&ERA Publication Management Volume 1 Standards And Requirements ------- Publication Management Volume 1 Standards And Requirements Questions or comments concerning the production of non-technical EPA publications should be directed to: the Deputy Director of the Publications Division, Office Of Communications And Public Affairs (A-107). Specifics on publishing technical documents can be obtained from the Centerfor Environmental Research Information. ------- Introduction This booklet describes the regulations and standards governing the manage- ment and production of publications produced for the U.S. Environmental Protection Agency. It also contains guidelines and general information to assist in the efficient creation of top- quality publications. Indudfd Publications Unless otherwise indicated herein, these regulations and standards apply to all Agency publications including but not limited to: * Technical documents * Pamphlets and booklets * Fact sheets * Reports to Congress * Instructional manuals * Posters * Bumper stickers * Pins and buttons * Catalogs * Periodicals * Announcements These regulations and standards need not be applied to such administra- tive documents as internal directives, RFPs, and correspondence. (See EPA Order 2200.4A for complete list of exemptions from EPA's Publication Review Procedure.) ------- Contents Introduction Included Publications 1 OCPA & You Services . 2 Responsibilities 2 Steps To Top-Quality Publications 3 Authorities 3 Terminology 4 Agency Standards The Graphic Standards System Program Identifiers Typography And Layout Format Chart Layout Grids And Cover Elements Writing Style EPA Requirements Disclaimers 22 Mailing Labels 23 Funding 23 Printing Regulations Printing Defined 25 Who May Print 25 Use Of Contractors And Grantees 25 Penalties For Violations 25 Maillng-Ust Validation 25 Bylines 26 Contractor/Grantee Names 26 Recycled Printing Paper 26 Use of Color 27 Illustrations, Etc. 27 Printing Request Form 28 ------- OCPA & You Services The Publications Division within the Office of the Associate Administrator for Communications and Public Affairs (OCPA), is staffed with specialists who have the expertise and equipment to turn your text into professional-caliber publications for optimal communication of your message. Our editors can work with you to achieve just the right tone and level of writing while maintaining proper gram- mar and conforming to Agency style. Our design and production team can provide the correct look and feel to maximize your message's impact while maintaining EPA's corporate image When contract work is called for, we can arrange it or help you evaluate outside proposals. In consultation with other OCPA communications experts, we can assist in the planning, the processing, the marketing; and the evaluation of your publication. In other words, the Publications Division is a full-service operation. capable and eager to atatatte cUeot> along virtually every stay tf At way towards creating effecitvavteary, and top-quality publication** Our clients generally discover that OCPA's services in planning, editing, design, illustration, layout, typesetting, and marketing are an inexpensive (if not free) and superior alternative to having the work done by private con- tractors. Another plus is the guarantee that the results will comply with all regulations and standards; thus helping to avoid last-minute delays in printing. If you have a message to commu- nicate, give OCPA a call. If a publi- cation seems the best vehicle for the message, the Publications Division is ready and willing to provide profes- sional assistance. Responsibilities OCPA is charged with ensuring that die Agency's communication efforts are coordinated, comprehensive, and credible. The Publications Division has been given the task of seeing mat the needs of the public for printed infor- mation are met while ensuring consis- tency and preventing duplication. The Division also carries out OCPA's task of implementing and managing the Graphics Standards System. Your attention to the Agency's needs and your cooperation with OCPA's tasks are critically needed and greatly appreciated. For each and every non-technical publication produced throughout the Agency, the Publications Division carries out OCPA's responsibility for: • Ensuring that the tone and level of writing is suitable for the intended audience • Ensuring that the writing is in accordance with Agency style and accepted rules of grammar and usage. • Determining if the whole package adds up to effective communication. • Confirming that sufficient reviews have taken place to support confi- dence in the publication's accuracy. • Ensuring that the production process is cost effective and that any use of contractors is warranted. Since resources are always limited, the level of scrutiny applied to various publications will vary. Generally, the wider the distribution and the more critical the issues covered, the more complete will be OCPA's editorial participation. The time to accomplish this work—one to two weeks, depending oh size and complexity—must be considered when the publication is first planned. While the Publications Division will make every effort to meet unexpected deadlines, a document will not be granted exemption from review simply because "there isn't time." ------- Steps To Top-Quality Publications 1. Decide on form, message, audience, and desired impact. 2. Consult with your AA's/RA's Publication Review Officer and other communications staff. Once concept is agreed upon, discuss with OCPA Communication Strategists and with the communication specialists in other EPA programs. (Weekly meetings provide one forum for such information exchanges.) 3. Research to obtain all necessary data and policy. 4. Write the first draft In some cases, the Publications Division staff can assist in the writing. 5. Edit and rewrite to achieve an accurate and professional text From this point on, dose coordination with the Publications Division is essential. 6. Design a format that makes sense for the message, the audience, the distribution method, and your budget 7. Illustrate with photographs and artwork that communicate clearly and please the eye. 8. Typeset for economy, and readability. 9. Paste up the layout to aesthetically fill the pages. 10. Proof the assembled mechanicals. 11. Circulate for review by all concerned parties. 12. Compile lists for dtaMbutfon. 13. Document that ilJMMfn and approvals have been completed. 14. Complete forms n|pNd for printing. 15. Deliver the camera copy to EPA Printing Management 16. Announce the publication's availability and market as appropriate. 