IUCN - The World Conservation Union

Home page Publishing Guidelines	I IUCN and Publishing	II Planning a Publication	III Preparing a Publication	IV Other Publishing Information	V Using Publications to Communicate the Message	VI Closing a Project

Publishing Guidelines
I. IUCN and Publishing

1. Introduction

1. The written word, and increasingly the electronic word, remains IUCN’s foremost communications tool. It is the medium through which IUCN communicates to its members, constituency and other target audiences.

2. Publications are the prime vehicle for the written word. They are the “visible” face of IUCN’s work. They can be used to influence policy decision making, to inform, to provide guidelines for best practice, etc. They can also be used as training or fundraising tools.

3. In order for IUCN publications to successfully fulfil their objectives, it is vital that they be produced to the highest scientific and visual standards and that they reach the right audience.

4. Here are a few simple pointers to assist IUCN programmes and staff, wherever they may be, to produce publications of the highest quality. The next few chapters will talk you through the various stages of producing a publication and provide a checklist of practical items to make your publishing programme as efficient and simple as possible.

IUCN Publications Services
September 2005

2. How to use this guide

1. These pages have been prepared to assist the IUCN Secretariat and Commissions with publishing.

2. They are divided into sections – each of which is sub-divided into a variety of topics – which deal with a specific aspect of publishing ranging from content to production to marketing. This has been done so that you can pick the topic of specific interest to you. For example, if you are already familiar with publication production but require assistance with marketing, then you need only to consult the relevant section.

3. The Annexes to these guidelines also contain examples of on-line forms, checklists for production, sample letters for requesting print estimates, etc.

4. We have attempted to answer all the most commonly asked questions. However, if you feel that there is a topic about which you require further information or that is not adequately covered in the following pages, we would welcome your comments and feedback.

5. Please send comments to deborah.murith@iucn.org

6. These guidelines will be regularly updated as we review our policies and practices. We recommend that you check the website periodically.

3. IUCN Publications Advisory Committee

TERMS OF REFERENCE

The Publications Advisory Committee has been established to advise the Director of Global Programmes and the Director of Global Strategies on how to enhance the impact of IUCN publications. It will seek to ensure that IUCN publications support the conservation outcomes of the IUCN Programme, identify opportunities for increasing the effectiveness and efficiency of IUCN’s publications, and prepare draft policies on IUCN publications, for consideration by the appropriate parts of the Secretariat. Detailed terms of reference include:

1. DEVELOPING A STRATEGIC APPROACH TO PUBLISHING IN IUCN

To provide guidance on opportunities for existing and new flagship publications.
To design incentives to produce, collate, synthesize and promote the conservation knowledge required for these flagship products.
To advise on maximising the impact of IUCN publications by identifying the key target audiences and appropriate distribution channels.
To identify opportunities for promoting the impact of IUCN publications on conservation policy, including through IUCN members and important international agreements (including the relevant international conventions).
To contribute toward coherence among the IUCN Programme, its Positioning, Knowledge Management, Communications, Influencing and Conservation Policy Strategies, as well as other appropriate strategies.

2. KEEPING IUCN PUBLICATIONS ON THE CUTTING EDGE

To advise on policy developments in electronic publishing, with particular reference to the Conservation Commons and open access publishing.
To explore technical options for IUCN brought about by advances in management systems and technology for electronic and print publishing.
To propose measures for significantly increasing the citation of IUCN publications in the scientific and policy literature.

3. MAINTAINING QUALITY OF IUCN PUBLICATIONS

To recommend measures that can ensure high and even quality of IUCN publications, including an appropriate peer review procedure.
To provide oversight and follow-up on the implementation of a peer review procedure.

The Committee, which will report jointly to the Director of Global Programme and the Director of Global Strategies, will meet at least twice a year. Members will be drawn from among Secretariat staff, both in Gland and out-posted. In addition, additional expertise to support the Committee’s work will be invited from among IUCN membership, Commission members, and collaborators.

