For science communication staff

Use the Science Communication Project intake Conversation Guide (link will prompt you to make a copy) to help guide initial conversations with researchers either at the proposal stage or after they request assistance with communications for a project. 

Our job as science communicators is to explain complex topics in simple and concise language. People's attention spans are short—so get to the point quickly and explain complex information so that understanding is effortless. Do the work so readers don't have to.

Say it simply

• Avoid the passive voice. This voice is common in scientific writing. It is much less interesting to read than the active voice, which is simpler and more direct. Instead of "It was discovered that ..." it is better to say "We discovered that ..."

• Use short sentences and paragraphs. Three-to-four-line sentences should be cut in two. After each sentence, ask, "Can I write this sentence using fewer words?"

• Don't repeat the same word or phrase. Varying your sentence structure and language will make your writing sound more natural and interesting. Find a new word with this visual synonym tool. 

• Read your writing out loud. Check the rhythm, find awkward or repeated words and phrases within and between sentences and paragraphs.

• Avoid filler words that are vague and meaningless. "To be" verbs are among the most common. If you write these words or phrases, ask yourself if they can be replaced with more specific language. Review this list of words to avoid.

• Don't begin sentences with "There is/are--results." 

Examples

Original: Reservoir levels are now too low to reliably run hydropower, and there have been short-term water conservation efforts
Revised: Reservoir levels are now too low to reliably run hydropower, prompting short-term water conservation efforts.

Original: There are, on average, over 13,000 lightning strikes in interior Alaska each summer.
Revised: On average, over 13,000 lightning strikes occur in Interior Alaska each summer.

Photo usage and model releases

When a photo is by or of an Indigenous person, request permission to use it each time. Make sure to describe the context in which the photo will be used and allow enough time for the individual to respond. 

Make sure to get a signed model release from everyone.

Language choices

• Indigenous - Capitalize when referring to people, but not when referring to plants or animals. The term is replacing other historically used terms, such as Aboriginal or Native, when referring to people.

• Indigenous person - an individual who identifies as Indigenous

• Indigenous Peoples - refers to societies as a group

• An Indigenous People - refers to a single distinct society 

• Indigenous people - refers to people who identify as Indigenous when specific identity is not known or necessary

Cultural considerations

The styles and customs of rural community and/or Indigenous residents often differ from those in academia, outreach, and research. Here are some resources that may help:

• • Elders in the Classroom from the Alaska Native Knowledge Network

  • Arctic Observing: Indigenous Peoples’ History, Perspectives, and Approaches for Partnership, by Nikoosh Carlo (PDF)

  • Achieving Equity and Representation for Indigenous Peoples in Arctic Research, by Nikoosh Carlo (PDF)

Please follow the UA guidelines for AI in communications. 

Please follow UAF social media guidelines.

Hashtags

• #IARC - Please always use this hashtag on social posts

• #UAF – A standard short tag for the university.

• #NanookNation – UAF's official primary hashtag used for general posts, spirit, and community updates.

• #UAFairbanks – Used for campus-specific content and discussions.

• #49hoursforAlaska – Used during UAF Giving Day events.#NanookNation #UAF  #IARC  when posting.  

Social Media Management

IARC has a Buffer account to help us keep track of the posting schedule so posts don't pile up on one day. Please contact the IARC Comms lead to request access to Buffer.  

• Facebook - include video or photo - use for public events for a broad audience, stories, research highlights 

• Instagram - include vertical video is preferred or series of images - use for broad appeal stories and highlights

• LinkedIn - include photo - for professional posts such as job opportunities, student opportunities, research highlights

• Youtube - video only - repository for IARC-related videos

Esri StoryMaps are the primary framework for building and hosting scrolling, data-driven stories. This is a shared account for UA and is managed at UAF by the CNSM Geographic Information Systems Program. To request access, please work with the IARC Comms lead.   

Consistent citation formatting maintains professionalism and helps readers easily locate and verify the original information.

Citation style for external research publications

We use APA formatting for citations. Google Scholar has a handy citation-formatting tool, and many journals offer a guide on how to cite the paper. 

Science communication products - citation formats

Science communicator co-produced an outreach product with researchers
Science communicator did most of the writing. Researchers provided ideas, science documents, and extensive review. 

