• All CSSA publications (i.e. newsletter, premium list, show/trial catalogue, judges’ handout, etc.) will display the CSSA official logo on the cover.  The size of the logo is at the discretion of the Editor, but must be legible.

• All CSSA publications shall be published in a professional manner (e.g. no third generation photocopies).

• All publications will adhere to the principles of plain language.

• Informal documents (e.g. match entry forms) need not display the logo unless convenient to do so.

• The CSSA newsletter and the CSSA show/trial catalogue must contain a disclaimer approved by the Executive relative to material published therein.

• Any electronic media (e.g. web pages, templates) will adhere to these guidelines.

• CSSA newsletter will be published 4 times per year.

• The Editor has authority to reject any submissions of reprinted articles or articles previously published elsewhere as he/she sees fit.  Rejection may be due to improper content (e.g. offensive, inflammatory, contentious, or libelous material), size considerations, or other practical reasons.  The Editor will notify the submitter of such rejections by phone and/or email – if unable to do so, a letter will be sent.  For articles of this type, the Editor shall ensure that the article has been submitted with the appropriate authority to reprint, and shall credit any authors or other publications as necessary.

• Should the Editor reject a submission of previously published material, no arguments with the Editor will be permitted; the Editor has full authority to refuse these submissions. 

• The Editor shall review ads and original submissions for content and appropriateness.  Should the Editor feel the ads or other original submissions may be problematic (e.g. offensive, inflammatory, contentious, or libelous material), the Editor will refer the issue to the CSSA President or Vice President for a decision of the Executive.  The President or Vice President will then confer with the Executive to reach a decision expeditiously.  Should the Executive decide to reject the submission, the Executive will so inform the submitter and the Editor by phone and/or email, followed up with a letter to the submitter (signing and mailing a printout of the email will suffice).  Should the Executive decide to accept the submission, the Editor will be informed as quickly as possible.

• Any submissions received by the newsletter Editor after the deadline may be held over till the next newsletter for publication.  The Editor may adhere to the deadline with no recourse by any submitters.

• Club news and informative articles are always to be desired in the newsletter.  While it is beneficial to encourage advertising, the main purpose of the newsletter must always to educate and inform the membership.

• All material must be submitted to the Editor camera-ready.  This means that it is ready to go directly to the printer without requiring any additional work.  The only exception is that pictures may be cropped to fit into the ads or articles as requested by the submitter.

• If the newsletter Editor finds reason to edit material, he/she should contact the submitter to inform them of such.  If the submitter does not agree with the editing, he/she may withdraw the submission.

• Placement of ads, articles, reports, etc., is entirely at the discretion of the Editor (with the exception of the President’s Page).  However, when an additional fee for preferred placement is paid, the preferred placement advertisers will choose their location on a first-come, first-served basis.  The Editor will inform the advertisers if their preferred spot is available, and request alternate instructions if not.

• It is the Editor’s job to ensure the maximum use of space in the newsletter.  As such, he/she may place non-preferred-placement ads in any location that fulfills this requirement.  However, paid ads will be placed on odd numbered pages where possible, or on facing or sequential pages if a number of pages are submitted by the same advertiser.

• Provincial Directors are required to submit news about their district in every newsletter.  A one-page minimum is required; a three-page maximum is suggested.  Additional pages will be permitted when covering CSSA events such as the National or Herding Trials.

• These Provincial Directors’ pages shall be restricted to items of interest to CSSA members and Shetland Sheepdog fanciers, and shall pertain to provincial events or provincial member happenings.  Advertising is not permitted in these Provincial Directors’ pages, with the exception of brief announcements of members’ litters or inclusion of show results by the members.

• The President will submit a summation of CSSA/CSSA Executive business for each newsletter.  This President’s Page will be included near the beginning of the Newsletter, within the first five pages.

• Any additional material that the Executive desires to publish will be accepted and included in the newsletter, once the President has notified the Editor.  This may include special events, National results, or extraordinary items as decided by the Executive.

SHOW/TRIAL CATALOGUE 

• The catalogue Editor will follow the same basic guidelines as the newsletter Editor for any rejection of submissions.

All standard forms and booklets of the CSSA must display the CSSA logo on the first page. 
 

• CSSA forms and publications will display the revision date.

• The CSSA Secretary will maintain copies of all official club forms -and booklets, for copying purposes.

• The CSSA Secretary will monitor reordering of official forms and booklets.  Before an order is placed, the Secretary shall be contacted to determine if a supply is on hand that could be made available without incurring unreasonable shipping costs.  If permission is given to reorder, the quantity ordered will be reported to the Secretary so that he/she remains aware of supplies available.

• If new forms or booklets are approved, old stock shall be used up rather than discarded, unless there are concerns about the content of the old stock.

GUIDELINES IN EFFECT 

• The CSSA Executive must approve any deviation from these guidelines. Amendments to these guidelines will be dated and signed.

The CSSA Executive and members acknowledges the work of the committee as follows: 
 

• Carol Williams – Chair
  Marge Janzen
  Yvonne Halkow

Publications Guidelines approved by CSSA Board on date: