Environmental Protection Agency oommuni And Public Affairs : -;. tl'A Saptember 1992 A Guide To Processes8; Standards, And Style * v ------- Whom To Call To Get A Publication Number—EPIC 513 569-7980 To Obtain Forms Product Review 202 260-5590 Inventory 202 260-4371 To Order A Publication—PIC 202 260-2080 Editorial Services Division, OCEPA 202 260-4359 Communications Planning Division, OCEPA . . . 202 260-5590 Print Shop—Headquarters 202 260-2125 C.E.R.I, (technical documents) 513 684-7369 Mail Management Staff 202 260-2040 ------- Publication Management A Guide To Processes, Standards, And Style ------- Contents OCEPA and You Services 2 Responsibilities 2 Steps To Top-Quality Publications 3 Terminology 4 Processes and Forms 6 Numbering System 8 Inventory Form—Line-By-Lme Guidance 10 Inventory Form—2200-5—Sample 11 Printing Request Form—Line-By-Line Guidance 12 Printing Request Form—2340-1—Sample 13 Writing Style 14 Graphic Standards 16 Typography And Layout 20 Layout Grids And Cover Elements 22 EPA Requirements Disclaimers 29 Mailing Labels 29 Funding 30 Printing Regulations Printing Defined 31 Who May Print—Not Contractors Or Grantees 31 Penalties For Violations 31 Mailmg-List Validation 31 Bylines 32 Contractor/Grantee Names 32 Recycled Printing Paper 32 Use of Color 33 Illustrations, Etc 33 Employee Photos 33 Illustration Guidelines 34 EPA Order 2200.4A Inside back cover ------- Introduction This booklet contains descriptions of processes, guidelines, and other information to assist you in efficiently creating top-quality publications for EFA. It also describes the regulations and standards governing the manage- ment and production of publications within and for the Agency. ------- OCEPA & You Services The Editorial Services Division -within the Office of the Associate Adminis- trator for Communications, Educa- tion, and Public Affairs (OCEPA), is staffed with specialists who have the expertise and equipment to turn your text into professional-caliber publica- tions for optimal communication of your message. Our editors can work with you to achieve just the right tone and level of writing while maintaining proper grammar and conforming to Agency style. Our staff and contract photo- graphers can provide stock images and location photography, and our design and production team can provide the correct look and feel to maximize your message's impact while maintaining EPA's corporate image. When contract work is called for, we can arrange it or help you evaluate outside proposals. In con- sultation with other OCEPA com- murucabons experts, we cart assist in the planning, the processing, the marketing, and the evaluation of your publication. In other words, the Editorial Services Division is a full-service operation, capable and eager to assist its clients along virtually every step of the way towards creating effective, timely, and top-quality publications Our clients generally discover that OCEPA's services in planning, edit- ing, design, illustration, layout, type- setting, and marketing are an inex- pensive (if not free) and superior alternative to having the work done by private contractors. Another plus is the guarantee that the results will comply with all regulations and stan- dards; thus helping to avoid last- minute delays in printing. If you have a message to commu- nicate, give OCEPA a call on 202 260-4361. If a publication seems the best vehicle for the message, the Editorial Services Division (260-4359) is ready and willing to provide professional assistance. Please be sure to bring a copy of your completed and approved Concept Notification form with you •whenever you request graphic, photo- graphic, or editorial assistance from the Editorial Services Division Responsibilities OCEPA is charged with ensuring that the Agency's commurucahon efforts are comprehensive, credible, and accurately reflect EPA policy and goals. For all non-technical publications, the Editorial Services Division works to: • Ensure that the tone and level of writing is suitable for the intended audience. • Ensure that the writing is in accor- dance with Agency style and accepted rules of grammar and usage • Determine if the whole package adds up to effective communica- tion • Maintain the Agency's public image through application of the Graphic Standards System. • Ensure that the production process is cost effective. Since resources are always limited, the level of scrutiny applied to vari- ous publications will vary. Generally, the wider the distribution and the more critical the issues covered, the more complete will be OCEPA's editorial participation Your attention to the Agency's needs and your cooperation with OCEPA's tasks are critically needed and greatly appreciated. ------- Steps To Top-Quality Publications 1. Decide on form, message, audience, and desired impact. 2. Submit a Concept Notification form (2200-6) to your AA's/RA's Product Review Officer. Procedures for concept notification and final-draft review are covered in the booklet Developing Products For The Public, published by OCEPA's Communication Planning Division (202 260-5590). 3. Sometime between steps 2 and 7, get a number for the publication by calling EPIC at 513 569-7980. 4. Research to obtain all necessary data and policy. 5. Write the first draft. 6. Edit and rewrite to achieve an accurate and professional text. From this point on, close coordination with the Editorial Services Division is advisable to minimize obstacles and glitches. 7. Fill out the Public-Information-Product Inventory form (2200-5) and send to the Publication Review Coordinator, Editorial Services Division (A-107). Forms are available from EPIC (513 569-7980) and in limited quantities from the PRC (202 260-4371). Submitting this form eliminates the need to fill out a Notification Of Intent To Publish form. 8. Design a format that makes sense for the message, the audience, the distribution method, and your budget. 9. Illustrate with photographs and artwork that communicate clearly and please the eye. 10. Typeset for economy and readability. 11. Create a layout that aesthetically fills the pages. 12. Proof the assembled mechanicals. 13. Circulate for review by all concerned parties (see product-review guidebook). 14. Compile lists for distribution. 15. Document that all reviews and approvals have been completed. 16. Complete form 2340-1, Publication Review Record And Printing Request (available from Printing Management Section in room G100D). Editorial Division signature is required to authorize any variance from the Graphic Standards System. 17. Deliver the camera copy, form 2340-1, and the blue part of an accepted form 2200-5 to EPA Printing Management. 18. Announce the publication's availability and market as appropriate. 19. Monitor response and distribution to evaluate usefulness and predict need for reprints. ------- Publishing Terminology Banner The name and logo of a periodical which appears boldly across the top of the first page or cover. (This term is often confused with "masthead.") Bleed To trim the margins of a printed page so as to cut into the printed area. Call-Out A short quote from the text, printed in larger type and placed within or around the actual text. Used to intrigue the reader or to make a page full of type look less formidable. Camera-copy The mechanicals and accompanying art and photographs .which are ready to send to the printer. Caption A word or brief phrase, usually in bold or headline type, placed above a photograph or other illustration as a label. (Compare to Cutline.) Colophon An inscription giving facts about the physical production of a publication: typefaces, presses, paper, etc. (The term can also mean a printer's or publisher's identification mark.) Outline A descriptive phrase or sentence(s), usually in small or italic type, placed under or beside a photograph or other illustration. Display Type Heads, subheads, captions, cutlines, call-outs, bulleted text, illustration labels, and any other type that is not part of the main body of text. Rules of punctuation and grammar ai« often different for display type. Drop Cap An enlarged letter at the begin- ning of a block of text. It is set into the copy and aligned with the top of the text. Dummies Preliminary drawings or layouts showing the position of illustrations and text as they are to appear in the final publication. Foreword (Never "forward") (See Preface.) Galleys The continuous sheet of text returned from the typesetter, which is cut into columns and used to create mechanic- als. Gutter The imprinted area between the right edge of the type on the left page and the left edge of the type on the right page. Halftones Reproductions of photographs or drawings through use of a screen pattern to show shading (as opposed to "line art"). Head-to-head The text on the front and the text on the back of a sheet are aligned in the same direction. Impression The result of one complete motion/ cycle of a printing press. Depending on the size of the press anrf the dimensions of the page, one impression can be from one to four or more pages. Introduction That part of the front text that gives the background, importance, and/ or overview of the subject of the publica- tion. (Compare to Preface.) Ligature Two or three typeset characters linked to create a single letterform. Example— ffl. ------- Masthead A box giving advertising and sub- scription rates and listing the names and titles of those involved in the publication of a periodical. Some use this term as a synonym for "banner." (In early newspapers it was placed at the top of the first page.) Mechanicals Exact renderings of the formal layout of the publication pages, using corrected galleys of type to fill all copy blocks. They are the text portion of the camera-copy. Mock-up A stage between dummies and camera-copy that often uses photocopies of galleys and rough sketches of artwork Orphan A paragraph's first line isolated at the bottom of a page of type. (See Widow.) Photostats or Stats Photographic reproductions of mechanicals. To achieve the necessary clarity and sharpness over the entire plate, a special camera is required. Preface That part of the front text (usually the first) that gives the why and how of the publication itself. This term is preferred to the equivalent "foreword." Ring Folios Encircled numbers written in non- reproducible blue that