EPA/600/K-95/002
August 1995
Handbook for Preparing
Office of Research and Development
Reports
Third Edition
National Risk Management Research Laboratory
Office of Research and Development
U.S. Environmental Protection Agency
Cincinnati, OH 45268
Printed on Recycled Paper
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Notice
This document replaces the "Handbook for Preparing Office of Research and Devel-
opment Reports " EPA/600/9-83/006, revised October 1989. The Technology Trans-
fer and Support Division (TTSD) has produced this Handbook to provide guidelines
that should be followed in preparing technical and scientific reports for the Office of
Research and Development (ORD). Mention of trade names or commercial products
does not constitute endorsement or recommendation for use.
Abstract
This Handbook is intended to assist authors and editors when preparing documents
that report the results and conclusions of ORD's research, development, and demon-
stration programs.
The Handbook contains a listing of reference documents to be used in writing a report,
a discussion of copyright requirements, and notices that may be used in various types
of reports. The Handbook also discusses requirements for software, the general form
of the report, style guidelines, and restrictions of which writers must be aware.
Required items in reports are described: the cover, front matter, body of text, and back
matter and their individual parts. Also described are various types of documents:
research and project reports, project summaries, applications guides, proceedings,
journal articles, book chapters, published papers, environmental research briefs,
seminar announcements, and internal reports.
Several sample pages of a report are shown.
The appendices consist of the following:
an expanded list of sources—style manuals, guides to naming and presenting
data, and texts on technical writing; and
• specifications for reports, project summaries, environmental research briefs,
and brochures.
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Contents
Notice ii
Abstract ii
Figures v
Chapter 1 Introduction 1
Purpose 1
Applicability 1
Exclusions 1
Chapter 2 Source and Legal Information 2
Sources of Information 2
Legal Considerations 2
Copyright 2
Confidential Information 5
Notices 5
ChapterB Guidelines 7
Overview 7
Requirements 7
Desktop-Published Copy vs. Word-Processed Copy 7
Software 7
Paste-Up 7
Style 8
Page Numbering 8
Equations 8
Footnotes 8
Abbreviations 8
Metric Units of Measure 8
Restrictions 8
Foldouts and Divider Pages 8
Errata and Addenda 8
Paper Saving 8
Attribution 8
Peer Review 8
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Contents (continued)
Chapter 4 General Organization of Standard Reports 9
Cover 9
Front Matter 9
Title Page 9
Notice 9
Abstract 9
Preface (Optional) 9
Foreword 9
Contents 9
Lists 9
Acronyms and Abbreviations 9
Acknowledgments 10
Body of Report 10
Text 10
Figures and Tables 10
References 11
Back Matter 11
Appendices 11
Glossary 11
Bibliography 11
Index 11
Chapter 5 Types of Reports 12
Research Reports 12
Presentation 12
Content 12
Project Reports 12
Project Summaries 13
Applications Guides 13
Proceedings 13
Journal Articles 13
Book Chapters and Published Papers 13
Environmental Research Briefs 14
Seminar Announcements 14
Internal Reports 14
Appendices 24
* A Other Professional Sources 24
B Specifications 26
IV
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Figures
4-1. Sample cover 15
4-2. Sample title page 16
4-3. Sample contents 17
4-4. Sample list 18
4-5. Sample acronyms and abbreviations 19
4-6. Sample page of text 20
4-7. Samples of figure and table 21
4-8. Sample references 22
4-9. Sample bibliography 23
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Chapter 1
Introduction
Purpose
This Handbook is addressed to those who prepare documents
for the Office of Research and Development (ORD) of the U.S.
Environmental Protection Agency (EPA). It contains guidance,
notices, and format specifications that will ensure consistently
high-quality documents and associated diskette copies at rea-
sonable costs.
Applicability
These specifications and guidelines apply to the final docu-
ments and associated computer diskettes prepared as a result of
research sponsored or conducted by ORD. Such documents
include reports that
• result from in-house, interagency, grant, cooperative agree-
ment, and contract research activities performed by or for
ORD;
• document the findings of research required to produce a
specific output; and
• are tailored to meet the needs of defined user groups.
Examples of reports include, but are not limited to, project
reports and summaries, research reports, conference proceed-
ings, environmental research briefs, criteria documents, manu-
als, handbooks, user's guides, seminar announcements, and
internal reports.
Exclusions
These specifications and guidelines do not apply to nontechni-
cal reports and studies, administrative or fiscal reports, or
catalogs. If you are responsible for preparing such reports, ask
the project officer to contact the Office of Communication,
Education, and Public Affairs, Washington, DC, for additional
guidance and assistance.
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Chapter 2
Source and Legal Information
This chapter provides information that is generally applicable
to all ORD scientific and technical documents. It identifies
important reference documents and discusses copyright and
notices.
Sources of Information
You may find the following references useful as supplemental
sources in preparing ORD scientific and technical reports. You
may also want to use other guides from engineering and scien-
tific societies and journals. A list of additional sources is given
in Appendix A.
Office of Communication, Education, and Public Af-
fairs. Publication Management: A Guide to Processes,
Standards and Style, EPA/175/K-92/011. Washington, DC:
U.S. Environmental Protection Agency, 1992. (This booklet
describes the regulations and standards governing the manage-
ment and production of other than scientific or technical publi-
cations produced for EPA.)
Office of Communication, Education, and Public Affairs. Terms
of Environment: Glossary, Abbreviations, and Acronyms, EPA/
175/B-93/001. Washington, DC: U.S. Environmental Protec-
tion Agency, 1993.
Office of Communication, Education, and Public Affairs. De-
veloping Products for the Public: A Handbook for EPA Com-
municators, EPA/176/B-91/001. Washington, DC: U.S.
Environmental Protection Agency, 1991. (This handbook de-
scribes the Agency's process for developing a product intended
for a nontechnical audience.)
ASTM (American Society for Testing and Materials). Standard
Practice for Use of the International System of Units (SI) (The
Modernized Metric System), PCN 03-543-093-34. Philadel-
phia, PA: ASTM, 1992. (ASTM, 1916 Race St., Philadelphia,
PA 19103-1187; 215-299-5585).
U.S. Government Printing Office. Government Printing Office
Style Manual Washington, DC: USGPO, 1984. (This manual
contains editorial advice and the federal government's recom-
mended style for capitalization, punctuation, use of numerals,
hyphenation, etc. You may purchase a copy from the Superin-
tendent of Documents, U.S. Government Printing Office, Wash-
ington, DC 20402. Ask for Stock Number 021-000-00120-1.)
Legal Considerations
The government may be subject to liability for misuse of the
literary or intellectual property (patents, trademarks, propri-
etary information) of others. Report writers and editors should
observe the guidelines given in this section.
Copyright1
What Rights Copyright Gives
The Copyright Act gives the owner of a copyright the exclusive
right to reproduce the copyrighted work, to prepare derivative
works based on the copyrighted work, and to distribute copies
of the copyrighted work to the public. It is illegal for anyone to
violate any of the rights provided by the Act to the owner of the
copyright.
Who Can Claim Copyright
The copyright in a work of authorship immediately becomes the
property of the author who created it. In the case of works made
for hire, the employer and not the employee is considered the
author. The authors of a joint work are co-owners of the
copyright in the work.
Works That Are Not Protected
Several categories of material are not eligible for copyright
protection. These include, among others,
Titles, names, short phrases, and slogans; familiar symbols
or designs; mere variations of typographic ornamentation,
lettering, or coloring; mere listings of ingredients or con-
tents.
1 This section, except for the part on EPA's use of copyrighted materials, is
taken from Copyright Basics. The full citation is as follows:
Copyright Office. Circular 1: Copyright Basics. Washington, DC: Library of
Congress, 1992.
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• Ideas, procedures, methods, systems, processes, concepts,
principles, discoveries, or devices, as distinguished from a
description, explanation, or illustration.
• Works consisting entirely of information that is common
property and containing no original authorship. Examples
are standard calendars, height and weight charts, tape
measures and rulers, and lists or tables taken from public
documents or other common sources.
Copyright Secured Automatically Upon Creation
Copyright is secured automatically when the work is created.
No publication or registration or other action in the Copyright
Office is required to secure copyright. Before 1978, copyright
was secured by the act of publication with notice of copyright.
Works in the public domain on January 1, 1978, remain in the
public domain under the current Act.
righted material in another government publication does not
constitute permission for EPA to use the same material. The
absence of a copyright notice or the unpublished status of a
work does not establish that the work has not been copyrighted.
When permission to use copyrighted material has been ob-
tained and the material is used in an EPA document, the
copyrighted material should be identified by the following
statement:
Reprinted from (title of publication, year of first publi-
cation) by (name of author) with permission of (name
of copyright owner).
