AWWA Tool Kit for Standards Manuals (Revisions & New Topics) dev groups... · AWWA Manuals of...

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AWWA Tool Kit

for Standards Manuals (Revisions & New Topics)

http://www.awwa.org/

Table of Contents

1. Standards Manual Development Timeline

2. 12 Steps towards a Successful Manual Revision

3. Product Analysis for a New AWWA Manual

4. 12 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

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

Receive

complimentary copy

of new edition

Periodic Event

Duration

~1 month

Meet to decide when

next edition should

Periodic Event

Duration

~1 week

Inform ETS staff

Periodic Event

Duration

3 years

Volunteers or

Propose new

topic idea

be published and

when to start OR if

manual should be

sunset or reaffirmed

Default is 7 years*

when next

manuscript will be

delivered

Assume 7 years*

New manual Work on manual

Send to AWWA

staff for balloting

Next edition of manual

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 Manuals of Practice under the Standards Council 12 Steps

towards a Successful Manual Revision

Revisions:

1. One month after the manual is printed, the committee decides when to begin the next revision1,

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?


12. Staff hands off manual to AWWA publishing group, allow 9 months for publishing.

1 Committee can decide to reaffirm or sunset the manual



Denver, CO 80235-3098 T 303.794.7711

F 303.795.7603

www.awwa.org

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 ([email protected]):

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 Manuals of Practice under the Standards Council

12 Steps towards a Successful New Manual

New Topics:

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?


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?


12. Staff hands off manual to AWWA publishing group, allow 9 months for publishing



Denver, CO 80235-3098 T 303.794.7711

F 303.795.7603

www.awwa.org

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.




Denver, CO 80235-3098 T 303.794.7711

F 303.795.7603

www.awwa.org

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, 1st

draft, 2nd

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.




Denver, CO 80235-3098 T 303.794.7711

F 303.795.7603

www.awwa.org

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 e-mail 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 (303.347.6208).

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



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 author-

generated.

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 author-

generated. 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 author-

generated.

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.


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. 2009. AWWA book. Denver, Colo.: AWWA.

(Author. Year. Book title. City and state of publisher: publisher.)

Journal/Periodical Smith, J.A. 2009. Nanotechnology. Journal AWWA. 51:23-30. (Author. Year. Article title. Name of periodical. Volume #: page numbers.)

Web AWWA. Title of paper, article, etc. http://www.awwa.org (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.



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).


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 e-mail

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


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, e-mail address, and phone number of Supplier (please print or type):

Signature of Supplier or authorized representative:

Signature:

Title: Date:


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