vvEPA
United States
Environmental Protection
Agency
EPA-600/D-82-354
November 1982
Research and Development
ORD Technical
Information
Policy and Guide
NICI
EPA
600/
D-
82-
354
TYCHOIN
ISBR
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November 1982
ORD Technical
Information
Policy and
401 M Street. sX
. Bo 20460
Office of Research Program Management
Office of Research and Development
U.S. Environmental Protection Agency
Washington, DC 20460
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Table
of
Contents
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i?. :v:^. Ji'zV'-.'/rr;-.'. .^v/:?:;..;:.. :•'. 14
Meetings and Selected Publications 15
Technical Conferences and Proceedings 15
Technical Newsletters 16
Published Papers/Book Articles 17
Applications Guides 19
User's Guides 19
Design Manuals 19
Handbooks 20
Summaries/Syntheses 21
Environmental Research Briefs 21
Program Summaries/Plans 21
Technology Transfer Reports 22
Response Reports 23
Problem-oriented Reports 23
Criteria Documents 23
Assessment Reports 24
Audio-Visual 27
Films and Videotapes 27
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Introduction
Our primary mission in the Office of Research and Development (ORD) is to generate
technical information which is key to the protection of environmental quality. Our
information also influences national environmental policy, tn this context, the way in
which information is reviewed, tracked, packaged and distributed is as important as the
way in which it is developed.
The descriptions and procedures set forth in the goals of this policy and guide are to create
a rational structure for all of ORD's technical information products and to set forth
clear-cut guidance for the peer review process. They are also intended to relieve
researchers and research managers of many of the burdens of report formatting and
editing, to improve the credibility of ORD by emphasizing journal publications and
highlighting important research for distribution to targeted audiences, and to reduce the
cost and overhead associated with first-line printing and distribution of less vital
information.
IV
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Technical
Information
Policy
Part of the ORD technical information mission is direct—the production of criteria
documents, expert testimony and other inputs into EPA's regulatory process. Another part
of this mission is achieved by indirect means. Such means include journal articles, the
production of scientific data to advance the state of knowledge, and the provision of
manuals and guides for environmental managers.
The responsibility for communicating information rests ultimately with each EPA
researcher. This is not to say that every EPA researcher must become an expert in
communications theory and design. There are specialists within the organization who
package information. It is, however, the researcher's responsibility to bring important
findings to the attention of those whose charter it is to sift, package and distribute that
information. This responsibility equals in importance the need to publish research
information in the accepted professional manner.
EPA researchers and project officers should therefore know what types of information will
result from their projects and should plan ahead to have this information reviewed and
communicated in the most effective manner possible. Determination of the use and
disposition of the data from each project should be an integra I part of the planning for that
project. With this kind of planning we will be better able to respond with effective
communications packages in a timely manner.
The Technical Information Guide presents specific information on a product-by-product
basis. It is intended to be a reflection of the overall policy.
It is the policy of the ORD that:
A uniform peer review process will take place for scientific information published or
presented in the name of the Agency and by ORD employees when they are acting in
an official capacity: Both project officers and senior management are collectively
responsible for submitting all factual, scientific or informational documents prepared for
publication and designed for public distribution to rigorous scrutiny. The peer review
process applies not just to EPA/ORD employees but to contractors/consultants
performing research or publishing statements on behalf of EPA/ORD. Peer review is to be
performed on all of the following categories of information:
• written statements needed to satisfy a statutory or regulatory requirement
• books, manuals, handbooks, research reports, and presentations at conferences and
symposia
• informational brochures or materials and newsletters or other periodicals
• publications by EPA employees proposed for outside journals other than those that
incorporate peer review
• project reports and other materials filed with the National Technical Information
Service (NTIS)
• contributions made to publications by interagency working groups where author-
ship is to be attributed to EPA or its employees (these publications should go through
this peer review process or contain an adequate disclaimer)
• audiovisual materials designed to be released to the general public in other than a
single presentation
• computer software designed for release to the general public.
Peer review is unnecessary for the following information products:
• Congressional testimony
• verbatim testimony from hearings
• Advance Notices of Proposed Rulemakings, proposed or final regulations subject to a
formal comment period
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press releases approved by the Office of Public Affairs within the Office of the
Administrator
legal opinions, briefs, or memoranda, including initial, final or other decisions in
quasi-judicial administrative hearings.
Federal Register notices
notices of public hearings
Requests for Proposals
criteria documents or other similar documents subject to a formal public comment
period or review by the Science Advisory Board or the Science Advisory Panel
advisory committee statements and reports
materials generated on an employee's own time using private facilities and printed
with the standard disclaimer
internal policy statements and memoranda
official Agency correspondence
articles in peer-reviewed journals.
Technical communications will be managed as a major ORD program: The technical
information program is to be managed with no less coherence and responsiveness than is
expected from any other ORD program, and those who are answerable for technical
information activities will have the authority and resources necessary to carry out that
responsibility.
The products of our research—technical information—will be tied closely to EPA's
management reporting and program planning processes: The products described in
Technical Information Plans will, with few exceptions, be a comprehensive listing of all of
the outputs agreed to via the planning process. These information products fulfill ORD's
obligations incurred in the planning process and complete the research cycle.
Every research project will be documented in an accepted professional manner: It is a
legal requirement that expenditures of public funds be documented. This should be done
in one or more of the following ways: (1) through the publication of exceptionally
important research results as an EPA Research Report, (2) through publication In a
peer-reviewed journal, (3) through the submission of research Project Reports to the
National Technical Information Service (NTIS) and publication of summaries of these
reports as EPA Project Summaries, or (4) through the filing of an unpublished report, with
written justification, at the Center for Environmental Research Information (CERI).
Documentation of research will be tailored to specific audience needs: When a major
effort is planned, a specific audience or audiences should be targeted. The means for
reaching these audiences should be planned for and budgeted.
There will exist one point for access to information on all research products: CERI will
maintain title files of all of ORD's products and provide requestors either with copies of the
docu ments or explicit references to NTIS or other appropriate sources when copies are no
longer available from ORD. This facility will be the only formal report distributing
operation within ORD.
All printing of technical information documents will be processed through a central
location: All printing will be processed through CERI. The only exceptions to this policy
will be certain technical newsletters, news releases, and document duplication as defined
in Government Printing Office (GPO) regulations.
