AWWA Tool Kit for Standards Manuals (Revisions & New Topics) 6666 West Quincy Avenue Denver, CO T F

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1 AWWA Tool Kit for Standards Manuals (Revisions & New Topics) 6666 West Quincy Avenue Denver, CO T F

2 Table of Contents 1. Standards Manual Development Timeline Steps towards a Successful Manual Revision 3. Product Analysis for a New AWWA Manual Steps towards a Successful New Manual 5. Top 6 Pitfalls in AWWA Manual of Practice Development 6. The Art of Writing by Committee 7. AWWA Style Guide for Manuals of Practice AWWA Tool Kit for Standards Manuals 1

3 Standards Manual Development Timeline Standards manuals of practice are now on a 6-7 year revision cycle. START: New edition of Standards manual is published or new topic idea is proposed Periodic Event Duration Periodic Event Duration Periodic Event Duration Volunteers Receive complimentary copy of new edition or Propose new topic idea ~1 month Meet to decide when next edition should be published and when to start OR if manual should be sunset or reaffirmed Default is 7 years* ~1 week Inform ETS staff when next manuscript will be delivered Assume 7 years* Next edition of manual New manual 3 years Work on manual Send to AWWA staff for balloting Periodic Event Duration Periodic Event Duration ETS Staff 3 yrs after last edition was published Prompt subcommittee to start revision Follow-up on regular basis to check progress ~4 months Ballot Committee & Standards Council Hand off manual to technical editor Publications Staff Periodic Event Duration Staff informs subcommittee that AWWA is placing final order of current edition, based on subcommittee s work status Production of manual Periodic Event Duration ~9 months ~6 years after last edition was published Total Time Frame: 6-7 years *If gap is shorter, timeline will be adjusted. AWWA Tool Kit for Standards Manuals 2

4 Revisions: AWWA Manuals of Practice under the Standards Council 12 Steps towards a Successful Manual Revision 1. One month after the manual is printed, the committee decides when to begin the next revision 1, understanding the next edition must be published in 6-7 years. 2. When appropriate, staff prompts committee chair to assign someone to be chair of a sub- committee whose responsibility is the manual of practice. The committee and sub- committee chair assembles workgroup 3. Staff sends electronic files of manual chapters in MS Word to sub-committee. 4. Sub-committee meets to assign chapters. Creating an outline is useful at this step. 5. Sub-committee revises/updates content of manual. 6. To ensure the manual is coherent as a whole, it is suggested that a small editorial board (~3 people) be assigned that will read the updated manual in its entirety. When manual is finalized, editorial board of 3 people reads manual in its entirety. 7. Sub-committee reaches consensus on the draft. 8. Sub-committee submits manuscript to AWWA. 9. Technical staff person (engineer) reviews manual. Sub-committee chair addresses comments that arise. 10. Committee ballot Allow 4 weeks for ballot Unanimous vote by 2/3 membership of committee is needed Any negative votes are resolved between the sub-committee chair and the no responders, Change text? Reballot? Withdraw negative? Obtain proof of change to yes vote 11. Standards Council ballot Allow 4 weeks for ballot Unanimous vote by 2/3 membership of council is needed Any negative votes are resolved between the sub-committee chair and the no responders, Change text? Reballot? Withdraw negative? Obtain proof of change to yes vote 12. Staff hands off manual to AWWA publishing group, allow 9 months for publishing. 1 Committee can decide to reaffirm or sunset the manual AWWA Tool Kit for Standards Manuals 3

5 6666 West Quincy Avenue Denver, CO T F Product Analysis for a new AWWA Manual of Practice If your AWWA committee would like to develop a brand new manual, please answer the following questions and return to Molly Beach, AWWA Manuals Specialist (mbeach@awwa.org): 1. Why do water professionals need this manual? 2. Is the process/topic tried and true enough to be developed as a manual? 3. Who is the market? Is the market narrow or broad? 4. How many pages do you anticipate for this manual? (an alternative response can be: size will be approximately the same as an existing manual Mxx) 5. What other opportunities exist for sharing the content of this product? (e.g., webcasts, elearning, conference workshop) 6. What other internal or external publications cover this same content? 7. Who are the lead authors and what is their expertise? (Are they the people who should be writing this manual?) 8. Is there any event or issue that could affect the delivery and marketing of this manual? (e.g., a new edition of M19, Emergency Planning, would be appropriate to release during hurricane season or near 9/11) AWWA Tool Kit for Standards Manuals 4

