UNESCO-IHE Editorial Formula UPDATE Magazine Introduction The Editorial Formula for the UNESCO-IHE Magazine offers guidelines for everyone involved in producing the bi-annual UPDATE. This formula aims to be a practical translation of all communicable wishes, demands and targets of the Editorial Board & Committee. The purpose of the Editorial Formula is to ensure that the publication maintains a coherent mixture of content and style. It should be appealing to the target audience whilst meeting the demands of the Editorial Board & Committee. Secondly, the guidelines set out in this formula will also provide a solid basis for evaluation. Besides a clear definition of reoccurring editorial sections, themes and subjects, the Editorial Formula will also include general editorial guidelines for contributors of UPDATE magazine. All contributions will be handed in by the Editor in Chief who will also be responsible for managing the entire publishing process. The Editor in Chief is mainly responsible for editing the contributions within the guidelines of UNESCO-IHE and strives to maintain unity in style and presentation. At the end of each publication of UPDATE the Editorial Committee will jointly evaluate the Editorial Formula. Until that time we kindly request everyone who contributes in any way to the UPDATE to respect the guidelines set out in this document, as it increases the legibility and appeal of the magazine. Editorial Formula UPDATE This Editorial Formula describes the features (content, design, frequency, size, editorial sections, etc.) of UPDATE Magazine. Any changes made in the Editorial Formula need to have the approval of the Editorial Committee. This document also outlines the activities involved in the production of UPDATE. A. General 1) Nature of the magazine: purpose

- The primary function of the magazine is to provide institutional information related to water education, research and capacity building activities undertaken by UNESCO-IHE and its partners/alumni.

- Secondly, the magazine also fulfils the role of binding factor of UNESCO-IHE alumni and others, whereby maintaining a vast and expanding network (in the international water sector and beyond).

- Thirdly, we aim to encourage global discussions on water issues through relevant opinion pieces.

- Finally the magazine aims to provide inspiration, encourage public spirit amongst UNESCO-IHE counterparts and offer an UPDATE where one can read about water issues from a different perspective.

Besides the reoccurring sections UPDATE will also offer a diversity of articles and topics. Articles need to be written in such a way that they are nice to read and accessible to the audience the Institute aims to service. The angle of the articles and choice of words will be specifically chosen to adhere to this purpose.

2) Responsibility UPDATE is published by the M&C team within the Office of the Rector. The coordination of collecting content, editing, liaising with the graphic designer for layout, design, printing and distribution, lies with the Editor in Chief. The Editorial Committee and Editorial Board will maintain an advisory role and will be consulted for final proofreading before each issue of the magazine is printed. 3) Budget The Office of the Rector will make available sufficient budget for the production and distribution of UPDATE. 4) Target audience UPDATE aims to cater to a large audience, namely: Alumni & Alumni Associations Internal: staff and students UNESCO/UN Water Guest lecturers International organizations (developing countries oriented, NGOs etc.) National, regional and international Press Delft community Dutch water sector (World) Water Sector Higher Education Institutes/Researchers Potential partners (projects, MOU, tailor-made trainings) Sponsors/Donor agencies NESO’s and Embassies General Public (those interested in water related issues) 5) Publishing frequency UPDATE is a biennial magazine, but the possibility of extra issues being published is possible after consultation of the Editorial Board & Committee. 6) Format and size UPDATE is published and folded to A4 size. Each issue of the magazine will include 32 pages, but can be adapted should this be necessary. This will depend on the articles and budget availability. 7) Print run UPDATE Magazine has a print run of 15,000 copies. 8) Distribution The distribution is outsourced. The Graphic Designer and Editor in Chief will jointly coordinate this process. The Editor in Chief will coordinate with Secretaries and Alumni focal point to provide relevant names and addresses of UNESCO-IHE contacts and alumni. 9) Internet and e-mail The Magazine is also available for viewing in electronic format on the UNESCO-IHE website. For this purpose, UNESCO-IHE has subscribed to the software Publitas. With this software the Editor in Chief will be able to assess number of visitors who view the magazine, which articles are most popular and how long the average visit is. This will be useful in better