There will be a designated Technical Information Manager (TIM) within each
laboratory and major operating unit: The most appropriate individuals to monitor the
development of sources of research information are within the laboratories and major
operating units. They are responsible for initiating most information products and for
ensuring adequate review of the scientific content of all of those technical information
packages related to their program area. One individual is to be designated within each
laboratory and major operating unit, with authority to coordinate all technical communi-
cations products within the purview of that laboratory or operating unit..In addition, each
Office Director (OD) shall name one Technical Information Program Manager fTIPM) to
provide oversight for technical information activities within that OD's purview.
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Communications and information transfer support will be made available to all
operating units: CERI will provide support for developing various information products.
This group will also provide quality control of technical information products. Responsi-
bility for content of ORD products will remain with the appropriate laboratory and office
personnel.
The emphasis of most of our research communications activities will be on issues,
problems and solutions: It is the function of ORD to address environmental problems and
concerns and to avoid aggrandizing any organization. For this reason and based upon
cost-effectiveness criteria, very few organizationally oriented information packages are
justifiable.
Existing information activities will either be used or abolished: All technical information
activities, especially recurring activities such as annual conferences or newsletters, will
be periodically reviewed by the responsible ORD official (as defined in the Guide) to
determine if they are cost-effective. If they are not, they will be cancelled. If an alternate
mechanism would be more appropriate for meeting its stated objective, that mechanism
should be substituted.
Printing will be held to a minimum, and all GPO regulations adhered to: Maximum use
will be made of the peer journals and NTIS to document research and distribute results.
The most paper- and energy-conservative course will be chosen commensurate with the
effective provision of the information for our key audiences.
Maximum appropriate use will be made of the EPA Office of Public Affairs (OPA):
Technical information products which may be of interest to the general public are to be
handled in coordination with EPA's OPA. Like all other research information activities,
such actions must receive appropriate policy clearance and be coordinated with CERI.
All technical information products will convey a consistent image: The information
packages and services provided to each of our key audiences should be carefully
developed and monitored so that each conveys an image of consistently high quality in a
cost-efficient manner.
Only those technical information products described in the Guide will be produced by
ORD: Where a technical information product is desired and it cannot be equated with any
of the products listed in the Guide, specific authorization is required from CERI for that
product to be initiated. Should a large number of similar exceptions be required, the Guide
will be modified by CERI to reflect changing needs.
Finally, and most importantly, nothing in the Guide will be interpreted to impede the
effective and timely flow of technical information: The goal of ORD's Technical
Information Guide is to provide the structure for adequate quality and cost control while,
at the same time, maintaining flexibility. Wherever the specifications in tKe Guide tend to
disrupt efficient information transfer, this fact should be brought to the attention of the
Director, CERI, so that an appropriate resolution can be worked out.
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Abbreviations
Used in this
Guide
AA—The Assist ant A dministrator for Research and Development is the f i na I a uthority on
both ORD's technical information policy and the content of technical information
products.
CERI—The Center for Environmental Research Information, located in Cincinnati, is
responsible for the development of policy and coordination, printing and distribution of
ORD reports. CERI also provides support services for ORD conferences, seminars, and
workshops and plays a control role in the production of applications guides and in the
quality assurance of ORD publications.
OD— The Off ice Directors review and approve technical information plans and outputs of
their laboratories and headquarters offices. They ensure proper balance, adequacy of
effort, and sensitivity to policy matters of the total technical information program.
SA—The EPA Science Advisor, in coordination with and at the request of the AA, is
responsible for the scientific quality and policy review of "major" products emanating
from the Office of Research and Development (ORD).
TIM—Each laboratory and office will have a Technical Information Manager who is
responsible for developing and coordinating his or her organization's technical informa-
tion program. The TIM will serve as the main link between the organization and CERI.
UP—Every laboratory and office will, working through their TIMs and in cooperation with
CERI and TIO, develop an annual Technical Information Plan. This plan will define the
specific output committed to by their organization in earlier resource planning activities.
The TIP will inform the OD's and the Research Committees of the timing and content of
specific "deliverables" alluded to in resource planning documents. Prior to the beginning
of each fiscal year, a TIP will be submitted by each laboratory to its OD for review and
approval. Any major changes (added or deleted activities or significant schedule changes)
to the TIP must be reviewed by the OD and/or TIPM.
TIPM—Each ORD Office Director will appoint a Technical Information Program Manager
to review, monitor and advise the OD on the technical information programs of the
laboratories under that OD's purview. The TIPM will review all technical information plans
and all major modifications (added or deleted activities or major schedule changes) to
these plans.
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Technical
Information
Guide
Introduction The four main goals of this guide are:
1. To improve the quality and flow of technical information in ORD.
2, To remove some of the burden of information packaging from researchers.
3. To tie research information products directly to management and program planning
processes.
4. To reach the key audiences which need ORD information.
The first three goals are addressed in the policy itself. The fourth goal, however, deserves
further discussion.
The key audiences for the information developed by EPA researchers may be categorized
as follows:
Environmental regulators
Scientific and technical peer groups
Technical applications community
Environmental decision-makers
As communications packages are evolved, they should focus on one or several of ORD's
key audiences. A short description of each of these audiences, along with an indication of
the type of information needed by each audience, follows:
Environmental
Regulators
Perhaps the most diverse, and certainly the most directly concerned client of EPA's
research program is the environmental regulatory community. This community includes
individuals within EPA's regulatory offices who must propose, monitor and recommend
revisions to standards. It also includes the front-line regulators in the EPA Regions, the
states, cities and other local governments. The needs of the environmental regulatory
community shape ORD's research program. Their decisions and actions are in turn
shaped by our research information. These individuals need accurate and legally
defensible scientific data. They also need specifically targeted information ranging from
the state-of-the-art overviews (the pollutant criteria documents which are the cornerstone
of exposure standards) to more tailored information products such as expert witness
testimony and technical support.
Scientific and
Technical Peer
Groups
In research there is a self-checking system which contributes greatly to improving both
the quality and the utility of the effort. This self-checking process requires a high level of
communication among scientists in the same discipline and among scientists in differing
disciplines but working on the same problem. These groups rely on the unfettered
exchange of information on research results to confirm and enhance the results of their
own efforts. It is this process of investigation and interaction which produces reliable
technical data.
The scientific and technical community needs information that is specialized and detailed.
This information is normally produced through the peer reviewed journal and book
publication process, through personal interchange and through presentations at various
technical convocations.
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Technical
Applications
Community
The individuals responsible for implementing environmental pollution control regulations
are dependent on the rapid transmission of information about technical breakthroughs in
order to carry out their mission in the most cost-effective manner. While there are several
non-governmental mechanisms available to carry part of this information transfer
burden, these are not sufficient to ensure the rapid and effective implementation of
environmental regulations. ORD facilitates this process by means of regional seminars
and workshops, design manuals, handbooks, user's guides, technical summaries, and
special publications.
