Communications Resources

NCI-CCR Templates


NCI-CCR Templates


Scientific Poster Templates

Scientific posters require the HHS-NIH-NCI logo lockup in the top right corner of the poster. This logo lockup may only be used on scientific posters when NCI staff are presenting the research and should be the only logo on the poster. Logos of non-NCI collaborators may not be included, although their affiliations would be listed in the authors section. The logo lockup file may not be used by any external collaborators on their posters. For information on logo use, see the NCI Branding and Logo Use Guidelines or contact Li Gwatkin or the NCI Branding Team.

Download the Scientific Poster templates (NIH login required):  [Note: PRINT POSTERS AT 200%]

How to Print a Poster

The Center for Bioinformatics and Information Technology (CBIIT) offers poster printers for NCI staff use. Read below for instructions and helpful tips to make poster printing a breeze.

Poster printer locations include both Mac and PC Kiosks:

  • Building 10 (2B34)
  • Building 37 (outside B1042)
  • Building 41 (main hallway near A100)
  • NCI Shady Grove (2E110)
  • Advanced Technology Center (228, outside conference room)

Directions

 

Last Modified

  • Last ModifiedWed, Sep 11 2019

Other Clearance Processes


Other Clearance Processes


The CCR Office of the Director is also responsible for ensuring that our scientists follow NIH/NCI clearance requirements. In addition to the clearance of manuscripts, press releases, and media interactions, the following activities require clearance:

Materials for Clinical Trials Patient Recruitment

  • A number of options are available to help you in recruiting patients for your clinical trials, including patient stories, social media, web design, and advocacy (see CCR Clinical Communications Toolkit). To discuss, please contact Aubrey Wachter.

Interactions with Members of Congress 

Outside Activities (i.e., conflict-of-interest issues)

Questions?

  • If you still have questions, please contact Li Gwatkin.

 

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  • Last ModifiedMon, Feb 11 2019

Resources for Local Content Managers


Resources for Local Content Managers


  • User Guide
  • User Guide (under development)
Important: There are some content areas (e.g., Team page) that you cannot access/edit as a local web content manager. Click the buttons below to update an investigator's team (or several investigators' teams), request a job vacancy, or provide the content required to set up a web profile for a new investigator.

Update a Team(s)

Request a Job Announcement

Request a Web Profile

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  • Last ModifiedFri, Feb 1 2019

Press Releases: Criteria & Clearance Process


Press Releases: Criteria & Clearance Process


Quite often, we receive requests to issue or to clear press releases.   While the term is often used quite loosely, a document is only a press release if it is formally issued by an organization to members of the media with the goal of encouraging the press to write or develop stories on the given subject.

How to Request a Press Release to be Issued by NCI

If you feel your paper is particularly newsworthy and may merit press coverage, please submit the paper before it is published to “Tell CCR” at ncitellccr@mail.nih.gov and we can help you determine how best to increase awareness around your work.  For publications that meet NCI criteria, CCR will submit a request to the NCI Office of Communications and Public Liaison.

Consult the NCI Press Releases: Criteria & Clearance Process (NIH login required) to learn more details.

How to Request Clearance for Press Releases Issued by Collaborators

Often, scientific collaborators wish to issue press releases announcing collaborations with CCR scientists, or publications or abstracts related to the collaborations. 

Please contact Li Gwatkin for assistance in clearing these documents.

Press Releases Distributed by Licensing and CRADA Partners

Companies engaged in Licensing and/or Collaborative Research and Development Agreements (CRADAs) often distribute press releases about the collaborations, or publications and abstracts related to this work, and often ask for investigator input.  These documents go through a process of review coordinated by the Technology Transfer Office. 

Please contact your Tech Transfer Specialist for help in clearing these documents.

Other Press Releases

If you’ve been asked to contribute to other types of press releases or related materials, please contact Li Gwatkin to determine what clearance may be needed.