corresponding articles to the readers. After each UPDATE is published the Editor in Chief will inform the Editorial Board and Committee members of the results. The possibilities of e-mail need to be explored more specifically. At the moment some news is already being sent through alumni e-updates that appear on a monthly basis. Also, the Communication & Marketing department is already using e-mail to solicit editorial contributions (including photographs) from alumni, but this could be developed further in a broader sense, making more use of electronic communication. B Contents 1) Editorial Sections UPDATE has reoccurring editorial sections that will be recognisable to our readers. These may include: - Main article - Editorial - Collage - Education - Overview course information - Spotlight (highlighting a special project) - Column - Op-Ed - UNESCO-IHE staff changes - PhD promotions - Interview with an alumnus - Special (spread/centrefold) - Upcoming events (calendar) - Resource materials (online & publications) - Interview (who is who) - Report from the field - Interview with a partner - Expert Panel (3 experts will be asked 3 questions on any water-related topic) 2) Thematic issues Each issue of UPDATE Magazine will have 6 to 8 pages (3 or 4 spreads incl. centerfold) devoted to a topic chosen by the Editorial Committee members. The upcoming December issue will be devoted to Capacity Development, one of the Core Activities of the Institute. Themes corresponding to future issues of UPDATE Magazine will be determined and communicated externally in Q1 2012. This will allow an external audience to also submit thematic stories for publication. It may be decided that special issues of UPDATE Magazine will be published for special occasions. These may include the World Water Fora, special events and congresses. 3) New sections New sections that also support the goals of UPDATE can be included. 4) Design The design of UPDATE is crucial to the appeal of the magazine. The graphic designer will ensure that the layout and design is done in conformity to the style and vision of UPDATE. The Editor in Chief is responsible for maintaining coherence of the magazine. 5) Illustration/Photographs

Images and/or illustrations provide an excellent and refreshing balance with written contributions. Images that are of sufficient (print) quality – meaning it is sent to the Editor in Chief in high resolution) – will be considered when they complement the article or design of the topic covered in the magazine. In some cases (i.e. cover page) the Institute may purchase photographs from professional agencies or repositories in order to adhere to the professionalism and high quality it aspires to achieve. 6) Opinion/Commentary/Column In UPDATE there is freedom of expression and opinion. Opinions need to be expressed complete and clear content wise. It should also be clear whose opinion the article represents. The Editorial Committee reserves the right to refrain from publishing articles, editorial contributions and letters to the editor or to publish them in consultation with the author. Reasons for such decisions include that the texts do not fit the style of the magazine and/or is of insufficient editorial quality. Should the integrity of UPDATE or other persons be challenged due to hurtful or insulting texts, the Editorial Committee may decide to refrain from publishing. In such case the Editor in Chief may contact the author to substantiate not having published the opinion piece. 7) Advertisements The option to include advertisements by relevant sector organizations are welcomed. We will further examine this opportunity in upcoming issues of UPDATE Magazine. C Editorial Board and Editorial Committee 1) Activities Editorial Team Editorial Board

- Accountable for all issues of UPDATE - Final proofreading of final articles - Final decision on issues regarding choice of articles, such as opinion pieces - Decides on policy for UPDATE (if necessary)

Editorial Committee

- Advises on changes regarding content as well as design - Advises in choice of topics, angles - Advises in creation of new sections - Advises in editorial decision making - (Proofreading of final articles?)

Editor in Chief

- Focal point for all issues regarding UPDATE and will act as chair for editorial meetings

- Collecting and commissioning editorial contributions - Choosing and deciding which submissions are suitable for UPDATE and fit within

editorial sections and are interesting for readers of UPDATE and best represent the Institute it represents.

- Managing overview of design, layout and printing process (including following up on illustration material)

- Editing editorial contributions and check for legibility and coherence of the articles - Managing the proofreading process, sending it to the (Editorial Committee), Editorial

Board and sub-editor

2) Appointment members of the Editorial Board and Editorial Committee Editorial Board members include the Rector, the Deputy Director and the Head of the Office of the Rector. Editorial Committee members each represent one academic department. Each year after the October issue is published the Editor in Chief will call the Editorial Committee members for an evaluation meeting, whereby the functioning of the Committee and biannual editorial meetings will be discussed. Members will be requested to contribute their time at least twice a year. It shall be reviewed periodically whether the representatives of the 5 academic departments (and non academic departments) within the Institute are still able to contribute their time fully. The current members of the Committee and Board include: Editorial Board András Szöllösi-Nagy Stefan Uhlenbrook Joop de Schutter Editorial Committee Giuliano Di Baldassarre Jan Willem Foppen Jeltsje Kemerink Jan Herman Koster Editor in Chief Alida Pham Sub-Editor Joy-Maul Phillips Coordination Manuela Porceddu Design Peter Stroo D Guidelines with regard to quality & style of UPDATE articles Structure Use a headline, lead or intro paragraph, subheads and paragraphs to structure the article. It provides structure to the text and increases legibility. The Five W’s and H: Before writing a lead, decide which aspect of the story – who, what, when, where, why, how – is most important. You should emphasise those aspects in your lead. Wait to explain less important aspects until the second or third sentence. Sentences

- Short sentences are easier to read than long ones. It is usually better to use two short sentences than a long one, even though it may take up more words.

- Readers want to know why the story matters to them and they won’t wait long for the

answer. Leads/Intro’s are often one sentence, sometimes two.

- Try to write actively. Strong verbs will make your lead lively and interesting. Passive constructions, on the other hand, can sound dull and leave out important information, such as the person or thing that caused the action.

