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Guidelines for Research
Reports Submitted to the
Homeland Security Research
Program
STYLEBOOK
Office of Research and Develo pment
Homeland Secunty Research Program
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EPA Document No.
Publication Month Year
Guidelines for Research Reports Submitted to the
Homeland Security Research Program
Stylebook
by
Author
Organization
City, State and Zip Code
Interagency Agreement/Grant/Contract Number (if applicable)
U.S. Environmental Protection Agency Project Officer
Homeland Security Research Program
City, State and Zip Code
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Disclaimer
This document is for use by EPA staff, its contractors and its partners in preparing reports for U.S.
EPA's Homeland Security Research Center. It does not represent and should not be construed to
represent policy for the U.S. Environmental Protection Agency at large.
Cover Photos: Bureau of Reclamation, Taylor Park Reservoir. (Michael Lackey, Photographer)
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Foreword
The U.S. Environmental Protection Agency (EPA) is charged by Congress with protecting the Nation's
land, air, and water resources. Under a mandate of national environmental laws, the Agency strives to
formulate and implement actions leading to a compatible balance between human activities and the
ability of natural systems to support and nurture life. To meet this mandate, EPA's research program is
providing data and technical support for solving environmental problems today and building a science
knowledge base necessary to manage our ecological resources wisely, understand how pollutants
affect our health, and prevent or reduce environmental risks in the future.
The Center for Environmental Solutions and Emergency Response (CESER) within the Office of
Research and Development (ORD) conducts applied, stakeholder-driven research and provides
responsive technical support to help solve the Nation's environmental challenges. The Center's
research focuses on innovative approaches to address environmental challenges associated with the
built environment. We develop technologies and decision-support tools to help safeguard public water
systems and groundwater, guide sustainable materials management, remediate sites from traditional
contamination sources and emerging environmental stressors, and address potential threats from
terrorism and natural disasters. CESER collaborates with both public and private sector partners to
foster technologies that improve the effectiveness and reduce the cost of compliance, while
anticipating emerging problems. We provide technical support to EPA regions and programs, states,
tribal nations, and federal partners, and serve as the interagency liaison for EPA in homeland security
research and technology. The Center is a leader in providing scientific solutions to protect human
health and the environment.
Gregory Sayles, Director
Center for Environmental Solutions and Emergency Response
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Table of Contents
Disclaimer ii
Foreword iii
Abbreviations vi
Acknowledgments vii
Executive Summary viii
Foreword ix
1.0 Summary and Applicability 1
2.0 Parts of a Report 2
2.1 Report Outline 2
2.2 Cover 4
2.3 Front Matter 4
2.3.1 Inside Title Page 4
2.3.2 Disclaimer 4
2.3.3 Table of Contents 5
2.3.4 Lists of Tables and/or Figures 5
2.3.5 List of Abbreviations 5
2.3.6 Acknowledgements 5
2.3.7 Executive Summary 6
2.3.8 Foreword 6
2.4 Main Body of the Report 7
2.4.1 Text Sections 7
2.4.2 References 7
2.5 Back Matter 8
2.5.1 Appendices 8
2.5.2 Glossary 8
2.5.3 Bibliography 8
3.0 Style and Other Considerations 8
3.1 Authorship 8
3.1.1 Purpose 9
3.1.2 Applicability 9
3.1.3 Authorship Criteria (Excerpted) 9
3.1.4 Plagiarism and Self-Plagiarism 10
3.2 Plain Language 10
3.3 Jargon 11
3.4 Abbreviations 11
3.5 Accessibility 12
3.6 Copyright and Trademarks 12
3.7 Tables 13
3.8 Figures 13
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3.9 Formatting 14
3.10 Word Usage 14
3.11 Internet Terms 16
3.12 Scientific Conventions 16
4.0 References 18
Appendix A 20
Appendix B. 24
List of Tables
Table 1. Parts of a Homeland Security Research Program Report 3
List of Figures
Figure 1. An assemblage of parts 2
Figure 2. Small font makes this image unacceptable 14
Figure 3. Work Projects Administration Poster Collection, 1939, Shari Weisberg, artist 18
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Abbreviations
ACS
American Chemical Society
AMWTP
Advanced Mixed Waste Treatment Project
AP
Associated Press
BNFL
British Nuclear Fuel Ltd.
CSE
Council of Science Editors
DOE
Department of Energy
EIS
environmental impact statement
EPA
U.S. Environmental Protection Agency
GPO
Government Printing Office
HSRP
Homeland Security Research Program
ICMJE
International Committee of Medical Journal Editors
INEEL
Idaho National Engineering and Environmental Laboratory
IMRAD
Introduction, Methods, Results and Discussion
MS
Microsoft®
NEPA
National Environmental Policy Act
OMB
Office of Management and Budget
ORD
Office of Research and Development
SRA
Society for Risk Analysis
STICS
Scientific & Technical Information Clearance System
use
U.S. Code
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Acknowledgments
[This is where the acknowledgments would be placed in the report.]
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Executive Summary
This is a summary of the most authoritative guidelines available for producing a report for submission to
the U.S. Environmental Protection Agency's Homeland Security Research Program. These guidelines
both spell out and model the appropriate layout for a typical Homeland Security Research Program
report. All reports submitted should adhere to the editorial guidelines presented here. However, for
technical and scientific writing, function beats form. The guidelines may be disregarded if that would be
necessary to better serve your intended audience.
These guidelines provide information on a host of subjects. The required elements of reports including
the covers, executive summary, disclaimer, tables of contents, lists of tables and figures, list of
abbreviations, the body of the report and the references are covered. The requirement that Homeland
Security Research Program reports list individual authors is also covered. These authorship requirements
for reports and other products enhance transparency by identifying who prepares the program's work
products. Plain language requirements are discussed; the first rule of plain language is to write for your
audience. Jargon, accessibility requirements, copyright and trademark issues, and the nitty-gritty of
formatting and word usage are also discussed.
Finally, additional authoritative sources of information on Agency requirements for publications and on
the nuts-and-bolts of report writing are provided.
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Foreword
The U.S. Environmental Protection Agency (EPA) is charged by Congress with protecting the Nation's
land, air, and water resources. Under a mandate of national environmental laws, the Agency strives to
formulate and implement actions leading to a compatible balance between human activities and the
ability of natural systems to support and nurture life. To meet this mandate, EPA's research program is
providing data and technical support for solving environmental problems today and building a science
knowledge base necessary to manage our ecological resources wisely, understand how pollutants affect
our health, and prevent or reduce environmental risks in the future.