identify the actual page count in a document Often ring folios will not correspond to the printed page numbers (folios), as these .begin after the front matter and/or vary by chapter. Runaround Type set to fit the contour of an illus- tration or typographic element. Saddle Stitch Binding the pages of a publication by use of staples in the fold of the leaves. Signatures Groups of printed sheets, containing the images of from 4 to 64 pages, which are folded as one unit to form a section of a book or pamphlet. Table Of Contents A list of the main headings and the pages on which they appear. Should be labeled simply "Contents." Should not include front matter items. Type ... A typeface is determined by its interi- or proportions, relative line widths, and overall design. Typefaces are referred to by "brand" names such as Palatino and Helvetica. Type form refers to distortions of a typeface- such as Extra Condensed or Extend- ed, and angle—Roman or Italic. (The latter characteristic is also known as type "posture.") Type weight means the general thickness of the letters' structural lines, such as light, medium, and demibold. Type families are rather arbitrary cate- gories of similar typefaces (and all of their different forms and weights) such as Modem and Script. Typesetting The process of placing proportionally spaced type on a page using high- quality photo-composition equipment. The result usually saves space while it improves readability. Recently, the term has come to be applied to proportional laser printing. Widow A paragraph's last line isolated at the top of a page of type. (See Orphan.) ------- Processes And Forms Publication management at EPA focuses on three general areas: reviewing, cataloging, and printing. Reviewing Two important processes regulate the review and approval of Agency publications. The first is Agency Order 2200.4A, EPA Publications Review Procedure. Essentially, this document directs each Assistant/Associate/ Regional Administrator to establish internal review procedures to provide for "expeditious approval" and assure "high quality" of their programs' publications prior to release. When this Order was issued, the printing form was revised to reflect this process by adding spaces for the signatures of the reviewers, and renaming it the Publication Review Record And Printing Request form. The Order also requires that certain publications be forwarded to the public affairs office for final approval: documents and audiovisual products with policy implications, periodicals, and any "other item required to be reported to the Office of Management and Budget." This is a reference to OMB Circular A-3, under which almost all publications must be reported to OMB. While OCEPA is concerned with the entire inventory of Agency publi- cations (see next section on "Catalog- ing"), the office is not in a position to carefully review each of the thousands of documents produced annually by EPA. To determine which publications merit thorough reviews by OCEPA and other offices, EPA established a "Product Review" process. This is the second of the two important review and approval processes in the Agency. Under the Product Review process, the originator of a public- information product (publication, video, exhibit, etc.) and the program's Product Review Officer use specific criteria to determine whether to send OCEPA a "Concept Notification" form and a "Final Draft Review" form. Upon receipt, a member of OCEPA's Communications Planning Division distributes the form or the draft to various outreach experts, synthesizes comments, and assists in resolving conflicts. As part of this process, the Editorial Services Division may review the text for grammar, level, tone, style, and effectiveness. The Product Review process is intended to: • Ensure that Agency policy is prop- erly interpreted and that poten- tially embarrassing mistakes are avoided. • Reduce confusion and conserve resources by eliminating dupli- cations. • Enhance the product's usefulness. • Take advantage of every opportuni- ty to communicate the Agency's priorities and themes. A full explanation of the Product Review process is given in a booklet titled Developing Products For The Public: A Handbook For EPA Communi- cators. For copies of the Product- Review forms, call the Communica- tions Planning Division on 202 260-5590. ------- Cataloging EPA needs to maintain an up-to-date inventory of information products for three reasons. (1) A catalog of publications, videos, etc., is an essen- tial tool in fulfilling EPA's obligation to provide information to the public. (2) The Office of Management and Budget requires all federal depart- ments to maintain an electronic inventory of publications. (3) Publi- cation coordinators, communications planners, printing officers, and others need accurate data to make sound managerial decisions. EPA's Center for Environmental Research Information (CERI) compiles a computer database and prints an annual catalog of all technical publications it produces. All other EPA publications (that is, all non- CERI publications) plus all audio- visual and other types of public- information products, are recorded for cataloging using the Public- Information-Product Inventory form—EPA form 2200-5. When an Inventory form (for a publication) is processed, a GPO form 3868 (Notification Of Intent To Publish) is automatically created and forwarded to the Government Print- ing Office, thus eliminating the need for the originator to fill out this form. Since the 3868 is required by GPO at least 30 days prior to printing, publi- cation originators should complete and submit the Inventory form as soon as all the requested information can be assembled. Publication origi- nators should also be aware that EPA's Printing Control Officers will not accept a job without evidence of an accepted Inventory form. The Inventory forms are submit- ted to the Publications Review Coor- dinator in the Editorial Services Divi- sion of OCEPA. This person checks the form for completeness and re- views the keywords and the catalog description for appropriateness and readability. The originator may be asked for clarifications or revisions before the form is accepted. The forms are then forwarded to EPIC (the Environmental Publications and Information Center) in Cincinnati for inclusion in the Master Inventory Sys- tem and creation of the GPO 3868 forms. The Master Inventory System is a database of more than 30,000 entries that provides for entering orders, determining quantities in stock, and using key words to search for docu- ments. In the not-too-distant future, staff throughout the Agency will be able to access the System—and com- plete Inventory forms—directly via computer. A sample Public-Information- Product Inventory form along with a line-by-line explanation appears on pages 10 and 11. Your Product Re- view Officer can obtain copies from EPIC. Small quantities may be picked up from the Publication Review Coordinator (260-4371). Printing All EPA printing is done by or through the Agency's Printing Man- agement Section (hereinafter called "the print shop") within the Recy- cling, Printing Services, and Mail Management Branch of the Facilities Management and Services Division of OARM. No printing can be done without going through this office. (See section on Printing Regulations for a full explanation of this require- ment.) The print shop has a limited in-house printing capability restricted to single-color jobs of fewer than 60,000 impressions (single or multi- page sheets printed in one equipment cycle). All other jobs are sent to GPO for auction to contract printers. External printing jobs can take a month or more, so advance planning is a must if you have a scheduled time for distributing your publication. All printing is initiated using EPA form 2340-1, Publication Review Record And Printing Request. An annotated sample of this form can be found on pages 12 and 13. These forms are available from Printing Management (room G100D) and from the Supply Store. ------- The EPA numbering system is maintained by EPIC. To obtain a publication number call 513 569-7980 Processes And Forms Numbering System An Agencywide numbering system is essential for efficient tracking and dissemination of EPA information products. This, in turn, is necessary to fulfill the Agency's mission to make environmental information available to the public. As of January 1,1992, all EPA publications, both scientific and public-oriented, are assigned numbers under one system. The system is applicable to all products (publica- tions, disks, films, or whatever) intended for distribution outside the Agency, through the PIC, EPIC, NTB, or otherwise. Developed jointly by OARM and OCEPA, the system reflects the Agen- cy's current structure and needs while following a pattern similar to the one established in 1974 for techni- cal documents. The publication number must appear on each publication cover in accordance with this manual. (See pp. 23, 26, and 28.) EPA publications without numbers will not be accepted for printing. Structure The new publication number consists of an alphanumeric designator identi- fying: the AA/RAship, office within the AA/RAship, publication type, year of publication, sequence number and, as necessary, an indicator of volume number for publications bear- ing identical titles. A sample number looks like this: EPA201-N-91-123b The "EPA" is required for clear identification on multi-agency publications, computer disks, and other items where ownership might not be obvious. For consistency, it should be used on all products. The prefix does not, however, appear in the EPIC database. The number itself has six elements, labeled 'a' through T for explanation purposes. a 20 b 1 c N d 92 e 123 f b a. '2ff — The first two digits signify the organization responsible for producing the publication. The proper code for the organization is selected from the "Office Identifica- tion Codes" list (see below). Note that the larger and more complex offices have from three to six possible identification codes. b.'!' — This single digit is assigned to a specific office within the organization at the discretion of that office's management, in coordination with EPIC. In the '201' the 20 signifies the AA for Administration and Resources Man- agement and the 1 might indicate the Office of Administration. c. 