oEPA
United States
Environmental Protection
Agency
March 19£
Research and Development
ORD Technical
Information
Policy and Guide
NIC I
PTOLEMAI
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March 1580
ORD Technical
Information Policy
and Guide
Office of Research Program Management
Office of Research and Development
U.S. Environmental Protection Agency
Washington, D.C. 20460
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Table
of
Contents
Introduction iv
Technical Information Policy 1
Abbreviations Used in This Guide 5
Technical Information Guide 7
Introduction 7
Management and Implementation 10
Project Documentation 13
Journal Articles 14
EPA Research Reports 14
Project Reports 15
Unpublished Reports 16
Project Summaries 16
Achievements (highlights/bullets) 17
Meetings and Selected Publications 19
Seminars/Reports 20
Workshops/Reports 21
Technical Conferences and Proceedings 22
Non-technical or General Conferences 23
Speeches/Papers 24
Technical Newsletters 24
Published Papers/Book Articles 25
User Group Publications 26
Special Products 26
Applications Guides 28
User's Guides 28
Design Manuals 29
Handbooks 30
Summaries/Syntheses 31
Research Summaries 32
Decision Series 32
Bulletins 33
Program Summaries/Plans 34
Technology Transfer Reports 34
Outlook/HighJights 35
Organizational Descriptions 36
Response Reports 37
Problem-oriented Reports 37
Criteria/Assessment Documents 38
Audio-Visual 39
Films and Videotapes 39
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Introduction
Our primary mission in ORD is to produce technical information. It is not only our
most important product. It is, in fact, the output—the pay-off—of our entire
effort. The information we generate is key to the development and support of
regulations to protect human health and environmental quality. Our information
also provides important input into the process of developing national environ-
mental policy.
In this context, the way in which we track, package and distribute our technical
information is as important as the way in which we develop that information.
Good research that is not effectively communicated to the people who need to
know about it is scarcely better than no research at all.
The ORD Technical Information Policy and Guide is the foundation upon which we
will build our technical information program. The descriptions and procedures set
forth in the guide go as far as we can to create a rational, flexible yet effective
structure for all of ORD's technical products. The benefits of implementing this
new policy are multitude: we relieve our researchers and research managers of
many of the burdens of report formatting and editing. We improve the credibility of
ORO by increasing our emphasis on journal publications. We improve our overall
image by making our technical products both consistent and readily available from
one location. And, finally, we increase the impact and visibility of our program by
focusing our efforts on reaching certain key audiences.
The best aspect of this Policy and Guide is that it isworkable.lt is directly relevant
to the needs of each laboratory and office because each laboratory and office had
the opportunity to participate in the development of the guide. The guide is not
only ORD policy; it is your policy. It is up to you to make it work.
IV
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Technical
Information
Policy
Our primary mission as the research arm of the Environmental Protection Agency
is to provide the scientific information which the regulatory offices need to
develop and enforce regulations. Those regulations protect both the quality of our
environment and the health of our citizens.
Part of this mission is direct—the production of criteria documents, expert
testimony and other direct input 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. Perhaps the most
important indirect means whereby pur research supports environmental
protection efforts is through the communication of what we know—and of what
we don't know—to the decision-making community (government, industry and
interest group officials, and their advisors) and to the interested public.
The responsibility for communicating our research information does not lie within
any particular office or organization; it rests ultimately with each and every EPA
researcher and project officer. This cannot be stated with enough emphasis:
Where we fail to communicate the progress and results of our projects to all
appropriate audiences, then these audiences assume we are doing nothing to
address their needs. In this case, both sides suffer. Ourclientaudiencesfailtoget
key information necessary to carry out their functions or to make effective policy.
We fail to gain their interest and support.
This is not to say that every EPA researcher and project officer must become an
expert in communications theory and design. There are specialists within the
organization whose role is to package our information effectively. It is, however,
the researcher's and project officer'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.
To this end, every EPA researcher and project officer should have a clear idea of
what types of information will result from his/her project and should plan ahead
to have this information communicated to the people who need it in the most
effective manner possible. Determination of the use and disposition of the data
from each and every project should be an integral part of the planning for that
project. After all, if we don't know what we're going to do with the information,
why spend millions of dollars obtaining it? With this kind of planning we will be
better able to respond with effective communications packages in a timely
manner.
The Technical Information Guide has been developed to provide key audiences
with as much useful information as possible within our resource constraints. The
Guide presents specific information, on a product-by-product basis, for each of
our information products. The Guide itself is a reflection of our overall policy
toward technical information.
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It is the policy of the EPA's Office of Research and Development (ORD) that:
Technical communications be managed as a major ORD program: Technical
communications activities consume nearly as much of our resources as do
several of our laboratories. 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 our technical information activities
will have the authority and resources necessary to carry out that responsibility.
The products of our research—technical information—be tied closely to
ORD's management reporting and program planning processes: The products
described in the Technical Information Plans will, with few exceptions, be a
comprehensive listing of all of the output agreed to via our planning process.
These information products fulfill ORD's obligations incurred via the planning
process, and complete the research cycle from planning through implementation
to preliminary and final product. The weekly alert reports provide a mechanism for
bringing technical information opportunities to the attention of ORD
management. In addition, the quarterly achievement reports (highlights and
bullets) provide the source of both the ORD quarterly reports to the Research
Committees and our annual Research Highlights report.
Every research project be documented in an accepted professional manner: It
is a legal requirement that our 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). In all cases, projects must
be documented in some fashion with adequate background data to survive
rigorous scientific challenge. Projects may be explicitly assigned so as to produce
other technical information products as described in the following guide, but all
must comply with the provisions of this policy and guide.
Documentation of research be tailored to specific audience needs: When a
major effort is being planned, and before it is initiated, a specific audience or
audiences should be targeted. The means for reaching these audiences should be
planned for and budgeted. The sum total of all of an organization's technical
information activities will constitute that organization's Technical Information
Plan. While mechanisms will be provided for these plans to be changed as the
project evolves, it is essential that there be adequate advance planning to allow
the most effective use of the information being developed.
Every information product be centrally filed: Every product published by ORD
and every written presentation to any major non-ORD audience is to be provided
to a central ORD-wide filing system. This requirement allows ORD to get the most
utility out of all of our information transfer resources. The Center for
Environmental Research Information (CERI) will maintain these files.
There exist one point for access to information on all research products: As a
service to the entire EPA research operation, and more importantly, as a service to
all of our key audiences, CERI will expand its current central information access
service. This reference service will maintain files of all of ORD's products and
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provide requestors either with copies of the documents or with explicit references
to NTIS when copies are no longer available from ORD. This facility will be the only
formal report distributing operation within ORD.
An audience-oriented ORD-wide mailing list be developed, maintained, and
used by all ORD operating elements: In order to assure that all appropriate
audiences, and all members of those audiences, are provided with the information
packages we develop, a centralized mailing list will be developed by CERI for all of
ORD. This list will include all laboratory mailing lists and may, eventually, operate
via the same system as does the EPA agency list. All major mailings will, thus, be
coordinated out of a single location.
There be a designated Technical Information Manager within each 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 to be responsible for initiating most information products and for
assuring 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 ORD organization, with authority to
propose, negotiate, review and approve all technical communications products
within the purview of that laboratory or operating unit. In addition, each Deputy
Assistant Administrator shall name one Technical Information Program Manager
to provide oversight for technical information activities within that DAA's
purview.
Communications and information transfer support be made available to all
operating units: Just as it is the responsibility of the researchers to identify
information for dissemination and to assure the technical accuracy of all technical
information products, it is the responsibility of the communications group
(TIO/CERI) within the Office of Research Program Management (ORPM) to
provide support for developing various information products. This group will also
provide quality control of technical information products. Responsibility for
technical content of ORD products will remain with the appropriate laboratory and
office personnel.
The emphasis of most of our research communications activities be on issues,
problems and solutions: We are a research and development office which
supports a regulatory agency. We gain in stature and support, and our audiences
gain in insight and appreciation, when we address the problems and concerns of
our times. We gain little if anything through the aggrandisement of any
organization. Based upon cost-effectiveness criteria, very few organizational
oriented information packages are justifiable.
