United States
Environmental Protection Agency
EPA/IMSD
December 1991
EPA
Administration and Resources Management (PM-211D)
PUBLIC ACCESS MANUAL:
A "HOWTO" GUIDE
(Draft)
CONTRACT #68-W9-0037 DELIVERY ORDER #085
December 2,1991
BOOZ-ALLEN & HAMILTON Inc.
4330 East West Highway
Bethesda, Maryland 20814-4455
301/951-2200
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United States
Environmental Protection Agency
EPA/IMSD
December 1991
EPA
Administration and Resources Management (PM-211D)
PUBLIC ACCESS MANUAL:
A "HOW TO" GUIDE
(Draft)
CONTRACT #68-W9-0037 DELIVERY ORDER #085
December 2,1991
BOOZ-ALLEN & HAMILTON Inc.
4330 East West Highway
Bethesda, Maryland 20814-4455
301/951-2200
-------
TABLE OF CONTENTS
CHAPTER 1 INTRODUCTION I
CHAPTER 2 IDENTIFYING AND UNDERSTANDING YOUR AUDIENCE 5
User Studies 9
FOIA Request Examination 10
Internal EPA Survey 13
External Survey 20
Feedback Mechanisms 25
Product Evaluation Cards 25
Telephone Surveys 29
CHAPTER 3 DELIVERING THE MESSAGE 33
Introduction 33
Publications 35
Multimedia Products 45
Electronic Media 51
Floppy Diskettes 51
Magnetic Tapes 54
CDROM 56
CHAPTER 4 DEVELOPING ACCESS POINTS 63
Introduction 63
Access Points 66
Hotlines 67
Dockets 73
Electronic Bulletin Boards 79
Databases 85
Clearinghouses 93
Public Information Centers 99
Libraries 102
CHAPTER 5 UTILIIZING DISTRIBUTION MECHANISMS 109
Introduction 109
EPA Distribution Mechanisms 111
EPA Publications & Information Center (EP&IC) 111
Headquarters Public Information Center 114
Regional Public Information Center 116
Federal Government Sponsored Distribution Mechanisms 119
Government Printing Office (GPO) and the Federal Depository Library Program....1 19
National Technical Information Services (NTIS) 121
Consumer Information Center (CIC) 124
Partnership Opportunities 127
State Environmental Organizations 129
Other Federal Agencies 133
Interest Groups 135
Private Companies 139
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TABLE OF CONTENTS (continued)
CHAPTER 6 REACHING OUT FOR EFFECTIVE ACCESS .141
Introduction 141
Outreach Tools 142
Access EPA 142
Information Systems Inventory 144
Online Library System 145
Organizations and Functions Manual 146
EPA Telephone Directories 147
Program Reference Materials 149
Outreach Opportunities 151
Exhibits 151
Speaking Engagements 159
Press Releases 165
Public Service Announcements 169
APPENDIX
Public Access Experts
OIRM Contacts
OCEPA Offices
Evaluation Form
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I. INTRODUCTION
Over the last several years, EPA has been experiencing an increase in
demand from the public for information maintained by the Agency. In order
to meet this demand, program offices have been responding in a variety of
ways, including using information centers, clearinghouses, dockets, hotlines,
and databases to make information available to the public. The Office of
Information Resources Management (OIRM), in its role as National Program
Manager for Public Access, has been promoting coordination and
enhancement of these public access activities to increase efficiency in
providing this information. This Public Access Manual is another one of the
steps that OIRM is taking to promote this increased efficiency.
Definition of Public Access
As defined in EPA’s Public Access Policy, public access and
dissemination enhance the ability of concerned parties to obtain information
generated, collected, and maintained by the government. For EPA this
definition includes:
• Responding to hardcopy or electronic requests for
information from one of the agency’s information sources
• Disseminating, or distributing, solicited and unsolicited
information to the public or to publicly available sources.
The public is a very broad term that is used to describe the following:
• Industry and the regulated community
• Federal, state, local, and international governments
• Specific interest groups, such as health organizations,
lawyers, consultants, etc.
• Academia and the research community
• Citizens.
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Introduction
Currently, the primary users of EPA information are those audiences who can
interpret the vast amounts of technical information collected and maintained
by the Agency. Therefore, the smallest user of environmental information is
the general public although demand from this audience is continuing to
increase.
Background
EPA’s current Public Access Program is an informal network of
individual systems and services primarily maintained and operated by
program offices. The systems and services facilitate access and dissemination
to paper-based and electronic information. The four main objectives of EPA’s
Public Access Program, as defined in the August 6, 1991, Public Access Strategy
Document are to enable EPA to:
• Better understand its audiences
• Reach the public in the most effective and efficient
manner
• Make quality data available to the public, within available
resources, and ensure confidentiality of sensitive
information
• Coordinate its public access initiatives at all levels in the
Agency so as to improve efficiency and service.
EPA’s Public Access Program has used various means to promote
achievement of these objectives, including developing the Public Access
Status Document, a document which described ongoing public access efforts
and which identified issues confronting managers with regard to public
access. The Program also sponsored Public Access Forums for Headquarters
senior managers in the Fall of 1991. At these forums, senior managers
discussed various public access issues and provided suggestions on how EPA
should address these issues. Other Public Access Program activities include:
• Sponsoring an interagency committee on public access to
share information on how each agency is addressing
public access issues and to discuss how each agency
provides information to the public
• Developing the Access EPA series, a directory of EPA and
other public sector sponsored information sources.
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Introduction
Throughout these activities, several common themes have emerged. One of
these themes involves the need for practical information that could be used
in initiating or enhancing public access efforts. This type of information has
been identified as critical for assisting Headquarters, Regional, and Laboratory
offices in making information available to the public more efficiently.
Purpose
The purpose of this document is to provide EPA managers with
practical, implementation-oriented information to initiate or enhance
existing public access efforts. The purpose will be accomplished through:
• Providing information to facilitate compliance with EPA’s
Public Access Policy contained in the Information
Resources Manual
• Outlining information to assist with defining users and
theii needs
• Providing practical information to assist with responding
to public requests for information. This document
provides practical information through:
- Informing staff of relevant policies, procedures, and
other public access information
- Serving as a reference tool for locating information
within EPA
- Promoting information sharing across offices.
In defining the format and content of this manual, numerous interviews
were conducted with EPA Headquarters, Regional, and Laboratory staff. This
document reflects the suggestions expressed in these interviews.
Future Plans for Manual
Potential users interviewed during the development of this manual
indicated that regular updates would be required to keep this manual current
and useful. Therefore, this manual will be viewed as a “living document”
which will be regularly updated and expanded. This will allow the document
to be as useful as possible for an extended period of time. Planned updates
and enhancements include:
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Introduction
• Update information on public access initiatives ongoing
within EPA
• Include information on potential applications of new
technologies as they become available.
To facilitate the updating process through identifying areas for improvement
and update, a user survey, entitled “Update and Comment Form” has been
developed. Any comments or suggestions should be given on the form,
which is located in the Appendix of this document, and forwarded to Brigid
Rapp in OIRM. Comments and suggestions will be reviewed for
incorporation in the next edition of this manual.
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II. IDENTIFYING AND
UNDERSTANDING
YOUR AUDIENCE
INTRODUCTION
Purpose
The purpose of this section is to assist EPA offices in:
• Identifying members of the public (i.e., audiences) interested in
information maintained by the particular office
• Understanding the needs of these audiences with regard to
obtaining EPA’s information (e.g., type of information, format,
delivery mechanism).
This section is intended to serve as the building block for offices developing
public access programs. Prior to determining which media, access point, or
distribution point to use to convey a message, an office must first understand
the audience which needs to be reached and the members of the audiences’
needs with regard to obtaining EPA’s information. This section will provide
an approach to acquiring this type of information.
Approach
To determine how best to approach identifying audiences and
developing the knowledge necessary to understand their information needs,
an office should first:
• Define its overall requirements and objectives with regard to
identifying and understanding audiences
• Evaluate and select an approach for collecting relevant
information.
These steps are discussed in the following text.
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Objectives and Requirements
Office staff should first define the objectives that they wish to meet
with respect to identifying and researching audience needs. The following
questions need to be answered when formulating an objective:
• For what specific sets of information does an office want to
identify its audiences? For example, does an office want to try to
identify all potential audiences for its information (i.e., all
audiences for information maintained by the Office of Drinking
Water) or should only one specific topic area (e.g., lead in
drinking water) be investigated? In general, the more targeted
and focused the set of information, the easier and less resource
intensive it will be to determine audience needs. Additionally,
with more focused research objectives, office staff will be able to
more easily analyze the information collected and apply the
results to improving public access.
• What specific user needs should be investigated? The following
are some typical user needs that should be targeted when
determining the data collection objective.
- Format - Would the audience like to receive data
in electronic or hard copy format?
- Level of Detail - Would the audience prefer to
receive only summary information, not raw data?
- Quality Assurance - What level of quality is
required in the data and how updated must it be to
be useful to the audience?
- Access/Delivery Points Would the public like to be
able to access the information in their public library,
through a clearinghouse, or a hotline? Would the
public like to purchase the information at GPO or
NITS?
- Outreach Mechanisms - How does the public find
out what information is available from EPA?
Through a public service announcement, news
release, conferences, or through an association?
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Cost - How much is a member of the public willing
to pay for a certain type of information? Is cost a
prohibitive factor in obtaining the Agency’s
information?
• Should only current audiences be investigated or should
potential audiences be considered as well? Current audiences
are easier to investigate as some information is already known
about them. However, focusing solely on these audiences may
continue to exclude other groups who have a need for EPA’s
information, but are just not currently aware of it or demanding
it.
• Should only audiences in a limited geographic area (e.g., a
Region) be investigated or should a national perspective on
needs be obtained? Again, the more focused the objective, the
easier it will be to collect data. However, especially in terms of a
national clearinghouse, a broad perspective on the needs of its
audiences may be required to make the access point truly
responsive to users’ needs.
Further questions will become apparent to the office staff if they first attempt
to define what a successful data collection would look like. In other words, if
an office possessed all the information it needed to enhance its public access
efforts, what information would they need? Identifying these components
will assist an office in formulating its overall data collection objective.
Regardless of the specific objective, the office should ensure that the
objective is sufficiently defined to facilitate collection of useful information.
Ambiguous or overly broad data collection objectives will result in the
unnecessary expense of resources and the collection of information which
may not facilitate decisionmaking in the public access arena. Another
important factor to consider when formulating the objective is existing
organizational or resource constraints. All data collection objectives ought to
be achievable within existing or projected organizational and resource
constraints or these data collection efforts will not be successful and,
therefore, useful in enhancing public access efforts.
Evaluating and Selecting Potential Approaches
After defining the overall objective of the data collection process, an
office next needs to decide upon the best approach to collecting this
information. In this section, two type of approaches to collecting audience
information are discussed. These approaches are defined below:
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Identifying and Understanding Your Audience
• User Study - This type of study is one which is undertaken
specifically for the purpose of collecting information on existing
audiences or identifying and learning about new audiences.
• Feedback Mechanisms - Feedback mechanisms are data gathering
approaches that can be incorporated into ongoing operations to
collect information on the degree of user satisfaction with
existing products or services.
In this chapter, each approach is discussed in further detail along with its
benefits and limitations. Additionally, names of EPA staff members who
have conducted such a study or implemented a feedback mechanism are
provided as contacts for further information.
To select a specific approach, an office should evaluate each one
relative to the previously defined objective to determine if the approach will
allow the appropriate information to be collected. Certain approaches may be
initially eliminated based upon their inability to collect the appropriate type
of information. To decide between the remaining approaches, the office will
need to consider which best satisfies their data collection objective while
taking into account any organizational or resource constraints. For instance,
certain approaches may provide a comprehensive set of information, but may
be too expensive or too difficult to be realistic. To facilitate this evaluation, a
graphic is included at the end of this chapter which summarizes each
approach and its primary benefits and limitations.
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USER STUDIES
Purpose
This section discusses the following types of user studies.
• Freedom of Information Act (FOIA) Request Examination
• Internal EPA Surveys
• External Surveys.
For each type of user study, various approaches to conducting the study are
discussed as well as benefits and limitations of particular approaches and
names of individuals within the federal government who have utilized this
approach to learning more about their audiences.
Before starting any information collection effort, EPA offices must first
consider the Office of Management and Budget’s (OMB’s) regulations with
regard to information collection. These regulations basically state that EPA
cannot collect information from more than nine sources external to the
Agency without the express permission of 0MB as part of an Information
Collection Budget request. Related issues can be, discussed with more than
nine sources if a structured questionnaire or survey instrument is not
utilized. To obtain 0MB clearance, standard form 83 must be completed and
submitted with a narrative statement explaining why the information needs
to be collected. 0MB then has 60 days to approve or deny the request. To
facilitate receiving approval, the office that submitted the request should
monitor the progress of the request through 0MB. Contacts who can assist in
this process are provided at the end of the chapter.
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Identifying and Understanding Your Audience
FOIA Request Examination
This section will discuss examining FOIAs as a means of gathering
audience information as well as the benefits and limitations of this type of
user study.
Approach
FOIAs are a primary means by which members of the public currently
request information from EPA. In 1990, the Agency received a total of 39,254
requests, the fourth largest volume of requests among all federal agencies.
Due to the increasing interest in environmental information, EPA’s
Executive Secretariat estimates that the number of requests will continue to
grow at a rate of 20% per year. Because of the large interest in requesting
EPA’s information via FOIAs, an examination of these requests can assist
with understanding audiences by revealing the following:
• Types of audiences interested in an office’s information (e.g.,
industry, environmental groups, members of the public)
• Types (i.e, subjects or topic areas) of information in which the
public is interested
• Demand for certain types of information (i.e., number of
requests for a particular type of information).
By relating these three types of information, an office can develop a basic
profile of its current audiences and their interests with regard to EPA’s
information.
Each Headquarters program office and each Region has a FOIA liaison
who can assist with compiling lists of appropriate FOIAs. Additionally, the
Agency’s Freedom of Information Officer within the Office of the Executive
Secretariat maintains records of FOIAs requests and responses as well.
Benefits and Limitations
There are a number of benefits and limitations associated with
examining FOIAs to identify and understand audiences for a particular
office’s information. These are described below:
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Benefits
• FOIA examination does not require extensive investment in
data gathering as the information already exists and is available
within EPA.
• Examining FOIAs can be relatively inexpensive due to the fact
that much of the information has already been collected.
• FOIAs provide a basic information about audiences and the types
of information in which they are interested.
These benefits indicate that FOIA examination is a relatively quick and
straightforward means of identifying basic information about audiences.
Limitations
• FOIAs may not present an accurate assessment of the audiences
demanding the Agency’s information. Instead, they may only
reflect sophisticated audiences, knowledgeable about the FOIA
process and with the funds to pay for any costs which are
incurred in the FOIA process. (In 1990, 80% of all EPA FOIAs
were from commercial requesters which does not provide a
complete profile of the audiences interested in EPA’s
information.)
• FOIA examination does not reveal extensive information about
audience needs (e.g., format, level of detail). Instead, the
requests indicate only the type of information in which the party
is interested and the demand for that information as exhibited
through the FOIA process.
• FOIA examination may not provide information on the topic in
which an office is interested, especially if that information is
already readily available from another source. If the
information is easily accessible through a hotline, docket, etc.,
then the number of FOIAs in this area may be limited.
• FOIA examination will exhibit information on current
audiences only. It does not investigate needs of potential
audiences.
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Identifying and Understanding Your Audience
Although FOIA examination may be fairly quick and easy to accomplish, it
only provides limited information about audiences which may not be
sufficient to satisfy an office’s data collection needs. Therefore, FOIA
examination may best be viewed as a starting point for identifying basic
information which then provides the basis for targeting a more extensive
investigation. The following box provides a contact who has utilized this
approach to obtaining information on audiences.
CONTACTS
Staff from the Permit Compliance System (PCS) recently undertook an
examination of FOIAs as a means of assessing the public access
requirements for their system.
Mike Mundell in the Office of Water should be contacted for further
information on this study, (202) 260-8324.
Agency Freedom of Information Officer, (202) 260-4048.
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This section will discuss the opportunities for surveying staff from
within EPA to assist with identifying and understanding audiences.
Approach
Requests from the public for information enter the Agency at a variety
of points. Examples of these points include the following:
• Public Information Certter (P lC)
• EPA libraries
• Office of Communications, Education, and Public Affairs
(OCEPA)
• Center for Environmental Research Information (CERI)
• EPA Publications and Information Center, Cincinnati
• Hotlines
• Clearinghouses
• Dockets
• Electronic bulletin boards
• Individual programmatic or administrative officçs within
Headquarters, the Regions, or the Laboratories.
EPA staff members who respond to these requests via the previously
described points have valuable information concerning public demand for
the Agency’s information.
A variety of means can be utilized to elicit information from EPA staff
on audiences for certain types of information and their preferences with
regard to obtaining that information. Additionally, EPA staff can greatly assist
Internal EPA Survey
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Identifying and Understanding Your Audience
an office in determining the best approach for meeting the needs of a
particular audience. Two approaches for obtaining this information are
discussed below:
• Interviews - Interviews with individuals or with groups of
individuals can be utilized to gather information on audiences.
The interviews could be conducted in one of several manners:
telephone, in person, or through the mail. The particular means
of conducting the interviews (e.g., telephone, mail, or in person)
will impact the amount of time, the level of effort, the number
of responders, and the quality of the information. Specific
impacts are discussed below in the “Benefits and Limitations”
section. To promote and facilitate discussion in an interview
setting, a questionnaire should be developed to ensure that the
appropriate information is obtained. This questionnaire can be
in hard copy format with specific “skip” instructions provided to
guide the interviewer/interviewee through the questionnaire
based on responses, or the questionnaire can be administered
using a computer. In this case, appropriate questions will be
automatically retrieved based upon responses. A successful data
collection effort depends upon:
- Questionnaire Content - It is essential that all
designated issues are covered.
- Question Order - A logical flow to the questions
aids the respondent. Additionally, bias must be
considered in that information raised in an earlier
question may affect subsequent responses.
- Question Wording - The question must be clear and
understandable. Ambiguous questions with
unfamiliar terms will inhibit obtaining useful
responses.
- Questionnaire Format - This relates only to a mail
questionnaire where the interviewee would see the
actual document. The format should be attractive
to the respondent and the design should facilitate
completion through guiding the respondent to the
next question and reducing the likelihood of errors.
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- Cover Letter - If a questionnaire is mailed out, a
cover letter must be sent with it explaining the
incentive for the requester to reply.
These factors influence the results from the data collection
effort in two ways - response rate and validity. With
respect to response rate, the clearer, more logically
designed, and attractive a questionnaire is, the higher the
response rate. Difficult questionnaires are likely to be
ignored. Unambiguous and easy to complete
questionnaires also improve the quality of the data
imparted.
• Focus Groups - Focus groups could be utilized to bring together a
variety of EPA staff receiving requests from the public. In a focus
group, the staff members have a chance to share information
and to interact when making suggestions on appropriate means
for meeting the needs of the various audiences. Focus groups
differ from group interviews in that the participants are expected
to interact and develop potential solutions. Group interview
participants are essentially just required to respond to questions
posed by the interviewer. If a focus group is chosen as the means
for obtaining information, the following items should be
considered:
- Groups should be between eight and ten people.
- Groups should last a maximum of two hours.
- A facilitator with at least some expertise in conducting
focus groups and more generally in group dynamics will
be required to ensure that the focus group is conducted
successfully.
- Someone besides the facilitator should be taking notes if
the session is not being taped to ensure that all relevant
information is recorded.
- A flip chart or white board is helpful in structuring and
promoting discussion.
- A discussion guide should be prepared to provide an
overall framework for the focus groups. This guide does
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Identifying and Understanding Your Audience
not have to be strictly adhered to, instead the facilitator
should follow the discussion.
- Staff should ensure that the facilities where the focus
groups are being held are comfortable and sufficiently
spacious to accommodate the group.
Through the use of focus groups, an office can not only gather basic
information on audiences and their needs, but can also benefit from the
suggestions on meeting these needs offered through group interaction.
Regardless of which approach that is used - interviews or focus groups - the
following basic steps should be followed (not all of which may be present in
any given effort)
• Define universe - Estimate the total number of members
of what the office perceives to be its audiences.
• Draw sample - The size of the sample chosen to survey
will be dependent upon the size of the overall universe
and the desired level of statistical accuracy.
• Hold ftvo to three focus groups - These groups will aid in
the identification/refinement of issues for the
questionnaire.
• Draft survey questionnaire - Following suggestions given
in the preceding text.
• Pretest instrument - The questionnaire should be
pretested with a small sample to identify any problems.
• Review pretest results - Review the results of the pretest
and use them to revise the questionnaire accordingly.
• Field the questionnaire - After refinement the
questionnaire should be fielded to the entire sample.
• Conduct mail or phone follow-ups - Follow-up with those
who do not respond to the initial questionnaire.
• Analyze results - Results from the survey should be
compiled and analyzed to provide the basis for developing
conclusions.
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Following these steps will enable the user to develop an appropriate,
successful data collection effort.
Benefits and Limitations
There are a number of benefits and limitations of the various
approaches to conducting internal EPA surveys to obtain audience
information. These are described below:
Ben ef its
• Internal surveys allow an office to obtain extensive information
on EPA’s current audiences and their needs.
• Internal surveys do not fall under 0MB Information Collection
regulations as information does not have to be collected from
outside of the Agency.
• Both interviews and focus groups can involve EPA managers
and staff at many levels in the public access process. This will
facilitate sharing information across offices and may promote
the identification of opportunities for coordinating public access
efforts.
• Interviews conducted in person or over the phone provide the
opportunity to clarify or follow-up responses with additional
questions to ensure that high quality, relevant information is
collected.
• Interviews which are conducted through the mail require less
staff time to conduct than those over the phone or in person.
• Focus groups also provide the opportunity to clarify or follow-up
responses as well as the opportunity to solicit information on
how to best meet the needs of EPA’s audiences in an interactive
environment.
Internal surveys offer great potential for obtaining information on current
audiences and for seeking assistance with identifying means to meet the
needs of these audiences.
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Limitations
• Internal surveys collect information primarily on current
audiences. These types of surveys do not gather extensive
information on potential audiences as many of the interviewees
may not be familiar with audiences who do not contact EPA.
• Internal surveys can be resource intensive, especially if focus
groups are chosen or if extensive numbers of interviews are
conducted because EPA staff are required to facilitate or conduct
all of these interviews.
• Questionnaires which are mailed out may not elicit sufficient
response to assist with gathering useful information. Then
additional staff time will have to be utilized to track down
individuals who did not respond to the questionnaires.
• Questionnaires which are mailed out may not elicit as high
quality responses as those conducted over the phone or in
person as questions can be misinterpreted, and there is no
opportunity for clarification.
• Individual or group interviews may not provide as high quality
responses as focus groups because they do not promote group
interaction and discussion during which unique, creative ideas
often emerge.
• Focus groups require more specialized expertise to facilitate than
interviews.
• Scheduling focus groups or group interviews can be challenging
with respect to coordinating various participants’ schedules.
Internal EPA surveys are an excellent means of gathering information on
current audiences without having to obtain 0MB clearance. However, there
are various operational constraints which need to be weighed against these
benefits. The following box provides contacts who can assist with
determining the appropriateness of this approach.
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CONTACTS
Brigid Rapp, National Public Access Program, (202) 260-8710
Office of Communications, Education, and Public Affairs, (202) 260-4361
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identifying and Understanding Your Audience
This section will describe how to survey individuals external to EPA to
identify and collect information on the Agency’s audiences.
Approach
One of the best sources of information about EPA’s audiences is the
members of the public who comprise these audiences. These individuals can
belong to any of the following groups:
• Industry (i.e., regulated community)
• Government (i.e., international, federal, state, or local)
• Interest groups (i.e., trade associations, environmental groups)
• Academia (i.e., university researchers)
• General public (i.e., citizens, elementary school students).
Obtaining information from these audiences provides EPA with valuable
insight into the types of information that members of the public are
interested in as well as the formats, levels of detail, and methods of access and
distribution which are most suited to their needs.
A variety of approaches can be utilized when conducting an external
survey, similar to those discussed in the Internal Survey Section. Two main
approaches are discussed in the following text:
• Interviews - As discussed under the Internal EPA Survey
section, interviews can be conducted either with individuals or
groups of individuals to obtain data on the demand for a
particular type(s) of information as well as on the information
characteristics in which the audiences is interested (e.g., level of
detail necessary). To provide structure for the interview and to
ensure that the information obtained is responsive to the data
collection objective, a questionnaire with targeted questions
should be developed to promote appropriate responses.
Potential topic areas are given below:
- Type of information
- Use of information
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- Frequency with which information is demanded
- Level of detail required to be useful
- Format in which information needs to be obtained
- Appropriate access points
- Appropriate distribution mechanisms
- Level of quality which is acceptable
- Acceptable costs.
This questionnaire could be administered verbally (e.g.,
via a telephone interview or in person) or could be
mailed out to members of the public. Again, as
mentioned previously, the method chosen for conducting
the interview will impact the amount of time, the level of
effort, the number of responders, and the quality of the
information. More specifics on the questionnaire are
given in the previous Internal EPA Survey section.
Impacts are discussed below in the “Benefits and
Limitations” section.
Focus Groups - Focus groups could be used to bring together
various members of the public to discuss the types of
information in which they are interested and the characteristics
necessary for that information to be useful to them.
Additionally, participants could provide EPA with suggestions
on how to best meet their needs with regard to access to the
Agency’s information. In a focus group, the members of the
public can interact and formulate ideas on innovative means of
satisfying their information needs. The issues listed under the
focus groups section of the Internal EPA Survey section should
also be considered here.
In order to implement one of these data collection approaches, the same steps
as were defined in the Internal EPA Survey section should be followed. One
of the first steps in this process is identifying the members of the public which
the Agency is interested in contacting. These types of audiences can fit into
two categories:
• Current EPA Audiences - These audiences are those currently
requesting information from the Agency. The universe of these
audiences can be identified through abbreviated FOIA
examinations or surveys of internal staff. They could also be
identified through any statistics maintained in an office on
public phone calls or mail. Additionally, an office could perform
Public Access Manual 11/27/91 21
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Identifying and Understanding Your Audience
a literature search to see how and by whom their information
has been used. This would identify current users as well.
• Potential EPA Audiences - Potential audiences are those which
may have a use for EPA’s information, but are not currently
requesting it. These individuals or groups can be identified
based upon an examination of current audiences and then an
identification of additional audiences who are not demanding
information, but for whom uses of the information are
apparent. Additionally, discussions with EPA staff and external
organizations may elicit ideas on the types of groups that could
be well served by obtaining EPA’s information, but are not
currently doing so.
To a certain extent, the number of individuals contacted in any data gathering
effort will be dependent upon resources, however, the office must also be
certain that sufficient numbers are involved to ensure an accurate portrayal
of audience needs emerges. The geographical location of the members of the
public also needs to be considered. Is information required on only a certain
Region or state, or is a national perspective required? The answers to these
questions will help further target whom should be contacted.
Benefits and Limitations
The following benefits and limitations can be associated with
surveying external parties to obtain audience information.
Benefits
• External surveys allow an office to obtain extensive information
on the needs of EPA’s current and/or potential audiences as well
as the best approaches for meeting these needs.
• External surveys provide an opportunity to strengthen
relationships with EPA’s audiences as the audiences perceive
that the Agency is interested in learning about their needs.
• External surveys also provide an opportunity to involve state
and local governments in EPA public access efforts as these
organizations can be targeted to assist in identifying interviewees
or focus group participants and in conducting data collection
efforts.
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identifying and Understanding Your Audience
• External surveys conducted in person or over the phone provide
the opportunity to clarify or follow up responses with additional
questions to ensure that high quality, relevant information is
collected.
• External surveys which are conducted through the mail require
less staff time to conduct than those over the phone or in
person.
External surveys allow an EPA office to find out significant information on
current and potential audiences and their needs.
Limitations
• Most external surveys fall under 0MB Information Collection
regulations which, because of the clearance process, requires
additional preparation time.
• External surveys can be resource intensive, especially if focus
groups are chosen or if extensive numbers of interviews are
conducted because of the high requirements for staff to facilitate
or conduct these activities.
• If external surveys are conducted by phone, the number of
individuals who can be contacted may be limited by the
availability of phone numbers.
• Questionnaires which are mailed out may not elicit sufficient
response to assist with gathering useful information. Then
additional staff time will have to be utilized to track down
individuals who did not respond to the questionnaires.
• Questionnaires which are mailed out may not elicit as high
quality responses as those conducted over the phone or in
person as questions can be misinterpreted, and there is no
opportunity for clarification.
• Individual or group interviews may not provide as high quality
responses as focus groups because they do not promote group
interaction and discussion during which unique, creative ideas
often emerge.
• Focus groups require more specialized expertise to facilitate than
interviews.
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Identifying and Understanding Your Audience
Scheduling focus groups or group interviews can be challenging
with respect to coordinating various participants’ schedules.
Although external surveys offer the greatest potential of all methods for
identifying and understanding audiences, there are also significant
operational challenges with regard to conducting this type of survey, such as
0MB clearance and resource limitations. These challenges must be weighed
against the benefits obtained from the survey. Contacts of offices who have
conducted external surveys are given below.
CONTACFS
In 1990, the Interstate Council on Water Policy and the U.S. Geological
Survey conducted workshops with the public to determine the need for
water information and to develop practical ideas for meeting these
needs. The approach to completing these workshops and the results
are presented in an Executive Report which can be obtained through
the National Water Information Clearinghouse, I -800-H20-9000
Jann Erickson, Office of Toxics Substances is contacting external parties
as a component of developing an outreach strategy for TRI, (202) 260-
9389
Dave Schwarz, Office of Policy, Planning, and Evaluation can provide
information on 0MB Information Collection regulations, (202) 260-
2786
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Identifying and Understanding Your Audience
FEEDBACK MECHANISMS
Purpose
Virtually any of the user studies described in the last section can be
used to obtain feedback on existing products and services. However, beyond
that, there are two types of mechanisms which can be integrated into ongoing
procedures with the specific aim of obtaining feedback on products or
services. This section discusses these two feedback mechanisms.
• Product Evaluation Cards - cards which are utilized to measure
the degree of user satisfaction with an EPA product
• Telephone Evaluations - short surveys conducted by hotline staff
to assess user satisfaction with the response given.
For each type of feedback mechanism, approaches to developing this
mechanism are discussed as well as benefits and limitations of the
approaches. In addition, names of individuals within the federal
government who have utilized feedback mechanisms to learn more about
their audiences are given.
Product Evaluation Cards
This section will describe how to utilize product evaluation cards to
collect information on EPA’s audiences.
Approach
Measuring the degree of requester satisfaction with EPA products can
give EPA managers information on the characteristics and needs of their
current audiences. Products can include any of the following:
• Publications or letters of response
• Exhibits
• Videos
• Databases or text files in electronic format (online or via diskette,
magnetic tape, or CD ROM).
Public Access Manual 11/27/91 25
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Identifying and Understanding Your Audience
Attainment of this type of information can allow EPA managers to improve
upon existing efforts or to create new products which are responsive to the
needs of their audiences.
When developing product evaluation cards, staff members need to first
define the type of information they are interested in gathering. The following
list includes several questions which could promote helpful responses from
audiences:
• Were you satisfied with the content of the EPA product you
received? Did it contain helpful information? Did it lead you to
alter your environmental behavior in any way?
• Was the information at the appropriate level of detail and
complexity? (i.e., Did the product provide summary
information when you needed raw data? Was the product too
technical or too general for you?)
• Was the format (e.g., hard copy, CD ROM, magnetic tape) of the
product useful to you? Would you prefer to receive this kind of
information in another format? If so, what?
• Was the product easy to read and understand (for publications
only)? If not, what was wrong with the product?
• Was the product easy to use? (electronic products only)? If not,
please describe any difficulties that you had.
• Was the means of product delivery acceptable to you?
• Do you feel that the price of this product was appropriate for the
information you received?
• In which of the following categories would you place yourself
(e.g., student/teacher, interest group, industry, government)?
Regardless of the content of the individual question, it needs to be very
focused. This will promote the receipt of appropriate responses.
Additionally, the number of questions on the evaluation cards should be
limited as large numbers of questions will adversely affect the response rate.
Evaluation cards, which are often simply post cards, can be enclosed
with each publication, diskette, or CD ROM that is sent out to a member of
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Identifying and Understanding Your Audience
the public. These cards can be enclosed each time a product is distributed or
just during a selected time period each year. If the product is an exhibit
displayed at a conference, the evaluation cards could be handed out.
Members of the public could be asked to fill out the cards prior to leaving the
conference.
Benefits and Limitations
The following benefits and limitations can be associated with product
evaluation cards.
Benefits
• These cards allow an office to evaluate the success of current
products in meeting audience needs.
• Evaluation cards do not require extensive amounts of effort or
resources to develop or collect information.
• Evaluation cards provide information on audience
characteristics that can be factored into future public access
efforts.
Product evaluation cards provide an easy means of obtaining feedback on
current products and services.
Limitations
• Product evaluation cards only allow limited information to be
collected on current audiences.
• There is the potential for the response rate to be low.
• Information is only collected on the needs of current audiences.
• Production evaluation cards fall under 0MB Information
Collection requirements.
The benefits and limitations of utilizing product evaluation cards to collect
information must be weighed against one another and against the previously
established data collection objective to determine if this method is
appropriate for an office’s purposes. Names of individuals and organizations
who have utilized product evaluation cards are given below.
Public Access Manual 1 1/27/91 27
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Identifying and Understanding Your Audience
CONTACTS
Paula Moser, Consumer Information Center, EPA/Agency Liaison,
(202) 501-1794
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Identifying and Understanding Your Audience
Telephone Evaluations
The following section discusses how to use telephone surveys to obtain
feedback on products.
Approach
Telephone surveys can be used to obtain feedback on EPA public access
products and access point services. Prior to conducting a telephone survey, a
guide should be developed to ensure that appropriate information can be
obtained during the interview. Similar topic areas to those suggested in the
preceding, Product Evaluation Card section, are appropriate for this type of
feedback mechanism as well. Additionally, the tips provided in the Internal
EPA Surveys section on developing and administering questionnaires should
also be applied here.
Telephone evaluations can be conducted by having hotline managers
or information specialists immediately survey a caller to determine his/her
level of satisfaction with the response received. This can be achieved by
having a hotline manager or information specialist ask a caller if he/she
would be able to provide some feedback through responding to a few
questions at the end of the call.
Obtaining evaluation information over the phone allows the office to obtain
an immediate response to questions and to ask follow-up questions when
necessary. However, 0MB clearance is usually required for this type of
information collection.
Benefits and Limitations
The following benefits and limitations can be associated with
telephone surveys.
Benefits
Telephone surveys:
• Allow an office to evaluate the success of current products in
meeting audience needs. They also provide information on
Public Access Manual I 1/27/91 29
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Identifying and Understanding Your Audience
audience characteristics that can be factored into future public
access efforts.
• Do not require extensive amounts of effort or resources to obtain
feedback.
• Allow offices to obtain immediate feedback
Limitations
• Telephone surveys only allow limited information to be
collected on current audiences.
• Telephone surveys are limited by the cooperativeness of users
with respect to responding to the questions.
The benefits and limitations of telephone surveys must be evaluated relative
to each other and to the overall data collection objective to determine if this is
an appropriate means of obtaining feedback. Contact names of individuals
who have performed telephone surveys are given below.
CONTACFS
Barbara Roth, RCRA/Superfund Hotline, (202) 260-4646
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page 31
Identifying and Understanding Your Audience:
A Summary and Comparison
FOIA Request
Examination
internal EPA
Survey
External
Survey
Can be
resource
intensive
depending
upon specific
data collection
objective
Can be the
most resource
intensive
depending
upon the
specific data
collection
objective
Do not require
extensive
Collects data
primarily on
current
audiences
Can be
skewed
toward
audiences
who are most
vocal in their
demands to
EPA
Provides most
accurate
assessment as
audiences are
directly
providing
information
Considerations for Selecti
Data Gatherii
‘1
V
Does not
require
extensive data
gathering or
resources
Gathers
information
on current
audiences
only
Maybe
skewed
toward
sophisticated
audiences
Can collect
data on both
current and
potential
audiences
Feedback
Mechanisms
Provides
basic
information
on audience
satisfaction
with existing
products
Collect
information on
current
audiences only
resources to
develop or
collect
information
Can be
subject to
requirements
Provide
accurate
assessment as
audiences are
directly
providing
information
-------
III. DELIVERING THE
‘MESSAGE
INTRODUCTION
This section identifies the possible media (i.e., format for delivering
information) that can be used to deliver information to the public. In order
for the public to understand the message being transmitted, information
must be presented in a format that can easily be comprehended by an
audience. The type of media in which information is transmitted may
influence how the message is interpreted and the impact the information or
message will have on the public. A variety of media allows an office to match
an appropriate media to the needs and requirements of the receiving
audience.
The information contained in this section can be used in this matching
process by assisting EPA offices with identifying and understanding
characteristics, including the benefits and limitations, of each media. The
following list identifies the various media described on the following pages:
• Hardcopy (i.e., publications)
• Multimedia
• Electronic.
Based on the descriptions contained herein, each media can be assessed for its
potential appropriateness for the intended audience. In many cases, the
audience will request a specific media, in order to meet their own needs. It is
important, however, to understand the benefits and limitations of each,
relative to potential audiences, to ensure that an audience is not being
excluded due to the selected media. A summary chart included at the end of
this section provides the various attributes associated with the different types
of media.
Approach
As stated previously, this section provides information on various
media, so that an informed decision can be made when selecting a particular
Public Access Manual
11/27/91
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Delivering The Message
format for an audience. There are several issues that should be considered in
this selection process.
• Define the needs of the intended audience - This entails
understanding the type of information the public is interested
in, the level of detail needed on the subject, how the
information will be used, and if the audience prefers certain
formats or has access to certain types of equipment (i.e.,
audiovisual or electronic).
• Identify the monetary resources available for media
development - Limited funding, for example, may narrow the
formats that can be utilized.
• Consider the material or equipment needed for making products
available - For example, some offices may not have the
capabilities to produce certain media.
• Determine if there is an established timeframe in which the
audience must receive the message or information - Some
formats may take considerable time to develop and/or schedule
for use.
The guidelines, as indicated above, will help narrow the choices when
selecting an appropriate media for a particular audience.
Included under each subsection in this document are descriptions of
the media, its uses, and related advantages and disadvantages. The
descriptions provided can help to assess each media’s potential usefulness
and value for transmitting the desired information or message. Based on the
information provided, a selection can be made as to the most appropriate type
for the intended audience. If there are questions regarding a specific type of
media, the person(s) identified as contacts can be reached for additional
information or guidance, based on their experiences when using the specific
media.