'N' — A single letter identifies the type of information product. In this example, 'N' signifies a periodical. These codes are assigned using the "Priority Order" list in the box on page 9. For example, a compilation of Federal Register notices stored on a floppy disk would be given type code 'C because the "computer" entry is listed before the "Federal Register" entry. The main purpose of these codes is to give librarians and inquirers an idea of what they're looking for before effort is expended on the search. Everyone seeking Federal Registers, for example, might not have a computer available to read a disk. The codes will have numerous other uses, such as allowing a computer to exclude draft and unpublished documents when printing a list of publications on a certain topic. d. '92' — The calendar year of publication. e. '123' — A three-digit number (001 through 999) will be assigned by the EPIC. The number starts with 001 on each January first and increases by one for each new pub- lication. f. 'b' — An expander to the publication number is assigned to indicate multiple volumes only. (Volume indicators are not used for single volumes. Therefore, if there is an 'a' there must be a 'b'.) This is a lower case letter with one exception: a capital F can be used to indicate a Final public-comment draft. ------- Office Identification Codes 10 Administrator, Deputy Administrator 11 Administrative Law Judges 12 Science Advisory Board 13 Cooperative Environmental Management 14 Associate Administrator for Congressional and Legislative Affairs 15 Civil Rights 16 Assistant Administrator for International Activities 17 Associate Administrator for Communications, Education, and Public Affairs 18 Small and Disadvantaged Business Utilization 20-22 Assistant Administrator for Administration and Resources Management 23 Assistant Administrator for Policy, Planning, and Evaluation 27 Associate Administrator for Regional Operations and State/Local Relations 30-34 Assistant Administrator for Enforcement 35 Office of Inspector General 36 Office of General Counsel : 40-45 Assistant Administrator for Air and Radiation 50-55 Assistant Administrator for Solid Waste and Emergency Response 60-65 Assistant Administrator for Research and Development 70-75 Assistant Administrator for Prevention, Pesticides, and Toxic Substances 80-85 Assistant Administrator for Water 901 Region 1 902 Region 2 903 Regions 904 Region 4 905 Regions 906 Region 6 907 Region 7 908 Regions 909 Region 9 910 Region 10 930 Central Regional Laboratory, MD Type Codes in Alphabetical Order A Article reprinted from other pub. B Reference (Glossary, Bibliography, etc.) C Computer (CD-I, CD-ROM, Floppy Disk, etc.) D Draft E Exhibit F Unbound Pub. (Fact Sheet, Leaflet) H Photograph, Filmstrip, Slide, etc. J Peer-reviewed Journal K Bound Pub. (Booklet, Pamphlet) M Microfilm, Microfiche N Periodical (other than peer- reviewed journal) P Public Comment Draft Q Unpublished R Report S Summary, Research Brief U Audio V Video X Internal Z Federal Register Type Codes In Priority Order Assign codes in the following sequence: E Exhibit C Computer (CD-I, CD- ROM, Floppy Disk, etc.) V Video U Audio M Microfilm, Microfiche H Photograph, Filmstrip, Slide, etc. A Article reprinted from other publication Q Unpublished Z Federal Register J Peer-reviewed Journal N Periodical (Journal, Newsletter) X Internal B Reference (Bibliogra- phy, Glossary, etc.) D Draft P Public Comment Draft S Summary, Research Brief R Report F Unbound Pub. (Fact Sheet, Leaflet) K Bound Pub. (Booklet, Pamphlet) ------- Processes And Forms The Public-Information-Product Inventory Form—2200-5 Line-By-Line Guidance 1. TITLE—Short and simple is best with a key word as close to the start as feasible. For further guidance, see the section on Titles under "Writing Style." 2. NUMBER—Numbers for all EPA information products are assigned by the manager of the EPA Publications and Information Center in Cincinnati, Ohio. To obtain a number, call 513 569-7980. See page 8 for details on the numbering system. 3. FORMAT—Use one of the terms listed here if applicable. If none seem to fit, call 260-6642 for assistance. In any event, avoid using a description of the content, i.e., "fact sheet," or "draft." Flyer A single sheet of paper with type placed without regard for any folds. Leaflet: A single, folded sheet with type placed in columns between the folds. Pamphlet: Two or more bound (usu- ally stapled) sheets without a separate cover (see "booklet"). Booklet: Any number of bound sheets with a separate cover (one made of paper different in weight, fin- ish, or color from the inside pages). Poster A single sheet intended for wall-mounting or similar public display. Slides: 35mm transparencies. Vu-Graphs: Overhead transparencies. Videotape Audiotape Film Microfilm Floppy Disk Microfiche CD-I Exhibit CD-ROM 4. SERIES—Indicate here if the product is one of several under an overall title or category, such as "Tech Facts," or "public-service announce- ment." 5-8. Self-explanatory. 9. CONTRACTORS/GRANTEES—If a contractor or grantee was, is, or will be involved in the research (editorial, not scientific research), writing, edit- ing, design, or other preparation of the product, list the company or organization's name, the EPA contract /grant number, and the amount of money spent or allotted: 10. SOURCE—The box(es) checked here will tell catalog readers where to obtain your product. If proper source isn't listed, give details in item 20. 11. Number of individual units to be produced. For exhibits, indicate expected number of showings per year and number of years of useful- ness (i.e. 5/2). 12. COLORS—Do not include the color of the paper stock. For exam- ple, black ink on blue paper is a one- color process. 13. SIZE—For publications, this is the dimensions of the folded product. For leaflets, size typically will be 4" x 9". Pamphlets and booklets may be 4" x 9", 5%" x 8%", or 8W x 11". For videotapes, this is the type: VHS, Vi", 1", etc. For audiotapes this is cassette, reel, etc. For film, this is 16mm, 8mm, etc. For computer disks, 3V4" or 5W. For an exhibit, this is either table-top or free-standing 14. LENGTH—For publications, this is the number of printed pages, not including any separate cover. If the publication will be but is not yet typeset, the number of pages can be roughly estimated on the basis of one double-spaced page (25 lines) of typewritten text (pica type) being equal to approximately: One-third of a page in an 8Vi x 11" publication. Two-thirds of a page in a 5W x 8%" publication. Three-quarters of a page in a 4" x 9" publication. For tapes and film, length is time. For transparencies and micro- film/ fiche this is number in package. For computer disks, give length in bytes. For exhibits, give width and depth. 15. AUDIENCE—Describe in terms of educational level (i.e., children, average citizen, or college graduate), degree of subject knowledge (i.e., none, general, or skilled), and involve- ment (i.e., businesyyinancial, special- interest group, governmental, or personal). 16. PROMOTION—List quantities, audiences, and timing for flyers, press releases, announcements, advertise- ments (where? in what?), review copies (to whom?), or other market- ing activities planned for the product. [This information is necessary to com- plete GPOform 3868—Notification Of Intent To Publish.] For many EPA documents, the response will be "none." 17. DESCRIPTION—A concise para- graph that clearly gives the catalog reader enough information to decide whether to order or seek out the product. 18. KEY WORDS—These terms will be used to locate your product in the Agency's electronic databases and library files and indexes. Careful thought in their selection is crucial to the effectiveness of your product. In genera], concentrate on terms that distinguish and specify; avoid com- monalities, such as "environment" and "report." 19. CERTIFICATION—The Product Review Officer is the person in each program office who has been desig- nated by the AA/RA to handle the EPA Product-Review process. If you are unsure who this is in your program, call your AA/RA's secre- tary or the OCEPA Communications Planning Division at 260-4361. 20. COMMENTS—Use this space for overflow information from items 9, 10, and 16; or to flag special characteristics or considerations. ------- PUBLIC-INFORMATION-PRODUCT INVENTORY Prin' "•«* and """*to •"*"• -" «*"» are te8'ble Guidance in completing this form Is given on the reverse side. 1. Title 4. Series 7a. Contact Name 8. Issuance D Initial O Periodical — Frequency will be issues per 9. Contractors IP No ... . - Amr>Mflt $. N?m° 11. Quantity 12. No of Ink Colors Cover Text 15. Audience 2. EPA Product Number 3. Format 5. Date Submitted (mo -day-yr.| 6. Publication Date (mo -yr.) 7b. Mail Code 7c. Telephone HI R»pnnt — Dntft last pnntftd . ., . 10. Source D Public Information Center D Program D EPIC — Cincinnati 13. Size 14. Length 16. Promotion 17. Catalog Description (topics covered and points made) 18. Key Words (for indexes and databases) [no more than 12] 19. Product-Review Officer's Certification — The concept of this material and the expenditure of resources for its production are approved by Program/Regional management, and the OCEPA Communications Planning Division has been notified in ample time for comment. It will be produced in accordance with all applicable and pertinent Agency and federal rules and regulations (including those given in the OCEPA Publication Management guidebook). Two copies of all non-technical publications will be sent to the Editorial Services Division of OCEPA upon completion. One copy of video/audio products will be sent to the Multi-Media Services Division of OCEPA upon completion. Name (printed) Date Signature 20, .Comments ORIGINATOR: Keep bottom copy, send rest to: PRC. Editorial Services Div.. OCEPA (A-107). U.S.EPA. Wash., DC 20460 For OCFPA ' tea <~>nly Ra™,,«^ Accepted and forwarded to EPIC For EPIC Use Only: EPA Form 2200-5 (1-92) ------- Processes And Forms Publication Review Record And Printing Request—2340-1 Line-By-Line Guidance 1*5. (self explanatory) 6. Overtime can as much as triple the printing cost. 7. Due to the auction/contract process at GPO, printing times are impossible to predict accurately. It is wise to allow six weeks for printing, yet jobs are sometimes completed in one week or less. Faster service can often be obtained at additional cost. 8 - 13. In almost all cases, these items are left blank, as composition is completed prior to submitting the job to GPO. 14. (a) "Camera Copy" refers to the quantity of physically separate boards or pages of mechanicals. (b) "Negatives" are rarely involv- ed, except with reprints. (c) "Overlays" do not include tissues covering the mechanicals, only sheets of plastic with parts of illustrations. (d) Count only illustrations that are not part of the mechanicals. Normal photographs are "half- tones." 