The Center for Environmental Solutions and Emergency Response (CESER) within the Office of
Research and Development (ORD) conducts applied, stakeholder-driven research and provides
responsive technical support to help solve the Nation's environmental challenges. The Center's research
focuses on innovative approaches to address environmental challenges associated with the built
environment. We develop technologies and decision-support tools to help safeguard public water
systems and groundwater, guide sustainable materials management, remediate sites from traditional
contamination sources and emerging environmental stressors, and address potential threats from
terrorism and natural disasters. CESER collaborates with both public and private sector partners to foster
technologies that improve the effectiveness and reduce the cost of compliance, while anticipating
emerging problems. We provide technical support to EPA regions and programs, states, tribal nations,
and federal partners, and serve as the interagency liaison for EPA in homeland security research and
technology. The Center is a leader in providing scientific solutions to protect human health and the
environment.
Gregory Sayles, Director
Center for Environmental Solutions and Emergency Response
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1.0 Summary and Applicability
This is a summary of the most authoritative guidelines available for producing a report for submission to
the U.S. Environmental Protection Agency's (EPA's) Homeland Security Research Program (HSRP).
These guidelines both spell out and model the appropriate layout for a typical HSRP report. When
submitting a report to HSRP, authors should adhere to the editorial guidelines presented here.
That being said, especially for technical and scientific writing, function beats form. The most important
guideline is spelled out in the Federal Plain Language Guidelines (PLAIN 2011); it states that your
writing should enable your readers to:
• Find what they need
• Understand what they find
• Use what they find to meet their needs
The editorial guidelines presented here are designed to serve your intended audience of readers. So, for
example, these guidelines advise that chemical names should not be capitalized and the numbers one
through ten should be spelled out. Nevertheless, in a chemical method it is correct to write "10 mg
Manganese" because a method is a set of directions, not a narrative.
The EPA's Communication Product Standards: Stylebook (U.S. EPA 2009) establishes Agency
guidelines for many kinds of written materials including technical reports and technical briefs. However,
the standards are not directly applicable to the design and writing of peer-reviewed journal articles.
For technical and scientific issues, including scientific style, HSRP recommends:
The ACS [American Chemical Society] Style Guide: Effective Communication of Scientific
Information (Coghill and Garson 2006)
Scientific Style and Format: The CSE [Council of Science Editors] Manual for Authors, Editors,
and Publishers (CSE. 2014. Chicago, Illinois: University of Chicago Press; or CSE 2006)
For general format, HSRP recommends:
The AP Stylebook (Associated Press, AP stylebook online; or Associated Press 2016)
The Chicago Manual of Style (latest edition, Chicago, Illinois: University of Chicago Press)
Finally, the U.S. Government Printing Office (GPO) Style Manual (U.S. GPO 2008) is authoritative and
covers more obscure issues.
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2.0 Parts of a Report
2.1 Report Outline
Like an airplane, a report is an assemblage of parts (Figure 1); if either is going to fly, you will need all
the parts in all the right places. Table 1 shows the recommended outline of report contents. Some report
formats will be dictated by the end users. For example, laboratory analytical method layouts have often
varied from the general report guidelines discussed in this document.
Some sections are required for all reports. All sections of the front matter (except acknowledgments),
the main body, and the front and back covers, are required to be included in a final report. For sections
that have no content (for example, no abbreviation list), there is no need to include those items. None of
the back matter sections are required to be included in a report.
Figure 1. An assemblage of parts.
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Table 1. Parts of a Homeland Security Research Program Report
Part
Section
Required?
Front Cover
Yes
Front Matter
Inside Title Page
Yes
Disclaimer
Yes
Table of Contents
Yes
List of Tables
Yes*
List of Figures
Yes*
List of Abbreviations
Yes*
Acknowledgments
No
Executive Summary
Yes
Foreword
Yes
Main Body
Text
Yes
References
Yes*
Back Matter
Appendix
No
Glossary
No
Bibliography
No
Back Cover
Back Cover
Yes
*, yes if applicable
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2.2 Cover
Once the report has been completed, a formatting team can add a front cover, a blank page after the front
cover and a back cover. Principal investigators are encouraged to provide a suitable cover photo to the
formatting team. The EPA's Visual and Products Standards: Graphics Manual (U.S. EPA 2007) states,
"All photos used should comply with health and safety standards required by EPA personnel in the
laboratory or field. For example, all lab personnel need to wear safety goggles and gloves." The Visual
and Products Standards: Graphics Manual also sets out the design elements of the cover, product
templates and permitted color palettes for reports.
2.3 Front Matter
Front matter includes the inside title page, disclaimer, table of contents, list of tables and/or figures,
abbreviations, acknowledgments and the executive summary. Front matter should be numbered
consecutively with lower case Roman numerals. The inside title page is considered page "i," but do not
put the number on that page.
2.3.1 Inside Title Page
Center the title on the page and follow standard capitalization rules (for example, "Report on Science,"
not "REPORT ON SCIENCE"). Prepositions of four or more letters should be capitalized (for example,
"With," "During," "From" and "Before"). Where practical, avoid using abbreviations in the report title.
The EPA document number on the cover is automatically generated by EPA's Scientific & Technical
Information Clearance System (STICS) database.
Individual authors are to be designated on HSRP reports, but not on technical briefs. [For technical
briefs, the general contact and technical contact are listed. The individual author should be listed in the
metadata.] For guidelines on authorship for all other work products, see section 3.1. Authors must be
listed on the inside title page. The EPA project officer may be listed on the inside title page; for multi-
agency reports, if EPA's project officer is listed, the interagency agreement project officer should also
be listed.
2.3.2 Disclaimer
The disclaimer is required. The language is italicized below to set it apart, but it should not be italicized
when inserted into a report.
The name, address and other information for an EPA contact or project officer may be listed either on
the disclaimer or the acknowledgment page. If an EPA contact or project officer is listed in a multi-
agency report, other agencies should be invited to list a contact as well.
For additional detailed information on disclaimer issues, please see Appendix A, which is a copy of
Office of Research and Development (ORD) policies and procedures provided to EPA staff regarding
disclaimers.
Final Reports General Disclaimer
The U.S. Environmental Protection Agency (EPA) through its Office of Research
and Development (funded and managed) or (partially funded and collaborated in)
the research described herein under (contract number) or (assistance agreement
number) to (contracting company name). It has been subjected to the Agency's
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review and has been approved for publication. Note that approval does not
signify that the contents necessarily reflect the views of the Agency. Any mention
of trade names, products, or services does not imply an endorsement by the U.S.
Government or EPA. The EPA does not endorse any commercial products,
services, or enterprises.