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Delivering The Message
Publications consist of any information printed on paper material
which may contain varying combinations of text, graphics, or photographic
images. Published material can take the form of such items as technical
reports, newsletters, brochures, factsheets, policy directives, or journals.
Issues Associated With Use
Before preparing any publication, an office should refer to available
EPA guidance referencing program-specific or Agencywide publication
standards. Relevant policies, guidance, and procedures are highlighted below
under Applicable Policies section. When preparing a publication, there are
usually several key issues to consider.
• Consider what type of information the audience needs in
order to satisfy its demands.
• Consider what the appropriate technical level and level of
detail is for the audience who is likely to use it the most
(i.e., technical material should not be presented to
elementary school children).
• Determine the appropriate mix of text and graphics and
which type of publication will best convey the
information (i.e., general information intended for public
use may best be presented on a small brochure using equal
amounts of space for text and graphics).
• In order to facilitate the production process, determine
printing requirements prior to submitting documents to
the EPA print shop.
• Consider costs of document preparation, printing, and
distribution, as well as whether or not to charge
requesters.
Resolution of these issues will allow EPA offices to determine if publications
are the appropriate media for their audiences.
Basic Description
Public Access Manual
I 1/27/91
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Delivering The Message
Offices also have the option of publishing printed material as a stand
alone document, or as part of an existing publication. The publications listed
below are examples of several sources which accept agencywide articles for
inclusion in their publication.
• Program newsletters - Approximately 40 program
newsletters are published and contain articles on program
specific events. Program newsletters are distributed to
Agency staff and external organizations who have an
interest in program activities. OCEPA’s Editorial Services
can be contacted for the name of each newsletter and
editor. The editor can provide information on the
newsletter’s focus, and how to submit articles for
publication.
• EPA Journal - The Journal is published by OCEPA
bimonthly, and is suitable for general audiences. The
environmental themes contained in each issue vary, and
the OCEPA Journal editor often solicits program offices to
contribute articles for the publication. OCEPA also accepts
requests for topics and articles to be included in each issue.
For specific inquiries and additional information on other bulletins which
accept Agencywide articles in their publication, contact the OCEPA Editorial
Services Division.
Applicable Policies
Manuals and handbooks produced by program and administrative
offices outline various publication guidelines include, but are not limited to
information on such issues as, document planning, preparation, printing,
numbering, distribution, and inventory. In addition, all public-oriented
publications intended for general distribution are subject to OCEPA’s product
notification and review process. This process has been instituted to ensure
that all publicly available materials are consistent with Agency policies and
themes, represent high quality work, and exhibit creativity and factual
accuracy. The guidelines on the review process are contained in the
Handbook for EPA Publications, listed below. Several other available
publication manuals provide additional information and guidance on
preparing documents at EPA.
• Developing Products for the Public, Handbook for EPA
Communications, produced by OCEPA
• Printing Manual Procedures by OARM/FMSD
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Delivering The Message
• Publication Standards and Requirements produced by
OCEPA
• Publications Production Manual, produced by OCEPA’s
Editorial Services Division
• Standards and publication manuals produced by
individual program offices include:
- The Office of Emergency and Remedial Response
(OERR)’s OERR Publications Standards Handbook
which identifies program and Agencywide
publication policies.
- Handbook for Preparing Office Research and
Development Reports, produced by the Center for
Environmental Research Information.
Once a document has been reviewed through appropriate channels and
prepared for printing, it must be submitted to the EPA Headquarters print
shop. Refer to the FMSD Printing Procedures Manual for more complete
guidance on Agency printing policies. All offices are required to use the EPA
print shop regardless of whether their printing will actually be done on site or
through an outside vendor. There are several options available through the
print shop:
• Documents can be printed at no charge at EPA’s print
shop.
• The print shop can send material to the GPO or NTIS for
printing.
• The print shop can send the material to an outside vendor
for printing.
The Headquarters print shop selects which option to use based on volume
and type of printing to be done. All questions concerning printing policies
should be addressed to the EPA print shop. The above guidelines have been
established in accordance with the Government Printing and Binding
Regulations issued by the Joint Committee on Printing. The Regulations
explicitly prohibit the Agency from using its contractors and subcontractors to
engage in printing in connection with work being performed under an EPA
contract. Further description of the regulations are in a memo included as an
attachment to this section.
Public Access Manual 11/27/91 37
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Delivering The Message
In order to efficiently track the production and dissemination of
environmental information, including publications, an Agencywide
numbering system has been developed. The numbering system will be
managed by EPA Publications and Information Center in Cincinnati and the
Center’s Manager will assign publication numbers to the program offices.
Introduction to the new numbering system is being made through the
Facilities Printing Manual currently out for green border. The system is
expected to commence January 2, 1992. EPA publications numbers may be
obtained by calling FIS 684-7980.
Benefits and Limitations
There are a number of benefits and limitations associated with
utilizing publications to communicate information to the public.
Benefits
Although there is an increasing public demand to receive information
in electronic formats, paper products continue to serve the needs of many
audiences. Several reasons can explain the continued demand for paper
products.
• EPA offices are already familiar with using publications to
access Agency information.
• Publications reach a wide audience because the materials
can be directly sent to any member of the general public
for use.
• Publications do not require the use of special or expensive
equipment to access.
• Published information is easy to reproduce.
Paper publications are often the format of choice in which to receive
information, since they can be used and understood by all audiences.
Limitations
It is not likely that the demand for paper products will cease, but there
are several limitations associated with using printed materials.
• Printed material can take up large amounts of storage space. The
EPA Publications and Information Center, however, can assist
with storage of printed publications.
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Delivering The Message
Integration and manipulation of data is made more difficult
with printed material.
Although publications are a good way to reach almost any audience and are
likely to retain their popularity over time, there are many standards to follow
when preparing materials for print. The contacts indicated below can provide
additional details on the various policies and procedures associated with
publication production at EPA.
CONTACFS
Earl Eastwood, IRMD, Cincinnati - Agency numbering system, (513)
569-7980
HQ Print Shop - Document printing policies, (202) 260-2125
Editorial Services Division, OCEPA - Publication production and
inventory, (202) 260-4359
- Charlie Osolin, OCEPA - Director of Publications
- Kym Burke, OCEPA - EPA Journal Editor
Public Access Manual 11/27/91 39
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page 40
I [ iouiliv U
The report, which is paper bound, is a complete textual
version of the FIFRA Amendments. Although the
report is available to any individual or group who
requests a copy through GPO, it is particularly
important to business, industry, and agricultural
interests. The Act was also summarized in a brochure
published in December 1988, entitled Highlights of the
1988 Pesticides Law. This brochure contains a
condensed version of FIFRA Amendments of 1988 and
discusses the Act’s main points.
Publications
The Office of Pesticide Programs
published The Federal Insecticide,
Fungicide, and Rodenticide Act (FIFRA) as
Amended in October 1988.
1
For more information on producing this type of
publication, contact OCEPA Editorial Services Division
at (202) 260-4359.
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page 41
r i©viiUv U
The Journal’s feature topic in the January/February
1991 issue was entitled, “The New Clean Air Act:
What It Means to You.” Through a series of articles,
this issue focussed on how the Clean Air Act affects the
general public. It provided references to EPA’s efforts
to promote compliance with the Act as well as efforts
in process by business and industry. The journal
includes a variety of text, photographs, and graphics.
Anyone can subscribe to the journal, which is available
through GPO.
For more information ‘on a more general interest
publication such as the EPA Journal, contact (202)
260-4454.
EPA Journal
The EPA Journal, which is produced
bimonthly by OCEPA, is a publication
geared for the general public.
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page 42
i iov iTt ve U
Fact Sheets
For additional information on fact sheets, contact the
Editorial Services Division (202) 260-4359, OCEPA
or the Public Information Center at (202) 260-7751.
EPA
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Many program and administrative offices publish
fact sheets, which are short documents, several
pages in length, that present environmental
information. Fact sheets convey program-specific or
general information to the public. They often
highlight specific events and identify the status of
various programs.
Fact sheets can be obtained from any office that
produces them. Also, the Headquarters Public
Information Center contains a collection of fact
sheets available to the public and EPA staff. Fact
sheets are also distributed at exhibits and are sent
out to the public to follow up on phone inquiries.
The fact sheets, included as attachments to this
chapter, provide examples of some of the
information that program offices transmit to the
public. They can also be used by a program office to
keep in touch with other offices’ current projects and
issues of interest.
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page 43
aov iUv U
Great Lakes
In an effort to promote environmental
understanding of the Great Lakes Region,
the Sea Grants Program developed an
innovative type of publication, the Great
Lakes Pursuit board game.
This trivia game, originating in Ohio, consists of 500
questions about the Great Lakes Basin environment. It is
suitable for ages fourteen through adult and is currently
primarily sold to educators. Great Lakes pursuit is
promoted through the Sea Grant Network, Center for
Great Lakes, and various state agencies, workshops and
newspapers.
For more information contact the Sea Grant Program, in
Ohio.
I
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Delivering The Message
Multimedia Products
Basic Description
Multimedia products are materials designed to aid in learning and
transmitting information or messages using both sight and sound. Materials
are often in graphic forms, with minimal written text. Multimedia materials
may take the form of videos, audio tapes, slides, pictures (i.e., posters,
photographs, charts), filmstrips, microfilm, or microfiche.
Issues Associated With Use
Multimedia products are widely used by EPA as means for transmitting
information. There are, however, various considerations and requirements
associated with using multimedia products. Several of the key considerations
are identified below.
• Audience - The intended message may not be clearly
understood unless products are developed for specific
audiences with a specific purpose (e.g., like a video made
for elementary school students about pollution
prevention).
• Equipment - Most multimedia materials require the use
of special equipment, such as a projector, in order to view
and/or understand the product.
• Facilities - There are often facility requirements, (i.e., a
meeting room) that are necessary for audiences to view a
presentation.
• Cost - Depending on the specific product to be developed,
there can be significant costs associated with multimedia
product development, such as video production. There
may also be a need to charge the public for using
multimedia materials.
Although there are several key issues that must be considered with
Multimedia use, these products provide an alternative and often interesting
way of effectively transmitting information.
Public Access Manual 11/27/91 45
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Delivering The Message
Applicable Procedures
All public-oriented multimedia materials intended for wide use, are
subject to OCEPA’s product notification and review process. This process has
been instituted to ensure that all publicly available materials are consistent
with Agency policies and themes, represent high quality work, and exhibit
creativity and factual accuracy. The review process guidelines are contained
in the Handbook for EPA Publications. By working directly with program
offices, Multimedia Services, within OCEPA, ensures that all products
produced by EPA consistently reflect high quality, and that they are
appropriate for their intended audiences. Additionally, Multimedia Services
will function as a liaison between program offices using contractors, (i.e.,
private filmmaking companies) to ensure that the product conforms with
EPA’s quality standards. Program offices should contact Multimedia Services
for complete guidance on producing multimedia materials under the review
process.
In order to efficiently track the production and dissemination of
environmental information, an Agencywide numbering system has been
developed. The numbering system will be managed by EPA Publications and
Information Center in Cincinnati and the Center’s Manager will assign
multimedia numbers to the program offices. Introduction to the new
numbering system is being made through the Facilities Printing Manual
currently out for green border. The system is expected to commence January
2, 1992. EPA multimedia numbers may be obtained by calling FFS 684-7980.
There are also several regulations that relate specifically to microfilm
and microfiche technology.
• NARA Regulations at 36 CFR Part 1230 - Regulations
establish standards for the use of micrographic technology
with federal records
• EPA’s Records Management Manual - Manual contains
information on how to justify the need for micrographics
systems within the Agency.
Refer to the above policies for complete guidance and detail on applicable
procedures for micrographic development and use.
Benefits and Limitations
There are various benefits and limitations associated with using
multimedia products to convey information to the public.
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Delivering The Message
Benefits
Multimedia products can convey powerful messages and make a
significant impact on the audience by utilizing images and sounds to present
facts and ideas. The benefits of various multimedia products are discussed
below.
• Videos (includes video cassette tapes and reel to reel
films) - Videos can be used effectively for conveying any
message, regardless of how simple or complex the subject.
Whether portraying action oriented events or
informational lectures, videos often generate interest,
while educating the audience.
• Slides (also applicable to filmstrips) - Slides can be easily be
used when traveling, as the small size of slides makes
them convenient to store and transport. Projector type
slides may also be preferable to overhead slides because
the images appear sharper and they are easier to use. In
addition, costs for slide production are minimal.
• Pictures (i.e., posters, photographs, charts)- The content of
a picture is often easier to remember than words and, as a
result, pictures are a very effective means of conveying
simple ideas, such as conference themes or the main
points of a program. Minimal costs are often associated
with their development.
• Microfilm and microfiche - Large quantities of
information can be stored on microfilm and microfiche
using limited space. Their small size makes them easier
to distribute. Minimal costs are associated with
microfilm/microfiche production.
Multimedia products are often the preferred means for conveying
information to the public. Not only are they effective for transmitting
messages, but they can capitalize upon creative talents not always associated
with other forms of media.
Limitations
Although the use of multimedia products can enhance the way in
which an office transmits information, there are some limitations associated
with using multimedia materials. At times, particularly when traveling,
there may be problems obtaining the machines or space required for using
multimedia materials. Additionally, the public may not have easy access to
Public Access Manual 11/27/91 47
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Delivering The Message
the viewing equipment, and the material itself may be difficult to analyze
since there are no easy means to extract and manipulate the information.
Some of the limitations associated with the use of various multimedia
products are identified below.
• Videos (includes video cassette tapes and reel to reel
films) - Considerable expenses can be incurred during
video production, and the production process can be very
time consuming. Several pieces of equipment are
normally required for viewing, and the equipment can be
cumbersome to transport. Additionally, audiences may
have to travel to view the presentation.
• Slides (also applicable to filmstrips) - Even though the
slides themselves are easily transportable, they normally
require the use of both a projector and screen to view.
• Pictures (i.e., posters, photographs, charts) - In order for
pictures to have the intended effect, the subject matter
must be carefully chosen and presented so that the
audience understands the message. Pictures are not
useful for portraying complex or lengthy ideas or issues.
• Microfilm and microfiche - The machines used for
viewing and copying microfilm/microfiche can be
difficult to operate, and information can be hard to locate
and read. Public access to viewing machines may be
limited to specific locations, such as libraries and
universities.
The above lists provide basic information on selected multimedia products
and their associated benefits and limitations. Individuals referenced below
can be contacted for additional guidance or information on their experiences
with multimedia products.
48 11/27/91 Public Access Manual
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CONTAcTS
OCEPA Multimedia Services Division - Multimedia productions, (202)
260-2066
Amy Breedlove, Office of Pesticides - Videos, (703) 557-8231
Charlene Shaw, Communication Strategist, Office of Water - Slide
shows, (202) 260-2285
Public Access Manual 11/27/91 49
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page 50
ov ithic U
Videos
Not all videos all have to be made
with completely new material in order
to effectively convey information. The
Information Management Services
Division (IMSD) within OIRM
developed several videos with
existing multimedia products. The videos were
viewed at the Federal Quality Conference, which is a
management conference given for federal
employees. By identifying various management
videos within the Multimedia Services video library,
IMSD was able to use portions of other videos for
their own production. Slide images were also
incorporated into the video. Finally, IMSD asked
each region to take a picture of different
management teams to be included in the video.
Senior program management was provided a script
and spoke during portions of the video, as well as
during the segments where still life photos and
slides had been used. The videos were viewed on a
continually repeating tape at the conference.
In an effort to inform the public of their research
projects, the Environmental Research Laboratory in
Corvallis, Oregon, produced a video for the general
public on the laboratory programs and interests.
The video now takes the place of tours through the
lab, which were disruptive to the work taking place
throughout the facility.
U
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Delivering The Message
Depending on the information to be provided and the demand from
the public, program offices may choose to provide information to the public
in an electronic format. Electronic media consist of devices that contain
information/data that are accessed through computer systems. Floppy
diskettes, magnetic tapes, and optical disks (e.g., Compact Disk Read Only
Memory (CD ROM)) are several means of transmitting information to the
public electronically. Each of these types of electronic media is describ&
below. Contact names are provided at the end of this chapter.
Floppy Diskettes
Basic Description
Floppy diskettes are thin, flexible disks with one or two magnetic read,
write recording surfaces. Information is stored in the form of electrical
charges on the magnetically-coated surfaces. Disks are available in two sizes,
either 5 1/4” or 3 1/2.” Generally, the 3 1/2” diskettes have a higher storage
capacity than the larger size diskettes.
Issues Associated With Use
Information contained on diskettes can be viewed from any computer
that has an appropriately sized disk drive, which serves the purpose of
reading the disk and transmitting the data to a readable form on the computer
screen. Before making information available on diskettes, there may be
several issues to consider.
• Audience - It is important to be familiar with the needs of
the intended audience. There may be some audiences that
do not have easy access to a personal computer or do not
possess the required level of technical expertise to utilize a
computer.
• Cost and distribution - Generally, there are minimal costs
associated with diskette production and purchase. Any
variations of cost may depend on the number of diskettes
required to store the information, and the organization
Public Access Manual
11/27/91
51
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Delivering The Message
from which they will be distributed. It is best to contact a
distribution organization for specific costs associated with
diskette production and dissemination. (Refer to Chapter
V for additional information on dissemination
mechanisms.)
Because diskettes can be utilized by increasingly larger segments of the public,
it is important to realize their capabilities as a valuable means of information
transmittal.
Benefits and Limitations
Various benefits and limitations can be associated with delivering
information to the public on diskette.
Ben ef its
As personal computers are becoming more widely used by the public,
diskettes are likely to become a more popular means for EPA to reach its
audiences. Their popularity can be attributed to the following:
• Information on diskettes can be easily accessed on a
personal computer very quickly, usually within a fraction
of a second.
• Diskettes require limited storage space and are easily
transportable.
• Information contained diskettes can be accessed by the
computer very quickly, usually within a fraction of a
second.
• Information/data contained on diskettes can be easily
manipulated and/or analyzed.
• Diskettes are relatively inexpensive to purchase.
Diskettes are generally easy to use for any individual with access to a personal
computer. Many audiences in businesses, associations, and schools can access
information from a floppy diskette.
52 11/27/91 Public Access Manual
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Delivering The Message
Limitations
Several limitations associated with diskette use are identified below.
• Over time and after considerable use, diskettes can wear,
become damaged, and information can be lost.
• Compared to other types of electronic media, a single
diskette has limited storage capacity. Several diskettes
may be required to store very large amounts of
information/data.
• Not all audiences have access to computers
Although their limited storage capacity may not be suitable for large amount
of information, continued wide use of personal computers may make floppy
diskettes an increasingly acceptable format in which to receive information.
Public Access Manual 11/27/91 53
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MAGNETIC TAPES
Basic Description
Magnetic tape is a type of film with a magnetically charged surface on
which data can be read or written by selective magnetization of the surface.
The tape can be wound on individual reels or inserted in cartridges or
cassettes.
Issues Associated With Use
Although magnetic tapes are primarily accessed from mainframe
computers, with various adaptors the tapes can also be read on mini and
micro computers. Before making information available on a magnetic tape,
there are several issues to consider.
• Audience - It is important to be familiar with the
audiences that will most likely make use of magnetic
tapes. The current user audiences include libraries, state
organizations, business/industries, and associations.
There may be a number of audiences, however, that do
not have computer systems equipped to handle magnetic
tapes.
• Cost and distribution - Generally, there are minimal costs
associated with magnetic tape production and purchase.
Any variations of cost may depend on the number of
tapes required to store the information, and the
organization from which they will be distributed. It is best
to contact the distribution organization for specific costs
associated with magnetic tape production and
dissemination. (Refer to Chapter V for additional
information on dissemination mechanisms.)
Although not every audience can make use of magnetic tapes, information
maintained on magnetic tape can be very appropriate for certain audiences
who need to access and manipulate large volumes of data.
54 17/27/91 Public Access Manual
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Benefits and Limitations
Magnetic tapes offer various benefits and limitations to members of the
public.
Benefits
• Magnetic tapes have a relatively high data storage capacity.
• Information contained on magnetic tapes can be easily
manipulated and analyzed.
• Development/purchase costs per tape are low.
Magnetic tapes will likely remain a useful storage device for mainframe-based
information.
Limitations
Magnetic tapes are useful devices for transmitting electronic
information, but users may face the following limitations when accessing
them.
• Special training may be required to learn to utilize a
computer that accesses magnetic tapes.
• Regular maintenance is required to keep a magnetic tape
read/write head device functioning properly.
• Information contained on magnetic tapes may take
considerable time to access.
• Not everyone has access to the equipment required for
reading information contained on magnetic tape.
Magnetic tapes are currently to access data maintained on mainframe
computers. Although these tapes have some limitations, particularly
regarding their slow data retrieval time, they are often requested by
organizations to receive large volumes of data and entire data bases.
Public Access Manual I 1/27/91 55
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Delivering The Message
CD ROM
Basic Description
A CD ROM is a type of optical disk with very high data storage capacity.
CD ROMs contain prerecorded text or image information that can only be
read, not changed. After a CD ROM disk has been stamped with information
from a master disk, no information can be changed or added to the disk.
Issues Associated With Use
CD ROMs, which can be accessed from any computer with adaptable,
read-only drives, are now becoming more widely used on personal
computers. Before making information available on a magnetic tape, there
are several issues to consider.
• Audience - It is important to be familiar with the
audiences that will most likely make use of CD ROMs.
The current user audiences are libraries, state
organizations, business! industries, associations, and some
segments of the general public. There may be a number of
audiences, however, that do not have access to computer
systems equipped to handle CD ROMs.
• Cost’ and distribution - Although they are generally not
expensive to reproduce, it is best to contact the
distribution organization for specific costs associated with
CD ROM production and dissemination. (Refer to
Chapter V for additional information on dissemination
mechanisms.)
• Variability of information - CD ROMs are used for text,
such as policies, reports and journals, or certain databases
that are not subject to frequent adjustments and changes,
as CD ROMs can only be written to once. If information
changes frequently, the office should consider another
type of optical disk or electronic media.
Discussion and resolution of these issues will allow an office to determine if
CD ROMs are appropriate for their purposes.
56 11/27/97 Public Access Manual
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Benefits and Limitations
CD ROMs offer various benefits and limitations to the public.
Benefits
There are several reasons that CD ROMs are becoming more widely
used for textual information storage.
• CD ROMs are capable of storing large amounts of textual,
image, or other information.
• CD ROMs do not take up much physical storage space.
• With appropriate software, information/data contained
on a CD ROM can be very quickly searched and retrieved.
• Databases contained on CD ROMs can easily be
downloaded for viewing and analysis on a personal
computer.
Because of the variety of information that can be stored on CD ROM, a wide
range of publications, including environmental periodicals, are currently
made available on CD ROM when requested within EPA.
Limitations
Several of the limitations associated with using CD ROMs are
identified below.
• Although CD ROMs are becoming more popular, they
require special equipment for use, which may not be
accessible to all audiences.
• Because a CD ROM does not have any writing/editing
capabilities, the entire disk must be reproduced if the
information contained on it becomes outdated.
Before deciding to use CD ROMs to convey information to the public, it is
important to weigh the benefits and limitations associated with their use.
Applicable Procedures
Public Access Manual I 1/27/91 57
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Delivering The Message
Electronic media, containing information intended for wide public
distribution, may be subject to review under EPA’s product notification and
review process, administered by Multimedia Services within OCEPA. By
working directly with program and other offices, Multimedia Services
ensures that the information contained on electronic media is of consistently
high quality work and creativity and supports EPA’s overall themes or goals.
The draft reference manual, Developing Products for the Public: A Handbook
for EPA Communications, further explains review processes and various
steps for developing information products intended for wide public use.
Program offices should contact Multimedia Services for complete guidance
on producing electronic media subject to the review process.
In order to efficiently track the production and dissemination of
environmental information, an Agencywide numbering system has been
developed. The numbering system will be managed by EPA Publications and
Information Center in Cincinnati and the Center’s Manager will assign
electronic media numbers to the program offices. Introduction to the new
numbering system is being made through the Facilities Printing Manual
currently out for green border. The system is expected to commence January
2, 1992. EPA electronic media numbers may be obtained by calling FTS 684-
7980.
In addition to the above, the following legal and administrative
requirements are also related to electronic media:
• Electronic Communications Privacy Act (P.L. 99-508) -
Agency must provide safeguards for access to
electronically transmitted information.
• National Security Decision Directive (NSDD) 145,
September 17, 1984 - Agency must meet minimum
security requirements for civilian federal agencies for
maintaining sensitive data on computer systems.
• EPA Information Security Manual (December 1989) -
Manual explains how to comply with electronic security
requirements outlined in the 1987 Information Security
Policy.
• Circular 90-i Federal Information Resources Management
Regulation (FIRMR)- FIRMR Bulletin B-i--Electronic
Records Management Regulation - Establishes guidelines
associated with creating, maintaining, using, and
disposing of electronic records.
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The above policies provide complete descriptions of applicable standards and
guidelines that are directly related to electronic media.
Floppy diskettes, magnetic tapes, and CD ROMs are several of the
electronic media frequently being used by the public to access Agency
information. For additional information on these forms of electronic media
contact the individuals listed below.
CONTACf S
Gerry Brown, Office of Toxic Substances, Toxic Release Inventory -
diskettes, tapes, CD ROMs, (202) 260-7248
Jan Erickson, Office of Toxic Substances, Toxic Release Inventory -
diskettes, tapes, CD ROMs, (202) 260-9381
Tom Climmer, Office of Information Resources Management, RTP, NC
- CD ROMs, (919) 541-1057
NTIS Media Production Service, (703) 487-7642
Public Access Manual 11/27/91 59
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page 60
It imiov iUv U
Electronic Media
The Office of Toxic Substance (OTS)
utilizes various electronic media,
depending on the demands from the
audience, to make information available.
The Toxic Release Inventory (Tm) is available to the
public on floppy diskettes, magnetic tapes, and CD
ROMs. OTS uses GPO and NTIS to produce and
distribute the TRI in any electronic format requested.
By offering a variety of products, OTS is able to meet
the information needs of their constituents, regardless
of the level of computer literacy they possess. If an
organization does not wish to purchase a product,
copies of the Inventory are available for loan on
diskettes, tapes, and CD ROMs, directly from OTS.
OTS also maintains a CD ROM information and
reference service. The CD ROMs are used to store
indexes and complete databases for the OTS Chemical
Library. Currently the Chemical Library contains the
following CD databases: CHEMBANK, MEDLINE,
Toxic Release Inventory, and TOXLINE. The CD
databases are continually updated, and easy for
Library staff and patrons to access.
For more information on OTS, contact Gerry Brown of
TRI at (202) 260-7248.
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page bI
nouiUv U
Electronic Media
EPA ’s National Data Processing
Division (NDPD) in Research Triangle
Park, NC is in the process of developing
a CD ROM pilot project in response to
an Agencywide proposal.
NDPD combined information previously contained on
two databases and 30 paper reports and published it
on a single CD. The CD, which is referred to as Air
CHIEF (Clearinghouse for Inventories and Emission
Factors) is produced by the Office of Air Quality
Planning and Standards. It contains data on various
toxic substances and volatile compounds, used for
estimating air emissions. The vast amount of data
contained on the CD ROMS can be quickly searched,
and the disk itself is easy to distribute, and very
affordable to purchase. It is currently used by
industries, consultants and Agency users. Although
the office has not advertised the CD ROMs availability,
nearly 600 orders have been placed for the Air CHIEF.
For additional information on the CD ROM pilot project or
ordering Air CHIEF, contact Anna Pope in NDPD at (919)
541-5373.
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page 62
Delivering the Message:
A Summary and Comparison
I Considerations for Selecting Media -
/4
/
/1/1/1/
i/i,
I’ s
Publications
Can be written
for both
technical and
non-technical
audiences
No
equipment is
required for use
Large storage
areas may be
needed for
retaining
voluminous
amounts of
printed
material
Costs vary
depending on
materials
published
and the level
of distribution
Difficult to
extract and
manipulate
information
Multimedia
Can be
produced for
technical and
non-technical
audiences
Special
equipment
always required
for viewing
information
Limited space
is needed for
storing
products
Costs vary
from
expensive to
inexpensive,
depending on
the products
developed
Difficult to
extract and
manipulate
infomation
from
multimedia
materials
Electronic
Used by
technical and
non-technical
audiences with
applicable
computer skills
Appropriate
computer
equipment
required for
accessing
electronic
information
Very limited
storage area
usually
required for
holding
electronic
media
Minimal costs
associated with
electronic
media
development
and distribution
Data can be
easily
extracted
and
manipulated
Type of
MedIa
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DELIVERING THE MESSAGE
Attachments
• Memo - Prohibition of Printing Services Under EPA Contracts
• Sample Fact Sheets
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I UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
_____ WASHINGTON, D.C. 20460
pg 1
OCT I 5 OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
SUBJECT: Prohibition of Printing Services Under EPA Contracts
FROM: David J. O’Connor, Director L VA4
Procurement and Contracts Management ivision (PM-214F)
TO: Headquarters Senior Budget Officers
Deputy Regional Administrators
Laboratory Directors
I wish to bring to your attention the prohibition against
contractors and subcontractors providing printing services in
connection with the performance of work under a contract. The
Government Printing and Binding Regulations issued by the Joint
Committee on Printing (JCP) mandate that contractors or
subcontractors shall not become prime or substantial sources of
printing for Federal agencies.
Unless otherwise specified in the contract, or approved in
writing by the Contracting Officer, contractors may not engage
in, nor subcontract for, any printing in connection with the
performance of work under an EPA contract. The term “printing”
includes: composition, plate making, presswork, binding,
microform publishing, or the end items produced by such
processes. All printing must be obtained through EPA’S printing
plant at Headquarters (FTS 260-2125), which is an approved
Government Printing Office field printing plant.
EPA contractors may provide “duplication services,” but only
within specified limits. Duplication services are not the same
as printing and binding. Duplication is the making of
photocopies, i.e., “xeroxing”. EPA contractors may duplicate
less than 5,000 units of one page, or less than 25,000 units in
the aggregate of multiple pages for any individual requirement.
If performance of the contract will require reproduction in
excess of these limits, program offices should make arrangements
Printed on Recyced P3per
-------
—2—
with the printing plant for the performance of the duplication
services. In unusual circumstances, the Contracting Officer may
seek a waiver from the JCP for performance of such services by a
contractor.
please ensure that copies of this memorandum reach those
members of your organization who manage contracts. We have also
notified EPA active contractors of the prohibition of providing
printing services under EPA contracts.
Please direct any questions on this guidance to Paul
Schaffer of the Procurement Policy Staff on FTS 260-9032.
cc: PCMD Associate Directors
PMSS Director
PCMD Branch and Staff Chiefs
Director, CMD, RIP
Director, CND, CINN
PCMD Section Heads
Regional Contracting Officer Supervisors
EPA Publications Task Force Members
-------
5r 4
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
_____ WASHINGTON D C 20460
- ‘
4
EPA Fact Sheet February 1991
EARTH DAY
What is Earth Day?
Earth Day offers an opportunity to celebrate our natural environment and to
examine what can be done to protect and enhance it. “Earth Day began as a
spectacular movement of citizen leadership. It has become an American tradition,
worthy of future generations,” President Bush wrote of Earth Day in 1990. The annual
observance of Earth Day is an important means of encouraging public interest in
protecting the environment.
In keeping with its history, Earth Day is a grassroots, voluntary occasion. No
federal agency directs Earth Day activities in the United States, nor does any recognize
a single non-federal organization as being in charge. The words “Earth Day” may be
used by any legitimate event tied to the occasion. There is no official “Earth Day”
logo, though the U.S. EPA and other organizations have designed and widely used
their own Earth Day logos. Because Earth Day belongs to everyone, no one’s
permission is needed to conduct Earth Day activities.
Individuals can observe Earth Day simply by learning more about how the
environment can be protected through changes in consumer habits -- recycling perhaps
or using energy more efficiently. People can also join with others to discuss
opportunities for improving environmental conditions, or clean up parks and other
areas.
On What Date is Earth Day Observed?
Following longstanding tradition, the U.S. Environmental Protection Agency
observes “Earth Day” on April 22 of a given year, regardless of the day of the week
on which that date falls. The Agency takes this position in light of the popular
acceptance of April 22 as Earth Day. In 1980 and again in 1990, presidential
proclamations designated that date as “Earth Day.”
-------
The History of Earth Day
On Wednesday, April 22, 1 970, millions of citizens participated in Earth Day”
Plans for this event began in 1969, when then-Senator Gaylord Nelson (D-Wisconsn)
proposed a nationwide “teach-in’ on environmental issues. Co-chaired by then-
Representative Paul N. McCloskey, Jr (R-California), the 1970 Earth Day project
resulted in people in towns and cities across America demonstrating their concern
about air and water pollution in a wide variety of ways: thousands of schools, colleges,
and other organizations held seminars and discussions on environmental topics;
Congress was not in session because so many of its members were home speaking
about the environment across the country.
Through that first Earth Day, the concept of “ecology” -- the relationship of living
things to one another and their environment -. became more widely understood Less
than three months after the April 22, 1970, President Nixon sent Congress his proposal
to consolidate major pollution control programs into a new Environmental Protection
Agency, and on December 2, 1970, EPA came into existence. Also in the wake of
that first Earth Day, the Clean Air Act Amendments of 1970 were enacted, which
required 90% cuts by 1976 in carbon monoxide, nitrogen oxides, and hydrocarbon
emissions from new cars, among other provisions. The Federal Water Pollution
Control Act Amendments of 1972 became law, spelling out a system of controlling
industrial and municipal wastewater and aimed to ensure that the Nation’s rivers and
lakes are fishable and swimmable.
In 1990, the 20th anniversary of the first Earth Day was marked. President
Bush proclaimed Sunday, April 22, 1990 as “Earth Day,” saying “Earth Day -- and
every day -- should inspire us to save the land we love, o realize that global problems
do have local solutions, and to make the preservation of the planet a personal
commitment.” It was estimated that 200 million people in 3,600 communities in the
United States and in more than 135 countries on each of the seven continents
participated in Earth Day events.
EPA helped encourage participation in Earth Day activities across the country
in 1990, using the theme “Think Globally ... Act Locally: You Can Make a Difference,”
which emphasized the importance of individuals making a personal commitment to
improving the environment and preventing pollution. In conjunction with Earth Day, the
Agency launched several pollution prevention education and communication initiatives.
More than 170,000 copies of new EPA teacher guides were distributed, as were tens
of thousands of copies of the EPA Pollution Prevention Office’s new pamphlet, “You
Can Make a Difference,” which outlines ways individuals can help prevent pollution.
On the National Mall in Washington, the President’s Council on Environmental Quality
and EPA coordinated an exposition attended by some 25,000 people April 20-22 at
which environmental activities of 10 federal departments and agencies were highlighted.
The U,S. Environmental Protection Agency has Regional Offices in the following
cities which can provide additional information about Earth Day and informational
materials about environmental protection:
Boston; New York; Philadelphia; Atlanta: Chicago; Dallas;
Kansas City, Kansas; Denver; San Francisco; and Seattle.
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. DC 20460
YOU CAN HELP!
ou can teach your friends, fellow employees, and family by your
I example to help prevent pollution.
O ne use Is not enough. Recycle paper, glass, plastic, aluminum, scrap
metal, motor oil, and yard wastes.
U se less energy. Set back your thermostat, Insulate your water heater,
and buy energy efficient appliances.
are — Buy energy efficient vehicles and keep them tuned. Carpool,
-‘ bike, walk, or use mass transit when possible.
A pply pesticides and herbicides carefully if they must be used. Follow
instructions carefully. Use natural control materials when possible.
N oxious air invades our homes and workplaces. Reduce smoke, radon,
asbestos, and other indoor air pollutants.
H ousehold hazardous waste — Buy only as much potentially toxic
materials or products as you need. Dispose of remnants and containers
properly.
E nvironmental shopping --
Buy recycled or recyclable products.
Seek out biodegradable, reusable, or returnable packages.
ead — Be careful around surfaces covered with lead-based paint, and
‘- be cautious when children are near renovation or rehabilitation of old
buildings. Carefully draw drinking water. Recycle lead auto batteries.
p lant trees, shrubs, and Indoor plants. They replenish the earth’s
oxygen supply.
-------
United States
Environmental Protection
Agency
Office of
Public Affairs (A-i 07)
Washington DC 20460
June 1984
&PA
I/M Fact Sheet
l/M = Cleaner Air
Motor vehicle inspection/maintenance (l/M) programs are now operating in a
number of jurisdictions throughout the United States in keeping with
provisions of the Clean Air Act. Some of the common questions car owners
have about l/M programs are answered in this fact sheet.
What is the purpose of l/M programs?
l/M works to lower air pollution levels by requiring
periodic inspection of the emissions systems of cars
and light trucks and maintenance, when necessary, to
keep those systems functioning properly.
How does I/M work?
Inspections generally are carried out by
state-controlled facilities or garages authorized by the
state to do the checks. While the vehicle is running,
the probe of an exhaust gas analyzer is placed in the
tailpipe. This analyzer checks the amounts of carbon
monoxide and hydrocarbons in the exhaust.
What if I fail the test?
In most cases, all a car needs is an emissions tune-up
which reduces air pollution and can improve the
vehicle’s performance and gas mileage. Testing
programs in several states have shown that about 15
to 30 percent of cars require maintenance work, with
typical costs ranging from $18 to $35. The most
common repairs iequired are: (1) carburetor
adjustments, (2) air filter replacement, (3) idle speed
adjustment, (4) choke adjustments, (5) spark plug
replacement. Some repairs may be covered under the
car’s emissions warranty.
What pollutants come from car exhausts?
Cars emit three major polluting gases—carbon
monoxide, hydrocarbons, and oxides of nitrogen.
Carbon monoxide goes directly to the bloodstream
and reduces the amount of oxygen in the blood. In
large quantities, it is deadly. In smaller amounts,
carbon monoxide can cause dizziness, loss of appetite,
nausea, blurred vision and headaches.
Hydrocarbons and oxides of nitrogen react together
in the presence of sunlight to form smog, which is
made up of ozone and other photochemical oxidants.
Ozone can cause difficulty in breathing, chest pain,
chest and nasal congestion, coughing, eye irritation,
nausea and headaches.
monoxide and ozone are infants and small children,
elderly people, those with respiratory and heart
ailments, and active people such as joggers.
More than 90 percent of the carbon monoxide and
one-third of the hydrocarbons in the atmosphere come
from motor vehicles. The primary causes of high
emission levels are maladjustments and inadequate
maintenance.
Apart from the tailpipe check, what does an
inspection cover?