Existing information activities be exploited or be 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 the stated objective, that mechanism should be substituted.
All printing of technical information documents be processed through a
central location: More than two million ORD dollars are spent printing research
information documents each year. To assure high quality service, 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.
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Printing be held to a minimum, and all GPO regulations adhered to: Maximum
use will be made of the peer journals and NTIS, where appropriate, to document
our research and distribute its 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 be made of the ORD Public Information Officers:
Wherever a technical information product is to be distributed which may be of
interest to the general public, it will be done in coordination with ORD's Public
Information Officers who will, in turn, coordinate as necessary with the Office of
Public Awareness and the EPA Press Office. Like all other research information
activities, such actions must receive appropriate policy clearance and be
coordinated with ORPM.
All technical information products convey a consistent image: EPA's research
program is, for all practical purposes, judged by what we produce. 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 consistent high quality
and relevance. In addition, means must be established for measuring the
effectiveness of our information products in reaching our intended audience(s).
This is the responsibility of ORPM.
Only those technical information products described in the Guide 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 ORPM for that product to be initiated. Should a large number of
similar exceptions be required, the Guide will be modified by ORPM to reflect
changing needs.
Finally, and most importantly, nothing in the Guide be interpreted to impede
the effective and timely flow of technical information: The essence of ORD's
Technical Information Guide is that it provide the structure for adequate quality
control and, at the same time, be flexible in its implementation. Wherever the
specifications in the Guide tend to disrupt effective information transfer, this fact
should be brought to the attention of the Director, ORPM. An appropriate
resolution will be worked out.
These are the major technical communications policies of the Office of Research
and Development. They are intended to achieve an optimal balance between
individual creativity and expression, on the one hand, and the need for consistent,
effective presentation of our research results, on the other. The implementation of
these policies will be carefully monitored to assure that this is the case.
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Abbreviations
Used in This
Guide
AA— The Assistant Administrator for Research and Development is the final
authority on both ORD's technical information policy and the policy content of
technical information products.
DAA— The Deputy Assistant Administrators review and approve the technical
information plans of their laboratories and headquarters offices. They assure
proper balance, adequacy of effort and sensitivity to policy matters of the total
technical information program.
ORPM—The Office of Research Program Management at ORD headquarters
develops overall ORD policy with regard to technical information. It is ORPM's
responsibility to assure that this policy and guide is kept responsive to the needs of
both ORD and its key constituencies (audiences).
CERI—The Center for Environmental Research Information, located in
Cincinnati, is responsible for almost all printing and distribution of ORD reports
and for providing support services for ORD conferences, seminars and
workshops. CERI plays a control role in the production of user applications guides
and in the quality control of most ORD publications.
TIO—The Technical Information Office is part of ORPM in headquarters and acts
as the headquarters counterpart to CERI. TIO handles the production and quality
control of ORD publications targeted at the decision-making community and the
interested public, and of those technical information activities which have a large
component of policy sensitivity.
TIM— Each laboratory and office will have a Technical Information Manager who
is responsible for developing and coordinating his or her organization's technical
information program. The TIM will serve as the main link between the
organization and CERI, and may be delegated by the laboratory director principal
authority to review and approve resources for major technical information
activities.
71PM— Each ORD Deputy Assistant Administrator will appoint a Technical
Information Program Manager to review, monitor and advise the DAA on the
technical information programs of the laboratories under that DAA'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.
TIP—Every laboratory and office will, working through their TIM 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 DAA's and the
Research Committees of the timing and content of specific "deliverables" alluded
to in resource planning documents. Priortothe beginning of each fiscal year, a TIP
will be submitted by each laboratory to its DAA for review and approval. Any major
changes (added or deleted activities or significant schedule changes) to the TIP
must be reviewed by the DAA and/or headquarters TIPM.
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Technical
Information
Guide
Introduction This guide has four main goals:
1. To improve how technical information is moved in ORD.
2. To remove some of the burden of information packaging from the
researchers.
3. To tie our research information products directly to ORD's management and
program planning processes.
4. To better reach the key audiences which need ORD information.
<
Whether or not the Guide accomplishes the first three goals will be determined by
time and the implementation process. The fourth goal—improving the way we
reach our key audiences—deserves some further discussion.
For purposes of illustration, we break the key audiences for the information
developed by EPA researchers into five groups:
Environmental regulators
Scientific and technical peer groups
Technical applications community
Environmental decision-makers
Interested publics
Our information is necessary for these people to do their jobs and to formulate
national environmental policies. If we fail to communicate with any of these
audiences in a form which they can understand and use, we greatly diminish the
value of our entire research and development effort. Communicating our results,
no less than planning, implementation and management, is an integral, essential
part of research in EPA. Information is our product.
It is difficult to say that any of these five audiences is more important than any
other to our mission, our program or even our continued existence. Each, for
different reasons, is an important and highly valued client who needs to share the
results of our research efforts. And each needs a different type of information
presented in a different way.
As communications packages are evolved, they should focus on one or several of
ORD's key audiences. Each audience is different. Each speaks a different
language, from sophisticated science to equally sophisticated political economics,
with straightforward English in between. Each has a different use for the
information, from the precision of legally enforceable science to the generalized
world of social influence. Each invests a different amount of time in absorbing
information, from the methodical approach of a control systems engineer to the
frenetic pace of an industrial executive. And each has a different level of
motivation to seek our data in the first place.
Each audience is different, and each requires of us a differing and appropriate
response. A short description of each of these audiences, along with an indication
of the type of information needed by each audience, follows.
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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/or recommend revisions to standards. It also includes the
front-line regulators in the EPA Regions, the states, cities and other local
governments.
The environmental regulatory community is the primary raison d'etre of EPA's
research and development program. Their needs shape our research program.
Their decisions and actions are shaped by our research information. These are the
people charged with protecting the health of this and future generations from
environmental assault. We are the people they look to for the information
necessary for them to succeed.
These individuals need various types of information but, above all, they 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. Most of all, these people need to know who knows what—they need easy
access to the latest data and to the experts who can interpret this data in the
regulatory milieu.
Scientific and
Technical
Peer Groups
The research scientist's work is done under the continuing scrutiny of his or her
peers. The peers, in this case, are highly qualified scientists who are either trained
in or familiar with the details being investigated by EPA's researchers and, at the
same time, are willing to put their professional reputations on the line by Judging
the quality of another's work. This group includes bench scientists, academicians,
and research project managers throughout the industrial, governmental and
university research community. To gain professional acknowledgement,
therefore, our researchers' work must not only be well executed, it must also be
original and contribute significantly to the general fund of human knowledge.
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
very high level of communication among scientists in the same discipline and
among scientists in different 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 review journal
publication process, through personal interchange and through presentations at
various technical convocations. In addition, this community needs to know not
only what we have done but also what we plan to do. By providing the scientific
community with a forewarning of our future priorities and research directions we
not only augment our impact by allowing others to respond to our lead, but we also
gain from the feedback they provide on our plans.
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Technical
Applications
Community
Environmental
Decision-
Makers
In any technologically advanced society there exists a significant time gap
between the point at which a fact is proven or a technology is developed and the
point at which that fact or that technology becomes part of everyday life The
individuals responsible for implementation of environmental pollution control
regulations are dependent on the rapid closing of these time gaps in order to carry
out their mission in the most cost-effective manner.
These individuals are often highly trained in their profession, be it treatment plant
construction engineer, industrial air pollution control designer or environmental
monitoring technician. However, they work within one of the most dynamic
professions in the country. Yesterday's experimental techniques rapidly become
today's technology of choice. And, just as rapidly, today's technology becomes
outdated by tomorrow's research developments. Similarly, new laws and
regulations require the adoption of new techniques and equipment.
It is the task of these individuals to turn environmental regulations into real gains
in environmental protection. To do so, they must keep abreast of the latest
developments. If EPA's regulations are to be effectively implemented, this
community must be provided with all of the technical information necessary to do
the job. This communications process takes many forms, from regional seminars
and workshops to design manuals, handbooks and user's guides. These
mechanisms provide detailed "how to" information and training. Other sources
such as magazine articles, professional society publications, technical
summaries, films and special publications provide additional background and
educational material.
