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Smathers Libraries Printing and Publications Policy
August 1, 2001

A variety of information sheets, classroom hand-outs, etc., are required for the daily functioning of the library.  Such items are often required for a temporary purpose, and may be more important for their content than their design.  It is appropriate for individual library staff to format and print such items using commonly available software and a laser printer or photocopier.
However, we also produce many brochures, pamphlets, posters, instruction sheets, pathfinders, etc. which are broadly issued and may leave a lasting impression on the general community of library users.  It is important that such items are well-designed and carefully edited.  In order to maintain a positive impression of the library’s resources and services, all such items must be reviewed and approved by a Division Director prior to production.  In general, this applies to any such items that will be produced in quantities of more than 100, or that will be mailed or distributed outside the library, or that will be displayed in literature racks or other prominent locations.  Directors may wish to consult the library’s Public Information Officer to assure consistency and quality of printed materials.  For convenience, items may be submitted directly to the Facilities Planning Office (FPO) for printing, and FPO will obtain any required approvals before completing the requested printing.

Smathers Libraries may create publications that support and are compatible with the library’s mission. Publications are generally produced in-house by the Facilities Planning Office, but may also be produced off site.

1. Types of publications may include:

A. Bibliographies
B. Finding aids for UF library collections
C. Descriptions of or guides to UF library resources and services
D. Reprints of UF library resources
E. Other publications relating to the University of Florida, Florida topics, or topics compatible with the library’s mission.
2. The author, or other person initiating  publication should develop a proposal that includes the following elements:
A. Description of publication’s content, purpose, focus, and scope.
B. Format, approximate length, and special features such as illustrations
C. Staff who will be involved, their roles and responsibilities.
D. Estimated budget, including specific information on assistance needed in such areas as clerical support, editing, and design
E. Audience.
F. Schedule/timeline
G. Estimated print run
H. Marketing strategies
The proposal should be submitted to the appropriate department chair and director for approval.

3. Copyright

Copyright will generally be held by the University of Florida for publications completed by staff as part of their assignment. Staff in the Director’s Office will handle copyright application and registration. In cases in which the author wants the University to waive its interest in the copyright, a Request for Waiver of Copyright Interest Form must be obtained from and filed with the Office of Technology Licensing.
4. Pricing
Pricing will be established by the author in conjunction with staff in Director’s Office. Price should recoup all direct costs of printing plus advertising and (if possible) the staff time involved in writing, editing, illustrating, printing, and distribution.
5. Marketing
Marketing is handled by the library’s public relations specialist in conjunction with the author. Typically, the following avenues are used:
A. Press Release
B. Chapter One and Library News notices
C. Listing in C&RL News
D. UF Foundation
E. Specialized media appropriate to topic
6. Sales and Distribution
Sale and distribution of library publications are handled through the Director’s Office. Secretarial staff handles receipt of orders, mailing publications, and transmittal of funds. Appropriate sales tax is charged on all items. Checks are payable to the U.F. Foundation. Funds are deposited in the Patron’s fund unless another fund is designated.


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