Many EPA documents are submitted to the National Technical
Information Service (NTIS) for distribution. NTIS requires that
copyright release letters accompany publications. The follow-
ing is an example of a letter giving EPA and NTIS permission
to use copyrighted material:
How Long Copyright Protection Endures
Works Originally Created on or after January 1,1978
A work that was created on or after January 1, 1978, is
automatically protected from the moment of its creation and is
ordinarily given a term enduring for the author's life plus 50
years after the author's death. For works made for hire, and for
anonymous and pseudonymous works, the duration of copy-
right will ordinarily be 75 years from publication or 100 years
from creation, whichever is shorter.
EPA's Use of Copyrighted Materials
Copyright Does Not Cover Government Works
• No U.S. copyright exists in work prepared by a U.S.
government employee.
• You must give a copy of such work to any who ask
for it or refer them to whoever is distributing it.
You Should Answer Assignment Requests with a Statement
from EPA's Patent Counsel
• Answer requests for assignment of U.S. or world-
wide copyright rights in works of EPA employees
with a letter that includes the following statement:
"This assignment cannot be executed because the
referenced work was authored by * United States
Government employee as part of that person's offi-
cial duties* In view of Section 19$ of the Copyright
Act (17 U.S.C. §105) the work is not subject to U.S.
copyright protection."
• Copyright protection for a specific foreign country
may be possible. Ask EPA's Patent Counsel to
review the document.
Be Careful When Using Copyrighted Material
Copyrighted material may not be copied or displayed by EPA
or incorporated in EPA documents unless written permission of
the copyright owner has been obtained. Prior use of copy-
Permission is given to the US. Environmental Protec-
tion Agency (EPA) and to the National Technical In*
formation Service to reproduce and sett the document
identified below containing the following copyrighted
material: (Describe the material; include the title, page
number, number of the table(s) orfigure(s), and any
other identifying information.) The following copy-
right acknowledgment will be instituted? "Reprinted
from (Me of publication, year of first publication) by
(name of author) with permission of (name of copy-
right owner)"
EPA Document:
{Identification of the EPA Document]
The author should, within reason, follow any special acknowl-
edgment wording requested by the copyright owner. Put such
wording on the acknowledgment page of the front matter.
The data rights provisions applicable to both assistance agree-
ments and contracts limit the right of the recipient or contractor
to incorporate copyrighted materials in the product delivered to
EPA. Prior to inclusion of copyrighted material in a work
product delivered under an EPA assistance agreement or con-
tract, the recipient or contractor must first
• Get the copyright owner's written permission for the
government's use of such material
• Complete all necessary paperwork and forward
permission with the report for processing.
• Pay any fees.
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Copyright Notice
In addition to the copyright information that you put on
the acknowledgment page, include on the notice page
(page ii of the front matter) one of the three following
notices:
or
or
fte author, in aMitiont it contains copyrighted
Assistance Agreement Recipients and Contractors Usually
Copyright Their Data
Works of assistance agreement recipients and contractors can
have copyright. In these instances, however, the government is
granted a license to all such data.
• Assistance agreement recipients, following the
Rights-in-Data and Copyright Clause in their
agreement (40 CFR Part 30 Appendix C), usually
can establish copyright without approval from EPA.
• Contractors follow the Federal Acquisition Regula-
tion (FAR) Clause that is written into their contract:
- most research and development contracts permit
the contractor to establish copyright in scientific
and technical articles without approval from
EPA (FAR Clause 48 CFR Section 52.227-14,
Rights in Data—General)
- for other data produced under contract, the
contractor must get written consent from the
contracting officer before copyrighting data
(FAR Clauses 48 CFR Section 52.227-14,
Rights in Data—General and 48 CFR Section
52.227-17, Rights in Data—Special Works)
Announcement of Copyright
If assistance agreement recipients or contractors copyright their
work, they should use the copyright announcement so that the
project officer knows that permission is required if someone
outside the government wants to use the document. Although
use of the announcement is optional, it is highly recommended.
The announcement should contain the symbol ©, or the word
"Copyright," or the abbreviation "Copr.," and the year of first
publication of the work, and the name of the owner of copyright
in the work.
Put the copyright announcement on page ii of the front matter.
Fair Use Doctrine Is a Murky Field
"Fair use" doctrine limits a copyright owner's absolute
ownership rights.
• Purposes for which a reasonable portion of a
copyrighted work can be used without permission:
criticism
- comment
- news reporting
teaching (including multiple copies for class-
room use)
scholarship
- research
When copyrighted works are being used in this way,
you should provide a citation as to source.
• Four factors used by courts in determining fair use:
the purpose and character of the use
- the nature of the copyrighted work
- the amount and substantiality of the portion used
in relation to the copyrighted work as a whole
- the effect of the use upon the potential market
for or value of the copyrighted work (courts
consider this one the most important)
The weight courts assign to each factor varies with
the particular circumstances.
Two Instances of Fair Use for EPA Employees, Contractors,
and Assistance Agreement Recipients
• Making one copy of an article for personal use.
• Giving a contractor, assistance agreement recipient,
or EPA employee individual copies of articles in
connection with EPA-sponsored research.
Fair use is a vague doctrine and a potential trap for the
unwary. Ask your project officer to request from the EPA
Patent Counsel advice on a situation in which you are relying
on fair use and about which you are not sure.
Computer Software
Commercial computer software is almost always copyrighted.
• Obtain consent of the copyright owner before
copying software or using it in EPA work.
• You may find consent for limited use and copying in
the software license agreement.
• Putting a copyrighted work on a computer
network, the Internet, or a bulletin board without
written consent from the copyright owner could
subject the government to copyright infringement
liability.
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Do You Have Questions?
If you have further copyright questions, ask your project officer
to contact the EPA Patent Counsel at 202-260-7510 (Mailcode
2379) in the Office of General Counsel or the Technology
Transfer and Support Division (TTSD) at 513-569-7371.
Confidential Information
You may not include in a document released to the public
information of a type that might be claimed as confidential by a
business unless the business has informed EPA that it does not
claim the information as confidential. If you have any ques-
tions, ask the Office of General Counsel.
Notices
Notices in this section pertain to draft and final documents and
trade names. If you do not know if the document you are
working on is a draft or the final version, check with the project
officer. Put the copyright notice (see page 4) and the announce-
ment of copyright (see page 4) after the notices described in this
section. Put these notices on page ii of the front matter. In
addition to the notices given in this chapter, page 9 in chapter 4
contains two notices under "Abstracts," and page 13 in chapter
5 contains one notice under "Proceedings."
Notices for Draft Documents
1.
Draft copies of ORD reports are sometimes distributed
outside the Agency for review. Mark the top of each
page "DRAFT." Do not cite EPA documents at the draft
stage as references in reports prepared by or for ORD.
Put the following notice in all draft scientific and techni-
cal reports:
Notice
tal Protection Agency and should not & this
2.
Final draft documents that may become part of a regula-
tory docket file but are not submitted for a formal public
comment period contain the following notice:
Notice
This report & m external draft for review par-
Notices for Final Documents
3. If agreement is reached that a peer-reviewed draft of a
technical information product is appropriate for release
as an EPA publication, the following statement must be
used:
Notice *
The 17.5, Environmental Protection Agency
through its Office of Research and Development
(funded and managed or partially funded and
collaborated in) the research described here un~
der (contract or assistance agreement number)
to (mam). It has been subjected 10 the Agency's
peer and administrative review and has been
approved for publication as an EPA document.
4. EPA encourages independent publication of research
results in refereed journals at any time. Submit one copy
of the article to the project officer when it is sent for
publication. Following publication, submit three reprints
of the article to the project officer. The article must
include the following statement:
Notice*
The 17.5. Environmental Protection Agency
through Us Office of Research and Development
{funded and managed or partially funded and
collaborated in) the research described here un-
der (contract or assistance agreement number)
Iff (name). It has not been subjected to Agency
review and therefore does not necessarily reflect
the views of the Agency, and w official endorse-
ment should be inferred.
5. Final documents for internal use by the requesting pro-
gram office contain the following notice:
This document is intended far internal Agency
use only.
6. For research products that have been peer-reviewed and
approved by the Agency but will be published elsewhere
(e.g., in book chapters), include the following statement:
Notice2
The V,£ Environmental Protection Agency
through its Office of Research and Development
(funded and managed or partially funded and
collaborated in) the research described here un*
der (contract or assistance agreement number)
to (name). It km been subjected to Agency re*
view and approved for publication.
2 Include appropriate wording, which for contracts is funded and managed and
for assistance agreements is usually partially funded and collaborated in. Also
include notice statement no. 8 for documents containing proprietary informa-
tion.
