Publications Officer’s Guide:

A Fresh Look at A Fresh Look at Auxiliary NewslettersAuxiliary Newsletters

By: Dottie Riley, DSO-PB D7

A good editor:A good editor:

• Makes editing a publication a personal Makes editing a publication a personal learning experience,learning experience,

• Is not afraid to experiment,Is not afraid to experiment,• Learns from mistakes,Learns from mistakes,• Is always looking for new ways of presenting Is always looking for new ways of presenting

material,material,• Likes their volunteer job, and finallyLikes their volunteer job, and finally• Believes that their job can be done better! Believes that their job can be done better!

An editor’s responsibilityAn editor’s responsibility

Outstanding volunteer members are not Outstanding volunteer members are not necessarily good writers. They count on the necessarily good writers. They count on the

editor to make their written contributions editor to make their written contributions reflect the same level of professionalism with reflect the same level of professionalism with

which they serve the Auxiliary.which they serve the Auxiliary.

--is to portray our members in a is to portray our members in a positive, professional manner.positive, professional manner.

PB Officers are PB Officers are ReportersReporters

““A publications officer cannot always A publications officer cannot always depend on the elected officers, staff depend on the elected officers, staff officers or members to freely offer officers or members to freely offer material.” material.”

““Good editors believe that no obstacles Good editors believe that no obstacles can prevent them from getting all of the can prevent them from getting all of the facts and reporting them.” facts and reporting them.”

Auxiliary Newsletters as House Auxiliary Newsletters as House Organs.Organs.

• A house organ is A house organ is designed to build loyalty designed to build loyalty and promote an and promote an organization and its organization and its products or services by products or services by communicating with communicating with interested individuals interested individuals and groupsand groups..

The American Heritage® Dictionary of Business Terms Copyright © 2009 by Houghton Mifflin Harcourt Publishing Company. Published by Houghton Mifflin Harcourt Publishing Company. All rights reserved.

Functions of a NewsletterFunctions of a Newsletter

• Satisfies the member’s right to be Satisfies the member’s right to be informedinformed

• Publishes news, reports, program Publishes news, reports, program updates and articles of interestupdates and articles of interest

• Recognizes or applauds our Recognizes or applauds our member’s effortsmember’s efforts

What to Include in a What to Include in a NewsletterNewsletter

Unit NewsUnit News• ReportsReports• Program updatesProgram updates• Articles of interestArticles of interest• Minutes of the Meeting Minutes of the Meeting

may be included.may be included.• Commander’s name Commander’s name

and contact and contact information.*information.*

• MastheadMasthead– Mastheads typically

include:• Name of publication• Date of publication• Flotilla number and

location

• Editor’s name and Editor’s name and addressaddress

Every newsletter should be both Every newsletter should be both informativeinformative and and interesting.interesting.

Privacy Act Notices

• Are Are not not required but may discourage misuse required but may discourage misuse of members’ names and other content.of members’ names and other content.

• Sample statement:Sample statement:

PRIVACY ACT STATEMENTPRIVACY ACT STATEMENTThe Privacy Act of 1974 protects names, addresses, telephone/fax numbers The Privacy Act of 1974 protects names, addresses, telephone/fax numbers

and e-mail addresses of Auxiliary members which may appear in this or and e-mail addresses of Auxiliary members which may appear in this or other USCGAUX publications. As a matter of policy, information described other USCGAUX publications. As a matter of policy, information described

above is not made available to the general public or outside groups above is not made available to the general public or outside groups without that member’s express and/or written consent. When such without that member’s express and/or written consent. When such

information appears, its privacy shall be safeguarded and the information information appears, its privacy shall be safeguarded and the information will be clearly labeled. Publication of this information by the general public will be clearly labeled. Publication of this information by the general public

and/or outside groups is prohibited by the Privacy Act.and/or outside groups is prohibited by the Privacy Act.  