Environmental
Decision-
Makers
Federal policies and regulations have a profound effect upon the nation's economic and
social well-being. These policies and regulations are influenced by decision-makers
within the Federal, state, and local governmental establishments whose responsibility it
is to weigh all major impacts of alternatives before making a decision.
The opinions of the decision-makers are influenced by many forces. These individuals
have little or no time to spend poring over the technical or scientific details of an issue.
They rely upon the scientific community to present objective statements in a readily
assimilated format. It does the decision-makers little good if the information they need
exists but they cannot understand or use it.
The responsibility for making this information available lies with the research community.
To ensure the relevance of our research, we must produce the types of summary
information products which will be of use to the decision-makers. Such efforts require a
combination of the highest degree of scientific knowledge and policy sensitivity with
highly sophisticated communications skills.
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Management
and
Implementation
The management approach to our technical information activities distinguishes the
development of sound technical information through the peer review process from the
development of the format and presentation of the technical i nf or mation products. It is the
intent of this policy to ensure that qualified persons in each area, researchers and
research managers in the former and technical communications specialists in the latter,
be clearly responsible for their areas of expertise.
Peer Review
The development of technical information is to be buttressed by a uniform peer review
process. This process serves to ensure that ORD scientific and informational products are
of high quality and based on creditable scientific and technical knowledge. ORD requires
peer reviews for all reports based on two principles:
1. Review by a minimum number of objective and qualified peers.
2. Supervisory evaluation of the report and reviewers' comments.
Peer reviewers shall be selected from inside EPA by the author's immediate supervisor
and may be selected from inside or outside EPA by the Laboratory Director (LD), OD, and
AA. Reviewers may be selected individually or from a prearranged panel, at the option of
the LD or OD for manuscripts originating in that organization.
All reviewers must be technically qualified. The minimally required reviewers must also
be free of any involvement or relationship which affects, in fact or appearance, their ability
to review the manuscript objectively. This does not preclude reviews by individuals with
direct involvement in the project so long as these are in addition to the minimum set of
reviews.
All reviewers must provide an in-depth professional review of the manuscript and answer
the following questions:
—Should the manuscript be published as is?
—Should the manuscript be published with revisions? If so, which revisions are
minimally necessary?
—Should the manuscript not be published? Why not?
The author(s)/'project officer (herein called the author) submits the draft manuscript with
an ORD Clearance Form to his/her supervisor. The author recommends at least two peer
reviewers who should be specialists in the subject. The author may request that a
reasonable review schedule be established to ensure timely processing.
The immediate supervisor evaluates the manuscript for scientific content and merit,
inappropriate policy statements, and editorial quality. The immediate supervisor requests
peer reviews from within the Agency, unless the OD or LD deems the use of external
reviewers to be essential. Reviews maybe performed simultaneously in order to reduce
the time required.
Peer Reviewers submit signed reviews to the author's immediate supervisor, who
transmits all reviews to the author.
The author receives the reviews and revises the manuscript. He/she is encouraged to
discuss significant differences with reviewer(s). If manuscript changes are deemed
necessary by any level of management or peer reviewer, the author incorporates the
changes. The revision process is repeated until the author believes that the manuscript is
ready for publication.
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Reviews signed by peer reviewers shall be attached to the manuscript. In cases where the
author is unable to resolve differences with a reviewer, the author is to explain in writing
why significant recommendations have not been accepted, and the reviewer is to explain
in writing why recommendations should be included in the manuscript. The statements
also shall be attached to the manuscript package.
The author submits the package containing the revised manuscript, all comments with
any explanatory notes, and an updated ORD Clearance Form to the immediate supervisor.
The immediate supervisor reviews the revised manuscript and the reviewers' comments.
If the changes are deemed necessary, the manuscript is returned to the author, with the
supervisor's review comments. When the supervisor believes the manuscript is of high
quality, he/she approves the manuscript, signs the ORD Clearance Form, and transmits
the manuscript package to the next level of supervision. The supervisor is accountable for
the scientific quality and merit of each approved manuscript.
The intermediate manager (includes all management levels up to the LD) approves the
manuscript package for technical soundness and policy content, as determined by
laboratory procedure. If changes are deemed necessary, the manuscript is returned to the
author for revision. All necessary steps are repeated for the revised manuscript.
When management believes the manuscript is of high quality, he/she approves it, signs
the ORD Clearance Form, and transmits the entire package to the next level of
supervision. Each level of management is accountable for the scientific quality and merit
of each approved manuscript.
The LD is the official responsible for the scientific quality and policy review of all
manuscripts emanating from the Laboratory and its activities. The LD approves all
manuscript packages for technical soundness and policy content; the manuscripts will be
scientific, not policy, documents.
The £Z7(or his designee) resolves all remaining unsettled differences between author and
reviewer(s) and attaches an explanation of the resolution. The LD may request additional
reviews, either internally or externally. Recommendations for changes shall be returned
to the author for manuscript revision. All necessary steps are repeated for the revised
manuscript.
Upon approval, the manuscript and all accompanying review documentation, including a
completed and signed ORD Clearance Form, are transmitted by the LD to the OD.
The OD is the official responsible for the scientific quality and policy review of all
manuscripts emanating from his/her Office. The OD approves all manuscripts for
technical soundness and policy content. The OD may request additional peer reviews,
either internally or externally. Recommendations for changes shall be returned to the LD
(or to the author, for manuscripts not originating in a Laboratory) for manuscript revision.
An approved manuscript and all accompanying review documentation, including a
completed and signed ORD Clearance Form, shall be transmitted by the OD to theAA,
certifying that in the opinion of the OD, the manuscript is of high scientific quality,
contains no inappropriate policy statements and merits being published.
The AA is the official responsible for the scientific quality and policy review of all
manuscripts emanating from the Office of Research and Development. The^ has final
authority to decide whether a manuscript must be reviewed by the Science Advisor
and/or the Office of Public Affairs. Reviews in addition to those defined herein will be
conducted as required by EPA Order 2200.4.
Recommendations for changes shall be returned to the LD (or OD for manuscripts not
originating in a Laboratory) for manuscript revision.
JheAA, upon final approval of the manuscript, shall return the approved package to the
originating laboratory or office.
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Production The amount of involvement of CERI in the development of any given technical
communications product depends upon the amount of professional communications
expertise required to produce the product and the breadth of the intended audience.