While there are several non-governmental mechanisms available to carry part of
this information transfer burden, they are by no means sufficient to assure the
rapid and effective implementation of environmental regulations. The
enforceability and degree of compliance with our regulations depends to a great
extent upon the effective transfer of our research information to the
implementation community.
Environmental legislation, budgets, personnel resource constraints and overall
trends in environmental research are strongly influenced by a relatively small
group of key advisors, executives, political representatives, communications
professionals, and bureaucrats. On any particular issue, these individuals will
strongly influence both public opinion and the behind-the-scenes power
brokering which shapes the resolution of the issue.
Only a few of the members of the environmental decision-making community are
environmental experts. Most are far more adept at the political process than at
scientific research. They are intimately involved in the give and take of balancing
interests and priorities. In this process, information is a tool and facts are
weapons. The opinions of these decision-makers shape our environment. These
opinions are influenced by many forces—dedication, self-interest knowledge and
prejudice. But their opinions are also influenced by research information
presented in a form and format which they can absorb.
These individuals have little or no time to spend pouring through the technical or
scientific details of an issue in order to discover for themselves "the truth." Their
information comes from magazines, newspapers, briefings, special reports and
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personal contacts. We need to get our information to these individuals so that
their opinions, when formed, will at least be formed with the best possible
information. To do so requires a special effort to produce the type of summary
information products which will communicate to these audiences, and to provide
these products before the decision-makers have become set in their opinions.
Such efforts require the highest degree of communications expertise and
sensitivity to policy matters.
Interested
Publics In our society, issues mature and resolutions evolve within a complex milieu of
competing interest groups. What makes our system of resolving these issues so
different from most others is that much of this process takes place in a public or
semi-public setting. This is especially true of environmental issues. Such issues
are, quite literally, personal issues of survival, health and/or employment to
millions of Americans. Industrial associations, unions, public interest groups,
regional planning organizations and conservation advocacy associations all
participate vigorously in the debate on various environmental issues. Such debate
is crucial to the balancing of conflicting priorities and to the development of a
reasonable consensus—it is the foundation of the democratic process which has
characterized our government for two centuries.
The better informed that environmental interest groups are, the more reasonable
their consensus will be. Participants in these interest groups are seldom
specialists in environmental matters. They are simply highly concerned and
highly motivated citizens. The information they need must be presented in a form
which, while understandable to the nonspecialist, also presents enough
substantive data to allow them to draw their own opinions and to participate in the
debate.
Setter information for these environmental interest groups benefits everyone. It
benefits the interest groups by enabling them to participate more fully in the
debate. It benefits the government in general by demonstrating that the key issues
of public concern are being addressed. It benefits the conflicting parties in the
issue by raising the level of information in the debate and by dispelling false
arguments on both sides. And it benefits the regulatory community by helping to
develop a workable consensus which will simplify and support the enforcement
process.
Keeping one or more of these audiences in mind as a technical information
product is developed will improve both the quality of the product and its
usefulness to its recipient.
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Management
and
Implementation
The management approach to our technical information activities divides the
development of the technical information from the development of the formal and
presentation of the technical information products. It is the intent of this policy to
assure 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 area of expertise.
Technical communications support is to be made available equally to all parts of
the Office of Research and Development. It will be provided, in the main, through
level-of-effort support contracts managed by the Center for Environmental
Research Information (CERI) and by the headquarters Technical Information
Office (TIO). Technical communications tasks will be initiated at the appropriate
level of ORD management. A plan will be developed by the appropriate laboratory
personnel under the guidance of the laboratory Technical Information Manager.
The Technical Information Manager will be the key managerial link between the
scientists and their research in the laboratories and the information specialists of
the CERI/TIO staff and/or its contractors. The initiator of the project (Laboratory
or headquarters organization) will fund each product on an at-cost basis. With the
exception of journal articles, news releases, and most products intended for intra-
laboratory or peer group distribution, CERI will be responsible for maintaining the
quality of the product and for its printing and distribution.
The amount of involvement of CERI and/or TIO in the development of any given
technical communications product depends upon two basic factors: the amount of
professional communications expertise required to produce the product and the
breadth of the intended audience. For example, in those cases where the amount
of professional communications processing is low and the audience is a narrow
technical one (journal articles, in-house newsletters, highly technical
conferences) the laboratories will handle most if not all of the activities
themselves and be required only to submit copies and summaries to CERI.
On the other end of the spectrum, where the amount of communications skill
required is high and/or the product is intended for a broader audience, CERI and
TIO are responsible for providing the communications support necessary to
produce the product, and are ultimately responsible for providing 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 and the drafts of the new
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 Technical Information Manager is responsible for working with
laboratory researchers and project officers to develop the organization's annual
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technical information plan to assure that the plan is kept updated. In addition, the
Technical Information Manager develops information product 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/or final laboratory signoff on, technical information plans, products, and
resource transfers.
The Laboratory Director reviews the laboratory's technical information plan
and approves most of that laboratory's technical information publications and
conferences. He or she recommends those projects which are to be specially
treated in the new EPA Research Report series of publications, approves technical
conferences and recommends for DAA approval conferences intended for broader
audiences. The Laboratory Director also approves the use of the laboratory
resources to support each technical communications product and appoints the
Technical Information Manager for the laboratory.
The Technical Information Program Manager, appointed by the Deputy Assistant
Administrator, provides oversight of the entire technical information program
within the DAA's office. This individual reviews, in detail, the laboratory's
technical information plans and all major modifications to those plans. The
Technical Information Program Manager coordinates the policy-level review of
those products which require such a review and makes recommendations to the
DAA on all aspects of the technical information program.
The Deputy Assistant Administrator reviews and approves the technical
information plans of his or her organization to assure an appropriate balance and
specifically approves those conferences which are aimed at a broad audience.
The DAA also provides or assigns someone to provide policy-level review and
approval for those technical communications products which require policy
review and/or are aimed at broad audiences on subjects within that DAA's
purview. Finally, the DAA appoints a Technical Information Program Manager to
monitor, review, coordinate and make recommendations on the entire range of
that office's technical information activities.
The responsibility of T/O/CEH/is to provide technical communications support to
all of ORD and to process all printing of products aimed at audiences beyond the
technical peer group or laboratory personnel. CERI will develop an ORD-wide
mailing list and handle most distribution. TIO/CERI will work with Laboratory
Technical Information Managers and the DAA's Technical Information Program
Managers to develop technical information plans and to provide quality control
over most ORD research information products. They will also provide and/or
coordinate most support activities for conferences and technical communications
products aimed at broad audiences. This will be accomplished through TIO and
CERI-managed level-of-effort contracts to be provided to the rest of ORD on a
cost-reimbursable basis.
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Project
Documentation
Every EPA research contract, grant, or comparable in-house research project
must be properly documented. Such documentation has a three-fold purpose.
First, it assures that all useful information and data are made available to the
scientific and regulatory communities through appropriate channels- Second, it
assures 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 assures 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 Article(s) 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
outputs.
Project Reports, in flexible format, will fill in the gaps not adequately covered by
either Journal Articles or EPA Research Reports. These reports will not be printed
by EPA and will be made available only through the NTIS system.
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.
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 a Project Report.
The quarterly Achievement (highlights/bullets) Reports required by the ORD
Management Guide will be reformatted to focus on the Research Committees and
distributed to them.
The following matrix shows the primary audience(s) for each product in the
Project Documentation category. Virtually any product may, of course, also have
one or more secondary audiences.
Audience
Information Products
Journal Articles
EPA Research Reports
Project Reports
Unpublished Reports
Project Summaries
Highlights/
Accomplishments
Scientific &
Regulatory Technical
X
X X
X
X
X
Technical
Applications
X
X
X
Interested Policy/Decision
Public Makers
X X
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Journal
Articles
EPA Research
Reports
Description
Journal articles are the 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 or she may initiate it
through whatever channels are appropriate in his or her laboratory or office.