17. Monitor response and distribution to evaluate usefulness and predict need for reprints. Authorities EPA Order 1110.23B, January 24,1974 (OCPA organization and functions) EPA Order 1015.2A, December 27, 1973 (Graphic Standards System) EPA Communications Manual, August 3, 1979 EPA Order 2200.4A and Memo, August 7, 1984 (Publication Review Procedure) EPA Order 1510.1 and Memo, June 24, 1987 (Communication Strategy Document) Administrator's Memorandum, February 27,1989 (Role of OCPA) ------- Terminology Banner The name and logo of a periodical which appears boldly across the top of the first page or cover. (This term is often con/used with "masthead.") Bleed To trim the margins of a printed page so as to cut into the printed area. Call-Out A short quote from the text, printed in larger type and placed within or around the actual text Used to intrigue the reader or to make a page full of type look less forbidding. Camera-copy The mechanicals and accompanying art and photographs which are ready to send to the printer. Caption A word or brief phrase, usually in bold or headline type, placed above a photograph or other illustration a> a label (Compare to Cutttafc) Colophon An inscription giving Cacto about the physical production of a publication: typefaces, presses, paper, etc. (The term can also mean a printer's or publisher's identification mark.) Outline A descriptive phrase or sentenced), usually in small or italic type, placed under or beside a photograph or other illustration. Display Type Heads, subheads, captions, cudines, call-outs, illustration labels, and any other type that is not part of the main body of text Rules of punctuation and grammar are often different for display type. Drop Cap An enlarged letter at the beginning of a block of text It is set into the copy and aligned with the top of the text Dummies Preliminary drawings or layouts showing the position of illustration* and text as they an to appear in the final publication. Foreword (Nmr 'Forward') (Sat Preface.) Galleys The continuous sheet of text returned from the typesetter, which is cut into columns and used to create mechanic- als. Gutter The area where two pages of a publication join at the binding edge. Halftones Reproductions of photographs or drawings through use of a screen pat- tern to show shading (as opposed to "line art"). Head-to-head The text on the front and back of a sheet is aligned in the same direction. Impression The result of one complete motion/ cyde of a printing press. Depending on the size of the press and the dimensions of the page, one impression can be from one to four or more pages. Introduction That part of the front text mat gives the background, importance, and/or overview of the subject of the publica- tion. (Compare to Preface.) Ligature Two or three typeset characters linked to create a single letterform. Example—fll ------- Masthead A box giving advertising and sub- scription rates and listing the names and titles of those involved in the publication of a periodical. Some use this term as a synonym for "banner." (In early newspapers it was placed at the top of the first page) Mechanicals Exact renderings of the formal layout of the publication pages, using corrected galleys of type to fill all copy blocks. They are the text portion of the camera- copy. Mock-up A stage between dummies and camera- copy that often uses photocopies of galleys and rough sketches of artwork. Orphan A paragraph's first line isolated at the bottom of a page of type (See Widow.) Photostats or Stats Photographic reprodudkafif mechan- icals. To achieve the matmrj clarity and sharpness over the auto plate, a special camera is required. Preface That part of the front text (usually the first) that gives the why and how of the publication itself. This term is preferred to the equivalent "foreword." Ring Folios Encircled numbers written in non- reproducible blue that identify the actual rage count in a document Often ring folios will not correspond to the printed page numbers (folios), as'these begin after the front matter and/or vary by chapter. Runaround Type set to fit the contour of an illustration or typographic element Saddle Stitch Binding the pages of a publication by use of staples in the fold of the leaves. Signatures Groups of printed sheets, containing the images of from 4 to 64 pages, which are folded as one unit to form a section of a book or pamphlet Table Of Contents A list of the main headings and the page* on which they appear. Should be labeled simply "Contents." Should not include front matter items. Type... A typeface is determined by its interior proportions, relative line widths, and overall design. Typefaces are referred to by "brand" names such as Palatine and Helvetica. Type fonn refers to distor- tions of a typeface—such as Extra Condensed or Extended, and angle— Roman or Italic (The latter character- istic is also known as type "posture.") Type weight means the general thick- ness of the letters' structural lines, such as light, medium, and demibold. Type! families are rather arbitrary categories of similar typefaces (and all of their different forms and weights) such as Modern, Script, Text, and Special. Typesetting The process of placing proportionally spaced type on a page using high- quality photo-composition equipment The result usually saves space while it improves readability. Recently, the term has come to be applied to propor- tional laser printing. Widow A paragraph's last line isolated at the top of a page of type. (See Orphan.) ------- Agency Standards Tht Graphic Standards Systtm In the mid-1970s, EPA worked with the public relations firm of Chennayeff it Geismar Associates to design a high- quality, unified, contemporary look for the Agency. The resulting Graphic Standards System was issued in 1977. The system was created for three main reasons: • Agency management saw a need for a single graphics approach to EPA publications to help eliminate the "patchwork" image resulting from the Agency's formation from many separate federal offices. • Documents were often published with design and typography not up to current professional standards, reflecting poorly upon the Agency. • The Government Printing Office was encouraging all federal departments to standardize the size and format of their publications. EPA's design package ha* long been displayed by GPO as an ideal system. The thoughtfulness whkfc wvjaft into its development is evident BMto A» re- markably little revision nejafesd since 1977. The lasting value ajj •» design was proven in 1988, when the system won top honors in the Presidential De- sign Awards sponsored by the National Endowment for the Arts. The value of the Graphic Standards System lies in its assurance of a high quality and uniform appearance for all EPA publications. It is not intended to inhibit creativity or stand in the way of meeting special needs or applications. Should your requirements necessitate a departure from the standards, the Publications Division will work with you to create acceptable alternatives. Official Statui Of Tha Graphic Standard* EPA Order No. 1015.2A states, in part 34. Tht Agency will utt the Agen- cy Identifier [logo] an att brochures and other printed matter. (Note: This system i* equally applicable to all Agency publications, including sdendflc/technical doeu- «y»n«« ff^A publications for f"**»"«i 3*. That Agency wuJ not utt my visual identification form other thai those authorized in this Order, SJL. Organixttums responsible for the organiutwn, preparation, presentation, or appearance of printed communications or graphic materialt must comply with preci- sion* of this Order and appropriate requirements in the EPA Graphic Standards System Handbook. (The term "appropriate" is used to indicate the exclusion of the handbook's requirements conceiting stationery.) 