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Introduction

South Carolina Sea Grant Consortium
Communication Support Guidelines

The goal of S.C. Sea Grant Consortium’s communications department is to place information produced by research, education, and extension activities into the hands of those who manage and use South Carolina’s coastal and marine resources. The communications staff is responsible for all S.C. Sea Grant information services and is the primary point of contact for assistance in these areas.

This guide advises Sea Grant-sponsored investigators, extension specialists, and others of the procedures and opportunities available for publication and dissemination of information derived from their work.

There are three types of communications services offered by S.C. Sea Grant.
  • Publications
  • Media/public relations
  • S.C. Sea Grant Web site

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Publications

S.C. Sea Grant publications are designed to reach specific audiences. It is often a good communication strategy to use the same information in several types of publications. For example, results of one research project might be published for a more scientific audience in a special report. At the same time, brief, pertinent extracts from these publications might be appropriate for publication as an extension bulletin for a lay audience.

Types of publications:
  • Manuals and special reports
  • Bulletins and fact sheets
  • Brochures
  • Workshop materials

Manuals and special reports

Manuals and special reports are technical in nature, often intended for experts in the subject area, students, and resource managers, rather than for general distribution. This medium is intended for rapid dissemination and the contents may receive only a cursory internal Sea Grant staff editing. The author(s) would be responsible for the scientific accuracy of the document. Manuals and special reports are to be reviewed and revised by the author(s) before sending the final version to S.C. Sea Grant for publication work.

Bulletins and fact sheets

Bulletins are non-technical or semi-technical publications intended for a lay audience or a specific user group. Bulletins may provide information, interpretation, or instruction.

Fact sheets are shorter and less detailed with information condensed for specific user groups. Fact sheets may also provide a means of publishing, for lay audiences, pertinent portions of much longer special reports.

Brochures

Brochures are specialized publications usually targeted toward the general public. They are edited by Sea Grant staff for style and readability and will be designed according to budget and need.

Workshop materials

Workshop materials announce program agendas for workshops, seminars, or conferences planned in connection with a Sea Grant project, or the result of a workshop as proceedings.

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Media/public relations

S.C. Sea Grant uses various outlets to distribute information to the media and general public. If you have any information you think appropriate for our media outlets please notify Director of Communications, Susan Ferris Hill.

Media outlets:
  • News releases
  • Coastal Heritage magazine
  • Inside Sea Grant newsletter
  • SC HAB Review newsletter
  • S.C. Sea Grant Web site news
  • National Sea Grant Media Relations

News releases

News releases are prepared by S.C. Sea Grant Consortium communications staff from information received through researchers and other sources. Sea Grant-sponsored investigators and extension specialists having information suitable for distribution to the media are encouraged to contact our Director of Communications. News releases are distributed to media within South Carolina as well as to certain regional and national media. S.C. Sea Grant subscribes to a clipping service for printed news reports and routinely tracks the potential readership exposure of its news releases.

When issuing a news release independent of S.C. Sea Grant communications, or when being interviewed by the press, investigators and extension specialists are expected to indicate that the research is funded by or affiliated with the South Carolina Sea Grant Consortium, as appropriate. If possible, provide a copy of each printed news release or video clip to Susan Ferris Hill.

Coastal Heritage magazine

The communications staff writes and produces Coastal Heritage magazine on a quarterly basis. Coastal Heritage is written and designed to appeal to the general public, particularly those who have an interest in coastal issues. It is used as a forum to describe environmental, historical, technological, and cultural patterns of change along the South Carolina coast and how those patterns affect coastal residents.

The News & Notes section of Coastal Heritage is designed for shorter news items and features, including extension activities and research updates, while the Ebbs & Flows section includes descriptions of upcoming events and conferences.

Inside Sea Grant newsletter

Produced twice yearly, Inside Sea Grant newsletter keeps the agency’s key constituencies informed of the activities, progress, achievements, and opportunities at S.C. Sea Grant. Topics include extension activities, research updates, and notable accomplishments.

