Editor-in-Chief— The final decision-maker for all editorial and production matters. The Editor-in-Chief works with an outside advisor, or advisory board, to establish the vision/theme for the journal. He or she decides on what type of writing to seek for the journal, and oversees the process of soliciting and receiving contributions, selecting journal entries (usually by staff committee), and editing them. The Editor-in-Chief also oversees the production of the journal, to be sure graphics and layout reflect the vision of the journal and its writings.

Production Director— The production director is responsible for gathering all of the elements that will comprise the journal. He or she works with the Editor-in-Chief to determine and solicit photograph and illustration sources for pieces that will be illustrated, develop the format and style of the journal, and oversee the design and printing of the journal. The Production Director is the staff’s designated troubleshooter.

Creative Director— The Creative Director formats and designs every page of the journal. He or she works under the auspices of both the Editor-in-Chief and the Production Director, but is typically given considerable leeway to develop the journal’s visual presentation and style from the guidelines provided. In a typical production meeting, the Editor-in-Chief, Production Director, Managing Editor and Creative Director will determine where submitted pieces will go in the journal, taking into consideration story strength, graphic (illustration) strength, and order of placement in lieu of the vision laid out for the journal.

Managing Editor— The managing editor is responsible for interacting with prospective contributors after the call for submissions, then informing contributors of acceptance or rejection. The managing editor then works with each contributor to edit and refine accepted pieces, often in concert with the Editor-in-Chief. The managing editor participates in the production process, operating as a galley editor and proofreader, and taking care of specific tasks required to see the journal to print.

     Managing Editors - Poetry

                     Supervising Editor

     Managing Editors - Fiction

                      Supervising Editor

     Managing Editors - Creative Non-Fiction

                       Supervising Editor

Assistant Editor— The assistant editor often handles the smaller, “front-of-the-book” articles, leaving the larger (feature) pieces to the managing editor. He or she takes care of the small details assigned by the managing editor, and serves as a second proofreader during the production process. Often, a managing editor will assign an entire segment of a journal to the assistant editor.

CCYW Advisory Member (literary journal)—The Capitol City Young Writers adult advisory member assigned to the literary journal is an experienced hand at writing, as well as magazine and book production. The advisor’s role is to help articulate and understand the journal staff’s vision, then to support that vision by providing feedback when requested. The advisor’s role is also to use his/her years of experience to offer constructive tips that help to grow the journal staff’s skills and quality of presentation, and to solve only those problems that prove too difficult for the staff. At no point should an advisory member “take over” any part of the journal production process, unless specifically asked to step in by a core staff member.

Sample Production Schedule:
 

Here is a sample timeline of key production deadlines from which to work:

Month 1

• Determine theme(s) and direction of journal, in concert with Advisory Member
   
• Appoint core staff and assign tasks
   
• Determine types of content you want to seek, and write a “Call for Submissions” notice that spells out the guidelines (type of piece, length, due date, what not to write about). Offer writers a timeline in which to submit their material.
   
• Post the Call for Submissions through CCYW, on social network sites and blogs, and in your school and community newspapers

Months 2-5

• Work out design templates and formats until you have the look that best represents your journal’s direction, vision and message.
   
• Work with Advisory Member to develop facilities for production, printing and publishing of journal. Finalize any necessary arrangements.
   
• Review incoming submissions, and send polite notes to those authors whose work you will not be able to accept. Make a “first pick” of submissions that you want to consider further.
   
• Complete any writing that will be done by staff members. (Tip: Try to limit editorial staff participation to one piece per member, per issue, to promote outside contributions)
   
• Develop a mock cover of the first issue, with design, graphic (photo or illustration), and cover blurbs. This cover will be used to promote the journal.

Months 6-7

• Continue soliciting and receiving manuscripts from potential contributors. At Month 6, close entries for the journal.
   
• Notify writers whose works have been accepted for the issue. Ask them to provide 30- to 50-word bios, which you can place either immediately after their contributions, or in a special “About Our Contributors” section at the back of the journal.
   
• Editorial team edits and polishes all accepted articles, and works with writers on edits and revisions (when necessary).
   
• Editorial and production team meets to organize all accepted works into the order in which they will appear; and to begin placing stories on the journal “road map” or “flat plan,” a thumbnail version of the journal’s pagination.
   
• Production Director, Creative Director and Editor-In-Chief determine photographs and illustrations to accompany writing, and either work with already submitted pieces or create specific assignments.

Months 8-10

• In Month 8, production begins. Journal staff assembles journal and carries the journal to completion. This process includes four key rounds of proofreading:
   
  • Initial editing and proofreading — editor in charge of handling manuscript
  • First galley proofreading – all editors
  • Second galley proofreading – all editors and creative director. The creative director checks for inconsistencies between design and text/illustrations.
  • Final proof – entire staff. Page numbers, positioning of photographs and stories, accuracy and spelling of headlines, photo captions and subheads, and cleanliness of layout.
     
• When production is finished, submit to printer/publisher by digital means.
   
• Work with the printer/publisher on all aspects of the process. One more round of proofreading and galley checking will be required. 
  
• Send out announcements to email lists, blogs, websites, texts and other avenues to all potential readers of the journal.

• When you receive the first issue, celebrate your great accomplishment—then get back to work. Hold a full staff meeting, with Advisory Member present or on conference call, and review the issue, front to back. Make all necessary adjustments and corrections.