Example: McFarland, H. R. (science communicator), D. Hauser, J. Jones, H. Eicken, M. Druckenmiller, R. Glenn, E. Sparrow (scientists). 2019. AAAOKH news: Alaska Arctic Observatory and Knowledge Hub Fall 2019, Issue II [newsletter]. International Arctic Research Center, University of Alaska Fairbanks.

Science communicator wrote outreach product
Science communicator independently researched, outlined, wrote, and designed product. Scientists may have been interviewed for individual sections, science communicators provided those small sections back to scientists for review only.

Example: McFarland, H. R., and N. Bauer (science communicator). 2018. IARC Review 2018 [annual report]. International Arctic Research Center, University of Alaska Fairbanks.

Science communicators edited content received from scientists
Science communicators received fully written material from scientists that they edited and placed into a product they designed. Science communicator did not do extensive writing. 

Many science authors example: Taras, M. E., R. St. Louis, and H. McFarland (science communicator), editors. 2016. The comeback trail, August 2016 [newsletter]. Alaska Department of Fish and Game, Division of Wildlife Conservation, Fairbanks.

Only a few science authors example: Thoman, R., and J. E. Walsh (scientists). 2019. Alaska's changing environment: documenting Alaska's physical and biological changes through observations [outreach booklet]. H. R. McFarland, editor (science communicator). International Arctic Research Center, University of Alaska Fairbanks.

Authorship matrix 

Not sure what order to list authors of communications products? Use this authorship matrix by adding a checkbox where each author contributed.

Before the world sees your work …

All public-facing products, including print and virtual newsletters, stories, websites, videos and tools, must be reviewed by subject-matter experts and the communications team. Any product going to legislators should also be reviewed by IARC leadership. 

The structure and order of review depend on the individual and the project, but the review process should be thorough and redundant (i.e., multiple people should review products in several iterations). Expect back and forth. Several things will help ensure that the review is comprehensive and low-stress.

Review process

• Get editing assistance. Several folks on our team are great editors, but for certain high-profile items, it can be helpful to get a professional review.  

• Build review into your project timeline. Know your reviewers and what an acceptable turnaround time is. While it may be appropriate to give internal reviewers only a few days, outside reviewers will appreciate more time. You can make enemies by asking Tribal entities, agencies, or others slammed with requests to review materials too quickly. If you are under tight deadlines, it can be helpful to let reviewers know in advance when they might expect to see drafts.

• Be upfront about review details. When asking for a review, it can be helpful to mention who is reviewing the product and the stage you are currently at. This tells the reviewer you have a plan and discourages them from forwarding it to others for review before you are ready. It also ensures that they “stay in their lane” and that a scientist doesn’t dive into design review if the comms team is next, and vice versa. For example:

  • • April 1 - Review by X, subject matter expert

    • April 5 - Review by Y, science communicator

    • April 10 - Current review stage by Z, external reviewer

    • Ask for a review via Google Calendar

The communications review Google Calendar can be used to request a review. Make an event on the date you need the review back by, tag all the individuals from the comms team who you think might be appropriate, describe what kind of comments you are looking for and how many reviews you hope to receive. This not only places the review on everyone’s calendar, but when someone accepts, everyone else knows. So if you tag 6 people, but need 2 reviewers, other people know when you’ve reached your review goal.  

Design and language checks

• Check relevant guidelines for style considerations for design and language. UAF University Relations guidelines are a good place to start, but most journals and external organizations may also have requirements to consider. 

• Copy editing: check for spelling and grammar errors.

• Is all jargon replaced or explained? 

• Are the UAF and IARC logos present and up to date?

• AA/EO statement included?  
  [group name] is part of the International Arctic Research Center at the University of Alaska Fairbanks.

• Are text boxes, photos and graphics aligned? Is there enough space between elements to ensure items are not cramped and hard to read? Is anything too close to page edges and/or outside margins?

• Do links work correctly? 

• Are the correct colors used? Tints of colors are OK, but don’t change the color itself. Is there enough contrast between colored text and/or colored backgrounds? See color guide

• Are fonts, colors, and other elements consistent and repeated to ensure cohesiveness? 

• Are all links embedded in text and descriptively written?

Asana is the project management