The Mechanics of Copy The Mechanics of Copy Preparation and LayoutPreparation and Layout

• Use a design template.Use a design template.

• Use properly credited photographs to Use properly credited photographs to break up blocks of text. break up blocks of text.

• Edit all text. Check photos for errors.Edit all text. Check photos for errors.

• Proofread! Proofread!Proofread! Proofread!

Where to find TemplatesWhere to find Templates

• Publishing ProgramsPublishing Programs• Office programs such Office programs such

as Microsoft Word®, as Microsoft Word®, Microsoft Works® and Microsoft Works® and Corel Write®Corel Write®

• Online sources.Online sources.

Adjust the Template to Suit Adjust the Template to Suit your Needsyour Needs

• Most elements within a template can be Most elements within a template can be changed including typefaces, picture changed including typefaces, picture locations, column widths and logos.locations, column widths and logos.

• Save the newly created template as a Save the newly created template as a ‘master’ and use it to start each new ‘master’ and use it to start each new issue. issue.

• As soon as you start an issue, As soon as you start an issue, remember to save it with a remember to save it with a new/different file name. new/different file name.

How many columns?How many columns?

One………………….…two……………………or three?

Principles of Design- UVBEPrinciples of Design- UVBE

• UnityUnity– Repetition. Consistency. Do all the elements

work together visually?

• VarietyVariety– Use white space, images and accents to break

up large columns of text.

• BalanceBalance– Harmony. Equilibrium. Proportion.

• EmphasisEmphasis Does design draw attention to what is Does design draw attention to what is

importantimportant??

Principles of Design- CCCPrinciples of Design- CCC

• ConsistencyConsistency– Design elements are unified page to page, Design elements are unified page to page,

issue to issue.issue to issue.

• ContrastContrast– Variety. Design elements break up blocks Variety. Design elements break up blocks

of text.of text.

• CorrectnessCorrectness– Correctness in content, copy and images.Correctness in content, copy and images.

Newsletter Design- ContrastNewsletter Design- Contrast

• Use a bold type for Use a bold type for headlines and a smaller headlines and a smaller case (10-12 picas) for case (10-12 picas) for body text.body text.

– Avoid using too many typefaces

• White space around White space around columns is columns is notnot wastedwasted space! White space space! White space provides contrast to the provides contrast to the columns of text, especially columns of text, especially in newsletters with long in newsletters with long articles. articles.

Newsletter Design- Newsletter Design- ConsistencyConsistency

• Templates provide consistencyTemplates provide consistency– Templates, like grids, help

keep elements in the same place from one issue to the next.

– Templates help avoid a haphazard, unorganized look by maintaining margins, etc., from one page to the next and one issue to the next.

– Templates unify a document by repeating design elements, column widths, etc., on every page.

Newsletter Design- Visual Newsletter Design- Visual ImageryImagery

• Use photographs to Use photographs to capture the reader’s capture the reader’s attention.attention.– Avoid publishing Avoid publishing

highly pixilated (low highly pixilated (low resolution) images.resolution) images.

– Do not warp images by Do not warp images by dragging the sides to dragging the sides to make them fit a pre-make them fit a pre-designed space.designed space.

- Avoid using clip - Avoid using clip art. art.

"One Picture is Worth A "One Picture is Worth A Thousand Words." Thousand Words."

Everyone who has gone through AUX Crew Training knows that this is a QE mission. The red hats are a give-away.

PhotographsPhotographs

• Check photographs Check photographs for accuracy- for accuracy- uniforms worn uniforms worn correctly, etc.correctly, etc.

• Include captions: Include captions: Who? What? Who? What? Where? When? Where? When? How/ Why?How/ Why?

• Provide proper Provide proper photo creditphoto credit

Elements of a Great NewsletterElements of a Great Newsletter

• Visual AppealVisual Appeal• Articles and photographs Articles and photographs

by or about the members.by or about the members.• Articles of interest Articles of interest to to the the

membersmembers• Correctness of copy and Correctness of copy and

contentcontent• No single element makes No single element makes

a newsletter great. a newsletter great.

