Water issues : Update magazine December 2011.12


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UNESCO-IHE Institute for Water Education produces a biennial magazine called UPDATE. We print 15,000 free copies per issue, which are sent to our counterparts across the world. UPDATE features institutional information related to water education, research and capacity development activities undertaken by UNESCO-IHE, its alumni and partners.

Contributions can be sent to the Editor-in-Chief: update@unesco-ihe.org.

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Water issues : Update magazine December 2011.12

  1. 1. UNESCO-IHE Editorial Formula UPDATE MagazineIntroductionThe Editorial Formula for the UNESCO-IHE Magazine offers guidelines for everyone involvedin producing the bi-annual UPDATE. This formula aims to be a practical translation of allcommunicable wishes, demands and targets of the Editorial Board & Committee.The purpose of the Editorial Formula is to ensure that the publication maintains a coherentmixture of content and style. It should be appealing to the target audience whilst meeting thedemands of the Editorial Board & Committee. Secondly, the guidelines set out in this formulawill also provide a solid basis for evaluation.Besides a clear definition of reoccurring editorial sections, themes and subjects, the EditorialFormula will also include general editorial guidelines for contributors of UPDATE magazine.All contributions will be handed in by the Editor in Chief who will also be responsible formanaging the entire publishing process. The Editor in Chief is mainly responsible for editingthe contributions within the guidelines of UNESCO-IHE and strives to maintain unity in styleand presentation.At the end of each publication of UPDATE the Editorial Committee will jointly evaluate theEditorial Formula. Until that time we kindly request everyone who contributes in any way tothe UPDATE to respect the guidelines set out in this document, as it increases the legibilityand appeal of the magazine.Editorial Formula UPDATEThis Editorial Formula describes the features (content, design, frequency, size, editorialsections, etc.) of UPDATE Magazine. Any changes made in the Editorial Formula need tohave the approval of the Editorial Committee. This document also outlines the activitiesinvolved in the production of UPDATE.A. General1) Nature of the magazine: purpose - The primary function of the magazine is to provide institutional information related to water education, research and capacity building activities undertaken by UNESCO- IHE and its partners/alumni. - Secondly, the magazine also fulfils the role of binding factor of UNESCO-IHE alumni and others, whereby maintaining a vast and expanding network (in the international water sector and beyond). - Thirdly, we aim to encourage global discussions on water issues through relevant opinion pieces. - Finally the magazine aims to provide inspiration, encourage public spirit amongst UNESCO-IHE counterparts and offer an UPDATE where one can read about water issues from a different perspective.Besides the reoccurring sections UPDATE will also offer a diversity of articles and topics.Articles need to be written in such a way that they are nice to read and accessible to theaudience the Institute aims to service. The angle of the articles and choice of words will bespecifically chosen to adhere to this purpose.