5J>. (1) The Director, Office of Public Awareness, is responsible for: The implementation and continuous management of the EPA Graphic Standards System, including supplements and revisions to the standards Handbook as required; and (2) The granting or denying of requests for exceptions to the policy promulgated in this Order. Currant Ytrston The original Graphic Standards System was presented in approximately 100 pages of directives, suggestions, examples, and reproducible artwork in a two-inch, three-ring binder. In this time of fiscal constraints, the cost of reproducing and distributing additional copies of mis colorful publication is prohibitive The actual text of the Standards—without the redundancies and the artwork—is brief enough to fit in the following few pages. • Direct quotes from the original text are reproduced here in italic type form so that the updates, printed in rotnan type, can be noted easily. ------- Introduction The graphic identity system for the United States Environmental Protection Agency reflects the Agency's intention to communi- cate a strong, authoritative, and consistent image. This manual establishes and delineates the graphic standards which EPA will adhere to in all of its visual communica- tions. The graphic standards put great emphasis on the continuity and consistency of all visual components to help makt EPA recognizable as a single federal agency. As this manual coven only the major needs of the Agency's communications tasks, it is intended that supplements be issued periodically to all holders of the EPA Graphic Standards. Tht EPA Logo The central element of the graphic commu- nications standards is the Agency logo, a combination of custom-designed letters and symbol which has been created as a single unifying element for the Agency's multi- tude of communications, and is designed to convey a simple and contemporary image of the United States Environmental Protection Agency. The commonly used abbreviation EPA has been adopted and replaces the lengthy legal name in areas of primary visibility. The accompanying symbol is an integral element of the primary identification. Aside from the importance of creating a memorable image for the EPA itself, the logo serves to clearly distinguish publica- tions distributed by the federal agency from att other environmental agencies on state and local levels. The Agency logo, even though it is composed of two elements, is one unit of identification. The relationship between the two elements has been carefutty established. • The space between them cannot be altered. • No alteration in the proportion, sots, or construction of either element is permis- swk. • The logo must always be reproduced in a single color, never in two or more colors at once. • The two elements should appear together at all times. • The individual elements should never appear by themselves. The integrated form is the only autho- rised visual identifier of the Agency (with the exception of the EPA Seal in certain situations not applicable to publica- tions). All other symbols and logotypes that have been developed by the various regions, programs, or special offices are to be discontinued. The height of the letters EPA must be equal to the cap height of the type being used. The letters EPA in the Agency logo were derived from the typeface Univers with some modifications in the design of the individual letters required because of their fixed relationship. When printing the Agency logo, utt repros only. [Note: Copies of the logo suitable for reproduction (repros) are available from OCPA.) The initials should not be reset in normal Univers when they are part of the Agency logo. The height of the capital letters corresponds, however, with the Univers alphabet and allows the logo and the normal Univers setting to match in height. EPAiog, EPAlert, or any other special designations derived from the EPA initials an never to be used as they change and . distort the Agency's correct name both visually and audibly, and compete with the Agency logo. All other special names are to be discontinued. ------- Agency Standards EPA Signature The EPA signature is the combination of the logo and its full legal name. lit application is mainly in print advertising, television, films, etc. and for all com- munication components where the standard grids do not apply. When using advertising signatures, it is important that they be placed in a promi- nent position within the advertisement format. The signature should align with columns of text or other graphic and illus- trative elements whenever possMe, aligning the £ of the initials and allowing the Agency symbol to hang out to the left. Thetogo: EPA Covtf Duign A major design consideration has been the standardisation of the arrangement of cover information. layout standards have been established to maintain consistency among EPA publications. The standard layout either groups together or separates different levels of information and organizes material both vertically and horizontally. (See pp. 16, 17, and 20.) All coven and publications pages have been divided into either one, two, three, or four vertical columns. Recurring identification elements (the full legal name of the Agency, the orig- inating office [AA or staff] or region, the producing unlf s mail code, the date of issue, and the publication number) are grouped across the top of the publication. The signature: Format For Identification Elements United States Environmental Protection Agency 20M-2017.2 June 1988 Region 3 (3PAOO) Environmental Monitoring Systems Laboratory (OHO) Air And RedMton (ANR-464~ The legal name must always be set in, three lines as shown, with "United States" unabbreviated. The number of the region should be set in Arabic numerals. Since space is extremely limited in some formats, the words "Office Of should be omitted unless doing so would imply an individual, i.e. "Office Of General Counsel" vvEPA United States Washington DC 20460 Environmental Protection Agency (ExwxJ ruto to btaed) ------- The configuration of the words and lines of titles is a dominant design dement on a cover. Due to the variation in copy, only general rules can be specified for their graphic treatment. The mandatory specification is that the title is to be set flush left and ragged right (unjustified). Attention should be given to the length of the lines. The breakup of the words should consider both their meaning and the resultant shape, avoiding hyphen' ation whenever possible. Program Identification To visually differentiate the various program areas and major activities of the Agency, the Graphic Standards System established a