If the report does not contain any tradenames, products or services, the last two sentences of the
disclaimer are unnecessary but may be included. If the authorship includes an individual from a
contractor, the following statement must be included in the disclaimer:
The contractor role did not include establishing Agency policy.
2.3.3 Table of Contents
Avoid using abbreviations in the table of contents and, by extension, in the titles of the major section
headings that will be used to compose the table of contents.
2.3.4 Lists of Tables and/or Figures
Include a list of tables and a list of figures (maps, charts or illustrations) if any tables or figures are part
of the report. Each type of list (list of tables, list of maps, list of figures, and so forth) needs to be
separate.
2.3.5 List of Abbreviations
All reports should have a list of abbreviations (including acronyms) that are used in the report; the list
should only include abbreviations that are used in the report. To keep the list concise and to avoid
appearing pedantic, authors should not include commonly known abbreviations (U.S., DNA, LCD),
chemical symbols (Pb, Mn, Ag), and common metric measurements (g, ml, °C). Note, however, for
scientific and technical publications, English units of measurement must appear in the list of
abbreviations. Do not use abbreviations for terms used just a few times in the text.
2.3.6 Acknowledgements
Authors may include a page for acknowledgements in an HSRP report. Due to rules against self-
aggrandizement for EPA staff members, acknowledgements are permitted but, according to the EPA
Style Manual (U.S. EPA 2008) "not thanks, not dedications, gratitude, nor congratulations. The work
belongs to EPA and EPA does not use the resources of American taxpayers to publish thanks or
congratulations to our employees for doing their work. Acknowledgements can and in some cases
should indicate which EPA staff offices or staff members produced the work. Acknowledgements are
especially helpful in indicating particular reliability of authors and their credentials and providing
resources the audience may contact for supplemental information."
According to EPA's Best Practices for Designating Authorship (U. S. EPA 2016), "contributors who do
not meet all authorship criteria should not be listed as authors, but they should be acknowledged." Such
contributors may include trainees (students, postdoctoral fellows and interns), technicians and research
assistants, and individuals who are employed by contractors. The acknowledgment should include a
brief description of each contributor's role, if possible. Individuals listed in the acknowledgments
section should be notified before final publication of the work product.
According to EPA's Best Practices for Designating Authorship, contributions worthy of
acknowledgment can include:
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• contract or project management
• supervision
• mentorship
• literature searching
• statistical consultation
• manuscript review
• advice or routine assistance
• provision of materials or space
• financial support
• grammatical or stylistic editing
2.3.7 Executive Summary
The summary is likely to be the most widely read part of any report. Summaries should be 500-1,500
words. The summary should include enough detail so that it can stand on its own. It should include a
brief description of the project, the key points of the research, findings or conclusions, and
recommendations for future work, if that is relevant. The summary may not contain citations to
references. Abbreviations should be kept to a minimum.
2.3.8 Foreword
The foreword is required. The required language is below and may not be altered:
The U.S. Environmental Protection Agency (EPA) is charged by Congress with protecting the Nation's
land, air, and water resources. Under a mandate of national environmental laws, the Agency strives to
formulate and implement actions leading to a compatible balance between human activities and the
ability of natural systems to support and nurture life. To meet this mandate, EPA's research program is
providing data and technical support for solving environmental problems today and building a science
knowledge base necessary to manage our ecological resources wisely, understand how pollutants affect
our health, and prevent or reduce environmental risks in the future.
The Center for Environmental Solutions and Emergency Response (CESER) within the Office of
Research and Development (ORD) conducts applied, stakeholder-driven research and provides
responsive technical support to help solve the Nation's environmental challenges. The Center's research
focuses on innovative approaches to address environmental challenges associated with the built
environment. We develop technologies and decision-support tools to help safeguard public water
systems and groundwater, guide sustainable materials management, remediate sites from traditional
contamination sources and emerging environmental stressors, and address potential threats from
terrorism and natural disasters. CESER collaborates with both public and private sector partners to foster
technologies that improve the effectiveness and reduce the cost of compliance, while anticipating
emerging problems. We provide technical support to EPA regions and programs, states, tribal nations,
and federal partners, and serve as the interagency liaison for EPA in homeland security research and
technology. The Center is a leader in providing scientific solutions to protect human health and the
environment.
Gregory Sayles, Director
Center for Environmental Solutions and Emergency Response
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2.4 Main Body of the Report
2.4.1 Text Sections
The first section in the report body is generally an introduction. The first section can also be used to
define the research approach, explain exceptions and exclusions, or identify particular issues that the
reader should keep in mind. For work products reporting original research results, the IMRAD
(introduction, methods, results and discussion) outline is standard practice (International Committee of
Medical Journal Editors [ICMJE] 2015). The summary, "Recommendations for the Conduct, Reporting,
Editing, and Publication of Scholarly Work in Medical Journals" (ICMJE 2016) is widely used by
journals. It provides insight into what journal editors expect and what questions they ask as they review
material submitted for publication. While technical reports differ from journal articles, the summary
provides a framework for the scientific approach that undergirds ORD's scientific and technical work.
2.4.2 References
The list of references should contain only those works cited within the text. The bibliography (section
2.5.3) includes additional works read or consulted as general background material.
The Council of Science Editors (CSE 2006) states that,
An author should never place in a reference list a document that he or she has not
seen. The practice of citing documents only on the basis of information f'om other
document has led to the perpetuation of many erroneous references in the
literature ... When it is not possible to see an original document, cite the source of
your information on it; do not cite the original assuming that the secondary
source is correct.
The following kinds of material should be cited in the text as a reference:
• The source of a significant and original statement
• The source of information not sufficiently familiar so that most readers would know it or be
able to find it readily
• The sources of controversial matter and opposing views
Follow either an author-date or numerical reference citation format in the text and in the bibliography.
Numerical reference citations should appear in consecutive numerical order within the text. List all
references at the end of the report or, for tables and figures, in their footnotes; do not list references at
the end of each section or chapter. Include all essential elements of a reference: author(s) (or
organization), title, source, identifying numbers, place of publication, publisher, date and pages.
There are some details to be included in a thorough set of references:
• Use standard abbreviations for journal titles or spell the names out, but do not do both. An
online source for journal titles and their standard abbreviations is Genamics™ Journal Seek.
• HSRP recommends that for references with many authors, "et al." should be appended to an
abbreviated list of authors. A minimal listing of authors, however, shortchanges readers who
would benefit from a full knowledge as to the authorship of the listed references. (Standards
for listing multiple authors in the references are variable; for journal articles, check the
instructions to authors.)
