HAO Publications Process

Paper Review and Approval Worksheet:
  Word .doc;     Adobe .pdf

Publication Charges Worksheet:
  Word .doc;     Adobe .pdf

Paper Review/Approval:

    Phase 1:
    • First HAO author, regardless of the HAO author's position in the list of authors, completes "Paper Review and Approval" worksheet.
    • Author obtains all approval signatures before the paper is submitted to the publishing enity.
    • Author has an HAO peer review the paper and sign worksheet.
    Phase 2:
    • Author submits peer-signed worksheet and a copy of the paper to the administrative assistant to the HAO Director, for Director's approval/signature.
    • The administrative assistant to the HAO Director keeps a copy of the director-approved worksheet for the Directorate's files and returns the approved worksheet and the paper to author.
    • Author submits paper to the publishing entity.

    NOTE: Upon paper's acceptance for publication, author completes "Publication Charges" worksheet".

Publication Charges: (There are two phases to this process.)

    Phase 1:
    • First HAO author completes "Publication Charges" worksheet.
    • Author provides account key information and has key's account manager sign worksheet.
      • Grant-related publication charges: 122XXX; 123XXX to 129999; requires the signature of key's account manager (HAO Principal Investigator).
      • base-funded publication charges: 128125 (HAO Pubs); does not require approval signature.
    Phase 2:
    • Upon the paper's acceptance for publication, the author typically receives volume/issue/date/estimated page count information, along with a page charge/reprint order form, which is unique to each publishing entity. The author works with his/her Section Administrative Assistant to complete this form.
    • Section Administrative Assistants provide credit card payment information on the publisher's page charge/reprint order form and submits the completed form to the publisher.
    • Section Administrative Assistants are responsible for processing, tracking, and documenting invoices associated with each paper. The final invoice from a publisher must be attached to the credit card statement by the Section Administrative Assistant for auditing purposes.