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  • Last ModifiedThu, Jan 31 2019

CCR Listservs


CCR Listservs


CCR maintains a number of email lists, or listservs, which are listed here

NIH has numerous listservs based on interests, locations, etc. To peruse the options and self subscribe, visit https://list.nih.gov/. In additon, NCI-Frederick also has options staff can subscribe to at https://ncifrederick.cancer.gov/Staff/ListServ.aspx.

Question about a listserv? Contact: Ronya Taylor.

Communicating within CCR: Guidelines

We put a high priority on creating and supporting effective internal communications to CCR staff, while also trying to manage email fatigue. CCR uses a monthly internal newsletter, 60 Second Update, and digital screens as its primary internal communication methods. If needed, listserv emails will be sent from one to three times total, depending upon need and time frame.   For example, three times may be appropriate with a long lead time and could include the initial announcement, a reminder announcement, and a final announcement the day before the deadline or event.   

We ask those wishing to communicate with CCR staff to kindly follow the guidelines below.


Use 60 Second Update and Digital Signs 


In lieu of emailing listservs, we encourage the use of CCR’s 60 Second Update electronic newsletter, which is distributed to all staff monthly and CCR’s digital signs.

  • When your timeframe allows, simply submit your information no later than the third Friday of each month to CCR Office of Communications for inclusion in 60 Second Update.
  • Content in 60 Second Update will also be converted into a digital sign that plays on monitors in CCR buildings on both the Bethesda and Frederick campuses.

If You Must Email Listservs, Keep It Short and Simple 


If the 60 Second Update timing does not work for you, here are some formatting guidelines to keep your email short, sweet, and to the point.

Title (Subject Line)

  • Include a brief and informative title, ideally with a call to action, for example:
    • Register by (date) for (name of meeting/training)
    • Nominate for (name of award)
    • Take Survey on (subject matter) 
    • Submit Abstracts for (event) by (date)
    • Save the Date: (name of event)

Body

  • Use only one consistent font, in black, with no additional colors.  Preferably Calibri 11 or 12 point.
  • Do not use attachments.  Instead provide a link to more detailed information, calendars or registration sites.
  • If necessary, CCR can work with you to include information on CCR Central that your email can link to. Please contact CCR Office of Communications.
  • Do not include multiple forwards. If submitting a forwarded email announcement, it should only be one forward and you should include a brief message with the forwarded email.

Signature

Any email distributed to CCR audiences must have the senders’ full contact information at bottom, including position title of the point of contact for the sponsoring group. For example:

John Smith PhD, Co-Chair

Frederick Faculty Seminar Committee

428 Miller Drive, Rm 47

Frederick, MD 20878

john.smith@nih.gov

OR

Sent on behalf of:

Frederick Faculty Seminar Committee

John Smith PhD, Co-Chair

john.smith@nih.gov

Recipients

CCR will not send to multiple listservs that will result in a subgroup of staff receiving duplicate messages.  For example, if the same message is sent to all NIH and all NCI, all CCR and a subgroup in CCR (like staff scientists) that means some CCR staff will receive the same email four times! Please take care to send your email to the narrowest list that is appropriate.  


Seminars


Single Seminar / Meeting

(These are stand-alone lab / branch-based seminars that are not part of a regularly scheduled seminar series)

  • For seminars held in Frederick, please list your event on the NCI at Frederick digital calendar and link to the calendar in each announcement.
  • For seminars held in Frederick, with no WebEx option and/or video teleconference to Bethesda, please submit only to the Frederick listserv. 
  • Use listservs most specific to your target audience and interest group, versus a blanket email announcement to a large segment of the population, such as CCR All Staff or CCR PI list.

Seminar Series

(These are regularly scheduled seminars that happen over a period of time, such as the Molecular Discovery Seminar Series.)

  • CCR will list upcoming events in the 60 Second Update newsletter and on our digital signs. Send submissions to CCR Office of Communications by the end of the third week of the month before publication.  
  • CCR will support one monthly email listing the upcoming schedule and one weekly announcement per seminar. No reminder emails please! We recommend listing your events in all relevant calendars (NCI, NIH, Frederick).

Checklist


As you draft your email, you may find this checklist helpful. 

