Publishing Policy and Procedures Page

Publishing Policy and Procedures

The Publications Committee (PC) is appointed annually by the President of GRHS.

The PC shall manage all publication activities of GRHS, and provide oversight of intellectual property. These include GRHS periodicals, books, and other similar research materials. These may be published in traditional paper form or digital media, such as CD-ROM/DVD or other current technology. The GRHS websites are managed and oversight is provided by the Web Server Committee.

The GRHS Periodical (Heritage Review)

The Publications Committee shall be responsible for the logistics of publishing the GRHS Periodical, to include, for example, the negotiation of a contract with a printer, the acquisition of copyright permissions, and the payment of expenses incurred. The Publications Committee shall recommend candidates for appointments to the Editorial Team of the GRHS Periodical. The Editorial Team shall be appointed by the President and confirmed by the Board of Directors.

The preparation of all issues of the GRHS Periodical shall be the responsibility of the Editorial Team. The long range goal is to provide options for the membership as to the medium the Periodical is available, i.e. paper or digital.

The GRHS Periodical shall be published at least quarterly (four issues per year), and additional special issues may be recommended by the PC and approved by the BoD. While the Editorial Team may choose to focus an occasional individual issue on a central theme, the GRHS Periodical should, generally present readers with a balanced cross section of topics that reflect the diverse Black Sea Germans from Russia ethnic groups within the GRHS membership. Articles should be published in the GRHS Periodical in the English language. Where circumstances warrant, limited passages may appear in German within an article to illustrate, among other things, original proverbs, sayings, and dialect expressions. Additionally, contributors are encouraged to provide photographs, maps, and other graphic illustrations in their articles.

Information For Contributors

GRHS Periodical welcomes submissions of civil data and documents, church data and documents, "old letters," obituaries, historical pictures and documents, old newspaper articles, and other items regarding all aspects of the history and culture of the Black Sea Germans from Russia.
All materials should be sent to submissions at grhs.org or to:

GRHS Headquarters
Attention: Submissions
1125 West Turnpike Avenue
Bismarck, ND 58501
701-223-6167

Copies of submitted materials, including photographs and other supporting materials, will not normally be returned. Submitted materials may be published in GRHS media other than the GRHS Periodical. If materials are to be returned or the materials are to be published elsewhere, then that should be coordinated with the contributor.
Electronic submission is preferred - in Rich Text Format or other standard Word Processor file format. Materials not submitted in electronic form should be typewritten.
Chicago Manual of Style is one standard that can be used for preparations of submissions.
A submission containing substantial translated material can be accompanied by copy of the original if desired.
First-time and young contributors are encouraged to submit material.
Contributors will be expected to certify that to the best of their knowledge, they are either the copyright owner or the authorized representative of the copyright owner for articles, essays, family histories, anecdotes, folklore, passenger lists, etc., with the authority to grant to GRHS permission to publish the materials. If the author's work is based substantially on other copyrighted work, i.e., a derivative work, the author shall attach documentation of permission to create the derivative work. Similarly, if the author's work includes copyrighted photos or graphics, permission to use these materials must be provided.

Digital Publications

Materials submitted to GRHS for publication may be digitally published on CD-ROM/DVD. For example: lengthy passenger lists, church books, cemetery lists, extractions of civil and other records, compilations of translated letters, etc., which are deemed too lengthy for the GRHS Periodical, may be published on CD-ROM/DVD. Lengthy materials such as collections of documents, images, or maps may also be published on CD-ROM for sale to the general public or restricted for sale only to the GRHS membership. The Publications Committee will work with the Web Server Committee, if desired, to post materials on the GRHS members-only web pages.

GRHS Website Permissions

Responsibility for all works used on the GRHS website is delegated to the GRHS Web Server Committee that works with the Publications Committee. The Web Server Committee uses unique forms to obtain permission to use or donate works and materials.

Copyright and Publication Permission Documentation

Obtaining copyright and publication permission documentation shall be the responsibility of the PC using the appropriate forms. Such documentation shall be maintained at GRHS headquarters.

GRHS Home Page