Some states include an emissions control tampering
check as part of the I/M program. Data collected b ,’
EPA since 1978 show that one out of five vehicles has
had at least one part of its emissions control system
disabled. In some l/M programs, vehicles are checked
for air pollution control equipment that was required
for that particular model and year. The check could
include inspection of some or all of the following:
catalytic converter, fuel inlet restrictor, air pump,
positive crankcase ventilation, evaporative canister,
and exhaust gas recirculation valve.
Don’t cars run better without this control equipment?
No. Cars are now designed to perform most efficiently
when the emissions control system is fully operational
and correctly adjusted. Mileage is better and long-term
maintenance costs are reduced. Fuel switching—using
leaded gasoline in cars designed for unleaded
gas-can ruin emissions control systems, run up
maintenance costs and force the replacement of
expensive parts.
Isn’t I/M unfair to people who own older cars?
Older cars are not expected to meet the same
standards as newer models with sophisticated
emissions controls. The pass/fail standards for each
model year are set to be within the design capacity of
the automobile. In addition, some states set cost limits
to avoid penalizing people who drive older cars which
might require expensive repairs (such as ring or valve
jobs) to meet emissions standards.
The people most susceptible to high levels of carbon
-------
Why must we have l/M programs?
Where are l/M programs in operation now?
The Clean Air Act required states to meet certain air
quality standards by December 31, 1982, but Congress
also provided that areas with severe pollution
problems could be granted extensions to 1987 if they
agreed to initiate l/M programs. Implementation of l/M
was emphasized because the payoff in emissions
reductions is significantly greater than can be achieved
through alternative control strategies. In addition,
programs already in operation had demonstrated that
l/M was feasible, reasonable in cost, and acceptable to
the public.
Listed below are all urbanized areas currently running ar
l/M program, including areas under 200,000 population
The latter areas are indicated with asterisks. The list
also includes counties which have all or a part of their
population within the urbanized area boundary, as
defined by the 1970 census. A particular l/M program
may include counties which do not appear on this list
because they are outside the urban area. Also, a
program may exclude one or more counties which are
part of the urbanized area. Where this occurs, the
excluded counties appear on this list in parentheses.
ARIZONA
Phoenix:
Maricopa Co
Tucson:
Pima Co
CALIFORNIA
South Coast Air Basin:
Los Angeies Co
Orange Co
Oxnard - Ventura
Thousand Oaks:
Ventura Co
San Francisco/Oakland:
Alameda Co
Contra Costa Co
Mann Co
Napa Co
San Francisco Co
San Mateo Co
Solano Co
San Bernardino/Riverside
San Bernardino Co
Riverside Co
San Diego:
San Diego Co
San Jose:
Santa Clara Co
Sacramento:
Piacer Co
Sacramento Co
Yoio Co
COLORADO
Denver area:
Adams Co
Arapahoe Co
Boulder Co
Jefferson Co
Colorado Springs:
Ei Paso Co
CONNECTICUT
Istatewide program]
Hartford:
Hartford Co
Middlesex Co
Toiiand Co
New Haven:
New Haven Co
Bridgeport:
Fairfield Co
DISTRICT OF COLUMBIA
[ tn-state]
DELAWARE
Wilmington
New Castle Co
GEORGIA
Atlanta
Cobb Co
(Clayton Co)
DeKaIb Co
Fulton Co
(Dougiass Co I
(Gwinnett Co I
INDIANA
Chicago suburbs:
Lake Co
Porter Co
Louisville suburbs:
Clark Co
Floyd Co
KENTUCKY
Louisville (bi-state]:
Jefferson Co
MARYLAND
Baltimore:
Anne Arundel Co
Baltimore Co
Howard Co
District of Columbia area.
Montgomery Co
Prince Georges Co
MASSACHUSETrS
[ statewide program]
Boston
jl Co
Nor: .
Co
SL - Co
Springfield
—, : ‘ eCo
— Co
Worcester
- Cc
Lawrence
MISSOURI
St Louis area
S C.. 0:
S LousC:,
St Lou s Co
NEVADA
Las Vegas:
Clark Co
Reno:’
Washoe Co
NEW JERSEY
Istatewide program]
Allentown/Bethlebem/Easton:
Warren Co
New York City area:
Bergen Co
Essex Co
Hudson Co
Middlesex Co
Monmouth Co
Morris Co
Ocean Co
Passaic Co
Somerset Co
Union Co
Philadelphia area [ bu-statel
Burlington Co
Camden Co
Gloucester Co
Trenton (bi-state]
Mercer Co
Wilmington area (bi-state]
Salem Co
NEW YORK
NY metro area (bi-statel
Bronx Co
Kings Co
Nassau Co
New York Co
Putnam Co
Oucer’s Co
Richmond Co
Rockland Co
Suffolk Co
Westchester Co
NORTH CAROLINA
Charlotte:
Mecklenburg Co
OREGON
Portland area (bu-state].
Multnomah Co
Clackamas Cc
Washington Co
(Clark Co. WA)
PENNSYLVANIA
Philadelphia (bi-state]:
Bucks Co
Chester Co
Delaware Co
Montgomery Co
Philadeiphia Co
Pittsburgh:
Allegheny Co
Beaver Co
(Lawrence Co)
Washington Co
Westmoreiand Co
Allentown/Bethlehem/Easton:
Lehigh Co
Northhampton Co
RHODE ISLAND
(statewide program]
Providence:
Bristol Co
Kent Co
Providence Co
Washington Co
TENNESSEE
Memphis:
Shelby Co
UTAH
Salt Lake City area:
Day s Co
VIRGINIA
District of Columbia area.
An rgton Co
Farfax Co
Alexandra City
Fairtax City
Falls Cr’urcn City
WASHINGTON
Seattle area
King Co
(Pierce Co)
Snortomisn Co
WISCONSIN
Milwaukee
Milwaukee Co
Ozaukee Co
Racine Co
Washngton Co
Waukesna Co
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United States Office of Water
Environmental Protection Washington, D.C. 20460
Agency EPA 570/9—91—100
9EPA Fact Sheet:
21 Water Conservation Measures
for Everybody
The earth is covered with water, yet only one percent is available for drinking.
Unfortunately, many of us take this small percentage for granted. The average
adult needs only 2-112 quarts of water per day to maintain health, but in the
United States, we each use 125 to 150 gallons per day for cooking, washing,
flushing, and watering. That’s over 40 percent more water than we need to ac-
corr lish these tasks. Our wasteful habits not only deplete clean water reser-
ves faster than we can replenish them, but they pollute many waterways,
rendering them unfit for human consumption. They also stress aging drinking
water and sewage treatment facilities beyond their capacities. In each of the
past few years, wastewater treatment systems dumped an estimated 2.3 trillion
gallons of inadequately treated sewage into U.S. coastal waters, destroying
beaches, fisheries, and other marine lit e.
We waste water both by practicing bad habits, like leaving the water running
when we brush our teeth, and by using antiquated equipment not built with
water conservation in mind. Bad habits can be difficult to change, but new ones
can save thousands of gallons of water per year per person. Installing new
water-saving equipment and small devices also can save significant amounts
of water per household without requiring us to change our daily routines. Many
devices are inexpensive, available In local hardware stores, and easy to install.
They can save energy (and energy bills) too! By following a few simple steps,
a typical family of four can save an astounding 50,000 to 100,000 gallons of
water per year. What are we waiting for?
For Every Room in the House
• Repair leaky faucets, indoors and out. One leaky faucet can use up to
4,000 gallons of water per month.
• Install faucet aerators. These Inexpensive devices can reduce water use
up to 60 percent, while maintaining a strong flow.
In the Kitchen
• When cooking, save 10 to 15 gallons of water per meal by peeling and clean-
ing vegetables in a large bowl of water instead of under the running tap.
• When handwashing dishes, save 15 gallons of water by soaking dirty
dishes in the basin, then rinsing them off.
• Run full-bad disiwashers to save 15 gallons per bad and hof water costs, too.
• When buying a new dishwasher, select one with a iight-wash option.
Newer models use 20 percent less water than older ones.
Congrass of the United States. Office of Technology Assessment. 1987. Waste in the Marine
Environment, Washington. D.C.
F7*,$don Rec v!edP *r
-------
In the Bathroom
i
—
— — — — —
fl7’/ ’ff ‘/. “? !‘f//// ’ ?/f!
/ / I,, / ‘“
• Take short showers instead of baths. Showers use an average of 5 to 7
gallons per minute, three times less than the water used to take a bath.
• Install a low-flow showerhead. This will cut water use in the shower to just
3 gallons per minute and still provide an invigorating flow.
• Turn oft the water to brush teeth, shave, and soap up in the shower. Filling
the sink to shave uses only 1 gallon, while letting the water run can use 10
gallons per shave or more. Turning off the water when you brush your
teeth can save 4 gallons of water each time.
• Repair leaky toilets to save more than 50 gallons of water per day. Add 12 drops
of food coloring irlo the tank. If color appeais In the bowl one hour later, the unit
is leaking.
• Install a toilet displacement device to save thousands of gallons of water
per year or 5 to 7 gallons per flush. Place one to three weighted plastic
jugs into the tank, making sure the jugs don’t Interfere with the flushing
mechanism or a suitable flow. Qr, Instead of JUgS, use toilet darns that hold
back a reservoir of water during each flush, saving 1 to 2 gallons. Don’t
use bricks because they can chip and foul the flushing mechanism.
• When buying a new toilet, select a low-flush model that uses less than 1 -1/2
gallons of water to flush, saving over 7,000 gallons per year per person.
On Wash Day
• When purchasing a new washing machine, buy a water-saving model that
can be adjusted to load-size and has a “suds-saving option. New models
use 40 percent less water than older models.
• For old and new machines, run lull loads only.
Taking Water Conservation Outdoors
• Mow your lawn with water retention in mind. Set mower blades on a high
settIng (2- to 3-inch grass length as opposed to golf-course short) to pro-
vide natural ground shade and promote water retention by the soil.
• Water lawn and garden in the morning when evaporation is lowest.
• Water no more than 1 Inch per week, applied slowly to prevent runoff.
Place several errçty cans around the yard when watering to determine
how long it will take to water 1 Inch.
• Collect rainwater for watering plants using a barrel covered with a screen.
• Plant Indigenous species suited to your area and save as much as 54 per-
cent of the water used to care for outdoor plants. Ask your local nursery for
plant and grass species that require less water
• When washing yourcat; him c It the hose between rinses to save up to 150
gallons perwashing.
• Sweep down decks and driveways instead of hosing them down.
-------
United States Office o(P Iddes and Toxic Snb anc
En ironmentaI Protection Office o( Pe Ic1de Pro rama (H7SO1C)
Agency Waaklugtoii, DC 20460
ENVIRONMENTAL FACT SHEET : PESTICIDE
LABELS
Pesticides are poisons that are designed to kill or repel animals or plants that we consider to be
pests. However, some pesticides can have unintended affects on people, pets, wildlife and the
environment. Most pesticide accidents result from careless use or lack of knowledge about the proper
handling of pesticides. If you choose to use pesticides, it is important to do everything possible to keep
your exposure to pesticides, and exposure to the environment, at an absolute rrini num.
All pesticides must bear labels that provide the pesticide user with information about the product.
This fact sheet discusses the parts of a label and what the information means. Read and make sure that
you understand the information presented on any products before you use them. Explore alternatives to
using toxic chemicals.
THE NINE PARTS OF A PESTICIDE LABEL
1. INGREDIENT STATEMENT
The label of each pesticide product must bear a statement which contains the name and
percentage by weight of each active ingredIent and the percentage by weight of all Inert
IngredIents. Ingredients must hst chemical and/or common names of active ingredients. The chemical
name is a complex name that identifies the chemical components of the pesticide ingredients. Common
names are shortened versions of the complex chemical names.
2. NAME, BRAND OR TRADEMARK
The name, brand or trademark under which the product is sold must appear on the front panel of
the label. The brand or trade name is the one used in advertising. The brand name does not give an
indication of what active ingredient the product contains and, therefore, is not a good method for
identifying a pesticide in case of a poisoning. Refer to the chemical name or common name, because they
provide specific information about the active ingredient.
3. PRECAUTIONARY STATEMENTS
Precautionary statements are required on all labels. These statements inform you of the proper
precautions to take to better protect yourself and others, domestic animals and the environment from
harmful effects of pesticide exposure. Hazard statements are not located in the.same place on all
pesticide labels. Search the labeling for statements that will help you apply the pestiade correctly.
Precautions may include:
a. Human Hazard SIgnal Words (DANGER, WARNING, CAUTION)
Human hazard signal words indicate the level of toxicity of the pesticide product.
DANGER--A taste to a teaspoonful taken by mouth could kill an average-sized adult.
WARNING-- A teaspoonful to an ounce taken by mouth could kill an average-sized adult.
CAUTiON--An ounce to over a pint taken by mouth could kill an average-sized adult.
b. Child Hazard Warning (KEEP OUT OF REACH OF CHILDREN)
The Child Hazard Waming, Keep Out Of Reach Of Children, must be on the front
panel of the label on pesticide products.
c. Statement of Practical Treatment
Statements of Practical Treatment can include information on: 1. signs and symptoms of
poisoning, 2. first aid, 3. antidotes and 4. a note to physicians in the event of a poisoning.
d. Hazards tO Humans and Domestic Animals
These statements provide information about routes of pesticide exposure to humans (i.e. mouth,
skin, lungs) and specific actions to take to prevent pesticide exposure (i.e. protective clothing,
facial masks)
Yo Ciii MIU A
Pri,tedcn Recyded Paper
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e. Environmental Hazards
If a pesticide is mad edIy hazardous to wildlife, the label must bear special toxicfty statements such
as “this product is highly toxic to birds, or to fish.” General environmental precautions may
include: “do not apply directly to water, or do not contaminate water, food, or feed by storage and
disposal of the pesticide.”
f. Physical or Chemical Hazards
These statements provide information about the flammability or explosive charactenstics of the
pesticide product.
4. DIRECTIONS FOR USE
Directions for use provide important information about the proper use, storage and disposal of the
pesticide product. The directions will indicate: 1. How much of the product to use and when to use it,
( MORE IS NOT BET1”ERh 2. the crop, animal or site the product claims to protect, 3. the proper
equipment to be used for application, 4. mixing directions, if they apply and 5. the proper methods of
storage and disposal of the pesticide product which are necessary to follow in order to help prevent
contamination and accidental exposure.
5. NAME AND ADDRESS OF MANUFACTURER
The name and address of the manufacturer or distributor must be on the label. This is who to
contact should you require additional information not provided on the label.
6. NET CONTENTS
The net contents indicates how much of the product is in the container. This can be listed in
gallons, quarts or pints for liquids or in pounds and ounces for dry formulations
7. EPA REGISTRATION NUMBER
Pesticide products must bear an EPA registration number. This number indicates that the
pesticide labeling information has been approved by the federal government.
8. EPA ESTABLISHMENT NUMBER
The establishment number identifies the facility that produced the product. It anything should go
wrong, the facility that made the product can be traced.
9. USE CLASSIFICATION
EPA classifies pesticides as either “General Use” or “Restricted Use” pesticides. Restricted use
pesticides must only be sold to and used by certified pesticide applicators or persons under the direct
supervision of certified applicators. A statement indicating that a pesticide is a “Restncited Use” product
must appear at the top of the front panel of the label. “General Use’ pesticides do not require certification.
IF YOU CHOOSE TO USE A PESTICIDE PRODUCT—REMEMBER :
o READ THE LABEL COMPLETELY
o HEED THE WARNINGS BY TAKING ALL PRECAUTIONS
o USE ONLY THE AMOUNT OF PESTICIDE NEEDED AND USE ONLY IF Fr IS REALLY NEEDED
o IN THE EVENT OF A PESTICIDE POISONlN , YOU CAN CALL THE FOLLOWING HOTUNES TO
OBTAIN FURTHER INFORMATION:
NATIONAL PESTICIDE TELECOMMUNiCATIONS NETWORK (N PTN)
1 (800) 858-PEST (7378), TOLL FREE, 24 HOURS A DAY
TOXIC INFORMATION CENTER
1 (800) 233-3360, TOLL FREE
POISON CONTROL CENTER
1 (800) 662-9886, TOLL FREE, 24 HOURS A DAY
-------
United States
Environmental Protection
Agency
Office of
Air and Radiation
(ANR-445)
Office of Research and
Development
(RD-672)
August 1989
EPA
Indoor Air Facts
No.6
Report to Congress on
Indoor Air Quality
Introduction and Background
In August 1989, the Environmental Protection Agency
(EPA) submitted a report to Congress that describes the
Agency’s indoor air activities and recommends an ap-
propriate Federal response to the problem of indoor air
pollution. The Report to Congress on Indoor Air
Quality was required by Tide IV of the Superfund
Amendments and Reauthorization Act (SARA) of 1986.
The Office of Air and Radiation (OAR) and the Office of
Research and Development (ORD) prepared the report
with assistance from other EPA offices and other
Federal agencies.
Title IV of SARA (the “Radon Gas and Indoor Air
Research Act of 1986”) directs the Environmental
Protection Agency to establish an indoor air quality
research program, to coordinate with other public and
private organizations, and to disseminate information on
indoor air quality issues to the public. It also requires
EPA to submit two reports to Congress. In 1987, EPA
submitted the report required by Section 403(d). The
report contained the Agency’s overall indoor air quality
policy objectives and a near-term plan for implementing
SARA Title IV. Section 403(e) requires EPA to sub-
mit a report two years after enactment of SARA that
describes the activities carried out under SARA Title IV
and that makes “appropriate” recommendations. This
fact sheet summarizes the §403(e) report
Organization of the Report
The Report to Congress on Indoor Air Quality consists
of an executive summary and three volumes. The
Executive Swnmar and Recommendations briefly
describes the entire report and presents the recom-
mendations. Volume I, Federal Programs Addressing
Indoor Air Quality, details the activities being carried
ouL at eight Federal agencies, including EPA. Volume
II, Assessment and Control of Indoor Air Pollution,
summarizes the current level of knowledge and uncertain-
ties about pollutants, sources, modeling and monitoring
methods, concentrations, exposures, health effects,
existing standards, codes and legislation, economic
impacts, and policy issues. Volume III, Indoor Air
Research Needs Statement, is an interagency work-
group assessment of the major gaps and research needs
in the indoor air field. More detail is given below.
Executive Summary
At this time, indoor air research and policy programs
have not sufficiently characterized indoor air quality
problems and solutions to be able to define the approp-
riate long-term Federal role regarding the need for, or -
desirability of, regulatory approaches to indoor air qual-
ity problems. Nevertheless, sufficient evidence exists
to conclude that indoor air pollution represents a major
portion of the public’s exposure to air pollution and
may pose serious acute and chronic health risks. Conse-
quently, EPA makes the following recommendations:
I. Research to better characterize exposure and health
effects of chemical contaminants and pollutant mixtures
commonly found indoors should be greatly expanded.
2. A research program to characterize and develop
mitigation techniques for biological pollutants in indoor
air should be developed.
3. Research to identify and characterize key indoor air
pollution sources and to evaluate appropriate mitigation
strategies should be greatly expanded.
4. A program is needed to develop and promote, in
conjunction with appropriate private sector organ-
izations, guidelines covering ventilation, as well as
other building design, operation, and maintenance
practices, for ensuring that indoor air quality is
protective of public health.
5. A national program of technical assistance and infor-
mation dissemination, similar in scope to the Agency’s
radon program, is needed to inform the public about
risks and mitigation strategies, and to assist State and
local governments and the private sector in solving in-
Pnn ted on Recycled Paper
-------
door air quality problems. Such a program should
include an indoor air quality clearinghouse.
6. The Federal govern mcnt should undertake an effort to
characterize the nature and pervasi cncss of the health
impacts associated with indoor air quality problems in
commercial and public buildings, schools, health care
facilities, and residences, and should develop and pro-
mote recommended guidelines for diagnosing and
controlling such problems.
Volume I — Federal Programs
Addressing indoor AIr Quality
The Indoor Air Division within the Office of Air and
Radiation is responsible for implementing the indoor air
policy and program development provisions of SARA.
Some Of the chief indoor air activities which the OAR
has completed include: cosponsoring an indoor air qual-
ity policy forum; conducting a survey of private sector
diagnostic and mitigation services; publishing, in co-
operation with the Consumer Product Safety Commis-
sion (CPSC), an indoor air quality bookict for the gen-
eral public (The Inside Story: A Guide to Indoor Air
Quality) and a directory of State indoor air contacts; and
compiling a chart of Federal indoor air quality activities
and contacts.
Projects underway in the Indoor Air Division include
the development of a manual on work place policies
related to environmental tobacco smoke, a manual on
preventing indoor air quality problems in new or
remodelled buildings, and an introductory indoor air
quality course for State and local officials. In its
coordination role, EPA cakes the lead in co-chairing the
Interagency Committee on Indoor Air Quality (CIAQ)
with the CPSC, the Department of Energy, and the
Department of Health and Human Services.
The Office of Research and Development is responsible
for carrying out the research responsibilities mandated
by SARA. Some of the major accomplishments of
EPA’s indoor air research program include: completion
of an information assessment identifying the hazards of
indoor environments; preliminary identification of ad-
verse health effects from exposure to the emissions
from kerosene and other unvcntcd space heaters; measur-
ing emissions from selected indoor sources in small
chambers and a test house; and assessing the effective-
ness of selected air cleaning technologies. Health
effects research has focused on environmental tobacco
smoke and mixtures of volatile organic compounds.
ORD has also completed scvcral studies designed to
assess the exposure of individuals to major indoor air
pollutants, including carbon monoxide and volatile or-
ganic compounds; additional research on pesticides and
particulates is underway. Along with other Federal agen-
cies, EPA is investigating complaints of indoor air pol-
lution in the Library of Congress l 1adison building and
the EPA Headquarters buildings.
Among the actions EPA has taken to address specific
pollutant problems under SARA or several other stat-
utes (e.g. the Toxic Substances Control Act (TSCA),
the Federal Insecticide, Fungicide, and Rodcnticide Act
(FIFRA), and the Safe Drinking Water Act (SDWA) are
the following:
Radon. Under the Radon Action Program, EPA has
gathered information on the extent of the radon prob-
lem, developed cost effective methods for reducing radon
levels in existing structures and for preventing radon
entry in new construction, and issued many publications
to help ciLizeris and professionals. EPA is also develop-
ing standards for radon and other radionuclides in drink-
ing water and cooperating with other Federal agencies in
a number of radon-related activities.
Asbestos. The asbestos program at EPA has grown
from a technical assistance program into a major nation-
al program that encompasses the full range of regula-
tory, grant, an technical assistance activities. While
the primary foL us of the asbestos program has been in
the nation’s schools, the program has begun to address
asbestos problcms in commercial and public buildings
and in homes.
Environmental Tobacco Smoke. Reports pub-
lished by the Surgeon General and the National Re-
scarch Council of the National Academy of Sciences
conclude that exposure to environmental tobacco smoke
(ETS) is a cause of lung cancer in healthy non-smokers
and is responsible for other health effects. Accordingly,
EPA has undertaken activities related to ETS, including
research, risk assessment, and public information.
Formaldehyde EPA has designated formaldehyde for
priority attention under TSCA. EPA is currently invest-
igating the need for, and potential nature of, additional
Federal regulations affecting formaldehyde emissions
from pressed wood products (parucleboard, hardwood
plywood paneling, and medium density fiberboard.)
Chlorinated Solvents. An interagency workgroup,
chaired by EPA, is examining the risks from four chlor-
inated solvents: mcthylcne chloride. perchioroethylene.
trichlorcthylcnc, and 1,1,1 -trichlorocthane. The objec-
tive is to dctcrm inc appropriate control options for use
by EPA or other agencies.
2
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United States Office of Publication 9200 5-008A
Environmental Protection Solid Waste and November 1990
Agency Emergency Response
6EPA The Challenge of Superfund
Thousands of Sites Must Be Evaluated
Hazardous waste sites are identified through procedures as varied a formal notification requirements
and citizen phone calls to the Agency.
Approximately 33,000 potential National Priorities List (NPL) Sites have been placed in CERCLIS,
EPA’s computerized inventory of Sites to be evaluated.
To date, almost 31,000 potential NPL sites have received the first ie ci of evaluation, the preliminary
assessment.
At 19,000 of these sites, the Agency decided that further Federal action is unnecessary. Problems at
these sites are being dealt with by State and local governments, individuals, or companies.
Approximately 11,000 sites passed the r t level of evaluation and are awaiting further investigation.
To date, the Agency has placed more than 1,200 sues on the NPL. Historically, 5-10 percent of all
sites evaluated are placed on the list. Based on past experience, the Agency expects to continue listing
approximately 100 sites per year.
Wastes at NPL Sites Come From Many Sources
Each NPL site is unique in its layout, type of location, and variety of wastes.
• Superfund sites range from a 1/4-acre metal plating shop to a 250-square mile mining complex.
• Every conceivable type of waste is found at Superfund sites:
• Heavy metals,
• Solvents,
• Organics,
• Pesticides, and
• Radioactive wastes.
• Supcrfund sites pose threats to:
• Groundwater,
• Surface water,
• Drinking water,
• Soils, and
• Air.
-------
INDUSTRIES ASSOCIATED WITH SUPERFUND SITES
* Department of Encigy
Superfund Must Satisfy Conflicting Expectations
The public and Congress have many — often conflu. . :ig — expectations for Superfund. Some of the
mandates the program must meet arc:
Rapid response and Careful planning
Cleanups at many sites and Thorough cleanup at each site
Prompt cleanup completion and Extensive public nvol ement
Con Ntcnt cleanup nationwide and Deccniraliied d c c ision-mak ing
Using Trust Fund money for cleanup and Suing for private party response
Meeting these expectations requires EPA constantly to make difficult decisions regarding strategies
and priorities.
Manufacturing (389%)
• Mining (2.03%)
D )E and MiIit v (5.04%)
R ckrs 8.49%)
o inducin*l I.. dIi1l (6.46%)
Munictpal Landfill (16.54%)
Other (22 9%)
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IV. DEVELOPING
ACCESS POINTS
INTRODUCTION
Purpose
The purpose of this chapter is to discuss how to build upon
information gathered about audience characteristics and needs to determine
which type of access point is most appropriate for making EPA ’s information
available to the public. 1 This section further offers issues and information to
consider when developing an access point. The types of access points that are
discussed in this chapter include the following:
• Hotlines
• Dockets
• Electronic Bulletin Boards
• Databases
• Clearinghouses
• Public Information Centers
• Libraries.
This chapter will provide an approach to evaluating the various access points
as well as provide issues to consider with regard to each access point. In
addition, the chapter will provide benefits and limitations of employing each
type of access point and offer specific examples of EPA uses of the various
access points.
I Chapter II “Identifying and Understanding Your Audience’ provides detailed information on
approaches for gathering information on audience characteristics and needs with regard to
public access to information.
Public Access Manual
11/27/91
63
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Developing Access Points
Approach
Prior to selecting and developing a particular type of access point, an
office should consider the following steps:
• Establish overall objectives of what the access point is
intended to accomplish
• Investigate options for making information available (e.g.,
types of access points) and then evaluate and select an
access point.
These steps are discussed in the following text.
Establishing Objectives
Office staff need to identify the following pieces of information in order
to establish objectives for developing access points:
• Determine the type of information that the office is
interested in communication
• Identify the audience they are trying to reach
• Understand the needs of this audience with respect to
obtaining information.
Once this basic understanding of communication needs exists, EPA managers
can establish an overall objective that they wish to accomplish with regard to
establishing an access point. This objective, which ought to be achievable
within known or projected organizational and resource constraints, will
provide the basis for evaluating alternative approaches.
Identifying, Evaluating, and Selecting Potential Access Points
As mentioned previously, this section discusses seven different types
of access points. Descriptions are given of each along with discussions of
applicable standards, policies, and procedures. Additionally, benefits and
limitations of each type of access point are discussed along with examples of
EPA uses of these points.
To select a specific access point, an office should evaluate each type of
access point relative to the previously defined objective while taking into
account any organizational or resource constraints. To facilitate this
64 11/27/91 Public Access Manual
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Developing Access Points
evaluation, a graphic is included at the end of this chapter which summarizes
each approach and its primary benefits and limitations.
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ACCESS POINTS
Purpose
This section discusses the seven types of access points listed previously.
For each type of access point, the following will be presented:
• A brief description
• Issues associated with utilizing this type of access point
• Benefits and limitations
• Innovative uses within Headquarters, the Regions, or the
Laboratories
• Individuals to contact for additional information.
A graphic summarizing the access points is located at the end of this chapter.
Although there are no specific standards, policies, or procedures for
most access points, all must conform to the Agency’s standards, policies, and
procedures in relevant areas. Examples of these include the following:
• EPA ‘s Public Access Policy
• EPA ’ S Information Security Policies
• EPA’s Publications and Printing Policies.
Mandatory policies and procedures for individual access points are given
within the appropriate section.
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This section will discuss the use of hotlines to make information
available to the public.
Description
Hotlines are points of contacts for parties external to EPA to ask
technical or general questions. EPA hotlines have been established to meet
the demand for verbal responses to queries. Additionally, hotlines are often
utilized as a means of accessing clearinghouse information. Currently within
EPA, most of the hotlines specialize in regulatory or risk-related issues and
are utilized by state and local governments, industry, special interest groups,
and the general public. Hotlines depend upon program personnel and the
individual research of hotline staff to formulate responses. Many hotlines
use distribution mechanisms, such as the National Technical Information
Service, the Government Printing Office, and EPA’s Publications and
Information Center to assist with the dissemination of documents.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of a hotline and when developing plans for establishing
a hotline.
• Accessibility - The EPA office needs to consider which
audiences they are trying to reach and audiences’ needs
with regard to accessing information. Additionally to
further ensure access, EPA needs to attempt to project call
volume to make certain that sufficient lines are available
for callers to get through.
• Information Collection - How are the responses given out
by the hotline operators formulated? What procedures
should be established to ensure that the hotline has the
latest information in the particular topic area?
• Information Quality - What level of quality is going to be
required by the audiences demanding information from
the hotline? How is the necessary level of quality going to
be ensured with verbal responses? Various approaches to
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ensuring quality are currently used, including developing
canned responses and monitoring selected conversations.
• Information Searching - When hotline operators are
responding to calls, what types of information will they
need at their immediate disposal? How will they search
through this information - in an automated or manual
fashion?
• Services - The types and extent of services that the hotline
is going to offer must be clearly defined and then the
resources must be provided to support these services. For
example, is the hotline going to answer questions in a
certain area or is it intended to serve as a referral point for
an office? Even if the hotline intends to answer calls, a
referral list should be developed as many calls will not be
relevant to the hotline. Another example would be
whether or not the hotline is going to distribute
publications or is going to use another distribution
mechanism?
• Staffing - Hotline staff need to possess not only a
knowledge of the particular issue area for the hotline, but
the staff must also possess appropriate interpersonal skills
to assist callers in defining their queries. An office needs
to consider what methods it will use to recruit and retain
appropriate individuals.
• After Hours Calls - The hotline should consider having a
mechanism in place (e.g., an answering machine) to take
after hours calls, especially a national hotline which will
be receiving calls from different time zones.
• Cost - Cost must be considered not only from the
viewpoint of the cost of the hotline to EPA, but also with
regard to deciding if and how to charge members of the
public for the phone call and any corresponding
information which is mailed out to the member of the
public. Is the hotline going to be toll-free or toll? This can
also have implications for the volume of calls received as
toll-free access tends to generate more interest.
• Publicity - For a hotline to be utilized, the public must be
aware of it. Therefore, EPA needs to consider means of
publicizing the hotline and its functions and services.
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Some potential outreach mechanisms are presented in
Chapter VI.
Resolution of these issues will enable EPA managers to decide if a hotline is
appropriate and, if so, to begin developing the hotline.
Benefits and Limitations
There are a number of benefits and limitations associated with
utilizing hotlines to make information available to the public. These are
described below:
Benefits
• Hotlines can be accessed via a telephone which does not
usually restrict access or exclude any audiences.
• Hotlines allow for immediate access to information and
allow for requesters who do not have clearly defined
needs to receive assistance.
• Hotlines offer a “personalized” touch and promote a
relationship between EPA and members of the public.
• Hotlines allow EPA to receive immediate feedback on the
quality of its response to the public.
These benefits indicate that hotlines are appropriate access points for certain
types of information which usually require explanation.
Limitations
• Hotlines must be adequately staffed to ensure an adequate
level of service. Therefore, hotlines can be resource-
intensive.
• Hotlines face challenges in finding and retaining staff that
are qualified in the technical area of expertise and that
have appropriate interpersonal skills.
• Hotlines which are not adequately staffed or that do not
have sufficient phone lines (i.e., the user is on hold for
lengthy periods of time or cannot get through at all) can
annoy users and create a negative image of the Agency’s
public access efforts.
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• Hotlines can have difficulty identifying and obtaining
current, appropriate information to give out to users.
• It is more difficult to ensure quality and consistency in
responses with a hotline than other types of access points.
Hotlines can provide a level of individual attention that other access points
cannot. However, this feature must be balanced against resource
requirements and other limitations. Examples of how EPA Headquarters and
Regional offices have used hotlines to provide access to information are
given on the following page. Additionally, individuals who can be contacted
for more information on developing and operating hotlines are given below.
CONTACFS
Region 5’s, Office of Public Affairs, (312) 886-2072
Barabara Roth, RCRA/Superfund Hotline, (202) 260-4646
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Hotlines
The Air Risk Information Support Center
hotline was established in response to state
and local agency demand for information in the areas
of health, risk, and exposure assessment for toxic air
pollutants.
to callers:
1
For more information contact the Air Risk Information
Support Center, at (919) 541-0888.
health,
This hotline provides three levels of service
• Quick Response - providing an initial quick
response based upon available health and
exposure data and the expertise of EPA.
• Detailed Technical Assistance - requesting through
the hotline the detailed, technical assistance of an
EPA staff member.
This could include assistance
in understanding risk assessment methodologies
literature.
or review and interpretation of toxicological
• General Technical Guidance - addressing
exposure, and risk assessment issues which have
broad national interest.
Currently, no fees are charged for these services.
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Hotlines
Several Regions within EPA have
established hotlines within their Public
Affairs Offices as central points-of-contact for Regional
information.
hotline which performs three main functions:
• Answers many questions directly (e.g., radon,
ozone)
• Distributes publications
• Refers callers to appropriate offices within the
Region, other parts of EPA, or other agencies.
This service is advertised in news releases, and the
number is placed in every publication and phone book.
Region 5 has found consistent staffing to be the biggest
Region 10 also has a toll-free hotline which performs
many services similar to Region 5’s.
advertised through publications and fact sheets.
1
For more information on the Region 5 hotline, contact
the Office of Public Affairs at (312) 353-2072.
For the
For example, Region 5 has a toll-free
challenge in operating a hotline. They currently utilize
hotline positions as the entry-level position into the
Public Affairs office to ensure qualified individuals.
This service is also
Region 10 hotline, call Pat Bonner at (206) 553-8509.
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This section will discuss the use of dockets to make information
available to the public.
Description
Dockets are usually mandated by law to provide access to
documentation supporting rulemaking. In addition, dockets often serve as a
repository for program directives. The dockets rely upon EPA program
personnel to compile and deliver the information to the docket. Docket
information is accessed primarily by walk-in visitors although some dockets
accept mail and phone requests for information. Users, currently including
lawyers, interest groups, and EPA staff, usually photocopy the information
that they require, but for major studies, they are referred to EPA’s Publications
and Information Clearinghouse in Cincinnati or NTIS.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of a docket and when establishing plans for developing a
docket.
• Accessibility - The EPA office needs to consider the
audience they are trying to reach as the primary means of
accessing many dockets is in person. This greatly restricts
access.
• Information Collection - How is the information
maintained in the docket going to be collected? Should
procedures be established to ensure that the docket
receives copies of the public comments, directives, etc.
related to the particular law?
• Information Searching - How will users locate
information within the docket? Will there be an
automated or a paper-based index?
• Information Security - Since members of the public will be
directly accessing the information, how can EPA make
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certain that documents are not taken or are not
mutilated?
• Services - The types and extent of services that the, docket
is going to offer must be clearly defined and then the
resources must be provided to support these services. For
example, will there be docket staff available to assist users?
If so, what types of services will they offer?
• Staffing - Docket staff need to possess not only a
knowledge of the particular law, but the staff must also
possess appropriate interpersonal skills to assist users in
locating information.
• Cost - Cost must be considered not only from the
viewpoint of the cost of the docket to EPA, but also with
regard to deciding if and how to charge members of the
public for copies and if there needs to be a limit on the
number of copies which can be made. Dockets must
conform to the June 1988 interim fee schedule policy
which was approved by the Office of General Counsel and
the Office of the Comptroller, Financial Management
Division. This policy establishes the following fees:
- If 267 pages or less are copied, there is no charge
- If more than 267 pages are copied, an
administrative fee of $25 plus $.015 for each page
starting with page 268.
Photocopying charges are to be paid by a personal or
business check or by money order made out to the U.S.
Environmental Protection Agency.
• Publicity - For a docket to be utilized, the public must be
aware of it. Therefore, EPA needs to consider means of
publicizing the docket and its functions and services.
Suggested outreach approaches are given in Chapter VI.
Discussion and resolution of these issues will enable EPA managers to decide
if a docket is an appropriate means of making information available to the
public.
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Benefits and Limitations
There are a number of benefits and limitations of utilizing dockets to
make information available to the public. These are described below:
Benefits
• Dockets allow users to search through information so they
can locate exactly what they need.
• As users are usually searching through information
themselves, dockets do not require as many EPA staff.
Therefore, they are less resource intensive than other
access points.
• Users are often asked to pay for copying costs which
minimizes EPA ’s printing costs.
These benefits indicate that dockets are appropriate access points for legal
types of information or other types of information that need to be searched
through and quickly copied.
Limitations
• Many dockets can only be accessed on a walk-in basis,
greatly reducing the ability to obtain the information.
• Dockets can face challenges in finding and retaining staff
that are qualified in the technical area of expertise and that
have appropriate interpersonal skills.
• Dockets can have difficulty identifying and obtaining
current, appropriate information to give out to users.
• The potential for lost or destroyed information from a
docket is real since the public is usually directly accessing
paper information.
Dockets can provide access to legal information fairly inexpensively for EPA.
Examples of how EPA Headquarters and Regional offices have used dockets to
provide access to information are given on the following page. Additionally,
individuals who can be contacted for more information on developing and
operating dockets are given below.
