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Editorial Board SOP

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This SOP has internal roles only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.


To provide oversight and feedback for the NIAID Funding News, Lock icon: This link will not work for public visitors.Inside Extramural newsletter, and the NIAID Research Funding and Inside Extramural Web sites.


The NIAID Editorial Board meets on an ad hoc basis about four times a year. It conducts most of its business through email.

Any member may raise an issue for the Board to discuss. Each division nominates representatives to the Board, who generally serve for two years.

Board Members

Board members perform the following functions.


  • Canvas their organizations and provide ideas for topics their managers want to feature in the newsletter, and inform Knowledge Communication Team (KCT) staff.
  • Review the proposed topic list for each issue from KCT.
  • During the four-day clearance period, coordinate review of draft articles with subject matter experts in their organizations.
    • Review articles for accuracy and completeness of the content. (Note: KCT will edit, proofread, format, and recheck links before publication.)
    • Reply to the KCT newsletter coordinator only (not the whole Board) through email or by handing the sender a marked-up copy. 

Other Duties

Members participate in Editorial Board meetings and may also do the following:

  • Review new or existing resources for the Web sites.
  • Act as a sounding board for extramural communication decisions.
  • Serve as a subject matter expert.
  • Send KCT comments or suggestions at any time on any relevant topic.

KCT Staff

KCT staff have the following responsibilities.


  • Get approval of the topic list from the editors and DEA director.
  • Send approved topic list to the Board to review and add topics.
  • Write articles or edit incoming text, working with subject matter experts (e.g., budget, program staff) to get a newsletter ready for general clearance.
    • Ensure content is user-friendly, accurate, complete, and clear and meets plain language requirements.
    • Ensure style and format are consistent with NIAID guidelines and other content on the Web site.
  • Send draft newsletters for clearance with a comment deadline of four working days.
    • Funding Newsletter—Editorial Board and key Institute contacts.
    • Inside Extramural—Editorial Board only.
  • After the comment period closes, KCT staff do the following by the next working day:
    • Resolve issues from clearance, consulting with the editor in chief if necessary.
    • Edit and proofread final text.
    • Publish newsletter on the Web and through email.



Editor in chief—John McGowan, deputy director for science management, NIAID

Knowledge Communication Team (KCT)—


Standard Operating Procedures

Last Updated April 28, 2015

Last Reviewed April 28, 2015