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reprinted from IEEE Policy and Procedures Manual,
Jan. 1995, pp. 6.16-6.17
6.23 Guidelines for IEEE Newsletters
Newsletters are usually published by IEEE entities (Boards, Committees,
Societies, Councils, Sections, and Chapters). Newsletters are not
considered archival periodicals, although they may be archived by
the entities.
Newsletters are normally distributed only to members of the entity
as a member benefit, and are intended to communicate news and information
deemed of interest to the members. Typical information includes:
reports on entity activities, messages from officers and the editor,
letters from the readers, calls for papers, news from chapters,
meeting notices, conference reports, awards program, nominations
for officers and election results, and review of books, software,
and other publications of interest to the readers.
Newsletters may also contain technical articles of general interest
to the members. Documents for the purpose of informing members about
a conference, meeting, special event, or any other items of interest
shall not be titled a Newsletter. Such publications should be titled
bulletin, announcement, news release entity notice, or other descriptive
term preceded by the entity name.
A. Quality Assurance
To assure quality, conformance with applicable postal regulations,
and protection of IEEE copyrights, the Publications Board will periodically
review each Newsletter.
Each Newsletter editor will supply the first issue of each calendar
year, to the IEEE Staff Executive of Publications. Newsletters published
by TAB entities also shall be forwarded to the TAB Periodicals Council.
B. Requirements
The following requirements are necessary conditions for publication
of IEEE entity Newsletters:
- Newsletter Title: The entity Newsletter front cover page
masthead shall contain the initials "IEEE," and the
"entity name." The word "Newsletter" is suggested
as part of the title, but is not mandatory. Identification of
the full name of the Institute must be within the first two pages
of the newsletter and in any required postal statement.
- Masthead: The following information shall be included
on the Newsletter masthead:
- (a) IEEE Logo
(b) Name of entity
(c) Volume and/or issue number
(d) Date of issue
- Frequency of Publication: The Newsletters can be published
at any frequency, but three (3) issues or more per year are recommended.
However, if a United States second class non-profit postal permit
is used, it is a requirement of the U.S. Postal Service that the
newsletter be published four (4) times within the calendar year.
- U.S. Postal Permits: All requests for United States second
class postal permits must be made through IEEE Publications Services,
which holds the main permit for IEEE publications. IEEE staff
will handle the processing of the application. Applications for
third class bulk rate permits may be submitted directly to any
local post office.
- Pricing and Subscription: The Newsletter shall be supplied
to each entity member at no additional charge. Free copies of
the newsletter may be given to non-members at conferences, meetings,
etc., to encourage them to join IEEE and/or the entity.
- Society and Technical Council Newsletters may be made available
for sale via subscription in order to accommodate the needs of
libraries and non-IEEE members. Subscriptions shall be limited
to newsletters that have intellectual and technical content of
value to non-IEEE members. The appropriateness of a Newsletter
for subscription, and the non-member subscription price shall
be determined by the Society or Technical Council and approved
by the TAB Periodical Council and the IEEE Publication Board.
- Advertisement: Advertising is permitted in newsletters,
including IEEE ads, when approved by the entity's governing body
and subject to the provisions of IEEE policy.
- Copyright: Many Newsletters regularly publish original
or reprinted technical articles which require copyright protection.
The following guidelines shall be followed to protect the IEEE's,
its authors', and other publishers' rights.
- 1. Newsletters that do not contain technical articles/papers
shall have the following statement printed on the front inside
cover or appropriate credits section:
(a) IEEE Information contained in this newsletter may be copied
without permission provided that copies for direct commercial
advantage are not made or distributed, and the title of the publication
and its date appear on each copy.
2. Newsletter that provide at least one (1) technical paper or
scholarly paper within an issue shall operate under the following
procedures:
(a) Original technical material (article/paper) must be accompanied
by a signed IEEE Copyright Form by the author. Copyright Forms
can be obtained from the IEEE Copyright office.
(b) Material reprinted from other publishers must be accompanied
by a letter of permission granted by the original publisher (contact
IEEE Copyrights/Permissions Office for a sample request letter
and other assistance). Publisher's credit line or acknowledgment
must appear on the first page of the reprinted article.
(c) Material reprinted from another IEEE source and which is known
to be copyrighted by IEEE shall show the IEEE copyright notice
and indicate the original source.
(d) The following copyright and permissions statement must appear
on the front inside cover of the Newsletter or appropriate credits
section:
Permission to copy without fee all or part of any material without
a copyright notice is granted provided that the copies are not
made or distributed for direct commercial advantage, and the title
of the publication and its date appear on each copy. To copy material
with a copyright notice requires specific permission. Please direct
all inquiries or requests to IEEE Copyrights Office.
(e) Each Newsletter will provide two (2) copies or each copyrighted
Newsletter to the IEEE Copyrights Office to be deposited with
the Library of Congress.
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