• Including the issue number for journals is a good practice as some journals start each issue
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within a volume with page one; any given volume of such a journal could have several sets
of pages numbered "36-42." For scientists trying to obtain the journal article through
interlibrary loan, having the correct issue number is essential.
The references document the scholarship that was used in preparing the report, and permit readers to
evaluate the scientific foundation for the report and to replicate the work itself. Therefore, when
materials are cited, the materials must either be published or be publicly available. If the information is
publicly available but not published, the reference must include sufficient information for the reader to
obtain the information, whether via a Freedom of Information Act request or a special collection housing
the material.
Personal communications are not part of the references. Personal communications should be cited in
parentheses in the text. The citation should include the full name of the correspondent (not just initials)
and other pertinent information, for example, "(Franklin, Jessica. Letter to author, 1990)" or "(Wells,
Jason. Putty Corporation field technician, 2010)." In citing personal communications, it is a good
practice to obtain permission from the person to be quoted.
2.5 Back Matter
2.5.1 Appendices
Appendices contain supplementary information, original data or quoted matter that is too long for the
body of the report. The page number may continue the numbering of the main body of the text or the
appendices may be numbered with a prefix (e.g., A-l, A-2). All of the appendices should be listed in the
"Table of Contents."
2.5.2 Glossary
Generally, HSRP reports do not include a glossary. If included, it should be placed after the appendices.
2.5.3 Bibliography
Bibliographic entries provide supplementary sources for information on the subject of the document.
Present this literature, which has not been cited in the text, in a manner consistent with the references.
3.0 Style and Other Considerations
3.1 Authorship
Below is a brief summary derived from EPA's Best Practices for Designating Authorship (U.S. EPA
2016). Please consult the original document (herein referred to as Authorship Best Practices) for
detailed explanations of the issues described here and instructions on how to manage disagreements and
violations. Italicized items are taken directly from the authorship text.
The designation of authorship plays a critical role in transparency by identifying
who is responsible for the information and conclusions in EPA work products and
how the work products were developed. Identification of the contributors to EPA
work products helps to establish public confidence in the scientific integrity of
those products. Such recognition can also be an essential measure of job
performance and necessary for career advancement. However, the issue of who
qualifies as an author can sometimes be contentious.
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3.1.1 Purpose
The purpose of EPA's Authorship Best Practices document is to provide a
common understanding across the Agency for attributing credit and
accountability to individuals and groups who contribute to those EPA work
products that designate authorship.
The Authorship Best Practices document emphasizes that the most important best practice for avoiding
and resolving authorship disputes is to discuss responsibilities and authorship among participating
individuals before a project commences and periodically as work progresses.
3.1.2 Applicability
The best practices described in the Authorship Best Practices document:
• Apply prospectively to any EPA work product where authorship is designated
• Address situations involving non-EPA employees, such as students, fellows, interns,
technicians and individuals who are contractors
• Address issues related to conflicts of interest, bias, plagiarism and copyright
The best practices ... apply prospectively to any EPA work product where
authorship is normally designated, including but not limited to journal articles,
reports, presentations, posters, documentation of models or software,
communication products, technical support documents, and guidance documents.
[The EPA 's Authorship Best Practices] document does not create new
requirements for designating authorship for previously un-authored documents.
3.1.3 Authorship Criteria (Excerpted)
Any, all and only contributors fulfilling all of the following three criteria should be named as authors:
1. Made a substantial intellectual contribution including any or all of the following:
o Conception and design
o Acquisition of data (e.g., non-routine field or lab work; literature searches; theoretical
calculations)
o Development of models or application of modeling specific to the project
o Analysis and interpretation of data
2. Wrote or provided editorial revisions with critical intellectual content
3. Approved the final version and agreed to be accountable for all aspects of the work
Independent of their rank, status or affiliation, any individual who has met these three criteria should be
named as an author and, conversely, any individual who has not met these three criteria should not be
named as an author. The same authorship criteria apply to trainees, such as students, postdoctoral
fellows and interns; to technicians (although performing routine tasks does not fulfill the authorship
criteria); and to individuals who are contractors and are not federal employees. Where an EPA
contractor is among the authors of any work product that lists authors, the text, "Contractor's role did
not include establishing Agency policy," must be included in that work product's disclaimer.
Suppressing authorship by unreasonably interfering in the ability of an individual to meet these three
criteria is a violation of EPA's Scientific Integrity Policy (U.S. EPA 2012).
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Authorship order generally reflects the relative contributions of each author. However, all authors are
responsible for the overall accuracy and quality of the work product and are li able for research
misconduct associated with its content.
Individuals who make a substantial contribution to a work product but do not meet the authorship
criteria specified above should be listed in an acknowledgments section in the work product with a brief
description of their role, if possible. Individuals listed in the acknowledgments section should be notified
before final publication of the work product.
NOTE: The full wording of EPA's authorship best practices is found in Appendix B.
3.1.4 Plagiarism and Self-Plagiarism
The material below in italics is quoted directly from EPA's Best Practices for Designating Authorship
(U.S. EPA 2016).
• When a work product includes previously published material, the best practice is
transparency - putting editors, meeting organizers, readers and audiences on notice to exactly
which portions of a work product are new and which are restated from elsewhere.
• An individual who knowingly publishes the intellectual work of another without appropriate
credit has committed plagiarism.
• Self-plagiarism is the reuse of significant portions of one's own work without citing the
original work. There are two distinct forms of self-plagiarism: text recycling and redundant
publication.
o Text recycling occurs when sections of the same text appear (usually unattributed) in
more than one of the author's own work products. Authors should generally avoid text
recycling. Where text recycling is unavoidable, however, authors must cite the original
source.
o Redundant (or duplicate) publication generally refers to the
repeated publication of data, or ideas without disclosing earlier
publication of the material. Redundant publication of data without
attribution is always unacceptable.
3.2 Plain Language
Along with other federal agencies and departments, EPA must use plain
language in all of its communications with the general public. According to the
Federal Plain Language Guidelines (PLAIN 2011), "The first rule of plain
language is: write for your audience. Use language your audience knows and
feels comfortable with. Take your audience's current level of knowledge into
account. Don't write for an 8th grade class if your audience is composed of
PhD candidates, small business owners, working parents, or immigrants. Only
write for 8th graders if your audience is, in fact, an 8th grade class."
To quote Nobel Prize winner in physics Erwin Schrodinger, "If you cannot —
in the long run — tell everyone what you have been doing, your doing has been
worthless." Illustrating his point, Schrodinger's cat, the plain language
explanation for a difficult scientific idea, has become an enduring fixture in
popular culture.
