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Timeline of a Balloted Standard’s Development
Jessica Rosiak, Emilie WhealenStandards Editors Joe HugoStaff Manager
Objectives
It All Starts With an Idea
New Work Items What does registering a new work item do?
Provides a tracking number, i.e. – WK 9999If a revision, prompts ASTM staff to email a Word version of the standard to the technical contactAlerts those on the Standards Tracking ServiceInitiates the ASTM balloting process
RegisterWork Item
Work Item Registration
RegisterWork Item
Registering the New Work Item
RegisterWork Item
Work Item Registration
RegisterWork Item
Work Item Registration
RegisterWork Item
Work Item Registration
RegisterWork Item
Work Item Registration
RegisterWork Item
Work Item Registration
RegisterWork Item
Work Item Registration
RegisterWork Item
Submit Your Draft in Word We request Word for balloting purposes because it is the most common word processing program.TCO takes your Word file and converts it to PDF for the ASTM website online balloting area.Developmental editor works directly with you in Word to develop your draft.Committee editor converts the Word file into SGML (Standard Generalized Markup Language) for composition and electronic publishing purposes.
RegisterWork Item
Form and Style Contents
Write/Revise Standard
Downloading Form and Style
Write Standard
Write/Revise Standard
Downloading Form and Style
Write Standard
Write/Revise Standard
About ASTM Templates
Available at www.astm.org on Technical Committees page under the link “Key Documents and Forms”Templates for: Test Method, Specification, Guide/Practice, Classification, TerminologyDetailed instructions are provided with template
Write Standard
Write/Revise Standard
Downloading Template
Write Standard
Write/Revise Standard
Downloading Template
Write Standard
Write/Revise Standard
Selecting your Template
Write/Revise Standard
Selecting your Template
Write/Revise Standard
ASTM Templates Features Suggested and mandatory headings are provided; mandatory headings are in
RED Macro prompts to insert Title and Footnote 1
Ability to insert:TablesFiguresEquations
Auto NumberingWrite/Revise
Standard
Screen Snap of Template
Write/Revise Standard
Screen Snap of Template
Write/Revise Standard
Template Shortcut Bar
Write Standard
Write/Revise Standard
Template Demonstration
Developmental Editing If you have questions while writing a draft standard, contact the developmental editor.
Developmental editor can be reached by phone or e-mail.
• [email protected] (Kathy Peters)/ 610-832-9650
Developmental editor can help you with:Questions about and editing per ASTM's Form and Style Manual Upfront editing of new standardsAssisting with artwork issues
Write Standard
Write/Revise Standard
Figures and Artwork
Good Quality Figure
Black and whiteSolid linesUniform and clear fonts.TIF, .JPG,
Vector and AUTOCAD formats are acceptable
Write Standard
Write/Revise Standard
Figures and Artwork
Poor Quality Figure Color
Cut off and handwritten textDifferent fontsFaxed images
Write Standard
Write/Revise Standard
Adjuncts Adjuncts are pieces of information that are essential to a standard but are too large or of a different format than the printed standard.
Color figuresBlueprintsComputer programs/Spreadsheets/SchemasCDs
Write Standard
Write/Revise Standard
Revisions
Registering Revisions
Register new work itemRegistering generates a request for MS WORD file of the latest version of the standard from ASTM InternationalComplete instructions are provided with the file
WriteStandard
Write/Revise Standard
Electronic Revision PreparationAlways keep a clean copy of standardDetermine the sections that are going to be revisedDetermine how much context is needed for a revision to make sense to the voterDetermine if entire document is to be balloted, or just sections
WriteStandard
Write/Revise Standard
Electronic Revision Preparation Always copy and paste sections to be revised into a NEW, blank MS Word document
Then turn on the Track Changes function
It is not necessary to use italics or bold letters to show changes because Track Changes will show what is revised
Ballot Standard
Write/Revise Standard
Example of Ballot Item
Write/Revise Standard
Electronic Revision Demonstration
Sample Ballot Cover Letter
Ballot Standard
Date: Sept. 12, 2006To: Members of C16 on Thermal InsulationSubject: Revision to C1511 (Work Item # 5119) on
Determining the Water Retention (Repellency) Characteristics of Fibrous Glass Insulation (Aircraft Type)
Rationale: Change terminology as defined in ASTM C168-03 from “glass fiber” to “fibrous glass”.