___Is the subject line clear, simple with a “call to action” first?

___Did you include pertinent deadlines?

___Did you include the event date and place, if applicable?

___Did you include an email signature with full contact information including name, title, phone, and email address for questions?

___Did you include a link to a website, if applicable, with no attachment?

___Did you use a consistent and black only font with limited use of bold or underline?  Note: Calibri 11 or 12 preferred.


Sample Announcement Templates


Please click on a link below if you would like to view, print, or download an example of a proper listserv announcement.

  • Seminar / Lecture / Speaker 
  • Training / Workshop (e.g. BTEP)
  • Annual Meeting / Conference (e.g. CCR-FYI Colloquium)
  • Group / Organization Meeting (e.g. tenure track meetings)
  • Group / Organization nominations, reviewing, or volunteering for a position
  • Solicit applications / nominations for program or award (e.g. CCR Outstanding Ph.D. Student Award)
  • Survey (e.g. event feedback survey)
  • Job Opportunity
  • Miscellaneous 

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  • Last ModifiedFri, Feb 21 2020

Communications Resources


Communications Resources


The main communications goals of CCR’s Office of the Director are to:

  • Inform the academic research community, the public and stakeholders about our scientific research advances
  • Support the recruitment of patients for our clinical trials
  • Support the recruitment of well-qualified scientific faculty, trainees, and laboratory and administrative staff
  • Support internal communications for all CCR staff

Do you have news you would like to share? "Tell CCR" about activities that might be important for CCR to communicate about, like awards or recognition you or your staff receive, or your upcoming high-impact papers that have just been accepted by a journal.

Send your news to ncitellccr@mail.nih.gov.

Do you have questions about communications?  You can also ask “Tell CCR” or contact Li Gwatkin.

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  • Last ModifiedFri, Jan 24 2020

Depositing Papers in PubMed Central (PMC)


Depositing Papers in PubMed Central (PMC)


As of April 7, 2008, your peer-reviewed papers should be submitted to PubMed Central (PMC) immediately upon acceptance for publication by a journal. PMC will make these papers publicly available within 12 months of publication. The Policy applies to all peer-reviewed papers that you author or co-author as part of your NIH duties, even if the corresponding author or other authors are not supported by NIH.

Many, but not all, journals will handle the entire process for the NIH author; this is known as “Method A”.  In addition, there are 3 other submission methods available to you.  All 4 methods are summarized below.

Questions?  Contact Sue Fox or Brenda Boersma


PMC Submission Methods


Method A:  

Journal makes the final published version available in PMC no later than 12 months after publication without author involvement.

A list of these journals can be found at https://publicaccess.nih.gov/submit_process_journals.htm 

  • Tip:  Use the search box to look up a journal title.

Method B: 

These publishers do not automatically deposit every NIH-funded paper in PMC. 

Rather, the NIH author can choose to arrange with the journal for deposit of a specific article; this usually involves choosing the journal’s fee-based OPEN ACCESS option for publishing that article.

A list of these journals/publishers can be found at https://publicaccess.nih.gov/select_deposit_publishers.htm

Method C: 

The NIH author or other third party (e.g., administrative staff) deposits the final peer-reviewed manuscript into the NIH Manuscript Submission (NIHMS) system.  

When the manuscript is submitted by a third party, the NIH author is still responsible for approving the intial submission in NIHMS and reviewing and approving the PMC-ready web version of the paper for inclusion in PubMed Central after the submitted files have been converted.  An embargo/release date can be set by the NIH author, if needed.

See "Methods C and D Best Practices" at https://publicaccess.nih.gov/Methods-C-D-BP

Method D: 

The journal publisher deposits the final peer-reviewed manuscript into NIHMS.

IMPORTANT:  Regardless of who starts and manages the submission process, NIH authors and awardees are responsible for ensuring that the final, peer-reviewed manuscript is deposited into the NIHMS upon acceptance for publication.​

 

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  • Last ModifiedFri, Jan 24 2020

How to Submit Manuscripts and Abstracts


How to Submit Manuscripts and Abstracts


Forms and procedures for the clearance of manuscripts and abstracts before submission and how to report papers after acceptance.