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Photo by President
William J. Clinton, 1994.
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Reports can benefit from careful, clear writing that follows plain language principles such as:
• Avoid unnecessary words.
• Write sentences in the active voice as much as possible.
• Keep most sentences between 15 to 20 words.
• Average 7-12 lines in a paragraph.
• Avoid wordy expressions; for example, use "now" instead of "at the present time."
• Define the terms when technical language is used and never define a word to mean
something other than its commonly accepted meaning.
• Use the same term consistently for a specific thought or object.
• Keep documents as simple as possible using fewer outline levels, so that the audience can
keep track of where they are in the structure of the document.
• Cover only one topic in each paragraph.
3.3 Jargon
The Merri am-Webster Dictionary provides three definitions for jargon:
1: confused, unintelligible language
2: the special vocabulary of a particular group or activity
3: obscure and often pretentious language
Scientists must carefully navigate the use of jargon to avoid the pitfall of being cast as either
unintelligible or pretentious. Jargon is certainly useful in technical reports and journal articles because
this specialized vocabulary can be the clearest way to convey complex information to colleagues in a
specific scientific field. However, even within a specialized group, jargon definitions can vary and drift
over time. Therefore, to ensure clarity among colleagues and to remain intelligible to a broader
audience, should be defined on first use. Jargon not likely to be found in specialized dictionaries
or glossaries must always be defined.
There are exceptions to the requirement that jargon should be defined. First, if the explanation of
terminology is not central to the study and if understanding the terms would require an extraordinarily
specialized background, plain language is optional. Second, if the explanation of medical terminology is
not central to the study and if the explanation would be gruesome, then plain language is optional.
3.4 Abbreviations
The Federal Plain Language Guidelines (PLAIN 2011) states, "When you are considering whether to
use an abbreviation ... remember that they should make it easier for your users. If they make it harder,
you have failed to write for your audience." Abbreviations should be given in parentheses following the
first use of the term in the text. In the report body, treat the abbreviation as if it were the first use,
regardless of whether or not it has been defined and used in the front matter. Avoid using abbreviations
in the executive summary. Do not use the same abbreviation for different spelled-out words.
It helps the reader if abbreviations are periodically spelled out; readers can forget an abbreviation
introduced early in a report and then not used again until late in a report. Avoid using abbreviations in
titles of reports, section headings or the table of contents.
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3.5 Accessibility
Section 508 of the Rehabilitation Act (29 U.S.C. §
794d) requires federal agencies make all website
content accessible to people with disabilities
including those with visual and auditory
impairments. Content required to be accessible
includes all attached files on the internet and in
both internal1 and external reports. HSRP reports must all be made 508 compliant and much of the
remediation is handled by contractors. Alternative text will be added for images where authors have not
supplied it; however, authors remain responsible for the content of the alternative text. [Alternative text
can be added by authors using Microsoft® (MS) Word® software by right clicking on an image, selecting
"Format Picture" at the bottom of the drop down menu, and selecting the "Layout and Properties" icon.]
Some issues must be managed by report authors:
Do not convey information solely as watermarks or header notes. Screen readers do not read
watermarks and headers.
• Do not convey information solely by color-coding. Screen readers do not read images placed
in tables to convey information. If images are used, the information must also be conveyed in
a readable manner in the table.
• Do not use color alone to convey information or meaning. According to the National Eye
Institute (NEI2015), "As many as 8 percent of men and 0.5 percent of women with Northern
European ancestry have the common form of red-green color blindness." So, a chart
featuring a red and green line is not useful to a large segment of the general population.
• Ensure that color contrast is sufficient to make images and chart labels clearly visible and
easy to read.
• Use standard fonts. Do not use script, fancy or customized fonts.
• Insert footnotes using the MS Word Footnotes feature rather than creating them manually.
• Use the MS Word Paragraph feature to create bulleted or numbered lists.
3.6 Copyright and Trademarks
Authors must obtain permission to use material including text, images, photos, illustrations and web
images from the creator or owner of the material. Credit the artist, photographer or source of the
photograph or illustration. Do not use copyrighted material or any material or photograph from the
internet without written permission. Some images from government web pages are purchased for use
exclusively on that page; authors should check the fine print to ensure that the image is not copyrighted
material.
1 Section 508, Subpart A, § 1194.1 Purpose. "Section 508 requires that when Federal agencies develop,
procure, maintain, or use electronic and information technology, Federal employees with disabilities
have access to and use of information and data that is comparable to the access and use by Federal
employees who are not individuals with disabilities, unless an undue burden would be imposed on the
agency."
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Reports need to include the proper intellectual property markings. The proprietary name should be
capitalized throughout the text. The EPA Style Manual (U.S. EPA 2009) states that "We [EPA] don't
need to display a trademark or copyright symbol when we mention a trade name in our publications."
Similarly, both the Council of Science Editors and American Chemical Society discourage using any
trademark symbols in formal writing (CSE 2006, ACS 2006). However, HSRP requires that the
symbol be displayed with the first prominent use in the text. So, you should mark the first
occurrence of Starbucks® coffee, but not the second occurrence of Starbucks coffee in the text.
Displaying the trademark or copyright symbol throughout the text is discouraged as it does not conform
to professional standards for formal writing and it impedes reading.
Trademark ownership information can be found on most companies' websites. Check a product's
technical documentation first, and then look under links for "Legal," "Trademarks" or "Intellectual
Property."
A database of pending and registered trademarks is available from the U.S. Patent and Trademark
Office. Registered trademarks are designated by ®. Unregistered trademarks are designated by ™.
The trademark may not be used as a substitute for the product itself. So, it is incorrect in a formal
document to write, "Use a Kleenex®;" you must write "Use a Kleenex® tissue."
3.7 Tables
Be consistent with tables: fonts, shading and line widths should be the same in each table.
Use tables to present data or text material in a clear, straightforward manner. Organize tables for easy
reading. Footnotes in tables are an efficient way to present peripheral information. For table footnotes,
use superscript, lowercase letters, starting from the top of the table and proceeding from left to right. For
tables that include mathematical or chemical equations, use symbols for citations instead of letters.
Use symbols (*, f, J, §, II, ]}) to indicate table footnotes whenever letters or numbers could become
confused with the table contents.
Spell out "Table" in the text and captions. Put captions in boldface type. Words in table captions should
be capitalized as if they were in a title. Put the caption flush left above the table and do not use a closing
period.
3.8 Figures
Be consistent with figures: fonts, shading and line widths should be the same in each figure.
