Author Instructions
PPD-0703
Submission of Publications to Hargis Library | Author Affiliation | Author Address
VIMS Publications:
VIMS Publications include any report or report series published by the Institute such as Data Reports, SRAMSOEs (Special Report in Applied Marine Science and Ocean Engineering), Special Scientific Reports, newsletters, wetlands reports, advisory reports, etc., as well as any other final grant funded report. Copies of final works (print or pdf) must be submitted to Hargis Library.
Articles are excluded.
Digital Documents
When a VIMS publication has been created Hargis Library should be advised of the publication, the author(s), and date, and be provided with a digital copy in order to archive the work in the institutional repository W&M ScholarWorks.
In addition to the ScholarWorks repository record, a record of the publication will be added to the catalog database with a link to the repository to provide an additional point of access.
In most instances, a DOI will also be assigned to the publication, noted in the repository record and should be used for future citations. DOIs may also be requested in the final editing stages in order to incorporate this number within the text of the final work.
Referencing back to the repository record in future works provides the Institute valuable information on the usage of VIMS research and scholarship.
Information on the work will enable the Institute to meet the Library of Virginia deposit requirements. (see below)
In the case where a report can be printed, two print copies of publications are welcomed for archival purposes, in addition to the digital copy of the publication.
Contract Reports
A digital copy of final contract reports should be submitted to Hargis Library.
The William J. Hargis, Jr. Library is required by the Code of Virginia to provide copies of “State” publications to the Library of Virginia. These copies are distributed statewide via the Library of Virginia repository or print distribution program.
The Library of Virginia is charged to serve as the official, legal depository for all state publications. In addition, the Code mandates the Library of Virginia to oversee a network of 'depository' libraries which also maintain extensive collections of state publications in order to assure convenient accessibility of these materials to citizens throughout the Commonwealth (Code 2.1-467.2 and 42.1-19). To fulfill this obligation, all state agencies are asked to send copies of all their publications to the Library of Virginia at the time they are published.
The definition of a State publication states that:
- It is a written product which provides information to the reader
- It is used by entities outside of the agency
- At least 50 copies are printed or reproduced in any way, by or for a State agency
- It is in full or in part at State expense.
Types of documents which may meet the definition include but are not limited to reports, catalogues, regulations, technical manuals, employee and other newsletters, brochures, booklets, and posters.
Exclusions would be publications that are not of general interest (items restricted to use at VIMS or by its staff, i.e. internal documents, memos, forms, letters, etc.) and for which less than 50 copies were printed.
Author Affiliation
Consistency in presentation is a requirement and should include both the Institute and university names:
Virginia Institute of Marine Science, William & Mary
Institutional Affiliation Address
Consistency in presentation of the Institute's address is a requirement. When incorporating the author’s address on publications, use the format shown below. Bold sections are required.
Virginia Institute of Marine Science
William & Mary
P.O. Box 1346
Gloucester Point, VA 23062
Note that Department or Center affiliations are not to be entered in the address. Telephone and email addresses should be included as specified by the journal. William & Mary should be written with the ampersand (&) and not the word “and.”