separate identification system that would not compete with the Agency's logo. This system consists of a specific color for each program's use and a band of ban and lines—oiled the Identifier'—across the publication's cover at or near the bottom. Use of the system is optional, but no other identification symbols were/are allowed. The option of using specific "program" colors never found favor within the Agency. (Today, colon are chosen according to their appropriate- ness to the subject matter and the accompanying artwork.) Changes in the Agency's organization sometimes require adjustments in the identification system. As any new Identifier is a change to the Graphic Standards System, offices desiring new or updated Identifiers should contact the Publica- tions Division, OCPA, for assistance and approval. Subordinate offices within programs that have established Identifiers cannot have Identifiers of their own. A consis- tent image for such offices, or for activities within such offices, can be achieved by using common illustrations on publication covers. These illustra- tions must not have the appearance of a logo or symbol, and must be large enough not to compete with the Agency's identification system. Offices art asked to consult with GCPA before initiating the design of any such illustration. Pagt Format A number of specific sizes have been adapted for all pamphlets, leaflets, and booklets to accommodate standard paper sizes. For each of the standard publication formats, a grid system has been established for both covers and inside layouts. The interrelationship between logo, typography, and other design elements is of utmost importance in maintaining a visual balance and continuity throughout all of EPA's publications. The grid systems are designed to accommodate all standard layout requirements established for EPA and allow for design flexibility of other design elements. The grid systems should be used at all times as layout guides for preparing artwork. They are not intended to restrict design creativity, but to facilitate and assist the complex task of the designer and to improve production efficiency. Four formats were established by the original Graphic Standards System. On* of these, the 8V4* x 8Vf -Special format,* is no longer used by EPA due to its excessive use of paper. The remaining three formats—8V4" x 11", SH' x W, and 4" x 9"—represent the most efficient use of printing-press paper and should not be deviated from. Documents intended for photo- copying by recipients for further distribution should be designed on the 8W x 11" grid. . ------- Program Identifiers: Idantifom in thia column ara aligned two inchM above the bottom Identifier* in thia column are aligned to bleed across th« bonom of tha paQ«. of th« page. '/A Tone SuHuncn Sup«i4wd RUk CongnunKinoa art 50^>«rc*nt rtductiona. In actual UM, all id«nttfi«r» must b« two inchM in haight) '5 ------- Agency Standards Typography And Layout The following specifications are designed to achieve maximum read- ability, as well as consistency with other EPA publications. Justification Any column of type may be set ragged-right To avoid excessive word-spacing, right-justification should be used only if the columns are wider than 14.0 picas. Hyphenation For unjustif ed type, avoid end-of-line hyphens except when necessary to prevent long words from causing extremely short lines. In any case, minimize hyphenation to the extent feasible and never allow more than two successive lines to end with hyphens. Vartical MM (Ones) In the 1800s, newspapers were forced to use vertical rules to lock their type into the cylinder of the priHtag press. Nowadays, wtaem to proper guide is followed, the oee of vertical rules to divide column* of type is unnecessary and is best avoided. White Space Liberal use of white space or "air" (blank areas on the page) is encour- aged whenever aesthetics, budget, and printing constraints allow. Typeface, Cover The standard typeface for tide and heads is Unroers. This typeface establishes t contemporary appearance and meets the specific requirements of simplicity and versatility. Among the outstanding virtues of Unwers is its clarity in small size, its even appearance, and its well-designed individual characters. Main titles or titles of series are always set in Unwers Bold, with the Agency logo and titles matching cap height. Subtitles are set in Univers Medium, in the same size as main tides. The identification elements at the top are set in Unwers Light. If Unwers 0 un- available, similar weights of Helvetica may be substituted. Typeface, Text Studies show mat about two-thirds of all readers prefer serif typefaces over sans-serif designs. Since serif faces atop have a somewhat greater legibility, they should be used for the main body of text EPA publications are generally typeset in the Palatino typeface. Computer /laser-printed materials will probably be most legible if produced using Charter, Ludda, or Stow—typefaces designed specifically to maximize legibility at the 300-dot-per-inch resolution of the common laser printer. This manual is set in Palatino (printed on a 1000- dpi laser printer). Typeface, Display Heads, subheads, captions, and cutiines may simply be set in varying sizes and weights of the body type, or a sans-serif type (preferably Univers, but Helvetica is acceptable) may be used. Univers is also recommended for labeling charts, graphs, and similar illustrations. Type Case, Form, And Weight The text should be set in caps and lower case. Tides, sub-tides, and heads should have the initial letter 4 each word capitalized—including "a, "of," "the," etc This eliminates uncertainty and die need to reset when line lengths are changed. Use all caps only for unusual and extreme emphasis or to denote an acronym. Most text should be set in a medium weight while words or phrases to be emphasized due to dietr importance to die content should be in boldface. Italics may be used to signify quotes, cite tides, or to put die correct emphasis on a word for clarity of meaning. ------- Agency Standards Covtr Type St» For 4" x 9" and 5-H" x W4" coven the tides should be set in 24 point and the identification elements in 8 point For 8-Vi" x 11" covers the titles should be 30 point and the identification elements in 9 point For periodicals, up to 4&-point type may be used. Tide typesizes may be increased somewhat to keep extremely short tides from "getting lost" on die page. Subtitles, especially lengthy ones, may be set in a smaller size than the tides. Body Typa Stoa And Column WMtti Reference materials, which are meant to be consulted radier than read at length, may be set as small as 8-point Type sizes for heads, cudines, and figures may vary as proportion and aesthetics dictate (the most common error is making display type too large). Other- wise, me table below shows die proper type sizes and distance between lines (leading) for each of die column widths allowed by die Graphic Standards System. Landscape Formats Avoid using landscape formats whenever possible. If