THE STANDARDS PREPARATION & EDITING PROCESS
To help Working Groups in the editing and preparation of their document, the IEEE-SA has a professional staff of editors. Program Managers, Document Development (informally referred to as editors) serve as editorial liaisons to various standards-developing committees in IEEE, offering guidance to Working Groups on all editorial matters ranging from formatting to basic copyright issues.
A staff editor is not a technical editor. Many standards Working Groups or committees have their own technical editors who review the standard globally and ensure technical consistency and accuracy of the draft prior to submission to the IEEE-SA Standards Board for approval. The IEEE-SA editor is a member of the IEEE Standards staff and does not necessarily have a technical background. However, a staff editor does many things both before and after standards approval.
Before a draft standard is approved, the editor will review multiple drafts during development of a standard to provide global and specific editorial comments. The major review — Mandatory Editorial Coordination (MEC) — is conducted at the time the document goes to ballot. MEC ensures that basic elements of the document, such as draft labeling; the title, scope, and purpose within the scope of the PAR; and copyright statements and releases are all handled properly in the draft.
After a standards project is approved by the IEEE-SA Standards Board, the editor prepares the final text for publication. He or she edits the entire draft for grammatical consistency and will point out any egregious omissions or errors. The editor works with the Working Group chair and/or the technical editor to create a professionally produced standard.
It is important to note that although the editor can provide comments or suggestions to the committee based on technical items in the standard, he or she cannot make technical changes. Editors make grammatical, structural, and stylistic changes that do not modify the meaning or the technical integrity of the document.
The following key items are reviewed and checked by the editor prior to the IEEE-SA Standards Board review. This work aids in the early discovery and correction of points that may otherwise lead to the rejection of the document by the IEEE-SA Standards Board during the approval process.
- Draft number and date identification on every page
- Proper copyright statements
- Clauses structured correctly
- Title, Scope, and Purpose within the scope on the PAR
- References current and handled properly
- Appropriate standards verbs (shall, should, or may) used predominantly and correctly throughout the draft
- Permissions obtained from copyright holders for reprinted material, including material from IEEE publications
- Trademark names or patent issues resolved
- Units used consistently, with metric units appearing first
- Inclusion of an introduction
The IEEE Standards Style Manual establishes preferred style for the preparation of proposed IEEE standards (drafts). The Sponsor of an IEEE Standards project is responsible for providing the IEEE-SA Standards Board with a complete, technically accurate draft of the proposed standard that meets the requirements of the IEEE-SA Standards Style Manual for content, style, and legibility. Using a document development template available in Adobe FrameMaker or MS Word from the IEEE-SA can help ensure that the style of the draft does not differ from IEEE's style, since all the styles are already built into the template. The use of templates can also speed publication since minimal formatting will have to be done once the document is approved.
Editors of the IEEE Standards Association are available for advice and assistance throughout the process.