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EditingAuxiliary
PublicationsBy: Carol Rickard
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Publications Officer
• Serves as an important communicator
• Uses unit newsletter as primary communication tool
• As newsletter editor:– Collects– Prepares (Edits)– Designs– Proofreads– Distributes the publication
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Collector
• The membership
• Other units within the Auxiliary
• Other sources, e.g., the Internet
• Elected and staff officers
As collector, the Publications Officer gathers information from –
The Publications Officer verifies that material is informative, interesting, timely … and accurate
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Editor
• Correctness of information and compliance with Auxiliary policy in copy, graphics, and photographs presented
• Correctness of spelling, grammar, usage and punctuation
• Condensation of copy when necessary
The Publications Officer is responsible for –
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Correctness in Copy
• The flotilla or division masthead includes– Name of publication– Designated unit number– Location– Date of issue– Issue number (Roman numerals)
• The editor’s name and contact information appear in the issue
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Correctness in Copy (cont’)
• Designate flotillas by Arabic numbers, indicating first the division then the flotilla number (separated by a hyphen if the number of the flotilla exceeds nine), e.g., FL 84, not FL 8-4; FL 6-10
• Do not use a “0” before a flotilla or division designation, i.e., it’s FL 15-1, not FL 15-01; Division 6, not Division 06
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Correctness in Copy (cont’)
• Designate divisions by Arabic numbers, not Roman numerals, e.g, Division 8 (not Division VIII)
• Always capitalize Auxiliary and Auxiliarist when referring to the Coast Guard Auxiliary
• Place the titles of Auxiliarists in the proper location (only current or past commodores may have their title precede their name)
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Correctness in Copy (cont’)
• Capitalize titles only when they appear with a person’s name
• Spell out abbreviations and acronyms the first time they are used in an article (they may then be used later in the article)
• Verify that credit and any appropriate credit lines are given for newspaper articles or other copyrighted material
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Correctness in Photos
• Auxiliarists pictured are clearly identified and in proper uniform for the activity depicted
• The activity or event pictured is described in the caption
• The photographer is credited
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Correctness in Graphics
• Use the correct USCG Auxiliary logo in the publication, i.e., use the Auxiliary emblem (not the present hat device – shown at right)
Auxiliary Emblem - Yes Auxiliary Logo - No
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Correctness in Graphics (cont’)
• Verify that credit is given for copyrighted graphics
• Display the Homeland Security seal and signature correctly
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Homeland Security Logo
Preferred signature lockup
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Homeland Security Logo (cont’)
Alternate signature lockup (to be used only when insufficient horizontal space) and seal alone
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Homeland Security Logo (cont’)
Minimum clearspace around the signature
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Homeland Security Logo (cont’)
Incorrect uses of the Homeland Security signature
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Correctness of Grammar
• Subject-verb agreement• Active versus passive voice• Clear use of pronouns, i.e., noun-pronoun
agreement• Correct use of its, the possessive form of
the neuter pronoun (it’s is a contraction for it is or it has)
• Ambiguous pronouns, e.g., this, that, these• Clear use of modifiers
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Correctness of Usage
• Words used correctly
• States abbreviated correctly (ZIP codes are code letters, not abbreviations)
• Latin abbreviations used correctly: – i.e., id est (that is)– e.g., exempli gravia (for example)– etc., et cetera (and so forth)– a.m./p.m., ante merideum/post meridiem
(before/after noon)
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Punctuation
• The comma - The most frequently used mark of punctuation in a sentence. It– Clarifies the structure and meaning of a
sentence– Indicates emphasis, pauses, and stress
Punctuation contributes substantially to the meaning of a sentence
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Punctuation (cont’)
• If omitting a clause or phrase would change the meaning of a sentence, the clause or phrase is restrictive or essential. Commas are not used to set the clause or phrase off
Example: The article that he wrote in 2002 won the Pulitzer Prize.
Example: The Baroque composer Bach influenced him greatly.
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Punctuation (cont’)
• If omitting a clause or phrase would not change the meaning of a sentence, the clause or phrase is nonrestrictive or nonessential – or parenthetic. Commas are used to set the clause or phrase off
Example: Sarasota, where I live, is right on the Gulf of Mexico.
Example: His most recent article, written in 2003, won a literary award.
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Punctuation (cont’)
• Nonrestrictive appositives are set off by commas
Appositives are words that give additional meaning to the main idea but are not crucial to the basic meaning
Example: His favorite author, Stephen King, entered the room.
Example: Tom Jones, chairman of the committee, called the meeting to order.
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Punctuation (cont’)
• Restrictive appositives are necessary for the meaning of the sentence and are not set off by commas
Example: The crowd fell silent when the author Stephen King entered the room.
Example: Tom’s friend Joan started with her speech.
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Designer
• Readability: Font, font size, leading – color of page, i.e., amount of white space
• Layout– Contrast– Alignment– Repetition– Proximity
• Eye-appeal – the more eye-appealing, the more likely the newsletter will be read
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Proofreader
It was a once in in a lifetime opportunity.
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Proofreading (cont’)
UNIVERSITY DRAMA SOCIETY
SPING SEASON1999
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Proofreading (cont’)
Mental “correcting” tends to tune out errors, i.e., we tend to see things not as they are but what we think they should be
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Proofreading (cont’)
• Extreme attention to details
• Intense focus on information being read
• Sitting for up to 20 minutes at a time
• Knowledge and use of the basic rules of the English language
Proofreading requires –
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Proofreading (cont’)
Editing may require some rewriting to achieve –
• Clarity of thought
• Accuracy of information
• Appropriateness of tone
• Effective use of language
• Conciseness
• Attention to the audience’s needs, interest
Editing versus Proofreading –
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Proofreading (cont’)
• Punctuation• Spelling• Capitalization• Typographical errors• Correct and consistent use of language• Adherence to established style and format• Appearance
Proofreading might require making minor changes but no rewriting in the following areas –
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Proofreading (cont’)
• Read the document through for overall content and meaning
• Read the document again … slowly … focusing on trouble spots
• Read the document in a different environment
Direct proofreading (preferably using hard copy) –
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Proofreading (cont’)
• Transposed numbers in dates or numbers
• Incorrect months, days, or years in dates
• Misspelled proper names, especially of people, organizations, or programs
• Typos, e.g, an for and, you for your
• Punctuation errors, e.g., underuse of commas or apostrophes
Some common trouble spots –
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Proofreading (cont’)
• Words incorrectly capitalized• Words frequently misused, e.g., affect
versus effect• Subject and verbs that do not agree• Inconsistent verb tenses, e.g., sunk for sank• Missing parts of a document, e.g., masthead
not complete• Inconsistent use of abbreviations
Some common trouble spots (cont’):
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Distributor
• After the newsletter has been reproduced – on paper or electronically – distribute it to the membership as well as to individuals and offices on the mailing list for unit publications (there are separate lists for flotilla and division newsletters)
• Mail hard copies of newsletters produced electronically to those members who want to receive a copy by post
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Save hard copies of all issues of your unit publication for the year and submit them to the DSO-PB 7 for consideration in the annual District 7 competitions for Best Flotilla and Best Division Publication
Be proud of your newsletters –
You put a lot of time, thought, and effort into their production
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Many thanks to Carol Rickard, a former
DSO-PB D7 for preparing this slide presentation. We are proud to offer her presentation as a resource to all of our
Publications and Public Affairs officers.
Dottie Riley, DSO-PB D7 2008-