  2. 2. 2) ResponsibilityUPDATE is published by the M&C team within the Office of the Rector. The coordination ofcollecting content, editing, liaising with the graphic designer for layout, design, printing anddistribution, lies with the Editor in Chief. The Editorial Committee and Editorial Board willmaintain an advisory role and will be consulted for final proofreading before each issue of themagazine is printed.3) BudgetThe Office of the Rector will make available sufficient budget for the production anddistribution of UPDATE.4) Target audienceUPDATE aims to cater to a large audience, namely:Alumni & Alumni AssociationsInternal: staff and studentsUNESCO/UN WaterGuest lecturersInternational organizations (developing countries oriented, NGOs etc.)National, regional and international PressDelft communityDutch water sector(World) Water SectorHigher Education Institutes/ResearchersPotential partners (projects, MOU, tailor-made trainings)Sponsors/Donor agenciesNESO’s and EmbassiesGeneral Public (those interested in water related issues)5) Publishing frequencyUPDATE is a biennial magazine, but the possibility of extra issues being published is possibleafter consultation of the Editorial Board & Committee.6) Format and sizeUPDATE is published and folded to A4 size. Each issue of the magazine will include 32pages, but can be adapted should this be necessary. This will depend on the articles andbudget availability.7) Print runUPDATE Magazine has a print run of 15,000 copies.8) DistributionThe distribution is outsourced. The Graphic Designer and Editor in Chief will jointly coordinatethis process. The Editor in Chief will coordinate with Secretaries and Alumni focal point toprovide relevant names and addresses of UNESCO-IHE contacts and alumni.9) Internet and e-mailThe Magazine is also available for viewing in electronic format on the UNESCO-IHE website.For this purpose, UNESCO-IHE has subscribed to the software Publitas. With this softwarethe Editor in Chief will be able to assess number of visitors who view the magazine, whicharticles are most popular and how long the average visit is. This will be useful in better
  3. 3. corresponding articles to the readers. After each UPDATE is published the Editor in Chief willinform the Editorial Board and Committee members of the results.The possibilities of e-mail need to be explored more specifically. At the moment some news isalready being sent through alumni e-updates that appear on a monthly basis. Also, theCommunication & Marketing department is already using e-mail to solicit editorialcontributions (including photographs) from alumni, but this could be developed further in abroader sense, making more use of electronic communication.B Contents1) Editorial SectionsUPDATE has reoccurring editorial sections that will be recognisable to our readers. Thesemay include:- Main article- Editorial- Collage- Education- Overview course information- Spotlight (highlighting a special project)- Column- Op-Ed- UNESCO-IHE staff changes- PhD promotions- Interview with an alumnus- Special (spread/centrefold)- Upcoming events (calendar)- Resource materials (online & publications)- Interview (who is who)- Report from the field- Interview with a partner- Expert Panel (3 experts will be asked 3 questions on any water-related topic)2) Thematic issuesEach issue of UPDATE Magazine will have 6 to 8 pages (3 or 4 spreads incl. centerfold)devoted to a topic chosen by the Editorial Committee members. The upcoming Decemberissue will be devoted to Capacity Development, one of the Core Activities of the Institute.Themes corresponding to future issues of UPDATE Magazine will be determined andcommunicated externally in Q1 2012. This will allow an external audience to also submitthematic stories for publication.It may be decided that special issues of UPDATE Magazine will be published for specialoccasions. These may include the World Water Fora, special events and congresses.3) New sectionsNew sections that also support the goals of UPDATE can be included.4) DesignThe design of UPDATE is crucial to the appeal of the magazine. The graphic designer willensure that the layout and design is done in conformity to the style and vision of UPDATE.The Editor in Chief is responsible for maintaining coherence of the magazine.5) Illustration/Photographs
  4. 4. Images and/or illustrations provide an excellent and refreshing balance with writtencontributions. Images that are of sufficient (print) quality – meaning it is sent to the Editor inChief in high resolution) – will be considered when they complement the article or design ofthe topic covered in the magazine.In some cases (i.e. cover page) the Institute may purchase photographs from professionalagencies or repositories in order to adhere to the professionalism and high quality it aspires toachieve.6) Opinion/Commentary/ColumnIn UPDATE there is freedom of expression and opinion. Opinions need to be expressedcomplete and clear content wise. It should also be clear whose opinion the article represents.The Editorial Committee reserves the right to refrain from publishing articles, editorialcontributions and letters to the editor or to publish them in consultation with the author.Reasons for such decisions include that the texts do not fit the style of the magazine and/or isof insufficient editorial quality. Should the integrity of UPDATE or other persons be challengeddue to hurtful or insulting texts, the Editorial Committee may decide to refrain from publishing.In such case the Editor in Chief