numerous tables or columnar materials demand a landscape orientation, die margins and columns will be dictated by the form of die data. Covers for landscape booklets follow the same pattern as 8H" x IT portrait booklets, widi die tide beginning three inches from me left edge of the paper. Standard Formats With Recommended Type Sizes All dirranaion* are in indie* except for those marked a* points. Page Dimension Number of Columns Column Width Left Margin Right Margin Type Size (points) Leading (points) Or-WPAd): Primary WPAdj: Secondary 4x9 1 3.15 OJ Wr- it 0.014 0.056 U1 2.25 1.0 025 2 1.55 0.35 035 05 10.5 0.014 0.056 9.5 10 0.007 0.049 5.62x8.75 1 4.22 1.0 U1 3.32 1.5 0.25 2 £31 0.4 0.4 10.5 12 0.021 0.063 10 11.5 0.021 0.063 9.5 10.5 0.014 0.056 3 1.5 0.36 0.36 9.5 10 0.007 0.049 8.5x11 1+1 5.75 1.85 0.35 2 3.7 0.5 2+1 2.83 1.74 0.35 3 2.4 4 1.75 0.5 0.4 11 13 0.028 0.070 10 11.5 0:021 0.063 10 11 0.014 0.056 9.5 10.5 0.014 0.056 9.5 10 0.007 0.049 Gutters between text columns are O.r, between subhead columns and text are 0.15*. ------- 8W'x 11" — Placement Of Cover Elements &EPA United States Environmental Protection Agency Office or Region (Mail Code) Main Title Subtitle Publication Number Date Draft ?/EPA United States Environmental Protection Agency Office or Region (Mail Code) Category or Series Title Title Publication Number Date ------- 8Wx 11" — Layout Grids I 1 * 1 Column) 3 * * i 2 T2V, 11 ,1 , * V 35 (2 Columns) '^ 1 3 i •72* 23 ' , i , * (2 * 1 ostunwi) 1 23 A, ; 3 » A, : 17 17 ------- (SCOllMMM) Top of page. 15 15 JJ_L 15 (4 colwnn*) •- 2V, 11 11 11 11 Al eolwniM «nd 3 pica* from bottom at peg* ------- 5tt"x 8*" — Ptactment Of Cov* Elements United States Number Environmental Protection Date Agency Office or Region (Mail Code) vvEPA Title Sub-title ------- 8V — Layout Grids -9Vi. .20 3 Column G"fl 2 Column Gnd 1 Column Gnd witn Title Co.i-nn ------- 4"x 9" — Placement Of Cover Elements United States Number Environmental Protection Qate Agency . 0"'C° or Seg:cn (Mail Codei &EPA Title Sub-title ------- 4" x 9" — Layout Grids 3Vt All diagrams are drawn to scale using pica measurements V/K 2 Column Grid 1 Column Gnd with Tit'e Column 1 Column Grid ------- 20 Writing Style The rules given here are based on the GPO and/or Associated Press style books, with some modifications stemming from either common sense or personal eccentricities (depending upon your level of agreement). They should be applied consistently in writing and editing all non-technical publications. Punctuation Always use a comma after the second to last entry in a series. Dashes should be used sparingly. They are best employed to set off an "aside" within a sentence, and should not b« used to set off a final phrase unless that phrase is an appetitive or summary. When a dash is used—for whatever purpose—there should be no blank space before or after it Do not use a hyphen after an adverb ending in *1y." As a general rule (although general rules are dangerous here) compound modifiers should be tijjJMMHil a* required to avoid aaMpJftyl Sample: "a waste reduction peMUaT to both a waste program and •jpBttfaB program, so a hyphe* ft not necessary to prevent confusion. But "• hazardous waste program" could be interpreted as referring to a wast* program that is dangerous, so a hyphen is preferred. It is acceptable, however, to consider the overall context when judging a term's potential for ambiguity. The text following a bullet, or other graphic device used to set off the elements of a list, should always begin with a capital letter and end with a ( period. Do not use semicolons and do - not put an "or" before the last item. The only exception is when no bulleted item is longer than the length of the line, in which case the periods may be omitted. The terms "federal," "itate,* "local" and "tribal" are not capitalized unless they begin a sentence or are part of an official tide. "Agency" is capitalized when it refers to EPA, The terms "section* and "article," as in article 3, section 14, are not capital* ized. Unless otherwise specified here, refer to the GPO StyltManiul for guidance on capitalization. In partic- ular, see sections 15 (Chesapeake Bay, the bay), 3.19,335, and 3.44. ^Abbreviations As a noun, always spell out "United States." As a modifier, "U.S." is acceptable (but not in the Agency's ne on covers and title pages). .Always use the two-letter poital code abbreviations when abbreviating state names. No periods: "NY" not "N.Y." Note, however, that abbrevia- tion is only appropriate in long lists and addresses. "Southwest" is one word; it is abbreviated "SW." with only one period. Ditto for all compasi points. Do not use "St" unless you are referring to a saint Numerals Single digit numbers (lower than 10) are spelled out unless they are used with measurement symbols or abbrevi- ations: 5*, 6 mph, etc Double digit numbers (greater than nine) are expressed in digits unless they begin a sentence; but such sentence structures should be avoided whenever feasible. The numbers of EPA regions are expressed in Arabic numerals, not Roman. Do not number items in a list unles the number signifies an absolute value or meaningful sequence, or unless you frequently will need to refer back to specific items; otherwise, use bullets or other graphic devices. ------- TltiM For darity, consistency, and in view of the needs of bibliographic databases, titles should be restricted to two levels: one main title followed, if required, by one sub-titla In references, the division between main and sub-title is signified by a colon; on covers it is indicated by spacing down one line and shifting to a lighter weight (and sometimes a smaller size) of the same typeface. Also for purposes of darity and easy reference, one of the key words in the title should be at the beginning or as near as feasible. Therefore, such phrases M "Report To Congress" and "Guide To Federal Activities" should be placed as sub-tides rather than used to begin the main title. Msctilanaous Styto Labels for illustrations, tables, and Us* do not require the obvious descriptions ("photograph,- "table," "list," et^ Especially, do not write Table of ' Contents." Use the artide V i pronounced "h," For i history of an heir. The first use of a f measurement should be written "XX degrees Fahrenheit" (or Celsius, not centigrade). Further references to the same scale are written "XX "F" or "XX •C". Note the thin space (about 0.02") between the digit and the degree symbol. Spell out "percent" (one word). Be sure to hyphenate When using as a modifier "five percent of the populace" but "a 40-percent reduction." The pronouns "we," "us," and "our" should only be used to designate the Agency or a part thereof. Do not use them to mean a combination of the reader and author, as in "Let us examine the facts' Avoid long sedes of modifiers (more than two) by re-writing. Example 'Leaking underground storage tank regulation implementation plan * would be considerably easier to grasp if written "A plan to implement regulations covering underground