Edit all TextEdit all Text

• Check grammar, spelling and Check grammar, spelling and punctuation.punctuation.

• Acronyms should be spelled the first Acronyms should be spelled the first time they appear in the text followed by time they appear in the text followed by the acronym in parenthesis. Thereafter the acronym in parenthesis. Thereafter the acronym may be used alone. the acronym may be used alone.

• Use correct titles especially when Use correct titles especially when referring to officers and to members of referring to officers and to members of the Coast Guard. the Coast Guard.

Writing and Editing ToolsWriting and Editing Tools

• USCGAUX Publications USCGAUX Publications Officers’ GuideOfficers’ Guide– http://http://

www.auxadept.org/www.auxadept.org/resources/resources/

• AP StylebookAP Stylebook• DictionaryDictionary• Handbook for WritersHandbook for Writers• USCGAUX Knowledge USCGAUX Knowledge

base:base:– http://kb.cgaux.info/http://kb.cgaux.info/

kb/?View=glossarykb/?View=glossary

Writing, Editing and Writing, Editing and Proofreading ResourcesProofreading Resources

• Other Publications Other Publications Officers from Officers from flotilla to district flotilla to district levels.levels.

• Your counterparts Your counterparts in the Public in the Public Affairs Affairs Department.Department.Collaborate! Collaborate! Cooperate!Cooperate!Communicate!Communicate!

Communicate!

Newsletter DistributionNewsletter Distribution

• Please refer to the distribution lists for Please refer to the distribution lists for newsletters found in the PB Officers’ newsletters found in the PB Officers’ GuideGuide

There are different distribution lists for flotilla and division level publications.

• Please include your SO-PB, ADSO-PB Please include your SO-PB, ADSO-PB and DSO-PB and DSO-PB

• Post your newsletter as a PDF on your Post your newsletter as a PDF on your Division or Flotilla website.Division or Flotilla website.

2009 D7 Publications Contest 2009 D7 Publications Contest Winners- Division LevelWinners- Division Level

First PlaceFirst Place Second PlaceSecond Place Third PlaceThird Place

Division 7, Editor: Dottie RileyDivision 7, Editor: Dottie Riley Division 8, Editor: Paulette ParentDivision 8, Editor: Paulette Parent Division 2, Editor: Philip YostDivision 2, Editor: Philip Yost

2009 D7 Publications Contest 2009 D7 Publications Contest Winners- Flotilla LevelWinners- Flotilla Level

Flotilla 98, Editor: Duane IsingFlotilla 98, Editor: Duane Ising Flotilla 46, Editor: William GiersFlotilla 46, Editor: William Giers Flotilla 86, Editor: Judi BidwickFlotilla 86, Editor: Judi Bidwick

First PlaceFirst Place Second PlaceSecond Place Third PlaceThird Place

Annual Auxiliary Publications Annual Auxiliary Publications AwardsAwards

• Guidelines for required Guidelines for required content etc., found in content etc., found in the PB Officers’ Guidethe PB Officers’ Guide

• Additional guidelines Additional guidelines provided by National. provided by National. Check the National PA Check the National PA website at: website at: http://www.auxpa.org/indhttp://www.auxpa.org/index.phpex.php

• D7 forwards D7 forwards instructions for District instructions for District PB contest early each PB contest early each year.year.

Thank you!Thank you!

• The role of PB officer is one of the most The role of PB officer is one of the most difficult offices at either flotilla or division difficult offices at either flotilla or division levels.levels.

• As your DSO-PB, I thank each and every As your DSO-PB, I thank each and every Publications Officer for your efforts.Publications Officer for your efforts.

You are appreciated!You are appreciated!

Thank you!Thank you!

Photograph for this presentation courtesy Jerry Edelman, FL 36 D7Photograph for this presentation courtesy Jerry Edelman, FL 36 D7