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7. For proceedings that include both EPA and non-
EPA authors, use the following notice:
Disclaimer for Trade and Manufacturer's Names
8. In addition to other notices that you put on page ii, if
your document contains any information unique to a
company, laboratory, or individual, you should put a
disclaimer statement similar to the following:
Capitalize trade and manufacturers' names in a report
Before clearing the report for publication, notify the
project officer and approving official of the use of trade
and manufacturers' names.
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Chapter 3
Guidelines
Overview
This chapter identifies the guidelines you should follow when
preparing ORD scientific and technical reports and information
products for publication. It is not intended to replace methods
for handling abbreviations, units of measure, references, and
other text annotations that are recommended practice within the
many scientific and technical disciplines in the research com-
munity. A common sense, consistent approach will usually
produce a readable and accurate document.
Requirements
Desktop-Published Copy vs. Word-Processed Copy
The contract may require you to provide final output of camera-
ready copy in one of two ways: copy produced from desktop-
publishing software or from word processing software. Either
way is suitable for sending a document to printing or to NTIS.
• Outputs from desktop-publishing software, such as
PageMaker®, give your document a more professional
appearance. Often, because type is smaller, spacing is
closer, and multiple columns are used, desktop-pub-
lished copy requires fewer pages than output from word
processing software; therefore, desktop-published copy
is less expensive to print. All specifications in Appendix
B and all figures in this document describe desktop-
published copy.
• Outputs from word processing software, such as
WordPerfect® or Microsoft® Word, are sometimes quicker
and less expensive for writers to produce. Layout speci-
fications for outputs from word processing software are
as follows:
Paper Size—8.5" \ 11"
Margins
Top, left side, right side: all 1"
Bottom: 1.25"
Font—Twelve point sans serif (e.g., Helvetica)
Levels of Headings
Font: Same as text.
Case: Initial Caps
Subhead 1: Flush left, bold
Subhead 2: Flush left, bold, italics
Subhead 3: Flush left, normal
Subhead 4: Flush left, italics, same line as text
Layout—One column: image area 6.5" x 8.75"
Spacing: Single
Software
If the contract requires you to produce a report in desktop-
published format, follow the guidelines presented in Appendix
B, pages 26 through 33. You may produce graphics using a
program such as Freehand®, Illustrator®, or Canvas®. Send the
hard copy of the report and diskettes (3 1/2-in. or SyQuest) to
TTSD. TTSD plans to store all documents on diskette, so you
are requested to send diskettes with every document.
If you prepare a report that TTSD will desktop publish, furnish
a paper copy and diskettes of the document prepared in
PageMaker®, WordPerfect®, or Microsoft® Word.1 You may
submit a 3 1/2-in. diskette for smaller projects or a SyQuest
diskette for larger projects. Graphics should be submitted as (1)
a high resolution (600 dpi or higher) or high quality original
paper copy or (2) a TIFF or EPS file and the original paper
copy. Label all diskettes containing text and graphics with the
application name and version of the program used and the
system on which it was done. If you use a program or file other
than what is suggested, ask your project officer to contact
TTSD at 513-569-7292 (text) or 513-569-7558 (graphics) be-
fore you begin to make sure it can be converted.
Paste-Up
Use rubber cement for mounting all copy, tables, charts, fig-
ures, photos, etc. Do not use scotch tape, glue, or staples to
mount camera-ready art or copy. Tape, glue, or staples create a
distortion on the camera-ready material that will show up on the
printer's negatives and plates.
1 TTSD sends documents to NTIS on disk. NTIS requires that the format be the
current version of WordPerfect.
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Style
Page Numbering
Number the front matter consecutively with lower case roman
numerals. Count the title page as page i but do not put the
number on the page. Number pages in the body of the report
and back matter consecutively with arabic numerals. Start the
first page of the body of the report on a right-hand page and
number it 1; thereafter, begin each new chapter or section on
the next available page. Allow no blank pages.
Equations
Define mathematical symbols at their first use. When math-
ematical formulas and equations are numerous, furnish a sepa-
rate listing of symbols used.
Treat short, simple, and unnumbered equations as part of the
text. When possible, type simple fractions on one line using a
diagonal line and parentheses to avoid ambiguity:
[l/(a + b)] not [I/a-i-b or -i-].
a + b
If an equation requires special symbols, positioning, or brack-
ets, display the equation on a line by itself, centered on the
width of the page, with spacing above and below.
Break equations before an operational sign (e.g., +, -, -, x).
Align a group of separate but related equations by their equal
Signs and indent or center the group as a whole. Number
equations consecutively, using the chapter number or appendix
letter as a prefix and starting equations in each chapter or
appendix with 1 (e.g., 1 -5 is the fifth equation in Chapter 1; B-
1 is the first equation in Appendix B). Place these numbers
flush right in parentheses as shown below:
the appropriate reference documents for the subject area in-
volved.
Metric Units of Measure
Use metric measurements, unless otherwise justified by the
project officer; express equivalent units parenthetically, if de-
sired. If you use other than metric measures, state the reason for
such use in a footnote at the first nonmetric measure, and
include a conversion table in the report.
Restrictions
Foldouts and Divider Pages
Do not use divider pages — those that merely serve to separate
the report into parts — or foldouts. The cost of foldouts can
usually be saved with planning: reduce wide tables, have tables
fall on successive pages, separate maps into several parts, etc.
Errata and Addenda
You may choose to handle errata and addenda in one of two
ways:
-21-
SCA =
100J
1 If a report already printed and listed with NTIS has changes
and you want to include an errata sheet with the remaining
copies of the document, send TTSD the errata sheet and a
memo telling TTSD to send the errata sheet to NTIS with
instructions that NTIS include it with future copies of the
document to be distributed. In the memo, include the EPA
number, the NTIS accession number, and the title of the
document.
2 If a report already printed and listed with NTIS has changes
and you want to produce a revised document, put the same
EPA number, but use a new issuance date on the revised
document (e.g., Revised August 1995). For additional in-
formation and procedures for processing and distributing
modifications to existing reports, ask your project officer
(6-3) to call TTSD.
Other instructions concerning mathematical and chemical equa-
tions are in the Government Printing Office Style Manual and in
other style manuals, such as those issued by the American
Chemical Society (1155 Sixteenth St., NW, Washington, DC
20036) or the American Society of Civil Engineers (345 East
47th St., New York, NY 10017).
Footnotes
Keep footnotes to a minimum; incorporate all brief and relevant
explanatory comments in the copy. Indicate footnotes in the
text by superscript numerals and number consecutively begin-
ning with 1 throughout each chapter. This is more practical than
numbering footnotes beginning with 1 on each page, which
often requires correcting numbers when text changes.
Abbreviations
Use abbreviations from standard dictionaries, in the Govern-
ment Printing Office Style Manual, and in EPA's glossary
(EPA/175/B-93/001). Technical abbreviations may be found in
Paper Saving
Because of the costs of paper, shipping, mailing, and printing,
consider appropriate paper-saving techniques. Combine tables
and figures with text on one page and reduce and crop figures
and photographs to a smaller size consistent with clarity and a
professional appearance.
Attribution
Sources of information need to be attributed, even when ob-
tained from another government agency and free of copyright
restrictions; otherwise readers assume the materials originated
with EPA.
Peer Review
The Joint Committee on Printing of the United States Congress
requires that federal agencies have initial publication rights.
Only after peer and administrative review can EPA decide
whether to publish a report or waive its initial publication
rights.
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Chapter Four
General Organization of Standard Reports
Cover
Cover specifications are given on page 27 of Appendix B. An
example of a cover is given in Figure 4-1 on page 15. You may
wish to use the space below the subtitle for an illustration
instead of the chevron shown. For questions about covers, ask
your project officer to call TTSD at 513-569-7558.
Front Matter
Title Page
Center everything on the title page using initial caps only (e.g.,
Handbook, not HANDBOOK). See Figure 4-2 on page 16 for a
sample title page and information on each item.
Notice
Put a peer-review notice, a disclaimer statement if needed, and
a copyright notice on page ii of the front matter of a report.
Copyright notices are discussed on page 4. Peer-review and
disclaimer notices are discussed on pages 5 and 6.
Abstract
Two types of abstracts are used in EPA documents:
• The indicative (descriptive) abstract tells readers what the
report is about. Use it to introduce a project summary.
• An informative abstract reports the hypothesis, methods,
results, and conclusions of research detailed in the text.
Limit the abstract to 200 words.
In extramural reports, include the following information as part
of the abstract in a prominent location:
This report was submitted in fulfillment of (grant
or contract number) by (contractor or grantee)
under the (partial) sponsorship of the United
States Environmental Protection Agency, This
report covers a period from (date) to (date), and
On in-house project reports, include the following information
as part of the abstract in a prominent location:
This report covers a period from (date) to (dale)
and work was completed as of (date).