Review/Approval—\\ is the responsibility of the Laboratory Director or DAA
(whichever is the more immediate supervisor) to give final review and approval if
the article was produced on EPA time or is based on EPA-supported research. This
responsibility may be delegated to the Technical Information Manager. Private
articles done on a researcher's own time, i n private facilities a nd not based on EPA
work require no approvals. Journal articles are the ultimate responsibility of the
Laboratory Directors or DAA's and do not involve the Office of Research Program
Management (ORPM) except for distribution and documentation.
Preparation—The initiator will write the journal article. He or she may request
graphics or editorial assistance from CERI.
Quality Control—Articles to be submitted to peer-reviewed journals do not
require additional prior EPA peer reviews, except in those cases deemed highly
sensitive by the Laboratory Director. Refusal by any level of management to
approve of a submission to a peer-reviewed journal may be appealed to the next
higher level of management.
Reporting/Distribution/Documentation—Once the responsible Laboratory
Director or DAA has approved the submission of a journal article, a copy of the
article, along with an abstract, is to be submitted to CERI simultaneously with
submission to the intended journal. CERI will negotiate with the journal to obtain
sufficient numbers of preprints to satisfy internal demand and the author's
request. CERI will also handle submitting the article to NTIS after publication.
CERI will develop mechanisms whereby the abstracts and NTIS submissions can
be effectively publicized to the Research Committees and EPA program offices.
Finally, it will be the responsibility of the project officer to assure that copies of all
journal articles supported by EPA and authored by EPA contractors and grantees
are also submitted to CERI.
Description
These reports represent the best of EPA's research in an attractive, high-
quality format. Normally 100 to 200 pages in length, these reports may be the
result of a single major research project, a synthesis of the results of several
related research projects, the product of a very important conference, or a
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special technical report generated from scratch to meet an overriding
information need. EPA Research Reports will present only the finest products
of our research. They normally will contain information not appropriate for or
not published in peer-reviewed journals, but they will not normally contain
large volumes of back-up data. This data will normally be submitted to NTIS
and merely referenced in the EPA Research Report.
Initiation—Arty 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 his or her
supervisor and the Technical Information Manager, to the Laboratory Director,
DAA or Office Director. Any one of the latter three individuals may initiate the
project by authorizing the requisite resources.
Review/Approval—The appropriate DAA, Laboratory or Off ice Director will have
final approval authority. This authority may be delegated to the appropriate
Technical Information Manager. Review procedures will be determined by the
approving official consistent with OROpeer review policies.
Preparation—Once approved, the EPA Research Report will be prepared by the
initiator (or contractor or grantee). CERI will be available to provide editorial
support, at cost, if so requested by the project initiator. When the final draft of the
report is approved it will be submitted to CERI for typesetting and graphics, with
CERI's extramural production and printing costs 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.
The initiator will approve the final product prior to printing.
Reporting/Distribution/Documentation—CERI will have the report printed
and submitted to NTIS. CERI will also provide widespread notice of the report's
availability and 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.
Project
Reports 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 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 EPA project
officer or researcher.
Review/ Approval—The project officer or researcher is responsible for obtaining
any required peer review of Project Reports. The Laboratory Director determines
whether or not the Project Report isto be submitted to NTIS for public distribution.
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If the report is not submitted to NTIS, see the procedures under "Unpublished
Reports," in this section.
Unpublished
Reports
Project
Summaries
Preparation—The contractor, grantee or EPA researcher is responsible for
preparation of Project Reports under the guidance of the project officer (if
extramural). The project officer or researcher is urged to adhere to "Handbookfor
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 project officer.
Reporting/Distribution/'Documentation—CERI is responsible, with the
approval of the Laboratory Director, for submitting the report to NTIS for public
distribution.
Description
Unpublished reports are those for which a decision 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; (3) the results are to be incorporated in subsequent
reports (definitely planned) and early dissemination of partial results would not
prove cost-effective; or 4) the results are to be published by another
Government agency in cooperation with EPA.
Initiation—Any researcher may propose that a report not be published through
whatever channels are appropriate in his or her office.
Review /Approval—\\ is the responsibility of the Laboratory Director to decide
whether a report will remain unpublished. This responsibility may be delegated to
the Technical Information Manager.
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 Technical Information Manager) to
the Laboratory Director.
Quality Control—Technical quality control is the responsibility of the initiator.
Reporting/Distribution/Documenting—If the Laboratory Director gives
approval not to publish a report, the initiator forwards a copy of the report plus
justification for non-publication to CERI for cataloguing. When a report has been
deemed unfit for publication, is should not be referenced or distributed.
Description
A Project Summary is a short synopsis of the key findings of a research project
which are otherwise published and recorded only as a Project Report via NTIS.
These summaries should be written in terms technical enough to convey the
essence of the project, but not so technical as to be comprehensible only to a
narrow technical peer group. The summary should be as short as possible,
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ideally less than four pages in length, but up to 16 typed pages may be
necessary on exceptional reports. Project Summaries are key means for
gaining wider appreciation for ORD's research. Project Summaries, unlike
thier parent Project Reports, are printed and distributed by EPA.
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
simultaneously with the review of the Project Report upon which the Project
Summary is based. The Laboratory Director approves the Project Summary for
publication and distribution. Such approval authority may be delegated to the
Technical Information Manager.
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. If the draft is not acceptable for
publication, CERI will return it to the Project Officer for revision or, at the
researcher or Project Officer's option and expense, provide a contractor to rewrite
the Project Summary. If no acceptable Project Summary is produced within three
months of the time the parent Project Report is submitted to CERI, CERI will have a
summary produced at the laboratory's expense. CERI will also be responsible for
typesetting and graphics, with any extramural costs reimbursed by the organiza-
tion which submits the 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.
CERI will handle any typesetting or graphics required, or will delegate this
responsibility in cooperation with the Technical Information Manager.
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.
Achievements
(highlights/
bullets) Description
Achievements (highlights/bullets) are quarterly, project-level reports required
under the ORD Management Report Guide. They describe the major scientific
and technical advances realized, or support activities conducted, by ORO
during the immediately preceding quarter. Bullets are short summaries;
Highlights are longer, more detailed explanations including some background
information.
Initiation—Achievement reports are initiated by each laboratory and major office
on a quarterly basis. In most cases, the initiator will be the individual researcher or
project officer whose project is featured. Every Highlights and Bullet report must
be accompanied by the name and telephone number of the most appropriate
contact(s) for further information.
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Review and Aproval—These reports are submitted through the Laboratory
Director, reviewed by the Deputy Assistant Administrator and forwarded to
ORPM's Planning Staff.
Preparation—Anyone in ORD may submit either or both of these reports for
approval and transmission through appropriate management channels.
Whenever a longer "highlights" report is submitted, it should be accompanied by
a short "bullet" report summarizing the salient aspects of the former. The
Technical Information Office will reformat the reports (arranging them according
to Research Committee) and, without changing the content, circulate an EPA
Research Quarterly report to a limited audience.
Quality Control—The Laboratory Directors, Office Directors and Deputy
Assistant Administrators who submit Highlights and Bullet reports will be
responsible for their accuracy, consistency with agency policy and the
appropriateness of their distribution beyond ORD. The Technical Information
Office will be responsible for assuring that distortion or error is not introduced
during the reformatting process.
Reporting/Distribution/Documentation—Distribution of quarterly Highlights
and Bullet reports will focus on the Research Committees and associated EPA
offices. The reports will be filed by CERI and will not be made available to NTIS.
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Meetings and
Selected
Publications
On a per-person-reached basis, conferences, seminars and workshops 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, and User Group Publications may be
appropriate alternative media for transferring information to specific
communities.
Seminars are means of rapidly tra nsf erring the latest technological developments
from ORD researchers to the technical, applications, enforcement and scientific
communities. Seminars are tutorial in format.
Workshops are highly interactive, often free-ranging discussions among experts
on a particular scientific issue. The product of a workshop is improved
communication among scientists working in similar areas and a better
understanding of the topic under discussion.
Technical Conferences and Proceedings address narrow scientific or technical
issues in a speech presentation rather than an interactive format. They differ from
seminars in having more rigorous formal presentations, a broader scope of
concerns and lower level of audience involvement. Such conferences employ a
rigid format including prepared papers and proceedings.