Where the amount of communications skill required and the cost of production are high or
the product is intended for a broader or more sensitive audience, CERI is responsible for
providing the necessary communications support and is ultimately responsible for
editorial quality control over the process and for assuring that the final product is
appropriate for, and distributed to, the intended audience.
In general, responsibilities will be divided as follows: Researchers and project officers will
be responsible for producing journal articles, project reports, and the drafts of EPA
Research Reports and other technical communications. They will propose conferences
and other information activities and will provide technical input and review of all
information packages relating to their area of expertise. They will also, and very
importantly, alert management to important research developments through the current
management reporting system. In addition, the researcher or project officer is solely
responsible for obtaining and submitting all necessary permission letters, courtesy notes,
and clearances for copyrighted material.
The laboratory TIM is responsible for working with appropriate laboratory staff to develop
the organization's annual technical information plan and to ensure that the plan is kept
updated. In addition, the TIM develops information plans and negotiates with CERI, where
appropriate, to develop optimum information products. This individual will also monitor
the development of technical information products and provide or coordinate appropriate
technical review of, and final laboratory signoff on, technical information plans, products,
and resource transfers.
The LD reviews the laboratory's technical information plan and approves that laboratory's
technical information publications and conferences. He/she recommends those projects
which are to receive special treatment in the EPA Research Report series and
recommends AA approval for technical conferences. The LD also approves the use of the
laboratory resources to support each technical communications product and appoints the
TIM for the laboratory.
The TIPM appointed by the OD, provides oversight of the entire technical information
program within the OD's office. This individual reviews, in detail, the laboratory's
technical information plans and all major modifications to those plans. The TIPM
-""'' coordinates the policy-level review of those products which require such review and
makes recommendations to the OD on all aspects of the technical information program.
The OD reviews and approves the technical information plans of his/her organization to
ensure an appropriate balance and specifically approves those conferences which are
aimed at a broad audience. The OD also provides or assigns someone to provide review
and approval for those technical communications products which require policy review or
are aimed at broad audiences on subjects within that OD's purview.
The responsibility of CERI is to provide technical communications policy and support to ail
of ORD and to process all printing of products aimed at audiences beyond the technical
peer group or laboratory personnel. CERI will work with Laboratory TIMs and the OD's
TIPMs to develop TIPs and to provide editorial quality control over most ORD research
information products. They will also provide or coordinate most support activities for
conferences and technical communications products aimed at broad audiences.
a
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Project
Documentation
Journal
Articles
Every EPA research contract, grant, or comparable in-house research project must be
properly documented. Such documentation has a three-fold purpose. First, it ensures that
all useful information and data are made available to the scientific and regulatory
communities through appropriate channels. Second, it ensures the availability of all
relevant data, in accessible form, in case of serious legal or scientific challenge. Third, it
accounts for the expenditure of public funds and ensures that EPA researchers get credit
for their work.
Permissible documentation of research projects—projects not exclusively designed to
produce one of the other products described in this guide—must take one or more of the
following forms:
Journal Articles are encouraged. The peer-review mechanism is an excellent way of
establishing the quality of our work.
EPA Research Reports—specially formatted technical reports distributed by EPA—will
be reserved for only the very best and most important ORD research output^
Project Reports constitute the primary mechanism for documenting EPA's research.
These reports will not be printed by EPA and will be made available only through the NTIS
system.
The production of a Project Summary is required for every Project Report. This summary
will be printed and distributed as appropriate to gain visibility for, and widespread use of,
the information generated in the related Project Report.
Unpublished Reports: In exceptional cases where none of the above are appropriate, an
unpublished report, along with justification for nondistribution, is required to be centrally
filed with CERI.
Description
Journal articles are a major means by which ORD scientific information reaches the
research community. They afford researchers the experience of presenting their
results in compliance with the often rigorous requirements of the journals for
substance, style, and format. Also, articles accepted by peer-reviewed journals
enhance ORD's credibility and reputation with peer audiences in all fields.
Another benefit of good journal articles, often taken for granted, is that they provide
references for the development of criteria documents and for the defense of proposed
and existing standards. From the standpoint of the regulatory audience, and in terms
of EPA's primary mission, this is an objective which every journal article author must
keep in mind.
Initiation—Anyone in ORD may initiate a journal article. He/she may initiate it through
whatever channels are appropriate in his/her laboratory or office.
Review/Approval—Publications by EPA employees proposed for scientific journals
which incorporate peer review are exempt from the process required herein. Individual
laboratories or offices may establish review procedures to the extent they deem
necessary.
EPA encourages the independent publication of the results of its contract and grant
research in appropriate scientific journals as an important method of recording and
reporting scientific information. Any journal article so published must, however, contain
the following statement:
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"Although the research described in this article has been funded wholly or in part by the
United States Environmental Protection Agency through contract or assistance agree-
ment (number) to (name), it has not been subjected to Agency review and therefore does
not necessarily reflect the views of the Agency and no official endorsement should be
inferred."
Preparation—The initiator will write the journal article.
Quality Control—Technical content is the responsibility of the initiator.
Reporting/Oistribution/Documentation—Once the article has been approved for
submission, an ORD Clearance Form is to be submitted to CERI simultaneously with
submission to the intended journal. After publication, one reprint, along with a completed
EPA form 2220-1, is to be submitted to CERI. CERI will also handle submitting the article to
NTIS. Finally, it will be the responsibility of the project officer to ensure that copies of all
journal articles supported by EPA and authored by EPA contractors and grantees are also
submitted to CERI.
Research
Reports
Project
Reports
Description
These reports represent the best of EPA's research in an attractive, high-quality
format. These reports may be the result of a single major research project, a synthesis
of the results of several related research projects, or a special technical report
generated to meet an overriding information need. EPA Research Reports normally
will contain information not appropriate for or not published in peer-reviewed
journals. They will not normally contain large volumes of back-up data. This data will
be submitted to NTIS and referenced in the EPA Research Report.
Initiation—Any researcher or project manager may propose an EPA Research Report.
This proposal, comprised of an abstract, justification and expected cost (production costs
obtained from CERI), will be submitted through the researcher's supervisor and the
Technical Information Manager, to the LD or OD. Any one of the latter three individuals
may initiate the project by authorizing the requisite resources.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LO, OD and AA, may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is a co-author.
Preparation—Once the report receives the appropriate approval, CERI will be available to
provide any editorial and production support. CERI's extramural production and printing
costs are to be reimbursed by the initiator's organization.