may contact the author to substantiate not having publishedthe opinion piece.7) AdvertisementsThe option to include advertisements by relevant sector organizations are welcomed. We willfurther examine this opportunity in upcoming issues of UPDATE Magazine.C Editorial Board and Editorial Committee1) Activities Editorial TeamEditorial Board - Accountable for all issues of UPDATE - Final proofreading of final articles - Final decision on issues regarding choice of articles, such as opinion pieces - Decides on policy for UPDATE (if necessary)Editorial Committee - Advises on changes regarding content as well as design - Advises in choice of topics, angles - Advises in creation of new sections - Advises in editorial decision making - (Proofreading of final articles?)Editor in Chief - Focal point for all issues regarding UPDATE and will act as chair for editorial meetings - Collecting and commissioning editorial contributions - Choosing and deciding which submissions are suitable for UPDATE and fit within editorial sections and are interesting for readers of UPDATE and best represent the Institute it represents. - Managing overview of design, layout and printing process (including following up on illustration material) - Editing editorial contributions and check for legibility and coherence of the articles - Managing the proofreading process, sending it to the (Editorial Committee), Editorial Board and sub-editor
  5. 5. 2) Appointment members of the Editorial Board and Editorial CommitteeEditorial Board members include the Rector, the Deputy Director and the Head of the Officeof the Rector.Editorial Committee members each represent one academic department. Each year after theOctober issue is published the Editor in Chief will call the Editorial Committee members for anevaluation meeting, whereby the functioning of the Committee and biannual editorialmeetings will be discussed. Members will be requested to contribute their time at least twice ayear. It shall be reviewed periodically whether the representatives of the 5 academicdepartments (and non academic departments) within the Institute are still able to contributetheir time fully.The current members of the Committee and Board include:Editorial BoardAndrás Szöllösi-NagyStefan UhlenbrookJoop de SchutterEditorial CommitteeGiuliano Di BaldassarreJan Willem FoppenJeltsje KemerinkJan Herman KosterEditor in ChiefAlida PhamSub-EditorJoy-Maul PhillipsCoordinationManuela PorcedduDesignPeter StrooD Guidelines with regard to quality & style of UPDATE articlesStructureUse a headline, lead or intro paragraph, subheads and paragraphs to structure the article. Itprovides structure to the text and increases legibility.The Five W’s and H: Before writing a lead, decide which aspect of the story – who, what,when, where, why, how – is most important. You should emphasise those aspects in yourlead. Wait to explain less important aspects until the second or third sentence.Sentences - Short sentences are easier to read than long ones. It is usually better to use two short sentences than a long one, even though it may take up more words. - Readers want to know why the story matters to them and they won’t wait long for the answer. Leads/Intro’s are often one sentence, sometimes two.
  6. 6. - Try to write actively. Strong verbs will make your lead lively and interesting. Passive constructions, on the other hand, can sound dull and leave out important information, such as the person or thing that caused the action.JargonTry to avoid as much as possible the use of jargon, abbreviations and spoken English. Alsotry to avoid difficult, long words.Use of quotation marks or inverted commasDouble quotation marks denote either speech or a quotation.Example: “The use of social media for communication and marketing purposes proves verycost-effective,” she explained.Single quotation marks should only be used to highlight certain words you wish to emphasise.Example: The PhD research focused on ‘spatial pattern dynamics in aquatic ecosystemmodelling’.It is incorrect to use quotation marks for paraphrased speech. To paraphrase is to reword orrephrase. As a paraphrase is not a direct quote, it is incorrect to use quotation marks.Numbers - Spell out single-digit whole numbers. Use numerals for numbers greater than nine. Examples: The installation of six water pumps in the area proved very successful. An assessment of the project will occur in 10 years time. - If you choose to spell out numbers because one of the numbers is a single digit, spell out all numbers in that category. - The simplest way to express large numbers is best. Round numbers are usually spelled out. - Always spell out simple fractions and use hyphens with them. Example: Almost two-thirds of the world’s natural resources have been depleted.Exceptions: - temperature - dates - velocity - timeRead more: http://www.grammarbook.com/numbers/numbers.aspAbbreviations - Explain any terminology that you think may not be familiar to the reader – or which they may not necessarily know. - Always write a long name in full the first time you use it, regardless of how well known it is. - Abbreviations should generally be avoided. However, it is appropriate to use standard abbreviations sometimes in (scientific) writing. For the first reference to a term in the text, the term should be used in full with the abbreviation included in brackets. For the remainder of the text the abbreviation should be used. However, abbreviations should not be used in the abstract or in the title.