Non-technical or General Conferences, designed to transfer the latest
information beyond a narrow scientific or technical audience, are both highly
visible and relatively costly. They are appropriate only for exceptionally important
issues or broad program areas. They, too, employ a strict format of prepared
papers and proceedings.
Speeches refer to formal presentations made before groups which include a large
portion of non-EPA individuals.
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/Book Articles allow researchers to communicate at a peer-
group level.
User Group Publications are specialty publications produced outside the Agency
and designed to reach specific users of environmental information.
Special Products include such publications as bibliographies, the EPA Research
Program Guide and solicitation brochures. Production of these reports is normally
a prerogative of the highest ORD management level.
The following matrix presents the above information products in the context of
their primary audience(s). Each product may, of course, have one or more
additional secondary audiences.
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Audience
Information Products Regulatory
Seminars/Reports X
Workshops/Reports X
Technical Conferences
and Proceedings
Non-Technical or
General Conferences
Speeches/Papers
Technical Newsletters
Published Papers/
Book Articles
User Group Publications
Scientific
Technical
X
X
X
X
X
X
Technical
Applications
X
X
X
X
X
X
Interested Policy/Decision
Public Makers
X X
Seminars/
Reports Description
Seminars are an effective means of rapidly transferring technological
developments from ORD Laboratories to a specific audience. Seminars are
aimed at the user community—the regulatory side of EPA and the technical
applications community. They often approach conferences in audience size,
but their approach is more instructional and the subject matter is focused more
on a specific development of interest to the audience. Seminars are most
appropriate when research and development results need to be communicated
more rapidly than would be possible in a completely developed handbook or
report and when a live exchange of views is essential to foster such
communication.
Initiation—Any individual or group in ORD may propose a seminar. The initiator
will prepare a proposed agenda, list of speakers and attendees, seminar
objectives, and all anticipated costs for holding the seminar and producing the
documenting report. Estimated support costs are obtained from CERI. Seminars
may also be initiated through requests from the regions or program offices. The
proposal will then be submitted to the appropriate Laboratory Director or DAA.
Review/Approval— It is ORD policy that all seminars be reviewed and approved
by the appropriate Laboratory Director or DAA.
Preparation—Qnce a proposed seminar has been approved, the substantive
development (defining the scope, securing the best available speakers, etc.) isthe
responsibility of the initiator, with CERI available in a consulting role. The support
aspects of the meeting (site selection, displays, audio-visual, recording and
preparation, etc.) will be accomplished with CERI or CERI-managed contractor
support. Every seminar must result in the production of a report of some sort, and
funding must be set aside for this purpose. Format for report preparation and
production will be established by the Technical Information Manager in
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Workshops/
Reports
consultation with CERI. CERI will be reimbursed for any extramural expenses
incurred.
Quality Control—Technical quality control is the responsibility of the initiator.
CERI provides quality control over the selection of the most effective site for the
seminar, the best displays and graphic presentations, the best audio-visual
support, etc. CERI will provide support contractors, where necessary, on an at-
cost basis. CERI's role may be delegated by CERI to the Technical Information
Manager on a case-by-case basis. In all cases, however, CERI approval of the
detailed support arrangements is required before any public announcement of the
seminar is made.
Reporting/Distribution/Documentation—CERI will maintain a calendar of all
seminars held by ORD. This information will be catalogued and filed for future
reference at CERI. Once a seminar is completed, CERI will work with the seminar
organizers to produce a documenting report. This document will either be
developed into a Project Report or left as a short summary—as determined by the
Technical Information Manager in consultation with CERI.
Description
Workshops are less formal versions of seminars intended to foster a high level
of interaction, on a particular scientific issue, among the participants. The
report which results from a workshop may be a highly condensed synopsis of
workshop activities or, if the issues and activities warrant it, a detailed
technical report.
Initiation—Any researcher may propose a workshop. The initiator will prepare a
proposed agenda, list of speakers and attendees, workshop objectives and all
anticipated costs for holding the workshop and producing the documenting report.
Workshops may also be initiated through requests from the regions or program
offices. The proposal will then be submitted to the appropriate Laboratory Director
and Technical Information Manager.
Review/Approval—\l is ORD policy that all workshops be reviewed and approved
by the appropriate Laboratory Director or DAA. He or she must ensure that the
workshop is justified. This responsibility may be delegated to the Technical
Information Manager. Once the workshop is approved, the TIM will inform CERI
within one week.
Preparation—Once a proposed workshop has been approved by the Laboratory
Director or DAA, the substantive development (defining the scope, securing the
best available speakers, etc.) is the responsibility of the initiator, with CERI
available in a consulting role. Every workshop must result in the production of a
report, and funding must be set aside for this purpose. Format for preparation and
production will be developed by CERI in coordination with the Technical
Information Manager.
Quality Control—Technical quality control and all other aspects of the workshop
are the responsibility of the initiator. CERI will provide support contractors, where
requested by the TIM, on an at-cost basis. The Technical Information Manager
monitors the project and assures that the various responsibilities are smoothly
integrated. Where several ORD Laboratories are involved in producing a
workshop, either a lead Technical Information Manager or lead EPA scientist will
be selected or CERI will coordinate the project.
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Technical
Conferences
and
Proceedings
Reporting/Distribution/Documentation—CERI will maintain a calendar of all
workshops sponsored by ORD. This information will be catalogued and filed for
future reference at CERI. Once a workshop is completed, CERI will work with the
workshop organizers to produce a documenting report.
Description
Conferences are the most costly form of communication for ORD, so a great
deal of thought must go into the decision as to 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.
Two items of ORD policy are relevant here 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 in handling the detailed support activities associated with the
conference. Other support arrangements may be developed, but these must
be negotiated on a case-by-case basis with CERI. A review of the final support
plan should, however, be conducted by the CERI conference specialist(s).
Secondly, proceedings will be produced from every ORD conference and
submitted to ORPM so that the information produced will be available. These
proceedings will, in most cases, include all of the papers presented at the
conference plus a short summary of conference discussions.
Review/Approval—Proposed technical conferences are to be reviewed by the
Laboratory Director or DAA. 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 Technical Information Manager or Technical Information
Program Manager.
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
Technical Information Manager. The proposal will then be submitted to the
Laboratory Director or DAA, whichever is the most immediate level of supervision.
Preparation—Once a proposed conference has been approved by the Laboratory
Director or DAA, 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 alt
cases be accomplished with CERI or CERI contractor support. 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.
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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, etc. 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 Technical Information Manager 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.
Non-technical
or
General
Conferences Description
General conferences cover broad environmental issues rather than specialized
technical subsets of environmental research and development. An example is
the annual Energy/Environment conferences. On the other hand, an example
of a conference which normally would not fit this category is one addressing
the latest techniques for remote sensing of water pollution.
A conference which has broad scope and is likely to attract the attention of
policy/decision makers or the interested public should advertise to inform that
audience of the forthcoming event. Announcements should be placed in wide-
audience magazine/journals, and flyers should be sent to the policy/decision
makers' mailing list maintained by CERI. Such conferences will normally
entail the presentation of prepared papers in a formal and highly structured
context. They will produce a proceedings that includes all of the presentations.
papers and a summary of conference discussions. The proceedings will be
published by EPA through CERI and will be made available through NTIS.
Initiation—Any researcher or group of researchers may propose a general
conference when that particular medium seems to be the most cost-effective
means of reaching the target community. The initiator will prepare a proposed
agenda, list of speakers and attendees, identify conference objectives and
estimate costs for holding the conference and producing the proceedings,
including cost of speakers, editing and preparation of proceedings, as well as
printing. Estimated costs for the latter support activities will be obtained from
CERI through the Technical Information Manager. The proposal will then be
submitted to the appropriate DAA through the Laboratory Director.
Review/Approval—\t is ORD policy that all general conferences be reviewed and
approved by the appropriate DAA. The DAA must ensure that the conference is
justified in terms of scientific substance, appropriateness with regard to other
communications media, proper audience coverage, appropriateness in terms of
desired visibility, and overall effectiveness. This authority may be delegated to the
DAA's Technical Information Program Manager.
