SHRM White Paper Guidelines and Process

The SHRM White Papers are a collection of articles written by SHRM members, attorneys, SHRM’s Expertise Panels, and others, about the practice of human resource management. The papers are quite diverse, with some written about the HR practice experiences of members, some from attorneys on the analysis of employment law (see the Legal Reports section), and others on the more strategic aspects of human resource management. There are more than 500 White Papers online, covering all of the broad functional areas of HR management. The audience for the White Papers is primarily the 200,000 members of the Society for Human Resource Management. Members may be HR generalists who are just starting in the profession, or HR professionals with many years of experience at the Director or VP level both nationally and internationally.

Criteria for SHRM White Papers

White Papers have the best chance of being accepted for publication when they meet the following criteria:

• Format:

• Papers should be double-spaced and provided in MS Word format, or as an ASCII text file if Word is not available.

• Special formatting or fonts should be kept to a minimum.

• Graphics and tables are acceptable and can be provided as separate files.

• All submissions will be formatted to conform to the White Paper format before publication.

• Length:

• Papers should be four – 10 pages in length, or 2,000 – 4,000 words. Brevity and a clean, direct style are appreciated.

• Topic and Focus:

• Papers should be applicable and relevant to a wide range of HR professionals.

• Papers should be well focused. For example, instead of a paper on the legal aspects of sexual harassment, consider one on a more specific topic, such as avoiding liability through an effective sexual harassment prevention program.

• Papers should provide practical information that readers can apply to their jobs and their organizations. Academic papers are not appropriate.

• Papers should not duplicate existing White Papers. If you are considering a topic, please review the White Papers published online first.

• Objectivity:

• Our readers expect articles that are unbiased, evenhanded and non-promotional in nature. Writing about particular products or services will disqualify an article from consideration as a White Paper. If one product is mentioned, an alternative should also be discussed; articles must be objective, offer advice that is broadly applicable, and include information about competing products and services.

• Biographical Information:

• Please include a two or three sentence biography with your paper submission that contains your name, title, certifications, years of experience/education, areas of expertise, and contact information, if desired.

Suggestions on Writing Style

• Write clearly and concisely. Use simple language; make your point in as few words as possible.

• Use the active voice, not the passive voice. For example, writing "it was decided" leaves questions in the readers' minds. (Who decided?) Writing "Smith decided" is stronger and more informative.

• Define terms that may not be well known. Avoid jargon and clichés that may confuse readers or send them running for the dictionary. On first reference, spell out abbreviations or acronyms. If in doubt, define.

• Make sure all direct quotes are accurate and are clearly attributed to a source.

• If the paper says, “a recent study shows,” then please cite the study in parentheses following that sentence. List the study in a bibliography or reference list at the end of the paper. The correct format for citations is in the White Papers Style Guide under References.

• Use subheads. Subheads can help you organize a paper and can facilitate transitions from one idea to another.

• Whenever you name a company or organization in an article, include the city where that company is located or headquartered and a brief description of the nature of its business or mission.

• Follow the SHRM White Paper Style Guide, available online.

How to Submit a White Paper

To submit a White Paper, e-mail the manuscript and the completed Copyright Assignment Form to Margaret Clark (mclark@shrm.org ), or use our online submittal form. An original completed copyright assignment form should be mailed to: Knowledge Integration. Attn. Margaret Clark, SHRM, 1800 Duke Street, Alexandria, VA 22314.)

Review and Editing Process

Each article submitted for consideration as a White Paper receives an initial review by staff to ensure it meets the basic White Paper guidelines. You should expect to receive an initial response to your submission within two weeks. If the paper meets the basic criteria for White Papers, it is reviewed by up to three HR professional volunteers. Peer Reviewers use a standard scoring instrument to recommend that articles be published, published with corrections, or not published as White Papers. Their recommendations are final. The length of this review process varies, but is typically several weeks. Once staff receive comments from Peer Reviewers, you will be notified whether the paper has been recommended for publication or not. If the recommendation is to accept the paper contingent on suggested changes, those suggestions will be communicated by staff as well.

Copyright

SHRM holds the copyright on all White Papers. White Papers must be the original work of the author. The Copyright Assignment Form must be printed, signed and returned to SHRM before a paper will be published online. Please include a copy of the form with your white paper submittal; the original signed form should be mailed.

Disclaimers

All White Papers carry a disclaimer that states that they are not intended to substitute for legal or other professional advice. If opinions are expressed, the disclaimer also states that opinions are those of the author and do not necessarily reflect the position of SHRM.

Permission to Reprint

SHRM handles all requests for permissions to reprint. The White Papers are a benefit of membership, and SHRM members may print and use the White Papers in carrying out their duties without special permission. SHRM members who teach HR are generally granted permission to use them in teaching. The White Papers may not be stored or distributed electronically by any entity except SHRM. If you have questions, or to obtain permission to reprint the White Papers in other publications, please contact Margaret Clark (mclark@shrm.org).