Chapter 8: Publications and Communications Activities
Division Journal and Book Policies
Divisions that wish to create a new journal (or take over an existing journal) must obtain formal approval from the Council of Representatives (APA Bylaws, Article V, Section 9). The Office of Communications will provide information to the division on procedures and required background materials necessary in proposing the creation of, or acquiring, a new journal. Upon submission of the required material, the P&C Board reviews the proposal and subsequently formulates a recommendation for Council's final determination.
The APA Bylaws make divisions a constituent part of APA, therefore, any publishing arrangement for a journal by a division which involves a contract with a non-APA publisher requires review and recommendation for approval by the P&C Board prior to signing or renegotiating a contract. Divisions should provide a draft version of the contract to the Office of Communications prior to signing and APA will provide suggestions, including a legal analysis if such is found necessary. Contracts for books, and particularly book series, should be submitted to the P&C Board prior to signing, and the P&C Board will coordinate any other review necessary (e.g., needed legal reviews).
Management and editing of a division journal is the responsibility of the division. The P&C Board vests responsibility for the journal in the executive committee of that division. The executive committee should maintain and manage their journals in a manner comparable to the way that APA maintains and manages its primary journals. Each division operating a journal is required to submit an annual report to the P&C Board on its editorial operations comparable to the statements prepared by APA journal editors. This report is requested early in the year by the APA Office of Publications and Communications.
Division journals and newsletters are technically APA publications. All APA journals and division journals are required by the Council to participate in the APA liability insurance program. Under P&C Board policy, and in line with Association Rule 100-1.4, the divisions, the editor of the publication, and APA are covered for judgments concerning libel, or the infringement of rights pertaining to or arising out of privacy, plagiarism, piracy, or copyright.
Each division publishing a journal must provide the P&C Board with two complimentary copies of each issue addressed to the APA Library. The librarian will forward one copy to PsycINFO, and one to the APA Journals Program.
Division editors are welcome to seek advice from the Office of Communications and the P&C Board on matters of mutual concern such as accounting systems, copyright, and permission practices.
The Editor's Handbook: Operating Procedures and Policies for APA Publications is available free of charge to division journal editors upon request.
The P&C Board affirms the importance of editorial freedom of division journal editors.
Letterheads and Newsletter/Journal Mastheads
In order to conform with the APA ASME Guidelines, division journal and newsletter mastheads should first indicate the name of the publication, including the division name with the secondary reference that it is a "division of the American Psychological Association" following.
The primary purpose of the APA Archives is to collect, maintain, and preserve the records and information of permanent historical value of the Association and its affiliates. The APA Archives works to document the development of the field of psychology in America. It also serves as a research resource for Central Office staff, Association members, and qualified researchers.
The early history of the APA and its Divisions (1917-1985) reside in the Manuscript Division of the Library of Congress. While the time span covered is 1917-1985, the bulk of the records are concentrated in the period 1940-1980. A finding aid listing the materials available in the collection was prepared by the Library of Congress staff and is available in the Manuscript Division Reading Room, James Madison Building, of the Library and online at APA History and Archives.
The APA Archivist is responsible for the collection, preservation, and management of all APA Central Office archival materials. The Archives assists Division officers in the determination of appropriate Divisional archival documents and serves as the official repository for said documents.
Archival records are those that have enduring value. Records or materials that are currently in active use are, by definition, not archival records. Division officers should note that materials sent to the APA Archives will always be available for review and use by Division officers and members. Division archival materials remain the property of the Division. Materials marked confidential will be treated as such and will not be available without special permission. Materials that should be considered archival include materials that reflect the historical growth of the division and/or the division’s contribution to the growth of the field of psychology.
Types of materials that should be sent to the APA Archives
Minutes of the executive, business and committees’ meetings
Membership and treasurer’s reports
Official correspondence sent to the Division and the official replies
Division published materials (books, journals, newsletters, brochures, booklets, posters, online articles, etc.)
Division’s membership meeting or conference call for papers, agenda and minutes, lectures and presentations.
Award recipients for the current year
List of elected fellows for the current year
Annual convention, division programming, hospitalities suite program
Rosters, membership directories and registers
Photographs of division events, officers and members (dated and labeled)
Materials that are not appropriate for the APA Archives are non-historical items, such as meeting-room schedules, personal items, drafts, e-mail exchange, handwritten notes, blank and duplicate forms, circular instructions and guidance from the APA headquarters, etc. For assistance in determining the archival value of materials, please contact the Director of Archives.
Divisions should follow these archives procedures:
A review of archival materials should be conducted by the appropriate officers of the Division with assistance, if needed, by the Director of Archives (e-mail or (202) 336-5664).
An Archival Records Inventory Form (PDF, 28KB) should be completed for each electronic transmission sent by e-mail to the Archives or box of archival materials shipped to the Archives. There is also an Microsoft Word version of the Archival Records Inventory Form (DOC, 96KB)
Archival materials in electronic format can be sent as an electronic attachments to (e-mail or saved on a CD/DVD and mailed to the Archive address below.
Paper and other materials can be hand-carried to the APA Archives or mailed to the address below:
American Psychological Association
750 First St, NE
Washington, DC 20002-4242
For more information, please contact APA Archives at (202) 336-5664 or e-mail.