Preface (Optional)
The author's own statement about the work is called a preface.
A preface may include such information as the reasons for
undertaking the work, the research method (if it might bear on
the reader's understanding of the text), or the limitations within
which the subject was studied.
Foreword
The foreword is often of a scope similar to that of the author's
preface but is provided by the sponsoring laboratory.
Contents
Begin the contents on a right-hand, odd-numbered page. In-
clude preliminary pages (front matter), main headings of the
document, appendices, and the pages on which they appear.
You may use dotted leaders to aid readability of the contents. If
you use subheads, indent and subordinate them. Avoid extra
spacing between major sections when it would cause contents
to have a short overrun onto the following page. Figure 4-3 on
page 17 shows a sample contents page.
Lists
Include a list of figures (figures, maps, charts, plates, illustra-
tions) and a list of tables only if considered helpful or essential.
For each figure or table, give its number, the caption as it
appears in the report, and the page number. Avoid extra spacing
when it would cause a list to have a short overrun onto the
following page. If lists of figures and tables are short, combine
on one page or combine with contents page. See Figure 4-4 on
page 18 for a sample list.
Acronyms and Abbreviations
Assemble and define acronyms, symbols, and abbreviations if
doing so will aid the reader. Abbreviations or symbols for the
less common or specialized terms should also be given in
parentheses following their first use in the text. Thereafter, use
only the abbreviation or symbol. Consider using two columns
-------
when the list exceeds one page. A sample list of acronyms and
abbreviations is shown in Figure 4-5 on page 19.
Acknowledgments
Limit acknowledgments to peer reviewers and organizations
that aided in a major way.
Body of Report
Text
Start each chapter with a dropped heading. Do not include any
blank pages. Often, Chapter 1 is an introduction, but if your
report is short, it may not require a separate introduction. Figure
4-6 on page 20 is a sample page of text.
Figures and Tables
Reference all figures and tables in the text. Put figures and
tables as close as possible to their mention in the text (but not
before they are mentioned). When a report contains only a few
pages of text and many figures or tables, place the figures or
tables in numerical sequence after the text. Spell out the words
"Figure" and "Table" in the text and captions. Put captions in
boldface type. Do not put a box around figures. (Most figures in
this document are boxed to give you an idea of how examples
would appear on a page.) Do not use foldouts.
If you find it necessary to place figures or tables in a horizontal
or landscape orientation on the page, center them on the page so
that the top is to the left margin and the bottom to the right
margin.
Figures
Treat figures consistently throughout the document, and use
them only if they relate directly to the subject matter and are
necessary to explain the text.
Make sure that line weights and shading are consistent through-
out the report. Use white paper and black ink. Do not use light
copies or blueprints for camera-ready art or copy. These do not
reproduce well when photographed for printing. Do not use
small details, such as tiny circles, that will fill in or bleed during
printing.
Reduce figures too big to fit within the margins given in
the specifications in Appendix B. (Need help with reduc-
tions? Ask your project officer to call TTSD at 513-569-7558.)
Make lines heavy enough to remain legible after you reduce
them.
If you do not want a visible grid, do not use grid paper for
graphs. Instead, use "tic" marks along the edges of the graph at
the major divisions of the graph. If you want a visible grid,
make sure that the grid background is red. Blue and green grids
do not photograph well.
Make callouts within the figure clearly legible. Do not submit
hand lettered graphics. Crop or mask photographs to eliminate
insignificant details. Eliminate unnecessary border frames. As
far as practical, place callouts in a figure horizontally, unboxed,
and near the item identified. To ensure easy readability, main-
tain high contrast.
Number figures consecutively, using the chapter number or
appendix letter as a prefix and starting figures in each chapter or
appendix with 1 (e.g., 1-5 is the fifth figure in Chapter 1; B-l is
the first figure in Appendix B).
Put a caption under each figure flush left following the figure
number. Capitalize only the first letter of the first word and any
proper nouns or chemical or mathematical symbols, and close
with a period.
If photographs are required, submit glossy black and white
photo prints with good contrast. Satin finish prints conflict with
the screens used by the printer when preparing the finished
plates and cause shadowing and variations in the texture. Size
and crop photographs to fit within the margins.
Do not use footnotes in a figure; make this material part of the
caption or text.
A sample figure is shown in Figure 4-7 on page 21.
Tables
Organize tables as simply as possible for easy reading. Make
the format of tables consistent throughout the publication. If the
tables require stacking more than two rows of headings (verti-
cally) and several columns (horizontally) the table is probably
too complicated for the reader, split it into two or more tables,
reorganize, or eliminate some of the data. Center columns
under headings, and align on decimal. Leave space between
horizontal entries, and do not use vertical lines. Computer
printout sheets must show clear contrast between black and
white and must not contain any gray or broken type.
Number tables consecutively, using the chapter number or
appendix letter as a prefix and starting tables in each chapter or
appendix with 1 (e.g., 1-5 is the fifth table in Chapter 1; B-l is
the first table in Appendix B). Place a caption flush left above
each table after the table number. Capitalize the first letter of
each word except articles, coordinating conjunctions, and prepo-
sitions. Do not use a closing period.
When a long table is continued on two or more pages, repeat the
table number and "Continued," but not the table caption, on all
the following pages (e.g., Table 3-6. Continued). Repeat the
column headings with rules on each page.
Footnotes in tables are an efficient way to present peripheral
information. Use superscript, lowercase letters, starting from
the top of the table and proceeding from left to right. For a table
that includes mathematical or chemical equations, use symbols
instead of letters for footnotes because of the risk of mistaking
10
-------
letters for exponents in the equation. Use symbols in the follow-
ing order
* (asterisk or star)
t (dagger)
$ (double dagger)
§ (section mark)
# (number sign).
The Chicago Manual of Style, chapter 12, may be helpful for
preparing tables.
See Figure 4-7 on page 21 for a sample table.
Back Matter
Appendices
Appendices contain supplementary, illustrative material, origi-
nal data, and quoted matter too long for incorporation in the
body of the report or generally relevant but not immediately
essential to an understanding of the subject.
Start all appendices on the next available page. (If the report
ends on page 47, start appendices on page 48.) Treat each
appendix title as a dropped chapter head.
Divide the appendices into Appendix A, Appendix B, etc.,
depending on the kinds and amounts of material used. These
divisions should not be arbitrary. A close relationship must
exist among materials compiled within any given appendix.
List all appendices in "Contents."
References
In the text, reference the following kinds of material:
• The source of a significant and original statement.
• The source of information not sufficiently familiar so that
most readers would know it or be able to find it readily.
• The sources of controversial matter and opposing views.
Present references in an accurate, uniform manner at the end of
each chapter or together as the last chapter of your document.
Cite references using either the number system (putting num-
bers in superscript or parentheses) or the "author-year" system
(e.g., Blinksworth 1987). Use a style consistent with that of any
scientific or technical journal or society. Include all essential
elements of a reference: authors) (or organization), title, source,
identifying numbers, publisher, place of publication, date, pages.
Since personal communications are not usually available to the
public, there is little point in using them in a list of references;
if they are used, however, include them in parentheses within
the text; for example, "(Cavanagh, Jeanne. Letter to author,
1990.)" In citing personal communications, obtain permission
from the person to be quoted.
Figure 4-8 on page 22 shows a sample reference page.
Glossary
If a glossary is included, list technical terms or those that might
not be readily known. Need for a glossary depends on the
intended audience for the report.
Bibliography
Bibliographic entries provide supplementary sources for infor-
mation on the subject of the document. Present this literature,
which has not been cited in the text, in a manner consistent with
the references. See Figure 4-9 on page 23 for a sample bibliog-
raphy page.
Index
An index lists in alphabetical sequence names, titles, and sub-
jects appearing in the text. The value of any nonfiction book is
enhanced by a well-prepared index. You can find instructions
on indexing in most style books. Two of note are the CBE Style
Manual, Council of Biology Editors, (available from Council
of Biology Editors, Inc., 11 South LaSalle St., Suite 1400,
Chicago, IL 60603; telephone 312-201-0101, fax 312-201-
0214) and The Chicago Manual of Style, University of Chicago
Press, Chicago, IL 60637; fourteenth edition (ISBN 0-226-
10389-7) published in 1993.
11
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Chapter 5
Types of Reports
Research Reports
The research report is a book-length presentation of the best of
EPA/ORD's research findings. These reports are normally the
most authoritative results of a research project on a critical area
of interest in which the Agency is involved.
Presentation
Present research reports in classic textbook style—clear, con-
cise prose. Follow "Report Specifications" in Appendix B.
