Regulations for co-editorship and financial sponsorship of FiBL practitioner publications

This regulation applies to practitioner publications such as technical guides, dossiers, fact sheets, etc. Different rules apply to EU projects and are outlined in a separate document. This regulation defines the general framework - exceptions are possible in justified cases and can be negotiated individually.

1. Basic guidelines for co-editorship

Co-editorships are possible for a FiBL practitioner publication if one of the following four options is fulfilled:

1.1 Financial participation

• The publishing organisations share the production costs equally (authors' working time, editing, graphics).
• In addition, content contribution is also possible.

1.2 Content-related participation

The organisation provides at least one author who makes a substantial contribution to the content.

1.3 Strategic co-editorship

There is a contractually secured, strategic partnership with the organisation, which significantly increases the reach and influence of the publication (e.g. cooperation with IFOAM or organic associations).

1.4 Translation

Co-editorship is also possible without involvement in the content if the co-editing organisation takes on the translation and possibly also the layout of the publication. Ideally, the organisation also adapts the content to the conditions in the country. Depending on the agreement, FiBL may either take over or review the layout (formatting, presentation), formally check the publication (particularly the title page and imprint) and receive the right to publish the publication in the FiBL Shop. The translating organisation is responsible for the quality of the translation and the accuracy of adaptations.

1.5 Additional obligations of the co-issuing institutions, applies to all 4 options

• Co-publishing institutions should actively promote the publication, include it in their distribution and ensure that it is kept up to date. If this is not possible, an individual arrangement is required.
• For new editions, the same rules apply as for the first publication; renegotiation of the conditions is required.
• Former editorships are noted in the imprint.
• Content control must be coordinated internally by the co-editors (dual control principle or approval by responsible managers, especially for politically sensitive topics).

2. Rights and obligations of the publisher

2.1 Rights of FiBL

• FiBL may use the publication for an unlimited period and offer it in the FiBL Shop free of charge or as a print version for a fee.
• FiBL archives the publication on organic e-prints or in consultation with the co-publisher.
• Publications generally appear in the FiBL design. Exceptions may be justified (e.g. in the case of co-branding with strategic partners).
• Publications formally fulfil the conditions formulated by FiBL, which are defined in the FiBL internal Pre-Print Checklist for Publications.
• The copyright lies with FiBL and the co-editing institutions. Rules on further use: Mutual information is required if texts are used in other publications or media or if a new edition is planned.
• FiBL determines the structure and content of the publication in consultation with the authors.
• FiBL adapts the length of the publication to the content.
• In consultation with the authors, FiBL sets a timetable for the production of the publication.

2.2 Rights of the co-issuing institutions

• The co-issuing institution(s) has/have in principle the same rights as FiBL (see 2.1).
• The publication can be published on the co-editing institution's own website or on a project website.
• It is recommended that the co-publishing institutions link to the FiBL Shop in order to avoid different versions of the publication.

2.3 Duties of FiBL

• FiBL ensures the high quality of the content.
• FiBL coordinates the production process.
• FiBL ensures the long-term availability of the publications (including archiving of all associated files).
• FiBL informs the co-editing institutions about the planned structure and content of the publication, as well as the production schedule, at the start of work.
• FiBL communicates the finished publication via FiBL's media channels and distributors in consultation with the co-publishing organisations.

2.4 Obligations of the co-issuing institutions

• Fulfilment of the agreed participation in accordance with the selected option (see 1.1, 1.2, 1.3, 1.4)
• Archiving of files in the event that the layout was adopted by one of the co-editing institutions.
• Active communication/advertising of the publication in own media channels and distributors in consultation with FiBL (see 1.5)
• Ensuring internal approval processes (see 1.5)
• Participation in updating (if agreed; see 1.5)

3. Specific regulations

3.1 Procedure for new editions

• The previous co-editors are informed by FiBL of a planned new edition and can participate in the new edition. Conversely, the co-publisher informs FiBL in the event of a planned new edition and offers to participate.
• As a rule, FiBL decides whether a publication should be updated. However, the impetus can also come from a co-publishing institution.
• The co-publisher must support quality assurance.

3.2 Procedure for external translations by institutions not involved in the original version

• Institutions that are not co-editors of the source language of a FiBL publication may be full co-editors of the publication they translate. They receive the rights as per 2.2. Duties/requirements
• The same obligations apply to the translating institution as listed under 2.4.
• The editorship of the source language used for the translation (e.g. English) must also be assumed for the translation, unless a co-publishing institution waives the co-publishing of the translation upon request.
• The authorship listed in the imprint remains the same in the translation as in the source language. If the content is changed after translation, the specialists responsible for the changes are mentioned separately in the imprint (e.g. "Collaboration for the Ukrainian edition").

3.3. Special case Bio Suisse & other organic associations

FiBL undertakes to use the Bio Suisse Standards or the standards of other participating organic associations as a basis.

3.4 Co-publishing by FiBL with other publishers

If FiBL itself acts as a co-publishing institution, the same criteria apply as for external partners. FiBL must actively approve a publication.

The rules for sponsors differ from those for co-editing institutions.

Further information

Contacts

• Phie Thanner
• Gilles Weidmann