Publications And Reporting: Policies and Guidelines

Introduction

One function of the New Jersey Sea Grant Consortium’s (NJSGC) Communications Office is to distribute research results and educational materials. Although production of Sea Grant-related technical reports and articles is the responsibility of the researcher, NJSGC can provide assistance with supporting publications and special projects. Because of limited staff, we cannot offer direct assistance with photography and artwork, but we can offer advice and recommendations as to their most effective use.  Please feel free to contact the NJSGC Communications Office for a consultation.

General Publication Guidelines

In addition to submitting required progress and final reports described therein, per congressional mandate, all researchers receiving Sea Grant funding must publish research results and disseminate them to as wide an audience as possible. With all research projects, investigators are expected to submit publications to professional journals to disseminate information to the scientific community. Funding for these research publications must be included in your proposal budget.

NJSGC is also required to report these publications to the federal government, which maintains a library of all Sea Grant publications at the University of Rhode Island at the National Sea Grant Library.

Submission of these articles and/or other resulting materials (brochures, posters, fact sheets, CDs, manuals, workshop materials, etc.) is critical to the continued success of the NJSGC. It is also a requirement of your Sea Grant funding.

Acknowledgement and Publication Numbers

Publications and other products resulting all or in part from NJSG funding must acknowledge all forms of support and include the following statement in an appropriate position or location, usually on the last page or inside front or back cover.

This [publication manual, fact sheet, poster, CD, presentation, etc.] is the result of [work, research] sponsored by the New Jersey Sea Grant Consortium (NJSGC) with funds from the National Oceanic and Atmospheric Administration (NOAA) Office of Sea Grant, U.S. Department of Commerce, under NOAA grant number [Insert Appropriate NOAA Grant Number here] and the NJSGC. The statements, findings, conclusions, and recommendations are those of the author(s) and do not necessarily reflect the views of the NJSGC or the U.S. Department of Commerce. [Insert Assigned NJSG Publication Number Here: NJSG-XX-XXX]

NOTE: Including the above acknowledgement is a critical fulfillment of your Sea Grant award.

As indicated in the acknowledgment paragraph, a NJSG publication number must be included.  To obtain a NJSG publication number, contact Rory Joyce at rjoyce@njseagrant.org or 732-872-1300 x 17 AFTER your paper or manuscript has been accepted, but PRIOR to submitting your manuscript for publication.  You will be assigned a number that will be reserved for that specific publication.  The number will be recorded as “in review” or “in press.”  If, for any reason, the status of the manuscript changes (i.e, not accepted for publication, rewritten and submitted under a similar title, etc.) please notify the Communications Office immediately so  changes can be made in our records. The assigned NJSGC number must be placed on all materials and products.

NOAA Grant Numbers

To find the NOAA grant number (this is different from the NJSG publication number) under which your project was supported, consult the following list of grant numbers issued since 1990:

3/1/97 – 9/30/02               NA76-RG0091

3/1/01-2/28/06                 NA16RG1047

3/1/06 – 7/31/11              NA06OAR4170086

2/1/10 – 4/30/15              NA10OAR4170075

2/1/14 – Present               NA14OAR4170085

If you have questions regarding your NOAA grant number, contact Rory Joyce at rjoyce@njseagrant.org or 732-872-1300 x 17.

Other Publication Requirements

NJSGC requires  a digital (preferred) or hard copy of every journal article, published abstract, or other product (fact sheet, web-page, CD, etc.) resulting from NJSG-funded research. Please note all journal articles MUST include an abstract. The number of documents required by NJSGC for distribution to the National Sea Grant Library (NSGL) depends on the type of document, which format the document is available in, and whether the NSGL can make the digital copy accessible.

In an effort to comply with new Federal and program policies regarding paperwork reduction and to create a more efficient system of storing and distributing research-related information, we ask that whenever possible, an electronic version of your articles and publications be provided to NJSGC’s Communications Office. The National Sea Grant Library has transitioned to digital and electronic distribution and filing of all Sea Grant products. Ideally, your documents should be scanned or converted and sent as PDF files. These files can be emailed as attachments to the Communications Specialist at rnagy@njseagrant.org. When providing electronic files, the Communications Office will handle printing the necessary number of copies for distribution, so it is NOT necessary to submit reprint copies mentioned in the subsequent paragraphs.

Please note: Hard copies of journal articles (peer-reviewed and non-peer-reviewed) are no longer required if a PDF is submitted to NJSGC. If no PDF is submitted, two hard copies are  required. For all other publication types, please refer to the following categories to determine how many copies to send.

Print/Hard Copy Only: Send two original copies if the item is available in print/hard copy format AND (1) is not available in digital format, (2) is commercially published (but not “open access”), or (3) you are supplying a digital copy for archival purposes only and not allowing the NSGL to make it digitally available. One copy will go into the archive collection and the other will be available to circulate.

Print/Hard Copy plus digital:  Send one original copy if the item is available in both formats and you are supplying a digital copy that the NSGL may make accessible from its website. The hard copy you send will be the archive copy and the digital copy will replace the circulating copy and be digitally accessible from the NSGL website.

Digital Only: If documents are published originally online and not available in print/hardcopy format, a digital copy is the only one needed. A URL, PDF, or other digital file must be provided; however, when submitting the online cataloging form permission must be granted for the NSGL to make it accessible. If the item is available in print/hard copy from any source (program, publisher, etc.), the number of copies to send the NSGL must be determined by one of the categories above instead.