Preparation—Once a proposed conference has been approved by the DAA. the
substantive development (defining the scope, securing the best available outside
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ORD speakers, etc.) is the responsibility of the initiator, with CERI and TIO
available in a consulting role. The support aspects of the conference (site selection
displays, audio-visual, proceedings, recording and preparation, etc.) will be
accomplished with CERI or CERI contractor support. 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 or TIO. Because of
the sensitivity of some of these issues, close coordination will be required
between the Technical Information Manager and TIO/CERI.
Quality Control—Technical quality control is the responsiblity of the initiator.
CERI is involved with the presentation of every conference sponsored by an ORO
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, etc. 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 filed at CERI. Once a conference is completed, TIO/CERI staff
or a TIO/CERI contractor will work with the conference organizers to produce the
proceedings, which will become the permanent record. Copies of the proceedings
will be made available through NTIS and will be published by EPA through CERI.
Speeches/
Papers
Description
The term "speech" is used here to refer only to formal presentations made
before scientific/technical peer groups or other major organizations, normally
by invitation. Speeches, as they relate to ORD's technical information
guidelines, include only those formal presentations which are presented from
a written text.
Initiation—Anyone in ORD may present a speech.
Review/Approval—Prior approval must be obtained from the initiator's first-line
supervisor and the Technical Information Manager must be informed, in writing,
of the planned speech topic once it is approved.
Preparation—The speaker is responsible for preparation of his or her own speech.
The Technical Information Manager should provide whatever assistance possible.
Quality Control—The speaker will be solely responsible for the content of his or
her speech. The first-line supervisor and the Technical Information Manager must
be provided with copies of the text before it is presented.
Reporting/Distribution/Documentation—The Technical Information Manager
will forward a copy of the speech to CERI, where it will be catalogued for future
reference.
Technical
Newsletters
Description
Newsletters are designed to keep the research and technical community
abreast of current research status, results, meetings, and publications, on a
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routine basis, normally either monthly or quarterly, depending on the volume
of significant activity at the laboratory or office. They will range from one to no
more than eight pages 8-1/2" by 11", in one color with basic graphics, where
appropriate.
Initiation—Each office and laboratory may produce a newsletter. All researchers
may contribute information to the newsletter. If distribution of the newsletter is to
exceed 500 copies per issue, production must be coordinated with CERI.
Review/Approval—The Laboratory Director or DAA has final review and
approval authority for newsletters. The Laboratory Director will, on an annual
basis, conduct a review of all newsletters produced by his/her organization and
cancel those which are not deemed to be cost-effective. Approved newsletters
will become part of that organization's annual technical information plan to be
reviewed by the DAA. These authorities may be delegated to the Technical
Information Manager or Technical Information Program Manager, respectively.
Preparation—The Laboratory Director/ or DAA 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 on request.
Quality Control—CERI may assist in preparation, style, and format review if
distribution exceeds 500 copies. In addition the organization's Technical
Information Manager or Technical Information Program Manager will review
each newsletter for accuracy prior to distribution.
Reporting/Distribution/Documentation—Copies of all research newsletters
will be sent to CERI for cataloguing. Should the distribution exceed 500 copies per
issue, responsibility for printing and distribuiton will lie with CERI or with a CERI-
approved local laboratory mechanism. The originating office will pay all printing
costs.
Published
Papers/Book
Articles
Description
Published papers/book articles allow researchers to communicate at the peer
level and attain visibility and credibility for EPA.
As part of ORD policy, abstracts and copies of papers are to be sent to CERI
when a paper or a book article is submitted, and reprints of the paper are to be
sent when the paper has been delivered and published. In this way the
information will be available for reference for ORD's use and publicity.
Initiation—Anyone in ORD may initiate a paper or article to be published
externally to EPA.
Review/Approval— Laboratory Directors, DAA's or their delegees give final
review and approval. Normally this review and approval will involve only the
initiator's first line supervisor and the Technical Information Manager.
Preparation—On approval of the supervisor, the initiator may produce the paper.
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User Group
Publications
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 Laboratory Director, DAA or his or her delegee as described
above for review of content, compatibility with current policy and programs, and
final approval.
Reporting/Distribution/Documentation—When a draft published paper has
been approved for external publication, it will be sent to CERI by the Technical
Information Manager for reference, pending publication. When reprints are
available, one should be submitted to CERI.
Description
User Group Publications are intended to reach specific users of environmental
information (designers, engineeers, industrial pollution specialists) by
exploiting the existing publications upon which these groups rely for technical
information. Via special arrangements with the appropriate professional
societies and specialty publications, ORD-generated information will be
distributed via existing periodicals, newsletters, etc. in their normal formats.
Special
Products
Initiation—Anyone in ORD may propose the production of information aimed at a
specific user group. Approval must be obtained from the individual's supervisor
and the appropriate Technical Information Manager.
Review/Approval—Normal organizational project clearance mechanisms apply,
including peer-review mechanisms if the proposed publication is of a highly
technical nature. The project initiator will ultimately be responsible for assuring
the accuracy and completeness of the document, and the appropriate Laboratory
Director must approve its final submission/distribution. This authority may be
delegated to the Technical Information Manager.
Preparation—The initiator is responsible for preparation. CERI/TIO will provide
any support (to be reimbursed for any extramural expenses) required by the
initiator to produce the report. CERI/TIO will also encourage this type of activity by
developing contacts within the user group publishing community and actively
soliciting authors from within ORD.
Quality Control—The initiator is responsible for all phases of quality control.
CERI/TIO may provide support to the extent possible and necessary.
Reporting/Distribution/Documentation—The final approved version of the
report will be submitted to the appropriate user group(s).
Description
The special products category includes all technical reports not otherwise
covered within this Policy and Guide. At present, only the bibliography and
EPA Program Guide are included in this category.
Initiation—Laboratory or office directors. Deputy Assistant Administrators or the
directors of TIO or CERI may propose the production of special products. All such
products must be approved, in writing, by the Director of ORPM before work may
begin.
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Review/Approval—The initiator is fully responsible for the content of the special
product. The Director of ORPM must approve of the document prior to publication
Preparation—The initiator will provide a draft of the content of the special
product to TIO/CERI. After reviewing the draft to assure its adequacy, TIO/CERI
will edit, format and publish the product. Any extramural expenses plus
appropriate internal charges will be levied against the initiator.
Quality Control—The initiator is fully responsible for the content of the product.
TIO/CERI is responsible for its format, presentation and publication.
Reporting /Distribution /Documentation—The final distribution of the product
will be agreed upon by the initiator and TIO/CERI. The Director of ORPM will
approve this distribution.
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Applications
Guides
As a group, these publications are the most practical of our information tools. They
are directly useful at the most 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 particular references, containing a wide range of information on a
particular subject area, for use at either the desk or the bench.
The following matrix indicates the primary audiences of application guides.
Audience
Information Products
Regulatory
Scientific &
Technical
Technical
Applications
Interested
Public
Policy/Decision
Makers
User's Guides
Design Manuals
Handbooks
X
X
X
X
X
X
User's
Guides
Definition
The User's Guide explains and describes an ORD-developed model or process.
It is often a dynamic document, requiring periodic updates to incorporate new
developments or to correct old errors. 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 DAA recommendations
or to the recommendations of research committees, regions, program officers or
researchers. The major responsibility for following through on a proposed User's
Guide is shared by CERI and the appropriate laboratory Technical Information
Manager.
Review/Approval—Once the technical experts and CERI have approved the
User's Guide the final review and signoff approval is the responsibility of the
Laboratory Director. This responsibility may be delegated to the laboratory's
Technical Information Manager.
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Preparation—In all cases, once the funding for the proposed User's Guide 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.
typesetting and layout.
Quality Control—The Laboratory Director will designate the technical experts in
the subject matter of the guide to perform technical review of the final draft. It is
very important that the most expert researchers in ORD perform this task, since
the completed guide will, in effect, be the Agency's final word on the subject. CERI
will review the style and format of the guide.
Reporting/Distribution/Documentation—Camera-ready copy 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
recommendations. CERI a/so w/JI arrange for the guide to be sent to NTIS and will
arrange for whatever publicity is needed to assure the saturation of the intended
audience(s).
