Publishing guidelines

This public guide explains how to publish NAIF news posts and event entries. It is intended for project partners and anyone contributing content.

Target audiences and message priorities

Primary audiences

  • NAIF project partners: shared alignment, progress transparency, coordination signals (public-facing).
  • Swissuniversities: accountable reporting, sector relevance, evidence of delivery against objectives.
  • ETH Board and governance stakeholders: strategic value, interoperability outcomes, sustainability pathway.

Secondary audiences

  • Research staff, libraries, repository owners, open science infrastructure community, interested public.

Message architecture (use consistently)

  • Why it matters: interoperability, metadata quality, responsible indicators, findability of Swiss research.
  • What we did: activities, methods, consultations, analyses.
  • What we found: interim insights, constraints, recommendations.
  • What’s next: planned actions, opportunities to engage, upcoming events.
  • What to reuse: outputs with persistent identifiers (DOIs, ROR, ORCID references as relevant).

Folder structure and filenames

  • News posts: posts/<yyyy-mm-dd>-<slug>/index.qmd
  • Events: events/<yyyy-mm-dd>-<slug>/index.qmd
  • Post assets: posts/<entry>/images/*
  • Event assets: events/<entry>/images/*
  • Rendered output lives in _site/ (do not edit _site/ manually).

Language and spelling

  • Use British English for news posts and non-repost event pages.
  • Reposts may retain original wording and spelling when needed for faithful attribution.

News post guidance

Use a news post for updates, progress reporting, findings, or opinion pieces.

Required front matter

  • title (<= 70 chars)
  • subtitle (optional; concise one-line context)
  • date (YYYY-MM-DD)
  • author
  • description (<= 280 chars)
  • other-links (when there is a related event page)
  • categories: exactly one of Track 1, Track 2, Track 3, Track 4, General (use General only for track-independent posts)
  • tags: exactly 3 tags
  • proofread: true or false
  • image: local image path (used for listing cards)

Content structure

  • Put the teaser text in the description front matter field.
  • Use the front matter description as the teaser shown in the Quarto title block.
  • Do not add an explicit ## Lead heading or a lead paragraph block in the body.
  • Follow the message architecture above.
  • Keep the post concise (500-3000 chars as a guideline).
  • Use ## References only with Pandoc citeproc (bibliography + citation keys like [@key]). Otherwise, add links inline or use ## Sources / ## Further reading.
  • Use academic titles (Dr, Prof, etc.) consistently where known, and do not mix titled and untitled variants of the same person.

Event guidance

Use an event entry for announcements and event documentation.

Required front matter

  • title (<= 70 chars)
  • date (YYYY-MM-DD)
  • author (organizer name)
  • author-title: Organizer
  • description (<= 280 chars)
  • other-links (when there is a related post page)
  • categories: exactly one: Organised by NAIF, Participation by NAIF, or Related Topic
  • tags: exactly 3 tags
  • proofread: true or false
  • image: local image path (used for listing cards)

Event details

  • Include Date and as many of the following as are available: Time, Location, Registration, Event page.
  • Future events: keep Registration and Event page as clickable links when available.
  • Past events: if a registration link existed, render it as plain text and strikethrough, and add a short note that the event already took place.
  • If a detail is not available (for example no registration was offered), state this explicitly in plain text.

Images and rights

  • Use 1-3 high-resolution images where possible.
  • Every image must have descriptive alt text, a caption, and rights attribution.

Reposts of external content

  • Republishing articles that have already been published requires explicit permission by the original publisher.
  • Add a visible note near the top linking back to the original URL.

Drafts

  • Use draft: true in the front matter for work-in-progress content.
  • Drafts are visible in quarto preview only and excluded from quarto render outputs.

Reuse and identifiers

  • Link outputs with persistent identifiers (DOIs, ROR, ORCID references) whenever relevant.
  • NAIF deliverables are archived on Zenodo: Zenodo community

Templates

News post template

---
title: "<Title (<= 70 chars)>"
subtitle: "<Short one-line subtitle (optional)>"
date: "YYYY-MM-DD"
author:
  - name: "<Author name>"
    orcid: "<0000-0000-0000-0000>"
    affiliation: "<Affiliation>"
description: "<Lead / teaser (<= 280 chars)>"
other-links:
  - text: "Related event: <Event title>"
    href: "../../events/<yyyy-mm-dd-slug>/"
categories:
  - "Track 1" # or: Track 2, Track 3, Track 4, General
tags:
  - "<tag 1>"
  - "<tag 2>"
  - "<tag 3>"
proofread: false
image: "images/<listing-card-image>"
image-alt: "<Describe the image for screen readers>"
image-caption: "<Caption with rights attribution>"
toc: true
---

<!--
Checklist (manual):
- Title <= 70 characters
- Text 500-3000 characters (guideline)
- British English spelling and style (unless this is a repost)
- Optional subtitle: concise one-line context
- Teaser <= 280 characters
- Exactly 1 category: Track 1-4 or General
- Exactly 3 tags
- 1-3 images, each with alt text + caption + rights attribution
- Proofread true/false is set
- Optional: author portrait, institution portrait (<= 280 chars each)
- References section only when using Pandoc citeproc (`bibliography` + `[@key]`)
-->

## Why it matters

<Write the post>

![Alt text](images/<image>.jpg){fig-cap="Caption. Rights: ..."}

Event template

---
title: "<Title (<= 70 chars)>"
date: "YYYY-MM-DD"
author: "<Organizer name>"
author-title: "Organizer"
description: "<Teaser (<= 280 chars)>"
other-links:
  - text: "Related post: <Post title>"
    href: "../../posts/<yyyy-mm-dd-slug>/"
categories:
  - "Organised by NAIF" # or: Participation by NAIF, Related Topic
tags:
  - "<tag 1>"
  - "<tag 2>"
  - "<tag 3>"
proofread: false
image: "images/<listing-card-image>" # For NAIF-run events you may use: ../../images/logos/all-logos.jpg
image-alt: "<Describe the image for screen readers>"
image-caption: "<Caption with rights attribution>"
toc: true
---

<!--
Checklist (manual):
- Title <= 70 characters
- Text 500-3000 characters (guideline)
- British English spelling and style (unless this is a repost)
- Teaser <= 280 characters
- Exactly 1 category: Organised by NAIF, Participation by NAIF, or Related Topic
- Exactly 3 tags
- 1-3 images, each with alt text + caption + rights attribution
- Proofread true/false is set
-->

## Details

- Date:
- Time: <optional>
- Location: <optional>
- Registration: <https://example.org/registration> (or plain text if not offered)
- Event page: <https://example.org/event> (if available)

## About

<Describe the event>

Code of conduct

All contributors are expected to follow this repository’s code of conduct: CODE_OF_CONDUCT.md.