Faculty Publications Submittal Guidelines

GENERAL GUIDELINES  

PUBLICATION DATES: We no longer accept items published before 2006.

Who Is Eligible

  • faculty
  • faculty emeriti
  • clinical staff
  • non-clinical staff

If there is more than one WFSM author, only one of the authors needs to submit each publication. Search our database first to see if a publication has already been entered.

When to Submit Faculty Publications 

Submit publication information when the item has been published and the citation information is available. Please do not wait until the end of the fiscal year, and do not send items that are still "in press". 

Where to Send Faculty Publications  

Carpenter Library via the electronic Faculty Publications Submittal forms (Books and Chapters or Journal Items). Fill out the form and click the Submit button. Please keep a copy for your records. We verify all items submitted and search for any missing data before entering into the publications database.

Why Faculty Publications Are Important  

At the end of each fiscal year, the faculty publications database is used to gather the departmental publication data and is submitted to the Dean for internal reporting purposes. Statistics are provided showing totals by publication type and also departmental totals by publication type.

Each publication item that we enter goes directly into each WFSM faculty and staff author's PeopleSoft record for that item. Our citation data is also used for the faculty public profile pages on the WFBH website.

Preparing the Submittal

Fill out online and submit the appropriate Faculty Publication Submittal Form (Books and Chapters or Journal Items). Please include as much citation data as you can provide and include your name and phone number in the case that we need further information. Please keep a copy for your records. If the item is audiovisual (CD, DVD), please see instructions for those items.

Where to Get Forms (and More Information) 

Find forms on the Carpenter Library website or contact Beverly Booe at (336) 716-4754.

How to List Authors

  • list authors in order as published
  • provide each author’s last name and initials, as published
  • if the last name or initials were misspelled in the publication, mark "[sic]" after the misspelled portion  

HOW TO SUBMIT BOOKS AND CHAPTERS 

What Is Acceptable  

Books and chapters written before an individual came to WFSM  are included if they are published after the author’s hire date. Books and chapters published after the individual has left WFSM  are included if the research/writing was carried on while the individual was at WFSM.

The following items, published in the current fiscal year (July 1 through June 30), are acceptable:

  • chapters or sections in scientific books
  • monographs
  • textbooks

What Is Not Acceptable  

  • condensations of published materials appearing in digest-type publications and not prepared by the author or authors
  • items "in press"
  • manuscripts
  • nonscientific materials
  • theses
  • translations of items previously accepted

HOW TO SUBMIT JOURNAL ITEMS

What Is Acceptable  

Papers written before an individual came to WFSM are included if they are published after the author’s hire date. Papers published after the individual has left WFSM  are included if the research was carried on while the individual was at WFSM.

The following items, published in the current fiscal year (July 1 through June 30), are acceptable:

  • abstracts covering scientific or medical presentations prepared for scientific or medical societies that have been published in a journal or journal supplement or online abstract publication that is accessible
  • book reviews
  • copyrighted audiovisuals, CD-ROMs and DVDs
  • editorials with medical or scientific contributions
  • journal articles - medical or scientific
  • letters to the editor or replies to letters to the editor
  • monographs
  • newsletter articles - medical or scientific
  • papers presented at meetings that have been published other than in the program for the meeting
  • patents
  • questions and answers
  • signed obituaries

What Is Not Acceptable  

  • abstracts of papers presented at meetings that are only printed in the program for that meeting
  • condensations of published materials appearing in digest-type publications and not prepared by the author or authors
  • errata
  • exhibits, unless published in a journal
  • general editorials
  • introduction of a speaker
  • items "in press"
  • letters to the editor not containing original contributions
  • nonscientific materials, such as articles in the Atlantic Monthly or the Wall Street Journal
  • references in programs
  • translations of articles previously accepted
  • unpublished bibliographies
  • unsigned obituaries

ABOUT AUDIOVISUALS, CD-ROMs, and DVDs 

Fill out and send the electronic form for Journal Items indicating that the item is audiovisual.  In addition, please photocopy any printed material on or accompanying the item, which will usually give: author(s), title, place of publication, publisher, date of publication, edition, and series name and send to Beverly Booe, Carpenter Library via interoffice mail.

What to specify on the form:

  • the type of medium (e.g., CD-ROM, DVD)
  • the producer’s name (if not given on the printed material)
  • a physical description (e.g., the number of items, the run time [in minutes] )
  • information about any accompanying material, such as printed guides or manuals
  • language, if other than English, and the English translation  


ABOUT PATENTS 

A Patent list is sent to us at the end of each fiscal year by the Office of Technology Asset Management.

Individuals do not need to submit patent information to Faculty Publications.

 

If you have questions about submitting items to Faculty Publications, please contact Beverly Booe at 336-716-4313.

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