Design
Manuals 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/or maintaining a particular technology or
technique. In most cases, these works will require input from several
laboratories, other ORD offices and EPA program offices. As such, they will
normally require central management by CERI to ensure timely and accurate
production.
Initiation—Manuals will be initiated in response to DAA recommendations, or to
recommendations of research committees, regions, program officers or
researchers. The major responsibility forfollowing through on a proposed manual
is shared by CERI and the appropriate laboratory Technical Information Manager.
Review/Approval— Once the technical experts have completed their work. CERI
will obtain technical approval from the cognizant Laboratory Directors or their
Technical Information Managers.
Preparation—In all cases, once the funding for the proposed manual 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, typesetting
and layout.
Quality Control—The Laboratory Directors), DAA(s) and Program Offices will
designate the technical experts in the subject matter of the manual to perform
technical review of the final draft. It is crucial that the most expert research
engineers in ORD 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 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 recommendations. CERI also will arrange for the manual to be sent to
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NTIS and will arrange for whatever publicity is needed to assure the saturation of
the intended audience(s).
Handbooks Description
Handbooks are reference tools which may be used either at the desk or the
bench level. 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
during years of use.
Initiation—Handbooks will be initiated in response to DAA recommendations, or
to recommendations of research committees, regions, program officers or
researchers. The major responsibility for following through on a proposed
handbook is shared by CERI and the appropriate laboratory Technical Information
Manager.
Review/Approval—Once the technical experts and CERI have approved the
handbook, the final review and signoff approval is the responsibility of the
Laboratory Director. This responsibility may be delegated to the Laboratory's
Technical Information Manager.
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, typesetting
and layout.
Quality Control—The Laboratory Director will designate the technical experts in
the subject matter of the handbook to perform technica I review of the f i nal draft. It
is very important that the most expert researchers in ORD 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 handbook.
Reporting/Distribution/Documentation—Camera-ready copy of the handbook
wili 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 recommendations. CERI also will arrange for the handbook to be sent to
NTIS and will provide whatever publicity is necessary to assure the saturation of
the intended audience(s).
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Summaries/
Syntheses
Reaching beyond our narrow scientific and technical audiences requires media
such as those presented in this section. Carefully edited and formatted for
efficient information transfer, summaries/syntheses are the most broadly
distributed and highly visible documents produced by ORD.
Research Summaries are introductions to ORD's on-going research. They
address specific environmental issues or problems.
Decision Series documents are sophisticated, policy-oriented summaries of the
latest information available to us on a particular environmental research issue or
problem.
Bulletins are short technical summaries of major advances in ORD research
produced on a very timely basis.
Program Summaries/Plans present a specific program, its mission, mandate,
organization 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.
Outlook/Highlights reports are EPA's five-year research plan (Outlook) as
required by Congress and the summary of the major research accomplishments of
the previous year (Highlights).
Organizational Descriptions present the roles, capabilities and key activity areas
of major organizational or programmatic subsets of ORD.
Audience
Scientific & Technical Interested Policy/Decision
Information Products Regulatory Technical Applications Public Makers
Research Summaries
Decision Series
Bulletins X
X
X
X
X
Program Summaries/
Plans
Technology Transfer
Reports X
Outlook/Highlights
Organizational
Descriptions
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Research
Summaries
Decision
Series
Description
Research Summaries explain, in semi-technical terms. ORD's responses to a
major area of environmental concern. They are issue- or problem-oriented
rather than program-oriented and contain some information on the
background of the problems or issue addressed. Their main focus, however, is
on the major projects that ORD is conducting to address the topic. The
emphasis is on what is happening now, not on what was accomplished in the
past or is planned for the future. Ranging from 16 to 32 pages in length.
Research Summaries are of a fixed, small-sized format and are intended to be
easily updated as necessary.
Initiation—Research Summary topics may be proposed by anyone in ORD. All
reports, however, are initiated and carried to completion by the Technical
Information Office (TIO) at headquarters.
Review/Approval—The main organization responsible for ORD's Research into
the proposed topic (normally DAA's, Laboratory Directors and/or Research
Committees) provides the required resources. Final review and approval prior to
distribution of a Research Summary lies with the highest appropriate policy
level—normally the AA, Office Director and/or DAA.
Preparation—Each draft of a Reseach Summary will be produced by TIO with
contractual support as necessary. TIO will manage the review process. The report
will be produced under the continuing review of, and with consultation from, all
ORD individuals who are expert in and/or responsible for the variousfacets of the
issue or problem being addressed.
Quality Control— Research Summary reports will be reviewed for technical
accuracy by all appropriate ORD personnel. The Technical Information Office will
be responsible for style, format layout, graphic artwork and photography.
Reporting/Distribution/'Documentation—Research Summaries will be among
the most broadly distributed ORD reports, and their use by the EPA Regions, the
regulatory offices and EPA's Office of Public Awareness will be strongly
encouraged. They will be printed, published and distributed by CERI and will be
made available via NTIS and the GPO.
Description
Decision Series reports are the most carefully produced, edited and reviewed
of ORD's semi-technical reports. They address major environmental issues
and concerns, presenting a concise and easily understood statement of the
facts as ORD knows them. These documents normally are very important,
from a policy perspective, and often serve as companion pieces to Research
Summaries and/or Program Summaries/Plans. The Decision Series
documents are normally 16 to 32 pages in length, and include graphically
sophisticated presentations of information. These documents may be printed
in full color if this is absolutely essential for communicating complex
concepts.
Initiation—Topics (issues or problems) for Decision Series documents may be
proposed by anyone in ORD. The reports are initiated by the Technical Information
Office (TIO) within ORPM.
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Review/Approval—The major organizations responsible for investigating the
issue addressed by the proposed Decision Series document will be provided by
TIO with an outline and estimate of costs. If these organization(s) (normally
Deputy Assistant Administrators. Laboratory or Office Directors and/or Research
Committees) provide the required resources, the Decision Series report will be
produced. Final review and approval prior to distribution of a Decision Series
report lies with the highest appropriate policy level—normally the AA, office
Director and/or DAA.
Preparation—Each draft of the document will be produced, from materials
supplied by the appropriate ORD individuals, by TIO with contractual support as
necessary. TIO will manage the review/process. The report will be produced under
the continuing reviews of, and in consultation with, all ORD personnel
responsible for, and/or expert in, the various aspects of the problem or issue
being addressed.
Quality Control—Decision Series reports will be reviewed fortechnical accuracy
by all appropriate ORD personnel and other EPA personnel. In addition, most of
these reports will be reviewed by a nationally or internationally recognized expert
in the field. The ORPM Technical Information Office will be responsible for style,
format, layout, graphics and photography.
Reporting/Distribution/'Documentation—decision Series documents will be
among the most broadly distributed of ORD reports, and their use by the EPA
Regions, regulatory offices and Office of Public Awareness will be strongly
encouraged. They will be printed, published and distributed by CER1, and will be
made available through NTIS and GPO.
Bulletins Description
There are occasions when it is desirable to convey information rapidly to
personnel in either the headquarters or regional offices. The traditional
method used in this situation is the internal memorandum. Although this is still
the preferred approach when large quantities of information must be
conveyed, it is recommended that a bulletin be employed whenever a concise
summary and follow-up reference are more desirable. The only bulletin
currently in use is the Technigram. Technigrams function as EPA's only
technical research press release.
Initiation—Anyone in ORD may initiate a bulletin. The initiator should prepare a
draft of the proposed bulletin and forward it to CERI through whatever internal lab
or office channels his or her organization may have and through the Technical
Information Manager.
Re view/Approval—A\\ bulletins will be approved by the Laboratory Director or
DAA. This approval may be delegated to the Technical Information Manager or
Technical Information Program Manager, respectively.
Preparation—Preparation of the initial draft is the responsibility of the initiator.
CERI will provide editorial, production, and distribution support.
Quality Control—Technical quality control is the responsibility of the initiator.
CERI is responsible for production.