storage tanks that leak.' Sptdfic Torms EPA, not the EPA. Also, do not spell out "Environmental Protection Agency" in articles for the EPA. Journal Our environment consists of what surrounds us: air, water, trees, etc The "earth's environment" likewise consists of what surrounds the earth: planets, stars, cosmic dust, and the like. The term "waste" is essentially plural Do not add an "s" unless you are writing of different types. For instance: "hospital waste ii composed of various dangerous items," but, "solid and liquid wastes differ in important respects. * The noun is "cleanup," the verb form is "clean up," and the adjective is "clean-up." To "dispose" means to arrange, incline, or set in readiness, as in "The on-xme-coordinator will dispose the clean up crew on the site." If you want to get rid of something, you must "dispose of it—even if you must thereby end a sentence with a preposition. Commonly Misused Words Despite the leniency of some dictionaries, clarity and consistency demand that "may" be used only to signify permission, not as a for "can" or "might" Be careful of using "which" in place of "that" "Which" is a parenthetical modifier telling something about the subject that is not absolutely necessary to the communication: "The project, which is six weeks overdue, is still with the contractor. * "Thar* provides a necessary definition or restriction: "Let'- review the project that is six weeks over- due.' Do not begin a sentence with "However" unless you mean it in the sense of: "However we do it, they won't like it* Using the term in the midst of a sentence, however, is permissible. ------- EPA Requirements Disclaimers As a general rule, disclaimers are not required for publications in which EPA is informing the public or indicating environmentally preferable procedures. Both OCPA and the Office of General Counsel strongly discourage statements that attempt to absolve EPA of any responsibility for the "usefulness" of a publication. In documents, such as conference proceedings, that include articles by non-EPA individuals expressing their own opinions, a disclaimer such as the following should appear. The material in Mi document hat been subject to Agency technical and policy review and approved for publication as an EPA. report. The mem expressed by individual authors, however, art their own and do not necessarily reflect than of the US. Environmental Protection Agency. All draft documents require a dis- claimer. That disclaimer should state that the document is 10 etafc «bould not be quoted or dta^[(Bp DM not been subject to recj^M^lRfc policy and/or technical revlftK h addition, the disclaimer should radiate whan me report is scheduled to be released in final, official form. For technical and scientific articles which are based on EPA-supported work and published in professionally peer-reviewed (refereed) journals, a statement should be prominently displayed that the work on which the article is based was "supported in whole, or in part, by the V.S. Environmental Protection Agency under contract/grant/cooperative agreement/inter-agency agreement number ." In those rare instances where a document cannot be brought up to Agency standards and yet is in final form/ an explanatory disclaimer is called for. It should state that the document had been subject to Agency technical and policy review but failed to meet Agency standards for publication as an EPA document In addition, some explanation for the shortcomings must be included. The explanation should discuss the technical shortcomings (e.g., the monitoring equipment was improperly calibrated) rather than procedural issues (e.g., the grant, or grantee, expired.) For material produced for independent publication by an employee on his or her own time and using no EPA resources, no disclaimer is necessary unless that employee's relationship to EPA is mentioned. In the latter case, a disclaimer should stac that the views expressed are those of the authors) and do not necessarily reflect those of EPA. In all cases where particular cotnpa nies, trade or service names, product names, or other commercial references are dted, a disclaimer such as the following is essential Mention of trade names, products, or services does not convey, and should not be interpreted as convey- ing, official EPA approval, endorse- ment, or recommendation. ------- Mailing-Labels When space and format allow, OCPA's layout artists can set up a publication so that it can be mailed without being placed in an envelope. To eliminate the need for the Post Office to cancel and postmark mail, and to achieve other efficiencies, EPA now uses the postage-meter system. With only one exception, all mail leaving the Agency will be stamped via a postage meter in the EPA mail room. The exception is the mailing permit imprint1- Occasionally, programs ask for the inclusion of a self-mailer with EPA's mailing permit number already imprinted so that the publications do not need to be individually stamped. Sclf-mailen can only be used for bulk mailings of 200 or more copit* or weighing more than 50 pound* that are sent from the headquarter* mail room. If fewer copies of publications with self-mailers art sent to the mail room, the mail handlers wffl have to overlay the imprints wis^ I stamps. If a contradnt4tl puts such publicaticmflftaemaiL the postal service will not ettver them. All metered-mafl pieces must have a complete return address in the upper left corner along with the words "Official Business, Penalty for Private Use $300." Funding When planning the funding of publica- tions or audiovisual products, it is often important to know the appropriation category of the funds that are to be used. Jhe production of publications, TV public service announcements, photo- graphs, etc, are deemed management and administration support items and are recorded in EPA's finance system as Salaries and Expenses appropriation expenditures. Therefore, whenever funds are transferred to OCPA to cover such costs, ^V^r^** and Expenses accounting data most be used Any questions concerning resource usage or reimbursement should be directed to The Director, Office of Executive Support, Office of the Administrator. ------- 24 OMB Controls On May 11,1922, the precursor to the Office of Management and Budget (OMB) issued a circular numbered A-3 designed to "more effectively manage the Government's periodicals." In 1981, OMB Bulletin No. 81-16 and Supplement No. 1 initiated a control plan for both periodicals and non- recurring publications (leaflets, pamphlets, booklets, etc). Under this plan, a moratorium on all publishing could only be lifted if an agency demonstrated that a satisfactory system to control publications had been installed and implemented. The control system must "be used to monitor and review periodicals and non-recurring publications to assure that they are • necessary in the transaction of the public business required by law." Under the latest version of Circular A-3 (May 1985), agendas must continue to implement the OMB-approved