4. IUCN Publications Services

IUCN Publications Services is part of the IUCN Global Communications Unit which forms part of the overall IUCN Global Strategies Group. Its role is to:

Implement IUCN’s publishing strategy and to provide an efficient publishing system to support high standards of publishing, sales and distribution of IUCN publications
Support the IUCN Publications Advisory Committee in the implementation of its recommendations and decisions
Provide statutory documentation services to the Union including for the World Conservation Congress and the World Parks Congress
Assist the Secretariat, Commissions, and National Committees with their publishing projects
Provide specialized publishing services to the Union, including contract review, translation services, provision of ISBNs, editing and proof reading

	Who’s who in Publications Services

	IUCN Publications Services, Headquarters Acting Head – Publishing - Deborah Murith Publications Information Assistant - Cindy Craker

	IUCN Publications Services Unit (PSU), Cambridge Publications Officer - Michelle Berry Desktop Publishing, Website Programme Assistant - Tiina Rajamets Editing and production Sales & Marketing - Tricia Thong Distribution - Beverley Baker

	IUCN Publications Services Rue Mauverney 28 CH-1196 Gland Switzerland Tel: ++ 41 22 999 0000 Fax: ++ 41 22 999 0010 www.iucn.org/bookstore

	Publications Services Unit 219c Huntingdon Road Cambridge CB3 0DL United Kingdom Tel: ++ 44 1223 277894 Fax: ++ 44 1223 277175 www.iucn.org/bookstore

Publishing tools
1. IUCN Publishing Guidelines. These provide guidance on the processes involved in the production of IUCN publications. They are regularly updated (www.iucn.org/publications/info.htm).

2. IUCN Style Guidelines. These explain the standard practices to be used when writing and editing IUCN publications. They will shortly be available at (www.iucn.org/publications/info.htm).

3. IUCN Design Guidelines. These provide the specifications for the design and layout of IUCN publications (www.iucn.org/publications/info.htm). These will shortly be replaced by the IUCN Visual Identity Guidelines under development.

4. IUCN Glossary of Translations. In the interests of ensuring consistency, Publications Services maintains a glossary of official translations of IUCN terminology and commonly-used terms in the three statutory languages. These will shortly be available at (www.iucn.org/publications/info.htm).

5. Publications Services are able to provide any further advice or guidance you may need if it is not contained in any of the guidelines above.

Production advice and services
6. Advice on contracts. Advice can be provided to the IUCN Secretariat and Commissions on publishing contracts with third parties, including advice on fees for editorial contributions from IUCN, royalties, sales, stock to be made available to IUCN, etc. Contact Head - Publishing for more information.

7. Advice on design and layout. Publications Services works with a network of designers and typesetters and is able to obtain competitive quotes for producing publications and other items. The Unit is also able to review proofs of publications prior to print to ensure that they are of the highest possible standard and conform to publishing practices.

8. Allocation of ISBNs. To obtain an ISBN number for a forthcoming IUCN publication, please send an e-mail to the Publishing Unit in Cambridge with the full title of the work and the proposed date of publication.

9. Copyright advice. The IUCN library is able to provide copyright advice both to IUCN and partner organizations and anyone seeking to reproduce IUCN material. For information contact the Head of the Library. See Annex 10 for a Copyright request form.

10. Credits pages. All IUCN publications that bear the IUCN logo and ISBN must include a standard credits page. Publications Services can advise on the information that must be included in these pages both for IUCN publications and joint publications. See Annex 7 for an example of an IUCN standard credits page.

11. Desktop Publishing Services (DTP). Professional staff can design, typeset and prepare publications for print and electronic publishing.

12. Editing and proofreading. Professional staff can provide editing, copy-editing and proof-reading services in all three of IUCN’s official languages either in-house or out-sourced. Contact details for out-sourcing are available upon request from the Publications Information Assistant and Publications Programme Assistant.

13. Translation. A list of professional translators who can translate IUCN publications into the three official IUCN languages is maintained. Other languages may be handled, if necessary. A list of contact details as well as of the fees charged for translation is available from the Publications Information Assistant.

14. Translation permissions. IUCN encourages the translation of its publications. For permission contact the Publications Officer. See Annex 11 for a Translation permission form.

15. Printing services. A list of printers for the production of IUCN publications and merchandise is maintained. We can provide guidance and advice on the production process. We are also available to check and sign off on the layouts for publications in press on behalf of IUCN.

Marketing, sales and distribution
16. Marketing and sales. Publications Services manages the marketing and sales of IUCN publications through the World Conservation Bookstore both on-line (www.iucn.org/bookstore/) and in print through the World Conservation Bookstore Catalogue. This service is offered to the IUCN Secretariat, Commissions, members and partner organizations. For more information contact the Sales and Marketing Assistant.

17. Distribution and mailing services. Publications Services Unit, undertakes warehousing, mailing and distribution on behalf of the IUCN Secretariat, Commissions, and National Committees as well as for other partner organizations. For more information contact the Sales and Marketing Assistant.

18. Copyright, Depository and Exchange Libraries. Publications Services Unit, Cambridge manages the deposition of IUCN publications to these libraries. For more information contact the Sales and Marketing Assistant.

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