SC HAB Review newsletter

The Harmful Algae newsletter is the primary outlet for communicating efforts of the S.C. Task Group on Harmful Algae. Produced three times a year, the newsletter interprets harmful algal bloom (HAB) research in an understandable form to decision-makers, natural resource managers, public health organizations, and the general public.

S.C. Sea Grant Web site news

S.C. Sea Grant’s Web site provides another outlet for news releases. All releases distributed to the media are also placed on our Web site.

National Sea Grant media relations

All S.C. Sea Grant-produced news releases are sent to the National Sea Grant Media Relations office in Washington D.C. for distribution to the national media. Stories of national interest are sometimes picked up by leading news media.

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S.C. Sea Grant Web site

Investigators and extension specialists are encouraged to offer research findings, outreach activities, publication information, video material, and applicable links to our site. Our site can be accessed at www.scseagrant.org.

List of services:
  • Links
  • On-line publications
  • Highlight special projects
  • Download proposal forms

Links

Each Sea Grant-supported research, education, and extension project is briefly described on the S.C. Sea Grant Web site. S.C. Sea Grant encourages you to add additional links to your project on our Web site. To link to our site, please contact our Director of Communications.

On-line publications

You can access most S.C. Sea Grant publications on-line in text or PDF format, or use an on-line order form to have the publication mailed to you. If you wish to add a link to your Sea Grant project-related publication, please contact our Director of Communications.

Highlight special projects

S.C. Sea Grant’s Web site can highlight your research or outreach project, conference, or special event. If you wish to add information to our site, please contact our Director of Communications.

Download grant forms

S.C. Sea Grant offers downloadable proposal and reporting forms in Microsoft Word. You can access these forms from our Web site by selecting the direct link from our home page.

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How to request publication services

When you are ready to discuss the preparation and printing of your publication, call Susan Ferris Hill at (843) 727-2078 for an appointment at her office. She will review your materials with you and discuss the type of publication best suited for your project. It will be helpful to know answers to the following questions:

  • Who is the audience?
  • What message do you want to present?
  • How many do you need?
  • What is your budget?
  • When do you need delivery?
  • How will they be distributed?

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Guidelines for submitting materials

The following are guidelines for submitting materials to S.C. Sea Grant for publication. Any technical problems you may encounter can be discussed with our Director of Communications.

  • Text files
  • Photographs
  • Illustrations
  • Logos
  • Layout and design
  • Sponsorship statement
  • Copyright statement
  • Approval
  • Printing and distribution

Text files

Information submitted for publication must be submitted on disk or CD using Microsoft Word in either Macintosh or PC format, or they can be submitted electronically as an e-mail attachment. A laser printout must also be sent. Communications staff will edit for grammar, consistency, and clarity. Manuals and special reports receive only a cursory editing and are to be reviewed and revised by the author(s) before sending the final version to S.C. Sea Grant for publication work.

Photographs

All images must be clear and in focus. For best reproduction, send only original slides. Photographs can be submitted in several formats.
  • Color and black and white photographs. Label all photos clearly. DO NOT write on the backs of photos as the ink sometimes shows through during scanning.
  • 35mm slides or 4x5 transparencies. Label all slides clearly.
  • Electronic files. Send all files on either a CD or a Zip disk. Electronic files for printed publications must be scanned at 300 dpi and saved as either a tif or eps. Files for the Web can be scanned at 72 dpi. Files under 2mb can be sent as an e-mail attachment.
  • Digital camera images. Take photos at your camera’s highest setting. Keep in mind these images are often suitable only for Web use and will not produce excellent results in a printed publication.

Illustrations

Create your illustration to retain detail when scanned or reduced; fine lines and pencil drawings do not reproduce well. Label each illustration clearly.

  • Original drawings. The maximum size our scanner can handle is 8-1/2”x14”.
  • Electronic files. Send all files on either a CD or a Zip disk. Electronic files for printed publications must be scanned at 300 dpi and saved as either a tif or eps. Files for the Web can be scanned at 72 dpi. Files under 2mb can be sent as an e-mail attachment.