Spell out "Figure" in the text and in captions. Put captions in boldface type. Words in figure captions
should be capitalized, or not, as they would be in a sentence. Put the caption flush left under the figure
and close it with a period.
Unless decorative in purpose, all graphics, tables, figures and images must be cited and described in the
preceding text. The described item should appear soon after, preferably on the page on which they are
referenced. When a report contains only a few pages of text and many graphics, place the graphics,
figures and tables in numerical order following the text.
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Images must be clear and relevant details large enough to be viewable.
Labels within the images must be equivalent to at least nine-point font
and colors must be easily distinguishable. Reports containing images
labeled with very small font (Figure 2) will be rejected by HSRP.
3.9 Formatting
Be consistent in the use of numbers, abbreviations, capitalization,
spelling and hyphenation.
Further information (in alphabetical order) is provided below.
• Blank Pages: Do not insert blank pages. The exception is
the blank page after the cover, which will be inserted by the formatting team.
• Chemicals: The names of chemicals should not be capitalized in ordinary text; alternate
formatting is acceptable for laboratory methods.
• Figure Notes/Credits: If there are notes or credits associated with a figure, include that
information following the figure caption.
• Font/Font Size: As illustrated in this sentence, standard text is Times New Roman® 12 point.
Other standard fonts may be used. As illustrated in this sentence, some fonts, such as Arial®,
are legible in an 11-point font. Font size ten is reserved only for notes to tables and footnotes
(see below) and finer font should not be used. Nonstandard fonts can cause problems when
converted from the original format by Adobe5 Acrobat® portable document format (PDF)
conversion software or when converted to spoken language via a screen reader.
• Footnotes: Footnotes should be typed in ten-point font and should be separated from the
main text by a short, left justified line.
• Justification: All paragraph text should be left justified with a ragged right edge. Fully
justified text (even with both the left and the right margin) is achieved by the insertion of
uneven spacing between letters. This distorts the shape of words, which makes reading more
difficult for all readers.
• Line Spacing: Single-spaced or 1.15 spacing should be used.
• Margins: Do not set margins smaller than 0.75 inches.
• Notes and Footnotes: Notes and footnotes for tables should be in ten-point font and should
be aligned with the left edge of the table.
• Numbers: Spell out numbers from one to ten, and use numerals for numbers over ten. Spell
out numbers if they appear at the beginning of a sentence. Use numerals to name the items in
a series: for example, "Samples 1 to 5."
• Paragraph Spacing: A single line is included between each paragraph.
3.10 Word Usage
EPA's Communication Product Standards Style book (US EPA 2009) addresses word usage and
grammar issues. The Associated Press's AP Stylebook and Briefing on Media Law (Kent et al. 2016)
should be used for questions not answered by the EPA stylebook.
Radioactive Materia I
Figure 4. Small font makes
this image unacceptable.
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Affect/effect - The word affect is normally a verb. The word effect is normally a noun. For example,
"Acid rain affects trees." "Acid rain's damaging effects include weakening trees." The only use of the
word effect as a verb is to mean "to cause" or "to bring about" as in "EPA will effect change through a
new program." It is usually better to say accomplish, perform, produce, generate or cause.
Agency - The word Agency is capitalized when it refers to EPA.
By-product - The word by-product is hyphenated.
Cleanup - The noun and adjective forms are cleanup; the verb form is clean up. Do not use clean-up.
For example, use, "The cleanup will take six weeks" or "Workers will clean up the site in six weeks" or
"The cleanup work will take six weeks."
Comprise/compose - The word comprise means to encompass; specifically, encompass that which is
already assembled. Groups comprise items or individuals, or are composed of items or individuals. For
example, use, "The community comprises men, women and children." Or say, "The community is
composed of men, women and children."
Dispose - The term to dispose of means to get rid of something. For example, say, "The on-scene
coordinator will dispose of the hazardous material at an approved landfill." Do not say, "They will
dispose the hazardous material."
Ground water - The format ground water is preferred over groundwater. Do not use the format
ground-water.
Impact - EPA says that the term impact, as a verb, is overused. Use affect or affected instead. For
example, use, "The contamination will affect a large area" instead of "The contamination will impact a
large area." Use, "The affected area" instead of "the impacted area."
May - Do not use the word may unless it means permission or free choice. May should not be used in
place of can, might, coirfd or would. The erroneous use of the word may by EPA could lead to an
erroneous statement by EPA: "Someone may dump toxic waste into the river."
Region, regional - Capitalize only when referring to a specific EPA regional office: "EPA Region 5
is..."
Section, article, part - These terms are not capitalized, even when referring to part of a law or
regulation.
State, federal, regional, local, tribal - These terms are not capitalized unless they begin a sentence or
form part of an official title.
Stormwater - The term stormwater is one word, not hyphenated.
That/which - Do not use the word which in place of that. Which is preceded by a comma; that is not.
Which tells something about the subject that is not absolutely necessary. For example, say, "The project,
which is six weeks overdue, is bogged down due to rain." That provides necessary definition or
restriction: "Let's review the project that is still with the contractor."
Wash water - Wash water is two words.
Waste - The term waste is plural. The only instance where the term wastes should be used would be to
indicate and call attention to different types of wastes. So "hospital waste contains various dangerous
items" is correct; "solid and liquid wastes must be treated differently" is also correct.
Wastewater - Wastewater is a single word.
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3.11 Internet Terms
The AP Stylebook (AP online) has updated the format for many terms. These types of terms will, of
course, continue to change so you can check the stylebook if in doubt.
Email - The term email has no hyphen.
E-book - The words e-book, e-reader and e-commerce remain hyphenated.
Internet - The term internet is lowercase.
Online - The term online is not hyphenated.
Web - The term web is now lowercase.
Web term blends - The terms website, webcam, webcast, webfeed, webmaster andwebpage have been
blended into single words.
Web terms unblended - The terms web address and web browser remain as two words.
World Wide Web - The term World Wide Web is still capitalized.
3.12 Scientific Conventions
Some special requirements accompany technical and scientific publications. As the title of the artwork
in Figure 3 reminds us, keeping up with science requires familiarity with universal scientific conventions
as well as the field-specific conventions. Here are a few key conventions:
• In reports that summarize the results of testing or evaluation of equipment or methods, list
the tested items and the manufacturers' names and locations (city, state or city, country) in a
table or an appendix.
• Refer to the International System of Units and other standard-setting organizations for
spelling, format and accepted abbreviations of units.
• Provide details for methods or materials that are not standard or have been modified. Unless
reagents or apparatus are non-standard or not commercially available, simply list what was
used: for example, "phosphate buffer." Cite the source for standard methods.