6 New Topics: AWWA Manuals of Practice under the Standards Council 12 Steps towards a Successful New Manual 1. Committee decides to develop a new manual of practice. Chair assigns someone to lead a sub-committee whose responsibility is the manual of practice. Committee & sub-committee chair recruit workgroup from committee. 2. Sub-committee chair completes New Product Analysis form (enclosed in Toolkit) and returns to AWWA staff. 3. Sub-committee develops outline and timetable. 4. Committee approves outline and timetable (by ballot). 5. Standards Council reviews request for new manual (including outline and timetable) and authorizes development of new manual (by ballot or at SC meeting by vote). 6. Sub-committee develops content for draft manuscript. 7. Sub-committee reaches consensus on the draft. 8. To ensure the manual is coherent as a whole, it is suggested that a small editorial board (~3 volunteers) be assigned that will read the draft manual in its entirety. 9. AWWA technical staff person (engineer) reviews manual. Sub-committee chair addresses comments that arise. 10. Committee ballot Allow 4 weeks for ballot Unanimous vote by 2/3 membership of committee is needed Any negative votes are resolved between the sub-committee chair and the no responders, Change text? Reballot? Withdraw negative? Obtain proof of change to yes vote 11. Standards Council ballot Allow 4 weeks for ballot Unanimous vote by 2/3 membership of council is needed Any negative votes are resolved between the sub-committee chair and the no responders, Change text? Reballot? Withdraw negative? Obtain proof of change to yes vote 12. Staff hands off manual to AWWA publishing group, allow 9 months for publishing AWWA Tool Kit for Standards Manuals 5

7 6666 West Quincy Avenue Denver, CO T F Top 6 Pitfalls in AWWA Manual of Practice Development 1. Does the manual focus only on the United States? AWWA is a North American association, and our international membership is growing. Please avoid writing a chapter from solely an American point of view. Use generic language whenever possible and consider adding Canadian and international references when discussing standards/regulations/policies. Avoid the use of national and state unless it is intentional. 2. Have the authors obtained copyright releases for all artwork from outside sources (photos, figures, tables, charts)? If artwork in the manual is from an outside source, AWWA must have permission to use the art in the manual. This means that the outside source must sign an AWWA copyright release form. If artwork in the manual is author-generated, the author must also sign an AWWA copyright release form. 3. Have the authors submitted the source files of all artwork? A source file is typically a jpeg, bitmap, tiff, Photoshop, or Excel spreadsheet. Our graphic artists cannot use an image that was downloaded from the web, nor can they use an image that is embedded in a Word document. Best practice is to send the source file to AWWA staff AND embed the image in the Word document so the editor knows exactly where you want the art to be placed. 4. Does each instance of cited material have a corresponding reference, and does each reference have a corresponding in- text citation? 5. Have the references been updated? Make sure your references reflect the most recent date of that publication. For example, if you are using Standard Methods for the Examination of Water and Wastewater, then make sure to list the most current date of that reference (2005) instead of listing an old version (1975). 6. Has a small group read the manual in its entirety? Designate a group of 3 to serve as an editorial board. The role of this group is to read the manual in its entirety and ensure there is no repetition amongst chapters and that the book flows as a whole. AWWA Tool Kit for Standards Manuals 6

8 6666 West Quincy Avenue Denver, CO T F AWWA Manual Writing Tips An AWWA manual is a consensus document containing principles, standard practices, and detailed information on a technical or operational topic. A manual provides general guidance regarding procedures to be followed in the implementation of drinking water processes, design and construction, or the development of specific programs. This is TECHNICAL WRITING. #1 Challenge of Writing by Committee there are often different authors for each chapter. Each author has a different writing style. The role of the 3-person editorial committee is to review the draft cover to cover and help in these areas: (1) making sure terms are used consistently throughout the manual; (2) reducing redundancy across multiple chapters; and (3) clarifying technical issues to make sure they are consistent across chapters and consistent with the operations discussed This review is important because the manual cannot be a series of standalone chapters but rather a series of chapters that have consistency and flow. Writing 1) Develop an annotated outline. 2) Start by writing what you know the most about in your chapter, and then build the other sections around that area. 3) Set deadlines for interim progress milestones (outline, 1 st draft, 2 nd draft, etc) Ideas for Headings within a Chapter Introduction Historical Perspectives Overview of Defining Advantages and Disadvantages Implementation & Administration General Considerations Summary Multiple Authors Divide chapter up by sections. Each author takes an equal number of sections. One author should be elected as the primary author that person s name will appear first in authorship. Meet as a group by phone periodically to compare notes and encourage progress. Terminology Agree on terminology to be used through the entire manual reference AWWA Water Dictionary. AWWA Tool Kit for Standards Manuals 7

