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Fact Sheets: Instructions for Authors

NYS IPM fact sheets generally are written by Cornell University faculty or staff who are affiliated with Cornell Cooperative Extension. The fact sheet contents are then delivered to the NYS IPM Program's graphic designer, who will compose the fact sheet using the NYSIPM fact sheet template. The template includes the NYSIPM logo and the CCE logo in the header, and "Copyright Cornell University and the IPM Program" in the footer (see this example). All fact sheets are constructed to Cornell's Accessibility Standards, and are published in our eCommons Publications Collection. Authors are expected to identify their own sources of funding for photos, artwork, and scanning. We encourage the following process:

  1. Plan your publication. For help in planning and developing your fact sheet, refer to NYS IPM Fact Sheet Planning Questions.

  2. Contact the IPM Program. Send the title (and, if possible, an outline) to the appropriate IPM coordinator:

    1. Juliet Carroll, Fruit

    2. Elizabeth Lamb, Ornamental Crops

    3. Jody Gangloff-Kaufmann, Community

    4. Abby Seaman, Vegetables

    5. Jaime Cummings, Livestock & Field Crops

    6. Bryan Brown, Weeds

    7. Amara Dunn, Biocontrol

    8. Dan Olmstead, NEWA

  3. Fact Sheet Text. Write in a simple, straightforward style, in paragraphs that are two to three sentences in length. For guidance on writing to your audience’s reading level, consider readability information from the Center for Plain Language. Several word processors also have built-in formulas.

    1. Format. Fact sheets on diseases and insects traditionally include the sections below. IPM fact sheets on vertebrate pests, weeds, slugs, and disorders should include comparable sections.

      • Fact sheets on plant diseases: Introduction; Symptoms and Signs; Disease Cycle; Conditions for Infection; Management; a black and white disease cycle illustration

      • Fact sheets on arthropod pests: Introduction; Adults; Eggs; Larvae; Pupae; Damage; Monitoring; Management; a black and white life stages illustration (to scale)

    2. Edit. Use other IPM fact sheets as a guide for scientific style. (See also the Chicago Manual of Style or the CBE Manual for Authors, Editors, and Publishers)

    3. Review. Have your fact sheet reviewed by at least two independent reviewers. Our preference is two to four peers and/or stakeholders.

    4. Photos & Illustrations. Scan at 300 ppi; save as tiff, png, or hi-res jpg images. Number figures sequentially (in the image file names, not the images themselves). Send digital photo and illustration files via email to the IPM graphic designer. Credits will be placed adjacent to the photos and illustrations.

    5. Links. Authors and IPM coordinators are encouraged to develop or identify additional photos, videos, sound files, PowerPoint presentations, Word, PDFs, html documents, or other supporting material that can be linked to text in the fact sheet. Indicate the position of any links with blue text or highlighting and provide the URLs.

    6. See the NYS IPM Checklist for Text

  4. Provide ALT text for images. Cornell University is committed to making all documents accessible to disabled persons, and in our publications we do this by providing descriptions that can be read by screen readers.

    1. General information including ALT text for ordinary images
      1. Everything you need to know to write effective alt text
      2. Creating Accessible Documents in Microsoft Office This course shows how to make accessible Office documents in Word, PowerPoint, and Excel; only 25 minutes long. At least, view Introduction, and Sections 1-3 (only 11 minutes)
      3. Social Security Administration Guide: Alternate text for images See Key Concepts, and Sections 1 & 2.
      4. Digital Accessibility @ CCE Webinar recording: Creating Accessible Word Documents
      5. Quick Tips for Writing Meaningful Alt Text Webinar – Q&A and Resources
    2. Information about including ALT text for graphs
      1. Writing image descriptions for graphs
      2. Web Accessibility Tutorials: Complex Images
      3. PennState Accessibility: Charts & Accessibility
      4. PennState Accessibility: Long Descriptions
  5. Submission and Posting. Send your fact sheet Word document (including title, author names/affiliations, key words, links & URLs, figure captions, credits, disclaimers) to the appropriate IPM coordinator for final review. The IPM webmaster will then create a draft version in pdf format (including links, figures, and captions) and prepare the fact sheet for posting. After final approval is received from the author(s) and IPM Coordinator, the IPM webmaster posts the fact sheet to the IPM website.

  6. Get the word out. Brainstorm ways to advertise your new fact sheet via social media, email lists, websites, newsletters, etc. The IPM Program will announce the new fact sheet via social media.

  7. Citing your IPM fact sheet. Citations of online publications should include the author names, year of online publication, title, publisher (NYS IPM Program, Cornell University), and the url for the fact sheet location.

Example: Turechek WW,  Carroll JE,  and Rosenberger DA. 2004. Powdery Mildew of Apple. Tree Fruit Disease Identification Sheet, NYS IPM Program, Cornell University, http://hdl.handle.net/1813/43120.