Logos

The communications staff will include the S.C. Sea Grant Consortium logo in all publications. The S.C. Sea Grant logo will be used alone or in conjunction with other logos, depending on the nature of the work, involvement of collaborators, and sources of support of the work. Other logos may include, as appropriate, the S.C. Sea Grant Extension logo, the NOAA logo (sometimes used together with the NOAA copyright statement), and those of other collaborating institutions.

If there are specific logo requirements for a publication, it is the author’s responsibility to secure and provide to S.C. Sea Grant Communications a high-resolution (300 dpi) version of the graphic for reproduction.

Layout and design

S.C. Sea Grant communications staff will create an appropriate design for the publication. The author must approve initial layouts before Sea Grant designers can proceed to final production stage.

Sponsorship statement

The following statement must be included in the publication.

A publication (or report) sponsored by the South Carolina Sea Grant Consortium pursuant to National Oceanic and Atmospheric Administration Award No. (award number).

Grant numbers are indicated on all project award-of-contracts letters, or can be obtained from Susan Ferris Hill.

Copyright statement

The following statement must be provided to Linda Blackwell, in a cover letter, whether it appears in print or not. S.C. Sea Grant retains the right to delete the statement from the actual publication.

This publication was supported (‘in part’ if appropriate) as a result of work sponsored by the S.C. Sea Grant Consortium with NOAA financial assistance, National Sea Grant College Program Office. The views expressed herein are those of the author(s) and do not necessarily reflect the views of NOAA or any of its sub-agencies. The U.S. Government is authorized to produce and distribute reprints for governmental purposes notwithstanding copyright notation that may appear.

Approval

The author will have final approval of the laser proof. Final revisions and sign-off must be made at that time. Bluelines will not be submitted to the author.

Printing and distribution

S.C. Sea Grant Communications arranges for and provides funds to print or produce reasonable quantities of approved publications. These costs should not normally be included as part of the research project grant. Exceptions exist, such as when a grant is specifically for the production and distribution of information materials.

Publications are distributed by S.C. Sea Grant unless prior arrangements are made. They are distributed in one of three ways: free of charge on a single copy basis, in bulk quantities, and as “for sale” publications. The selling price for publications is determined by the actual cost of printing and distribution. All monies received from the sale of a publication are used by S.C. Sea Grant solely for reprints and distribution of that publication.

Unless the author intends to distribute the publication, authors normally receive 10 complimentary copies of the final product. If more copies are needed, advise our Director of Communications prior to printing.

Mandatory distribution of S.C. Sea Grant publications includes the National Sea Grant Office, The National Sea Grant Library at the University of Rhode Island Pell Marine Science Library, and South Carolina public libraries. Copies of certain productions and publications are also required by the Sea Grant National Media Relations office and the NOAA Central Library.

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Contact information

S.C. Sea Grant Consortium Web site:
http://www.scseagrant.org

Susan Ferris Hill
Director of Communications
S.C. Sea Grant Consortium
287 Meeting Street
Charleston, SC 29401
P: (843) 727-2078
F: (843) 727-2080
Susan.Ferris.Hill@scseagrant.org

Patty Snow
Art Director / Web
S.C. Sea Grant Consortium
287 Meeting Street
Charleston, SC 29401
P: (843) 727-2078
F: (843) 727-2080
Patty.Snow@scseagrant.org

John Tibbetts
Writer / Editor
Coastal Heritage Author
S.C. Sea Grant Consortium
287 Meeting Street
Charleston, SC 29401
P: (843) 727-2078
F: (843) 727-2080
John.Tibbetts@scseagrant.org

Carl Turner
Graphic Designer
S.C. Sea Grant Consortium
287 Meeting Street
Charleston, SC 29401
P: (843) 727-2078
F: (843) 727-2080
Carl.Turner@scseagrant.org