Summary: Please note all removals or deletions from the standard are shown as being struck through and all new items have been underlined. At this time I am requesting that this standard be included as a concurrent ballot for subcommittee and main.
Submitting Item for Ballot Online
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Balloting
ASTM has three levels of ballotSubcommitteeMain CommitteeSociety
Ballots are open for 30 days onlineOnce an item passes all levels of balloting, standard receives an approval date of either the 1st or the 15th of the month
Ballot Standard
While the Standard is BallotingThe Editor begins the editing process for new and revised standards, which includes:
Typesetting/converting Word document to SGMLScanning/manipulating and placing artwork Ensuring the standard matches balloted draftEnsuring that tables and figures are cited and numbered correctlyVerifying titles of ASTM standards in the Referenced Documents section and verifying that they are all cited in the text
Ballot Standard
While the Standard is BallotingThe Editor will also:
Ensure that section and cross-references are correct (for example, See Table 1)Confirm that all mandatory sections are included and in the correct orderReview supplier footnotes for compliance with Part F in the Form and Style for ASTM Standards manual
Ballot Standard
Typical CorrectionsGrammar:
Misspelled wordsWord choice (for example: assure, insure, ensure)Run-on sentences or sentence fragmentsPunctuation (for example: adding serial comma)
Typographical errors
Ballot Standard
Other Typical Corrections
The editor will ensure that: Certain formats or spellings appear consistently throughout the standardTrademarked terms are replaced with generic terms (for example: “Pyrex” becomes “borosilicate glass”)Technical terms are spelled in accordance with ASTM Form and Style. A few of the most corrected terms are: metre and litre Ballot
Standard
Style PointsStyle changes:
This test method covers…Deleting the word section or paragraph before a section number unless it is referring to a whole section. •For example: See Section 9, or (See
9.1)“Test Method D 1234,” not “Standard D1234”
Ballot Standard
Word
Ballot Standard
SGML (Standard Generalized Markup Language)
Ballot Standard
SGML (Standard Generalized Markup Language)
Ballot Standard
Ballot Standard
Standard Receives ApprovalA standard will receive official Society approval on the 1st or 15th of the month. Once a standard receives society approval, the editor is notified and prepares the standard for review by the technical contact (reviewer) listed on the ballot. If editorial changes were provided during the balloting process or as the result of negative vote resolution, the editor includes those changes in the standard sent for review.
Review Standard
Review ProcessThe editor e-mails a licensed PDF of the standard for review:
A clean PDF will be sent for a new standardA redline PDF will be sent for a revised standardA link to the online ballot item will be provided in the email
Review Standard
Redline PDF
Review Standard
Similar to Track Changes in WordEach addition the editor makes is underlined Each deletion the editor makes is stricken out
Redline PDF is one columnIf the standard is new or heavily revised, a clean PDF will be sent
Review Redline PDF
Review Standard
Sample Review E-mail
Review Standard
Reviewer’s ChecklistThe reviewer should ensure that all balloted information appears correctly in the printed standardAddress any questions the editor may have posed in the cover letter
Typical questions include:• Citation of Referenced Documents in the text• Addition of Keywords
The reviewer should respond to the editor by the stated deadline. This ensures the timeliest publication of the new standard or revision. Contact the editor immediately if an extension is needed.
Review Standard
Editorial vs. Technical ChangesEditorial changes do NOT change the meaning or intent of a standard and do NOT require balloting.
Changes can be made during review process
Technical changes CHANGE the meaning or intent of a standard and REQUIRE balloting.
Changes must be made on the next ballot
Review Standard
Types of Editorial ChangesReordering sections in accordance with the Form and Style for ASTM StandardsSummary of Changes without rationaleUpdating titles in Referenced DocumentsUpdating footnote informationChanging titles in sections, tables, or figures, when justified by textErrors in formattingErrors in typesetting
Review Standard
Types of Technical Changes
Review Standard
Adding, deleting, or changing:Any section except KeywordsRequirements, values, and equationsMandatory language (“shall” or “in accordance with”) with optional language, (“may,” “can,” “could,” or “should”)
Summary of changes with rationale
Final Publication
Editor sends final approved document to ASTM website teamWithin two weeks, standard is available online as a separateThe printed Book of Standards is a snapshot of what was completed at the time the book published, but the ASTM website will always have the most updated version of the standard
Publish Standard
The New/Revised Standard
Where to Get the Standard
Publish Standard
Review of Publication Process