ASHRAE Handbook Workshop

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ASHRAE Handbook Workshop

• for
• TC Handbook Subcommittee
• Chairs and Members
• January 22, 2006
• Dennis ONeal William Fleming Mark Owen
• Workshop Leader Handbook Committee
  Chair Handbook Editor

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Purpose of todays session

• Outline expectations for TC Handbook Chairs
• Review revision procedures for chapters

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The Handbook is the authoritative reference of
our industry

• Used worldwide ASHRAEs international reputation
  is based on it to a great extent
• Nothing else like it in the HVAC industry
• Most important ASHRAE product
• Represents HVACs state of the art
• Many ASHRAE activities are directed toward it
  (e.g., ASHRAE Research and Programs)
• ASHRAE Standards and Guidelines use it as a basis
• Provides technical data for the design engineer
• A principal membership benefit

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Chapter Contents

• Important information from your TC, particularly
  that from research symposia, should be included
• Important excerpts from Standards and Guidelines
  should be included
• References should lead to more topic detail and
  be readily accessible
• Chapter keywords (indexing terms) need to be
  identified for the Handbook Editor

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Handbook Committee Liaisons

• TCs first point of contact with the Societys
  Handbook Committee
• These liaisons are to work closely with you
• They are your contact with the publisher
• TC rosters should show the Handbook Liaison(s)
• Each volume in which a TC has a chapter has a
  liaison your TC may have more than one liaison
  (TC 6.1 has three, several have two, most have
  one.)

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Handbook Committee Liaisons

• What a TC should expect from its Handbook
  Liaison
• Establishes communication channels
• Advises the TCs Chair on organizing its Handbook
  subcommittee, if necessary
• Monitors progress
• Attends TC Handbook subcommittee meetings
• Encourages TC to review drafts of chapters
  according to the publication cycle schedule
• Stays in touch between meetings

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Handbook Committee Liaisons

• What a TC should expect from its Handbook Liaison
  and the Handbook Committee
• Liaison reviews some chapters of recently
  published handbook
• Liaison reviews the final manuscript and approval
  checklist for completeness and sends them to the
  Editor at HQ/Atlanta
• Handbook Committee provides technical
  coordination and policy advice

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TC Handbook Subcommittee Organization

• TCs should have Handbook Subcommittee to deal
  specifically with Handbook issues
• Handbook Subcommittee Chair
• Subcommittee Members
• all appointed by the TC Chair
• The Subcommittee Chair appoints each chapters
• Internal and possibly external reviewers
• Lead Author or Reviser
• Other Author or Revisers

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Revision Procedures

• Form Handbook Review/Revision Subcommittee
• Meets separately from the main TC meeting
• Reviews and sends corrections to Handbook Editor
  through liaison immediately after each
  publication of the chapter
• Continues to meet separately throughout the
  revision cycle.
• You may obtain your chapters official base Word
  file via the Handbook section of www.ashrae.org
  (Username handbookvip, Password tchbrev) or by
  contacting the Handbook Editor.

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Revision Procedures Continued

• Indicate minor revisions on paper or digitally
  using track changes in Microsoft Word program
• DO NOT RETYPE CHAPTER!!!

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Handbook Revision Schedule
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The Handbook CommitteesAuthors and Revisers
Guide

• Is available for download from the Handbook page
  via www.ashrae.org
• Covers the philosophy, formatting, and submission
  requirements for chapters
• PLEASE USE THE
• AUTHORS AND REVISERS GUIDE

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Authors and Revisers Guide

• Use this Guide for assisting in composing your
  revised or new chapter.
• In writing your chapter, always remember you are
  addressing typical users (e.g., consulting
  engineers, equipment designers, plant engineers,
  contractors, technicians, engineering students).
• The Handbook does not need to list all possible
  calculations or problem solutions, but examples
  are extremely important.

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Authors and Revisers Guide

• TCs/TGs/TRGs prepare and revise chapters
• Each of the four volumes has a philosophy
  regarding content as shown in the Guide
• A proposal for a new chapter needs to be approved
  by the Societys Handbook Committee before the
  manuscript is prepared
• A chapter can be deleted by votes of the TC and
  the Societys Handbook Committee

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Authors and Revisers Guide

• Review/Revision Procedure
• Chapters should be reviewed in the first six
  months after publication for errors and further
  information as may be suitable
• Minor revision of a chapter should be done
  manually using the appropriate editorial notation
  as shown in the Guide
• Major revisions and new chapters should be
  submitted electronically using Guide information
  for acceptable formats

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Authors and Revisers Guide

• TO SAVE TIME AND EFFORT,
• PLEASE READ AND FOLLOW THE
• AUTHORS AND REVISERS GUIDE

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Do Dont

• Keep to a realistic schedule
• Assemble your writing team early
• Contact your writers frequently
• Replace writers who dont communicate with you
• Keep your TC informed of your progress
• Keep your Handbook liaison up to date

• Overestimate time available
• Delay organizing writers
• Leave writers alone and unloved
• Expect much from a noncommunicator
• Fail to get TC input and approval of early drafts

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Do Dont

• Require references or proof of new material
• Validate all existing references
• Keep informed of other chapters you reference
• Summarize math for design engineer
• Recognize major contributors to chapter

• Include unsubstantiated opinions
• Use outdated references to tables, figures, etc.
  in other chapters
• Include derivations of design equations
• Forget to submit approval checklist with
  manuscript

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Out-of-Sequence Updates

• Any chapter may be updated as required between
  four-year revisions updates will appear in the
  electronic (HandbookCD) version of the chapter.
  An approval vote by the TC is required.
• These updates are not for complete rewrites, but
  for brief, urgent changes needed because of new
  research, technology, etc.
• The official version of the Handbook is still
  the print edition, not the electronic
  (HandbookCD).
• Updates for that years CD must be submitted to
  Handbook liaison by end of Winter Meeting.

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Authors and Revisers Guide

• Keep all files (e.g., word processing and others)
  separate. Do not embed objects in word
  processing documents in final submittal.
• Use track changes feature in Microsoft Word
  program.

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Important Procedural Details

• Obtain TC approval (by vote) of the final version
  and any substantive revisions.
• Record TC vote FOR / AGAINST / ABSTAIN / ABSENT
  in your meeting minutes
• Prepare a list of major contributors so that
  proper credit can be given to them
• Submit approved manuscript, checklist, and other
  required materials to your liaison on time

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Finally
IF YOU NEED HELP Contact your Handbook Committee
Liaison