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CONTACT
Gloris Butler, Docket Coordinator, Information Management
and Services Division, OIRM
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Dockets
The Superfund Docket was mandated by
the Administrative Procedures Act of 1966
to coordinate the development of rules for the
SUPERFUND program and to provide the public access to
SUPERFUND decisionmaking documents. The docket is
a repository for supporting documents to proposed and
final regulations and for receipt and storage of public
comments. In 1989, the SUPERFUND docket was
expanded to provide a repository for a variety of
SUPERFUND-related information and is now called the
SUPERFUND Docket and Information Center. Access to
the docket is obtained primarily through the telephone
with some written and walk-in requests. The primary
audiences for this docket’s information are:
• EPA staff
• Federal agencies
• Law/consulting firms
• Environmental organizations
• States
• General public.
In addition to the Headquarters docket, each Region has a
SUPERFUND National Priorities List (NPL) Docket.
For more information contact the Superfund Docket and
Information Center, at (202) 260-8864.
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Electronic Bulletin Boards
This section will discuss the use of electronic bulletin boards in making
information available to the public.
Description
Electronic bulletin boards, which are accessed by computers connected
to modems, are established to satisfy demands for electronic access to
information on a particular subject. These bulletin boards generally promote
information sharing among users by providing lists of other users, lists of
expert contacts relevant to the subject area, and a means for leaving messages.
Bulletin boards rely upon voluntary input of information by the users who
currently include mainly EPA staff, contractors, and state and local
governments. For disseminating publications, bulletin boards often utilize
distribution mechanisms; attempts are being made to establish online
ordering capabilities with some of these mechanisms.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of an electronic bulletin board and when establishing
plans for developing the bulletin board.
• Accessibility - The EPA office needs to consider the
audience they are trying to reach as accessing an electronic
bulletin board requires a computer with a modem. This
can restrict access for certain audiences. Additionally, the
office should consider providing instructions for how to
access the bulletin board in understandable language.
• Information Collection and Quality - How is the
information maintained in the electronic bulletin board
going to be collected? If users add information to the
bulletin board, what types of quality assurance procedures
need to be established?
• Software - EPA is in the process of drafting an Agencywide
policy on electronic bulletin boards. This draft policy, a
copy of which is provided in the attachment to this
section, specifies a standard Agency software for bulletin
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boards. Information on this software is also provided in
the attachment. Adherence to this policy will help
promote a more consistent appearance of the Agency’s
bulletin boards to the public, thus making them easier to
utilize.
• Information Searching - How will information within the
bulletin board need to be structured to facilitate users
locating the proper information?
• Information Security - What types of security are
necessary on the bulletin board to prevent information
from being altered, etc.?
• Services - The types and extent of services that the
electronic bulletin board is going to offer must be clearly
defined and then the resources must be provided to
support these services. For example, an electronic bulletin
board may want to consider providing or identifying some
sort of support for assisting users with questions on the
content of the bulletin board as well as user support for
technical, operational questions.
• Staffing - Electronic bulletin boards will require sufficient
support to assist users with hardware, software, and
telecommunications problems as well as to develop and
maintain the bulletin board.
• Cost - Cost must be considered not only from the
viewpoint of the cost of the bulletin board to EPA, but also
with regard to deciding if and how to charge members of
the public for access. For instance, should the system be
accessed via a toll-free or toll line?
• Publicity - EPA needs to consider various means of
publicizing the electronic bulletin board and its functions
and services to promote usage. Chapter VI provides
suggestions in this area.
Discussion and resolution of these issues will enable EPA managers to decide
if an electronic bulletin board is an appropriate means of making information
available to the public.
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Benefits and Limitations
There are a number of benefits and limitations of utilizing electronic
bulletin boards to make information available to the public. These are
described below:
Benefits
• Electronic bulletin boards provide virtually immediate
access to data and information.
• Users can download data and then manipulate or use it in
their own analyses.
• Electronic bulletin boards promote information sharing
among users.
• Electronic bulletin boards are not as staff-intensive as
other access points except for in the development phase.
These benefits indicate that electronic bulletin boards are appropriate access
points for users with the need for immediate access or the need to
electronically manipulate the data.
Limitations
• Computers with modems are required to access electronic
bulletin boards. This will restrict usage to those with
access to this type of equipment.
• Electronic bulletin boards can pose data quality problems if
the data entered by users is not adequately screened.
Electronic bulletin boards can provide quick access to certain types of Agency
information for users who have access to computers and modems. Examples
of how EPA Headquarters and Regional offices have used electronic bulletin
boards to provide access to information are given on the following page.
Additionally, individuals who can be contacted for more information on
developing and operating electronic bulletin boards are given below.
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CONTACTS
Vandiver Bradow, Telecommunications Branch, OARM, RTP,
(919) 541-3574
Myles Morse, ORD, Pollution Information Exchange System,
(202) 260-7161
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Electronic Bulletin
Boards
The Pollution Prevention
Information Clearinghouse (PPIC)
was established to promote pollution
prevention through efficient information transfer.
The
clearinghouse contains technical, policy, programmatic,
legislative, and financial information to aid in reducing or
eliminating discharges and emissions through source
reduction and environmentally sound recycling. The
primary mechanism for accessing PPIC information is an
electronic bulletin board, the Pollution Information ExchangL
System (PIES).
PIES was designed to encourage interaction
and information exchange between technical assistance
professionals.
• Industry
The primary audiences for this bulletin board
• International, federal, state, and local governments
• Academia
• Interest groups
• International organizations.
A sister program to PIES, the International Cleaner
Production Information Computer System (ICPIC) was
mandated by UNEP in 1989. The ICPIC is intended to
transfer technical, policy, programmatic, legislative, and
financial expertise on cleaner production internationally.
For more information on PIES, contact Myles Morse at zu2)
are:
260-7161.
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Databases
This section will discuss utilizing databases to make information
available to the public.
Description
Databases are computerized information systems. Currently, many of
EPA’s databases are mainframe databases which have been developed to
fulfill legislative requirements and to support the Agency’s mission to protect
the environment. The primary audiences of most existing EPA systems are
EPA officials and EPA’s data sharing partners, such as state environmental
agencies, contractors, and grantees. Additionally, EPA provides database
information to the general public through a variety of other means (e.g.,
clearinghouses, hotlines, commercial and other government database
vendors, such as NTIS or NLM), but usually not through direct online access
due to security and confidentiality requirements. Recently, many EPA offices
have been experimenting with Geographic Information Systems (GIS)
applications to display data from a system geographically in a manner that
facilitates understanding and analysis. Although these applications are not
yet used by EPA’s more non-technical audiences, there are plans to move in
this direction.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of a database and when establishing plans for developing
the database.
• Accessibility - EPA needs to consider the audience they are
trying to reach as accessing a database requires a computer
with a modem. This can restrict access for certain
audiences. Additionally, the office should consider what
types of help features or instructions are necessary to
facilitate access and usage.
• Information Collection - How is the information
maintained in the database going to be collected? What
procedures exist (or need to be established) to ensure that
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appropriate information is captured and entered into the
system?
• Data Quality - What level of data quality is going to be
required by the audiences using the database’s
information? What procedures are in place or are
necessary to ensure that this level of quality is achieved?
If errors are found, how will users report the errors and
how will they be corrected?
• Information Searching - How will information within the
database need to be structured to facilitate users locating
the proper information?
• Information Security - What types of security are
necessary in the database to prevent information from
being altered or to prevent unauthorized access to other
data or databases?
• Services - The types and extent of services that the
database is going to offer must be clearly defined and then
the resources must be provided to support these services.
For example, a database may want to consider providing
or identifying some sort of support for assisting users with
questions on the data content as well as user support for
technical, operational questions.
• Staffing - Databases will require sufficient staff support to
assist users with hardware, software, and
telecommunications problems as well as to develop and
maintain the system.
• Cost - Cost must be considered not only from the
viewpoint of the cost of developing and maintaining the
system to EPA, but also with regard to deciding if and how
to charge members of the public for access. Will a toll or
toll free number be available to access the system? Should
the user be charged for CPU time?
• Publicity - EPA needs to consider means of publicizing the
database and its functions and services to promote usage.
Chapter VI provides additional information on this area.
After considering these and any other identified issues, EPA managers should
be in a position to decide if a database is appropriate for meeting the needs of
the particular audience.
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Benefits and Limitations
There are a number of benefits and limitations of utilizing databases to
make information available to the public. These are described below:
Benefits
• Databases provide virtually immediate access to data and
information.
• Users can download data and then manipulate or use it in
their own analyses.
• Databases are not usually staff-intensive access points
except for in the development phase.
These benefits indicate that databases are appropriate access points for users
with the need for immediate access or the need to electronically manipulate
the data.
Limitations
• Computers with modems are required to access databases.
This will restrict usage to those with access to this type of
equipment.
• Direct public access to the Agency’s mainframe is not
currently allowed, so alternative methods must be
investigated.
• Data quality of some current systems may not be adequate
for usage by the public.
Databases can provide quick access to certain types of Agency information for
users who have access to computers and modems. Examples of how EPA
Headquarters and Regional offices have used databases to provide access to
information are given on the following page. Individuals who can be
contacted for additional information on developing and operating databases
are given below.
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CONTACTS
Vandiver Bradow, Telecommunications Branch, OARM, RIP
(919) 541-3574
Steve Newburg-Rinn, Office of Toxic Substances, Toxic Release
Inventory System (202) 260-3757
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Databases
The Toxic Release Inventory (TRI) was
mandated in the 1986 Superfund
Amendments and Reauthorization Act.
This Act requires EPA to make information on the presence
of hazardous chemicals and release of these chemicals in the
environment available to the public.
TRI information is
made available electronically to the public through the
National Library of Medicine’s TOXNET System.
Additionally, TRI data is available through the following
means:
• Mail, phone, and walk-ins to the Title III Reporting
Center located in Washington, D.C.
• Magnetic tape of database which is sold by GPO and
NTIS
• Hotline
• Various publications which are produced
•
Microfilm and CD ROMs of data subsets which are
distributed in public libraries.
TRI information is requested by a diverse group of users,
including government organizations, the chemical industry,
and private citizens. TRI information is promoted through
environmental publications, press releases, conferences,
meetings, and trade associations.
For more information on TRI, contact Steve Newburg-Rinn at
(202) 260-3757.
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Databases
EPA’s Region 4 receives a substantial
number of requests for data from EPA’s
national systems (e.g., the Facility Index
Data System). These requests are currently satisfied by
printing out a report from the computer. As this is very
resource intensive, Region 4 has developed a tool which
allows a standard set of data to be downloaded from the
national system onto a 3 1/2” diskette. The user then places
this diskette into his/her computer disk drive and types “go.”
A menu appears which allows the user to choose from one of
a variety of standard reports.
Region 4 plans to add latitude and longitude values to this
data set so that the user would be able to perform searches
and structure reports by location. Once these values are
added, a user could then extract relevant data and produce a
hard copy report at such a scale that it could be laid over a
U.S.G.S. quad map to perform further analysis.
Requests for this type of information are currently received
from mortgage companies, financial institutions, banks,
engineering firms, and the press. Initial plans are to make
these diskettes available at as low a price as possible.
For more information on this project, contact Jack Sweeney at
(404) 347-2316.
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Data bases
The Online Library System (OLS)
references the information resources
maintained in the EPA library network.
OLS consists of several related databases that contain
bibliographic citations from books and other federal
agency’s technical reports, conference proceedings, indices,
audiovisual materials, maps, journals, and a variety of other
documents. The information in OLS is obtained from EPA
program offices, Regional offices, and NTIS. The primary
users of OLS are:
• EPA staff
• Consultants
• General public.
OLS is available at any EPA library.
In addition, EPA is piloting a program for the public to
directly access OLS via the mainframe. The member of the
public dials into the EPA mainframe, types two commands,
and then is connected to OLS. Once access has been
established, the user can select, from a menu, the database
(e.g., Clean Lakes, Hazardous Waste) within OLS that he/she
is interested in accessing.
For more information on OLS, contact Jonda Byrd at (513)
569-7183 or John Knight at (919) 541-2794.
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agho e
This section will discuss the use of clearinghouses to make
information available to the public.
Description
Clearinghouses are consolidated reference sources established to
provide information on specific subjects to members of the public.
Information is usually voluntarily inputted into clearinghouses by program
office staff. Clearinghouses provide requesters with documents or abstracts, as
well referrals to other expert contacts, when appropriate. Currently,
clearinghouses are primarily used by Regions, state and local governments,
contractors, and industry. Access to clearinghouses currently occurs through
a variety of means:
• Primarily by phone
• Limited use of mail
• Limited electronic access (e.g., electronic bulletin board).
In other words, clearinghouses often combine various other access points,
such as hotlines and electronic bulletin boards, into their clearinghouse
operations. Additionally, many clearinghouses use distribution mechanisms,
such as the National Technical Information Service, the Government
Printing Office, and EPA’s Publications and Information Center to assist with
the dissemination of documents.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of a clearinghouse and when developing plans for
establishing the clearinghouse.
• Accessibility - The EPA office needs to clearly consider
which audience they are trying to reach and these
audiences’ needs with regard to accessing information.
For example, if the majority of the audience is the general
public, a clearinghouse should not just have electronic
access. Instead, telephone, mail, and fax alternatives need
to be considered.
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• Information Collection - How is the information
maintained in the clearinghouse going to be collected?
What procedures need to be established to ensure that the
clearinghouse has the latest publications, videos, etc. in
the particular topic area?
• Information Quality - What level of quality is going to be
required by the audiences demanding information from
the clearinghouse? What procedures need to be
established to ensure that this level of quality is attained
in each document, data set, etc. that will be made available
to the public?
• Services - The types and extent of services that the
clearinghouse is going to offer must be clearly defined and
then the resources must be provided to support these
services. For example, is the clearinghouse going to
distribute publications or is it going to use another
distribution mechanism? Is the clearinghouse going to
directly answer questions or refer callers to “experts”
within the Agency?
• Staffing - Clearinghouse staff need to possess not only a
knowledge of the particular issue area for the
clearinghouse, but the staff must also possess appropriate
interpersonal skills to assist callers or walk-in visitors.
EPA offices should consider how feasible it will be to
recruit and retain staff for a clearinghouse.
• Cost - Cost must be considered not only from the
viewpoint of the cost of the clearinghouse to EPA, but also
with regard to deciding if and how to charge members of
the public for information obtained from the
clearinghouse.
• Publicity - For the clearinghouse to be utilized, the public
must be aware of it. Therefore, EPA needs to consider
means of publicizing the clearinghouse and its functions
and services. Publicity alternatives are discussed in
Chapter 6.
If these issues are considered initially, EPA offices can promote the
development of a clearinghouse that is truly responsive to user needs.
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Developing Access Points
Benefits and Limitations
There are a number of benefits and limitations of utilizing
clearinghouses to make information available to the public. These are
described below:
Benefits
• Clearinghouses usually offer several means of access (e.g.,
telephone, mail, electronic, and walk-in), so they do not
exclude users based on access capabilities.
• Clearinghouses are often equipped to disseminate
information in a variety of media which meets the needs
of a variety of users.
• Clearinghouses with hotlines or electronic access allow for
immediate access to information and allow requesters
who do not have clearly defined needs to receive
assistance.
These benefits indicate that clearinghouses are appropriate access points for
serving audiences with diverse capabilities and needs, such as the general
public.
Limitations
• Clearinghouses can be labor and, therefore, resource
intensive depending upon the level of services that is
offered.
• Clearinghouses with hotlines and walk-in services have
additional challenges in finding and retaining staff that
are qualified in the technical area of expertise and that
have appropriate interpersonal skills.
• Clearinghouses can have difficulty identifying and
obtaining current, appropriate information to give out to
users.
Clearinghouses clearly have real benefits in terms of providing access to
information. However, these benefits must be weighed against potential
operational challenges. Examples of how EPA Headquarters and Regional
offices have used clearinghouses to provide access to information are given
on the following page. Individuals who can be contacted for further
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Developing Access Points
information on developing and operating clearinghouses are given below.
Additionally, the EPA Headquarters Library maintains a file which provides
information on developing clearinghouses as well.
CONTACTS
Linda Spencer, INFOTERRA, (202) 260-3522
Susan Dolgin, Indoor Air Clearinghouse, (703) 308-8793
EPA Headquarters Library, (202) 260-5922
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iriiov ilive
Clearinghouses
The United Nations Environment
Programme (UNEP) identified a need to
promote information sharing amongst
environmental experts and interested II
parties worldwide. To fulfill this need, UNEP
established INFOTERRA to serve as an international
environmental research and referral system. Today,
this network encompasses 137 participating countries,
each of whom is a focal point for information
exchange. The EPA component of INFOTERRA serves
as a clearinghouse for all U.S. international
environmental requests. Through responding to
telephone and written inquiries, INFOTERRA serves
the needs of the following audiences:
• Governments
• Businesses
• Policymakers
• Academia
• Goneral public.
, — - --— -- —
For more information on I FOTERRA, contact Linda
Spencer a t (202) 260-3522.
I•Ii H
- -
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page 98
ov liv U
Clearinghouses
.1I+t
The Center for Environmental Learning
in Region 3 was created to serve as a
clearinghouse for general environmental education
information. The Center’s objective is to improve the
L 1 —
public understanding of current and emerging policy
issues and to increase opportunities for the public to
communicate with EPA. The Center disseminates
information in the following manners:
Sponsoring environmental lectures and seminars
• Presenting Region 3 Environmental Education
various categories
Awards to exemplary education programs in
Program.
Participating in the President’s Environmental
Youth Awards Program and the Adopt-a-School
•
In the future, the Center plans to develop partnerships
with nonprofit organizations, industry, state and local
governments, and academia.
For more information on the Center, contact Bonnie
Smith at (215) 597-9076.
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Developing Access Points
Public Information Centers
This section will discuss utilizing public information centers (PICs) to
make information available to the public. PICs can be considered from two
standpoints: using an existing PlC to provide an office’s information to’the
public; or developing a PlC (Regions or Laboratories).
Description
Public Information Centers (PICs) have been established in
Headquarters and in several Regions to provide non-technical information to
the public. The Headquarters PlC is the Agencys primary point-of-contact for
non-technical information provided by the program offices or OCEPA about
the environment and EPA. PICs are usually accessed via the mail, phone, or
walk-in. PICs also refer technical questions to the appropriate program or
administrative offices, clearinghouses, hotlines, dockets, etc. PICs distribute
some information themselves but often use other distribution mechanisms
for large volume orders.
Issues Associated with Use
The following issues should be considered when evaluating the
potential usefulness of a PlC and when establishing plans for developing a
plc.
• Accessibility - The office needs to clearly consider which
audience they are trying to reach and these audiences’
needs with regard to accessing information. As the
majority of the audience is usually the general public for a
PlC, the Center should be accessible through several
means, including telephone, mail, and fax.
• Information Collection - How is the information
maintained in the PlC going to be collected? What
procedures need to be established to ensure that the PlC
has the latest publications, videos, etc. in the particular
topic area?
• Information Quality - What level of quality is going to be
required by the audiences demanding information from
Public Access Manual 11/27/91 99
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Developing Access Points
the PlC? How current does the information need to be?
What procedures should be established to ensure that
high quality, current information is made available to the
public?
Services - The types and extent of services that the PlC is
going to offer must be clearly defined and then the
resources must be provided to support these services. For
example, is the PlC going to distribute publications or is it
going to use another distribution mechanism? Is the PlC
going to directly answer questions or refer callers to
“experts” within the Agency? Is the PlC going to provide
onsite services?
• Staffing - PlC staff need to possess not only a general
knowledge of the Agency and of environmental issues,
but the staff must also possess appropriate interpersonal
skills to assist callers or walk-in visitors.
• Cost - Cost must be considered not only from the
viewpoint of the cost of the PlC to EPA, but also with
regard to deciding if and how to charge members of the
public for information obtained from a PlC.
• Publicity - For a PlC to be utilized, the public must be
aware of it. Therefore, EPA needs to consider means of
publicizing the PlC and its functions and services.
Chapter VI provides further outreach information.
After considering these and any other identified issues, EPA managers should
be able to decide if a PlC is appropriate for meeting the needs of the particular
audience.
Benefits and Limitations
There are a number of benefits and limitations of utilizing PICs to
make information available to the public. These are described below:
Benefits
• PICs usually offer several means of access (e.g., telephone,
mail, and walk-in), so they do not exclude users based on
access capabilities.
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Developing Access Points
• PICs usually focus specifically on the needs of the general
public, so all brochures, pamphlets, and other documents
are targeted for that audience.
• PICs with telephone access allow for immediate access to
information and allow requesters who do not have clearly
defined needs to receive assistance.
• PICs offer Headquarters and Regional offices expertise and
assistance in disseminating information to the general
public.
These benefits indicate that PICs are appropriate access points for serving
audiences with diverse capabilities and needs, such as the general public.
Limitations
• PICs can be labor and, therefore, resource intensive
depending upon the level of services that is offered.
• PICs with hotlines and walk-in services have additional
challenges in finding and retaining staff that have an
appropriate level of EPA and environmental knowledge
and that have good interpersonal skills.
• PICs can have difficulty identifying and obtaining current,
appropriate information to distribute to users.
PICs clearly have real benefits in terms of providing the general public access
to information. However, these benefits should be weighed against the
limitations to determine if this is an appropriate access point. Further
information on the EPA Headquarters and Regional PICs is given on the
following page. Additionally, individuals who can be contacted for more
information on developing and operating PICs are given below.
CONTACFS
Kevin Rosseel, Headquarters Public Information Center
(202) 260-1755
Pat Bonner, Region 10, Office of Public Affairs (206) 553-8509
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Developing Access Points
This section will discuss utilizing libraries to make information
available to the public.
Description
Both EPA and non-EPA libraries, including state environmental
libraries, Federal Depository Libraries, and public libraries, can be utilized to
make information available to the public. The two primary types of libraries
used by the public to access environmental information are discussed in this
section: EPA and Federal Depository Libraries. The issues and benefits and
limitations associated with the libraries are discussed together due to
similarities.
EPA Libraries
EPA’s library network is comprised of 28 Headquarters, Regional, or
Laboratory Libraries which maintain paper-based information as well as
information in microform and electronic (e.g., CD ROMs) formats. EPA
libraries provide information on a variety of environmental subjects ranging
from technical to non-technical as well as on the Agency itself. This
information is listed on the Online Library System (OLS) as well as on the
national cataloging system, the Online Computer Library Center (OCLC).
Libraries also refer requesters to program and administrative offices or other
access points as necessary. EPA libraries are accessed primarily by walking in
with some phone calls and letters.
Federal Depository Libraries
The Depository Library Program was created by Congress in the early
1800’s in order to promote the American public’s awareness of the activities of
the federal government. Title 44 of the United States Code requires federal
agencies and their contractors to provide publications to the Government
Printing Office (GPO). GPO then distributes theses documents to nearly 1,400
libraries throughout the country. These Depository Libraries are required by
law to make their depository collections open to the public, and therefore,
provide the public access to federal government publications at no cost.
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Developing Access Points
Each year Depository Libraries select titles from a list of more than 6,000
categories of publications. Therefore, sections are tailored to local needs. Fifty
regional Depository Libraries receive every unclassified government
publication of interest to the public and have undertaken the responsibility of
retaining this material permanently, on paper, or microfiche. Inter-library
loan and reference services are also provided.
Issues Associated with Use
The following issues should be considered when evaluating the
potential for using libraries to make information available to the public.
• Accessibility - The EPA office needs to clearly consider
which audiences they are trying to reach and these
audiences’ needs with regard to accessing information.
The office should consider the different types of access the
libraries offer to ensure that members of their audiences
will not be excluded. Additionally, EPA should choose
libraries which are geographically located close to their
audiences to promote easy access.
• Information Collection - How will the information be
given to the library? What procedures need to be
established to ensure that the library has the latest
publications, etc. in the particular topic area?
• Information Quality - Whit level of quality is going to be
required by the audiences demanding information from
the library? How current does the information need to
be? What procedures should be established to ensure that
this level of quality is attained in each document. etc. and
that information made available to the public through
libraries is current?
• Services - The types and extent of services that a library
offers must be understood to ensure that they match the
needs of the audiences. For example, does the library
provide adequate onsite services? These types of services
could be especially important for general audiences who
are not as certain about the types of information they
need.
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Developing Access Points
• Staffing - An EPA office should investigate the level and
type of staffing that a library offers to ensure that it is
appropriate for assisting users with investigating their
information.
• Cost - Cost must be considered not only from the
viewpoint of the cost of using a library to EPA, but also
with regard to deciding if and how the library charges
members of the public for information.
• Publicity - For members of the public to access
information in a library, they must be aware that the
library is the place to go. Therefore, EPA needs to consider
means of publicizing that its information is available
through libraries. Chapter VI provides suggestions in this
area.
After considering these and any other identified issues, EPA managers should
be able to decide if making information available to a library is appropriate for
their audiences.
Benefits and Limitations
There are a number of benefits and limitations of utilizing libraries to
make information available to the public. These are described below:
Benefits
• Libraries usually offer several means of access (e.g.,
telephone, mail, electronic, and walk-in), so they do not
exclude users based on access capabilities.
• Libraries are often equipped to disseminate information
in a variety of media which also meet the needs of
various users.
• The on-site services offered by libraries provide an
individual touch and are usually staffed by individuals
skilled in assisting requesters in locating and using
information. EPA libraries are staffed by librarians with
environmental knowledge as well.
• Many libraries already possess the equipment required to
access microfilm and fiche and CD ROMs, so each office
does not have to invest in these themselves.
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Developing Access Points
• EPA and Depository Libraries exist across the country, so
information can be made available in diverse geographic
locations.
• Depository Libraries can choose selected topics and
therefore can have sections tailored to local needs and
issues.
• Regional Depository Libraries permanently maintain
government publications and therefore can offer a
permanent record of ongoing information.
These benefits indicate that libraries are appropriate access points for serving
diverse audiences.
Limitations
• Due to the breadth and depth of material that many
libraries maintain, it may be difficult for each library to
have a staff member who has an appropriate level of
technical knowledge in each environmental area.
Therefore, users may have some difficulty having detailed
questions answered.
• If libraries do not handle calls or mail and the user is not
located close to the library, it will be difficult to obtain
information.
• Libraries can have difficulty identifying and obtaining
current, appropriate information to distribute to users.
Libraries offer real benefits for making information available to the public,
particularly for information that does not require extensive explanation or
interpretation. Discussions of how libraries have been used to provide access
to information are given on the following page. Additionally, individuals
who can be contacted for information on using libraries are given below.
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Developing Access Points
CONTACTS
Brigid Rapp, Information Management and Services Division,
Office of Information Resources Management, (202) 260-8710
Gerry Brown, Office of Toxics Substances, Toxics Release
Inventory, (202) 260-7248
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ir iov iUv U
The Toxics Release Inventory (TRI) utilizes libraries as the
primary intermediary for making information available to
the public. This includes the public library system (e.g.,
state, county, and city libraries) as well as the Depository
Library System. These libraries have access to the
following TRI information:
• TRI database through the National Library of
• TRI diskettes for each state
• Microfiche copies of data for each state
• CD ROM versions of the database
• TRI National Report summarizing TRI data by
regions, manufacturing sectors, and a variety of
other measures.
For more information on the use of libraries, contact Gerry
Libraries
Medicine
Brown of TRI at (202) 260-7248.
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page 108
Developing Access Points:
A Summary and Comparison
I Considerations for Selecting an Access Point I
Access Points
Hotlines
Can be
accessed
immeciiate ly
via a telephone
Offer verbal
responses
which provide
a personalized
touch
Can be
resource
intensive due
to staffing
requirements
Require
adequate
staffing and
phone lines to
ensure service
Can be difficult
to ensure
quality and
consistency in
responses
Dockets
Are not always
accessible as
they operate
mainly on a
walk-in basis
Allow users to
search
through
information
Are not as
resource
intensive due to
lower staffing
requirements
Require
qualified staff
to assist
users as
needed
Must ensure
that information
received from
EPA offices is
current
Electronic
Bulletin
Boards
Provide
immediate
access for
those with
computers and
modems
Allow users to
share
information and
to immediately
extract and
manipulate
data
Are not as
staff-intensive,
but require
hardware/
software
investment
Require user
support for
subject-related
and technically-
related issues
Quality
problems can
occur if
user-entered
data is not
adequately
screened
Databases
Provide
immediate
access for
those with
computers and
modems
Allow users to
immediately
extract and
manipulate
data
Are not as
staff- intensive,
but require
hardware!
software
investment
Direct public
access to
Agency’s main-
frames
currently not
allowed
Quality of some
systems may
not be
adequate for
public usage
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Developing Access Points:
A Summary and Comparison
(cont’d)
I Considerations for Selecting an Access Point
///h /1/8/41
Clearing-
houses
Offer several
means of
access and
thus do not
exclude users
Disseminate
infomation in a
variety of
formats
Can be staff
and resource
intensive
depending on
services
offered
Require
adequate and
appropriate
staffing to
assist the
public
Must ensure that
information
received from
EPA offices is
current
Public
Information
Centers
Offer several
means of
access and
thus do not
exclude users
Distribute mainly
paper-based
information
targeted at the
general public
Can be staff
and resource
intensive
depending on
services
offered
Require
adequate staff
with broad
base of
environmental
knowledge
Must ensure that
information
received from
EPA offices is
current
EPA Libraries
Offer several
means of
access and
are
geographically
disbursed
Offer assistance
in locating
information and
many already
possess
sophisticated
equipment
Usually no
cost is born
by individual
offices
Require
ensuring that
information is
made
available to
libraries
Must ensure
that information
received from
EPA offices is
current
Depository
Libraries
Offer several
means of
access and are
Offer assistance
fl locating
information and
many already
possess
sophisticated
equipment
Usually no
cost is born
by individual
offices
Require
ensuring that
information is
made
available to
GPO
Must ensure
that information
received from
EPA offices is
current
geographically
disbursed
Access
Points
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DEVELOPING ACCESS POINTS
Attachments
• Draft Bulletin Board Policy
• Description of standard bulletin board software
-------
U.S. ENVIRONMENTAL PROTECTION AGENCY
NDPD OPERATIONAL POLICIES MANUAL
TITLE: NDPD PC Bulletin Board Services NO. 100.19
APPROVAL: fl u DATE: /o — 3.. /
1.0 PURPOSE
This policy specifies the support to be provided by NDPD in the use of Agency-wide electronic
Personal Computer Bulletin Board Services (PC BBS).
2.0 SCOPE & APPLICABILITY
This policy applies to all levels of NDPD’S data processing support organization and to all PC
bulletin board services that EPA and its contractors operate.
3.0 RESPONSIBILITIES
NDPD is responsible for providing data processing support services to customers throughout
the Agency. Within NDPD, the Information Centers Branch (ICB) and the Telecommunications
Branch (TCB) are responsible for computer support activities most directly affected by this
policy. All employees of EPA, EPA contractors, and EPA grantees are responsible for
compliance with the provisions of this policy.
4.0 POLICY
Various EPA offices support over thirty electronic bulletin board services. These BBSs fulfill
an essential need for communication throughout the Agency, keeping BBS customers updated
on strategic information. Agency BBSs provide services such as electronic distribution of
documentation, notices of meetings, electronic conferencing and messaging on environmental
areas of study, software updates, and computer programs. As the interest in BBSs has grown
within the Agency, so has the need for better PC BBS communications. Advertising the
existence of specialized BBSs is difficult for EPA offices. Various offices have requested
NDPD to provide BBS EPA network access and advertising for PC BBSs.
This policy defines the NDPD PC BBS network strategy and describes the management
requirement associated with connecting a PC BBS to the EPA network. Software and hardware
components necessary to provide PC BBS telecommunications services are enumerated. This
policy outlines procedures for applying for networked PC BBS connections and announces
NDPD advertising support for PC BBSs. This policy defines NDPD BBS system manager and
operator support.
An alternative to starting a new PC BBS is using an Agency MAIL BBS. A MAIL BBS can
provide electronic conferencing and binary file exchange, while retaining BBS management
under a system manager’s control. NDPD encourages offices investigating how to start a PC
BBS to discuss the capabilities of MAIL BBS with NDPD’s Program Management Support
Branch.
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NDPD OPERATIONAL POLICY NO. 100.19 Page 2 of 5
4.1 PC BBS MANAGEMENT
NDPD requires that an EPA employee (BBS system manager) sponsor a proposed PC BBS for
connection to the EPA network. This employee will apply for an EPA network connection by
completing an NDPD Telecommunications Service Request (TSR). The TSR will be submitted
to the NDPD Telecommunications Branch with a memo stating whether the proposed network
PC BBS is available for public access. Refer to Section 4.3 for a detailed description of public
access PC BBS issues. The public access BBS system manager will ensure that there is no BBS
posting of EPA network access directions or telephone numbers. System managers converting
to public access will notify NDPD Telecommunications Branch 30 days before conversion
occurs. Public access through the EPA network to the BBS is prohibited and will be blocked
electronically. Public access through the PC BBS to the EPA network is also prohibited.
Duties of the BBS system manager include:
• Managing the availability of the BBS.
• Enforcing practices to ensure that the message and file information available to
BBS customers is appropriate and,virus-free.
• Maintaining and upgrading the BBS hardware and software as necessary.
• Acting as ucentral point of contact for NDPD management to resolve procedural
problems that may arise.
The technical operations of the BBS can be provided by the system manager or a system
operator who is sometimes a contractor. The system operator’s duties include:
• Creating bulletin board categories.
• Working with NDPD technical staff to troubleshoot telecommunications
problems.
• Providing regularly scheduled tape backups for the PC BBS.
• Running virus checker programs to maintain a virus clean PC BBS.
• Purging old information.
• Performing other PC BBS software and system-related duties.
4.2 PC BBS EPA NETWORK ACCESS
Bona fide EPA employees, state agency representatives, other government agency representa-
tives, EPA contractors, and EPA grantees will gain access to EPA PC BBSs through the EPA
network. NDPD Telecommunications Branch will support an X.25 synchronous communica-
tions Connection to a PC BBS, giving customers 9.6 kb or 19.2 kb access through EPA ’s packet
switched network. The X.25 PC BBS communications link can, theoretically, provide service
for up to 64 concurrent customers. Network service levels will vary with the speed of the
bulletin board service PC, the number of simultaneous customers, and the type of network
traffic generated by the customers (i.e., file transfer vs. reading BBS Email).
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NDPD OPERATIONAL POLICY NO. 100.19 Page 3 of 5
4.3 PUBLIC ACCESS TO EPA PC BBSs
This policy defines public access to a BBS as totally unrestricted access to an Agency-sponsored
PC BBS. Typical customers who are not classified as public access include EPA personnel,
EPA-related contractors, EPA-specified grantees, and members of EPA-associated state and
govcrnmcnt organizations.
Public access to the PC BBS using the EPA network is prohibited. A system manager of a
public access BBS must service these Customers by request from NDPD for dial.in lines or toll-
free number lines to the BBS. Toll-free lines will be directly connected to the BBS and paid for
by the system manager’s organization. Public access PC BBSs will be blocked from using toll-
free exchanges that permit direct access to the EPA network.
The technology connecting a public access BBS to the EPA network simultaneously provides
service to customers from the EPA network without interfering with dialup public access. The
BBS can service both types of customers at the same time since the telecommunication traffic
is not being mixed between dialup and EPA network access. It is the responsibility of the PC
BBS system manager that public access users do not gain access to EPA network dialup
procedures or telephone numbers, but remain limited to the direct dialup services of the PC
BBS.
4.4 HARDWARE AND SOFTWARE REQUIRED FOR EPA NETWORK ACCESS
NDPD is certifying standard BBS telecommunications hardware, PC hardware, and PC BBS
software for EPA BBSs. Galacticomm is the only vendor whose BBS communications hardware
and software have been certified and approved with NDPD.
Certification of other BBS hardware and software configurations is possible. The requesting
office must set up a working PC BBS at the RTP National Computer Center and invest several
days testing a proposed configuration onsite with the Telecommunications Branch support
staff. BBS system managers can obtain more information about the certification program by
contacting the NDPD Telecommunications Branch. It is anticipated that from two to five
certified configurations will be supported in FY1992.
The difference between a certified and noncertificd PC BBS is that NDPD will provide
software, telecommunications, and hardware system operator support only for certified BBSs.
Noncertified PC BBSs can be connected to the network, but the Telecommunications Branch
will support telecommunications up to the PC. PC hardware and software troubleshooting will
not be provided for noncertified BBSs.
Noncertif led PC BBS configurations will be studied when an office submits a BBS TSR. NDPD
Telecommunications Branch will develop the best technical solution for connecting the BBS to
the EPA network.
Reference Section 4.8 for further information about NDPD PC BBS support.
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NDPD OPERATIONAL POLICY NO. 100.19 Page 4 of 5
4.5 RESPONSIBILITIES FOR FUNDING PC BBS NETWORK ACCESS
The Telecommunications Branch will decide whether connecting a specific BBS to the EPA
network will result in a telecommunication savings to the Agency. This analysis will be based
on usage data for grandfathered BBSs, projected usage for proposed BBSs, number of
simultaneous EPA customers, and projected BBS longevity. This information must be submitted
with the BBS Telecommunications Service Request.
If placing a BBS on the EPA network is not a substantial savings to the Agency, the owner of
the BBS system must fund (non-timeshared funds) all telecommunication costs for connecting
the BBS to the network. The owner will fund NDPD-supplicd modems and a dedicated line for
the EPA network Connection. If the BBS is available for public access, the owner will always
fund all telephone dial-in lines and any toll-free requested lines. The BBS system manager can
contact the NDPD Telecommunications Branch for an estimate of the costs associated with
network access.
The BBS system manager will purchase the BBS PC hardware and software.
4.6 PROCEDURE FOR APPLYING FOR BBS NETWORK ACCESS
The BBS system manager must complete a BBS TSR and a memo stating whether or not the
proposed BBS will be made available for public access. The TSR must be signed by the system
manager’s EPA ADP coordinator or IRM chief. The TSR must include a BBS deployment
schedule, software and hardware configuration, and information requested in Section 4.5.
NDPD Telecommunications Branch will process the BBS TSR and provide the installation cost
and yearly cost estimate to the submitting office. The office will then furnish NDPD with a
reimbursing purchase requisition.
4.7 ADVERTISING BBS ACCESS TO EPA CUSTOMERS
At the discretion of the system manager, the appropriate user communities will be notified of
each newly established BBS service. Each Region will have BBS as a telecommunication service
selection on the EPA network. NDPD will include a listing of the BBS in the National Locator
System and telephone directories.
4.8 SOFTWARE/HARDWARE/TELECOMMUNICATIONS SUPPORT
NDPD Telecommunications Branch will provide network and dial-in line troubleshooting
support in cooperation with the BBS system manager. NDPD Information Centers Branch will
provide BBS system operator support for each certified software configuration. BBS system
operator support is NDPD Information Centers Branch (ICB) provided telephonic support for
BBS system operators who need certified software setup, troubleshooting, and/or consultation
assistance.