• At the first mention of standard equipment and materials, include the name followed by the
model number, manufacturer's name, city and state (and nation, if outside the U.S.) in
parentheses. If the manufacturer's name and location are unavailable or obscure, the supplier
and location may be listed instead. Do not use a brand name (or trademarked name) if
reagents, laboratory supplies or other apparatus used are the generic equivalents.
• Generally, use metric units; however, if it is industry practice to use English standard units,
put the conversion in parentheses or include a conversion table. Avoid mixing units in a
document; however, if industry practice is to use some English standard units and some
metric units, include a brief mention of that either as a footnote or in a longer explanatory
section.
• Standardize scientific notation and use standard systematic nomenclature if trivial
nomenclature would be ambiguous. For example, "dichloropyridine" could refer to 2,6-
dichloropyridine, 3,5-dichloropyridine, or other related compounds. Check the International
System of Units and other standard-setting organizations for details on usage and format.
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• Similarly, the species indicated by the common name "blackbird" has changed over time and
varies by location. Accompany ambiguous common names with scientific nomenclature.
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Figure 7. Work Projects Administration Poster Collection, 1939,
Shari Weisberg, artist
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4.0 References
Associated Press. AP stylebook online. Available to EPA staff by subscription at
http://www.apstvlebook.com/epa/ Available by subscription to the public at http://www.apstylebook.com/.
See also the hardcopy Kent et al. (Associated Press) 2016.
Coghill AM, Garson LR. 2006. The ACS style guide: effective communication of scientific information.
Washington DC: American Chemical Society.
Council of Science Editors. 2006. Scientific style and format: the CSE manual for authors, editors, and publishers,
8th edition. Chicago: University of Chicago Press.
International Committee of Medical Journal Editors. 2016. Recommendations for the conduct, reporting, editing,
and publication of scholarly work in medical journals. Online resource. Accessed online May 1, 2017 at
http://www.icmie.org/icmie-recommendations.pdf
Kent T, Froke P, Minthorn D, Schwartz J, Acoca S. 2016. The Associated Press stylebook and briefing on media
law 2016. New York: The Associated Press.
National Eye Institute (NEI). 2015. Online resource. Accessed online October 20, 2016 at
https://nei.nih.gov/health/color blindness/facts about
Plain Language Action and Information Network (PLAIN). 2011. Federal plain language guidelines. Accessed
online October 18, 2016 at
http: //www .plainlanguage. gov/howto/guideline s/F ederalPLGuideline s/F ederalPLGuideline s .pdf
U.S. Environmental Protection Agency. 2016. Best practices for designating authorship. EPA 601/K-16/001.
Accessed online October 18, 2016 at https://www.epa.gov/sites/production/files/2016-
09/documents/best practices designating authorship.pdf
U.S. Environmental Protection Agency. 2012. Scientific integrity policy. Accessed online October 18, 2016 at
https://www.epa.gov/sites/production/files/2014-02/documents/scientific integrity policy 2012.pdf
U.S. Environmental Protection Agency. 2009. Communication product standards: stylebook._Washington DC:
Office of Public Affairs, U.S. Environmental Protection Agency. Accessed online October 18, 2016 at
http://www.epa.gov/stvlebook/epa-communications-stvlebook-writing-guide
U.S. Environmental Protection Agency. 2007. Visual and product standards: graphic manual. EPA 600/R-07/054.
Accessed online October 18, 2016 at http://www.peer.org/assets/docs/epa/07 21 6 epa style manual.pdf
U.S. Government Printing Office. 2008. Style manual. Washington DC: Government Printing Office. Accessed
online October 18, 2016 at https://www.govinfo.gov/content/pkg/GPO-STYLEMANUAL-2008/pdf/GPQ-
STYLEMANUAL-2008.pdf
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Appendix A.
Excerpted from ORD Policy and Procedures Manual, section 14.3, Appendix C (Personal
Communication)
APPENDIX C. DISCLAIMERS AND NOTICES
Adding an appropriate disclaimer to a document or product informs the public about the purpose
of the product or document and serves to protect the agency when the document is written as part
of official agency duty. Disclaimers should be tailored to the particular product or document
based on the contents of the document and intended use of the document. You may find that one
or more of the example disclaimers in this document apply to your product. As you decide what
to include in your disclaimer, you should consider how the public might view your document and
what appropriate uses of the document could be. This appendix deals primarily with documents
or products that are created as part of your official duties. There is, however, also a section to
address the ethical ramifications of writing on your own time and not as part of your official
duties ("Writing in Personal Capacity").
Draft Products
Internal review draft:
This document is an internal draft for review purposes only. It does not represent
and should not be construed to represent any U.S. Environmental Protection
Agency determination or policy.
External review draft of products to be formally disseminated:
This document is distributed solely for the purpose ofpre-dissemination peer
review under applicable information quality guidelines. It has not been formally
disseminated by the U.S. Environmental Protection Agency. It does not represent
and should not be construed to represent any agency determination or policy.
According to the OMB Peer Review Bulletin^, "In cases where the information is highly
relevant to specific policy or regulatory deliberations, this disclaimer shall appear on each
page of the draft report. Agencies also shall discourage state, local, international and
private organizations from using information in draft reports that are undergoing peer
review."
OGC [Office of General Counsel] Contact: Cross Cutting Issues Law Office (CCILO).
2 Office of Management and Budget. 2004. Memorandum for heads of departments and agencies, From Joshua B.
Bolten, Director, Subject: Issuance of OMB's Final Information Quality Bulletin for Peer Review. December 16,
2004. Washington DC: Executive Office of the President, Office of Management and Budget. Accessed online
October 18, 2016 at https://www.whitehouse.gov/sites/default/files/omb/memoranda/fV2005/m05-03.pdf
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Final Products
For an official dissemination (generally if it is published as an EPA document with the EPA logo and
cover), recommended language includes:
This document has been reviewed by the U.S. Environmental Protection Agency,
Office of Research and Development, and approvedfor publication.
Scientific and technical work products that are not considered official agency disseminations,
such as scientific journal articles, are excluded from the requirements of the OMB Peer Review
Bulletin when the following disclaimer is used:
The views expressed in this [article presentation poster] are those of the
author (s)and do not necessarily represent the views or policies of the U.S.
Environmental Protection Agency.
OGC Contact: CCILO.
Internal Documents
If a document is developed for internal use only, it may be deliberative in nature and accorded
particular status under the Freedom of Information Act (FOIA) and in litigation. Such documents
should be clearly marked and should not be shared outside the agency without appropriate
consultation with OGC and senior management. On internal documents, it is helpful to clearly
indicate the peer review status and whether the document is deliberative.