Quality Control—All control over the content of the report will be the responsibility of the
initiator, subject to the review/approval procedures stipulated above. CERI will be
responsible for style, format, layout and graphics.
Reporting/Distribution/Documentation—CERI will have the report printed and
submitted to NTIS. CERI will handle distribution of the report to a special list of key
libraries, to those stipulated by the project initiator, and to other recipients on request.
Description
Project Reports provide the means by which most EPA research is documented and
made available to the research community. 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
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the project or would require additional background data to survive rigorous scientific
challenge. A Project Report is published and distributed by NTIS only; it is not printed
by EPA. For every Project Report produced, a Project Summary must also be
produced.(See the procedures under "Project Summary" in this section.)
Initiation—Creation of a Project Report is the responsibility of the contractor/grantee
who is guided by the EPA project officer or researcher.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is a co-author.
Preparation—The contractor, grantee or EPA researcher is responsible for preparation of
Project Reports. He/she is urged to adhere to "Handbook for Preparing Office of Research
and Development Reports." This specification may, however, be waived by the project
officer or researcher. Minimum acceptable documentation is camera-ready manuscript
(image area and reproducibility conforming to NTIS requirements).
Quality Control—Technical content is the responsibility of the initiator.
Reporting/Distribution/Documentation—CERI is responsible for submitting the report
to NTIS for public distribution.
Project
Summaries
_
Description
A Project Summary is a short synopsis of the key findings of a research project, which
is otherwise published and recorded only as a Project Report by NTIS. Project
Summaries are primarily written to allow an individual to determine whether he/she
wishes to purchase the full Project Report from NTIS. These summaries should be
written in the terminology commonly used in the applicable area of research. The
summary should be as short as possible, ideally less than four printed pages in length,
but up to 12 pages may be necessary on exceptional reports. Project Summaries are
key means for gaining wider appreciation of ORD's research. Project Summaries,
unlike their parent Project Reports, are printed and distributed by EPA. Project
Summaries are normally produced only in conjunction with a Project Report.
Initiation—Researchers who document a research project with a Project Report must
produce a Project Summary.
Review/Approval—The project officer or researcher is responsible for obtaining any
peer review required by ORD/Laboratory policy. This review will be obtained simulta-
neously with the review of the Project Report upon which the Project Summary is based.
The LO approves the Project Summary for publication and distribution.
Preparation—Production of a Project Summary is the responsibility of the individual who
produced the parent Project Report. The draft of the summary will be sent to CERI along
with the Project Report.
Quality Control—Technical content of the Project Summary is the responsibility of the
EPA researcher or project officer. The Technical Information Manager is responsible for
monitoring the quality and effectiveness of the summary itself.
Reporting/Distribution/Documentation—CERI will distribute the Project Summaries
to the audiences specified by the initiator and to any other audiences as appropriate.
Project Summaries will contain clear reference to NTIS for the full report.
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Unpublished
Reports
Description
Unpublished reports are those for which a decision1 has been made that publication
would not be in the public interest for one or more of the following reasons: (I) The
quality of the work was substandard, misleading, or so inconclusive as to have no
scientific value; (2) the results are highly redundant of a prior investigation; and/or (3)
the results are to be incorporated in subsequent reports (definitely planned} and early
dissemination of partial results would not prove cost-effective.
Initiation—Any researcher may use appropriate channels in his or her office to propose
that a report not be published.
Review/Approval—It is the responsibility of the LD to decide whether a report will
remain unpublished.
Preparation—The initiator prepares the final draft of the report together with a short
justification of why the report should not be published and forwards these through
appropriate channels (including the TIM ) to the LD.
Quality Control—Technical quality control is the responsibility of the initiator.
Reporting/Distribution/Documentation—If the LD gives approval not to publish a
report, the i nitiator forwa rds a copy of the report plus justification for non-publ ication a nd
a clearance form to CERI for cataloguing. When a report has been deemed unfit for
publication, it should not be referenced or distributed.
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Meetings and
Selected
Publications
Conferences are by far the most expensive means of transferring our technical
information. At times, however, they may be cost-effective, especially when it can be
clearly justified that face-to-face contact with a particular community provides the
most efficient means of transmitting the information. Technical Newsletters.
Published Papers, and Book Articles may be appropriate alternative media for
transferring information to specific communities.
Technical Conferences and Proceedings address narrow scientific or technical issues in
a speech presentation rather than in an interactive format. They differ from seminars in
having more rigorous formal presentations, a broader scope of concerns and a lower level
of audience involvement. Conferences employ a rigid format including prepared papers
and proceedings.
Technical Newsletters keep the research or technical community informed of the current
status of research, and of meetings and publications in particular subject areas.
Published Papers and Book Articles allow researchers to communicate at a peer-group
level.
Technical
Conferences
and
Proceedings
Description
Conferences and symposia are the most costly form of communication for OR D. and a
great deal of thought must go into the decision about whether a conference is the best
way to reach the targeted audience. Despite their high cost, they have the advantage
of live presentation of the most recent results and findings and face-to-face
interchange among the experts in a particular field of specialization.
There are two relevant items of OR D policy concerning conferences. First, because of
the cost and high visibility, CERI will be notified as soon as a conference is proposed,
and either CERI staff or a CERI support contractor will assist, as appropriate, in
handling the detailed support activities associated with the conference. Secondly,
proceedings will be produced from every ORD conference and submitted to NTIS so
that the information produced will be available.
Initiation—Any researcher or group of researchers may initate a proposed conference
when that particular medium seems to be the most cost-effective means of reaching the
appropriate technical community. The initiator will prepare a proposed agenda, list of
speakers and attendees, conference objectives and all anticipated costs for holding the
conference and producing the proceedings, including cost of speakers, editing and
preparation of camera copy, as well as printing. The latter support costs may be obtained
from CERI through the TIM. The proposal will then be submitted through the LD and OD to
the AA, R&D.
Review/Approval—Proposed technical conferences are to be reviewed by the LD or OD.
This individual must ensure that the conference is justified on its technical merit as the
most cost-effective means of transferring key scientific data to the proposed audience.
Authority to approve such conferences may be delegated to the TIM or TIPM. Each paper
resulting from EPA-funded research to be presented at the conference must also undergo
peer review. A minimum of two peer reviews each is required at the immediate supervisor
level. Each higher level of management, i.e., LD, OD and AA may request additional peer
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reviews. For contractor/consultant/cooperative agreement originated manuscripts, the
Project Officer shall be an additional reviewer unless the Project Officer is a co-author.
