The following information is offered as a guide for writers and photographers to complete projects successfully for the Aurora magazine at UAF. These guidelines should help writers complete necessary details for assigned stories and assist photographers and illustrators to conceptualize art projects in keeping with the editors’ goals for each issue.

Aurora creates connections among people, experiences and stories, engages readers in the life of the institution and encourages an open exchange of ideas. In this way Aurora should educate and inform, stimulate interest in the university and its endeavors, foster a sense of pride, encourage alumni and friends to maintain a relationship with UAF, and evoke good will and support.

Because the magazine’s mission is to inform, entertain and connect, it does not directly ask for money in the editorial content of the magazine. Its role is rather to engender pride in UAF and to cultivate the sense of shared experience and purpose that is felt by our alumni—-feelings that increase the likelihood of a positive response when a contribution is solicited. Paid advertising is also not accepted in the magazine, ensuring an ongoing effort to maintain editorial independence.

Aurora

Frequency: two times per year (spring and fall)

Pages per issue: 28 plus cover

Print run: 30,000 (approx)

UAF

Founded : In 1917 by the state of Alaska

Reachable alumni: 28,000

Student body: 9,800 students (fall 2008)

Aurora strives to publish writing of the highest quality, driven by clear prose, accurate facts and references, and approved subject quotes. Because the intent of the magazine is to promote positive feelings in all constituents, the editors want subjects described in Aurora to feel comfortable with the way their words and lives are portrayed. Therefore, authors are expected to meet the following standards when submitting manuscripts to Aurora:

Conceptualization

The story concept and goal need to be discussed in detail with the Aurora features editor before a project is launched. Brief proposals (i.e., no longer than one page with attached writing samples or web links if a new writer) should be sent to the features editor or managing editor via e-mail or regular mail, fleshing out suggested subjects, contacts, and photos or art; conceived word length; and a realistic completion date. If changes occur in the scope of the project as events unfold, these must be discussed with the features editor before final submission.

Word Count

So authors do not waste unnecessary time or have sections of text cut, the editors urge writers to meet assigned word counts carefully. If writers find that the shape of an assigned—and previously discussed-—story is changing, they are expected to update the features editor about content or word-length alterations at the earliest stage possible. Changes in story length significantly alter the overall makeup and planning of each issue of the magazine and may impact the overall design. It is critical that these changes are communicated clearly to the editor before the assignment is completed and submitted.

Fact and Quote Checking

Before submitting a manuscript, the editors ask that writers carefully verify all facts and quotes in a story. The editors will assume that this work has already been completed and will double-check only those details that jump out as unusual or incorrect. Because Aurora’s policy is to promote positive relationships with subjects whose stories are told in the magazine, we generally try to incorporate requested changes in stories or quotes. The editors reserve the right, however, to make final editorial decisions based on style, space, and other considerations.

Style Guide

Writers are expected to follow the standards set forth in the Marketing and Communications style guide, found at http://www.uaf.edu/marketing/standards/style/index.xml, and the AP style guide.

Submissions/Deadlines

Authors should electronically submit stories as clearly labeled Word documents on deadline. If writers anticipate having any difficulty meeting assigned deadlines, they should notify the Aurora features editor far in advance of that date. Ideally, an accurate sense of when a project can be completed will promote positive relationships with Aurora editors and increase the likelihood of another project.

Marketing and Communications staff will have the final determination on acceptability of submissions.

Correct Identification

Photography needs are generally assigned to MC’s professional photographer, but any supplied photographs should include suggested captions, correct identification of each person in a photograph and correct photo credit or reprint information, if appropriate. Model releases for all identifiable people in photos should be in the photographer’s possession and verifiable upon request. If the images need to be returned, MC will return them to the person providing them.

Photographic Standards

High quality, dynamic photography and illustrations will be needed for every feature story. The story concept and photography needs should be discussed in detail with the Aurora editor and/or creative director before the shoot.

Aurora makes every effort to select the most flattering but accurate photo to match the spirit of a particular story. Electronic images will be color-corrected and imperfections in the photo or other subject material are occasionally improved; however, given Aurora’s commitment to integrity, serious alterations of subject matter within photographs are not made. We reserve the right to reject images provided if there is a solution that communicates the message more effectively.

Rights

Photographs or illustrations provided for use in the printed Aurora may also be used on the Aurora web site. Some agreements with photographers also allow for other use by the university in its own publicity, promotional, or fund-raising materials. Any non-university use of photographs or other artwork commissioned by the university must be negotiated with the photographer.

If you have any doubt about using an image, please ask the creative director of Marketing and Communications or the photographer for how you should proceed. Reproducing a copyrighted photograph without permission is just as serious as any other unauthorized and uncompensated use of intellectual property.

Electronic Scans

Photos submitted electronically should be at least 300 dpi at approximately 5 x 7 inches, or larger if considering for the cover or full-page layout within the story. Submission of at least three to five selections for each subject is recommended, so the editors may have a variety of horizontal and vertical options to select.

We will pay freelance writers 50 cents per word for the original word count assigned. The pay rate for artwork will be negotiated with each freelance photographer or illustrator.

Managing Editor
Kim Davis
ksdavis@alaska.edu
907-474-6726

Features Editor
LJ Evans
ljevans@alaska.edu
907-474-6479

Creative Director
Jan Stitt
jgstitt@alaska.edu
907-474-5148

Aurora magazine
UAF Marketing and Communications
794 University Ave. Suite 237
PO Box 757505
Fairbanks, AK 99775

Revised 10/22/09
(Thanks to Swarthmore College for providing sample)