9 6666 West Quincy Avenue Denver, CO T F AWWA Style Guide for Manuals of Practice A manuscript must be submitted with the following sections: 1. Table of Contents 2. Foreword 3. Acknowledgments 4. List of Figures 5. List of Tables 6. Chapters 1, 2, 3, 4, 5, with references at the end of each chapter 7. Appendices (optional) TEXT 1. Prepare and submit each chapter of the manual as its own Microsoft (MS) Word file, version 2003 or higher, handwritten or hard-copy submissions will not be accepted. 2. Number all pages by chapter. For example, the pages in Chapter 3 would be numbered 3-1, 3-2, etc. The pages in Appendix A would be numbered A-1, A-2, etc. 3. The levels of headings within the text can follow the format below: H1 (Heading 1) ALL CAPS ON LINE BY ITSELF (Ex. THE WATER AUDIT) H2 Initial Caps on Line by Itself (Ex. Unauthorized Consumption) H3 Bold face, first word initial cap, run in with text (Ex. System equity.) H4 Italic, first word initial cap, run in with text (Ex. System assets.) It is acceptable for authors to label each heading in their draft manuscript using the above key (H1, H2, H3, H4). 4. The entire manual must be metricized, with the inch-pound unit of measure followed by the metric unit (SI) in parentheses, UNLESS a metrication guide or table is supplied in an appendix. SI stands for Systeme Internationale. 5. An index will be created by staff. ARTWORK 1. Prepare and submit all art (photos, drawings, tables, charts, graphs, etc.) at the highest resolution possible at least 300 dpi (See Appendix A for acceptable graphics criteria). 2. The source file of the art (jpeg, bmp, tif, etc) must be submitted via or by uploading the art to an AWWA ftp site if the file is too big. Contact AWWA staff for directions about the ftp site ( ). 3. The only reason to embed your art in the chapter document is to show exactly where you want the art to be situated. We must have the source file because the quality of the art degrades substantially when it is embedded (it becomes unusable). 4. Photographs downloaded directly from websites are not graphically acceptable, even if you have AWWA Tool Kit for Standards Manuals 8

10 received permission to use the photograph. 5. Photocopies of art are not acceptable. 6. Authors may submit film slides. An AWWA graphic artist will scan the slides and then return them to the author. 7. Authors may submit original illustrations. An AWWA graphic artist will scan the illustrations or redraw them. 8. In preparing the manual, be cognizant of the amount of art in each chapter. Try to avoid having numerous figures in one chapter and none in other chapters. Because a manual is typically authored by several people, this will require coordination amongst the authors, typically facilitated by the chair of the manual workgroup. TABLES 1. Number the tables by chapter. For example, the second table to appear in Chapter 3 would be numbered Table 3-2. This number designation should be included with the table title. 2. All tables must have a title. A source must be listed if the table is not author-generated. 3. The source of each table should be fully referenced in the reference section, unless it is authorgenerated. 4. Tables must be completely legible. Authors may need to provide source files for tables (MS Excel). 5. If tables are created in MS Word, they CAN BE embedded in the text MS Word tables are preferred. Otherwise, save your tables as individual files, like MS Excel, and send the file electronically. 6. Please highlight the call-outs in the text to indicate where the tables should be included. An example of a call-out is See Table 5.2. The production editor will place a table as close as possible to the call-out. FIGURES/GRAPHS 1. Number the figures by chapter. For example, the fourth figure to appear in Chapter 4 would be numbered Figure 4-4. This number designation should be included with the figure caption. 2. All figures must include a caption. A source must be listed if the figure is not authorgenerated. The source of each figure should appear after the caption. 3. The source of each figure must be fully referenced in the reference section, unless it is authorgenerated. 4. Any notes or definitions pertaining to a figure should appear after the figure caption and source. Figures must be completely legible. 5. Please highlight call-outs in the text to indicate where the figures should be included. EQUATIONS 1. All equations should be centered on a separate line, apart from the main body of the text. 2. Number all equations by chapter, e.g., Eq. 6-1, Eq. 6-2, etc. AWWA Tool Kit for Standards Manuals 9