Preparation—Once a proposed conference has been approved by the AA, R&D, the
substantive development (defining the scope, securing the best available outside ORD
speakers, etc.) is the responsibility of the initiator, with CERI available in a consulting role.
The support requirements (site selection, displays, audio-visual, proceedings recording
and preparation, etc.) will in all cases be accomplished with CERI or CERI contractor
support in consultation with the initiator(s). Every conference must result in the
production of a proceedings, and funding must be set aside for this purpose. Format for
preparation and production will be provided by CERI.
Quality Control—Technical quality control is the responsibility of the initiator. CERI is
involved with the presentation of every conference sponsored by an ORD unit. This means
that CERI will assist in selection of the most effective site for the conference, the best
displays and graphic presentations, the best audio-visual support, in consultation with the
initiator(s). CERI will provide support contractors, where necessary, on an at-cost basis.
Reporting/Distribution/Documentation—CERI will be notified of the agenda, dates,
and other appropriate information once a conference is approved. This information will be
catalogued and filed for future reference at CERI. Once a conference is completed, CERI
staff or a CERI contractor will work with the conference organizers and the TIM to produce
the proceedings, which will become the permanent record. The proper documentation of a
conference is ultimately the responsibility of the initiator. Copies of the proceedings will
be made available through NTIS and will be published in limited quantity by EPA through
CERI.
Technical
Newsletters
Description
Newsletters are designed to keep the research and technical community abreast of
current research status, results, meetings, and publications, on a routine basis,
normally either monthly or quarterly, depending on the volume of significant activity
at the laboratory or office. Newsletters should normally be prepared in house with
contract assistance as necessary for editing and camera-copy preparation. They will
range from one to no more than eight pages 8-1/2 by 11 in, in one color with basic
graphics, where appropriate.
Initiation—All newsletters must comply with OMB Circular A-3. CERI will assist with the
necessary Agency and OMB clearances.
Review/Approval—Every individual issue of a newsletter must follow peer review
procedures. A minimum of two peer reviews each is required at the immediate supervisor
level. Each higher level of management, i.e., LD, OD and AA may request additional peer
reviews. For contractor/consultant/cooperative agreement originated manuscripts, the
Project Officer shall be an additional reviewer unless the Project Officer is a co-author.
Preparation—The LD or OD will appoint one or more researchers to serve as editors. The
editors will solicit information and articles from the staff and prepare the newsletter in a
specified ORD newsletter format. CERI will be available to assist in the newsletter
preparation.
Quality Control—CERI will assist in preparation, style, and format review if requested.
The organization's TIM or TIPM will review each newsletter for accuracy prior to
distribution.
Reporting/Distribution/Documentation—Initiating laboratories/offices are responsi-
ble for distribution of newsletters. CERI is to receive one copy of all ORD newsletters.
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Published
Papers/Book
Articles
Description
Published papers/book articles allow researchers to communicate at the peer level
and attain visibility and credibility for EPA. A paper is written text of a presentation to
be delivered before a scientific peer group. It becomes a published paper subject to
EPA/ORD peer review, if (1) it will appear as a preprint or in a proceedings of a
meeting, or {2} it will appear in a non-peer-reviewed journal or similar periodical.
As part of OR D policy, a copy of the paper and a clearance form are to be sent to CERI
when a paper or a book article is submitted for publication by a private publisher.
Initiation—Anyone in ORD may initiate a paper or article to be published externally to
EPA.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is a co-author.
Preparation—On approval of the supervisor, the initiator may submit the paper to the
publisher for publication.
Quality Control—The draft will be reviewed for technical content, consistent with
Laboratory or ORD peer-review policy, then forwarded, together with any comments, to
the LD, OD or his or her delegee as described above for review of content, compatibility
with current policy and programs, and final approval.
Reporting/Distribution/Documentation—The final draft of a paper or article along with
an abstract and a clearance form is to be submitted to CERI by the TIM. A reprint of a book
article can subsequently be substituted for the draft sent to NTIS.
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Applications
Guides
These publications are directly useful at the operational level in environmental
research or pollution control work. They may be instructional guides which detail
proper monitoring techniques or sampling methodologies, or they may be inclusive
descriptions of new and applicable technologies, models, or processes.
User's Guides explain or describe how to employ an ORD-developed model or process and
assist the reader in exploiting existing products or techniques.
Design Manuals are inclusive descriptions of new technologies or methodologies and are
used by the reader in creating, constructing, or maintaining a product or process.
Handbooks are practical references containing a wide range of information on a
particular subject area, for use at either the desk or the bench.
User's Guides Description
Design
Manuals
The User's Guide explains and describes an ORD-developed model or process. It is
necessary if potential users are to be able to exploit off-the-shelf products.
Initiation—User's Guides will be initiated in response to OD recommendations or to the
recommendations of research committees, regions, program offices or researchers. The
major responsibility for following through on a proposed User's Guide is shared by CERI
and the appropriate laboratory personnel.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is co-author.
Preparation—The contractor, grantee, or EPA researcher is responsible for final
preparation of User's Guides under the guidance of the project officer. Camera copy for
User's Guides must conform to the requirements in the "Handbook for Preparing Office of
Research and Development Reports."
Quality Control—Technical content is the responsibility of the project officer. CERI will
review the style and format of the guide.
Reporting/Distribution/Documentation—CERI will arrange for printing and distri-
bution in accordance with the laboratory's and requesting/sponsoring office's recom-
mendations and will also arrange for the guide to be sent to NTIS.
Description
Design Manuals are comprehensive specific descriptions of new technology or
methodology applicable to a particular environmental problem. Design manuals are
intended to guide the user through major steps of the process of creating, constructing
and maintaining a particular technology or technique. In most cases, these works will
require input from several laboratories, other ORD offices and EPA program offices.
Initiation—Manuals will be initiated in response to OD recommendations, or to
recommendations of research committees, regions, program offices or researchers. The
major responsibility for following through on a proposed manual is shared by CERI and the
appropriate laboratory personnel.
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Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is co-author.
Preparation—Once the funding for the proposed manual has been approved by the
requesting/sponsoring organization(s), CERI will coordinate all phases of preparation.
Quality Control—CERI will obtain reviews by technical experts in the subject matter of
the manual. It is crucial that the most expert research engineers in EPA perform this task,
since the completed manual will, in effect, be the Agency's final word on the subject. CERI
will review the style and format of the manual.