Content
A research report will fit into one of two broad categories:
investigative or expository.
In a standard investigative report, results and conclusions, the
evidence to support them, and the interpretation of that evi-
dence are the most important inclusions. The background of the
project and the methods used should support the results and
recommendations. Structure the body of an investigative report
as follows:
1. Introduction
2. Conclusions
3. Recommendations
4. Methods and materials
5. Results and discussion
6. References
In the introduction, focus on the hypothesis or problem that the
study tests. Place the conclusions and recommendations before
other matter in the body of an investigative report because this
allows the reader ready access to the full scope of the project.
Methods, results, and discussion may be interwoven or ad-
dressed separately, as logic dictates.
An expository report sheds additional light on a topic or an area
of high interest about which information is lacking. It is more
informal and discursive in nature than an investigative report in
the sense that its structure is not bound by the scientific method.
Its organization is therefore looser than that of the investigative
report; however, where possible, use the same format elements
as the investigative report.
Weight the text of a research report in favor of explanatory
copy, and do not include large volumes of backup and unedited
data, repeatedly used figures of government or other organiza-
tional forms, or verbatim reprints from or transcripts of other
printed information sources (e.g., the Federal Register). These
inclusions would detract from the classic format of the book,
run up the cost excessively, and are more appropriately refer-
enced as secondary sources than printed. Footnote or reference
all background materials where appropriate to enable the reader
to locate them in the library, through NTIS, or through the
appropriate information databases.
The effective use of appropriate referencing and footnoting
techniques is absolutely necessary to increase the credibility of
the document and fulfill the purpose of the presentation. Care-
ful documentation shows that a research project has been
thoroughly investigated. Referencing systems vary among sci-
entific disciplines. Whatever system you use, be consistent and
make each reference complete.
Project Reports
Most EPA research is documented and made available to the
research community in a project report. Project reports are
required when (1) neither a journal article nor an EPA research
report is produced or (2) the journal article or EPA research
report published is incomplete in terms of fully documenting
the project or would require additional background data to
survive rigorous scientific challenge. NTIS is the major dis-
tributor of project reports. Therefore, when preparing project
reports, in addition to following "Report Specifications" found
in Appendix B, use the following NTIS guidelines for all
camera copy:
• Submit original camera copy on 8.5" x 11" white paper
with black ink.
• Ensure that all computer printouts are highly legible origi-
nals.
• Number and account for all pages.
• Send the size you want reproduced; NTIS makes no reduc-
tions.
• If your report includes only one photo, clip the photo to the
camera copy. If your report includes two or more photos,
number the photos on the back and put a corresponding
12
-------
number in the place in the text where you want the photo to
go.
Project Summaries
The project summary is a condensed version of the project
report. The length is usually two to eight pages of desktop-
published copy (up to 21 double-spaced, draft word-processed
pages). The project summary announces to the scientific and
technical community the availability of the project report from
NTIS. It is similar to a short journal article and contains enough
information for the readers to determine if they are sufficiently
interested in the project to purchase the complete report from
NTIS. Therefore, the summary should present a concise synop-
sis of the key findings of the research project.
In the final draft of the summary, put principal findings, conclu-
sions, tables, and figures that summarize significant results. In
order of appearance, include the following:
• Title, identical to the title of the project report it summa-
rizes. In the case of one project summary describing sev-
eral closely related project reports, the title should be as
closely linked as possible to the project report titles.
• Abstract—200 words
• Introduction
• Procedure
• Results and discussion
• Conclusions and recommendations
Use as few figures and tables as possible. If orientation of a
photograph is questionable, indicate top of photograph on back
side with soft-tip marker. Organize tables for maximum clarity
and ease of interpretation. Use captions for all tables and
figures and reference them in the text.
Even though a complete list of references is included in the
project report, do not use references in a project summary
unless you feel their inclusion is essential to the presentation.
To prepare your document, follow "Project Summary Specifi-
cations" in Appendix B.
When the project summary final is completed, give the diskette
copy and the camera copy or word-processed copy to the
project officer.
Applications Guides
When many people need to apply a technology or method and
when the only available information on the topic is dispersed
over many sources, applications guides are cost-effective infor-
mation products. They give directions to solve an environmen-
tal problem. In preparing them, use straightforward and precise
language. To ensure that concepts or procedures are clear, use
tabular material and graphic illustration as needed.
Three types of application guides are described:
• A manual is a comprehensive description of a new technol-
ogy meant to solve an environmental problem. It guides the
user through the creation, construction, and maintenance of
a technology or technique.
• A handbook is a collection of information, statistics, data,
and techniques that are accurate and relevant to a particular
subject area.
• A user's guide explains and describes, step by step, how to
employ an ORD-developed procedure, piece of equipment,
model, or program.
Limit the contents of the work to that information required to
inform the reader. Eliminate unnecessary details, appendices,
and pages to reduce primary and secondary reproduction costs
and to expedite review, approval, printing, and distribution.
Proceedings
A proceedings report is usually derived from the presentation of
a paper and from the questions, answers, and general discussion
at conference sessions.
If the paper has resulted from an EPA-funded project, include
the following in a prominent location:
This paper has been reviewed in accordance
with the VS. Environmental Protection Agency's
peer and administrative review policies and ap>
proved for presentation and publication.
To prepare a proceedings report, follow "Report Specifica-
tions" in Appendix B
Journal Articles
ORD encourages the publication of research results in the open
scientific literature. In academia, government, and the private
sector, the independent peer review achieved through the jour-
nal article publication process enhances scientific credibility
and contributes to the establishment of scientific excellence.
Each journal has its own style and requirements that must be
observed when articles are prepared and submitted.
Book Chapters and Published Papers
Publication of research as a chapter in a volume addressing an
area of environmental protection usually offers an author space
not available in a journal article for the inclusion of additional
data or information. Chapters also are used frequently to pro-
vide a review of the state of knowledge in a scientific or
technical area of environmental importance.
Published papers or articles allow researchers to communicate
at the peer level and attain visibility and credibility for EPA. A
13
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paper is the written text of a presentation delivered before a
scientific peer group. It becomes a published paper subject to
EPA/ORD peer review if it will appear as one of the following:
• a preprint (a handout given before proceedings starts)
• a paper in another organization's proceedings
• an article in a non-peer-reviewed journal or book
published outside of the Agency.
The book editor or the organization sponsoring the proceedings
may provide instructions for chapter or paper preparation. If
not, the section on "Report Specifications" in Appendix B
provides useful instructions.
Environmental Research Briefs
The environmental research brief is a published product de-
signed to keep the research and technical community abreast of
current research status based on information resulting from
EPA activities. To prepare your document, follow "Environ-
mental Research Brief Specifications" in Appendix B.
Keep briefs as short as possible, four to eight pages of desktop-
published copy (8-21 double-spaced, draft word-processed
pages). Include tables and figures only if essential to the clarifi-
cation of the text. Include only those references that focus on
the topic of the brief.
Seminar Announcements
Brochures announcing a seminar are usually printed in land-
scape (horizontal) orientation on one of two paper sizes:
8.5- by 11-in., folded twice to provide three panels, or
• 8.5- by 14-in., folded three times to provide four
panels.
Their preparation is described under "Brochures" in Appendix
B.
Internal Reports
The internal report provides research information in response to
a request from an EPA office. Format and layout may vary
greatly—from a memo, to a set of aerial photographs, to a
typical project report—depending on the request and urgency
of the need.
14
-------
United States
Environmental Protection
Agency
Office of Research and
Development
Washington DC 20460
EPA/600/R-93/011
October1993
Radon Reduction
Techniques for Existing
Detached Houses
Technical Guidance
Figure 4-1. Sample cover.
15
-------
Report number
supplied by TTSD
EPA Report Number
Month and Year of Publication
Put title in
24-point, bold type
Titl
Put subtitle in
24-point, normal type.
Cap/Lower Case Centered
10 Words or Less
Optional Subtitle
For grant, contract, or interagency
agreement, list authors (without
degrees or titles) as they appear on
the Technical Report Data Form (EPA
Form 2220-1) and name and location
of their organization. For in-house
reports, list authors (without degrees
or titles), the first subdivision of their
organization (e.g., division), and the
laboratory or center name and
address.
For grants or contracts, add
appropriate extramural number.
For grant, contract, or interagency agreement,
give project officer(s) (without degrees or titles),
the first subdivision of their organization (e.g.,
division), and the laboratory or center name and
address.
by (or edited by)
Author(s)
Organization
City, State, and Zip Code
Number
Project Officer
Name
^ Division
Laboratory or Center
City, State, and Zip Code
L
J
When a public or private
organization originates the
report in cooperation with EPA,
put that information several
spaces below the project
officer's name and address:
This study was
conducted
in cooperation with
U.S. Department of
Agriculture
When an in-house study was
performed for another
governmental agency, add that
information:
Prepared for
Department of Defense
Washington, DC 20305
Place publisher's full name,
city, state,
and zip code here.