control system and must submit an annual report to OMB listing virtually aO publications, both ptrlftdkalt and non- periodicals, issued m th> preceding year. .ev • - Should OMB determine that EPA's control system is not being effectively implemented, or that periodicals are being published without prior OMB approval, or that all publications are not necessary, it is possible that a new moratorium could be imposed. Since such an action by OMB would severely hamper all EPA units, each office must be sure that their actions meet both the letter and the intent of the law. The simplest way to avoid jeopardizing everyone's publications program is to follow the guidelines in this document and to work doseiy with OCPA from the inception of each publication. ------- 25 Printing Regulations Unless otherwise indicated, all citations in this section are from Government Printing and Binding Regulations, pub- lished by the Joint Committee on Printing of the United States Congress. Printing Defined The term 'printing'... shall be construed to include and apply to the processes of .composition [which includes "electronic character generating devices"] platemaking, presswork, binding, and microform." Printing does not include "duplicating/ copying," which is defined as using a duplicating machine to produce less than "5000 production units of any one page" and less man "25,000 production units in me aggregate of multiple pages." Desk-top publishing (DTP) systems (and even word-processors) an in- cluded under the term "composition.'' GPO is currently developing new reg- ulations to cover such systems. In the meantime, control of DTP systems has been left in the hands of each agency's print shop. At the movplBPA Printing Management lij»l Involved in controlling the UM of QflPtyttBts unless they lead to vfaMm of other printing regulations. For aedrtance in using DTP systems to product program-specific publications (newsletters, leaflets, etc), consult your Publications Review Officer of the Publications Division of OCPA. Who May Print "All printing, binding, and blank-book work [tablets and such] for -. every executive department [EPA] shall be done at the Government Printing Office, except... with the approval of the Joint Committee on Printing." This means mat, unless there is prior, specific approval from Congress, the publication must be printed through GPO. EPA's Printing Management office is considered an extension of GPO. Use Of Contractors And Grantees [35-1] "The inclusion of printing within contracts ... is prohibited unless authorized by the Joint Committee on Printing." [36-1] The inclusion of printing within grants is prohibited unless authorized by the JCP." [From Public Law 101-163, section 308] No funds "may be obligated or expended by any entity of the executive branch for die procurement from commercial sources of any printing." [From a letter dated January 25, 1990, from Senator Wendell H. Ford, Chairman of the Joint Committee on Printing] These provisions [in Public Law 101-163] also apply to any typesetting or other printing services (including desk-top publishing services) that may be offered by graphic-design contractors or any other service/ support contractors." Penalties For Violations Any federal employee who circumvents these regulations by having a commercial shop print a document, either directly or through a contractor or grantee, or who approves of such an action, will have committed an illegal act and can be subject, to civil and criminal statutes under Tides 18 and 31 of the U.S. Code pertaining to money and finance laws. In addition, such violations risk bringing sanctions onto the Agency that would severely ham£ the publishing process for everyond MiiimoH-lst Validation "All departments shall make necessary revisions to their mailing lists at least once each year in order to eliminate waste in government funds caused by publications being improperly ad" dressed or mailed to persons no longer desiring them. This method of revisioi shall require that persons receiving publications indicate mat they wish to continue receiving the publication. Failure to reply to a mailing-list revision request shall require the elimination of the addressee from the mailing list unless it is necessary in the conduct of official business to continue mailing publications to the addressee." [Section 31] ------- 2« Printing Reguiations Byiints Section 16-1 of the Printing And Binding Regulations states: Tht printing of Government employee' bylina in Government publications shall be confined to the authon of tht articles appearing therm, and to At photographers who have originated tht pictures contmud thereat. The tenn "byline" refers to any name listed for credit as opposed to employee names that might be integral to the text itself. The term "author" can be legitimately applied only to an individual who has conceived of, who created, and who can be held responsible for a text or section of text The term "author" cannot be stretched to cover supervisors, managers, advisors, and other such "contributors." Contractor/Gnntt* Nairn* If a report is generated by a contractor or grantee and published as such without Agency endorsement, then the contractor/grantee's authorship should be recognized and a proper disclaimer included on the title page. Otherwise, all public-oriented materials should be issued in the name of the Agency and the authorship should not be confused by listing contractor/grantee names. This approach is also consistent with provision 13 of the Printing and Binding Regulation, which disallows the printing of "material which implies in any manner mat the government endorses or favors any specific com- mercial product, commodity, or service." If it seems appropriate, the contract or grant number may be unobtrusively died. The work of grantees may be ac- knowledged if their association with a publication is important to its accept- ability, image, or distribution. Rtcydtd Printing Paptr Under the Resource Conservation and Recovery Act, section 6002, Part 250 (Guideline for Federal Procurement of Paper and Paper Products Containing Recovered Materials) federal agencies are required to use paper containing at least 50-percent recycled wastepaper for printing publications of aQ lands. Exceptions can be made by GPO if such paper is not readily available at a reasonable price. Such paper is increasingly available and is routinely used by EPA Printing Management and specified for publications printed through GPO. Users should be aware, however, that a specific request for recycled paper might result in delay due to a lack of availability. If mere is an urgent, short- time delivery date involved, the program office requesting a publication should note that fact in a memo attached to the Publications Review and Printing Request and state that imme- diate unavailability of recycled paper should not delay the publication beyond the requested delivery date. Whenever feasible, all EPA publica- tions should not only be printed on recycled paper, but should