Reporting/Distribution/Documentation—Camera -ready copy of the manual will nor-
mally be produced by a CERI contractor. CERI will arrange for printing and distribution in
accordance with the laboratory's and requesting/sponsoring office's recommendations.
CERI also will arrange for the manual to be sent to NTIS.
Handbooks Description
Handbooks are reference tools which may be used either at the desk or the bench.
They are broad collections of information, statistics, data and techniques which are
proven both accurate and highly relevant to the subject area. Handbooks require a
great deal of assistance and review to be comprehensive, and are intended to retain
both their relevance and utility for years.
Initiation—Handbooks will be initiated in response to OD recommendations, or to
recommendations of research committees, regions, program offices or researchers.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is a co-author.
Preparation—In all cases, once the funding for the proposed handbook has been approved
by the requesting/sponsoring organization(s), the technically expert researchers will
coordinate all phases of preparation with CERI. CERI will provide or coordinate technical
writing and editing, graphics, photography, and layout.
Quality Control—The LD will designate the technical experts in the subject matter of the
handbook to perform technical review of the final draft. It is very important that the most
expert researchers in EPA perform this task, si nee the completed manual will, in effect, be
the Agency's final word on the subject. CERI will review the style and format of the
handbook.
Reporting/Distribution/Documentation—Camera-ready copy of the handbook will
normally be produced by a CERI contractor. CERI will arrange for printing and distribution
in accordance with the laboratory's and requesting/sponsoring office's recommenda-
tions. CERI also will arrange for the handbook to be sent to NTIS and will provide whatever
publicity is necessary to ensure the saturation of the intended audience(s).
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Summaries/
Syntheses
Environmental
Research
Briefs
Program
Summaries/
Plans
Environmental Research Briefs are short technical summaries of the status, results or
major advances in ORD research.
Program Summaries/Plans present a specific program, its mission, mandate, organiza-
tion and plans, in a condensed format for both internal management and external review.
Technology Transfer Reports are short, attractive and effective presentations of
scientific advances for communication with the technical applications (user) community.
Description
Sometimes it is desirable to publish a short summary announcing the status of an ORD
research project before a complete report can be prepared. In such cases, an
Environmental Research Brief can be produced to convey this information in a timely
fashion to a large audience.
Initiation—Anyone in ORD may initiate an Environmental Research Brief. The initiator
should prepare a draft of the proposed bulletin and forward it to CERI through whatever
internal laboratory or off ice channels his/her organization may have and through the TIM.
CERI will assist with necessary Agency and OMB clearances in compliance with OMB
Circular A-3.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, OD and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is a co-author.
Preparation—Preparation of the initial draft is the responsibility of the initiator. CERI will
provide editorial support as requested, in addition to production and distribution support.
Quality Control—Technical and quality control is the responsibility of the initiator. CERI is
responsible for production.
Reporting/Distribution/Documentation—The initiator will provide a desired distri-
bution list. CERI will handle distribution and retain master copies.
Description
Program Summaries/Plans are introductions to a particular major research program.
For both internal use as a unifying document and for external use as a detailed
introduction, these documents are normally 12 to 32 pages in length. Program
Summaries/Plans focus on organizational issues, mandate, roles, goals and plans
with minimal discussion of the background or details of the environmental issues
addressed by the program.
Initiation—Any program manager may propose a program summary, but production will
not begin until an outline is developed which is acceptable to the program manager, the
TIM and the Director of ORPM.
Review/Approval—A Program Summary/Plan will normally begin with a draft produced
by the program manager and/or TIM. All subsequent drafts will be developed under the
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Technology
Transfer
Reports
review of, and in cooperation with, these individuals, who will ultimately be responsible
for the content of the report. Final approval for distribution of the report must come from
the next higher level of management.
Preparation—All information required to prepare a Program Summary/Plan will be
provided by the Program Manager and/or TIM. CERI and TIO will normally handle all
editing, layout, graphics and production, in close cooperation with the TIM.
Quality Control—The quality and accuracy of the content of the reports are the
responsibility of the TIM. The quality of the design, layout graphics, etc. is CERI/TIO's
responsibility. CERI/TIO will be reimbursed by the subject program for any extramural
expenses incurred, including printing.
Reporting/Distribution/Documentation—CERI will handle printing and distribution of
the report to the audience(s) specified by the Program Manager and TIM. Copies will also
be submitted to NTIS.
Description
Technology Transfer Reports have long been one of ORD's most popular forms of
communication with the technical applications community. Generally, these reports
are summaries of significant control technology developments which may be covered
in far greater detail in handbooks and manuals. These reports are especially suited for
providing their audience with a succinct, accurate overview of a complex subject.
Initiation—Technology Transfer Reports will be initiated by individuals within a laboratory
or OD's office. The Technical Information Managers are responsible for notifying the CERI
staff when there is a technology development that merits reporting in the technology
transfer series.
Review/Approval—A minimum of two peer reviews each is required at the immediate
supervisor level. Each higher level of management, i.e., LD, 00 and AA may request
additional peer reviews. For contractor/consultant/cooperative agreement originated
manuscripts, the Project Officer shall be an additional reviewer unless the Project Officer
is co-author.
Preparation—CERI is responsible for the preparation of all Technology Transfer Reports.
The Director of CERI will arrange for his staff to work closely with the cognizant personnel
in the laboratories and offices as the text of the report is drafted and appropriate artwork
and photography are developed.
Quality Control—In addition to review by CERI staff, drafts of Technology Transfer
capsule reports will be reviewed by at least two technical experts in the laboratories or
offices. The Director of CERI will make arrangements for this review. CERI will have an
internal quality control review of both the technical quality and the style and format.
Reporting/Distribution/Documentation—CERI will print and distribute the reports.
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Response
Reports
These reports answer requests for highly particularized technical information. Their
audience is often small and clearly defined and their formats vary greatly depending on
the nature of the request and urgency of the need. Although the technical information
contained in these reports is narrowly focused, the reports themselves often have
strong policy as well as scientific implications. As such, they must contain the most
considered scientific and technical positions of researchers in the pertinent field of
study. The subject matter of these reports ranges from evaluations of control
techniques to assessments of the potential effects of pollutants.
Problem-oriented Reports are responses to requests from EPA Program or Regional
Offices for scientific or technical information.
Criteria Documents distill out all that is known and identify that which is not known about
a specific pollutant so as to provide a scientific foundation for standard setting.
Assessment Reports are comprehensive evaluations of the effects of a given pollutant.
