Operating Procedures of the Board of Publications
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1 SOP No. BP Supersedes SOP No. BP Effective Page 1 of 5 Original Issue 30 October 1995 Retirement 1. Significant Change(s) from Previous Version This document has been updated to reflect the revised SOP numbering system. 2. Purpose This SOP describes the publishing policy and general operating procedures of the Board of Publications (BoP) in the oversight of Society of Quality Assurance (SQA) publications, including policy, preparation, review and maintenance of the four principal publications of SQA: Quarterly Newsletter, Membership Directory, Bibliography of References and Website. (Additional publications may be added as needed.) 3. Scope This SOP applies to: Board of Publications Headquarters 4. Responsibilities 4.1 The Board of Directors (Board) shall be responsible for determining the type and scope of SQA publications. 4.2 The Board Liaison (BL) shall be responsible for communicating decisions and requests between the Board and the BoP. 4.3 The BoP s Chair and members are responsible for establishing the review and publishing policy, and for coordinating the publishing and/or maintenance of SQA publications with SQA Headquarters (HQ). 4.4 HQ shall be responsible for maintaining the database for the Membership Directory and Bibliography. In addition, HQ shall be responsible for compiling, printing and distributing paper copies of these materials, as determined by the BoP.
2 Page 2 of 5 5. Procedures SQA Quarterly Newsletter 5.1 Editor: Two members or more of the Newsletter Subcommittee may alternate as Editor of each Newsletter. 5.2 Calendar: The Newsletter is published four times each calendar year once per quarter, preferably allowing for the inclusion of information from SQA Quarterly Meetings. Approximate dates for submission of articles to the Newsletter Editor (with a copy sent to HQ) are as follows. Submissions via are encouraged Submissions Calendar: Q1 Edition Q2 Edition Q3 Edition Q4 Edition mid-february mid-may mid-august mid-november mails mid-march mails mid-june mails mails mid-september mid-december 5.3 Articles: The SQA President, Committee and Specialty Section Chairs, and Regional Chapter Presidents shall write articles about their activities. Other articles may include HQ activities by the SQA Executive Director, white papers submitted by Specialty Sections, Annual Meeting announcements, etc. 5.4 Article Review: The Editor and HQ shall review articles and final Newsletter copy The BoP Chair may also review the final copy. If an Editor is unavailable due to travel or other reasons, the BoP Chair shall serve as alternate Editor of the Newsletter. 5.5 Advertising: The Newsletter provides advertisement space for employment, services and company profiles on a fee basis. Advertisements are not restricted to SQA members. Persons or Companies placing advertisements shall contact HQ directly and send materials to HQ. The fee structure shall be determined annually by the BoP with approval from the Board. 5.6 Numbering: HQ shall assign a Volume and Number (1-4) for each edition of the Newsletter. Example: Volume 22, Number 1, Q Format: The Newsletter shall be formatted at HQ to accommodate articles and paid advertisements submitted by the appropriate due date(s). Special Supplements, when submitted, shall be printed as removable inserts to the Newsletter with 3-hole punching for insertion into a three-ring binder. Following are the standard sections and text boxes to be included in each Newsletter:
3 Page 3 of 5 Table of Contents Standard Text Boxes SQA Newsletter and Headquarters Staff Newsletter submission deadline and requirements for next issue Announcements SQA Training and Meeting Schedules Alert Boxes (as needed) Corporate Supporter Listing Address for online SQA media kit for Newsletter ad rates Election results for SQA Board of Directors and Elected Committees (annually) SQA Budget (annually) Recognition Corner Documents in Preparation on Behalf of SQA President s Message Standard Sections Letter from the Executive Director Committee, Specialty Section and CPR Reports Regional Chapter Reports SQA Welcomes New Members New RQAP Registrations Upcoming SQA events International news from/about SQA MOU societies Book review Special Supplements containing technical QA information, when submitted 5.8 Layout, Printing, Issue and Archival: HQ shall handle layout, printing and mailing services. Additionally, HQ shall retain archival copies of all published Newsletters. Directory 5.9 The BoP shall review (edit) the format of the Directory upon request from HQ. SQA Bibliography 5.10 Editor: The BoP Chair and members or designated BoP Bibliography Subcommittee shall coordinate with HQ with regard to review of new references, removal of outdated references and/or additional changes to the Bibliography Access: The Bibliography shall be made available to members on the SQA Members-Only Website.
4 Page 4 of Reference Submissions: To ensure current references, references shall be solicited from the SQA membership and from Regional Chapters. The SQA Bibliography Entry Form shall be available on the SQA Website. Persons shall submit references to HQ. The types of references included in the SQA Bibliography are: Advisory/policy Article (journal) Book Guidelines Journal News article Newsletter News Magazine Proceedings Regulations Training Other (Specify) 5.13 Format: HQ shall maintain the official record copy of the SQA Bibliography in its database and shall enter all references into the database Entry Review and Posting: HQ shall review submissions, make corrections and post references to the online Bibliography. Website 5.15 Editorial Oversight: The BoP Chair shall appoint a member of the BoP to be the HQ contact, responsible for Website content and oversight. The contact shall review the SQA Website regularly and provide comments and feedback for HQ to address as part of website maintenance. Website enhancement and maintenance is further addressed in the current version of BP-04.xx. 6. Other Documents to Consider BP-02.xx BP-03.xx BP-04.xx
5 Page 5 of 5 SOP Reviewed by: Approval on File Elliott Graham, RQAP-GLP SQA Executive Director SOP Approved by: Approval on File 28 July 2010 Catherine M. Bens SQA Board Liaison
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