When new bulletin board software and hardware is certified by the NDPD Telecommunications
Branch, NDPD Information Centers Branch will obtain the software, hardware, and training
necessary to support the new certified BBS system operators.
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NDPD OPERATIONAL POLICY NO. 100.19 Page 5 of 5
4.9 SYSTEM OPERATOR/SYSTEM MANAGER SPECIAL INTEREST GROUP
NDPD will establish an Agency MAIL-based BBS (named PCBBS) for system managers and
system operators. ICB will be responsible for the management of the PCBBS Email bulletin
board. PCBBS will provide improved communications among BBS system managers, system
operators, Information Centers Branch software support, and Telecommunications Branch
support staff. PCBBS will provide such services as announcing scheduled network mainte-
nance, status of network problems, availability of new software releases, and information on
common points of interest.
NDPD Telecommunications Branch will notify NDPD Information Centers Branch when a new
PC BBS joins the EPA network. This notification will alert NDPD Information Centers Branch
that an additional system manager is to be added to the PC BBS MAIL system. The notification
will indicate the type of bulletin board software used by the new BBS.
4.10 DEFINITIONS
BBS System Manager EPA employee legally responsible for management of an Agency
BBS as described under Section 4.1. A contractor may not be a
BBS system manager.
BBS System Operator EPA or contractor technical support employee who provides day-
to-day BBS operational, troubleshooting, and user support. The
BBS system manager may be the BBS system operator.
-------
® GALACTICOMM
November 1990
The Galactlcomm Breakthrough, Model 2408, is an 8 modem
circuit card for the XTIAT/EISA bus. Each modem operates indepen-
dently at 300, 1200, or 2400 bps. The modems are registered under
FCC Part 68, and the board as a whole qualifies as Class A under FCC
Pan 15. Each modem is individually microprocessor-controlled, and
supports the industry standard “AT” command set. C c l i i ’ V.22bis,
V.22/V.21, and Bell 212A1103 protocols are supported. Telephone
(Ri-I I) cables are included.
Model 2408 w/2 modems $1536
Model 2408 w/4 modems $ 2090
Model 2408 w/6 modems $ 2644
Model 2408 w18 modems S 3198
The Major BBS is our multi-user Bulletin Board System software
package, which includes electronic mail, teleconferencing, file up-
load/download, SIG (Special Interest Group) messaging and file areas,
questionnaires, a user registry, classified ads, user account display and
edit functions, a system information module, and complete System
Operator control, accounting, and display functions.
The C source code to The Major BBS is available separately, along
with the message text files, linker control files, assembly library files,
and Btrieve parameter files. This package is necessary if you wish to
integrate 3rd-party software with your system, merge multiple ex-
tended editions, or develop new functionality of your own design.
The GSBL (Galacticomm Software Breakthrough Library) is our
programmer’s “communications toolkit” package. It provides a very
programmer-friendly interface to all Galacticomm multi-modem
cards, multi-port serial cards, and all COM1/COM2-type devices as
well. It is a necessary component of The Major BBS development
environment, but programmers also find it perfect for the development
of credit-card verification systems, call-forwarding systems, file trans-
fer systems, multiple listing services, etc.
The number of users shown below refers to the maximum number of
users, or data channels or ports, that the software is capable of support-
ing simultaneously. Please specify 5.25” or 3.5” disks when ordering.
with C
The Major BBS
source & GSBL
GSBL separately
2users
$ 59
$ 344
$ 172
4users
$ 359
S 644
S 447
y’8tssers
$ 659
$ 944
$ 722
16 users
$ 959
$ 1244
S 997
32 users
$1259
$1544
$1272
64 users
$1559
$1844
$1547
You may “trade up” to more users at any time, with full credit for your
cx isting software applied to the upgrade. The same is true of upgrading
to the sourcelGSBL package. For example, suppose you have the basic
2-user package, and you want to upgrade to 4 users. Your cost would
be $300, with the trade-in of your $59 package. Later, if you wanted
the C source and 4-user GSBL too, you could trade in your 4-user copy
of The Major BBS and pay only $285 additional (S644-359$285).
— Califor prices on systems larger than 64 simultaneous users! —
The GalactiBox” 4 is an AT-size card enclosure with slots for up to
16 standard 8-bit I/O option cards inside. It comes with an interface
card for the XT/AT/EISA bus and a connecting cable. The Galacti Box
can be used as a 16-slot “expansion chassis” if desired, but its real
power comes from its ability to “multiplex” a group of identical
XT/AT/EISA option cards into software-distinguishable I/O addresses.
The GalactiBox can be used with modems, FAX cards, voice/DTMF
interface cards, serial cards, or any 8-bit I/O option cards, to expand
the hardware addressing potential of these cards for multi-line, multi-
user, or multi-tasking applications. Up to 4 boxes may be connected
to one machine, for expansion up to 64 slots. %0t bps V.32
2400bps MNP Class S
Galacri8ox (unpopulated) S 1992 5 1992
Galac:iBox w/4 modems S 2416 S 4668
GalacuBox w/8 modems $ 2840 S 7344
GalacriBox w116 modems S 3688 S 12,696
Individual single-slot modems 5 109 $ 672
The Xi5 Software Option works with the “PC X-Net” packet-switch
package from OST, Inc. (phone: 703-817-0400). It is available for both
the BBS and the GSBL. This software option allows you to deal with
X.25 virtual circuits as though they were ordinary serial channels. No
PAD is required. Using this option, you can attach your system directly
to TELENET, TYMNET, ARPANET, CompuServe Network, RBOC
videotex gateways, Datapac, and other X.25 networks.
Add-on cost of X.25 software option S 935
Ergo 0S1286 Protected-Mode Toolkit (special MAJORBBS-ONLY
version) is a DOS extender that allows The Major BBS to address up
to 15 megabytes of “extended” memory on your 286, 386, or 486-
based PC. Requires the C source code to the BBS.
Ergo OS/286 (special MAJOR8BS-ONLY version) S 195
GENERAL ORDERING IN FORMATION:
Please call our main number, 305-583-5990, and say, “I’d like to place
an order.” We can generally ship your order within 48 hours. We
normally ship UPS “Blue” (2nd-day air). However you ask us to ship
is fine, too!
We accept
VISA, MASTERCARD, and AMERICAN EXPRESS
* Prices shown do not include shipping or insurance *
Wsai ei IbIppl.l .dth,rn the USA Irycu pay urn rnd.srnci by a.bo, .ck Othe , .iieC 0 D . ppu.g
•nd,rnirnmrnaicbirgcimflact CaahaivacbeckrnornlyornC 0 D a,pleaue PurcliueOrdamaccipled0NLY
1,0. U 5 go emmernW ige.meo aid 1.15 ai.poisuou .. ,tb la .omble Ova & Bisdatreet h ip Floods
aide ,s please iaclgde 6% asks at Ovenaas ciden muM be paid rnadvarnai urn U 5 doIIa , darn i sa
U.S bask. Oi by c,ed,i eard. aid Ia , ., u.clade $23 plaa 15 per lb erurn to, Espruas Miii ab pp,ag(MedeI
4 BIb,. Modal 16 9 Ib,. Modal 2408 9 ib,. Star ate PLUS-B 7 lbs. .ini eabias I Ib ucb. The Ms or
mas IIb.CSBL 2Ibu.Galacu ,Do, lSibs.240Ovps.odcma 2lbse .dt.SGOCbpsmodema Slbsudi)
Galacticomm, Inc. 4101 S.W. 47 Ave.
Modem- (305) 583-7808
Fax: (305) 583-7846
Voice: (305) 583-5990
BREAKTHROUGH FACT SHEET
non-MNP
Individual XE2400 modems S 279 S 348
This”multiplexing” has two modes, individually DIP-switch configur-
MNP able on each of the 16 slots: GalactiBox Mode, in which the slot is
Class 4 enabled if and only if the high-order six I/O address bits match its slot
s 1696 and chassis address; and Universal Mode, which allows each slot to be
2388 individually enabled or disabled, under software control, on the basis
of a bit setting in the “Universal Disable Register”. Two 8259 interrupt
$ 3080 controller chips are provided, jumper-selectable between interrupt
S 3772 levels 2,3,4 and Son both inputs and outputs, the latter being available
either separately or as a combined, edge-regenerating signal.
Suite 101, Fort Lauderdale, FL 33314
-------
GALACTJCOMM BREAKTHROUGH FACT ..,HEET
Page 2
Super-Combo Protected-Mode No-Source Special File Library,
Entertainment, Shopping Mall and MenuMan Editions, all pie-linked
and ready to run, fully configurable but without source code or
development tools of any kind Runs in true “extended memory” on
any high-speed 286.386,01486(2MB required, 4MB recommended).
Works with MS-DOS 3.3014.01. Limited to maximum modem speeds
of 9600 bps.
Super-Combo Special for 2 simultaneous users
Super-Combo Special for 4 simultaneous users
Super-Combo Special for 8 simultaneous users
Super-Combo Special for 16 simultaneous users
Super-Combo Special for 32 simultaneous users
Super-Combo Specialfor 64 simultaneous users
The Stargate PLUS-S is an 8-port RS-232 serial interface subsystem,
suitable for use with The Major BBS and/or the GSBL. Up to 4 of these
cards can be installed in a single PC, for a total of up to 32 simultaneous
serial links. Baud rates may range fTom 50 to 19200 baud per channel.
The Major BBS can use this card to interface to external modems, or
for local serial lines around an office.
Stargaze PLUS-8 serial card (w/WDI6C4SO UARTs) S 585
7-foot serial cable (8 needed, per Stargaze), each S 12
The Automatic Software Update Program (ASUP) entitles you
to free updates to any and all Galacticomm software licenses you hold.
Each time we come out with a significant update to a software product,
we immediately mail out updates to all current ASUP members who
have previously bought the product. A 30-day ASUP membership is
included free with every software purchase. You may then extend your
coverage for a full year, If you like.
ASUP membership, per year S 199
The File Library Edition of The Major BBS is an extension of the
standard BBS with enhanced features relating to file upload and
download An extra option appears in the user Main Menu, titled “File
Library” This allows users to see file “directones”, with DOS file-
names, lengths. creation dates, and a short descnption of each file
Features include ZMODEM, KERMIT, Super-KERMIT, YMODEM-
Batch, YMODEM-g, configurable charges per downloaded file, dnve
and path management, password-protected subdirectories, prc-keyed
(t e. super-fast) keyword searching, and much more. The new ad-
vanced protocols also become available for upload and download of
E-Mail and SKi attachments. The File Library Edition EXE file is
about 110K larger than the standard edition.
Add-on cost of File Library Edition S 199
Add-on cost of File Library C source extensions S 159
The Entertainment Edition of The Major BBS greatly extends the
power of the BBS in the area of fun and games. It includes Androids’
(a multi-player arcade-style ANSI-graphics game), Flash Attack (a
futuristic tank and laser battle for multiple players with IBM PC’s),
and the Action Teleconference Link-Up, a supercharged multi-user
chat extravaganza with action verbs (grin, nudge, hug, etc.), custom
entry/exit messages (e.g. “Sysop has just flown into the chamber on a
chariot of fire!”), the ability to link together with other Galacticomm
systems for massive cross-town or cross-country teleconference par-
ties, and much more! The Entenainment Edition EXE file is about
100K larger than the standard edition.
Add-on cost of Entertainment Edition $ 149
Add-on cost of En:eriau,ment C source extensions $ 129
The Shopping Mall Edition of The Major BBS extends the system
into online order entry, catalog sales, and credit-card-based purchases
of both physical products and online time. An unlimited number of
“stores” can be created, each of them run by a different User-ID, each
with its own product line, pricing policies, discount schedule, shipping
methods list (with flat rate, percent of sale, lst-ounce/add’l-ounce, or
I st-pound/addi-pound shipping rates), payment methods list (with flat
rate or percent of sale surcharges or discounts, and built-in Kuhn
Formula credit card number validation), and much more. Users can
search for store by product category, browse catalogs, place and cancel
orders at will Adds only about 40K to standard edition EXE file size.
Add-on cost of Shopping Mall Edition $ 249
Add-on cost of Shopping Mall C source extensions S 189
The MenuMan Edition of The Major BBS is an extension of the
standard BBS with emphasis on freedom of menu construction Design
your own menu tree, with menus leading to menus leading to menus,
or to ASCII text files of your choice which are simply scrolled out to
the user’s screen, or to “module” directives that simulate “con-
cacentated commands” which are treated as though issued at the
conventional Main Menu prompt. Features include a “GO” command
for direct routing to a named page, a “FIND” command for searching
the menu tree, and online remote editability of the menu tree by the
Sysop, without any need to shui the system down’ Very easy to set up
and use The MenuMan Edition EXE file is only about 20K larger than
the standard edition.
Add-on cost of MenuMan Edition S 149
Add-on cost of MenuMan C source extensions S 129
One-Shot Updates are available, if the ASUP is not for you, for a
service fee of $19 per diskette or manual Naturally, this service is only
available on updates to software of which you are a registered licensee.
Note: An Update to the latest version of the software isawomatically
included in any upgrade that you buy, whether a doubling of users, a
purchase of C source and GSBL, or moving up to an extended edition.
S 829
$1129
$1429
51729
$ 2029
S 2329
SOFTWARE EXTENSIONS
Any single extended edition can be installed over an
existing Standard Edition’ system quickly and easily. without
disturbing your existing configuration data variables or user
account structures in any way Even if jumping ahead several
versions, the work that you have done at configuration levels
1, 2, and 3 will all be prolected, and your user data files
(including E-Mail. SIG5. attachments, Registry entries, and
classified ads) will all be automatically carried forward into the
new versior’ completely intact
Each extended edflion will run in 512K or less, up to 16
users For 16 to 32 users, 640K may be required, above 32
users, more than 640K may be required
You do not need a C source license to any of this software
in order to simply run it You do need C source licenses if you
plan to combine extended editions with each other, or integrate
third-party software, or make your own modifications or en-
hancements to your system at the C source level
If you want to combine extended editions with each other,
or integrate third-party software into your system, custom C
source compilation and linking is required. If you don’t have
the knowledge or inclination to get involved in this, the following
companies specialize in providing integrated solutions:
Company Name Contact Phone Number
Galactic Innovations Scott Bnnker 305-321-2400
ProStar Software Robert Michnick 206-946-0579
H-A-B Associates Michael Narimatsu 415-541-0131
ARK-TEC, Inc Ron Sachse 416-292.7705
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V. UTILIZING
DISTRIBUTION
MECHANISMS
INTRODUCTION
This section describes organizations that EPA either actively uses to
disseminate information to the public or that have the potential to be more
actively used by EPA in the dissemination of information. These
dissemination mechanisms, which are both internal and external to EPA,
distribute information in various forms including paper based and electronic
formats, such as CD ROM, floppy disk, or magnetic tape.
In this section, the distribution mechanisms are divided into three
categories:
• EPA distribution mechanisms
• Federal government sponsored distribution mechanisms
• Partnership opportunities for distributing information
(i.e., use of third party organizations to distribute or
produce information).
For each organization, practical information on the services provided, as well
as a contact person is given.
Purpose and Approach
The intent of this section is to better familiarize the reader with some
of the different ways in which information can be distributed to the public.
There are many issues that should be considered when choosing an
appropriate distribution mechanism, such as:
• The ultimate goal, i.e., the message that needs to be
communicated
• The type (i.e., technical/non-technical) of information to
be distributed
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11/27/91
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Utilizing Distribution Mechanisms
• The audience that the information needs to reach, and the
audience’s characteristics
• Whether the associated costs are within the designated
budget
• The services (e.g. advertising, feedback mechanisms)
provided by the organization.
The information provided in this section will help an office choose the
organization that best fits its needs. A contact person for each distribution
mechanism is given to answer additional questions pertaining to the practical
use of that particular organization. This section provides only a basic
discussion on distributing EPA’s information. These mechanisms can be
utilized to distribute information in a variety of other manners, and offices
are encouraged to work with mechanisms to identify additional distribution
approaches.
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Utilizing Distribution Mechanisms
EPA DISTRIBUTION
MECHANISMS
The following section discusses various EPA mechanisms that can be
used to distribute information to the public.
EPA Publications and Information Center (EP&IC)
Basic Description
The EPA Publications and Information Center (EP&IC) was formally
established in April 1991 and is supported by the Office of Administration and
Resources Management, Cincinnati. It was established as art Agency
information system to respond to the need for enhanced access to an
extensive body of environmental information.
Type of Information Distributed
• Non-technical and technical publications
• Multimedia environmental information inclusive of:
- Paper-based publications
- Videos
- Posters
- Floppy disks
- Transparencies.
Services
The EP&IC is available to assist with the compilation of information
packages for dissemination. Distribution is available on an international
scale with year to date distribution for 1991 equalling 103 million plus copies.
The Center also actively develops collaborative relationships with
organizations both internal and external to EPA to compile, archive, and
disseminate environmental information.
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Utilizing Distribution Mechanisms
The Center operates the Master Inventory System (MAIS), an online
database updated monthly, which contains over 7,000 titles of multimedia
products. This system has the capability for order entry, query, inventory for
on-hand month-to-date quantities, and mailing list/customer information.
Currently, the MAIS is operating at seven test sites and will be expanded
when final enhancements are made. The Center also operates a subject
oriented database that allows users to identify those publications most closely
associated with a particular subject matter by using a one word or multi-string
query. This system will also be expanded in late November 1991 when the
pilot is completed.
Audience Reached Through Distribution
• State and local governments
• Other federal agencies
• EPA
• General public
• Academia
• Environmental groups
• Industry.
Access/Dissemination
The EP&IC responds to requests by mail, fax, telephone, the new MAIS
system, and work requests from the Agency. The Center distributes
multimedia environmental information inclusive of paper-based
publications, Videos, posters, floppy disks, and transparencies.
Associated Costs
There are currently over 40 clients throughout the Agency who have
established accounts with the EP&IC. Essentially, the clients cover the cost of
the publishing, shipment, and dissemination of environmental information.
The Office of Administration and Resources Management provides cost
sharing for storage and postal fees. These publications are provided at no cost
to customers. There are established procedures to set up an account, for
further information, contact (513) 569-7980.
Advertising Mechanisms
• Marketing brochures are being developed for wide
distribution.
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Utilizing Distribution Mechanisms
Feedback Method
• In these early stages, no formal feedback mechanisms are
in place. Customer service is provided on a personal basis
with follow-up to ensure satisfaction.
CONTACF
Deborah McNealley, EP&IC, (513) 569-7986
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Utilizing Distribution Mechanisms
Headquarters Public Information Center
Basic Description
The Headquarter’s Public Information Center (PlC) was established to
provide non-technical, citizen-oriented information about the environment
and EPA to the public. It is operated by the Office of Information Resources
Management.
Type of Information
• Brochures on EPA programs
• Fact sheets and pamphlets on environmental topics
• Consumer guides
• Educational materials.
Services
The Headquarters PlC works with program offices to distribute
documents, fact sheets, and other types of information to the general public,
and assists program offices with assessment of public demand for information
on key topics. In addition, the PlC provides on-site information services for
EPA staff and visitors, as well as providing EPA staff with materials for
display and distribution at conferences. The PlC also serves as a central
referral point for the Agency. Technical questions are referred to program
offices, clearinghouses, hotlines, dockets and other access points, where
appropriate.
Audience Reached Through Distribution
• Teachers 50%
• Students 30%
• Consumers 10%
• Special interest
• Federal, state, and local governments
• Industry.
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Utilizing Distribution Mechanisms
Access/Dissemination
The Headquarters PlC responds to telephone, written, and walk-in
inquiries for non-technical information (approx. 6,000/month). It distributes
mainly paper-based information in the form of fact sheets, pamphlets, and
brochures. Requests for distribution of high volume documents are
forwarded to CERI, GPO, EP&IC, and NTIS.
Associated Costs
• Users are not charged.
Advertising Mechanisms
• Informal advertising is conducted through scholastic
magazines and home journals.
Feedback Method
• Monthly reports are provided to programs on frequently
asked questions and most heavily demanded information
• There are no formal mechanisms to obtain feedback from
users.
CONTACT
Kevin Rosseel, Headquarters Public Information Center, (202) 260-1755
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Utilizing Distribution Mechanisms
Regional Public Information Centers
Basic Description
The Public Information Center in Region 10 was established in
response to the high volume of requests for regional environmental
information from the general public. Other regions utilize libraries, in a
similar manner to fulfill requests.
Type of Information
• Brochures on EPA programs
• Fact sheets and pamphlets on environmental topics
• Consumer guides
• Educational materials.
Services
The Regional P lC distributes environmental information to the public.
The PlC provides walk-in informational services in addition to access by mail
and telephone. Additionally, the PlC refers technical requesters to
appropriate sources within program offices. Region 10 also operates a toll-free
hotline for the PlC.
Audience Reached Through Distribution
• General public
• Teachers
• Students
• State and local governments
• Industry
• Interests groups.
Access/Dissemination
The Regional PlC responds to telephone (a toll free hotline in Region
10), written, fax, and walk-in inquiries for non-technical information. They
distribute mainly paper-based information in the form of fact sheets,
pamphlets, and brochures.
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Utilizing Distribution Mechanisms
Associated Costs
• No costs are charged to the user. Program offices pay for
publications, etc.
Advertising Mechanisms
The Region 10 Plc advertises their services and information, for
example:
• All Region 10 publications, press releases, and general
information list the phone number of the Region 10 PlC
• Region 10 PlC bookmarks accompany every publication
that is sent out.
Feedback Method
• No formal feedback mechanisms are used, although
informal follow-up calls are made to requesters of
information.
CONTACTS
Renee Nicholas, Region 10 Public Information Center, (206) 553-4973
Region 10 Hotline for Region 10 States, 1-800-424-4EPA
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Utilizing Distribution Mechanisms
FEDERAL GOVERNMENT
SPONSORED
DISTRIBUTION SERVICES
The following section provides details’on distribution services
sponsored by the federal government.
Government Printing Office (GPO)
Basic Description
The Government Printing Office (GPO) was established by Congress in
1861 for the purpose of producing and procuring printing for Congress and
federal agencies. In 1985, GPO ’s mission expanded to include the
dissemination of information to the public through the Superintendent of
Documents publication sales and Depository Library programs.
Type of Information
• All federal government documents
Services
GPO provides a full range of printing, binding, graphic art services,
distribution, and electronic product development. This is accomplished
through GPO’s in-house production facilities or by procurement from the
private sector. Products range from state-of-the-art electronic publishing to
hand binding and include all phases of Compact Disk Read Only Memory (CD
ROM) development, including preparing data, acquiring information search
and retrieval software, and contracting for disk manufacture. Through GPO’s
Typography and Design Division (T&D), typography, design, illustration,
photography, video, and quality control services are provided. This division
provides free preliminary consultations with graphic arts and design
specialists to resolve document style and production questions. A “Dial-Up”
Composition Service is also offered by GPO for customers to view
information on-line prior to printing. GPO’s procurement power extends
nationwide with a network of 13 regional and 6 satellite offices located in
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Utilizing Distribution Mechanisms
areas of high volume work. These offices offer the same type of services to
regions as the main office provides to customers in Washington, D.C.
Audience Reached Thmugh Distribution
• General public
• Regions/labs
• States/local governments
• Federal agencies
• Industry
• Interest groups
• Depository libraries
• International organizations.
Access/Dissemination
GPO sells publications through government bookstores and provides
access to information (publications, microfiche, and CD ROMs) through
Depository Libraries. GPO also responds to telephone and written inquiries
for specific publications.
Associated Costs
• Users are charged a fee based on the cost of the document
plus 50%
• Discount offered to bulk distributors.
Advertising Mechanisms
• Formal advertising program through brochures,
pamphlets, television, and radio.
Feedback Method
• Informal feedback through interaction with Depository
Libraries.
CONTACT
James Anderson, EPA/GPO Liaison, (202) 260-2125
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Utilizing Distribution Mechanisms
National Technical Information Services (NTIS)
Basic Description
The Department of Commerce was directed by Congress in 1950 to
operate a national clearinghouse to collect, store, and distribute scientific and
technical information. In 1970, the national clearinghouse was reestablished
as the National Technical Information Service (NTIS) and expanded to
include business, health, and statistical information in the collections.
Type of Information
Scientific, technical, business, health, and statistical
information in the form of publications, periodicals,
computer datafiles, and computer software.
Services
NTIS provides information services that save time and can expand the
audience for information. NTIS provides a complete, centralized
information management system that stores, processes, and distributes an
agency’s information. When information products are provided to NTIS, the
staff creates a bibliographic record for each item, lists the item in the NTIS
online database, and maintains the item in the archive. As part of its
standard information management, NTIS handles all the administrative and
accounting details for the sale of products, takes care of subscription details,
stores information, and makes it available for retrieval at any time.
The Federal Computer Products Center, as part of NTIS, works with
agencies to collect and announce computer products that are useful to
businesses and the scientific community. The Center manages subscriptions
for datafiles on tapes or diskettes and provides services to convert data
contained on magnetic tapes to diskettes. The NTIS Federal Research in
Progress Database lists an agency’s current research projects, making them
easy to access through private sector vendors. This database, which is updated
monthly, lists project title, start date, project summary, and various other
information. For a free copy of the NTIS Products and Services Catalog that
details NTIS services, call (703) 487-4650 and request catalog number PR-827.
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Utilizing Distribution Mechanisms
Audience Reached Through Distribution
• Government
• Industry
• Academia
• Libraries
• Interest groups.
Access/Dissemination
Requests for publications are taken by telephone, mail, commercial
online database information companies, or through direct access to the
automated NTIS ordering system. Documents are offered in both printed and
microfiche format, and NTIS distributes magnetic tapes, diskettes, CD ROMs
and digital tapes for agencies.
Associated Costs
Users are charged a fee for products. Agencies are charged a $20
registration fee per document to provide permanent archiving and other
services.
Advertising Mechanisms
• Formal advertising through announcement media and
promotional material
- Governments Report Announcement and Index
- Weekly subject-specific newsletters
- NTIS Bibliographic Database
- FEDRIP
- Catalogs, directories, and direct mail
- Trade announcements
- Sales agents
- Media.
Feedback Method
• Requests reviewed periodically to determine what is being
accessed.
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Utilizing Distribution Mechanisms
CONTACF
Tom Bold, Office of Program Management and Acquisitions, (703) 487-
4785
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Utilizing Distribution Mechanisms
Consumer Information Center (CIC)
Basic Description
The Consumer Information Center (CIC), which is funded by Congress,
is located administratively in the General Services Administration. The CIC
was established in 1970 to help federal agencies distribute information to the
general public and to make the public aware of the availability of this
material. The CIC’s Pueblo, CO distribution center is now the central source
of federal information for the general public.
Type of Information
• Consumer booklets
Services
The CIC provides editorial assistance in planning, revising, and
evaluating publications. The CIC staff also reviews outlines or draft copies of
publications for both clarity and consumer relevance. Another service that is
provided by the dC is a cooperative publishing program which assists Federal
agencies in the gathering, promotion and distribution of consumer
information developed collaboratively by several federal agencies or by
government working with private industry.
Audience Reached Through Distribution
• Primarily general public
Access/Dissemination
The CIC sells publications through mail, filling requests within seven
working days. They distribute paper-based documents through the Colorado
facility.
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Associated Costs
The cost depends on which one of three methods of distribution is
used:
• The Free Booklet Program does not charge customers.
The appropriate federal agency pays for printing and
distribution. Promotion and evaluation services are
provided free of charge
• The Low Priced Publication Program (LPP) charges
customers 50 cents for the publication. The appropriate
federal agency pays for printing. GPO administers the
billing and collects the 50 cents to pay for shipping and
handling expenses. The publication must weigh less than
4 ounces
• The GPO Sales Program charges customers various prices
for publications. The appropriate federal agency develops
the publication, and GPO determines the costs for printing
and distributing the document.
The dC reviews the publication’s subject and audience and recommends to
the agency which distribution option would be most effective. The agency
chooses the option based on the publication’s message, and audience, as well
as the resources available to support it. The CIC weighs all these factors in
selecting publications to be listed in its quarterly catalog.
Advertising Mechanisms
• The dC promotes selected consumer booklets by listing
them in the free quarterly Consumer Information Catalog
• The CIC also regularly promotes selected publications
through “News for Consumers” press releases to
approximately 6,000 newspapers, magazines, and
consumer organizations that highlight information from
booklets in the catalog
• Radio announcements
• Special media promotions with selected magazines on
current topics.
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Utilizing Distribution Mechanisms
Feedback Method
• Once a year the CIC conducts surveys to find out customer
reaction to publications and new topics of interest
• Publication evaluation surveys can be done for free
publications.
CONTACT
Paula Moser, CIC/EPA Agency Liaison, (202) 501-1794
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PARTNERSHIP
OPPORTUNITIES
INTRODUCTION
This section describes ways in which EPA can work with other
organizations (state environmental organizations, other federal agencies,
interest groups, and private companies) to produce or distribute information
to the public. Often times it is better to work with another organization who
has mutual goals and interests because through working together each party
benefits. The benefits for both parties include:
• Lower costs
• Positive public reaction
• Increased expertise on subject matter
• Pooling of staff time
• Creation of a positive working relationship
• Increased distribution by expanding number of outlets.
Although there are no formal rules to follow when establishing a
partnership, there are some general guidelines that should be taken into
consideration when deciding whether it would be beneficial to engage in a
partnership.
• Determine what the goal/message is that needs to be
communicated
• Determine who the audience is that the message is to
reach
• Identify the key players with similar interests, goals, and
audiences
• Determine the budget of the project
• Contact an EPA legal advisor (e.g., Office of General
Counsel or Office of Regional Counsel) if any questions
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Utilizing Distribution Mechanisms
arise as to whether this partnership is in violation of EPA
rules.
The following pages provide examples of how EPA offices have entered into
partnerships with third parties to distribute information.
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STATE ENVIRONMENTAL ORGAMZATIONS
State Environmental Organization: Individual States
Description of Organization:
Approximately 90 percent of EPA laws are implemented by the states.
States, therefore, can serve as a useful partner in the dissemination of
information. Each program has a contact at the state level, and EPA staff can
work with that person to disseminate information.
EPA Partnership Experience:
The Office of Pesticides has cooperated with the states to distribute
publications. When producing a brochure, Pesticides has produced extra sets
of negatives (the cost is minimal) and sent the negatives to the state contact.
These negatives are accompanied by a letter stating the intent of the brochure
and encouraging states to add state-specific information to the brochure and
distribute it to the public.
CONTACT
Wendy Butler, OCEPA, (202) 260-4355
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State Environmental Organization: Association of State and
Territorial Health Officials (ASTHO)
Description of Organization:
The ASTHO represents the nation’s chief state public health officials.
EPA Partnership Experience:
The Office of Pesticide Programs (OPP) maintains a cooperative
agreement with ASTHO which provides for improved communication
between OPP and state health officials. ASTFIO communicates relevant
information to the public and collaborates with EPA on projects which
promote understanding of environmental issues from the health perspective.
In addition, the cooperative agreement provides avenues for keeping the
regulatory community appraised of OPP actions regarding health issues.
CONTACT
Arty Williams, Office of Pesticide Programs, (703) 305-7371
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State Environmental Organization: National Association of State
Departments of Agriculture (NASDA)
Description of Organization:
NASDA represents the interests of state departments of agriculture.
EPA Partnership Experience:
On September 9, 1991 Deputy Administrator Habicht entered into a
memorandum of understanding with Mr. C. Alan Pettibone, President of
NASDA, to provide a coordinated structure for the conduct of
communication activities with the public and other interested parties. The
scope of information covered by the memorandum includes pesticides and
the American food supply, pesticide use in general, and related programs.
CONTACT
Arty Williams, Office of Pesticide Programs, (703) 305-7371
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State Environmental Organization: State FIFRA Issues Research
and Evaluation Group (SFIREG)
Description of Organization:
SFIREG was created under a cooperative agreement between the Office
of Pesticide Programs and the Association of American Pesticide Control
Officials (AAPCO). The Pesticide Control Officials are the state personnel
with primary responsibility for enforcement pesticide use.
EPA Partnership Experience:
As an independent, but related body of the American Association of
Pesticide Control Officials (AAPCO), SFIREG identifies, analyzes, and
provides state comments to the Office of Pesticide Programs on matters
relating to pesticide registration, enforcement, training and certification,
ground water protection, disposal, and other areas of environmental concern.
In addition, SFIREG provides a mechanism for EPA to keep the State Lead
Agencies informed and up-to-date on its pesticide regulatory program.
Contact
Arty Williams, Office of Pesticides, (703) 305-7371
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OTHER FEDERAL AGENCIES
Federal Agency: The Consumer Information Center (CIC)
Description of Organization
The many services provided by the CIC are discussed in detail in the
section focusing on Federal Government Sponsored Distribution
Mechanisms. The CIC does, however, operate a program that focuses on
partnership opportunities. This program identifies partners for joint
production of a publication and provides editorial and design assistance for
the publication. The CIC publishes a pamphlet entitled “Industry and
Government: Publishing Together for Everybody’s Benefit.” This pamphlet
presents the details of producing and distributing joint consumer booklets.
For information on cooperative publishing, contact Paula Moser, CIC’s EPA
Agency Uaison, at (202) 501-1794.
EPA Partnership Experience:
The following EPA publications were produced through the CIC’s joint
publishing program:
• Recycling Used Oil. Produced by the Office of Solid Waste
and Emergency Response and reprinted by Pennzoil
Company
• A Home Buyer’s Guide To Environmental Hazards
Produced by the Federal National Mortgage Association
with the Environmental Protection Agency (EPA), the
Federal Deposit Insurance Corporation (FDIC),
Department of Housing and Urban Development (HUD),
Office of Thrift Supervision, and the Department of
Veteran’s Affairs.
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Subjects Under Consideration for Joint Publication:
• Ozone
• Packaging
• Recycling
• Composting
• Recycling Plastics/Number System
• Disposing of Wastes Properly
• Lead
• Environmental Labeling/Definitions
• Emissions Control/Clean Air.
Contact
Paula Moser, EPA Agency Liaison (202) 501-1794
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INTEREST GROUPS
Interest Group: Alliance for a Clean Rural Environment Trade
Association: Food Manufacturers Association
EPA Partnership Experience:
Often times non-profit organizations will work with EPA and print
publications provided to them by the Agency at their own cost. For example,
the Office of Pesticides worked with the Alliance for a Clean Rural
Environment. EPA provided the Alliance with negatives for the “Pesticides
in Your Drinking Water” brochure, and the alliance printed the brochure at
their own cost. This type of partnership was also entered into with the Food
Marketing Association. The association printed copies of a publication that
was funded by the United States Department of Agriculture and the Office of
Pesticides.
CONTACT
Wendy Butler, OCEPA, (202) 260-4355
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Interest Group: National Coalition Against the Misuse of Pesticides
EPA Partnership Experience:
Interest groups are an effective way to reach audiences with specific
areas of interest. There are numerous ways to disseminate information
through an interest group, such as participating in their conferences, giving
them information to disseminate to their members, or giving them a contact
point in an EPA office to list in their newsletter. The Office of Pesticides has
worked with the National Coalition Against the Misuse of Pesticides in
distributing information in this manner.
Contact
Wendy Butler, OCEPA, (202) 260-4355
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Association: Society of Consumer Affairs Professionals in Business
(SOCAP)
Description of Organization:
SOCAP is an international professional organization of individuals
whose purpose is to:
• Foster and maintain the integrity of business in dealing
with consumers
• Encourage and promote effective communication and
understanding between business and government and
consumers
• Define and advance the consumer affairs profession.
SOCAP has numerous members from local, state, and federal government
including USDA, Department of Commerce, Food and Drug Administration,
and the North Carolina Department of Agriculture.
SOCAP provides a forum for communication among all segments
involved in the consumer affairs field. The bringing together of individuals
with common interests and objectives encourages the exchange of ideas and
stimulates personal and professional growth. SOCAP conducts seminars
around the country on useful topics, such as:
• Establishing and/or Managing an 800 number
• Innovative Uses for 800 Numbers
• Managing for Customer Focus and Quality Service
• Effective Consumer Affairs Staff Management.
SOCAP also produces a monthly newsletter, a quarterly professional journal,
special reports, and a membership directory which lists contact information
for all members and provides an extensive network of consumer affairs
professionals. In addition, SOCAP is in the process of establishing a “Skills
Data Base” which lists members skills, experiences, and backgrounds. This
will be kept on computer and can be used in locating individuals with
particular skills or experiences. For example, if someone was interested in
establishing an 800 number this data base would be able to generate a list of
members who have had experience in establishing an 800 number.
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CONTACF
SOCAP, (703) 519-3700
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PRIVATE COMPANIES
Private Company: Supermarket Communication System
Description of Organization:
The Supermarket Communication System is a private company which
operates the “Good Neighbor Boards” at local supermarkets. These boards
provide booklets, factsheets, and information cards which allow individuals
to request information on certain topics free of charge. The company
provides many services to promote the booklets on this information board,
such as housing, distribution, and restocking of booklets, targeting the
appropriate audiences, distributing the accompanying public service
announcement (PSA) to appropriate television stations for viewing, and
administering follow-up surveys.
EPA Partnership Experience:
The Office of Water successfully used this company to distribute its
“Lead in Your Drinking Water” booklets. The Office of Water wanted to
target the distribution of this booklet to the general public and this was an
effective way to reach that audience. Supermarket Communication Systems
worked with the Office of Water in distributing a video PSA. They
distributed 40,000 booklets in the Washington D.C./Baltimore area in a three
month period, and then went nation-wide and distributed over 385,000
booklets in three months. The Office of Water found this organization to be
very cost-effective because they were able to reach a large audience. They
would highly recommend use of this organization for specific issues that
would be of interest to the general public who frequent supermarkets. Cost to
users varies with the distribution area, type of information distributed, etc.
• CONTACTS
Charlene Shaw, Office of Water, (202) 260-2285
Supermarket Communication System (203) 852-0888
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page 140
/..s
i/i/I
Utilizing Distribution Mechanisms:
A Summary and Comparison
I Considerations for Selecting Distribution Mechanisms I
Distribution
, / i / / /
Mechanisms
EPA
Publications &
Information
Center
(EP&iC)
Multi-media
technical and
non-
technical
information
Government,
EPA, general
public,
academia,,
interest groups
Assists with
compilation and
dissemination of
information,
Indexes all
products on a
database
Users are not
charged.
Program
offices pay for
publishing,
shipping, and
dissemination
of information
Marketing
brochures are
being
developed.
No formal
feedback.
