Performing Review or Revision of Existing Educational Material

Use support tracker (will there be a different way using fastrack?)

Locate the original material by first searching the Publication Pipeline BOX folder. Look for a folder titled with the publication’s AZ number.

• Change the original published filename to “az####-YYYY Original Text”.

• Create a sub folder titled “Images” to handle any image changes or new submission during the review/revision process.

For older materials not already in the Publication Pipeline BOX folder, create a new folder using the material’s AZ number using the convention of “####”.

• Use the material’s AZ number to search Extension’s UA Campus Repository collection. When searching, locate the material published most recently.

• Download the PDF file, saving it using the filename convention “az####-YYYY Original Text”.

• Create a sub folder titled “Images” to handle any image changes or new submission during the review/revision process.

Open “az####-YYYY Original Text” and create a new file with limited editing privileges. In Adobe Acrobat Pro, save PDF as “Reader Extended PDF” as this allows other to use the free Acrobat Reader to add comments, highlights and sticky notes.

• Save PDF as “Reader Extended PDF” as this lets other use the free Acrobat Reader to add comments, highlights and sticky notes

• In Adobe Pro, go to File-->Save As Other-->Reader Extended PDF-->Enable Commenting & Measuring. This ensures reviewers can’t directly edit text, only annotate.

• Use filename “az#### Sent for Review”.

• Once saved, click Share in the upper right and select “Create a link to share”.

Email the reviewers selected by either the individual requesting the review or the Extension Publications Editor. An email template is below.

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Subject: Review Request az#### [Publication Title]

Hi [name],

You have been selected to review az#### [Publication Title]. Use the review link below to suggest edits to the PDF file.

Before you begin:

• Scope check: If you expect to revise more than 25% of the text or make substantial changes, this is outside the scope of a review. In that case, please submit as a new publication through FastTrack following Extension’s publications process.

• How to comment: You won’t edit the file directly. Highlight text that needs changes and use the pop-up options to suggest replacement text, leave comments, or provide feedback. Please focus on the accuracy of information.

• Image updates: If an image needs to be replaced, upload the new file to BOX (link below). On the PDF, leave a comment noting the filename and image owner so the designer can swap it in.

Review publication PDF [share link generated in Adobe]

Upload images to BOX [link to image folder contained within publication pipeline folder]

Thanks for lending your time and expertise to keeping our publications accurate and up to date. When you’ve finished commenting, just send me a quick email—I’ll pass the file to design for final changes.

There are two outcomes from a review.

1. Reviewer(s) identify that the material requires substantial revisions (changes to more than 25% of the text). The material must be submitted as a new publication through FastTrack following Extension’s publications process.

2. Reviewer(s) suggest minor changes easily communicated by annotating the document. The website & content manager reviews feedback, cleaning it up in preparation for design and saving it as a new file using the filename convention “az#### Completed Review”.

In Extension’s publication tracker, move the reviewed material from “Pre-Design” to “With Designer” and email letting them know the review is complete. The remaining design process will be captured within Extension’s publication tracker.