Laboratory or Center
Office of Research and Development
U.S. Environmental Protection Agency
City, State, and Zip Code
Figure 4-2. Sample title page.
16
-------
Contents
.in
Foreword
Abstract jv
I ables •••••••••••••••••••••••«••••••••••••••••••••••••••••••••••••••••••..,..••„,.................................... vii
Abbreviations and Symbols viii
Acknowledgment ix
Chapter 1 Introduction 1
Chapter 2 Conclusions 2
Chapters Recommendations 3
Chapter 4 Methods and Materials 4
Test Strains 5
Stock Solutions 10
Chapter 5 Experimental Procedures 15
General Procedures 15
Laboratory Application ...; 20
Field Application 25
Chapter 6 Results and Discussion 30
Appendices
A Operational Data Summary 33
B Cooperative Research Report 40
Glossary 45
References 52
Bibliography 55
Figure 4-3. Sample contents.
17
-------
Figures
1-1. Generic strategy for selecting an air emissions control approach 4
1-2. Removal efficiency vs. VOC loading for point source VOC controls 15
1-3. Relative cost-effectiveness for point source VOC controls 16
2-1. Typical APCD operating costs in 1994 dollars 17
2-2. Schematic diagram of canister-based granular activated carbon adsorption system 37
2-3. Schematic diagram of continuously regenerated carbon adsorption system 38
2-4. Schematic diagram of carbon adsorption system with on-site batch regeneration 38
3-1. Fuel cost/gain vs. concentration of carbon and incineration systems
at 50,000 scfrn of solvent-laden air 42
Figure 4-4. Sample list.
18
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A/C
acfh
acfm
acmh
APA
APC
APCD
ARAR
BTEX
Btu
BP
CAAA
CAS
CE
CERCLA
Acronyms and Abbreviations
Air-to-cloth (ratio)
Actual cubic feet per hour
Actual cubic feet per minute
Actual cubic meters per hour
Air pathway analysis (or assessment)
Air pollution control
Air pollution control device
Applicable or relevant and appropriate
requirements
Benzene, toluene, ethylbenzene, and xylenes
British thermal units
Boiling point
Clean Air Act Amendments
Carbon adsorption system
Control efficiency
Comprehensive Environmental Response, Compensation,
and Liability Act
Figure 4-5. Sample acronyms and abbreviations.
19
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Chapter 2
Display Head
Subhead 1
With regard to a frequently mentioned limitation,
slowness, the reported coating removal rate for
manual CC>2 pellet blasting ranges from 1.5 ft^/min
to 0.1 ft2/min, depending on the substrate being
stripped and the coating color (Ivey, 1990; Cundiff
and Matalis, 1990). The net average strip rate on an
F-16 aircraft was 0.189 fAmin per minute of nozzle
time (0.13 ft^/min with worker effectiveness factored
in) (Ivey, 1990). The strip rate increased as the
nozzle was widened. The Alclad™ surfaces pulled
the net average down. The tested F-16 has 20%
Alclad™ surfaces; other U.S. Air Force aircraft have
up to 80% Alclad™ surfaces. Thus, strip rates will
slow considerably on equipment with a higher
percentage of Alclad™ surfaces.
Subhead 2
In fact, the process as tested cannot remove all the
coating from Alclad™ surfaces. The Alclad™
surface left by CC>2 peHet blasting must be removed
by another process to provide an adequate surface for
recoating.
Held at chest level, the blast nozzle and hose weigh
about 20 Ib. When blasting underneath the aircraft,
another 10 Ib of thrust is added. In tests, workers
traded off the duty to other workers every 15 min.
The newer automated systems are easier to work
with, strip faster, and are safer on sensitive materials
because the optimal pressure and impingement angle
can be maintained.
Subhead 3
Because of the simplicity of the equipment and the
decreased cleaning time, there is a savings in labor
costs when using ultrasonics. This savings along with
that from decreased solvent purchase and disposal
costs, offsets the capital cost of the equipment in a
short time. Although costs vary for specific equipment,
the cost for an ultrasonic cleaner console with a
25"xl8"xl5" chamber is approximately $10,000. A
rinse console and dryer console would add about
$4,000 each. Of course, smaller units can be obtained
and existing tanks often can be used if a transducer is
added.
The function of an inert atmosphere in the no-clean
process is to create a solder wave upon which no
permanent oxide film can form. The inert atmosphere
thus eliminates the need for flux to clean the surface of
the wave. There are two no-flux machine concepts on
the market: open and closed. The open-concept
machine, which employs flaps leading into a tunnel,
will not reach the desired oxygen rate of under 10 ppm
by continuous nitrogen flow alone. This system uses
formic acid to reduce the oxygen level. Although this
system has the advantage of mechanical simplicity,
formic acid is potentially hazardous, and therefore is
undesirable or, in some companies, prohibited. A
closed system can prevent oxidation without the use of
aggressive chemicals.
Figure 4 shows a typical configuration of the
automated washer. Not all users require the multitude
of compartments shown in the figure, and simpler
versions of this unit can be manufactured. The process
unit shown in the figure consists of a series of five
compartments through which the soiled metal parts are
transported. The parts are transported from one
compartment to die next by a helical screw conveyor.
The parts are sprayed successively with solutions from
five holding tanks (one for each compartment).
Figure 4-6. Sample page of text.
20
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Gas
Flow
Rod Curtain
Gas
Flow
Common Plate
Gas
Flow
A/VW\
>
AAAA/\
Zig-Zag Plate
Gas
Flow
Dual Plates
:
o
Gas
Flow
Vertical Gas
Flow Plates
Figure 2-3. Special collecting electrode* used In HectroeUUc precipitate** (Source, year).
Table 5-1. Reported Operating Capacities tor Selected Organic Compound* (Source: Marzone and Oakes, 1973.)
Compound
Capacity'
VOCs
• Adsorption capacities are based on 200 scfm of solvent-laden air at 100* F (per hour).
Carbon
Acetone
Benzene
n-Butyt acetate
n-Butyl alcohol
Carbon tetrachtoride
Cyclohexane
Ethyl acetate
Isopropyl alcohol
Methyl acetate
Methyl alcohol
Methylene chloride
Methyl ethyl ketone
Methyl isobutyl ketone
Perch kxoethytene
Toluene
Trichloroethylene
Trichtorotrifluoroethane
Xylene
—
—
—
—
10
—
—
400
—
—
500
200
100
100
—
100
1,000
—
1.000
10
150
100
10
300
400
8
200
200
10
8
7
20
200
15
—
100
8
6
8
8
6
8
7
7
__
7
10
Figure 4-7. Samples of figure and table.
21
-------
References
Journal
Binkley, Dan, and Thomas C. Brown. Forest
practices as nonpoint sources of pollution in
North America. Water Resources Bulletin 29 (5):
729-740 (1993).
Weihs, D., and R. D. Small. An approximate
model of atmospheric plumes produced by large
area fires. Atmospheric Environment 27A (1): 73-
82(1993).
Report
Richter, B. C., and C. W. Kreitler. Identification
of sources of ground-water salinization using
geochemical techniques, EPA/600/2-91/064.
Cincinnati, OH: U.S. Environmental Protection
Agency, 1991.
4. Vigon, B. W., D. A. Tolle, B. W. Comaby, H. C.
Latham, C. L. Harrison, T. L. Boguski, R. G.
Hunt, and J. D. Sellers. Life-Cycle Assessment:
Inventory Guidelines and Principles, EPA/600/
R-92/245. Cincinnati, OH: U.S. Environmental
Protection Agency, 1993.
Presentation
5. Abele, H. A. 'Toward implementation of
environmental policies." Paper presented at the
Environmental Challenge of the 1990s,
International Conference on Pollution
Prevention: Clean Technologies and Clean
Products, Washington, DC, June 10-13, 1990.
Book Chapter
6. Cohen, J. M., and Hannah, S. A. "Coagulation
and flocculation." In Water Quality and
Treatment, by American Water Works
Association, Inc., New York: McGraw-Hill
Book Co., 1971,66-122.
Proceedings
1. Pauli, R. "Dry media paint stripping—eight
years later." In Proceedings of the 1993 DODI
Industry Advanced Coatings Removal
Conference, Phoenix, AZ, 1993.
42
Figure 4-8. Sample references.
22
-------
Bibliography
Baker, R. W., I. Blume, V. Helm, A. Kahn, J. Maguire,
and N. Yoshioka. Membrane research in energy and
solvent recovery from industrial effluent streams.