Headquarters
Public
Information
Center
General
brochures, fact
sheets, con-
sumer guides,
and educa-
tional
information on
environmental
topics
General public
Helps program
offices distribute
information,
assesses public
demand of
information on
key topics, and
provides walk-in
information
services
Users are not
charged.
Program offices
pay for
publications,
etc.
Advertising in
scholastic
magazines
and home
journals. No
formal
feedback.
Regional
Public
Information
Center
BrOChures,
fact sheets,
consumer
guides, and
educational
information on
environmental
topics
General public,
including
teachers, and
students, as
well as local
governments
Distributes
environmental
information and
provides
walk-in
information
services
No costs are
charged to
user. Program
offices pay for
publications,
etc.
Advertising in
regional
publications.
Informal calls
to requesters
for feedback.
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Utilizing Distribution Mechanisms:
A Summary and Comparison
(cont’d)
I Considerations for Selecting Distribution Mechanisms I
Distribution
Mechanisms
IV
/
4 1
/
Government
Printing
Office
(GPO)
All federal
government
documents
Government,
general public,
academia,
inte g ps
Provides
Pflfltillg, binding
graphic art
services, elec-
tronic product
development,
and distnbution
through the
GPO sales
program
Users are
charged a fee
based on the
cost of the
document,
plus 50%
Advertising in
brochures, t.v.,
and radio.
Informal
feedback with
GPO libraries.
National
Technical
Information
Services
(NTIS)
Scientific,
technical,
business,
health, and
statistical
information
Government,
industry,
academia,
libraries,
interest groups
A complete
information
management
system that
stores,
processes,
distributes, and
permanently
archives
information
Users are
charged for
products.
Agencies are
charged a $2D
per document
fee for
services
Advertising
through
announcements
and promotions.
Requests
reviewed for
feedback.
Consumer
Information
Center (CIC)
Consumer
booklets
General public
Provides
editorial and
distribution
services for
government
clients. Runs
cooperative
publishing
program
Cost varies
depending on
type of
publication
Advertising
through CIC
catalog, press
releases,
announcements
and promotions.
Annual study
for customer
reaction to
publications
and new topics.
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VI. REACHING OUT
FOR EFFECTIVE
ACCESS
INTRODUCTION
This section focuses on public outreach; the Agency’s means of actively
keeping the public informed on environmental issues and promoting their
involvement with the environment. The Agency currently participates in a
variety of outreach activities to promote this type of interest and
involvement. The purpose of this section is to promote usage of these
outreach activities within the Agency through discussing:
• Outreach tools
• Outreach opportunities.
The intent is to inform EPA offices of the potential for promoting effective
access through outreach. The summary chart, immediately following the
Outreach Opportunities subsection, should be referred to for a brief overview
of the various attributes associated with each outreach effort described herein.
Public Access Manual
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OUTREACH TOOLS
Outreach tools refer to available directories, that can be utilized to
locate information on any given environmental topic. These tools are
valuable resources in promoting both the public’s and EPA’s awareness of and
ability to locate information. A better understanding of the various sources of
information within the Agency can facilitate the process of responding to
public requests.
This subsection identifies a selection of EPA’s key outreach tools and
describes how they can be used and obtained. The directories indicated below
will be discussed in further detail.
• Access EPA
• Information Systems Inventory
• Online Library System
• Organization and Functions Manual
• EPA Telephone Directories
• Program Reference Manuals.
This sample of outreach tools should be used as a starting point for
identifying the types of information available at EPA and where this
information is located.
ACCESS EPA
Basic Description
Access EPA consists of a series of directories that are produced by the
Office of Information Resources Management to facilitate locating
environmental information and services provided by EPA and other public
sector organizations. The directories contain contact information and a
description of services provided by each information resource. Current
directories in the series are identified below.
• Public Information Tools
• Major EPA Dockets
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• Clearinghouses and Hotlines
• Records Management Programs
• Major EPA Environmental Databases
• Library and Information Services
• State Environmental Libraries.
ACCESS EPA is updated annually and is available in a single, consolidated
volume or as a set of booklets. They can be obtained by calling GPO at (202)
783-3238, order number 055-000-00378-5, or NTIS at (800) 553-NTIS, order
number 055-000-003738-5. There are forms contained in the directories for
updating and commenting on information. Once completed, these forms can
be submitted to the office designated in the directory for inclusion in the next
issue. For additional information on ACCESS EPA, please contact the
Headquarters Ubrary as listed below.
CONTACT
Headquarters Library (202) 260-5922
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Information Systems Inventory
Basic Description
The Information Systems Inventory (ISI) is a collection of information
on 600 EPA automated data systems, models, and databases. It can be used to
identify spedfic environmental information often requested by the public by
various programs and administrative offices. The 151 is routinely updated
and maintained by the Information Management Services Division within
OIRM. For each system listed, the IS! identifies the full system name, the
system acronym, if applicable, and the name and phone number of the
individual responsible for its development, and/or maintenance.
Descriptions of the system contents are not included.
The Inventory is available in both hardcopy and automated forms for
EPA libraries and specific contacts in Headquarters and Region offices. The IS!
can also be ordered through NTIS at (800) 553-NTIS. For additional
information regarding the IS! and its distribution, please contact Steve
Hufford as listed below.
CONTACF
Steve Hufford, Chief Information Management Branch, OIRM,
(202) 475-7732
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Online Library System
Basic Description
The Online Ubrary System (OLS) is a computerized catalog system of
the holdings of EPA’s 28 network libraries. OLS has been designed to offer an
efficient way to search these holdings. For each document listed in the
system, OLS provides the author, title, and keyword access to document titles.
There are also abstTacts of selected titles. OLS can be used by any Agency
employee and is available to the public through EPA’s libraries. EPA is
currently piloting a program which allows the public to directly access OLS
on the Agency’s mainframe from a personal computer (see Chapter 4 for
further information on this pilot).
The Information Management and Services Division within OIRM
sponsors OLS which is updated every two weeks. For additional information
concerning OLS, please refer to the individuals referenced below.
CONTACFS
Jonda Byrd, OIRM/IMSD, Cincinnati - general inquiries, (513) 569-7183
John Knight, EPA National Computer Center, RTP - pilot project, (919)
541-2794
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Organization and Functions Manual
Basic Description
The Organization and Functions Manual is a reference document
which describes each of the Agency’s offices and functions from the
administrators’ level, down through each office and division. The manual
also provides organizational charts which show the reporting relationships
between each functional area and level. The manual can be used either by
Agency employees or the general public for locating or contacting specific
offices within EPA’s entire organization.
The Organization and Functions Manuals can be found in each of the
350 Agencywide directives collections. The directives collections are located
in each Agency office and library. The manual is not updated on a regular
schedule, but when changes to the Agency’s organizational structure are
made, specific pages are updated to reflect the changes. Supplemental pages
are then issued to the directives collections, along with instructions to insert
the new pages in the manual and discard the out-of-date duplicates. For
additional information on locating or obtaining a copy, please contact Thelma
Adams, as indicated below.
CONTACT
Thelma Adams, Central Directives Officer Office of Administration
and Resources Management, (202) 260-5000
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EPA Telephone Directories
Basic Description
EPA publishes several phone directories which contain a variety of
information on Headquarters or Regional organizational structures, services,
and employees. The directories can be used to facilitate locating relevant
individuals to respond to requests. The directories are described in more
detail below.
Headquarters Telephone Directory - This main directory is
organized in sections which identify offices, their
structure, and employees. The following list includes
each main section contained within the directory.
- Emergency Telephone Numbers
- How to Use Your Telephone
- Organizational Directory
- Alphabetical Directory
- Headquarters Subject Directory
- Regional Directory
- Electronic Mail Directory
- Facsimile Directory
- Selected Washington Agency Directory
- General Information.
The Headquarters directory is published semiannually,
normally in February and September, by the Government
Printing Office (GPO). Headquarters directories are
distributed to all Headquarters employees and to each
Region. Additional copies can be ordered directly through
GPO at (202) 783-3238. Updates to the alphabetical listings
are made by using a locator change form provided in the
directory.
Research Triangle Park (RTP) Phone Directory - Like the
Headquarters directory, the RiP directory contains the
organizational structure for RTP, as well as the
Headquarters offices. The directory also contains
alphabetical listings for federal and contractor employees.
Although it is distributed to employees at the RTP office,
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Reaching Out for Effective Access
anyone can obtain it through GPO by calling (202) 783-
3238.
Regional and Laboratory Phone Directories - Phone
directories are maintained by and published within each
regional and laboratory site. To obtain information on
these directories, it is necessary to contact each site for its
local directory listings.
CONTACT
Dwight Rodgers, Telecommunications Manager, Office of
Administration and Resources Management, (202) 260-2082
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Program Reference Materials
Basic Description
Many program offices produce their own reference materials which
contain program specific information as well as program materials and
resources. These materials can be used to facilitate the process of locating
information in response to specific programmatic requests. These materials
may provide information on the following topics.
• Training
• Videos
• Publications
• Information Systems.
The OSWER Source Book, for example, contains information on
training courses, publications, videos, information systems, and software
developed by OSWER. The Pollution Prevention Training Opportunities in
1991 manual, published by Office of Environmental Engineering and
Technology, provides references and lists for industry specific fact sheets,
videos, educational opportunities, pollution prevention contacts,
clearinghouses, and other related resources. Similarly, the Office of Water,
published the Office of Water Environmental and Program Information
Systems Compendium, which identifies the various information systems
maintained by water program offices. These are just three examples of the
many different references sources available within program offices. Samples
of several multimedia lists that are often contained within these manuals are
included as an attachment to this section. Individual program offices should
be contacted for further information on their reference manuals.
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OUTREACH OPPORTUNITIES
This subsection will identify several possible outreach opportunities
available to the Agency for actively addressing and engaging the public.
Several of these opportunities are identified below and will be discussed
further in this subsection.
• Exhibits
• Speaking engagements
• Press releases
• Public service announcements.
By becoming familiar with these options for outreach, offices can make more
informed decisions when evaluating and selecting an appropriate means for
reaching the public. Because of their expertise in outreach activities and
product development, OCEPA should be contacted prior to initiating an
outreach effort to ensure that the methods used, or media developed, meet
Agency standards.
Exhibits
Agency offices often have an opportunity to send messages to the
public during conferences or special events (e.g., Earth Day), which are held by
various groups such as environmental organizations and industries. Exhibits
are one of the primary tools used at conferences or special events for the
purpose of relaying information to the public.
Basic Description
An exhibit is a three dimensional visual display which is shown
publicly for the purposes of demonstration and information transmittal.
Exhibits can take the form of a simple booth display set up at a table or a more
elaborate show using large panels or framed mountings. An exhibit may
contain display information in the form of audiovisual materials, printed
information, or demonstration objects.
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Issues Associated With Use
In order to expose the public to different environmental programs
using exhibits, offices actively contact associations for upcoming events, and
keep calendars of conference locations and themes. Associations may also
contact program offices and inform them of conferences schedules. Once a
decision is made to develop an exhibit for a specific conference or special
event, consideration should be given to several factors, such as the ones
identified below.
• Audience - Exhibits are useful for audiences that have
access to the conference or special event where it is being
displayed. In order for an exhibit to stand out, however,
the display should be designed to draw attention and
interest. This can be achieved through experimenting
with catching phrases or graphics and distributing
materials, such as environmental posters or technical
policy regulations, depending on the audience.
• Materials - Although there are a variety of printed,
multimedia, and electronic materials available for use in
an exhibit, they should be carefully coordinated in order to
clearly project the theme of the conference or project.
• Facilities - Before developing an exhibit, determine
whether the display facilities have limitations for the size
of the unit or materials that can be distributed to the
public.
• Cost - Because exhibit development can be very costly,
depending on the size of the display and materials used, it
may be more cost effective to update or enhance an exhibit
previously developed. Considerable costs, however, may
still be incurred through shipping, travel, and staff
required for operation during a conference, as well as
from renting floor space, tables, chairs, carpet, trash cans,
etc.
EPA offices should consider how to address each of these issues prior to
developing an exhibit.
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Applicable Procedures
Public-oriented display items, may be subject to OCEPA’s product
notification and review process. This process has been instituted to ensure
that all materials viewed by wide segments of the public are consistent with
Agency policies and themes and that they represent high quality work,
creativity, and factual accuracy. The guidelines for the review process are
contained in the Handbook for EPA Publications. Program offices should
contact Multimedia Services for complete guidance on exhibit development
under the review process.
In order to efficiently track the production and dissemination of
environmental information, an Agencywide numbering system has been
developed. The numbering system will be managed by EPA Publications and
Information Center in Cincinnati and the Center’s Manager will assign
exhibit numbers to the program offices. Introduction to the new numbering
system is being made through the Facilities Printing Manual currently out for
green border. The system is expected to commence January 2, 1992. EPA
exhibit numbers may be obtained by calling FFS 684-7980.
Benefits and Limitations
There are several benefits and limitations associated with using
exhibits to communicate information.
Benefits
Exhibits are developed by Agency offices as a valuable means of
transmitting information and messages, particularly during conferences.
There are a number of advantages associated with exhibits. Several of the
ones expressed by Agency employees are identified below.
• A good exhibit will generally develop public interest in a
program, by “catching people’s eye” and prompting
questions.
• Materials used for an exhibit (e.g., pictures, brochures) can
be easily updated to keep the display current.
• Exhibits can be effectively developed for either technical
or general audiences.
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• There are often many opportunities br exhibits to appear
at organizations holding conferences or at special events.
These invitations give program offices an additional
outlet in which to convey their information and
messages.
As indicated above, exhibits offer program and administrative offices much
diversity of how information is presented to the public.
Limitations
Although exhibits can be valuable tools for informing the public, there
are some constraints which may limit their use. Several of these limitations
are listed below.
• Depending on the materials used, exhibit construction can
be very expensive.
• Operating an exhibit can be very labor intensive because
staff often must be present at all times during a conference
or event to truly engage the public.
• It can be hard to inform large numbers of individuals
with an exhibit because it is confined to viewing at specific
conferences or events.
• Depending on the available facilities, there may limits on
the size of the exhibit and restrictions on the materials
used for public distribution.
The above benefits and limitations provide a sample of the items to consider
for exhibit development and use. For additional information on exhibit use
and development, the individuals below can be contacted for guidance or
information on personal experiences.
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CONTACTS
Brenita Starkes, Office of Waste, Water Enforcement and Compliance,
(202) 260-7287
Charlene Shaw, Communication Strategist, Office of Water, (202) 260-
2285
Cheryl Maline, Office of Radon Programs, Policy and Public
Information Section, (202) 260-1518
Julie Kiass, Office of Waste Programs and Enforcement, (703) 308-8653
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v hrc U
Exhibits
The Office of Waste Water Enforcement
and Compliance follows several practices
to attract audiences to observe their
exhibits.
First, because the physical placement of a conference
exhibit can be an important factor in attracting patrons
to stop for information, the Waste Water staff like to
place displays next to exhibits of similar topics.
Exhibits are often easier to notice when seen as a
group, promoting the same theme. Similarly, the
Waste Water staff also place their displays next to
exhibits that normally attract large crowds, such as
those related to computer technology. Out of
convenience people often stop at displays adjacent
popular exhibits. Another way the Office of Water
encourages patrons to view their exhibit is to attract
children. By distributing items specifically targeted at
youngsters, such as coloring books, adults often are
drawn to the exhibit along with the children.
For additonal information, contact Bernita Starkes in the
Office of Waste Water Enforcement and Compliance at
(202) 260-7287.
to
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Exhibits
In addition to displaying exhibits at
conferences, the Headquarters Public
Information Center has available, but
limited space, for setting up program
exhibits in its facility.
Program and other offices can display such items as
publications, photographs, and three dimensional
materials to convey their activities. Although no
formal procedures exist for displaying items as of yet,
the exhibits are currently shown on a rotating
schedule.
If offices are interested in displaying an exhibit in the
Public Information Center, Suzanne Annand in OIRM
can be contacted for additional information at (202)
260-8298.
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Speaking Engagements
Speaking engagements give offices the opportunity to disseminate
information, support EPA’s policy of remaining open and accessible to the
public, and encourage participation in environmental issues.
Basic Description
At a speaking engagement, a speaker will communicate information,
messages, or ideas on any given topic or subject matter. A speaker may
address an audience alone or with several individuals in a panel discussion.
Speaking engagements allow the Agency the opportunity to provide
comments to groups on any number of environmental issues, such as how
clean air regulations effect the community. Engagements are often held at
associations, businesses, industries, schools, conferences, or meetings.
Issues Associated With Use
A speaking engagement is often a good way to put the public closely in
touch with the Agency’s programs and goals. There are, however, several
issues to consider before an Agency staff member attends at speaking
engagement.
• Audience - The audiences that a speaker must address
may be quite diverse, and some speakers may be more
experienced at addressing certain types of audiences.
Audiences at schools and associations will likely have
different needs and levels of knowledge on the subject
matter. The speech itself as well as the speaker’s style
should closely match the level of knowledge associated
with a given audience. (e.g., humorous speakers may not
be appropriate for all audiences)
• Cost - There can be high costs associated with speaking
engagements, particularly if considerable travel is required
to the location of a conference or meeting.
• Screening requests - Depending on the number of
speaking requests and the availability of individual
speakers, it may be necessary to screen which speaking
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engagements to accept. Additionally, selecting speaking
engagements may depend on the type of organization
making the request, whether EPA has any pertinent
messages to relay, or whether there are particular EPA
topics of interest to the group.
Ideally, EPA’s role is to educate and inform. This is best achieved when the
speaker is able to relay information that the audience is interested in hearing
and that can readily be comprehended.
Applicable Procedures
EPA offices identify the need for a speaking engagement either by
receiving phone requests from various organizations or by directly contacting
their own clientele about upcoming meetings and conferences. Although the
needs are frequent, there are no standard procedures for locating a speaker
within EPA. Offices often use several options for locating speakers.
• Offices identify speakers from within their own program
area.
• Offices, such as the Office of Environmental Education,
often refer to contacts in program offices for locating
individuals to speak on different subjects.
• Offices may contact OCEPA for additional speaker
referrals, which usually are from within program offices.
It is not uncommon for a regional or local interest group to contact a
Headquarters office and request a speaker. In this situation, the program
office may refer the requester to the regional office, where a speaker would be
located that is suitable for their interests.
When EPA staff accept an invitation to attend a speaking engagement,
the Ethics Reform Act of 1990, issued by GSA, now authorizes federal agencies
to accept travel expenses from any non-federal organization offering to pay.
Specific procedures for accepting money for travel expenses are contained in
the memo entitled “EPA Ethics Advisory 91-90,” included as an attachment to
this section.
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Benefits and Limitations
Various benefits and limitations can be associated with speaking
engagements as a means to communicate and reach the public.
Benefits
Since organizations frequently request speaking engagements, the
Agency has many opportunities to transmit information and messages.
Although organizations may request a speaker to address specific policies,
regulations or other topic areas, the manner in which messages are relayed is
at the Agency’s discretion. Several additional benefits for the Agency are
listed below.
• A speaker can often add an interesting perspective to an
Agency’s program area.
• Speakers can convey a personal touch by engaging EPA
with its audiences.
• Speakers can add credibility as well as reinforce and
promote a program’s goals and objectives.
• Speakers are likely to provide the most up-to date
information on their program topic.
• Speakers can give immediate clarity to policies,
regulations, or other topics during question and answer
sessions.
Speaking engagements provide the Agency with many opportunities to
generate public support and interest in accomplishing EPA’s goals and
objectives.
Limitations
Even though program offices may welcome the opportunity to respond
to a request for a speaking engagement, there are several limitations
associated with accepting a request.
• Unless the requesting organization offers to pay for the
travel expenses, the Agency usually assumes the cost of
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preparation as well as travel to the given location, which
can be very expensive.
• It can be difficult to schedule speakers for presentations
because of the volume of speech requests and the
individuals’ time constraints.
• Information cited in speeches is difficult to manipulate or
extract.
Each office has had slightly different experiences and utilizes various
approaches for handling speaking engagements within EPA. For additional
information on speaking engagements, the individuals below can be
contacted.
CONTACTS
Allen Fox, Associate Assistant Administrator of Water - Speaking
engagements for Office of Water, (202) 260-5700
Ruth Podems, Region 3 Public Affairs Office - Speaking engagements
for regional office, (215) 597-4169
External Relations and Education Division, OCEPA, - Agency wide
speaking engagements, (202) 260-4454
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Speaking Engagements
Speeches are best received by the
audience when the message given will
directly affect and impact the receiving
audience. The Office of Water sent
the Assistant Administrator in the Office of Water to
give a presentation for the Water Pollution Control
Federation. The speech addressed the changing
nature of water control in the United States and
focused on better ways to control water pollution.
This topic generated much interest by prompting
questions and positive feedback within the audience,
because of their immediate concern and direct
involvement in the information being presented.
Although each program office may have different
individuals who frequently make speeches, the Office
of Water receives many requests for their Assistant
Administrator to make speaking engagements.
Because availability makes it difficult for her to
respond to every speech request, other senior
program managers, such as the Deputy
Administrator and Assistants to the Administrator
frequently appear for speeches. When requests are
made for a speaker to appear during a panel
discussion, program directors, who can provide more
detailed technical information, are often asked to
participate.
For additional information, contact Allen Fox in the Office
‘1
of Water at (202) 260-5700.
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Speaking Engagements
The Office of Public Affairs in
Region 3 uses an informal but
effective method for locating
speakers for various speaking
engagements in its region.
When the office receives a request for a speaking
engagement, the office refers to a single record book
which lists individuals who have previously made
speeches within Region 3.
such information as:
• speaker’s name
• date, name and topic of speech
• location speech was made
• type of audience
• reason speech was requested
• type of handouts used or equipment needed, and
whether they are still usable
• name of contact at the facility
If the record book does not provide potential candidates
on a given topic, then the appropriate program office is
contacted to identify an individual who can make the
speech. The record book is updated when new speakers
are located.
The record book contains
For additional information, contact Region 3 Public Affairs
Office at (215) 597-4169.
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Press Releases
Press releases are often used by the Agency as an additional method of
actively reaching out and relaying information to the public.
Basic Description
Press releases are usually brief pieces of information that the Agency
transmits to the public by means of external news media such as newspapers,
wire services, and radio and television stations. Newly enacted, major
regulations and environmental policies affecting the public are often
announced through press releases.
Issues Associated With Use
Press releases allow for pertinent information to be quickly transmitted
to a large receiving audience. However, there are several issues to consider
prior to issuing a press release.
• Audience - Evaluate what audience will need to receive
the message and tailor the message to meet their specific
needs or interests. Offices should be certain that the
information is at the appropriate level of detail and
required length so that the information can easily be
understood.
• Resources - It is also important to anticipate the impact
the message may have on the receiving public, so if
necessary, offices can be ready to respond and send out
additional information.
• Distribution Media - Offices need to identify how the
release will be distributed. Several points should be
considered prior to issuing a press release.
- Each type of news media will reach very different
audiences. For example, newspapers, such as the
Wall Street Journal may reach different audiences
than radio stations. Therefore, an office needs to
match the audience intended to receive the
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information, with the particular distribution media
which serves this audience.
- Consider the volume of the distribution. For
general messages that need to reach as many people
as possible, the radio or television may be most
appropriate as they reach a larger audience. If the
message is intended primarily for industries, then
industry and trade publications should be targeted.
- Finally, geographic areas should be considered,
since this will influence the particular distribution
media chosen. An office may want the release to be
distributed by several different media services to
ensure that all appropriate audiences receive the
information.
Since the information and messages contained in press releases can
potentially impact a large segment of the public, sufficient preparation should
be given to their development, beginning with an evaluation of these issues.
Applicable Procedures
When office staff anticipate the need for a press release, they must
contact either the Headquarters Press Office or the appropriate Regional Public
Affairs office, which are responsible for distributing press releases to the news
media. The Press Office or Regional Public Affairs Office will also determine
whether the information to be contained in the release is newsworthy and if
it appears to be pertinent to a large number of individuals. Press releases
which are only of interest to a small number of Agency employees and
outside organizations may not be transmitted to news media. When
information is considered newsworthy, the Press Office or Regional Public
Affairs offices faxes the release to the appropriate media organization, such as
a wire service, or to individual environmental reporters who will transmit
the information to the public.
Benefits and Limitations
There are several benefits and limitations to consider when
transmitting information to the public through a press release.
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Be nef its
The following benefits can be gained by using press releases.
• Press releases can relay information to very large
segments of the population.
• Information can be transmitted to the public very quickly.
• Press releases can generate requests for more detailed
information.
Press releases are one of the best way to quickly inform the public of
important environmental issues.
Limitations
There are several limitations that can constrain the use of press
releases.
• Press releases are only appropriate for transmitting certain
types of information, usually consisting of wide interest
environmental topics.
• Press releases are not recommended for topics only of
interest to a limited number of individuals.
• Press releases are only effective when the public accesses
the specific media source that is transmitting the
information.
• Press releases do not usually transmit detailed
information on a subject.
Additional guidelines on their intended audience and preparation contact the
Headquarters Press Office or Regional Public Affairs offices as indicated on the
next page.
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CONTACTS
Office of Communications, Education, and Public Affairs, (202) 260-4355
Any Regional Office of Public Affairs
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Public Service Announcements
At times, a program office may choose to reach the public by producing
a public service announcement. The public service announcement is an
additional means of reaching out to large segments of the population.
Basic Description
A public service announcement is a short segment or clip produced for
television or radio media, which is specifically used to relay messages to the
general public. Public service announcements normally reach larger
audiences than press releases, and are geared more towards the general public,
rather than to industry interests. The information conveyed in a public
service announcement often concerns specific environmental factors directly
affecting the public, such as high acid levels in water. Public service
announcements may be targeted at a specific geographic area or may be
national in scope.
Issues Associated With Use
Effective public service announcements are those that alert the
audience to information that may not have been received elsewhere.
Although an office may determine that a public service announcement is the
best way to reach out and inform the public, there are several issues to
consider prior to the actual production.
• Audience - It is important to identify the target audience
the message is intended to reach so that the message can
be produced to meet their specific needs, and aired at the
time they are most likely to be listening.
• Distribution - Offices need to consider the geographic
location of the distribution. A public service
announcement produced on wood burning stoves, for
example, was only sent to areas of the country that were
likely to use the stoves.
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• Cost - Depending on the content of the announcement
and different production requirements, production costs
may vary from moderate to expensive.
Since public service announcements often inform the general public of
environmental concerns directly affecting them, it is important that the
information being presented is clearly understood. This can be accomplished
through first considering these preceding issues.
Applicable Procedures
Any office contemplating the production of a public service
announcement should first contact the Multimedia Services Division within
OCEPA, whose staff will provide guidance for the development of the actual
announcement. Although Multimedia Services usually contracts the video
production out to private firms, all public service announcements are subject
to EPA’s product review and notification system. As administered by OCEPA,
this system ensure the high quality and creativity of the written script and
overall filming effort.
Benefits and Limitations
Before producing a public service announcement, there are several
benefits and limitations that should be considered.
Be nef its
The following represent several of the benefits to be gained from
producing a public service announcement.
• Public service announcements can be understood by most
audiences viewing a television or listening to a radio.
• Large segments of the population can be reached by a
public service announcement.
• Producing a public service announcement for television
offers an office a variety of options and flexibility for
presenting the information.
• Public service announcements can quickly inform the
public of critical issues and generate further requests for
information.
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Because they can be directly received on a television or radio, public service
announcements provide a good opportunity for the Agency to transmit
important or serious information to large audiences.
Limitations
There are several limitations assodated with using a public service
announcement.
• An audience that does not have have access to a
television or radio at its time of airing, will not receive
the announcement.
• Although production expenses are variable, high costs can
be incurred when developing a public service
announcement.
• Technical information cannot be effectively conveyed
through a public service announcement.
• Public service announcements cannot convey many
details since they are, usually limited in time.
Offices can receive complete information and guidance on public service
announcement production by contacting the Multimedia Services staff, as
indicated below.
CONTACTS
Multimedia Services Division, OCEPA (202) 260-2066
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Public Service Announcements
Although pubic service
announcements can be very effective
in conveying messages, they can be
expensive to produce. The Office of
Water used effective, yet cost saving,
ideas to develop an announcement on
lead in drinking water.
Instead of using a film studio, an EPA film crew
shot a video in the home of an Agency employee.
Rather than hiring all professional actors, the
employee’s child appeared in the video, with one
professional actress. The only outside expenses
associated with the production was the use of a
professional lighting company. The announcement,
which was intended for the general public, was well
received, and prompted considerable requests to
receive additional information on lead in drinking
water.
For additional information, contact Charlene Shaw in
the Office of Water at (202)260-2285.
I
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Reaching out for Effective Access:
A Summary and Comparison
I Considerations for Outreach Opportunities I
/1/11/
I
/
/*
Exhibits
Presented for
both technical
and
non-technical
audiences
Limited to
those
individuals
attending the
conference or
special event
Costs for
shipping and
renting space
for the display
may be very
expensive
personnel
costs
Very difficult to
extract and
manipulate
display
information
Speaking
Engagements
Speeches may
be geared to
both technical
and
non-technical
audiences
Limited to
those
individuals
listening to
the speaker
Travel or
preparation
costs can be
expensive
Information
cannot be
easily
extracted
and
manipulated
Press
Releases
Press releases
are usually
intended for a
wide audience
Limited to
those
individuals
utilizing the
particular
newspaper,
radio, or other
media
employed
Relatively
inexpensive
Depending on
the source of
media used to
release the
information,
extraction and
manipulation
can be very
difficult
Public
Service
Announce-
ment
Normally
produced for a
large, general
public
audience
Limited to
those
individuals
viewing the
particular
television
station or
listening to the
radio station
Depending on
production
costs vary, but
can be
expensive
Difficult to
extract and
manipulate
data
Outreach
Opportunities
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REACHING OUT FOR EFFECTIVE ACCESS
Attachments
• Memo - New Rule on Acceptance of Travel Expenses
• Memo - Acceptance of Speaking Engagements at Conferences,
Conventions and Symposia
• Memo Contacts with Personnel Outside the Agency
• Sample multimedia lists from program reference materials
- OSWER videos
- PPIC videos
-------
OSWER Videos
The following is a list of videos from the Office of Solid Waste and
Emergency Response.
Construction of RCRA Ground-Water Monitoring Wells
CRV Cleanup at Chemical Control
Doing It Right! Proper Installation of Underground Tanks
and Piping
ERTV Montage
Here Lies the Problem (slide show)
In Your Own Backyard
Laboratory Compliance with RCRA
LRT: The Liquid Release Test
Managing Underground Storage Tanks (slide show)
Monitoring Well Installation
Operation Wildfire - A Hazardous Materials Response Simulation
A Question of When: Tank Installation for Inspectors
RCRA Inspector Workshop
RCRA Orientation Course
Resource Conservation and Recovery Information System (RCRIS)
Instructional Series
Risk Reduction Engineering Laboratory (RREL)/Releases Control
Branch (RCB) Research Program
Straight Talk On Leak Detection with Joe Thursday, Leak Detective
Superfund Innovative Technology Evaluation (SITE) Program
Superfund Seniors
Tank Closure Without Tears: An Inspector’s Safety Guide
Tank Talk II: The New National Rules (slide show)
The Technology Transfer Electronic Bulletin Board System
Tire Fires
Toxicity Characteristic Leaching Procedure (TCLP)
Toxicity Characteristic Leaching Procedure/Difficult to Filter
Wastes (TCLP/DTFW)
Use of GIS for Hazardous Waste Sites Characterization
What Do We Have Here? An Inspector’s Guide to Site
Assessment at Tank Closure
X-Ray Fluorescence Method for Superfund Site Screening
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Section V
Pollution Prevention
Videos
Th eos on is list are suitablefor use as
supplements to a trainmg course or workshop or as
sources of bacle ground infonnation. Some of the
videos are available by kian through EPA’s
Pollution Prevention Information Clearinghouse,
if so marked (see “Pollution Prevention
Resources”). For those not available through the
PPIC, contact the organization that produced the
video for availability infonriauon.
ppIc
VIDEO
I 1RAININ oP oVfl lm i’u
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BEYOND BUSINESS AS USUAL: MEETING THE
CHALLENGE OF HAZARDOUS WASTE
(28:30 mm.)
U.S. EPA Region VIII
999 18th Street, State 500
Denver, Colorado 80202-2405
(303) 293-1603
Aitalable thsoigh the PPIC
Cog: Free Loan
This video promotes source reduction and recycling
as the best hazardous waste management options,
and offers treatment as an alternative only after all
pollution prevention opportunities are realized.
Beyond Business as Usual supports its case with
success stones from industry, Federal agencies, and
State and local government programs. The video
stresses that successful pollution prevention requires
both industrial initiatives and governmental direction.
It includes a short discussion of the Federal legislative
foundation for this strategy and presents the opinions
of a cross-section of indMduals involved in this field.
CLEANING UP TOXICS AT HOME (25 mlri.)
CLEANING UP TOXICS IN BUSINESS (25 mm.)
Leagi eofWornenVotevs, 1991
The Video Pi ect
5332 College Avenue, State 101
Oakland, California 94618
(415) 655-9050
Cast: Inditathwls!L ow Inawne Groups: Sale $29.95 eath
Rent $20.00 eath Sevie3 Psice $49.95
Ins t itutions: Sale $59.95 eath Series P ice: $99.95
This two-part how-to series is produced by the
League of Women Voters. Cleaning Up Toxia At
Home gives simple and practical advice on how to
reduce pollution from households. The tape
emphasizes safe use, proper disposal, recycling, and
reduction of the most common household toxics:
motor oil, paints, strippers, pesticides, automotive
products, and oven and drain cleaners. Highlights
include community programs thatcollectand recycle
or dispose of oil, pesticides, and paint; a
demonstration of simple ways to prevent poisoning
and injury from the misuse of household chemicals;
and tips from professional housecleaners who use
mild soaps and baking soda instead of more toxic
and expensive cleaning products.
Cleaning Up Taxics In Business shows how small
businesses can use a variety of innovative solutions
to comply with increasingly strict environmental
regulations. Businesses, from a brass bed
manufacturer to a termite control service, are
finding ways to stop pollution before it starts —
substituting less hazardous materials or techniques.
Others, such as dry cleaners, are investing in new
equipment that recaptures and reuses virtually all
toxic chemicals in their shops. This is a stimulating
program of special interest to business owners and
their customers, as well as public policy makers,
regulatory agencies, and environmental studies
classes.
THE COMPETITiVE EDGE
(17:50 mln.)
Ontario Waste Management Corporation, 1989
2Blooi Street West, 11th Floor
Toronto, Ontario, Canada M4W3E2
(416) 923.2918
Cost: $24.00
The Competitive Edge is designed to acquaint
employees with the industrial auditing process. The
video explains the six steps of an audit in clear and
simple terms. The video can be shown for general
information or as a training tool to be used with
OWMC’slndustnol WasteAudit andReduct ion Manual
(see “Pollution Prevention Instructor Manuals”).
HAZARDOUS WASTE REDUCTION OPTIONS
FOR OREGON BUSINESS
(8:40 mln)
Oregon Dqaimient of Environmental Quality, 1988
Ha ardow Waste Reduction Program
811 SW. Sixth, Portland, Oregon 9720 .1390
(503) 229.5913
AwlZable thvol4gh the PPIC
Cost: Free Loan
This video describes how businesses can reduce or
eliminate dispoal costs and liability through pollution
prevention. Case studies of two large companies (an
electronics manufacturer and a silicon wafer
manufacturer) and two small Companies (a metal
plater and an automotive repair shop) illustrate
various pollution prevention strategies, including
I wwnou u v imow TRAINING O.POlflIt b i t I
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process redesign, better management practices,
chemical substitution, and on-site recycling.
Although this video was intended for Oregon
businesses, the concepts are applicable to industry
in any location.
IN PARTNERSHIP WITH EARTH: THE FUTURE
OF THE ENVIRONMENT
(1 hour)
U.S. EPA, Office of Pobk,n PTevencion, 1990
401 MSt., S.W. (PM .219)
Wasbi,gzort, D.C. 20460
(202) 245.3557
Avoilable through the PPIC
Cost: FTeeL i
In Partnership with Earth is a collaborative effort by
industry, environmental groups, and the EPA. It
describes the emerging effort to change our emphasis
from pollution control to pollution prevention. The
video shows how companies like 3M, General Motors,
General Electric, and McDonald’s, as well as private
citizens, are making it happen. Also included on the
tape isa series of public service announcements with
John Denver on pollution prevention: segments
include agriculture, EPA Administrator Bill Reilly,
and community recycling.
LESS IS MORE: POLLW1ON PREVENTiON IS
GOOD BUSINESS
(23:13 mm.)
U.S. EPA, Offl of SoLd Waste
401 MStveet, SW.
WoJI k, gsor DC 20460
(202) 3824RJ)7
Avilthle thvosigh the PPIC
Can: F gg Loan
Less Is More highlights industry success stories
Proving that pollution prevention is the best
alternative to costly end-of-the-pipe waste
management strategies, such as treatment and
disposal. The success Stories draw from the
experiences of both large and small industries, which
Include electroplating, ink manufacturing, metal
Parts manufacturing, pesticide formulating, and
Polyethylene producing concerns. The video
descbesth needs essential to successful pollution
prevention programs: top-down corporate
commitment to lead the way, employee involvement,
and procedures to track costs and potential liabilities.
Less Is More demonstrates that with regard to
pollution prevention, company innovation — not
regulation — is the key to cost savings, better worker
health, and a cleaner environment. Preventing
industrial waste generation is a ‘Win-Win” situation
in which government and industry can work as
partners for a safer, cleaner world.
MANAGEMENT TRAINING IN POLLUTiON
PREVENTION AND CONTROL IN THE METAL
FINISHING INDUSTRY
Eniãoninent Canada, 1991
Canadian Water and Woseeu ter Assodazzon
24 ClaTence Sneex, 3Td FloaT
Ouau z, Ont io, Cax daK1N5P3
(613) 238-5692
Cost: $225
This new course for the metal finishing industry has
been designed to assist managers, supervisors, and
foremen aswe llasowner/operatorsofsmallerfaci lities
gain a better understanding of pollution prevention
and control at their plants. The materials in this
course — four videotapes, a two volume student
workbook, and Administration Guide — can be
presented in approximately 18 hours with a group of
15 to 20 students. The objectives of the program are
to highlight the increasingly critical environmental
and regulatory requirements for pollution control;
to emphasize and explain the importance of training
staff in pollution control and prevention techniques;
to discuss the economics and cost benefits of pollution
control and treatment techniques; to discuss a means
for assessing and planning for pollution prevention;
and to discuss waste control methods and approaches
to wastewater treatment in metal finishing plants.