APA Arthur W. Melton Library as Depository for Newsletters and Publications
In 1972, the APA Library was designated as the official APA depository for Division and State and Provincial Psychological Association newsletters and other print and electronic publications. Newsletters contain crucial information about the activities and formal structure of each division. In many cases, division newsletters are the only printed source of information about the officers who serve the division. Divisions are asked to send two hard copies of each newsletter or other material for archiving to the APA Library at the address below. Divisions that have online newsletters located on their websites are asked to send a cumulative electronic copy to the APA Library at the end of each year.
In addition, there are significant gaps in the Melton Library holdings of Division newsletters. It is hoped that Division members will respond to this need by filling in the gaps in the holdings, so that this information is available to all members and researchers.
American Psychological Association
750 First St. NE
Washington, DC 20002-4242
Classic Books in Psychology Program
The APA Archives and Library has established a Classic Books in Psychology collection. Contact the Director of Archives for information about this collection and how you can donate to it.
Division Officers E-mail Network
In May, 1995 the Divofficers listserv was created to offer another communications link among divisions and between divisions and APA Central Office. All division executive committee members, members of the Committee on Division/APA Relations, and APA staff members are encouraged to join. Each division is asked to have at least one representative from its executive committee participate in the network.
To subscribe to the listserv send an e-mail message. Put nothing in the "Subject" line. In the body of the message type subscribe divofficers yourfirstname yourlastname and then send the message. You will receive a positive response, and a list of user instructions and commands when your subscription has been approved. To send a message to the list, simply address your message to Division Officers. Remember that your message will go out to the full list. If you are interested in continuing a conversation in a more private manner, you can address subsequent messages to the individual's personal e-mail address.
APA accepts requests from Divisions to establish email distribution lists (Listservs) for use in division-related information exchange. Lists requested by the division should be for a direct division/APA effort, and are not provided for use for any other reason. To request the creation of a division listserv, a division representative should complete a copy of the APA DIVISION LISTSERV REQUEST (see Appendix XI; Attachment A) and return it with you sample welcome message to the Division Services Office. The list that follows points out considerations that need to be addressed prior to completing the request form:
Administration of the listserv - the list administrator is a person identified by the division who will be listed as the contact for the list, answering questions on subscribing/unsubscribing process, etc. APA Division Services will provide training and support for Division list administrator when required. The division should train a backup person to administer the list in the event of turnover or special administrative needs in the absence of the primary administrator.
List subscriptions can be restricted or unrestricted - restricted subscriptions require approval by the list administrator by sending an email message to the list server indicating that the subscription request is approved. Unrestricted subscriptions are automatically fulfilled when requested by the subscriber. List administrators can remove a subscriber from the list. Administrators are strongly encouraged to develop a "welcome" message for new subscribers that details the appropriate use of the list and reasons that a person would be removed from the list.
List messages can be moderated or unmoderated - a moderated list requires that the list moderator review and approve each message to be posted to the list. This is accomplished by the moderator typing "approved" on the note, which then submits the message to the subscribers. A unmoderated list allows all subscribers to post messages to the list.
List archives - archiving messages exchanged by the list is the responsibility of the Division List Administrator. The Division List Administrator will be responsible for the handling of all Division List related data. Messages can be archived by the administrator by simply saving them in an email file folder and/or copying them to a text file.
Welcome message - to protect the Division and APA, and limit the liability associated with misuse, a welcome message must be provided for subscribers. Suggestions for developing a welcome message, including required language, are outlined in Appendix XI.
Division Home Pages on the World Wide Web
APA accepts requests from divisions to host division-related World Wide Web (WWW) home pages. The APA, as a service to divisions, will provide the host resources to facilitate division WWW offerings. As the APA is offering host services only at this time, the division will need to appoint an experienced Web contact to develop and maintain the content. The APA will provide one login id and password to each division requesting this service, and up to 200 mb of disk storage for the content. A representative of a division interested in establishing a home page should contact the Division Services Office at (202) 336-6022 or via email at Division Services Office for further information.
"Division Spotlight" is The APA Monitor on Psychology column that covers special division activities of interest to the APA membership at large. Division representatives may contact The APA Monitor at (202) 414-8073 to discuss a prospective article or submit a news release in writing. A member of The APA Monitor staff will be assigned to cover newsworthy topics, including interviewing persons involved and developing and writing the article.
Divisions may share information regarding division meetings, conferences and other offerings with APA members through the "Calendar" section in The APA Monitor on Psychology. Material with a deadline should be submitted at least three months in advance. Items will be run for one month only. Items should be kept short, preferably about 50 words. Space limitations prohibit the publication of all items. Address any "Calendar" correspondence to The APA Monitor.
Divisions can place advertisements in The APA Monitor on Psychology and APA journals at a 20% discount off regular advertising rates.
Divisions can place advertisements regarding their Convention Hospitality suites in the Convention Program at a 50% discount off Convention Program advertising rates.
Divisions can place advertisements in the Guide To Pre- and Post-Convention Workshops section that appears in the June issue of the APA Monitor at 20% discount off the already discounted rates. In addition to display advertising, there is an option to simply use listings to promote workshops occurring just prior to and immediately following the convention. This is a very cost-effective advertising solution for division on a tight budget. Deadline is May 1. Contact the APA Advertising Sales Office at (202) 336-5567 for more information.