Please note: Commercially published documents (including journal reprints from sources that are not “open access”) have copyright restrictions that usually prevent us from making them available online. Even though we cannot make these works digitally accessible, programs are encouraged to send a digital file, whenever possible, so that we can digitally archive ALL documents for preservation purposes.

Please view the table for more information on how many documents should be sent to NJSGC to distribute to the NSGL.

THESES

Hard copies of thesis/dissertation abstracts are no longer required if a PDF is submitted to NJSGC for distribution to the National Sea Grant Library. The abstracts are kept on file at NJSGC for review by audiences interested in work done through Sea Grant-supported or related research.

FACT SHEETS AND ONE-PAGERS

Fact sheets and one-pagers are designed to convey information on specific issues and topics to the public and user groups.  They are frequently based on, but not limited to, NJSGC research and usually compiled by the NJSGC Extension Program and/or Communications staff and designed to be easily readable. If you plan to produce outreach materials, please contact the Communications Office, which is required to include a publication number and NJSGC and NOAA logos.

PRESS/MEDIA RELATIONS

The more Sea Grant is mentioned in the media, the more widely recognized the program becomes.  Greater program exposure can go a long way toward stabilized and improved funding support for the National Sea Grant Program (and subsequently New Jersey) in the future. If you are contacted by any media about your research, please be sure to mention the New Jersey Sea Grant Consortium and the National Sea Grant Program.

Style Guidelines

Standard NJSGC Summary Paragraph:

The New Jersey Sea Grant Consortium (NJSGC) is an affiliation of colleges, universities, and other groups dedicated to advancing knowledge and stewardship of New Jersey’s marine and coastal environment. NJSGC meets its mission through its innovative research, education, and outreach programs. For more information about NJSGC, visit njseagrant.org.

VISUAL IDENTITY: Logo Usage

The NJSGC logo and the NOAA logo are available for download in several file formats at http://www.njseagrant.org/Media_Center/Logos.html

The NJSGC Logo

  1. Appearance

The NJSGC logo is the National Sea Grant logo with gull wings over “NJ Sea Grant Consortium” wording.

Do not print other graphic elements behind the NJSGC logo or over it.

Do not alter the logo’s proportions by widening or elongating it.

  1. Size

Do not use the logo in a size less than 1 inch wide (for print use) or 72 pixels high/180 pixels wide (for Web/screen use). There is no limit to how large the logo can be.

  1. Color

The logo can be used in any appropriate color to compliment the publication piece. It can also be reversed out to white on a darker background. A single color must be used for the entire logo, and a strong color that contrasts with the background is preferred. PMS Color 294 (Dark Blue) is the preferred color.

The NOAA Logo

  1. Appearance

A white, gull-like form links the atmosphere to the sea or Earth.

Do not print other graphic elements behind the NOAA logo or over it.

Do not alter the logo’s proportions by widening or elongating it.

  1. Size

Do not use the logo in a size less than 3/4 inch wide (for print use) or 72 pixels high/180 pixels wide (for Web/screen use). There is no limit to how large the logo can be.

The NOAA logo should not be bigger than the NJSGC logo when they are used together.

  1. Color

The logo should only be used in the colors that appear on the downloadable form. Colors are PMS Process Blue and Reflex Blue.

Reporting Requirements

The National Sea Grant Office requires certain reports for research projects that NJSGC is obligated to file on your behalf.  These reports include a Progress Report and a Final Project Summary Report.  If, for any reason, the project is terminated before the stated contract date, a Final Project Summary Report is still required.

All reports should be filed on NOAA Form 90-2, which is available at njseagrant.org. They must be submitted electronically as an email attachment to Lisa Aromando, Administrative Assistant, at  laromando@njseagrant.org.

PROGRESS REPORT

A brief Progress Report using NOAA Form 90-2 MUST be filed electronically for all projects at the mid-way point of the funding cycle (i.e., a one-year funded project must file a Progress Report at the six-month point, a two-year funded project must file at the one-year point, etc.)

FINAL PROJECT SUMMARY REPORT

The Final Project Summary Report summarizes the findings and results of a Sea Grant project. This report is due to Ms. Aromando NO LATER THAN TWO MONTHS after project completion date and MUST be sent electronically on NOAA Form 90-2. Covering the following points, the Final Project Summary shall:

  1. Assess the degree to which each objective has been achieved.
  2. Identify new research directions pursued during the course of the project and reasons for modifying original research plans.
  3. Describe major problems encountered during the study, especially those associated with experimental protocols and how they were resolved.
  4. List and briefly describe ancillary research topics, if any, that resulted in technical publications that might not obviously be associated with the project.
  5. Discuss the technology transfer processes used to disseminate  information.
  6. List all presentations, reports, publications, and/or journal articles resulting from this research.
  7. List any level of student support on the project (undergraduate/ graduate).
  8. Indicate how these research results are being applied, where appropriate.
  9. Suggest follow-up activity or new research direction to ensure that project results are applied to the fullest extent possible.
  10. Discuss reasons for termination In the event your project is prematurely terminated.

PENALTIES FOR LATE REPORTING

Failure to submit the mid-way or final project summary will freeze all funds until the missing report is filed.  Ten percent (10%) of each award will be withheld pending submission of final project summary AND proof of publication.

In case of missed deadlines, the Principal Investigator will be notified by NJSGC by email with a copy to his/her institution’s grants officer.

Contact Information