DOE Report DE84016819. Idaho Falls, ID: DOE-
INEL, 1984.
Chandrasekharan, M. P., and R. Rajagopalan. A
multidimensional scaling algorithm for group layout
in cellular manufacturing. International Journal of
Production Economics 32 (1): 65-76 (1990).
Danielson, J. A., ed. Air pollution engineering manual.
Cincinnati, OH: National Center for Air Pollution
Control, U.S. Department of Health, Education and
Welfare, 1967.
Lenssen, N. A new energy path for the third world.
Technology Review 96: 43-51 (1993).
Marzone, R. R., and D. W. Oakes. Profitably recycling
solvents from process systems. Pollution Eng. 5
(10): 23-24 (1973).
Monrozier, L. J., P. Guez, A Chalamet, R. Bardin,
J. Martins, and J. P. Gaudet. Distribution of
microorganisms and fate of xenobiotic molecules in
unsaturated soil environments. The Science of the
Total Environment 136: 121-133(1993).
Pedersen, T., and J. Curtis. Soil vapor extraction
technology: Reference handbook, EPA/540/2-91/003
(NTIS PB91168476). Cincinnati OH: U.S.
Environmental Protection Agency, 1991.
57
Figure 4-9. Sample bibliography.
23
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Appendices
Appendix A
Other Professional Sources
Style Manuals
American Institute of Physics Publications Board. Style Manual
for Guidance in the Preparation of Papers. 3rd ed. New
York, NY: AIP, 1978.
American Mathematical Society. A Manual for Authors of
Mathematical Papers. 7th ed. Providence, RI: AMS, 1980.
American National Standards Institute, Inc. American National
Standard for Bibliographic References. ANSI Z39.29-1977.
New York, NY: ANSI, 1977.
—American National Standards for Writing Abstracts. ANSI
Z39.14-1979. New York, NY: ANSI, 1979.
—American National Standards for the Preparation of Scien-
tific Papers for Written or Oral Presentation. ANSI Z39.16-
1979. New York, NY: ANSI, 1979.
American Society for Microbiology. ASM Style Manual for
Journals and Books. Washington, DC: ASM, 1985.
—Publication Manual. 3rd ed. Washington, DC: ASM, 1985.
The Chicago Manual of Style. 14th ed. Chicago, IL: University
of Chicago Press, 1993. (Most widely used style and print-
ing manual for commercial publishers. Contains most num-
bers and variety of examples and explanations of layout and
format for content of publications, notes, bibliographies,
setup of illustrations, figures, tables, and mathematical equa-
tions.)
Council of Biology Editors, Inc. Illustrating Science: Stan-
dards for Publication. Bethesda, MD: CBE, 1984. (CBE has
moved to 111 E. Wacker Dr. Suite 200, Chicago, IL 60601-
4298. Phone: 312-616-0800.)
Council of Biology Editors. Scientific Styles and Format: The
CBE Style Manual for Authors, Editors, and Publishers, 6th
ed. Cambridge, U.K.: Cambridge University Press, 1994.
(General scientific style and guidelines for the plant sci-
ences, microbiology, animal sciences, chemistry and bio-
chemistry, and geography and geology.)
Dodd, J. S. The American Chemical Society Style Guide: A
Manual for Authors and Editors. Washington, DC: ACS,
1986. (Contains eleven references to handbooks on different
kinds of chemical nomenclature; excellent source of infor-
mation on ethical guidelines for publishing and on journals
that publish about chemistry. Also includes information on
electronic databases maintained by ACS for public access to
the chemical literature.)
Garner, D., D. H. Smith, D. Cheney, and H. Sheehy. The
Complete Guide to Citing Government Information: A
Manual for Writers and Librarians. Bethesda, MD: Con-
gressional Information Services, Inc., 1993. (Handbook used
primarily by libraries to catalog government document.)
Michaelson, H. B. How To Write & Publish Engineering Pa-
pers and Reports. 3rd ed. Phoenix, AZ: Oryx, 1990.
Swanson, E. Mathematics into Type. Providence, RI: American
Mathematical Society, 1979.
Guides to Nomenclature and Presentation of
Data
The Biochemical Society. Biochemical Nomenclature and Re-
lated Documents. London, UK: BS, 1978.
24
-------
Buchanan, R. E., and N. E. Gibbons, eds. Sergey's Manual of
Determinative Bacteriology. 8th ed. Baltimore, MD: Will-
iams & Wilkins.
Committee on Common Names of Insects. Common Names of
Insects and Related Organisms Approved by the Entomo-
logical Society of America. College Park, MD: Entomologi-
cal Society of America, 1982.
Committee on Names of Fishes. A List of Common and Scien-
tific Names of Fishes from the United States and Canada.
Bethesda, MD: American Fisheries Society, 1980.
Fasman, G. D., ed. Handbook of Biochemistry and Molecular
Biology. 3rd ed. Vol 2. Cleveland, OH: CRC, 1976.
IUPAC Nomenclature of Inorganic Chemistry. 2nd ed. London,
UK: Butterworths. 1971. (Distributor in the United States is
Crane, Russak, New York, NY.)
WPAC Nomenclature of Organic Chemistry, Sections A,B,C,
D, E, F, andH. Elmsford, NY: Pergamon, 1979.
IUP AC. Manual of symbols and terminology for physico-
chemical quantities and units. Pure and Applied Chemistry
(1979)51:1-41.
Jeffrey, C. Biological Nomenclature. 2nd ed. New York, NY:
Crane, Russak, 1977.
Lapage, S. P., P. H. A. Sneath, E. F. Lessel, V. B. D. Skerman,
H. P. R. Seeliger, W. A. Clark, eds. International Code of
Nomenclature of Bacteria. Bacteriological Code. Washing-
ton, DC: American Society for Microbiology.
UNISIST Working Group on Bibliographic Data Interchange.
UNISIST Guide to Standards for Information Handling.
Paris, France: UNESCO, 1980. (Guide to international
sources on preparation, production, editing, publication,
reproduction, and exchange of documents, bibliographic
data, document collections, and numerical data.)
Classic Texts on Writing in Technology and the
Sciences
Day, R. A. How to Write & Publish a Scientific Paper. 3rd ed.
Phoenix, AZ: Oryx, 1988. (Explanation of the IMRAD style
of scientific writing as well as how to efficiently achieve it;
written with excellent humorous examples. Handy refer-
ences to commonly misused words and abbreviations in the
appendices.)
Miller, C., and K. Smith. The Handbook ofNonsexist Writing
For Writers, Editors, and Speakers. 2nd ed. New York, NY:
Harper & Row, 1988. (Excellent lists of gender-neutral
terms.)
Strunk, W., Jr., and E. B. White. Elements of Style. 3rd ed. New
York, NY: The Macmillan Co., 1979. (Classic text explain-
ing plain style, the basis of most scientific writing.)
Weston, A. A Rulebook for Arguments. Indianapolis, IN: Hackett
Publishing Co., 1987.
Woolford, F. P., ed. Scientific Writing for Graduate Students. A
Council of Biology Editors manual. New York, NY: Rockefeller
University Press, 1968.
25
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Appendix B
Specifications
Use These Specifications
For These Reports
Page
Report
Project Summary
Environmental Research Brief
Brochure
Research Report
Project Report
Proceedings
Project Summary
Environmental Research Brief
Seminar Announcement
27
29
31
33
26
-------
Report Specifications
Measurements Are in Inches Unless Noted
Headings—Initial Caps
Margins—Left 0.625, Right 0.625, Top 0.875, Bottom 1
(Excluding Rule Header and Page Number)
Image Area—7.25 Wide X 10 Long
Styles
Organizational Identification
United
Office of
Report No.
Title
Subtitle
EPA Logo
ORD Identifier (Chevron)
Line Art/Photo
EPA No. and Title on Spine
Cover 1—1 Column
Font Size/Leading
in Points
Helvetica 9/10
Helvetica
Helvetica
30/31 Bold
30
30
Helvetica 14/15 Bold
Position
0.25 from top of page, 2.375 from flush left
0.25 from top of page, 4.625 from flush left
0.25 from top of page, 6.825 from flush left
1 from top of page, 2.375 from flush left
0.75 between title and subtitle
2.375 from flush left
1 from top of page, 0.425 from flush left
2 above bottom of page
Use available space as needed
EPA No. and title should not exceed 10
horizontally; if so, use periods to indicate that
there is more to the title
EPA Report No. and Date Helvetica
Title Helvetica
Subtitle Helvetica
The word "By" Helvetica
Authors (if applicable) Helvetica
Contract No. (if applicable) Helvetica
P.O. Name and Affiliation Helvetica
(if applicable)
Organizational Identification Helvetica
Title Page—1 Column
10/11 1 down from top of page,
0.75 from flush right, right justified
24/25 Bold Centered, 2.625 from top of page
24/25 Centered; 0.75 between title and subtitle
10/11 Centered, 0.625 from subtitle
10/11 Centered, 0.5 from By
10/11 Centered, 0.625 from last line of author ID
10/11 Centered, 0.625 from contract no.