Problem-
oriented
Reports
Description
Problem-oriented reports are produced when there is a need for a written report in
response to a request from an EPA office. They normally address a specific issue or
problem and vary in format depending on the nature of the request and urgency of the
need. Such reports are duplicated or printed, depending on the distribution needs of
the requesting office. If the information produced as a Problem-oriented Report is of
interest to the public and meets clearance and documentation requirements, as
recommended by the TIM, the report will be submitted to NTIS for distribution and a
Project Summary published to announce its availability.
Initiation—Problem-oriented Reports will be initiated at the laboratory level in response
to requests from Program and Regional Offices.
Review/Approve I—If the report will be submitted to NTIS, a minimum of two peer
reviews each is required at the immediate supervisor level. Each higher level of
management, i.e., LD, OD and AA may request additional peer reviews. For contractor/
consultant/ cooperative agreement originated manuscripts, the Project Officer shall be
an additional reviewer unless the Project Officer is a co-author.
Preparation—The researcher assigned to the project will work with the TIM/TIPM and
CERI as needed to perform all writing and will initiate the technical review.
Quality Control—The Laboratory Director will ensure adequate quality control.
Reporting/Distribution/Documentation—CERI will arrange for distribution in accordance
with the requesting/sponsoring office's instructions. CERI will also arrange to have the
report sent to NTIS and will produce the Project Summary from draft copy supplied by the
initiator, if such action is recommended by the TIM/TIPM.
Criteria
Documents
Description
Air Quality Criteria Documents and Water Quality Criteria Documents are mandated
by the Clean Air Act and Federal Clean Water Act, respectively. The successful
23
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implementation of these major environmental laws rests partially on the successful
preparation of these documents. Both types of criteria documents required by these
laws contain a discussion of all the factors involved in the enhancement or
deterioration of the environment. It is partially on the basis of this information that the
Administrator decides at which level to set standards for regulating a pollutant.
Criteria documents are therefore subjected to the most rigorous public scrutiny and
stringent scientific review.
The Environmental Criteria and Assessment Offices have been established to prepare
these reports. ECAO-RTP prepares Air Quality Criteria Documents. ECAO-CIN
prepares Water Quality Criteria Documents. Both ECAOs use the expertise of ORD
researchers and the scientific community at large to augment their in-house scientific
staffs.
Initiation—Criteria documents are specifically required by the Clean Air and Water Acts.
Section 108 of the Clean Air Act mandates Air Quality Criteria Documents. Section 304 of
the Federal Water Pollution Control Act specifies Water Quality Criteria Documents.
Review/Approval—Final ORD review and sign-off for Criteria Documents is the
responsibility of the AA for ORD. Technical review is conducted by experts within and
outside EPA. External reviewers are selected on the basis of their knowledge in the
subject area. The Clean Air Science Advisory Committee reviews all Air Quality Criteria
Documents prior to the Administrator's signatory approval; the Science Advisory Board
and/or another Agency group reviews the Water Quality Criteria Documents.
Preparation—The ECAOs are responsible for preparing Criteria Documents and
assembling technical experts in the subject matter from within and outside ORD .
Quality Control—The document production staff at CERI will review the camera-ready
copy for style, format, graphics, and layout, or will accept the draft of the document in
paper or typeset-compatible form and will provide all design, typesetting, layout and
production support. Extramural costs, if any, will be reimbursed by the appropriate ECAO.
Reporting/Distribution/Documentation—Camera-ready copy of the document will be
sent to CERI for printing, distribution, cataloguing and/or forwarding of copies to NTIS.
Assessment
Reports
Description
There are a variety of scientific assessment outputs that are differentiated by the depth
and comprehensiveness of the evaluation. Health assessments may include one or
more of the following types of evaluations: carcinogenicity, mutagenicity, repro-
ductive toxicity, other chronic and acute effects, the routes and levels of human
exposure to chemical substances and estimates of effect/exposure levels and toxic
potency. Multimedia health assessments cover the known health data from all
exposure routes and they usually contain limited media quality information.
Other Agency assessment documents may evaluate information on welfare effects,
site specific effects, technological processes or socioeconomic implications. These
documents also serve as the scientific basis for regulatory decision making.
Initiation—Assessment Reports are initiated at the request of another EPA office.
Review/Approval—Multimedia health assessment documents are submitted for
rigorous public and scientific review; many of the other assessment reports receive a
similar level of review. External reviewers are selected on the basis of their knowledge in
the subject area. Health assessment reports are usually reviewed by the Science Advisory
Board or the Scientific Advisory Panel. Final ORD reviewand signatory approval is the responsibility
of the Assistant Administrator for Research and Development.
Preparation—The Director of any organization responsible for preparing an Assessment
Report assembles technical experts in the subject matter from within and outside ORD.
24
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Quality Control—The document production staff at CERI will review the camera-ready
copy for style, format, graphics, and layout, or will accept the draft of the document in
paper or typeset-compatible form and will provide all design, typesetting, layout, and
production support. Extramural costs, if any, will be reimbursed by the appropriate ECAO.
Reporting/Distribution/Documentation—CERI will arrange for printing and distri-
bution in accordance with the requesting/sponsoring office's instructions. Depending
upon the request, CERI may also arrange to have the report sent to NTIS.
25
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* • - ... ••' -J •'..'•
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Audio-Visual
Films and
Videotapes
On some occasions, films and videotapes are a cost-effective way to communicate
with an audience. While the film and videotape media are not recommended for
widespread use in ORD, they are useful in some limited applications where it can be
shown that they are superior to other forms of communication. All use of films and
videotapes will be coordinated through CERI for quality control.
Initiation—Any researcher may initiate a proposed film or videotape when that particular
medium seems to be the most effective means of reaching the audience. The initiator will
prepare a justification which includes expected audience and estimated cost. Estimated
cost may be obtained from CERI. The justification will then be submitted to the LD through
the TIM.
Review/Approval—The use of film and videotape as an information transfer mechanism
must receive prior approval of the Director, Office of Public Affairs.
Preparation—Once approved, a film or videotape is to be prepared, in most cases, through
CERI. CERI will assist in acquiring either in-house EPA or contractor support and will
advise the initiator on the presentation aspects of the production.
Quality Control—It is the responsibility of the initiator to verify the technical accuracy of
the material presented. CERI information specialists will review the film or videotape for
style, format, and rhetorical effectiveness.
Reporting/Distribution/Documentation—The researchers will prepare a description
of the film or videotape and will catalogue it with CERI for future reference. Distribution of
the film will be in accordance with plans developed by the initiator, the TIM, CERI and the
Office of Public Affairs.
27
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