15. An 11" x 17" sheet folded once to make four standard letter-sized pages would be described as 8-V4" x 11". 16. Almost always "Head to Head." 17. If it's not a form, leave this unmarked. 18, 19, & 22. Paper "Grade" is an indication of a paper's strength and finish. "Weight" is a measure of pa- per's thickness or density expressed as the weight of 500 sheets. [Note: Since cover stock is manufactured in smaller sheets than text stock, 50-lb cover paper is thicker than 50-lb text paper.] The typical leaflet is printed on 40-lb, offset. If using in-house printing, simply specify "bond." The typical booklet cover is 50-lb vellum. Available Paper "Colors" are limited by GPO specifications and contracts and exact matches are often impossible. Therefore, if an exact color, such as PMS-228, is desired as a backdrop to a title, it must be ordered as an ink color painted over white paper. Otherwise, keep the orders simple, such as "light blue." [Note for the curious: PMS-228 is the Pantone Matching System number for a dark plum-red.) 20. Normally left blank. 21. A "Self" cover is made of the same paper as the rest of the publi- cation. 23 & 24. (Self explanatory, but rarely used) 25. If the printer is being requested to send various quantities to different addresses, attach a clear and accurate list. 26. Most pamphlets and booklets are "saddle-stitched"—with staples; thicker publications are often "perfect bound"—with glue. 28, 29, 31, & 32. Unneeded if the job will be printed in-house, but necessary for printing through GPO. 30. Usually the program office or the Product Review Officer for the program. 33. Usually none. 34. If there are only a few destina- tions, list them here. 35. According to the program's procedures. (See "Reviewing" on page 6.) 36. Each program and region should have two persons (usually the Product Review Officer and alternate) authorized to sign in place of the AA/RA. 37. These boxes refer to provisions in OMB Circular A-3, Government Publications (May 1985). A-3 is being replaced by an expanded Circular A- 130. Under A-130, OMB requires agencies to maintain and implement planning, management, and record- keeping systems for "all information products." Until this form has been revised, check the second box for all publications not specifically excepted by EPA Order 2200.4A. 38. The blue copy of the Inventory form, signed by OCEPA's Product Review Coordinator, must accompany the Printing form and takes the place of a signature in line 38a. Exception: the signature of the Director or Depu- ty Director of the Editorial Services Division is required here to authorize any variance from the Graphic Stand- ards System. ------- I . CONTACT (program name, mail code. name. & phone number) 4. FORM. PUBLICATION. 2. OFFICE CONTROL NO. OR ISSUANCE NO.. AND TITLE OR DESCRIPTION 5 QUANTITY (Umu of finished product! 6 IS OVERTIME AUTHORIZED TO f~-| I"""! MEET DESIRED DEUVERY DATE? | | Yes 1 1 NO COMPOSITION AND PROOF 8. NUMBER OF PAGES SUBMITTED 10 FACE MANUSCRIPT 9 TYPE 12. ACTUAL IMAGE SIZE 13. PROOF 13a GALLEY 13b PAGE nj~~| No Sets Yes L_l No Hold Days No Sets Hold Days PRESSWORK AND BINDERY 14 NUMBER OF PIECES SUBMITTED a CAMERA COPY b NEGATIVES c. OVERLAYS d ILLUSTRATIONS (1) HALFTONE (2) LINECUT (3) OTHER 1 8 TEXT PAPER (Grade. Color, and Weight) 1 9 COLOR INK 2 1 . COVER STOCK 22. COLOR INK I—I Self L_J Separate (Specify) 24. PUNCH T D Top/Left L 26. D Side Stitch C D Saddle Stitch C D 3-Rmg Binder D Other (Specify) J Acco Fastener D Corner Stitch Q Sew CD Assemble Only D PastefoM D Perfect Bind D Band in Sets 27 Use separate sheet if needed for additional specifications or remarks 28 FUNDS ARE AVAILABLE (Commitment Clerk) 29 ALLOTMENT NO 31 . APPROPRIATION NUMBER 32 DCN NO 33 RESTRICTIONS ON QUAI* D Internal Use Only 1 — 1 Written approval is on fill ITTTY (Check one only) LJ Reprint LJ External Distribution from the holder of any copyrighted material requisitioned 35 APPROVED BY 15. SIZE fl/ic/ies; Trimmed Page 16 RUN (Check one) O Head to loft LJ One Side Q Head to Right 20. Margins Aftei Back or Left Trim (picas or inchest 23. PERFORATE/SCORE Para OTHER 253530 3 DATE 7 DESIRED DELIVERY DATE 11. SIZE 13c SEND PROOF TO X D Head to Head D Heed to Fool Right Top Inl to Top/L»*t m fr« 17 Forms Must Register D Bottom m Top/Left 25. ADDRESSING AND MAILING a. D Mailing Keys D Bulk Mailing D Addressing Only b. Quantity (Copies! c. OTHER MAILING (Attach labels or listing) 30. RETURN NEGATIVES. PLATES. COPY TO 34. DELIVER TO: a QUANTITY b AGENCY/DIVISION ROOM BLDG 36. I concur in the publication of the attached material and certify that it complies with Agency Order No. 2200.4A a. SIGNATURE b AA/RA FOR c DATE 37. If this material is to be forwarded to the Office of External Affairs, indicate which of the following apply I 1 Has policy implications, as per attached explanation I—I Periodical as defined by OMB Circular A-3. or other item required to be reported to OMB 38. APPROVED BY a FOR THE OFFICE OF EXTERNAL AFFAIRS (Signature) b DATE EPA Form 2340-1 (4-84) PUBLICATION REVIEW RECORD AND PRINTING REQUEST Replaces EPA Forms T-60, 2340-6. and the previous edition of 2340-1. which are obsolete ------- Writing Style The rules given here are based on the GPO and/or Associated Press style books, with some modifications stem- ming from either common sense or personal eccentricities (depending upon your level of agreement). They should be applied consistently in writing and editing all non-technical publications. Punctuation Always use a comma after the second to last entry in a series. Dashes should be used sparingly. They are best employed to set off an "aside" within a sentence, and should not be used to set off a final phrase unless that phrase is an appositive or summary When a dash is used—for whatever purpose—there should be no blank space before or after it. Do not use a hyphen after an adverb ending in "ly." As a general rule (although general rules are dangerous here) compound modifiers should be hyphenated as required to avoid ambiguity. Example1 There is no significant difference between "chemical waste that is toxic" and "waste composed of toxic chemicals," so "toxic chemical waste" does not require a hyphen. On the other hand, "a hazardous waste program" could be interpreted as referring to a waste program that is dangerous, so "hazardous-waste" needs a hyphen. When judging a term's potential for ambiguity, however, it is acceptable to take the context into account. The text following a bullet, or other graphic device used to set off the elements of a list, should always begin with a capital letter and end with a penod. Do not use semicolons and do not put an "or" before the last item. The only exception is when no bulleted item is longer than the length of the line, in which case the periods may be omitted. Numerals Single digit numbers (lower than 10) are spelled out unless they are used with measurement symbols or abbre- viations: 5", 6 mph, etc. Double digit numbers (greater than nine) are expressed in digits unless they begin a sentence; but such sentence structures should be avoided when- ever possible. The numbers of EPA regions are expressed in Arabic numerals, not Roman. Do not number items in a list unless the number signifies an abso- lute value or meaningful sequence, or unless you frequently will need to refer back to specific items; otherwise, use bullets or other graphic devices Follow the lead of Ma Bell and company, telephone numbers are written: area code [hard space] ex- change [hard hyphen] last four digits. Example. 202 260-4359 The hard spaces and hyphens prevent the num- ber from breaking at the end of a line of type Capitalization The terms "federal," "state," "local," and "tribal" are not capitalized unless they begin a sentence or are part of an official title. "Agency" is capitalized when it refers to EPA. The terms "section" and "article," as in article 3, section 14, are not capitalized. Unless otherwise specified here, refer to the GPO Style Manual for guidance on capitalization. In partic- ular, see sections 3.5 (Chesapeake Bay, the bay), 3.19, 3.35, and 3.44 Abbreviations As a noun, always spell out "United States " As a modifier, "U S " is acceptable (but not in the Agency's name on covers and title pages). Always use the two-letter postal code abbreviations when abbreviating state names. No periods: "NY" not "N.Y." Note, however, that abbrevia- tion is only appropriate in long lists and addresses. "Southwest" is one word; it is abbreviated "SW." with only one period. Ditto for all compass points Do not use "St" unless you are referring to a saint ------- Titles For clarity, consistency, and in view of the needs of bibliographic data- bases, titles should be restricted to two levels: one main title followed, if required, by one sub-title. In refer- ences, the division between main and sub-title is signified by a colon; on covers it is indicated by spacing down one-half line and shifting to a lighter weight (and sometimes a smaller size) of the same typeface. Also for purposes of clarity and easy reference, one of the key words in the title should be at the beginning or as near as feasible. Therefore, such phrases as "Report To Congress" and "Guide To Federal Activities" should be placed as sub-titles rather than used to begin the main title Miscellaneous Style Labels for illustrations, tables, and lists do not require the obvious descriptions ("photograph," "table," "list," etc.). Especially, do not write "Table of Contents." Use the article "a" not "an" before a pronounced "h." For example. He is an heir to a historical manor The first use of a temperature measurement should be written "XX degrees Fahrenheit" (or Celsius, not centigrade). Further references to the same scale are written "XX °F" or "XX °C". Note