10/11 Centered, last line is 1.5 from bottom of page
Rule Header
Display Heads
Text
Preliminary Pages—1 Column
Times
or Helvetica
Times
or Helvetica
1 Centered, 0.5 from top of page
14/15 Bold Centered, 1.75 from rule
10/11 Left 1.25, right 1.25
First line of text 0.75 from last line of
display head
Justified
Indent first line of paragraph 0.25
27
-------
Report Specifications (continued)
Measurements Are in Inches Unless Noted
Text Pages
(2 Columns, Each 3.5; 0.25 Between Columns)
Styles
Rule Header
Page Number
Display Heads
Subhead 1
Subhead 2
Subhead 3
Subhead 4
Body Text
Equations
Font
Times or Helvetica
Times or Helvetica
Times or Helvetica
Times or Helvetica
Times or Helvetica
Times or Helvetica
Times or Helvetica
Helvetica
Size/Leading
in Points
1
10/11
14/15 Bold
12/13 Bold
12/13 Bold, Italic
10/11 Bold
10/11 Bold Italic
10/11
10/11
Position
Centered, 0.5 from top of page
Centered below columns
Centered, 1.75 from rule
Flush left
Flush left
Flush left
Flush left
Justified, 0.375 from rule header to
0.5 above page number
Centered or aligned by equal signs;
(equation number in parens, flush right)
References
Times or Helvetica
10/11
Text Footnotes
Times or Helvetica
Figure Caption Helvetica
(Figure No. Bold)
Figure Callouts Helvetica
Figure Notes and Credits Helvetica
7/8
Figures and Tables
8/9
8/9
8/9
Hanging indent
First line: flush left
Other lines: indent 0.125
With Number
Number, flush left
Name: indent 0.25
Other lines: indent 0.25
Superscript number flush left
Other lines: indent 0.125 and justify
1.5-in. line above footnote
Bottom of illustration, flush left
Following caption
Table Caption
Table
Helvetica 8/9
(Table No. Bold)
Helvetica 8/9
Table Footnotes Helvetica 8/9
Table Notes and Credits Helvetica 8/9
at end of table (before footnotes)
Top of table, flush left
(One hairline rule below column
heads and one at end of table)
Below rule line at end of table
Flush left, immediately below rule
28
-------
Project Summary Specifications
Measurements Are in Inches Unless Noted
Page Size—8.5 x 11
Font—Helvetica
Headings—Initial Caps
Page Number—Centered
Page Dimensions
First Page Margins
Left
Top
Additional Page Margins
Left
Top
Columns (3-Column Layout)
Column Width
Between Columns
First Page
Additional Pages
Organizational Identification
3
0.5
0.5
1
Right
Bottom
Right
Bottom
0.5
1
0.5
1
Main Title
Subtitle
2.312
0.25
No text in first column
Text in 3 columns
From
Left
Edge
United States 3.125
Environmental Protection
Agency 3.125
Research and Development 3.125
Rule line above
"Research and Development" 3
Rule line below
"Research and Development"
Laboratory Heading
Laboratory Location
EPA Number and Date
EPA Logo 1.625
Project Summary 3.125
Title 3.125
Authors 3.125
Text 3.125
From
Top
Edge
0.5
next line
1
0.875
3
5.625
5.625
5.625
0.0625
0.5
next line
1
1.375
1.375
2
3.375
4.375
29
-------
Project Summary Specifications (continued)
Measurements Are in Inches Unless Noted
Styles
Rule Header
Laboratory Heading
Title
Subtitle
Authors
Abstract
EPA Blurb
Body Text
Subhead 1
Subhead 2
Subhead 3
Subhead 4
Bullet Paragraph (•)
Hyphen Indent (-)
Reference
Footnote
NTISBox
Figure Head
Figure Callouts
Table Head
Tables
Equations
Size/Leading
in Points
1
9/10
24/25 Bold
24/25
10/11
9/10 Bold
9/10 Bold, Italic
9/10
11/12 Bold
11/12 Bold, Italic
11/12
11/12 Italic
9/10
9/10
9/10
7/8
9/10 Italic
8/9 Bold, Italic
8/9 Italic
8/9 Bold, Italic
8/9 Italic (including footnotes)
9/10
Position
Top of second and subsequent
pages
Flush left
Flush left
Flush left
Flush left
Justified, indent first line of
paragraph 1 em space
Justified, indent first line of
paragraph 1 em space
Justified, indent first line of
paragraph 1 em space
Flush left
Flush left
Flush left
Flush left
Bullet: Indent 0.125
Paragraph: Indent 0.25
Hyphen: Indent 0.25
Paragraph: Indent .375
Reference: flush left
Second line: Indent 0.25
Superscript number flush left
Other lines: indent 0.125 and justify
1.5-in. rule above footnote
Flush left below figure
Flush left above table
One hairline rule below column
heads and at end of table
(above footnotes)
Flush left; (equation number in
parens, flush right)
30
-------
Environmental Research Brief Specifications
Measurements Are in Inches Unless Noted
Page Size—8.5 x 11
Font—Helvetica
Headings—Initial Caps Except for Main Title, Which Is All Caps
Page Number—Centered
First Page Margins
Additional Page Margins
Page Dimensions
Left
Top
>
Left
Top
0.625
0.5
0.625
0.5
Right
Bottom
Right
Bottom
0.625
2.25
0.625
1
Columns (2-Column Layout)
Column Width
Between Columns
3.5
0.25
Organizational Identification
Title
Subtitle
Laboratory Heading
Research and Development
Rule line above
"Research and Development"
Rule line below
"Research and Development"
EPA Logo
Rule line below
"Environmental Research Brief
Title
Authors
Text
From
Left
Edge
2.5
2.5
From
Top
Edge
0.5
1
3
0.625
Environmental Research Brief 2.5
2.5
Centered
on page
Centered
on page
0.625
0.875
0.0625
1.5
1.5
2.125
2.75
3.5
3.825
31
-------
Environmental Research Brief Specifications (continued)
Measurements Are in Inches Unless Noted
Styles
Rule Header
Laboratory Heading
Title
Subtitle
Authors
Body Text
Subhead 1
Subhead 2
Subhead 3
Subhead 4
Bullet Paragraph (•)
Hyphen Indent (-)
Reference
Footnote
Figure Head
Figure Callouts
Table Head
Tables
Equations
Size/Leading
in Points
1
9/10
36/38 Bold
14/16
11/12
9/10
11/12 Bold
11/12 Bold, Italic
11/12
11/12 Italic
9/10
9/10
9/10
7/8
8/9 Bold, Italic
8/9 Italic
8/9 Bold, Italic
8/9 Italic (including footnotes)
9/10
Position
Top of second and subsequent
pages
Flush left
Flush left, ALL CAPS
Centered
Centered
Justified,
Flush left
Flush left
Flush left
Flush left
Bullet: Indent 0.125
Paragraph: Indent 0.25
Hyphen: Indent 0.25
Paragraph: Indent .375
Reference: flush left
Second line: Indent 0.25
Superscript number flush left
Other lines: indent 0.125 and justify
1.5-in. line above footnote
Flush left below figure
Flush left above table
One hairline rule below column
heads and at end of table
(above footnotes)
Flush left; (equation number in
parens, flush right)
32
-------
Brochure Specifications
Measurements Are in Inches Unless Noted
Headings—Initial Caps
Page Dimensions—8.5 x 11 (3 Panels) or 8.5 x 14 (4 Panels)
Panel Margins—Left 0.25, Right 0.25, Top 0.75, Bottom 0.875
Column Width—Not to exceed 3
Font—Helvetica
Cover Panel
Styles
Size/Leading
in Points
Position
Organizational Identification
United
Office or Laboratory
First Rule
Technology Transfer
Second Rule
Title
EPA Logo
ORD Identifier
8/9
1
18/19 Bold
18
0.25 from top of panel, 1 from flush left
1 from top of panel, 1 from flush left
1.25 from top of panel, 1 from flush left
1.25 from top of panel, 1 from flush left
1.375 from top of panel, 1 from flush left
1.625 from top of panel, 1 from flush left
2.375 from flush left
1.625 from top of panel, 0.25 from flush left
2 above bottom of panel
Heading
Text
10/11 Bold
8/9
Text Panels
Flush left
33
•&U& GOVERNMENT PUNTING OFFICE: 1999 • C5MMJ02M3
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