  7. 7. Examples: The World Meteorological Organisation (WMO) is affiliated with the United Nations (UN). The UN provides funds that help the WMO perform its role effectively.Length of articlesThe Editor in Chief will determine how long articles in UPDATE should be for each section.Contributors to UPDATE will be informed accordingly as to how many words the article theywrite should ideally contain. This should facilitate a more practical approach in the editingprocess. When articles are not lengthy enough or too wordy, the Editor in Chief will edit thetexts to fit the ideal length reserved for the articles, ideally in collaboration with the author.Pyramid formatThe ‘pyramid format’ serves to present the reader the most important facts first, drawing himin to read the remainder of the story. Facts should be mentioned in order of descendingimportance.This structure enables readers to stop reading at any point and still come away with theessence of a story. It allows people to enter a topic to the depth that their curiosity takesthem, and without the imposition of details or nuances that they would consider irrelevant, butstill making that information available to more interested readers.The inverted pyramid structure also enables articles to be trimmed to any arbitrary lengthduring layout, to fit in the space available.Addressing the readerIn general UPDATE readers will not be addressed, except for certain sections, such as thealumni corner where the alumni officer may want to reach out to alumni personally to requestfor an update of their contact details.SpellingUPDATE follows English UK spelling (see style guide - currently under development).E Submitting content1) How to submit editorial contributionsAll articles should be handed in to the Editor in Chief in digital format, preferably as a Worddocument. The text should contain a heading/title, a lead (intro to the text) and clearly definedparagraphs to substantiate the rest of the article.Illustrations/photographs can be delivered in any format (JPG, GIF, TIF, PNG, etc.) on thecondition that they are high-resolution images. In print, this is crucial. More details on this canbe obtained with the graphic designer.The author/contributor is required to provide additional information when submitting thearticle: - Section in which the article should be published - Name of contact person for the article submitted for further information - E-mail address of the aforementioned contact person - Illustration or suggestion for an illustration to accompany the text - Caption depicting the illustration - Author of the illustration (with the mention that we may use these photographs/illustrations)2) Letters to the Editor
  8. 8. The Editorial Committee encourages editorial contributions from readers. The Column, Op-Ed, and Report from the Field sections are intended to provide a platform for suchcontributions.The Editor reserves the right to edit copy from contributors to conform to standard Englishand stylistic conventions for quality publications. Any other changes will be made inconsultation with the contributor.Contributions will also be put through the following criteria check:1. Is the letter written in paragraphs?2. Is the subject stated clearly in the first one or two sentences?3. Is each point that is made supported by a relevant detail or example?4. Are there any irrelevant points or details?5. Is the language of the letter suitable for UPDATE?6. Is the letter written accurately?7. Is the writer stating a clear point of view?8. Is the letter interesting to the readers of UPDATE? Last updated: December 2011 by Alida Pham
  9. 9. ANNEX IFormat for articles in UPDATE and WebsiteTitle/headlineFirst paragraph What is the news? Where did it take place? When did it take place? Who was involved? Why did the news happen? How did the news happen?Second paragraph Follow-up on first paragraph Include more background info on regional/local issues. Insert quotes from trainers and participantsThird paragraph Additional information about the project/activity Insert quotes from trainers and participantsFourth paragraph Wrap up (conclusions of whole article) Look towards future (any future recommendations?)Contact person This is the contact person readers can contact regarding the project/training/activity.