OGC Contact: General Law Office (GLO).
Trade Names and Commercial Products or Services
Provided that the agency has articulated non-arbitrary and impartial criteria for the selection of
specific products or services, the following disclaimer should be used to make it clear to the user
that any mention of trade names or commercial products is not to be viewed as an endorsement.
Any mention of trade names, products, or services does not imply an endorsement
by the U.S. Government or the U.S. Environmental Protection Agency. The EPA
does not endorse any commercial products, services, or enterprises.
OGC Contact: Ethics.
Disclaimer of Liability
Although there are additional protections for the agency against claims of liability arising from
using or relying on information, software, or tools, adding language about these risks can help
put readers/users on notice. It also provides an additional layer to defend the agency if someone
were to make a claim.
Example #1, from a workbook created to help schools create or improve management of their
chemicals to avoid chemical spills or other emergencies:
This document is for informational purposes only and is not intended as legal
advice. The contents are for general informational purposes, and should not be
construed as legal advice concerning any specific circumstances. You are urged
to consult legal counsel concerning any specific situation or legal issues. This
document does not address all federal, state, and local regulations, and other
rides may apply. This document does not substitute for any EPA regulation and is
not an EPA ride.
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Example #2:
The environmental screening checklist and workbook are tools to be used to help
you evaluate compliance at your facility. They do not contain an exhaustive list or
description of all federal environmental regulations that may apply to your
facility. In addition, your facility is responsible for knowing and complying with
all applicable tribal, state, and local requirements.
Example #3, from the Center for Exposure Assessment Modeling website:
Disclaimer of Liability
With respect to this multimedia system of HTML pages and the CEAM software
products and their documentation, neither the U.S. Government nor any of their
employees, makes any warranty, express or implied, including the warranties of
merchantability andfitness for a particular purpose, or assumes any legal
liability or responsibility for the accuracy, completeness, or usefulness of any
information, apparatus, product, or process disclosed, or represents that its use
would not infringe privately owned rights.
Disclaimer of Software Installation Application
Execution of any CEAM installation program, and modification to system
configuration files must be made at the user's own risk. Neither the U.S. EPA nor
the program author (s) can assume responsibility for program modification,
content, output, interpretation, or usage.
CEAM installation programs have been extensively tested and verified. However,
as for all complex software, these programs may not be completely free of errors
and may not be applicable for all cases. In no event will the U.S. EPA be liable
for direct, indirect, special, incidental, or consequential damages arising out of
the use of the programs and or associated documentation.
OGC Contact: Civil Rights and Finance Law Office (CRFLO).
Copyrighted Material
When using copyrighted material with the permission of the copyright owner, provide a notice
that the material is copyrighted, including the year of first publication and the name of the author
and copyright owner. If the user or reader of the product would like to use the copyrighted
material, it is up to her or him to contact the copyright owner.
Reprintedfi'om (title of publication, year offirst publication) by (name of author)
with permission of (name of copyright owner).
Copyright protection is not available for a work of the United States Government, and the reader
or user of the product should be notified of this. Although the national law of another country
might allow the product to be copyrighted, EPA will not necessarily know what foreign
copyrights might apply. The following notice can be used if a document was created entirely by
U.S. government employees.
This is a work of the U.S. Government and is not subject to copyright protection
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in the United States.
For more information about copyright, please contact OGC and consult relevant information
policy and guidance.
OGC Contact: GLO.
Presentations
Normally, the need for a disclaimer in relation to official presentations is eliminated through the
clearance process. Even in the case of an EPA-related speech that is assigned work, the
supervisor and/or the employee may decide to use a disclaimer to emphasize that the views
expressed or conclusions drawn in the presentation are those of the individual and do not
necessarily represent the official views or policies of the agency.
Writing in Personal Capacity
If you are interested in writing for publication in your capacity as a private citizen (so in your
personal capacity), you should consult first with an agency ethics official. If the subject matter of
your writing relates to your EPA official duties or to any ongoing agency program, policy or
operation (even if you don't work on it), then you will likely be required to seek prior approval
of the outside activity even if you will not be compensated. Depending on the subject, ethics
laws may prohibit you from receiving any compensation at all. Set forth below is a sample
disclaimer for use when writing in your personal capacity, but you are still advised to consult
with an Agency ethics official first.
This work is not a product of the U.S. Government or the U.S. Environmental
Protection Agency, and the author editor speaker is not doing this work in any
governmental capacity. The views expressed are those of the
author editor speaker only and do not necessarily represent those of the U.S.
Government or the EPA.
If you give a presentation in your personal capacity, and there is any mention of your EPA title
or position in your bio, then you must say that you are not representing the agency, that the
speech is in your personal capacity, and that the views expressed are your own and not
necessarily those of the agency.
OGC Contact: Ethics.
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Appendix
Copy of the full authorship criteria description from U.S. Environmental Protection Agency. 2016. Best
Practices for Designating Authorship. EPA 601/K-16/001.
CO
2. Authorship
r ii
a
The term "author" applies to any individual who makes a substantial
contribution, as defined below, to an EPA work product. Authorship refers to
the listing of contributors to the work product.
To qualify as an author, an individual must make a substantial contribution to
the work product that fulfills all of following three criteria:
1. Made a substantial intellectual contribution to the work product An
individual may make a substantial intellectual contribution in several
different ways, including:
a. Conception and design (e.g., formulation of hypotheses,
refining research ideas, development of study objectives; or the
definition of experimental, statistical, modeling, or analytical
approaches), or
b. Acquisition of data or development of models (e.g., non-
routine fieldwork, such as adapting or developing new
techniques or equipment necessary to collect essential
data; non-routine lab work such as development of new
methods or significant modification to existing methods
essential to the research; literature searches;
theoretical calculations; and development and
application of modeling specific to the project), or
c. Analysis and interpretation of data.
2. Wrote or provided editorial revisions to the work product
containing critical intellectual content12,
3. Approved the final version to be published and agreed to be
accountable for all aspects of the work product.
Any individual who has met these three criteria, independent of their rank,
status, or affiliation, should be named as an author. Any individual who has
not met these three criteria, independent of their rank, status, or affiliation,
should not be named as an author. An individual who knowingly publishes the
intellectual work of another without giving appropriate credit has committed
plagiarism. Suppressing authorship by unreasonably interfering in the ability
of an individual to meet these three criteria is a violation of EPA's Scientific
Integrity Policy and should be reported to EPA's Scientific Integrity Official.
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