display the phrase "Printed on Recycled Paper" on me lower right-hand corner of the front cover. ------- list Of Color Section 1S-2 of the Printing and Binding Regulations cites the following categories of multicolor printing as having "demonstrable value" to the government • Maps and technical diagrams where additional color is necessary for clarity. • Object identification (medical speci- mens, diseases, plants, flags, uni- forms, etc) • Safety programs, fire prevention, sav- ings bonds programs, and com- petitive areas of personnel re- cruiting. • Areas wherein dearly identifiable savings in costs can be soundly predicated on multicolor use. • Printing for programs required by law, whose relative success or failure is in direct ratio to the degree of public response, and where that response cm be logically attributable to the ambtt of colon planned and the •*£•! fe whkh they are proposed twHMMd. As examples that dfeaot qualify for the use of government printing funds, the Joint Committee on Printing dt*s printed items: • Wherein additional color is used primarily for decorative effect • Where additional color is used in lieu of effective layout and design. • Where additional color is used exces- sively. (Three when two will suffice, etc.) • Where the inclusion of multicolor does not reflect careful, competent advance planning that recognizes the contribution the use of color is expected to make to the ultimate end-purpose. In line with these federal regula- tions, the use of color in EPA publica- tions shall be carefully limited. As a rule of thumb, if a publication's audience is seeking the information contained within, and needs no former motivation to obtain the publication, then only one color is called for (unless additional color is needed for darity, identification, or efficiency). If a publication's audience is likely to be receptive to the information but unlikely to seek it out, then two colon are generally appropriate. Use of more than two colon must be justified on the basis of a need to compete for the audience's attention in the marketplace. Good looks and effectiveness need not be sacrificed on the basis of these rules. There is much that can be done by competent designers to create impressive publications using one or two colon. IDuttnUons, Etc. Photographs, line drawings, and other graphic illustrations are limited by the Joint Committee on Printing to those that are related to the subject matter of the publication, in the public interest, and "restricted to the minimum size necessary to accomplish their purpose" Employ* Photos Illustrations depicting federal employees must show them "actually engaged in an act or service related to their official duties." Furthermore, no illustration shall "serve to aggrandize any individual." Therefore, unless a publication is specifically designed to highlight employees (such as an award ceremony program),, "mug shots" of AAs, Division Directors, Branch Chiefs. and other employees shall not be included in publications. GuMflints Despite the restrictions cited above, the "use of illustrations to enhance the communication of information in publications is encouraged. The following guidance should prove beneficial • When employing one or two colors, photographs— especially photo- graphs of people—look best if printed in black. • When using four colon, special colon (such as for rules or display type) must be specified as proportions of process inks; specifying with a system number will force a fifth press run. • Keep illustrations as simple and uncluttered as possible, and use double care in proofing them. ------- The Printing Request Form A completed EPA Form 2340-1 (Publi- cation Review Record and Printing Request) must accompany all requests for printing. These forms are available from Printing Management (Room G100D) and from the Supply Store. A bit of guidance follows, in item- number sequence, 1 • & (self explanatory) 4. Overtime can as much as triple the printing cost. 7. Due to the auction/contract process at GPO, printing times are impossible to predict accurately. It is wise to allow six weeks for printing, however, jobs are sometimes completed in one week or less. Faster service can often be obtained at additional cost 8 - 13. In almost all cases, these items are left blank, as composition is completed prior to submitting the job to GPO. 14. (a) •Camera Copy" refers to the quantity of physically separate boards or pages of mechanicals. (b) -Negative*' areMfr Involved, witn (c) 'Overlays' do covering the oMclsjC OBTJT sheets of plastic wHk parts of illustrations. (d) Count only illustrations that art not part of the mechanicals. Normal photographs are "halftones." 15. An 11* i ir sheet folded once to make four standard letter-sized pages would be described as 8-V4" x 11". 16. Almost always 'Head to Head/ 17. If if s not a form, leave this un- marked IS, 19, 4 22. Paper "Grade" is an indica- tion of a paper's strength and finish. "Weight" is a measure of paper's thick- ness or density expressed as the weight of 500 sheets. [Note Since cover stock is manufactured in smaller sheets than text stock, 50-Ib cover paper is thicker than 50-lb text paper.] The typical leaflet is printed on 40-Ib, offset If using in-house printing, simply specify "bond." The typical booklet cover is 50-lb vellum. Available Paper "Colon" are limited by GPO specifications and contracts and exact matches are often impossible. Therefore, if an exact color, such as PMS-228, is desired as a backdrop to a tide, it must be ordered as an ink color painted over white paper. Otherwise, keep the orders simple, such as "light blue." [Note for the curious: PMS-228 in the Pantone Matching System number for a dark plum-red.) 2A Normally left blank XL A "Self cover is made of the same paper as me rest of die publication. 29 4 24 (Self explanatory, but rarely used) 25. If me printer is being requested to send various quantities to different ad- dresses, attach a dear and accurate list 24. Most pamphlets and booklets are "saddle-stitched"; thicker publications arc often "perfect bound. 2S, 29, 31, * 32. Unneeded if die job wul be printed in-house, but necessary for GPO printing. 30. Usually the program office or the Publication Review Officer for the pro- gram. 33. Usually none. 34. If there are only a few destinations, list mem here 35. According to die program's pro- cedures. 34. Each program and region has one official Publication Review Officer aumorized to sign in f lace of the AA/RA. 37. All publications that are disseminated without restriction—no matter for what audience they were originally written—are items "required to be reported to OMB." Therefore, the second box must be checked for all EPA publications other than those sent only to specifically identified individuals or those excepted by EPA Order 22Q0.4A. 3*. If a box is checked in item 37, this line should be signed by OCPA's Publi- cations Review Coordinator. Other acceptable signatories are the Director and Deputy Director of the Publications Division. ------- |