The course is organized into eight sections:
Part 1: Requirements for Pollution Prevention is
designed to motivate the student and identify the
problems, economic and regulatory requirements,
and management responsibilities. (home study)
Part 2: Regulations and Guideline Requirementscovers
Canadian federal, provincial, and municipal
regulations, guidelines, and bylaws that concern the
metal finishing industry. (home study)
I u m 1 1IA IIIIG a oRflNImU P1 19 I
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Part 3: Waste Generation, Pollution Prevention and
Your Pocketbook examines the economic arguments
for pollution prevention and control. (home study)
Part 4: Pollution Sources describes the industrial
processes that are used in the metal finishing industiy
as well as the types of pollutants generated by each
process. (video and workbook)
Part 5: Planning for Pollution Control demonstrates
the procedures for a plant assessment, induding
mass balance, sampling, analysis, and flow
measurement. (video and workbook)
Part 6: In Plant Control for Pollution Prevention covers
waste reduction, water conservation or recyding,
and Inpiant modifications. lnduded are sections on
good housekeeping, segregation, substitution,
dumps and leaks, water use, factors affecting drag-
out and drainage, rinsing efficiency, reclamation,
regeneration, recovery and reuse. (video and
workbook)
Part 7: Methods of Wastewoter Treatment describes
conventional wastewater treatment systems. (video
and workbook)
Part 8: Evaluating Costs of Wostev’oter Treatment
provides costs for typical treatment processes and
goes through a detailed cost analysis for a typical
plant. (home study)
MISSION IMPOSSIBLE: INTRODUC11ON TO
THE POLLU11ON PREVEN11ON INFORMATiON
CLEARINGHOUSE
(48mm.)
Pollutkn P ev nt on information Clearinghouse (PPIC)
8400 Wesq ark Dthie
McLea , Vwgmia 22102
(703) 821-4&O
Aiadttble through the PPIC
Cog: Free Loan
Mission Impossible describes in detail the purpose,
structure, and activities of the PPIC, a U.S. EPA
clearinghouse dedicated to promoting source
reduction and recycling through information
exchange and technology transfer. The video
includes an overview of the Clearinghouse
components and a training session on how to access
and use the Electronic Information Exchange System
(for more information about the PPIC, see ‘P’llution
Prevention Resources”).
MONEY DOWN THE DRAIN
(18:10 mm.)
Ontatio Waste Management Corporaóon, 1989
2 Bboor Street West, Ildi Floor
Toronto, Ont o, Canada M4W3E2
(416) 923-2918
Cost: $24.00
Businesses looking for alternatives to costly offsite
treatment and disposal can benefit from the
experience of other businesses. In Money Down The
Drain, five Ontario manufacturers tell how they
applied reduction, reuse, recycling, and recovery to
their liquid industrial and hazardous wastes, leading
to impressive cost savings. This video is suitable for
in-plant use and for more general audiences with an
interest in industrial waste reduction.
NEGA WAiTS - A GOLDMINE OF
OPPORTUNITY (20 mm.)
TRANSPORTATiON 2000 - MOVING
BEYOND AUTO AMERICA (30 mm.)
PERMANENT PROFITS: TOWARD A MORE
SUSTAINABLE AGRICULTURE (30 mm.)
U.S. EPAR nVlliandRocljMowuazn lnentwe, 1991
Rodcy Mowuain Institute
1739 Snowmass Creek Road
Snowniass, Colorado 81654-9199
(303) 927-3851
Cost: Negawaus $20.00
Contact RMI for oast and airadabthty information for
the plww4 i deos
These threevideos are usable as general introductions
to thetr respective environmental sectors. Negowatts
is currently available; Transportation 2000 will be
completed in May 1991 and Permanent Profits will
be available in September 1991.
Negowatts describes how corporations can join ir
the energy-efficiency revolution that is yieldinç
economic and environmental benefits throughou
the world. Aggressive energy efficiency program
are enabling many leading corporations to improv
I_POLWflON MEVUmON hAUlING oppoinidmUl P1 1q91
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bottom line PerfOn al. -- while r eeting customer
demands for greater corporate responsibility. Energy
efficient devices can generate electric savings
(negawatts) to displace the output of up to 500
typical power plants. As an added benefit, these
technologies prrevent pollution before it even
happens, bywringing moreworkoutof each unitof
energy. Energy efficiency also creates jobs and
reduces dependence on foreign oil.
POLLUTiON PREVENTiON: THE BOTIOM LINE
(24 mln.)
POLLUTION PREVENTiON: REDUCING
WASTE IN THE WORKPLACE (24 mm.)
Coastal Video Conunwiications CovpoTation
3083 Bvicldiouse Coiat
Vir sia Beach, Vk inia 23452
(800) 767-7703
Cog: The Bouom 1 ne
$295 joy bwinesslindMstrj
$195 jo sdiooL wamidp”li’i”, wi4 most non -profits
Rethsdng Waste m the Wovlcplace
$495
This series, produced in association with the
Environmental Protection Agency, leads managers,
supervisors, and workers through the complexity of
terms and practices associated with pollution
prevention. TheBottomLineincludes interviews with
officials of major international corporations, such as
Dow, DuPont. and Chevron, regarding methods of
waste prevention. Many corporate examples help
demonstrate waste prevention principles at work in
the marketplace. The program deals with
environmental legislation, cost motivation, and the
identification and implementation of pollution
prevention techniques. The program is partially
fundedbyCitsbankand has recerved the endorsement
of the United Nations Environment Program.
Reducing Waste in the Workplace deals with material
handling and inventorycontrol, equipment operation
and scheduling, cleaning and maintenance, and
waste collection and management.
RINSING PROCESS MODIFICATION FOR
METAL FINISHERS
(30 mm.)
U.S. EPA Region IX, Terrence Foecke ond Peeir a,nsukwizs
Release date to he mowiced
M B d M
LAbrarj
U.S. EPA Region IX
75 Hawthorne St., 13thFloov
Son PTonCUCO,CA 94105
(415) 744-1519
Awilable thioQi the PPIC 4’ser release date
Cog: Free
The basis of this video is footage from a November
1989 workshop sponsored by Santa Clara County
on waste reduction practices for metal finishers and
electroplaters. Its focus is on small quantity
generators, and it includes case studies of metal
finishers’ success stories.
3M’S POLLUTION PREVENTION PAYS
PROGRAM
(9:00 mm.)
CHALLENGE TO INNOVATION
(8:30 mln.)
3MCo poration, 1984, 1987
Enviroranenwl Engineeveng id Pollution Control
Building 21.2 W..07 • Box 33331
St. Paul, MMnesoea 55133
(612) 778-4791
At ilable through the PPIC
Cog: Free Loon
The first video highlights the achievements and
strategy of 3M’s highly successful, corporate-wide
pollution prevention program, which is based on
source reduction and the reclamation and reuse of
process waste. Challenge to Innovation is intended to
encourage formulating chemists and other key
players in 3M laboratories to eliminate or reduce
waste in products.
OUAJDON PREVENTION IRAINING OP ORRRIIND R I 1991
-------
SMART MOVES
2126 Mn.)
C nC
Auen6 C Meyen
Coipovate Commw ions Diu on, Public Affaivs
225 Bush Soeet
Sw Fiencüco, California 94104
(415) 894-3498
Cost: Fiee Loen
This video describes Chevron’s successful waste
reduction program, which is entitled ‘Save Money
and Reduce Toxics.’
WASTE NOT
(35 mm.)
UmbveiaFiln-&s , 1989
60 Bloke Road, Bwolcline, Massadtusetxs 02146
(617) 277-6639
Cost: $395.00
In a series of company profiles, Waste Not examines
activities and programs within industry that have
been designed to reduce or eliminate the generation
of hazardous waste at the source. Company
spokespersons describe how reducing waste has
helped them lower costs and liabilities. Profiles indude
small, medium, and large manufacturers of
electroplated, rubber, and photographic products.
Although basically nontechnical, the tape includes
an overview of waste reduction methods and
emphasizes the need to relate waste reduction to
manufacturing in terms of processes, costs, and
design.
WASTE NOT...WANT NOT
(15mm.)
U.S. EPA R*n IV
345 Cowdwid St,eet, N.E.
As&mta, Geov ia 30365
(404) 347-7109
Aiviild,k th,os gh the PPIC
Cog: Free Loen
Overconsumption, consumer preference for
disposable products, and an ‘out of sight, out of
mind’ mentality among the public have led to the
Nation’s current municipal solid waste crisis. The
U.S. generates 160 million tons of this waste each
year, which, when compounded byshrinking landfill
space and the ‘not in my backyard” syndrome,
leaves few waste management options. Waste
Not... Want Not offers EPA’s solution: a waste
management hierarchy led by source reduction and
recycling. The video stresses that government,
industry, and the public must work cooperatively if
the national waste reduction goal of 25 percent by
1992 is to be met. Industry leadership in preventing
pollution is illustrated in highlights of 3M’s Pollution
Prevention Pays Program.
WASTE REDUCTION ASSESSMENT
OPPORTUNITIES
(32 mln.)
Tennessee Valley AuthoTüy, Univeni y of Tenrsessee.CIS,
Universey of North Coroliia AsheviLle-EQ 1, 1989
Auenaon. Cen’oll Duggen
Waste TerMlogi Pwg wn • 2F 71B Old City Hall Building
Knoxville, Tenne.ssee 37902
(615) 632-3160
Cost:$15.C0
This video summarizes the multi-media waste
reduction assessment procedure and Its application
at several Tennessee businesses. The film uses
footage shot during the Waste Reduction Assessment
and Technology Transfer (WRAT ) course provided
by the Tennessee Valley Authority and the University
of Tennessee Center for Industrial Services for retired
engineers and scientists during March 1989.
WASTE REDUCTION ASSESSMENT AND
TECHNOLOGY TRANSFER TELECONFERENCE
(15 hours)
Sylvia Gordon
T RATT Case SwM
University of Tennessee
Center for Tdeoasmmmioations end Vidw
Ssdte 61, 1345 Cirde Park Drive
Knoxville, Tennessei 37996-0312
(615) 974-1313
Cost: Contact the CIS for se iifoTmaDon
This teleconference’s training materials were preparea
to provide industry and state waste reduction
program and regulatory personnel with practical
information on how to approach and implement a
I
I wmow svvmiow ia uivi a,,oinjtmu II 1q91
-------
multimedia waste reduction program. The
teleconference addresses the need to train both
industrial and regulatory personnel. A portion of the
teleconference addresses the national strategy for
pollution prevention, strengthening State waste
reduction programs and opportunities for local
governments to promote pollution prevention.
Another portion of the teleconference outlines the
incentivesforindustryto implementwaste reduction
plans with successful company case studies. These
eight case studies detail how the companies
determined waste reduction options and
implemented the methods and techniques identified.
Finally, the teleconference covers waste reduction
assessment procedures that motivate people to
search, screen, and put into practice measures that
result in decreased waste generation. Different
sessions of the teleconference can be used as “stand
alone’ training courses. The teleconference’s training
materials are on the “cutting edge” of identified
waste reduction needs for industry and State
programs.
The following videos were developed from the
teleconference as individual subjects. To order the
entire teleconference orindMdual videotapes, please
contact the UT. Center for Telecommunications and
Video.
30708 Arcata GraphIcs (14:16):
LW 5 t PWnzfri,g Operation: Better Operating and P*r
S regation Procedures/Employee TraWüngIInIc Recycling with
Pvesaitedby Mr. Joe Bubo, Directar of Saf cry and
Envworgi , Arcata GmphicslBaird Ward, 1
30708 Clrcuft Sciences (7:12)
PvintejC c Beard Mtmofactwing: Mr. Doug CwnpbcL
President, CircuIt Sdencgs. Rinse & er reuse is demonstrated
á gs of 25% from vqsipingrmse ranks. Souiigsof
15% m r i g go is a result of better analytical
Proredsa jforp1a beths.
30708 MaterIals Chan9e (8:20)
Discussion by Cwn Metca , CIS Waste R,Au,iinn Engmeer, on
ttsves velewnt to ma cn chw ges or substitutions. Good
exanp es of sisccessf 4 substu*aions are fowid in TRW arid
CLEO Wrc. Case StwLes .
30708 CLEO Wrap (25:07)
Prmtsn,g Operation Material Change: Sokieru.Based Inks so
Woigy. 3 g Inks: MT. Walter La ovd, FT,rUIIte Vice
‘ 31dOU aid General Manager, CLeo Wmp , Memphis, TN.
30710 Metal Working FluIds (25:08)
Waste Redt ’rrion Management for Metal Working Fluids Case
Study: MT. Ten La ! ever. Manufacturing Supervisor, the
Dunron Company, Inc , Cookeville, TN. ALso ir’cluded ore
tv videoc*s on proper ThLXDig arid omned cleaning prograrsu
for coolants.
30709 WW(18:10)
Tennessee Governor’s Av.cd Wirawr for Waste R h Mn
(:988), presented by Mr. Frank Hortman, Environmental
Coordinator, TRW Ross Gear Division, GTeelwiile, TN.
Case study of replacing a TCE degreaser with an sdtra-sovvc,
ailcalane degreawig wiit.
30707 EPA/ORD (23:18)
Mr. Hw y Freemen, EPA, ORD, Cincimati, OH.
A description of EPA s Poliution Preieswon Brwidt reseath
acDvWcs.
30709 Fun Factory (29:04)
Fun Factory Training Demonstration: Hands-on Training
Procedure using CISflVA-Trwning Retirees. This mpe is
designed to inwlue mwlagernevu and employees in
conunwucasng better about iesste TPAtIPMfl using a mock
iidustrrd process.
30710 Waste Reduction Assessment
Procedures (32:24)
Panel Discussion CIS Stoff and CISflVA.Tvained Retirees.
Discussion of Waite Redur ion Assessment field experience
pertaining to coUection of data and setting up a .easte reduction
progran.
TVA/CIS #1 Waste Reduction Plan—A
Program In Place (30:00)
Generators of hazardous unsre can benefit in acussties designed
to reduce hazardous soosee by iinplemcráig a systematic plan to
aceemplish uaste reduction goals. This vidoa mpe presents
incentives for redudng tes and elements of a uessre reduction
piogran . The new Terviessee Waste Act is a iut eed .
TVA/CIS #2 Waste Reduction Plan —
Assessment and Employee Involvement
(30:30)
Empioyeai of hazardous waste generators often have unique
insights into solving waste reduction problems. To successfully
reduce wastes , inhouse assessment teems should be formed with
all levels of employees as members. This pwgvain describes a
logical sequence of ewasts to campiete a waste reduction
assessment.
I LWT1OW PISVEHT1ON TRAINING o coiiuumes IN 1991 -1
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WHY WASTE? WASTE MINIMIZATiON FOR
TODAY’S BUSINESSES (28 mm)
Ca14 omia Dept vn nz of Health Sennces, 1990
Attovion Debra T sbit
Toxic Substimces Cono’ol PTograin
Ahevnaóue TecMolorj Düision
Ted’ no1og, CiraTinghouse Link
P.O. Box 942732
Sacramento, California 94234-7320
(916) 322-7636
Cost: $15 Purdio,se (only awilaMe from DHS)
Fvee Lows (only omikible from the PPIC)
Why Waste? Waste Minimization for Today’s Businesses
defines waste minimization and illustrates waste
reduction successes in several different types of
businesses. Source reduction and recycling case
studies illustrate the environmental and economic
benefits of implementing waste minimization
programs. This video will be useful for training
sessions and seminars focusing on innovative ways
for reducing hazardous waste.
THE 1988 WRAP AWARDS
(8:36)
Dow Chemical, July 1989
Awi: Dim Fe&ieir, Enuh’onmenwl Commwücasions
2020 Willwd H. Dow Center
Midlwsd, Miciügon 48674
(517) 636-5765
AWiLObIe thsough the PPIC
Cost: Fire Loim
This video presents a brief overview of Dow
Chemical’s 1988 Waste Reduction Always Pays
(WRAP) awards, which are presented to Dow divisions
that demonstrate innovative pollution prevention
programs. The video identifies employee initiative,
team effort, and a waste reduction mentality as
essential ingredients in preventing the generation of
industrial wastes. The winners indude divisions
producing chloralkalai, styron, herbicide, chlorine,
agricultural chemicals, and hydrochloric acid.
wmow P VEIIT1ON iUAJW G oPpoRnalmD j I
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
PRO ’
AVG 30 1991
OFFICE OF
GENERAL COUNSEL
EPA Ethics Advisory 91—10
SUBJECT: New Rule on Acceptance of Travel Expenses
FROM: Gerald H. Yamad
Principal De erieral Co sel
Designated ency Ethics ficial
TO: Deputy Ethics Officials
As discussed in EPA Ethics Advisory 89-21 of February 8,
1990, the Ethics Reform Act of 1990 authorized agencies to accept
official travel expenses from any non—Federal sourc 1 under
regulations to be issued by the General Services Administration
(GSA) in consultation with the Office of Government Ethics (OGE).
An interim regulation to carry out this authority was published
March 8, 1991, at 56 Fed. Reg. 9878, and a copy is attached.
Also attached is a copy of a March 11, 1991, OGE memorandum
explaining the regulation. Since this Ethics Advisory is
intended merely to summarize the regulation and to establish
procedures for accepting travel expenses in EPA, you should read
the OGE memorandum and the regulation carefully.
The Administrator has delegated to the Designated Agency
Ethics Official (DAEO) the authority to approve acceptance of
travel expenses under the GSA regulation and to redelegate this
authority to the Alternate Agency Ethics Official (AAEO), to
certain other attorneys in the Office of General Counsel, and to
Deputy Ethics Officials (DEOs). As discussed below, this
authority is being redelegated at this time only to the AAEO; the
DEO for the Office of General Counsel; the Associate General
Counsel for Grants, Contracts and General Law; and the Assistant
General Counsel for General and Information Law. The following
individuals currently serve in these positions:
AAEO—-Donnell Nantkes; Attorney; Grants, Contracts and General
Law Division; (LE—l32G), FTS 260—4550
1 The regulation does not deal with accepting travel
expenses from other Federal agencies--which is generally
permissible.
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2
DEO for the Office of General Counsel-—Karen Kucik; Attorney;
Grants, Contracts and General Law Division; (LE-132G),
FTS 260—5460
Associate General Counsel for Grants, Contracts and General
Law-—Richard D. Feldman (Acting), (LE-132G), FTS 260-5320
Assistant General Counsel for General and Information Law——
Charles E. Breece (Acting), (LE—13G), FTS 260—5460
If this procedure proves to be impractical, the authority
may be further redelegated.
BRIEF SUMMARY OF RULE
When Travel May Be Accet ted
The GSA regulation authorizes the aaencv to accept official
travel and related expenses for employees to attend meetings,
conferences, seminars, speaking engagements, training
courses and similar events. This authority does not apply to
•travel for the purpose of carrying out “statutory and regulatory
functions, such as investigations, inspections, audits, or site
visits.” The authority to accept travel for “training courses”
does not include promotional vendor training or other meetings
held for the primary purpose of marketing products.
As is our current practice under 5 U.S.C. §4111 (acceptance
of travel from organizations listed under section 501(c) (3) of
the Internal Revenue Code), we will not accept travel expenses
which are wholly or partially paid out of EPA contracts or
assistance agreements. This would constitute an improper
transfer of appropriations to the EPA travel account.
Employees may not solicit payment from a non-Federal source.
However, once an invitation to attend a meeting or similar
function has been received, the agency or the employee may inform
the non-Federal source of the authority to accept travel
expenses.
In addition to accepting travel expenses for an employee,
agencies may also accept travel for a spouse to accompany the
employee to the same event where the spouse’s presence “will
support the mission of the * * * agency or substantially assist
the employee in carrying out his/her duties through attendance at
or participation in the meeting or similar function.” In such
case, the spouse must be issued a Travel Authorization along with
the employee, and must submit a travel voucher at the conclusion
of the travel.
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3
Additional determinations must be made when the party
offering to pay for travel is a “conflicting source”; that
is, a person or entity which “has interests that may be
substantially affected by the performance or nonperformance of
the employee’s duties.” In such case, travel expenses may not
be accepted unless the agency determines that “the agency’s
interest in the employee’s * * * attendance at or participation
in the event outweighs concern that acceptance of the payment
may or may reasonably appear to influence improperly the
employee in the performance of his/her official duties.” This
determination is to be based on
all relevant factors, including the importance of the
travel for the agency, the nature and sensitivity of
any pending matter affecting the interests of the
conflicting non—Federal source, the significance of
the employee’s role in any such matter, the purpose of
the meeting or similar function, the identity of other
expected participants, and the value and character of
the travel benefits offered by the conflicting non—
Federal source.
AcceDtance of travel expenses must be a roved BEFORE the
travel begins.
What Rinds of Travel Expenses !4av Be Accepted
Authority to accept travel expenses is limited to the kinds
of expenses payable under the Federal Travel Regulations (FTR).
However, we are not necessarily limited to the amounts payable
under the FTR. For example, the Agency may accept payment for a
hotel room which costs more than the maximum per diem limit or
the employee may be authorized to accept such a room in kind.
First class or other premium class air accommodations may also be
accepted even if the employee would not be entitled to such
accommodations under the FTh. However, such accommodations may
not be accepted unless they are “comparable in value to (those]
offered to, or purchased by, other similarly situated individuals
attending the meeting or similar function.”
Only the Aaencv can accent cash . However, employees may
be authorized to accept travel expenses in kind--tic cets ,
transportation, hotel rooms, meals, etc. In fact, if payment is
to be provided by a party which has no interest in the event,
employee acceptance of travel “in kind” is the only permissible
way to accept travel expenses. Only “the types of services that
a non-federal source generally provides” may be accepted from
parties which have no interest in the event. For example,
airlines may provide transportation, hotels may provide rooms,
and restaurants may provide meals.
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4
Conference or training fees (or waiver of such fees) may
also be accepted even if they entitle the traveler or the
traveler’s spouse to amenities or benefits offered as part of
the event by the sponsor which might not ordinarily be
reimbursable, such as alcoholic beverages and training
materials. Non-reimbursable benefits other than conference or
training fees must be provided in kind and be incident to or for
use at the event. For exait ple, the traveler may attend a dinner
dance which is available to all who attend the conference. If an
event is hosted by someone other than the sponsor, the employee
may not attend unless the entertainment (1) would otherwise be
acceptable under the “gifts, gratuities and entertainment” rules
( 40 C.F.R. §3.400) or (2) is provided incident to the payment
of training fees.
Effect on Other Authorities to Accent Travel Expenses
The GSA regulation supersedes all, other provisions which
authorize the Aaencv to accept travel expenses. However,
statutes which authorize em lovees to accept travel expenses or
which authorize the a encv to accept travel expenses for other
than conferences and meetings remain in effect.
Accordingly, the authority at 5 U.S.C. §4111 to accept
travel expenses from organizations listed under Section
501 (c) (3) of the Internal Revenue Code (with the approval of the
DAEO or the AAEO) still exists. However, since it is aenerallv
preferable for the Aaencv rather than enmiovees to accent money.
and since 5 U.S.C. 4111. like the new GSA reaulation. aoplies
only to travel for meetings. etc.. 5 U.S.C. 41l1 will no lonoer
be used unless acceptance under the GSA reaulation is for some
reason impractical .
Employees may also continue to accept travel expenses under
Intergovernmental. Personnel Act (IPA) agreements. However, since
it is preferable for the Agency to accept travel expenses rather
than the employee, the GSA regulation will be used instead of the
IPA whenever a state or local government requests an employee to
travel to attend a conference or meeting. The IPA should be used
only where a state or local government wishes to provide travel
expenses for some other purpose.
Employees may continue to accept travel expenses and travel
in kind from foreign governments and public international
organizations for travel “entirely outside the United States”
pursuant to 5 U.S.C. §7342. Since such travel must be
“consistent with the interests of the United States,” this
requires approval by the Office of International Activities as
part of the International Travel Plan process. Of course, for
travel to meetings, EPA may also accept travel expenses under the
GSA regulation in such cases. The program office and the Office
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5
of International Activities should consider which procedure is
more appropriate.
Other provisions which remain in effect are (1) the
authority under 5 U.S.C. § 3343 for employees to accept travel
expenses in connection with details to foreign governments and
public international organizations and (2) the authority under
5 U.S.C. §5751 for employees and agencies to accept travel
expenses when summoned or assigned to provide official testimony
on behalf of parties other than the United States. These
authorities remain in effect because such travel is not for the
purpose of participating in a conference or meeting.
Method of Payment
Checks or other instruments must be made avable to EPA
-—not to the traveler. However, the traveler may accept the
check on behalf of EPA and provide it to the appropriate EPA
Servicing Finance Office for deposit to the EPA account from
which the travel expenses were or will be paid.
Where payment is provided to EPA (rather than to the
employee “in kind”), the agency may reimburse the employee for
“only the tvoes of expenses” defined in the FTR, such as
transportation and lodging. In such case, the traveler is not
entitled to reimbursement for otherwise unallowable expenses,
such as for alcoholic beverages.
However, if the source provides sufficient funds, the
traveler is entitled to full payment for the tvDes of expenses
otherwise allowable. For example, if the source provides
sufficient funds for first class air accommodations or lodging
which costs more than the maximum rate allowable under the FTR,
EPA may reimburse the employee for the full cost of the trip.
But if the source provides only part of the cost, EPA’S payment
cannot exceed the usual maximum rate. For example, if EPA
receives a check for one-half of the first class air fare, the
traveler can be reimbursed only for the cost of coach
accommodations.
Employees (and, where relevant, employees’ spouses) must
file travel vouchers even for “in kind” travel reimbursements.
Sanctions
In addition to any appropriate administrative sanctions, an
employee who accepts payment in violation of the GSA regulation
may be required to pay to the U.S. Treasury an amount equal to
the amount accepted. In such case, the employee is not entitled
to any payment or reimbursement from the Government for the
travel expenses.
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6
Reports
By May 31 and November 30 of each year, EPA must report each
acceptance of more than $250 per trip (traveler and spouse
combined) to OGE.
Since it is EPA that receives the travel reimbursement and
not the employee (even where travel expenses are accepted “in
kind”), receipt of travel expenses need not be reported on the SF
278, Executive Personnel Financial Disclosure Report, or on any
confidential financial report (which may require reporting of
gifts at some future time).
REDELEGATION OF AUTHORITY
Authority to approve acceptance of travel expenses under the
GSA regulation is redelegated to the AAEO; the DEO for the Office
of General Counsel; the Associate General Counsel for the Grants,
Contracts, and General Law Division; and the Assistant General
Counsel for General and Information Law.
Each acceptance of travel expenses must be recorded in the
attached format (unless OGE provides another format). A copy of
each acceptance over $250 will be provided to OGE by May 31 and
November 30 of each year.
This Ethics Advisory and the attachments should be widely
distributed among employees in your organizations. Please call
me at FTS 260-8064 or Don Nantkes at FTS 260-4550 if you have any
questions.
Attachments
cc: Office of Government Ethics
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(Please type or print)
ADDroval to Accept Travel Exi,enses
Under Ethics Reform Act of 1989
1. Name and position of traveler (and name of spouse where
applicable).
2. Is this meeting being paid for, in whole or in part, under an
EPA contract or assistance agreement? Yes — No ___
If “yes,” EPA contract or assistance funds cannot be used
to pay employees’ travel expenses. If EPA funds are not to be
used for this travel, please attach an explanation of why this
is so.
3. Will, travel expenses be provided for the employee’s spouse?
Yes ___ No ___
If “yes,” please attach a statement explaining how the
spouse’s presence will support the mission of EPA or
substantially assist the employee in carrying out his/her
duties.
4. Name of person or entity making payment.
5. Is the person or entity a “conflicting source”? Yes_ No —
If “yes,” please attach a detailed justification of why the
employee’s or accompanying spouse’s participation in the event
outweighs concern that acceptance may reasonably appear to
influence employee improperly. g 41 C.F.R. §304-1.5. A
“conflicting source” is any person or entity whose interests are
likely to be affected by the traveler’s official duties.
6. Nature of meeting or similar function. ________________
7. Time & place of travel ________________________________
8. Amount (total for both spouses if applicable——cost for
private or chartered aircraft calculated on basis of premium
class commercial fare) and method of payment. (Employees may
accept travel “in kind”; i.e., tickets, local transportation,
lodging and meals. Any cash payment must be made to EPA, not to
the employee, and be credited to the appropriation account used
for the travel.)
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2
9. Does this amount exceed the amount otherwise payable under
the Travel Regulations? Yes — No —
If “yes,” pease attach an explanation of why such “premium”
acconunodations are being provided.
10. Nature of expenses ‘(e.g., airfare, subsistence, local
transportation, conference and training fees, other)
(Signature of traveler)
Date: ______________
(Typed or printed name and title of
traveler)
Approved:
Designated or Alternate Agency Ethics
Official; Deputy Ethics Official for the
Office of General Counsel; Associate
General Counsel for Grants, Contracts
and General Law; or Assistant General
Counsel for General and Information Law
Date:
-------
Llnitcd Sutes
g Office of Government Ethics
Suuie 500. 1201 New York Avenue, N W.
W2shington, D.C. 20005-3919
March 11, 1991
MEMORANDUM
TO: Designate 1 Agency Ethics 0f ficia1s, General Counsels and
Inspectors General
FROM: Stephen D. Potts
Director
SUBJ: 31 U.S.C. 1353 and GSA Interim Rule
The following is a summary of an interim rule, with request
for comments, published by the General Services Administration
(GSA) on March 8, 1991, in consultation with the Office of
Government Ethics (56 Fe . Reg. 9878). The rule implements
31 U.S.C. S 1353 and governi acceptance by Executive Branch
agencies of payments for travel, subsistence, and related expenses
from non-Federal sources in connection with the attendance of
employees at certain meetings and similar functions. The rule also
provides authority for an agency to accept payments in connection
with the attendance of an accompanying spouse iñ some circuin-
stances. Comments on the interim rule must be submitted to the
appropriate office within GSA by May 7, 1991.
w.v Aaencv Gift AcceDtanc Authority
Section 1353 provides authority for agencies to accept
payments from non-Federal sources in connection with the funding
of certain official travel. Before the enactment of section 1353,
some agencies had statutes permitting them to accept gifts from
non-Federal sources. Some of these agency gift acceptance statutes
extended to the acceptance of payments in connection with an
employee’s official attendance at meetings or similar functions.
As of the effective date of GSA’s interim rule, section 1353
supersedes all of these agency gift acceptance statutes to the
extent that payments may be accepted under authority of the new
law. See 5 304—1.8(a) of the interim rule.
As emphasized in the statute and in 5 304-1.8(a) of the
interim rule, section 1353 ii authority for an to accept
payments and does not disturb authorities which authorize an
emtlovee to accept payments from non-Federal sources. Thus, for
example, the Foreign Gifts and Decorations Act (5 U.S.C. S 7342)
will continue to provide authority for an employee to accept
travel-related benefits when the donor of the gift is a foreign
-------
government. See, e.g., the Department of State’s implementing
rec u1ation at 22 C.F.R. Part 3. Similarly, 5 U.S.C. S 4111 will
continue to authorize the acceptance by employees of payments for
travel, subsistence, and other expenses incident to training or
attendance at certain meetings. See the Office of Personnel
Management and General Services Administration implementing
regulations published at 5 C.F.R. Part 410 and 4]. C.F.R. Part 304—
2, respectively.
conditions for AcceDtance of Payments for !mDloyee Travel
Section 1353 1s authority for an agency to accept payments
only with respect to the travel of an “employee” as that term is
defined in S 304-1.2(b)(3). By indicating that the term includes
those employees “appointed” under authority of S U.S.C. S 3109, the
definition excludes independent contractors who may be hired
pursuant to the same statutory authority.
The agency must make certain findings in advance of an
employee’s travel to ensure that acceptance is authorized under the
statute. Section 304-1.3 of the interim rule requires that
agencies “ensure that officials delegated authority to determine
the propriety of accepting payments under this part are at as high
an administrative leve], as practical to ensure adequate
consideration and review of the circumstances surrounding the offer
and acceptance of the payment.” Since an official -travel
authorization must be issued as noted in S 304—1.4 of the interim
rule, the authorized agency official may choose to document his
determinations by annotating the authorization.
As outlined in S 304-1.4(a) of the interim rule, the
authorized agency official must make the ‘following three
determinations before an agency can accept payments for an
employee’s travel under authority of section 1353:
1. PaYment is for attendance at a meetina or similar
function . The authorized agency official must determine that the
employee will attend a “meeting or similar function.” The term
meeting or similar function is defined in S 304—1.2(b) (4) to mean
“a conference, seminar, speaking engagement, training course, or
similar event that takes place away from the employee’s official
station.” Th, definition specifically excludes events required “te
carry out an agency’s statutory and regulatory functions, such as
investigations, inspections, audits, or site visits ....“ Thus,
an agency could not use section 1353 to accept payments from ar
adverse party to fund a Government attorney’s travel to the
location of a deposition incident to a bid protest. While the
definition of meeting or similar function does encompass
“training course, 1 it excludes promotional vendor training or othei
meetings held for the primary purpose of marketing the non-Federa]
source’s products. Note that the event need not be “widely•
attended.”
2
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2. Payment is for travel related to an employee’s official
The authorized agency official must determine that the
travel relates to an employee’s official duties. See S 304-
l.4(a)(1) of the interim rule. Section 304—1.8(a) (2) of the rule
emphasizes that section 1353 has no application with regard to
travel for personal or partisan purposes since such travel is not
undertaken in an official. capacity. The authorized official’s
determination requires an examination of both the nature of the
meeting or similar function and the official duties of the
employee. The intej im rule includes language intended to indicate
that, in some circumstances, a meeting or similar function can
“relate” to an employee’s duties even if the subject matter of the
event bears no direct relation with the employee’s official duties.
For example, a security agent’s attendance at a conference on
hazardous waste may relate to his official duties because he must
be present at the meeting “to permit participation in the meeting
by another employee.” Acceptance of payments for the travel of art
executive assistant or aide could also fall within this category.
3. Payment is from a non-Federal source that is not
disqualified on conflict of interest grounds . The authorized
agency official must determine that the payment is from a non—
Federal source that is not disqualified on conflict of interest
grounds. As indicated in S 304—1.2(b) (5) of the intertia rule, a
non-Federal source can be “any person or entity other than the
Government of the United States.’ The definition includes any
individual, private or commercial entity, or nonprofit organization
or association, and extends to any state, local, or foreign
government. Normally, it is expected that it will be the non-
Federal sponsor of the meeting or similar function that will be the
source of the payments, or at least a non-Federal source with art
interest in the subject matter of the event. However, S 304-
1.4(c) indicates that payments may be accepted from a non-Federal
source that does not have an interest in the subject matter of the
meeting or similar function so long as th. payment is provided in
kind and consists of “the types of services the non-Federal source
generally provides; e.g., air passenger transportation services
provided by a commercial airline.” This provision could, for
example, permit an agency to accept a hotel’s offer of a free final
night’s lodging in connection with a 4-day regional administrator’s
conference. Payments can be accepted from more than one non—
Federal source in connection with a singl. event.
If the prospective non—Federal source of payments “has
interests that may be substantially affected by the performance or
nonperformance of the employee’s duties,’ then it is a
“conflicting’ non-Federal source within the meaning of S 304—
1.2(b)(2) of the interim rule. In the case of a conflicting non—
Federal source, S304-1.5 of the interim rul. requires that the
authorized agency official determine that ‘the agency’s interest
in the employee’s ... attendance at or participation in the event
3
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outweighs concern that acceptance of the payment may or may
reasonably appear to influence improperly the employee in the
performance of his/her official duties.” The interim rule provides
guidance to the authorized official in making this determination.
Conditions for AcceDtanCe of Pavm•nts f or Accom anyjng BDouss
Provided that an employee is attending a meeting or similar
function in an official capacity, section 1.353 provides limited
authority for an agency to accept payment from a non-Federal source
for the travel of a accompanying spouse. As is made clear by the
use of the word “accompanying” in S 304—1.4 of the interim rule,
the authority of section 1353 cannot be utilized to accept payments
for a spouse’s travel unless the spouse is traveling to the same
event as the employee. However, an agency’s acceptance of a
payment in connection with an employee’s attendance at an event is
not a condition precedent to its acceptance of a payment in
connection with the spouse’s attendance. Thus, an agency could use
appropriated funds to pay for the employee’s travel, yet accept
payment from a non-Federal source for the accompanying spouse’s
travel to the same event.
Like the employee, the spouse must also travel pursuant to an
official travel authorization. The authorized agency official must
make three advance determinations before a payment can be accepted
for an accompanying spouse. As noted in the previous paragraph,
the authorized official must first find that the employee will be
attending the same meeting or similar function in an official
capacity. The authorized official must then find that the
“spouse’s presence viii support the mission of the employee’s
agency or substantially assist the employee in carrying out his/her
duties through attendance at or participation in the meeting or
similar function.” See S 304—l.4(a)(l) of the interim rule.
Finally, if the prospective non—Federal source is a “conflicting”
source as to the employee, S 304-1.5 of the rule requires that the
authorized official determine that the agency’s interest in
the accompanying spouse’s attendance at or participation in the
event outweighs concern that acceptance of the payment may or may
reasonably appear to influence improperly the employee in the
performance of his/her official duties.”
Method of Payment and koc.otanc•
Section 1353 is authority for an agency to accept “payments”
for “travel, subsistence, and related expenses” for the purposes
described in the statute. Section 304-1.6 of th. implementing rule
makes clear that an agency may accept payment from a non-Federal
source in the form of a check or similar instrument made payable
to the agency, or it may accept payment in kind. “Payment in kind”
is defined in S 304—l.2(b)(7) as meaning “goods or services
provided in lieu of funds paid to an agency by check or similar
instrument for travel, subsistence, and related expenses.”
4
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If an agency has authorized acceptance of payment, then the
employee or spouse is authorized to receive the payment on the
agency’s behalf. As a practical matter, payments in kind must be
received on behalf of the agency by the employee or spouse. Thus,
it is the traveler who receives the dinner, the seat on the
airplane, or the hotel room key on behalf of the agency. Checks
made payable to the agency may be received by the employee or
spouse on behalf of the agency, but must be “submitted as soon as
practicable for credit to the agency appropriation applicable to
such expenses.” N ither an employee nor spouse is authorized to
receive cash, a check, or a similar instrument made payable to the
traveler.
Expanses uthoriza6 to be cce ted By )uency
Payments can only be accepted by an agency under authority of
section 1353 if they are for “travel, subsistence, and related
expenses” as defined in S 304—1.2(b) (8) of the interim rule. Under
this definition, agencies can accept the types of expenses that are
payable under the Federal Travel Regulation, Chapter 301 of title
41, Code of Federal Regulations, or under analogous provisions of
Volume 6 of the Foreign Affairs Manual (applicable to the State
Department) or Volume 1 o the 3oint Federal Travel Regulations
(applicable to the uniformed services). Significantly, payments
accepted under authority of section 1353 are not always subject to
the maximum rates otherwise prescribed in these travel regulations.