Reporting/Disbribution/Documentation—The initiator will provide a desired
distribution list. Distribution will include internal EPA audiences as well as a list of
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Program
Summaries/
Plans
Technology
Transfer
Reports
key contacts within the relevant media and business press communities. 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 may be produced as companion documents to
Research Summaries or Decision Series documents, without the
sophisticated presentations and graphics of the latter two documents.
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 Technical Information Manager and the Director of ORPM.
Review/Approval—A Program Summary/Plan will normally begin with a draft
produced by the program manager and/or Technical Information Manager. All
subsequent drafts will be developed under the 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 Technical Information Manager.
CERI and TIO will normally handle all editing, layout, graphics and production, in
close cooperation with the Technical Information Manager.
Quality Control— The quality and accuracy of the content of the reports are the
responsibility of the Technical Information Manager. 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
Technical Information Manager. 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 are initiated on the recommendation of
the staff at CERI. Individuals within a laboratory or DAA's off ice, and especially the
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Outlook/
Highlights
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—The final review and signoff approval is the responsibility of
the Director of CERI. This responsibility will not be delegated.
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 is developed.
Quality Control—In addition to review by CERI staff, drafts of 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.
4
Reporting/Distribution/Documentation—CERI will print and distribute the
reports according to the mailing listfor the subject matter of the report. Copies will
also be sent to NTIS, and the report will be published by CERI to assure that it
reaches the intended audience.
Description
The Research Outlook is a yearly report required by Congress. It sets forth, in
some detail. EPA's future plans over approximately a 5-year horizon. The
Research Highlights is the companion document to the Research Outlook. It
presents, in summary form, the major achievements of EPA's research
program over the preceding year, and is the only such summary produced by
ORD.
Initiation—Both reports are initiated by ORD Headquarters Information for the
Research Highlights is solicited by the Technical Information Office from
throughout ORD. A major source of information for this report is the quarterly
Achievement (highlights/ bullets) reports required by the ORD Management
Report Guide.
Review/Approval—Review and approval of these reports is by the Assistant
Administrator for Research and Development.
Preparation—While ORPM and the Research Committees are the focus of the
Research Outlook preparation, virtually all program managers in ORD provide
inputs. Each year a specific lead author is assigned by ORPM to assimilate the
inputs and prepare the text for the Research Outlook. Graphics, photography,
layout and other production functions, as well as the editing of the Research
Highlights, are the responsibility of the Technical Information Office.
Quality Control—Each program manager will review the draft of his or her
section of the Outlook/Highlights reports for technical accuracy. TIO is
responsible for the production of these reports.
Reporting/Distribution/Documentation—Outlook/Highlights reports will be
printed through CERI. Copies will be distributed to the interested public and
policy/decision makers. CERI will forward copies to NTIS, and the reports will be
widely publicized.
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Organizational
Descriptions Description
Organizational Descriptions are short (16 pages or less) summaries of the
major goals, activities, plans and/or accomplishments of a particular
organizational or programmatic subset of ORD. They are written in less
technical language than any other ORD report with the possible exception of
the Research Highlights. In appearance, these pamphlets are attractive, usually
with one or two colors of ink employed in printing. Their main purpose is to
help clarify, for both internal and external audiences, the mission and role of a
particular organization or program.
Initiation—Organization descriptions may be proposed by the head of any major
ORD organization (office, laboratory or committee). Because production of such
reports is to be limited as a matter of ORD policy, all projects to produce
organizational descriptions require the prior approval of the next higher
managerial level before they are proposed to ORPM. Approval by the Director of
ORPM is also required. If the project is approved by all appropriate management,
TIO/CERI will prepare an outline of the proposed report and a resource estimate.
When funding is provided by the subject organization, the project will be initiated.
Review/Approval— In most cases, the subject organization or program will
produce an initial draft of the report and will provide review and approval (via
appropriate Technical Information Manager and Public Information Officer) of any
subsequent drafts. The head of the subject organization (laboratory, office,
committee or program) has final review/approval authority for organizational
description documents.
Preparation—TIO/CERI is responsible for producing subsequent drafts from the
initial draft submitted by the subject organization. The head of the subject
organization, or his or her delegee, will be required to provide continuing review
and consultation for the duration of the project. In some cases, subsequent drafts
may be produced by the subject organization, with TIO/CERI's concurrence and
consultation.
Quality Control— Organizational descriptions will be reviewed for accuracy and
adequacy by the head of the subject organization or his or her delegee. TIO/CERI
will be responsible for style, format, layout, graphic artwork and photography.
Reporting/Distribution/Documentation—Organizational descriptions will be
printed and published by CERI but will not be made available to NTIS. Their
distribution will generally be handled by the subject organization and its parent
group.
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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 are specifically
tailored so that the information is easily assimilated by the audience. 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 immediate needs for highly focused
scientific or technical information in response to a particular problem.
tt
Criteria/Assessment Documents distill out all that is known or unknown about a
specific pollutant so as to provide a scientific foundation for standard setting
Audience
Information Products
Regulatory
Scientific &
Technical
Technical
Applications
Interested Policy/Decision
Public Makers
Problem-oriented Reports
Criteria/Assessment
Documents
Problem-
oriented
Reports
Description
Problem-oriented reports are produced when there is an immediate need fora
written report in response to an environmental emergency or a politically
sensitive issue for the Agency. They are normally produced under very severe
time constraints, and require a good deal of teamwork and cooperation to be
successful. Such reports are often published in small numbers and may be
reworked at a more leisurely pace into a report more suitable for broad
distribution.
Initiation—Problem-oriented Reports will be initiated either through the
appropriate DAA or through the AA.
Review/Approval— Review/ Approval will take place at the DAA level, in cases
where technical clearance alone will suffice, or at the AA level, when broad issues
of Agency policy are involved.
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Preparation—The Laboratory Director will designate technical experts in subject
matter to perform all writing and/or technical review. It is critical that the best
qualified researchers in ORD be designated, since the completed report will, in
effect, be the Agency's most up-to-date word on the subject. CERI will provide
editing and final production, in close cooperation with the Technical Information
Manager(s).
Quality Control—The Laboratory Director will appoint a panel of experts to
review the final draft. CERI will review the style and format.
Reporting/Distribution/Documentation—CERI will arrange for printing and
distribution in accordance with the requesting/sponsoring office's instructions.
CERI will also arrange to have the report sent to NTIS.
Criteria/
Assessment
Documents
Description
Criteria/Assessment Documents are certainly one of ORD's principal
products. They directly support the primary mission of the Agency. These
documents contain a distillation of all that is currently known and unknown
about a particular pollutant. It is partially on the basis of this information that
the Administrator decides at what level to set standards for regulating a
pollutant.
In ORD. special groups—the Environmental Criteria and Assessment Offices
(ECAO's)—have been established to prepare these reports. In addition, the
ECAO's are able to call upon the expertise of other ORD researchers and on
the scientific community at large.
Initiation—Criteria/Assessment Documents are initiated when the determina-
tion has been made that a specific contaminant is a criteria pollutant.
Review/Approval— Final review and sign-off approval for Criteria/Assessment
Documents is the responsibility of the Assistant Administrator of ORD.
Preparation—The ECAO's are responsible for preparation of Criteria/
Assessment Documents with the support of the laboratories and offices. CERI will
support the production of the final document.
Quality Control—Technical quality control includes technical review by experts
within and outside of EPA as arranged by the directors of the ECAO's. 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 either be sent to or produced by CERI for printing, distribution, cataloguing
and forwarding of copies to NTIS.
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Audio-
Visual
Films and
Videotapes
On some occasions, films and videotapes are a cost-effective way of
communicating 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
communications. 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 Laboratory Director through the
Technical Information Manager.
Review/Approval—The Laboratory Director will review and approve all justifica-
tions and will have final authority to review and approve release. The laboratory
will provide the necessary funding.
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—\\ 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, if appropriate, the Public Affairs Officer.
Audience
Information Products
Scientific & Technical Interested Policy/Decision
Regulatory Technical Applications Public Makers
Films
Videotapes
X
X
X
X
X
X
•&U.S.GOYERMIKIITMIMTIN6 OFFICE: 1980-657-1460501 Regior No. 5-fi
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