the thin space (about 0.02") between the digit and the degree symbol Spell out "percent" (one word). Be sure to hyphenate when using as a modifier: "five percent of the popu- lace" but "a 40-percent reduction " The pronouns "we," "us," and "our" should only be used to desig- nate the Agency or a part thereof. Do not use them to mean a combination of the reader and author, as in "Let us examine the facts " Avoid long series of modifiers (more than two) by re-writing. Exam- ple: "Leaking underground storage tank regulation implementation plan" would be considerably easier to grasp if written "A plan to implement regula- tions covering underground storage tanks that leak." Specific Terms EPA, not the EPA. Also, do not spell out "Environmental Protection Agen- cy" in articles for the EPA Journal or EPA Insight. Our environment consists of what surrounds us- air, water, trees, etc. The "earth's environment" likewise consists of what surrounds the earth* planets, stars, cosmic dust, and the like The term "waste" is essentially plural. Do not add an "s" unless you are writing of different types. For instance: "hospital waste is composed of various dangerous items," but, "solid and liquid wastes differ in important respects." The noun is "cleanup," the verb form is "clean up," and the adjective is "clean-up" or "cleanup." To "dispose" means to arrange, incline, or set in readiness, as in "The on-scene-coordmator will dispose the clean-up crew on the site " If you want to get rid of something, you must dispose of it—even if you must thereby end a sentence with a prepo- sition. Commonly Misused Words Despite the leniency of some dictio- naries, clarity and consistency demand that "may" be used only to signify permission, not as a synonym for "can" or "might." Be careful of using "which" in place of "that." "Which" is a paren- thetical modifier telling something about the subject that is not absolute- ly necessary to the communication- "The project, which is six weeks overdue, is still with the contractor." "That" provides a necessary definition or restriction: "Let's review the project that is six weeks overdue " Do not begin a sentence with "However" unless you mean it in the sense of "However we do it, they won't like it" Using the term in the midst of a sentence, however, is permissi- ble ------- Graphic Standards Included Publications Unless otherwise indicated, the standards given and regulations cited herein apply to all Agency pub- lications including but not limited to: * Technical documents * In-house publications * Pamphlets and booklets * Fact sheets * Reports to Congress * Instructional manuals n Posters and bumper stickers * Pins and buttons * Catalogs * Newsletters and journals * Announcements These standards and regulations need not be applied to such adminis- trative documents as internal direc- tives, RFPs, and correspondence. (See EPA Order 2200.4A, inside back cover of this booklet, for a complete list of exemptions from EPA's Publication Review Procedure.) Value And Purpose In the mid-1970s, EPA worked with the public relations firm of Cherma- yeff & Geismar Associates to design a high-quality, unified, contemporary look for the Agency. The resulting Graphic Standards System was issued in 1977. The system was created for three main reasons: • Agency management saw a need for a single graphics approach to EPA publications to help elimi- nate the "patchwork" image resulting from the Agency's formation from many separate federal offices. • Documents were often published with design and typography not up to current professional stand- ards, reflecting poorly upon the Agency. • The Government Printing Office was encouraging all federal departments to standardize the size and format of their publica- tions. EPA's design package has long been displayed by GPO as an ideal system. The thoughtfulness which went into its development is evident from the remarkably little revision required since 1977. The lasting val- ue of the design was proven in 1988, when the system won top honors in the Presidential Design Awards spon- sored by the National Endowment for the Arts. The value of the Graphic Stan- dards System lies in its assurance of a high quality and uniform appearance for all EPA publications. It is not intended to inhibit creativity or stand in the way of meeting special needs or applications. Should your require- ments necessitate a departure from the standards, the Editorial Services Division will work with you to create acceptable alternatives. Status And Authority EPA Order No. 1015.2A states, in part: 3.b. The Agency will use the Agency Identifier [logo] on all brochures and other printed matter. 3.c. This Agency will not use any visual identification forms other than those authorized in this Order. SM. Organizations responsible for the organization, prepara- tion, presentation, or appear- ance of printed communica- tions or graphic materials must comply with provisions of this Order and appropriate requirements in the EPA Graphic Standards System Handbook. (The term "appropriate" is used to indicate the exclusion of the hand- book's requirements concerning sta- tionery.) S.b. (1) The Director, Office of Public Awareness, is respon- sible for: The implementation and continuous management of the EPA Graphic Standards System, including supple- ments and revisions to the standards Handbook as re- quired; and (2) The granting or denying of requests for exceptions to the policy pro- mulgated in this Order. ------- Current Version The original Graphic Standards System was presented in approxi- mately 100 pages of directives, suggestions, examples, and repro- ducible artwork in a two-inch, three- ring binder. In this time of fiscal constraints, the cost of reproducing and distributing additional copies of this colorful publication is prohib- itive. The actual text of the Stan- dards—without the redundancies and the artwork—is brief enough to fit in the following few pages. Direct quotes from the original text are reproduced here in italic type form so that the updates, printed in roman type, can be noted easily. Introduction The graphic identity system for the United States Environmental Protection Agency reflects the Agency's intention to communicate a strong, authoritative, and consistent image. This manual establishes and delineates the graphic standards which EPA will adhere to in all of its visual communications. The graphic standards put great emphasis on the continuity 'and consist- ency of all visual components to help make EPA recognizable as a single federal agency. As this manual covers only the major needs of the Agency's communications tasks, it is intended that supplements be issued periodically to all holders of the EPA Graphic Standards. The EPA Logo The central element of the graphic communications standards is the Agency logo, a combination of custom-designed letters and symbol which has been created as a single unifying element far the Agency's multitude of communications, and is designed to convey a simple and contemporary image of the United States Environmental Protection Agency. The commonly used abbreviation EPA has been adopted and replaces the lengthy legal name in areas of primary visibility. The accompanying symbol is an integral element of the primary identifica- tion. Aside from the importance of creat- ing a memorable image/or the EPA itself, the logo serves to clearly distin- guish publications distributed by the federal agency from all other environmen- tal agencies on state and local levels. The Agency logo, even though it is composed of two elements, is one unit of identification. The relationship between the two elements has been carefully estab- lished. • The space between them cannot be altered. • No alteration in the proportion, sizes, or construction of either element is permissible. The logo must always be reproduced in a single color, never in two or more colors at once. • The two elements should appear togeth- er at all times. • The individual elements should never appear by themselves. The integrated form is the only authorized visual identifier of the Agency (with the exception of the EPA Seal in certain situations not applicable to publications). All other symbols and logotypes that have been developed by the various regions, programs, or special offices are to be discontinued. The height of the letters EPA must be equal to the cap height of the type being used. The letters EPA in the Agency logo were derived from the typeface Univers with some modifications in the design of the individual letters required because of their fixed relationship. When printing the Agency logo, use repros only. [Note: Copies of the logo suitable for reproduction (repros) are available from OCEPA.] The initials should not be reset in normal Univers when they are part of the Agency logo. The height of the capital letters corresponds, however, with the Unwers alphabet and allows the logo and the normal Univers setting to match in height. ------- Graphic Standards EPAlog, EPAlert, or any other special designations derived from the EPA initials are never to be used as they change and distort the Agency's correct name both visually and audib- ly, and compete with the Agency logo. All other special names are to be discontinued. Agency Signatures The EPA signature is the combination of the logo and its full legal name. Its application is mainly in print advertis- ing, television, films, etc. and for all communication components when the standard grids do not apply. When using advertising signatures, it is important that they be placed in a prominent position within the advertise- ment format. The signature should align with columns of text or other graphic and illustrative elements whenever possible, aligning the E of the initials and allow- ing the Agency symbol to hang out to the left. The logo: Typographic Organization—Covers A major design consideration has been the standardization of the arrangement of cover information. Layout standards have been estab- lished to maintain consistency among EPA publications. The standard layout either groups together or separates differ- ent levels of information and organizes material both vertically and horizontally. (See pp. 16,17, and 20.) All covers and publications pages have been divided into either one, two, three, or four vertical columns. Recurring