See S 304-1.6 of the interim rule. So, for example, the agency
could accept a check from a non—Federal source that covers the cost
of a room at a hotel, even though that cost exceeds the lodgings
portion of the otherwise applicable lodgings plus per diem rate.
Similarly, the agency could accept that same night’s lodging if
provided for the employee in kind. The agency could also accept
payment for first class air transportation even where the employee
would not otherwise be authorized to fly first class. The only
limitation vitui respect to an agency’s ability to accept payments
in excess of applicable maximum rates is that the accommodation or
other benefit must be “comparable in value to that offered to, or
purchased by, other similarly situated individuals attending the
meeting or similar function.”
In addition to the types of expenses payable under applicable
travel regulations, the definition of travel, subsistence, and
related expenses in S 304—1.2(b)(8) indicates that the term also
includes “expenses such as conference or training fees as well as
other benefits which cannot be paid under the applicable travel
regulation and which are provided in kind and made available by the
sponsor to all attendees incident to and for use at the meeting or
similar function.N Conference and training fees (or the waiver of
these fees) may be accepted by an agency from an approved non-
Federal source who may or not also be the sponsor of the event.
Payment of these fees may entitle the employee or spouse to
S
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benefits or amenities offered as part of the event that may not be
reimbursed under applicable travel regulations, such as cocktails
or training materials. Non-reimbursable benefits other than
conference or training fees must be provided by the sponsor of the
event, be provided in kind, and be incident to or for use at that
event in order to qualify for acceptance by an agency. Provided
that the authorized official has determined that the sponsor is a
non-Federal source from whom payments can be accepted, this permits
the employee or spouse to enjoy or utilize benefits made available
to all attendees by the sponsor, even though the benefit may not
have been provided s.-part of the conference or training fee. This
would permit an employee or spouse to enjoy a dinner dance
available to all attendees hosted by the sponsor in connection with
the meeting or similar function, but would not permit the employee
to take home two tickets to a professional baseball game even if
two tickets were given to all other attendees. Moreover, if the
dinner dance were hosted by someone other than the sponsor, even
by a pre-approved non-Federal source, the employee and spouse could
only partake of the evening’s entertainment if consistent with the
standards of conduct or if provided incident to payment of the
conference or training fee.
Reimbursement to !mDlovee 01 SDouss
Each employee or spouse on whose behalf a payment has been
accepted under authority of section 1353 must file a travel claim
on an authorized reimbursement form. See S 304-1.7(a) of the
interim rule. Except as noted below concerning reimbursements in
excess of otherwise applicable limitations, the employee or spouse
will be reimbursed for expenditures in accordance with the Federal
Travel Regulation or analogous provisions of the Foreign Affairs
Manual and the Joint Federal Travel Regulations.
For purposes of filing a travel claim, payments in kind for
otherwise reimbursable expenses (such as transportation or lodging)
are treated as if furnished by the Government. Adjustments to or
deductions from expenses otherwise reimbursable by the Government
will ensure that the employee or spouse is not reimbursed for
benefits provided in kind.
In the case of payments provided to the agency by check or
similar instrument, section 304—1.7(b) of the interim rule
indicates that an agency may reimburse an employee or spouse •only
the of expensesu defined in applicable travel regulations,
such as transportation or lodging. This vould’aean, for example,
that a traveler would not be entitled to be reimbursed for out-
of-pocket expenses associated with the purchase of alcoholLc
beverages at a cash bar since this is not a type of expense that
is reimbursable under applicable travel regulations. Since lodging
is a type of expense reimbursable under these regulations, however,
an agency can reimburse a traveler for the amount expended for a
hotel room in connection with attendance at an event. Moreover,
6
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to the extent that an agency receives full payment from a non—
Federal source for any type of reimbursable expense, the traveler
can be reimbursed to the full extent of his or her expenditure even
if that amount exceeds applicable maximum rates. When a non—
Federal Source funds only a certain type or types of expenses
associated with attendance at an event, e.g., by sending a check
to the agency to cover lodging but not air fare 1 S 304—1.7(d) of
the interim rule explains that reimbursement for other expenses
shall not exceed maximums established in the applicable travel
regulation. In the event a non—Federal source sends a check to the
agency that covers p 1y a portion of a particular type of expense,
such as only one—half of a first class air fare, the agency can
only reimburse the traveler for that expense in the amount provided
by the non-Federal source or in an amount authorized under the
applicable travel regulation, whichever is greater. See S 304—
1.7(c) of the interim rule.
ReDorts
Section 1353 provides that each agency shall “submit to ‘the
Director of the Office of Government Ethics reports of payments of
more than $250 accepted under this section with respect to
employees of the agency.” The statute also establishes May 31 and
November 30 as the applicable due dates for these semiannual
reports. Section 304-1.9(a) of the interim rule specifies the
information that must be included in the report. Significantly,
the rule explains that the $250 reporting threshold is met when the
total of payments received from non-Federal sources exceeds that
amount with respect to attendance at a particular function. Thus,
if an agency accepts payments of $150 for the employee and $150 for
the spouse for any one event, the reporting threshold is met. As
noted in the preamble of the interim rule, the first agency report
is to be submitted not later than May 31, 1991, covering payments
accepted from the date of the interim rule’s publication through
March 31, 1991. Negative reports are not required. The interim
rule’s preamble notes that a standard reporting form may be issued
at a later date.
Finally, since it is the agency and not the employee or spouse
that actually accepts payments under authority of 31 U.S.C. S 1353,
an employee need not report his receipt of payments on any public
or confidential financial disclosure form required to be filed by
any offic. of Government Ethics regulation. Provided that the
guidelines set forth in the GSA implementing rule are followed,
such payments are gifts to the agency and not to the employee or
spouse. See S 304-1.9(b) of the interim rule.
7
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9E’d
Federal Register I Vol. 58, No. 46 1 Friday, March 8, 1991 I Rule. and Regulation.
41 CFR Part 301—land chapter 304
IPTN iliite 3’
PIN 3090-ALtO
Federal Travel Rsgulatios Acceptance
of Payment From a Non-Federal
Source for Travel Espenses
AUNCV Federal Supply Service, GSA.
£C7iON Interim rule with request for
comments.
O4JMMAPY This Interim rula further
Implements legIslatilin governing the
acceptance of travel, subsistence, and
related expenses from a non-Federal
source. It provide, central policy
direction on the subject and cancels a
previous Interim rule (54 FR 53321)
which provided temporary policy
direction pending development of this
rule.
DAT!t This Interim rule is effective
March 6, 1991, end applies for travel
performed on or after March$, 1991.
Comments are requested on new I 301-
1.2(c) and revised part 304—1 only and
must be submitted by May?, 1991.
ADo ts u Send mmenIs to the
General Services Mminlstratlon, Travel
Management Division (FBT),
Washington, DC 20405, telefax (703)
557—3094.
POP PUVfl4ER RIPOPUATION CONTACI’
Lennard Loewentrttt or Janet Hainey,
Office of General Counsel (12),
Washington, DC 20405, telephone Fl ’S
241—1158 or commercIal (202) 501—1138.
suPmauawrAev WOPMAYIOIC Section
302 of the Ethics Reform Act of 1989
(Pub. L 101-194. approved November 30,
1989) amended tItle 31, United States
Code, by adding a new sectIon 1352
“Acceptance of travel and related
expenses from non-Federal sources.”
Public Law 101-ZOO renumbered and
amended various provision. of section
1352. now designated as section 1333,
and gives the Administrator of General
Services, In consultation with the
Director of the Office of Government
Ethics, authority to issue Implementing
regulations.
On December 28, 1989, the General
Services Adminisnatlon (GSA)
published an Interim rule (54 FR 5331)
which provided temporary policy
direction on the subject pending the
development of an expanded rule. This
Interim rule with request for comments
Implements sectIon 1353 and cancels the
previous Interim rule published a154 FR
53321. As such, It amends 41 CFR 301—
1.3 to delete the Inlerim rule’s codifying
language and thereby reflect Its
cancellation. Following receipt and
reconciliation of requested comments.
GSA will make any changes deemed
appropriate and Issue a final rule
governing the acceptance of travel and
related expense. from a non-Federal
source. This rule Implements a reporting
requirement Imposed by 31 U.S.C. 1353:
a standard reporting form may be Issued
ate later date. The first agency report
required under I 304-li will be
submitted not later than May 31, 1991,
with respect to payments accepted from
the date of publication of this interim
rule through March 31. 1001.
GSA has determined that thIs rule is
not a major rule for the purposea of
Executive Order 12201 of Febnia,y 17,
1981. because it is not likely to result In
an annual effect on the economy of 8100
million or more; a major Incr,ase In
costs to consumers or others; or
significant adverse effects. GSA has
based all admInIstratIve lecisi ons
underlying this rule on adequate
Information concerning the need for and
consequences of this rule: has
determined that the potential benefits to
society from thu rule outsreigh the
potential costa and has nuudmlzed the
net benefits; and has choran the
alternative approach involving thp least
net cost to society.
List of Subject. In 41 CFR Parts 301—1,
899-1, and 304-8
Government employeee. Travel,
Travel allowances, Trivet end
transpoTtatlon expenses.
For the reasons set out in the
preamble, 41 R part 30 %—I is amended
and chapter 304 Is revised is set forth
below
PART 301-1—APPUCABILJTY AND
GENERAL RULES
1.The authority citation for part 301—1
Is revised to read as follows:
Authce4t S USC 5701-670031 U.S.C
1353. E.O. 11509, July53. 1071 (35 FR 13747).
2. SectIon 301—1.1 is revised to read..
follows:
1301—1.1 Aethorny .
This chapter I. Issued under the
authority of 5 U.S.C. 5701.5709 and 31
U.S.C. 1353.
3. Section 301—1.2 Is amended by
revising paragraph (b) and adding new
paragraph (c) to read as follows:
I 301-1.2tISSAppIIc IIty.
• • • S
(b) This chapter 301 also applies to
official travel of individuals employed
Intermittently In the Government service
as consultants or experts and paid on a
daily when-actually-employed (WAE)
bail, and of individuals serving without
pay or atSI a year. These Individuals
are not considered to have a
“permanent duty station” within the
general meaning of that term: however.
they may be allowed travel or
transportation expenses under this
chapter whIle traveling on official
business for the Government away from
their homes or regular place, of
business and while at place, of
Government employment or service.
Maximum rates prescribed herein are
applicable except es provided In
paragraph (c) of this section or ernie .. a
higher rate Ia specifically authorized in
an appropriation or other statute.
(c) To the extent the Government has
received payment and except as
provided in I 304—1.7, acceptance of
plyment for, and reimbursement by an
agency to. an employee (and/or the
accompanying spouse of such employee
when applicable) under part 304-1 are
not subject to the maximum rates
prescribed In this chapter 301 for
reimbursable travel expenses.
4. SectIon 301—1.311 amended by
revising paragraph (b) to read as
follows:
I 301-li Sansrct rides.
• • • . S
(b) Reimbursable expenses. Travel
expenses which will be reimbursed are
confined to those expenses essential to
the transaction of official business.
• S S S •
5. Chapter 304 Is revised to read as
follows:
CHAPTER $04—PAYMENT FROM A NON-
FEDERAL SOURCE FOR TRAVEl.
Part 304-1 Acceptance of payment from a
non-Federal .ouree for travel expenses.
Part 304-2 Reductions In meeting und
training allowance payments.
PART 304-1—ACCEPTANCE OF
PAYMENT FROM A NON-FEDERAL
SOURCE FOR TRAVEL EXPENSES
1I
304-1.1 Authority.
30 —1.2 GeneraL
304—1.3 PolIcy.
304-1.4 CondItions for acceptance.
304-li Payment from a conflicting non-
Federal scums.
304—i.e Payment paldelines.
304-1.7 Reimbursement claim. for official
travel expense..
304-IS Umitatlon. and penalties.
304-li Reports.
Authoilty 31 U.SC. 1353:5 U.S.C 5701-
5709: £0. 11000. July 22,1071 (30 FR 13747).
304-I.1 AuthorRy.
This part Is Issued under the authority
0131 U.S.C. 1353 and 5 U.S.C. 5701—5709.
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F.deral Register I Vol. 58. No. 4u I Friday. March 8. 1991 / Ruk: er “ 1 stions
*301-1.2 Qacarsl ,
(a) Applicobilily. This part applies to
agency acceptance of payment from a
non-Federal source for travel.
subsusteflCf, and relaled expense. with
respect to the attendance of an
employee in a (revel status (and/or the
accompanying spouse of such employee
when applicable) at any meeting or
similar function relating to the official
duties of the employee. This part does
not authorize personal acceptance of
such payments by an employee or the
accompanying spouse of an employee
(see, however. I 304—1.8(a)).
(b) Definitions. As used in this part.
the following definitions apply:
(1) 4gency. Agency means an
executive agency as defined in 5 u.s.c.
105. and includes an Independent
agency as well as an agency within the
.Executive Office of the PresidenL
(2) Con/7ichng non -Federal source. A
conflicting non-Federal source is any
person who, or entity other than the
Government of the United States which.
has interests that may be substantially
affected by the performance or
noriperformance of the employees
duties.
(3) Employee. Employee means an
appointed officer or employee of an
agency. including an expert or
consultant In the executive branch (as
defined In 31 U.S.C. 1353) appoInted
under the authority of 5 U.S.C. 3109.
(4) MeeIi g or similar fvnction.
Meeting or similar/unction means a
conference. seminar, speaking
engagement. training course.’or similar
event thst takes place sway from the
employee’s official ststion. A meeting or
similar Function need not be widely
attended for purposes of this definition.
This term does not include events
required to carry out an agency.
statutory and regulatory functions, such
as investigations. Inspections, audit., or
site visits, and does not include
promotional vendor training or other
meetings held for the primary purpose of
marketing the non-Federal source’s
products or services.
(5) Non .Fed.mJ source. Non-Federal
50Q1C means any person or entity other
than (he Government of the United
Slates. The term hwlodes any
individual, private or commercial entity.
nonprofit organization or association.
state, local, or foreign government. or
international or multinational
organization.
(6) PoymenL Payment means funds
psid for travel, subsistence, and related
expenses by check or similar instrument
to an agency, or payment in kind.
(7) Payment in kind Payment in Aind
means goods or services provided in lieu
of funds paid to an agency by check or
similar instrument for travel,
subsistence, and reLated expenses.
(8) Travel, subsistence. and related
expenses. Travel, subsistence and
related expenses includes the seme
types of expenses payable under
chapter 301 of this title or analogous
provisions of Volume 8 of the Foreign
Affairs Manual (FAM) or Volume I of
the )oint Federal Travel Regulations
(JFTR). The term also Includes expenses
such as conference or training fees as
well as other benefits which cannot be
paid under the applicable travel
regulation arid which are provided In
kind and made available by the sponsor
to all attendees Incident to and for use
at the meeting or similar function.
* 304-5.3 PolIcy.
As provided in this part an agency
may accept payment from a nan.Federal
source (or authorize an employee to
receive such payment on Its behalf) with
respect to attendance of the employee at
a meeting or similar function which the
employee has been authorized to attend
In an official capa lty on behalf of the
employing agency. An employee shall
not solicit payment from a non-Federal
source. However, after receipt of an
invitatioc from a non-Federal source to
attend a meeting or similar function, thu
agency or employee may Inform the non.
Federal source of this authority. An
agency may accept payment under this
pert from a non-Federal source for an
accompanying spouse when It
determines that the spouse’s presence at
the meeting or similar function will
support the mission of the employee’s
agency or substantially assist the
employee in carrying out his/bar duties
through attendance at or participation In
the meeting or similar function.
However, the accompanying spouse
shall not be deemed a Government
employee for any purpose other than
eligibility for payment of travel,
subs istence, and related expense. under
this part. Agencies chaff ensure that
officials delegated authority to
determine the propriety of accepting
payments under this part are at as high
an administrative level as practical to
ensure adequate consideration end
review of the circunistances surrounding
the offer arid acceptance of the payment.
Acceptance of payment for, and
reimbursement by an agency to, an
employee (and/or the accompanying
spouse of such employs. when
applicable) wider this part axe not
subject to the maximum rates prescribed
In chapter 301 of this title when full
paymeni is made by the non-Federal
source for one or more types of travel
expenses to be reimbursed. Payment
acceptance must be In accordance with
internal agency procedures.
I 304—1.1 C.nmtlorm tar : , iiies .
(a) An agency may accept payment
for employee and/or spousal travel from
a rion.Federal source when an
authorized agency official determines in
advance of the travel thet the payment
is:
(1) For bevel relating to an employee’s
official dotles (Including attendance
because the employee’s presence at the
meeting Is necessary to permit
participation in the meeting by another
employee or because a spouse’s
presence will support the mission of the
employee’s agency or .ubatantlally
assist the employee in carrying out his!
her duties through attendance at or
participation in the meeting or similar
function) under en official travel
authorization Issued to the employee,
and to an accompanying spouse whet’s
applicable;
(2) For attendance at a meeting or
similar function as defined In I 304-
1.2(b)(4): and
(3) From a non-Federal source that I.
not a conflicting non-Federal source or
from a conflicting nan-Federal source
that has been approved under I 30 -U
(b) Payments may be accepted from
multiple sources under pira apk (a) of
this .sect lon.
(c) If a meeting or similar function
does not concern a subject of mutual
Interest to the employee’s agency and
the non-Federal sowes, acceptance of
payment from the nan-Federal sowne
under paragraph (a) of this section Is
limited to payment In kind and to the
types of services the non-Federal source
generally provldes e.g., alt passenger
transportation services piovided by a
commercial airline.
* 304-li P . ms tram a senmoting nan-
The agency may accept payment from
a conflicting non-Federal source If the
conditions of I 304—1.4 are met and the
authorized agency official (designated in
accordance with I 304-1.3) determines
that the agency’s Interest in the
employee’s and/er the accompanying
spouse’s attendance at or participation
in the event outweighs concern that
acceptance of th. payment may orpsy
reasonably appear to Influence
Improperly the employee In the
performance of his/her official duties. In
determining whether to accept payment.
an agency shall consider all relevant
factors, including the Importance of the
travel for the agency. the nature and
sensitivity of any pending matter’
affecting the interests of the conflicting
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else
Federal Siglitar / VoL 58, No. 48 / Friday, March 8. 1991 I Rule . and Regelatfoos
nsa-Federal sowna, the significance of
the employee’s role In any such mattar,
the purpose of the meeting or similar
function, the Identity of other expected
participants, and the value Slid
characte, of the travel benefits offered
by the conflicting nsa-Federal s. . .
* 304-li Psymmfl I’ s
(a) Payment other than in kind
Payments from a non-Federal source for
an employee and/or accompanying
spouse, other than payments In kind,
shall be by check or similar Instrument
made payabl, to the agency. Any such
payment received by the employee on
behalf of the agency for his/her bevel
and/or that of the accompanying spouse
Isacceptedon behalf of the agency and
Is to be submitted as soon as practicable
for credit to the agency apprupglaticn
applicable to such expenses.
Reimbursement for an employee’s and/
or accompanying spouse’s travel
expenses Is not subject to the ui1v 1 m ,vi
rates prescribed In the applicable trawl
regulation (chapter 301 of this title.
PAM. or JFIR) when full payment Is
made by the non-Federal coerce for one
or mare types of the travel expenses,
provided that the accommodation or
other benefit furnished Is comparable hi
value to that offered to, or 11 ibased by
other similarly situated Individuls
attending the meeting or InII.p
function.
(b3 Pbynie.el in kind When the
acceptance of payment Ku been
approved to advance by the authorized
agency offidaL the employee, for his!
her travel (and/or that of the
accompanying spouse, when
applicable), may receive payment In
kind In excem of limitations (Including
maximum per diem rates) under the
applicabis travel reguletlon (chapter 301
of this title, PAM, or JPTR), provided
that the accommodation or other benefit
Is comparable In value to that offered to,
or pwchued by. other similarly situated
Individuals attending the meeth or
similar function.
1304-12 Rsts*sessmeiti far
(a) The employee (and/or
accompanying spouse when applicable)
shall submit to the employing agency on
authorized ralmbursemeat k i m. all
travel expense reimbursement claims,
and shall Itemize all expenses Incurred
which exceed maxim rates
prescribed under the applicable travel
reguLation (chapter 301 of this tide,
PAM, or JFrR). The employee, and/or
accompanying spouse when applicable,
shall be reimbursed either an amount
not to exceed the maximum rate
prescribed Ia the applicable travel
regulation, or when full payment Is
made by th. non-Federal soume for one
or more types of th. travel expenses, the
amount of that payment from the non-
Federal source. l4owever,
reimbursement for expenses In sxceu of
applicable regulatory limitations shall
not In any case exceed the amount of
expenses Incurred.
(b) The agency may reimburse ths
employee (and/or V nmp nyjng spome
of such employee when applicable) for
only the fypar of expenses “ “d In
I I 301—7.1 (bX6) and (c) of this title or In
analogous provisions of the PAM or
JFrR,as applicable, f r rrg.erd lam
allowance., transportation expenses , or
other travel expenses.
(c) If an accepted payment covers
only a portion of one or more lypes of
the expenses Incurred (e.g., P ” p
night for lodging Ins locelitywith an
$85.00 per night . Imum lodging
allowance), the agency shall reimburse
the employee (and/or accompanying
spocee when applicable) only the
amount to which ta/she otborivise
would be entitled under applicable
regulation (chapter 301 of this title.
PAM, or JF1 ’RJ.
(d)lf en accepted payment covers hi
fullonaormoretypes of expenses
described In paragraph (b) of this
section (es., payment for l ng
accomol.Nim, ) bat does nut oo all
of the trsvel expenses Incurred, the
agency shall reimburse the employee
(and/or accompanying sponse of such
employee when applicable) for those
expenses that are not covered by the
payment, not to exceed applinable
limitations established In chapter 301 of
this title or’ In analogous provisions of
the PAM or JFTh.
* 304-li theltotlone and psn Isn .
(a) Except as provided In paragraphs
(a) (1) through (33 of this section , thIs
part is the only authority wider which
an agency may accept payment from a
non-Federal source, or authorise an
employee to accept such payment on
behalf of the agency, In “ronnection with
the at’’ 1 ce of ha employee (and the
accompanying spouse of such employs.
when applicable) eta meeting or similar
function. An agency may not accept
under an agency gift statute or other
similar authority, payment for the traveL
subsistence, and related expenses of an
employee or accompanying spouse
Incurred to sttand a meeting sr.k .llkP
function. However, nothing In this part
authorizes or prohibits en agency or
employs, from accepting payment as
follows:
(1) When authorized eider i USC.
4111 orIULCT$42
(2) When payment Is etherwisi
authorized and an employee’s travel Is
for a personal rather then official
purpose, or lore partisan r.tbu than
official purpose and Is not prohileted by
the provisions of the Hitch Ant (6 U.&C..
7321 etaeqj or
(3) When payment in oth....rl .
authorized and the employee’s bevel is
for attendance at or participation In an
event other than a mset or similar
fnn
(b) An employee who accepts airy
payment In violation of this part Is
subject to the following
(1) The employee may be required, In
addition to any penalty provided by law
and applicable regulatlons, to repay for
deposit to the general fiurd of the
Treasury, an amount equal to the
amount of the payment so accepted and
(2) When repayment Is required under
paragraph (b)(i) of this section. the
employee shall not be entitled to any
payment or reimbursement from the
Government for such espensu.
*304!tI a.p..na .
(a) Agency reports. (1)The head of
each agency (or his/her designee) shill
submIt to the Dlr.ctor aithe Office of
Government Ethics (OGE), iuni New
York Avenue, NW.. Suite 500,
Washington. 1X 30005-3017. semIannual
reports of payments, as defined In this
part, which total more than O per
event, and which have been accepted
under this part with respect to the
attendance at, or participation in, a
meeting or similar function by an agency
employee, and/or accompanying spouse
of such employee when applicable. The
Director of OGE shall make such reports
available for public Inspection and
copying. These reports shall:
(I) Specify the name of the employee
(and/or spouse when applicable), the
position held by the employ.., the name
of th. person or entity making the
payment, the nature of the meeting or
similar function. the time and place of
travel, the amount arid method of the
payment, and the nature of the
(ii) Be submitted not later than May 31
of each year with respect So payments in
the preceding period beginning on
October 1 and ending on March 31 and
(III) Be submitted not later than
November30 of eaCh year with spect
to payments In the preceding period
beg”ng on April 1 and ending on
September 30.
(2) In the case of acceptance of travel
on a private or chartered aircraft, for
purposes of agency reports wider this
section. value shall be determined by
computing the total ceastiectise cost of
-------
P.d.ril Register / Vol. 58, No. 48 L!’rlday, March 8. 1991 / Rules and Regulatluns
tansportation using premIum-class air
fares w the extent scheduled air service
,e svsilab )e between the relevant cities.
(b) Employee repozfs. Payment.
properly accepted under this part, 11
received by an employee, are accepted
on behalf of the agency and must be
aubmitted to the agency for credit to the
agency appropriation applicable to such
expenses. Therefore, receipt of such.
payment by an employee for him.elf/
herself and for the accompanying
spouse, when applicable under the
authority of this part. Is not required to
be reported as a gill an any confidential
or public financial disclosure report that
the employee Is required to file pursuant
to law or OGE regulation. Acceptance of
payment by an employee for himself!
herself sadler the accompanying
apouse. when applicable, that Is not
euthorized under thi, part may require
reporting of the payment on the
employee’s financial disclosure report
and may subject the employee to agency
disciplinary procedures.
PART 304-2—SEDUCTIONS IN
MEETiNG AND TRAINING
ALLOWANCE PAYMENTS
se
304— Il Authority.
304-2.2 ApplicabilIty.
304-2.3 C o nditIon. far approval of
conutbutlons or payments.
304-2.4 Agency reiponsibtiities.
Authadty 5 U.S.C. 4111(b); £0. lime. July
22. 1071 (38 PR 13747).
5304-2.1 Authority.
Tin, part is Issued under the authority
of S U.S.C. 4111(b).
* 304-12 A aIiIfly .
Subject to the exceptions In 5 U.S.C.
4102. this part 304—2 applies to civilian
officers and employees of executive
agencies. Including the Department of
Defense; independent establishments. as
defined InS U.S.C. 104; Government
corporations, subject to 31 U.S.C. 0101 et
seq.; the Library of Congress; the
Government Printing Office; the
Government of the District of Columbia;
and commissioned officers of the
National Oceanic and Atmospheric
Administration. All such officers and
employees and all such agencies.
independent establishments, arid
departments are hereinafter referred to
in this part 304—2 as employees” or
“agencies.” as appropriate.
5 304-13 Ca. ose for approval of
eone1bi ons or payments .
SectIon 303(j) of Executive Order
11348 of April 20,1067. and the
regulations Issued by the Office of
Personnel Management wider section
401(b) or that Order, prescribe the
conditions under which agency heads
may approve the acceptanc, by
employees of contrlbutionp arid awards
incident to training and payments
incident to attendance at meetings,
under 5 U.S.C. 4111(a), from the
organizations described therein. These
organizations are hereinafter referred to
as “donors.”
• 304-14 Agency re .pena lUtlai .
Agency heads shell provide adequate
safeguards to ensure that the following
regulations are canted anti
(a) Where an approved payment by a
donor fully covers expenses Incident to
training in a non-Government facility, or
travel, aaibaiatence. or other expenses
incident to attendance at a meeting. the
agency shall not pay for such expenses
or shall recover payments previously
made in the manner described In
paragraph (c) of this section.
(b) U an approved payment by a
donor does not fully cover expenses
described In paragraph (a) of this
section, the agency may pay an amount
considered sufficient to cover th.
balance of the expenses to th, extent
authorized by law and regulation.
Including 5 U.S.C. 4100 and 4110. If an
amount in excess of such balance has
been pr.vlousiy paid by the agency
such amount shall be recovered from the
employee In the manner described in
paragraph (c) of this section.
(c) Recoveries of payments, as
provided In paragraph (b) of this section.
shall be made In the manner prescribed
by regulations of the agency concerned
and ahall be Issued according to 5 U.S.C.
5514.
(d) No reduction Inpayment by an
agency Is required whir. an approved
contribution or award to an employee
covers types of expenses which the
agency Is not authorized to pay. For
example, where an agency authorize.
travel expenses of an employee,
Including per diem and transportation
expenses of hlslber Immediate family
and household good. and personal
effects toe training location. no
reduction In payment by the agency is
required If an approved contributIon or
award covers subsistence expenses of
the family en route and expense,
Incurred by the employee 1. establIshing
hImself/herself and the family at the
training location.
(e) Expense data shall be obtained
from employees or donors in such detail
as the agency head deems nacsusrj to
carry out this regulation.
Dated: February 11. 1 101
Rickaid C. Austin.
Adrninistrc lorofGenezulSeMces.
(FR Doc. 92-5295 FlIed 3441. $45 em)
_coca
FEDERAL COMMUNICATIONS
COMMISSION
47 CPR Par Is 2 and $0
IQEN DentIst No. S0 -133 FCC 11-173
Maritime Radio Service
AOINCY Federal Communications
Conun lsston,
*cnoia Final rules.
suuu aarfle Report andOrder revised
the maritime channeling plans In the }U
bands between 4000-27500 kHz
allocated exclusively to th. marl time
mobile service. The revisions reflect
changes to th. international Radio
Regulations that were adopted by the
Final Acts of the World M ’lnI.trtt1ve
Radio Conference for Mobile Services,
Geneva, 1987. (1967 Mobile WARC). The
worldwide changes will take effect at
0001 hours Coordinated Universal Time
(t7 C) on July 2 . 1991, and will affect
every licensed .hlp and coast station .
that operates on I band frequencies
between 4000 kHz and 27500 kHz .
SPPECTIVI DA’TL July 1.1991.
aocanuat Federal Communications
CommIssion. 1919 M Street NW.,
Washington. DC 20554.
Poe miettom u oem*iioa cow nc
Kathryn S. Hosford. Special Services
Division. Private Radio Bureau, Federal
Communications Commission.
Washington, DC 20554; or telephone
(203) 832-7107.
SUPPI .11T*RY PsPO ATlOS This isa
summary of the Commission’. Report
and Order, GEN Docket No.90-133.
adopted January to, teat, and released
January 30. 1991. The complete text of
the Report and Order Is available for
Inspection and copying during normal
business hours In ths.FCC Docket.
Branch (room 230), 1919 M Street NW..
Washington. DC. The full text also may
be purchased from the Comaiuions
copy contractor (Downtown CopyO
Center, 1114 Zlit Street NW..
Washington, DC n0036 telephone 202-
452—1423.)
S” ’y stEepen and Oidar
1. The Report and Order sets forth the
amendments that are neces.aiy to
implement the Final Acts of the World
Administrative Radio Conference for
Mobile Services, 1067, (1007 Mobile
-------
.ji 57
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
Cs WASHINGTON. DC 20460
NOV 8 1983
THE ADMINISTRATOR
MEMORANDUM
SUBJECT: Acceptance of Speaking Engagements at Conferences,
Conventions and Symposia
TO: Associate Administrators
Assistant Administrators
Staff Office Directors
Regional Administrators
In my May 19, 1983 memorandum to all EPA employees
concerning contacts with persons outside the Agency, I set
out some basic principles to guide our communications with
the public. Recently, I reviewed existing EPA policy on
acceptance of speaking engagements at conferences and meetings
tor consistency with those principles. In furthering my
desire that EPA employees conduct themselves with openness
and integrity in dealing with the public,, I decided to revise
the existing policy. This memorandum establishes the EPA
policy concerning acceptance of official speaking engagements
at conferences, conventions and symposia. All previous
memoranda, policy statements and the EPA Travel Planual chapter
on this subject are superseded by this memorandum.
Policy
Our go ts are to reach out to as broad a spectrum of
interests and opinions as possible, remain open and accessible
and encourage full public participation In matters in which
the Agency is involved. In fulfillment of these goals, EPA
representatives are encouraged to speak at conferences,
conventions, symposia and other such meetings when their
participation serves to increase public understanding of the
programs for which they are rosponsible and when a wide range
of interest groups are represented as speakers.
It is the respon ibi I i y of each Assistant Administrator,
Associate Administrator, Staff Office Director end Regional
Administrator to insure that EPA is represented by EPA
spokespersons who are knowledgeable and best able to increase
public understdnding of tho environmental programs that we
adm i n i st r.
-------
—2—
Where the speakers at a conference are predominantly EPA
employees, the conference fees should be reasonably related
to the actual costs of the conference. Also the Agency should
seek conference scholarships for other interested EPA employees
or a reduced conference fee for all attending EPA employees.
To best coordinate this effort, the Assistant Administrator
for the Office of External Affairs must be notified about all
EPA employees’s major speaking engagements. This will also
insure that speeches presented by EPA representatives reach
the widest audience possible through distribution of the
prepared text by the Office of External Affairs.
Application
This policy applies to all EPA employees who are requested
to speak at conferences, conventions, symposia or other such
meetings as EPA representatives. This policy does not apply
where EPA employees address conferences in their private capacity.
This policy will be implemented in the EPA Travel Manual.
2 9&ze
William D. Ruckelshaus
?per:c1m:A—ioGn1 :flm. 1133 ii: 10/18/83
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‘ 0
j
____ UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C 20460
May 19, 1983
Tb4E ADMINISTRATOR
MEMORANDUM
SUBJECT: Contacts with Persons Outside the Agency
TO: All EPA Employees
When I recently appeared before the Senate Committee on
Environment and Public Works, I promised that EPA would operate
“in a fishbowl.” I said, “We will attempt to communicate with
everyone from the environmentalists to those we regulate and we
will do so as openly as possible.” Therefore, I believe it is
important to set out for the guidance of all EPA employees a set
of basic principles to guide our communications with the public.
In formulating these principles I considered more stringent
restrictions on contacts with those outside the Agency than those
described below. At my request, my staff met with staff members
of the Administrative Conference of the United States to discuss
these issues. This organization is an independent agency that
develops improvements to the legal procedures by which Federal
agencies administer their programs. Based on the recommendations
of the staff members of the Administrative Conference and those of
the Office of General Counsel, I am convinced that restrictions
beyond those set out below would unnecessarily inhibit the free
flow of information and views. In adopting these flexible procedures
I am relying on EPA employees to use their common sense and good
judgment to conduct themselves with the openness and integrity
which alone can ensure public trust in the Agency.
General Principles
EPA will provide, in all its programs, for the fullest possible
public participation in decision-making. This requires not only
that EPA employees remain open and accessible to those representing
all points of view, but also that EPA employees responsible for
-------
-2-
decisions take affirmative steps to seek out the views of those
who will be affected by the decisions. EPA will not accord privi-
leged status to any special interest group, nor will it accept any
recommendation without careful critical examination.
Appointment Calendars
In order to make th public fully aware of my contacts with
interested persons, I have directed that a copy of my appointment
calendar for each week be placed in the Office of Public Affairs
and made available to the public at the end of the week. The
Deputy Administrator, and all Assistant Administrators, Associate
Administrators, Regional Administrators, and Staff Office Directors
shall. make their appointment calendars available in a similar
manner.
Litigation and Formal Adjudication
EPA is engaged in a wide range of litigation, both enforcement
and defensive in nature. All communication with parties in litiga-
tion must be through the attorneys assigned to the case. Program
personnel who receive inquiries from parties in matters under
litigation should immediately notify the assigned attorney, and
should refer the caller to that attorney.
Formal adjudications, such as pesticide cancellation proceedings,
are governed by specific requirements concerning ex parte communi-
cations, which appear in the various EPA rules governing those
proceedings. These rules are collected and available in the Office
of General Counsel, Room 545, West Tower. I will conduct myself
in accordance with these rules, and I expect all EPA employees to
do the same.
Rulemaking Proceedings
In either formal or informal rulemaking proceedings under the
Administrative Procedure Act, EPA employees must ensure that the
basis for the Agency’s decision appears in the record. Therefore,
be certain (1) that all written comments received from persons
outside the Agency (whether during or after the comment period)
are entered in the rulemaking docket, and (2) that a memorandum
summarizing any significant new factual information or argument
likely to affect the final decision received during a meeting or
other conversations is placed in the rulemaking docket.
-------
-3-
You are encouraged to reach out as broadly as possible for
views to assist you in arriving at final rules. However, you
should do so in a manner that ensures, as far as practicable,
that final decisions are not taken on the basis of information or
arguments which have not been disclosed to members of the public
in a timely manner. This does not mean that you may not meet
with one special interest group without inviting all other interest
groups to the same meeting, although all such groups should have
an equal opportunity to meet with EPA. It does mean, however,
that any oral communication regarding significant new factual
information or argument affecting a rule, including a meeting
with an interest group, should be summarized in writing and
placed in the rulemaking docket for the information of all
members of the public.
William D. Ruckeishaus
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APPENDIX
• Public Access Experts
- OIRM
- OCEPA
• Update and Comment Form
-------
Appendix
cc =xpert
Basic Description
Public access experts are EPA staff members or designated offices who
are able to provide practical guidance on activities related to making
information available to the public. These points of contact can answer
questions or refer the requester to additional locations or persons, in order to
obtain the required information. The following lists contains individuals
and offices identified as OIRM public access experts OCEPA, and multimedia
contacts within OJRM and OCEPA who can be contacted for assistance.
OIRM CONTACTS
Telecommunications - Vandy Bradow, (919) 549-1191
CD ROM Technology - Tom Climmer, (919) 541-1057
Dockets - Gloris Butler, (202) 260-5926
Libraries - Jonda Byrd, (513) 569-7183
Public Access/PlC - Brigid Rapp, (202) 260-8710
Records Management - Mike Miller, (202) 260-9275
Government Ethics/OCC - Don Nantkes, (202) 260-4550
Public Access Manual 11/27/91
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Appendix
OCEPA OFFICES
OCEPA Editorial Services Division, (202) 260-4359
OCEPA Multimedia Services -Division, (202) 260-2066
OCEPA External Relations and Education Division, (202) 260-4454
2 11/27/91 Public Access Manual
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J ] PUBLIC ACCESS MANUAL, A “HOW TO GUIDE”
UPDATE AND COMMENT FORM
Submitted by: Date:
EPA Office! Division:
Address Phone:
I. UPDATE INFORMATION
New Entry:
Revision: ___________ Page Number:______
Description of information to be updated or added:
II. IMPROVEMENTS TO THE PUBLIC ACCESS MANUAL
Pease provide comments below which indicate areas that need improvement or
additional topics which should be covered:
How often do you use the manual?
When or why do you use the manual?
Do you find the manual to be a helpful reference tool?
Internal Use Only: Date Received_________
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