Exclusions would be publications that are not of general interest (items restricted to use at VIMS or by its staff, i.e. internal documents, memos, forms, letters, etc.) and for which less than 50 copies were printed. Exclude documents which meet the following criteria:

• Documents which are specifically restricted to use by the agency's staff
• Documents which apply only to the agency's administrative operations
• Documents which are prepared for distribution to only a limited number of individuals named on the written document

Electronic Documents

If a VIMS publication has been created in digital format only, and it is not feasible to provide the required 20 print copies due to the format of the digital report, then Hargis Library should be advised of the publication, author(s), and date, and be provided with the document url if the report is posted on a website.

A record of this report will be cataloged with the url to provide access to your work and the State Library will be advised of the existence of the electronic document.

At this time, two print copies of pdf publications are still required by Hargis Library for archival purposes, in addition to a digital copy of the pdf file, as well as information on the document url if the report is posted elsewhere on a website. Send the pdf file to this address.

Contract Reports

For final contract reports that are made available by the contracting agency in print, 2 copies are of the final complete report are needed for Hargis Library UNLESS it was published using state money and/or meets the other criteria listed previously. Interim reports do not need to be submitted.

If the final contract report is solely distributed electronically, the Library should receive 1 print copy of the pdf at minimum, as well as be advised of the document url/ web site. Send the url information to this address.

 

 

This information is provided so that you can plan to have enough copies printed for your needs, our Library and enable VIMS to meet the State Library requirements.

If there are further questions, call Hargis Library or Mary Clark, Documents Section, The Library of Virginia (804) 692-3754 or mclark@lva.lib.va.us.

If the paper/publication is Sea Grant funded research, 25 reprints must be sent to Sea Grant to meet obligations with them. However, Virginia Sea Grant will pay for 100 reprints up to $300 if prior approval is given. Contact Cynthia Suchman, VSG Assistant Director (csuchman@vims.edu), for information.

Also, Sea Grant must be acknowledged properly. For exact wording to use, refer to Virginia Sea Grant Publications Policies and Guidelines.

Copies to the Library are not mandatory, but are welcome additions to the collections.