Prior to Submission

Per NIH policy, all scientific manuscripts (journals, books or abstracts for meeting presentations) should be approved prior to submission. Papers that are to published by a fellow/staff that does not include their PI as an author must be approved by their PI. PIs should have their Lab/Branch Chief approve. Chiefs should have their CCR Deputy Director approve. The NIH Manuscript/Abstract Clearance form should be kept on file by the Lab/Branch. If the manuscript is related to dual use research or select agents, please alert your Scientific Director prior to submission. Authorship by a United States government employee that is done as part of the employee's official duties is a work of the U.S. Government. Copyright may not be established in the U.S. for works of government employees (17 U.S.C. § 105 Exit Disclaimer). Therefore, NIH employees may not sign a journal's publishing agreement and instead are required to use the NIH Publishing Agreement & Manuscript Cover Sheet upon the initial submission of a manuscript for review. The cover sheet also must be submitted to the publisher upon acceptance for publication, in lieu of signing a publisher's agreement. Additional questions about copyright should be sent to your tech transfer POC.

CCR publications are allowed to appear on preprint sites such as bioRxiv and medRxiv. Some journals will not accept papers that appear online first, so be sure to check with the journal you intent to publish with prior to posting to an online site. Also check with your tech transfer POC if you have concerns about preprints compromising patents and licensing.

After Acceptance

After your paper has been accepted by a journal, obtain a purchase order, then complete the CCR Accepted Publications Report form. All reported papers will appear in the CCR Monthly Manuscript Report.

If you feel your paper is particularly newsworthy and may merit press coverage, please submit the paper before it is published to “Tell CCR” at ncitellccr@mail.nih.gov.  We have a variety of ways to disseminate your research findings via various communications channels.

As of April 7, 2008, all peer-reviewed papers should be submitted to PubMed Central (PMC) immediately upon acceptance for publication by a journal. PMC will make these papers publicly available within 12 months of publication. The NIH Public Access Policy applies to all peer-reviewed papers that you have authored or co-authored as part of your NIH duties, even if the corresponding author or other authors are not supported/funded by NIH. For more information, see Depositing Papers in PubMed Central (PMC). By submitting your paper to PMC, you are allowing your paper to be publicly available. Submitting via PMC is free and only a few steps are required.

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  • Last ModifiedMon, Dec 16 2019

Interacting with Members of the Media


Interacting with Members of the Media


Any interaction with members of the news media needs to be coordinated by the NCI’s Press Office, also known as the Media Relations Branch in the Office of Communications and Public Liaison (OCPL). Contact the Media Relations Branch via phone at 240-760-6600 or ncipressofficers@mail.nih.gov.

If you are attending a meeting/conference, you are automatically cleared to discuss the science on which you are presenting at the meeting with a member of the media, but not other topics (such as someone else's presentation). You should inform the Press Office soon after the interaction. However, if you are busy or uncomfortable while at the meeting, you can/should decline or ask them to contact the NCI press office to schedule a meeting/call at another time.   

The Media Relations Branch offers a number of services (NIH login required) including:

  • Assistance in deciding whether and how to accept a request for a media interview
  • Media training in anticipation of a publication or presentation

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  • Last ModifiedMon, Dec 16 2019

Communicating within CCR


Communicating Within CCR


CCR Email Newsletters

There are a number of ways to stay abreast of the latest happenings in CCR. Learn more about these newsletters below.

60 Second Update

All CCR employees receive this monthly electronic newsletter that is distributed the first week of each month that covers CCR internal news and announcements.  To submit news items, email the CCR Office of Communications.

CCR News

Sign up to receive email bulletins containing the latest news about our scientific discoveries, new clinical trials and other events happening at the Center for Cancer Research.

CCR Clinical Trials News Update

Sign up to receive email bulletins about CCR clinical trials opening at the NIH Clinical Center.

Subscription Topics:  Subscribe to CCR News and/or Subscribe to CCR Clinical News

 

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  • Last ModifiedWed, Feb 6 2019

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