identification elements (the full legal name of the Agency, the orig- inating office [AA or staff] or region, the producing unit's mail code, the date of issue, and the publication number) are grouped across the top of the publication. Format For Identification Elements United States Environmental Protection Agency 20M-2017.2 June 1989 Region 3 (3PAOO) Environmental Monitoring Systems Laboratory (ORD) Air And Radiation (ANR-464) The legal name must always be set in three lines as shown, with "United States" unabbreviated. The number of the region should be set in Arabic numerals Since space is extremely limited in some formats, the words "Office Of" should be omitted unless doing so would imply an individual, i.e "Office Of General Counsel" The signature: &EPA United States Environmental Protection Agency Washington DC 20460 ------- The configuration of the words and lines of titles is a dominant design element on a cover. Due to the variation in copy, only general rules can be specified for their graphic treatment. The mandatory specification is that the title is to be set flush left and ragged right (unjustified). Attention should be given to the length of the lines. The breakup of the words should consider both their meaning and the resultant shape, avoiding hyphenation whenever possible. Program Identifiers To visually differentiate the various program areas and major activities of the Agency, the Graphic Standards System established a separate identification system that would not compete with the Agency's logo. This system consists of a specific color for each program's use and a band of bars and lines—called the 'Identifier'—across the publication's cover at or near the bottom. Use of the system is optional, but no other identification symbols were/are allowed. The option of using specific "program" colors never found favor within the Agency. (Today, colors are chosen according to their appro- priateness to the subject matter and the accompanying artwork.) Changes in the Agency's organization some- times require adjustments in the identification system. As any new Identifier is a change to the Graphic Standards System, offices desiring new or updated Identifiers should contact the Editorial Services Divi- sion, OCEPA, for assistance and authorization. Subordinate offices within programs that have established Identifiers cannot have Identifiers of their own. A consistent image for such offices, or for activities within such offices, can be achieved by using common illustrations on publication covers. These illustrations must not have the appearance of a logo or symbol, and must be large enough not to compete with the Agency's identification system. Offices are asked to consult with OCEPA before initiating the design of any such illustration. Grids And Format A number of specific sizes hove been adapted for all pamphlets, leaflets, and booklets to accommodate standard paper sizes. For each of the standard publica- tion formats, a grid system has been established for both covers and inside layouts. The interrelationship between logo, typography, and other design elements is of utmost importance in maintaining a visual balance and continuity throughout all ofEPA's publi- cations. The grid systems are designed to accommodate all standard layout require- ments established for EPA and allow for design flexibility of other design elements. The grid systems should be used at all times as layout guides for preparing artwork. They are not intended to restrict design creativity, but to facilitate and assist the complex task of the designer and to improve production efficiency. Four formats were established by the original Graphic Standards System. One of these, the 8%" x 8W "Special format," is no longer used by EPA due to its excessive use of paper. The remaining three formats— BW x 11". 5%' x SVi", and 4" x 9"— result in the most efficient use of printing-press paper and should not be deviated from. Documents intended for photo- copying by recipients for further distribution should be designed on the 8W x 11" grid. ------- Graphic Standards Typography And Layout The following specifications are designed to achieve maximum readability, as well as consistency with other EPA publications. Justification Any column of type may be set ragged-right. To avoid excessive word-spacing, only use right- justification with columns wider than 14.0 picas. Hyphenation For unjustified type, avoid end-of- line hyphens except when necessary to prevent long words from causing distractingly short lines. In any case, minimize hyphenation to the extent feasible and never allow more than two successive lines to end with hyphens. Vertical Rules (lines) In the 1800s, newspapers were forced to use vertical rules to lock their type into the cylinder of the printing press. Nowadays, when the .proper guide is followed, the use of vertical rules to divide columns of type is unnecessary and is best avoided. White Space Liberal use of white space or "air" (blank areas on the page) is encour- aged whenever aesthetics, budget, and printing constraints allow. Cover Typeface The standard typeface for title and heads is Univers. This typeface estab- lishes a contemporary appearance and meets the specific requirements of simplicity and versatility. Among the outstanding virtues of Univers is its clarity in small sizes, its even appear- ance, and its well-designed individual characters. Main titles or titles of series are always set in Univers Bold, with the Agency logo and titles matching cap height. Subtitles are set in Univers Medium. The identification elements at the top are set in Univers Light. If Univers is unavailable, similar weights of Helvetica may be substituted. Text Typeface Studies show that about two-thirds of all readers prefer serif typefaces over sans-serif designs. Since serif faces also have a somewhat greater legibility, they should be used for the main body of text. EPA publi- cations are generally typeset in the Palatine typeface. Computer/laser- printed materials will probably be most legible if produced using Charter, Lucida, or Stone—typefaces designed specifically to maximize legibility at the 300-dot-per-inch resolution of the common laser printer. This manual is set in Palatine (printed on a 1000-dpi laser printer). Display Typeface Heads, subheads, captions, and outlines may simply be set in vary- ing sizes and weights of the body type, or a sans-serif type (preferably Univers, but Helvetica is accept- able) may be used. Univers is also recommended for labeling charts, graphs, and similar illustrations. Type Case, Form, And Weight The text should be set in caps and lower case. Titles, sub-titles, and heads should have the initial letter of each word capitalized—including "a," "of," "the," etc. This eliminates uncertainty and the need to reset when line lengths are changed. Use all caps only for unusual and extreme emphasis or to denote an acronym. Most text should be set in a medium weight, while words or phrases to be emphasized due to their importance to the content should be in boldface. Italics may be used to signify quotes, cite titles, or to put the correct emphasis on a word for clarity of meaning ------- Margins for this booklet were set in WordPerfect at 0.625" on both left and right. Binding offset was set at 0.225" to allow for 3-hole punching. Cover Type Size For 4" x 9" and 5-%" x 8-W' covers the titles should be set in 24 point and the identification elements in 8 point. For 8-VV1 x 11" covers the titles should be 30 point and the identification elements in 9 point. For periodicals, up to 48-point type may be used. Title typesizes may be increased somewhat to keep extremely short titles from "getting lost" on the page. Subtitles, especially lengthy ones, may be set in a smaller size than the titles. Body Type Size And Column Width Reference materials, which are meant to be consulted rather than read at length, may be set as small as 8-point. Type sizes for heads, outlines, and figures may vary as proportion and aesthetics dictate (the most common error is making display type too large). Otherwise, the table below shows the proper type sizes and distance between lines (leading) for each of the column widths allowed by the Graphic Standards System. Landscape Formats Avoid using landscape formats when- ever possible. If numerous tables or columnar materials demand a land- scape orientation, the margins and columns will be dictated by the form of the data. Covers for landscape booklets follow the same pattern as 8V4" x 11" portrait booklets, with the title beginning three inches from the left edge of the paper. Standard Formats With Recommended Type Sizes All dimensions are In inches except for those marked as points. Shin margins as necessary for hole punch and other special bindings. Page Dimension Number of Columns Column Width Left Margin Right Margin Type Size (points) Leading (points) Or- WP Adj: Primary WP Adj: Secondary 4x9 1 3.15 0.5 1+1 2.25 1.0 0.25 2 1.55 0.35 0.35 10 11 0.014 0.056 9.5 10.5 0.014 0.056 9.5 10 0.007 0.049 5.62 x 8.75 1 4.22 1.0 10.5 12 0.021 0.063 1+1 3.32 1.5 0.25 2 2.31 0.4 0.4 10 11.5 0.021 0.063 9.5 10.5 0.014 0.056 3 1.5 0.36 0.36 9.5 10 0.007 0.049 8.5x11 1+1 5.75 1.B5 0.35 11 13 0.026 0.070 2 3.7 0.5 2+1 2.83 1.74 0.35 0.4 10 11.5 0.021 0.063 10 11 0.014 0.056 3 2.4 4 1.75 0.5 9.5 10.5 0.014 0.056 9.5 10 0.007 0.049 Spaces between text columns are 0.2", between subhead columns and text are 0.15'. ------- 22 4"x9"— Placement Of Cover Elements United States . Number Environmental Protection Date Agency Office or Region (Mail Code) ^^ vvEPA Title Sub-title ------- 4" x 9" —Layout Grids 23 31/2 All diagrams are drawn to scale using pica measurements •-1 1/2 -14 1/2- -181/2- 2 Column Grid 1 column Gnd with Tide Column 1 Column Gnd ------- 5%"x 8%" — Placement Of Cover Elements United-States Number Environmental Protection Date Agency Office or Region (Mail Code) £EPA Title Sub-title ------- 5%"x 83/4" — Layout Grids -1 1/2 -1 1/2 -91/2- •14 1/2- 20 3 Column Grid 2 Column Gnd 1 Column Gnd with Title Column ------- 26 8y2"x 11" —Layout Grids All grids in this format begin 2 1/2 picas from the left side of the page 1 column) i 11 i * 1 . * "35 Top of page (2 column) i i 23 ' ,1, * 23 Top of page (1+2 column) i H | i A A ,1 , * 17 ,1 , '17 All grids in this format end 3 picas from the bottom edge of the page ------- (3 column) Top of page. 15 15 15 (4 column) Top of page. 11 .1. 