11 3. Use a where list to define variables in equations; for example, a + b = c where: a = apples b = bananas c = carrots 4. Greek letters and other symbols are easily confused with Roman letters; if these symbols must be handwritten in the manuscript, be sure to create a key defining these symbols. BIBLIOGRAPHIES AND REFERENCES 1. A bibliography includes the titles used by the author to prepare the manuscript. The bibliography should be arranged alphabetically, not numerically. Bibliographies are used more frequently in the humanities vs. the scientific field. 2. References are specific titles used by the author and cited in the text (a reference-citation- style project). Refer to the Chicago Manual of Style for correct formats. Some common examples are below: Book Smith, J.A and B.C. Jones AWWA book. Denver, Colo.: AWWA. (Author. Year. Book title. City and state of publisher: publisher.) Journal/Periodical Smith, J.A Nanotechnology. Journal AWWA. 51: (Author. Year. Article title. Name of periodical. Volume #: page numbers.) Web AWWA. Title of paper, article, etc. (accessed October 8, 2010). Note: access date should be included because URLs do become obsolete. (Organization. Title of paper, article. Full URL. Date accessed.) 3. Make sure each instance of cited material has a corresponding reference, and each reference has a corresponding in-text citation. 4. Make sure your references reflect the most recent date of that publication. For example, if you are using Standard Methods for the Examination of Water and Wastewater, then make sure to list the most current date of that reference (2005) instead of listing an old version (1975). COPYRIGHT RELEASES 1. The author is responsible for obtaining copyright releases of ALL materials. If you own the artwork that you submit, you must still complete a copyright release form (See Appendix B). 2. The original signed release form must be submitted to AWWA, along with any credit line requested by the copyright owner. EDITOR S RESPONSIBILITIES 1. Mechanics of the text, i.e. grammar, hyphenation, use of abbreviations, table format. 2. Style AWWA style guide plus Chicago Manual of Style. 3. Comparison of callouts and text discussion of tables and figures. 4. Editor will read every word, sentence, and paragraph for clarity and readability. AWWA Tool Kit for Standards Manuals 10

12 5. Editor will query where appropriate. 6. Compositor will format page layout, tables, and figures. 7. Editor will file with Library of Congress. COMMITTEE S RESPONSIBILITIES 1. Make sure the information is correct and consistent. 2. Make sure tables and figures are labeled correctly. 3. Use correct head levels for headers. 4. Review Glossary editor will be using as a reference. 5. Don t worry about formatting tables production has templates. Just make sure information is correct. 6. Please be sure to cite any sources for tables and figures. We must get copyright permission to use. OTHER 1. Footnotes should be symbols (*, +) in order of appearance. They should be listed at the bottom of the page on which they are referenced, not at the end of the chapter. 2. Numbered footnotes should not be used as text citations. Use reference citations, e.g. (AWWA 2011). AWWA Tool Kit for Standards Manuals 11

13 Appendix A Acceptable and Unacceptable Graphic Files for Print Rule of Thumb: Please submit graphic files that are of the highest resolution possible. It is easier for a graphic artist to start with a high resolution graphic than to start with a low-resolution graphic. Acceptable Graphic Files for Print Bitmap 300 dpi or higher (.bmp) Vector Graphics typically Illustrator (.eps,.ai) files JPEG 300 dpi or higher (.jpg) TIFF 300 dpi or higher (.tif) PostScript 300 dpi or higher (.ps,.prn) Adobe PDF (.pdf) as PDF/X1a:2001 Photoshop 300 dpi (.psd) Illustrator (.ai) CAD (.dwg) Native Excel files (.xls) Original photos for scanning Original slides for scanning Original illustrations for scanning Unacceptable Graphic Files for Print Artwork embedded in MS Word (.doc) Artwork embedded in an MS PowerPoint (.ppt) GIF (.gif) Any artwork downloaded from a Web site PDF files made from copiers or MS Word. Photocopies Scans or copies of printed pieces AWWA Tool Kit for Standards Manuals 12

14 Appendix B RELEASE OF MATERIAL FOR PUBLICATION The American Water Works Association ( AWWA ) is developing a publication titled (insert title) (the Publication ) and asks your assistance in providing the material described below (the Material ) for use in the Publication. In order to use the Material, we need to be assured that we are fully authorized to do so. We therefore request that you, the below-named supplier of the Material (the Supplier ) complete and sign the following form authorizing AWWA to use, copy, modify, disseminate, and publish the Material The undersigned Supplier hereby grants to AWWA a royalty-free, non-exclusive, perpetual, irrevocable, world-wide right and license to use, reproduce, modify, disseminate, combine with other materials, prepare derivative works based on, and publish the Material identified below, in whole or in part, in the Publication and in any other publication of AWWA, in any medium, and in any language. In consideration of the grant of these rights to AWWA, AWWA will credit Supplier with having provided the Material in each instance where AWWA publishes the Material. The undersigned Supplier represents and warrants that the grant of these rights to AWWA, as well as the content of the Material, will not violate the rights of any third party, and that Supplier has the requisite authority to grant these rights to AWWA. The Supplier agrees to indemnify, defend, and hold AWWA, its directors, officers, employees, and agents harmless against any claims that allege breach of any of the foregoing representations and warranties. Supplier understands that the grant of rights to AWWA does not obligate AWWA to use or publish the Material. Specific identification of the Material (brief description; title; when and where previously published, if applicable; copy of Material attached): Credit line to be published by AWWA (please note any desired changes): Name, address, address, and phone number of Supplier (please print or type): Signature of Supplier or authorized representative: Signature: Title: Date: AWWA Tool Kit for Standards Manuals 13