Jargon Try to avoid as much as possible the use of jargon, abbreviations and spoken English. Also try to avoid difficult, long words. Use of quotation marks or inverted commas Double quotation marks denote either speech or a quotation. Example: “The use of social media for communication and marketing purposes proves very cost-effective,” she explained. Single quotation marks should only be used to highlight certain words you wish to emphasise. Example: The PhD research focused on ‘spatial pattern dynamics in aquatic ecosystem modelling’. It is incorrect to use quotation marks for paraphrased speech. To paraphrase is to reword or rephrase. As a paraphrase is not a direct quote, it is incorrect to use quotation marks. Numbers

- Spell out single-digit whole numbers. Use numerals for numbers greater than nine. Examples: The installation of six water pumps in the area proved very successful. An assessment of the project will occur in 10 years time.

- If you choose to spell out numbers because one of the numbers is a single digit, spell out all numbers in that category.

- The simplest way to express large numbers is best. Round numbers are usually spelled out.

- Always spell out simple fractions and use hyphens with them. Example: Almost two-thirds of the world’s natural resources have been depleted.

Exceptions:

- temperature - dates - velocity - time

Read more: http://www.grammarbook.com/numbers/numbers.asp Abbreviations

- Explain any terminology that you think may not be familiar to the reader – or which they may not necessarily know.

- Always write a long name in full the first time you use it, regardless of how well known it is.

- Abbreviations should generally be avoided. However, it is appropriate to use standard abbreviations sometimes in (scientific) writing. For the first reference to a term in the text, the term should be used in full with the abbreviation included in brackets. For the remainder of the text the abbreviation should be used. However, abbreviations should not be used in the abstract or in the title.

Examples: The World Meteorological Organisation (WMO) is affiliated with the United Nations (UN). The UN provides funds that help the WMO perform its role effectively.

Length of articles The Editor in Chief will determine how long articles in UPDATE should be for each section. Contributors to UPDATE will be informed accordingly as to how many words the article they write should ideally contain. This should facilitate a more practical approach in the editing process. When articles are not lengthy enough or too wordy, the Editor in Chief will edit the texts to fit the ideal length reserved for the articles, ideally in collaboration with the author. Pyramid format The ‘pyramid format’ serves to present the reader the most important facts first, drawing him in to read the remainder of the story. Facts should be mentioned in order of descending importance. This structure enables readers to stop reading at any point and still come away with the essence of a story. It allows people to enter a topic to the depth that their curiosity takes them, and without the imposition of details or nuances that they would consider irrelevant, but still making that information available to more interested readers. The inverted pyramid structure also enables articles to be trimmed to any arbitrary length during layout, to fit in the space available. Addressing the reader In general UPDATE readers will not be addressed, except for certain sections, such as the alumni corner where the alumni officer may want to reach out to alumni personally to request for an update of their contact details. Spelling UPDATE follows English UK spelling (see style guide - currently under development). E Submitting content 1) How to submit editorial contributions All articles should be handed in to the Editor in Chief in digital format, preferably as a Word document. The text should contain a heading/title, a lead (intro to the text) and clearly defined paragraphs to substantiate the rest of the article. Illustrations/photographs can be delivered in any format (JPG, GIF, TIF, PNG, etc.) on the condition that they are high-resolution images

. In print, this is crucial. More details on this can be obtained with the graphic designer.

The author/contributor is required to provide additional information when submitting the article:

- Section in which the article should be published - Name of contact person for the article submitted for further information - E-mail address of the aforementioned contact person - Illustration or suggestion for an illustration to accompany the text - Caption depicting the illustration - Author of the illustration (with the mention that we may use these

photographs/illustrations) 2) Letters to the Editor

The Editorial Committee encourages editorial contributions from readers. The Column, Op-Ed, and Report from the Field sections are intended to provide a platform for such contributions. The Editor reserves the right to edit copy from contributors to conform to standard English and stylistic conventions for quality publications. Any other changes will be made in consultation with the contributor. Contributions will also be put through the following criteria check: 1. Is the letter written in paragraphs? 2. Is the subject stated clearly in the first one or two sentences? 3. Is each point that is made supported by a relevant detail or example? 4. Are there any irrelevant points or details? 5. Is the language of the letter suitable for UPDATE? 6. Is the letter written accurately? 7. Is the writer stating a clear point of view? 8. Is the letter interesting to the readers of UPDATE?

Last updated: December 2011 by Alida Pham

ANNEX I Format for articles in UPDATE and Website Title/headline

First paragraph

What is the news? Where did it take place? When did it take place? Who was involved? Why did the news happen? How did the news happen?

Second paragraph

Follow-up on first paragraph Include more background info on regional/local issues. Insert quotes from trainers and participants

Third paragraph

Additional information about the project/activity Insert quotes from trainers and participants

Fourth paragraph Wrap up (conclusions of whole article) Look towards future (any future recommendations?)

Contact person This is the contact person readers can contact regarding the project/training/activity.