11 11 11 ------- 81/2"x 11" — Placement Of Cover Elements vvEPA United States Environmental Protection Agency •Office [AA] or Region (Mail Code) Main Title Subtitle Publication Number Date v>EPA United States Environmental Protection Agency Office [AA] or Region (Mail Code) Category or Series Title Title Publication Number Date Draft ------- Disclaimers As a general rule, disclaimers are not required for publications in which EPA is informing the public or indicating environmentally preferable procedures. Both OCEPA and the Office of General Counsel strongly discourage statements that attempt to absolve EPA of any responsibility for the "usefulness" of a publication. In documents, such as conference proceedings, that include articles by non-EPA individuals expressing their own opinions, a disclaimer such as the following should appear. The material in this document has been subject to Agency technical and policy review and approved for publication as an EPA report. The views expressed by individual authors, however, are their own and do not necessarily reflect those of the U.S. Environmental Protection Agency. All draft documents require a dis- claimer. That disclaimer should state that the document is in draft, should not be quoted or cited, and has not been subject to required EPA policy < and/or technical reviews. In addi- tion, the disclaimer should indicate when the report is scheduled to be released in final, official form. EPA Requirements For technical and scientific articles which are based on EPA-supported work and published in professionally peer-reviewed (refereed) journals, a statement should be prominently displayed that the work on which the article is based was "supported in whole, or in part, by the U.S. Envi- ronmental Protection Agency under contract/grant/cooperative agree- ment/inter-agency agreement number In those rare instances where a document cannot be brought up to Agency standards and yet is in final form, an explanatory disclaimer is called for. It should state that the document had been subject to Agency technical and policy review but failed to meet Agency standards for publi- cation as an EPA document. In addition, some explanation for the shortcomings must be included. The explanation should discuss the tech- nical shortcomings (e.g., the monitor- ing equipment was improperly cali- brated) rather than procedural issues (e.g., the grant, or grantee, expired.) For material produced for independent publication by an employee on his or her own time and using no EPA resources, no disclaimer is necessary unless that employee's relationship to EPA is mentioned. In the latter case, a disclaimer should state that the views expressed are those of the author(s) and do not necessarily reflect those of EPA. In all cases where particular companies, trade or service names, product names, or other commercial references are cited, a disclaimer such as the following is essential. Mention of trade names, products, or services does not convey, and should not be interpreted as conveying, official EPA approval, endorsement, or recommendation. Mailing Publications The Agency and the Postal Service have rules governing addresses, labels, self-mailers, use of the EPA mailing permit, and method of paying for postage. When space and format allow, the Editorial Services Division's layout artists can set up a publication so that it may be mailed without being placed in an envelope. Each piece of mail must have a complete and current address. The last line of all United States addresses should include the city, state, and zip code. If possible, use the new zip + 4 code. For all foreign items, the coun- try should be the last line of the address. The address label should be typed or printed by a computer and not hand written. ------- EPA Requirements To eliminate the need for the Post Office to cancel and postmark mail, and to achieve other efficiencies, EPA now uses the postage meter system. All metered mail pieces must have a complete return address in the upper left corner along with the words "Official Business, Penalty for Private Use $300." For the return address, the Agency must be listed on the first line, followed by a complete address including the zip code. With one exception, all mail leaving the Agency will be stamped via a postage meter in the EPA mail room. The exception is the mailing permit imprint that allows the mailing to be taken directly to the Post Office with EPA's mailing permit number already imprinted. The self-mailer does not need to be individually stamped. Permit (bulk) mailings must contain at least 200 pieces of identical size and weight or weigh at least 50 pounds. If fewer copies of publications with self- mailers are sent to the mail room, the mail handlers will have to overlay the imprints with metered stamps. If a contractor or anyone else puts permit- printed publications in the mail, the Postal Sendee will not deliver them. The format of the permit imprint should be cleared through the head- quarters Mail Management Staff (PM- 215, 202 260-2040) prior to printing. A contractor may mail on behalf of the Agency. If the Agency is paying for the postage, the contractor must be authorized by the Mail Management Staff to deliver it to the Post Office. Mail Management will also work with the contractor to assure that all Agency and Postal regulations are met. The mailer must provide docu- mentation of the postal expenditure after the mailing has been accepted by the Post Office. Mail Management charges programs for the cost of postage for large mailings. This is done by using Miscellaneous Obligation Document, EPA Form 2550-10. In deciding the class of mail to be used, bear in mind that the longer the item is in transit, the lower the cost of the postage. The class of mail should be displayed on the envelope or self- mailer. For more detailed information, refer to EPA Mail Management Manual #4821 available from the headquarters Distribution Unit (PM-215). Funding When planning the funding of publications or audiovisual products, it is often important to know the appropriation category of the funds that are to be used. The production of publications, TV public service announcements, photographs, etc., are deemed management and administration support items and are recorded in EPA's finance system as Salaries and Expenses appropriation expenditures. Therefore, whenever funds are trans- ferred to OCEPA to cover such costs. Salaries and Expenses accounting data must be used. Any questions concerning resource usage or reimbursement should be directed to The Director, Office of Executive Support, Office of the Administrator. ------- Printing Regulations Unless otherwise indicated, all citations in this section are from Government Printing and Binding Regulations, published by the Joint Committee on Printing of the United States Congress. Printing Defined "The term 'printing' ... shall be construed to include and apply to the processes of composition [which includes "electronic character generating devices"] platemaking, presswork, binding, and microform." Printing does not include "duplicat- ing" (i.e., photocopying) less than "5000 production units of any one page" and less than "25,000 produc- tion units in the aggregate of multiple pages." Desk-top publishing pTP) systems (and even word-processors) are included under the term "composition." GPO is has long been considering new regulations to cover such systems. Until such decisions are made, control of DTP systems has been left in the hands of each agency's print shop. At the moment, EPA Printing Management is not involved in controlling the use of DTP systems unless they lead to violations of other printing regula- tions. For assistance in using DTP systems to produce program-specific publications (newsletters, leaflets, etc.), consult the Editorial Services Division of OCEPA. Who May Print "All printing, binding, and blank- book work [tablets and such] for ... every executive department [EPA] shall be done at the Government Printing Office, except... with the approval of the Joint Committee on Printing." This means that, unless there is prior, specific approval from Congress, the publication must be printed through GPO. EPA's-Printing Management office is considered an extension of GPO. Not Contractors Or Grantees [35-1] "The inclusion of printing with- in contracts ... is prohibited unless authorized by the Joint Committee on Printing." [36-1] "The inclusion of printing within grants is prohibited unless authorized by the JCP." [From Public Law 101-163, section 308] No funds "may be obligated or expended by any entity of the execu- tive branch for the procurement from commercial sources of any printing." [From a letter dated January 25, 1990, from Senator Wendell H. Ford, Chairman of the Joint Committee on Printing] "These provisions [in Public Law 101-163] also apply to any type- setting or other printing services (including desk-top publishing servic- es) that may be offered by graphic- design contractors or any other service/support contractors." Penalties For Violations Any federal employee who circum- vents these regulations by having a commercial shop print a document, either directly or through a contractor or grantee, or who approves of such an action, will have committed an illegal act and can be subject to civil and criminal statutes under Titles 18 and 31 of the U.S. Code pertaining to money and finance laws. In addition, such violations risk bringing sanc- tions onto the Agency that would severely hamper the publishing process for everyone. Mailing-List Validation "All departments shall make neces- sary revisions to their mailing lists at least once each year in order to elimi- nate waste in government funds caused by publications being improp- erly addressed or mailed to persons no longer desiring them. This meth- od of revision shall require that persons receiving publications indicate that they wish to continue receiving the publication Failure to reply to a mailing-list revision request shall require the elimination of the addressee from the mailing list unless it is necessary in the conduct of offi- cial business to continue mailing publications to the addressee." [Section 31] ------- Printing Regulations Bylines Section 16-1 of the Printing And Binding Regulations states: The printing of Government employees' bylines in Government publications shall be confined to the authors of the articles appearing therein, and to the photographers who have originated the pictures contained therein. The term "byline" refers to any name listed for credit as opposed to employee names that might be inte- gral to the text itself. The term "author" can be legitimately applied only to an individual who has conceived of, who created, and who can be held responsible for a text or section of text. The term "author" cannot be stretched to cover supervisors, managers, advisors, and other such "contributors." Contractor/Grantee Names If a report is generated by a contrac- tor or grantee and published as such without Agency endorsement, then the contractor/ grantee's authorship should be recognized and a proper disclaimer included on the title page. Otherwise, all public-oriented materi- als should be issued in the name of the Agency and the authorship should not be confused by listing contractor/grantee names. This approach is also consistent with provision 13 of the Printing and Binding Regulations, which disallows the printing of "material which implies in any manner that the government endorses or favors any specific commercial product, commodity, or service." If it seems appropriate, the contract or grant number may be unobtrusively cited. The work of grantees may be acknowledged if their association with a publication is important to its acceptability, image, or distribution. Recycled Printing Paper Under the Resource Conservation and Recovery Act, section 6002, Part 250 (Guideline for Federal Procurement of Paper and Paper Products Containing Recovered Materials) federal agencies are required to use paper containing at least 50-percent recycled waste- paper for printing publications of all kinds. Litho-coated (glossy) paper is not used due to its extra cost and limited recyclability. All EPA publications should not only be printed on recycled paper, but should display the phrase "Printed on Recycled Paper" on the lower right-hand corner of the front cover. ------- Use Of Color Section 18-2 of CEO's Printing and Binding Regulations cites the following categories of multicolor printing as having "demonstrable value" to the government. "(a) Maps and technical diagrams where additional color is neces- sary for clarity. "(b) Object identification (medical specimens, diseases, plants, flags, uniforms, etc.) "(c) Safety programs, fire prevention, savings bonds programs, and competitive areas of personnel re- cruiting. "(d) Areas wherein clearly identifiable savings in costs can be soundly predicated on multicolor use. "(e) Printing for programs required by law, whose relative success or failure is in direct ratio to the degree of public response, and where that response can be logi- cally attributable to the number of colors planned and the manner in which they are proposed to be used. "(f) Color for promotional or motiva- tional purposes such as programs concerning public health, safety, and consumer benefits; or to encourage utilization of gov- ernment facilities such as pro- grams for Social Security, Medi- care, and certain areas of need for veterans...." As examples that do not qualify for the use of government printing funds, the Joint Committee on Print- ing cites printed items: "(a) Wherein additional color is used primarily for decorative effect. "(b) Where additional color is used in lieu of effective layout and design. "(c) Where additional color is used excessively. (Three when two will suffice, etc.) "(d) Where the inclusion of multicolor does not reflect careful, competent advance planning that recognizes the contribution the use of color is expected to make to the ultimate end-purpose." In line with these federal regula- tions, the use of color in EPA publica- tions shall be carefully limited. As a rule of thumb,, if a publication's audience is seeking the information contained within, and needs no further motivation to obtain the publication, then only one color is called for (unless additional color is needed for clarity, identification, or efficiency). If a publication's audience is likely to be receptive to the information but unlikely to seek it out, then two or more colors could be appropriate; especially if the document concerns "public health" or "consumer" issues. This "rule-of-thumb" is not official policy and should not be relied on without confirmation from EPA's Printing Management office. The wisest course is to send a written justification to the Agency Printing Officer before funds are committed for designing a publication in more than one color. Justifications are most effective if brief and based on the GPO criteria cited above. Good looks and effectiveness need not be sacrificed on the basis of these rules. There is much that can be done by competent designers to create top-quality publications using one or two colors. Illustrations, Etc. Photographs, line drawings, and other graphic illustrations are limited by the Joint Committee on Printing to those that are related to the subject matter of the publication, in the public interest, and "restricted to the minimum size necessary to accom- plish their purpose." Employee Photos Illustrations depicting federal employ- ees must show them "actually engaged in an act or service related to their official duties." Furthermore, no illustration shall "serve to aggrandize any individual." Therefore, unless a publication is specifically designed to highlight employees (such as an awards ceremony program), "mug shots" of AAs, Division Directors, Branch Chiefs, and other employees shall not be included in publications. ------- Printing Regulations Guidelines Despite the restrictions cited above, the use of illustrations to enhance the communication of information in publications is encouraged. The following guidance should prove beneficial. • When employing one or two colors, photographs—especially photo- graphs of people—look best if printed in black ink • When using four colors, special colors (such as for rules or display type) must be specified as propor- tions of process inks; specifying with a system number will force a fifth press run. • Keep illustrations as simple and uncluttered as possible, and use double care in proofing them. And don't forget to contact the Editorial Services Division of OCEPA for professional assistance in design and aquisition of illustrations for your publication. ------- "JAN 28 1998 EPA Order 2200.4A EPA PUBLICATIONS REVIEW PROCEDURE 1. PURPOSE: This Order establishes policy and procedural requirements for the review of material published or issued by the Environmental Protection Agency. The EPA Publications Review Procedure is established to: a. Assure that materials published or issued by EPA, including materials made available through the National Technical Information Service, have been developed using methodology which will achieve high quality results; b. Clarify EPA responsibilities for information published or issued in the name of the Agency; c. Provide for the expeditious approval of publications before their public release; and d. Identify, for external reporting requirements, all periodicals, pamphlets, and audio-visual products produced by EPA. 2. POLICY AND PROCEDURES: The Assistant Administrators, General Counsel, Inspector General, Associate Administrators, Regional Administrators, and the Administrator's Staff Office Directors are the responsible officials for the substance, form, and policy implications of all materials originated in their respective offices. These officials must establish internal review procedures and controls to assure the high quality of their publications and issuances. Each official or his designee must indicate concurrence in the publication or issuance of all materials by signing the appropriate block on EPA Form No. 2340-1. This concurrence includes a certification that such materials have been adequately reviewed. Such materials submitted by EPA contractors and assistance recipients shall be processed, respectively, in accordance with the pertinent contract clause or the .assistance regulation at 40 CFR 30.518. 3. DOCUMENTS SUBJECT TO-REVIEW BY HEADQUARTERS OFFICE OF EXTERNAL AFFAIRS: The responsible officials listed above shall forward to the Office of External Affairs for final publication approval: a. Any material that has policy implications; and b. Any periodical as defined by OMB Circular A-3 or other item required to be reported to the Office of Management and Budget. c. Any periodical, pamphlet, or audio-visual product as defined in OMB Bulletin 81-16 or its successors. 4. MATERIALS SUBJECT TO THE PROCEDURES: Materials published or issued in the name of the United States Environmental Protection Agency, audio- visual as well as printed materials, whether originated by EPA employees, contractors, assistance recipients, or consultants, are subject to the EPA Publication Review Procedure except a. Congressional testimony; b. Verbatim testimony from hearings; c. Advance Notices of Proposed Rulemaking (ANPRMs), proposed or final regulations subject to a formal comment period; d. Press releases approved by the Office of Public Affairs or a counterpart organization within a Regional office or laboratory; e. Legal opinion, briefs, and memoranda, including initial, final, or other decisions in quasi-judicial administrative proceedings; f. Federal Register Notices; g. Notices of Public Hearings; h. Requests for Proposal (RFPs); i. Articles by EPA employees and assistance recipients submitted for publications to refereed scientific journals which include a statement indicating that the article does not reflect the official views of EPA; j. Criteria Documents and other similar documents subject to a formal public comment period or review by the Science Advisory Board or the Science Advisory Panel; k. Advisory Committee statements and reports; 1. Materials generated on an employee's own time using private facilities; m. Internal policy statements, memoranda, and Directives; n. Official Agency correspondence; o. Publications of the Office of the Inspector General; p. Such other materials as are deemed appropriate for exclusion by the Office of External Affairs. Howard M. Messner Assistant Administrator, OARM June 4, 1984 ------- |