**CHAPTER 3. STANDARDS**

3-1 **Objective**. To ensure that all directives are uniform and
arranged logically to allow users to locate information quickly.

3-2 **Preparation.** Directives should be created on the LAN using
Departmental word processing software. An electronic copy should be
created for use by the Records & Directives Branch for HUDClips
publication and distribution.

3-3 **Format**

A. **Handbooks**

1\. A Table of Contents is required if the handbook contains more than
20 paragraphs.

> 2\. A List of all forms and/or reports required by the handbook must
> be provided on a separate page following the Table of Contents for
> easy reference by handbook users.

3\. Text must be in standard outline format:

1-1 \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_ \_ \_ \_

A. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_ \_\_

1\. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_

2\. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_

a\. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_

b\. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_

\(1\) \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_

\(2\) \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_

B. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_ \_ \_

C. \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_
\_ \_ \_ \_ \_ \_

> 4\. Classification Numbers. The Departmental Directives Management
> Officer assigns blocks of subject classification numbers to Directives
> Management Officers. DMOs assign these numbers to handbooks originated
> by their organizations. (See Appendix 3 for a list of subject
> classification numbers and the offices to which they are assigned.)
>
> 5\. Numbering. Use the appropriate three or four digit classification
> number followed by a decimal point and sequential number, e.g.,
> 4050.5. Type the number on each handbook page, in the upper right hand
> corner on odd numbered pages and the upper left hand corner on even
> numbered pages.
>
> 6\. Dating. Type the effective date, month and year, on each handbook
> page. Type the date in the lower left-hand corner on even numbered
> pages and in the lower right hand corner on odd numbered pages. When
> page changes are made, give the changed pages the new date. Pages
> being reprinted without changes will retain the previous issue date.

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> 7\. Chapters, sections, paragraphs and pages are deleted by reissuing
> pages of the Table of Contents as \"changes.\"
>
> 8\. Paragraph expansion is done by adding a \"period\" and arabic
> number after the paragraph number. For example, paragraphs inserted
> after paragraph 2-2 would be numbered 2-2.1, 2-2.2, 2-2.3, etc.
>
> 9\. Page expansion is done by using a period followed by a sequential
> number to insert new pages between existing pages. For example: Pages
> 6-2.1 and 6-2.2 follow page 6-2.
>
> B. **Transmittals.** Number transmittals with the same subject
> classification number as the directive they transmit. If a canceled
> directive is superseded by another directive, state the new directive
> number and title on the transmittal.
>
> C. **Revisions**. Number revisions with the symbol \"REV\" followed by
> a sequential number after the subject classification number, for
> example: \"000.2 REV-1.\"
>
> D. **Changes**. Pages being revised and issued as changes must carry
> the symbol \"CHG\" followed by a sequential number after the subject
> classification number, for example "1100.2 CHG-1.\" Unchanged pages
> keep their original date and classification number to distinguish them
> from new pages.
>
> 1\. Asterisks are used to pinpoint revised or added portions of text
> when \"changes\" are issued in the form of substitute pages. Type an
> asterisk in the left margin where the change begins and a second
> asterisk in the right margin at the end of the changed text. Minor
> corrections in spelling or grammar should not be marked with
> asterisks. Old asterisks should be deleted when reissuing a previously
> changed page.

2\. When a change involves more than one page, place an asterisk:

a\. at the beginning of changed material

b\. at the end of last line of first page

c\. at the beginning of first line of each page containing changed
material

> d\. at the end of last line of each page when change continues on
> succeeding page and at the end of last line of changed material
>
> E. **Appendices.** If Appendices are reproduced, they should be
> legible. The subject classification number, appendix number, page
> number, and date (month and year) must be typed on each page (e.g.,
> 4050.5, Appendix 1, 1 of 1, 9/88).

F. **Notices/Interim Notices**

> 1\. Text. Type the first page of a notice on form HUD-21-B (follow
> Appendix 4)

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> 2\. Numbering. Use the last two digits of the calendar year, followed
> by a hyphen and the next available number in consecutive order (e.g.,
> 88-01, 88-02) assigned by the originating DMO.
>
> Use acronyms to identify originating organizations or target program
> area, e.g., 88-10 (PHA) PIH, which indicates the tenth notice
> originated by Public and Indian Housing in 1988
>
> concerning Public Housing Authorities (PHAs). Type notice number to
> the right of the printed word \"Notice\" on form
> [HUD-21-B](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/21b.pdf).
> Cite the handbook the notice relates to on the notice form in the
> upper right corner. (See Appendix 4.)
>
> 3\. Dating. Issue date should be typed two spaces after \"Issued\"
> using the month, day and year (e.g., September 30, 1988). Type the
> expiration date two spaces after \"Expiration\" using the

month, day and year (e.g., September 30, 1989).

G. **Cancellations.** When a handbook becomes obsolete, the originating
organization must:

> 1\. Prepare a
> [HUD-23](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/23.pdf),
> Transmittal, and clear with all offices whose responsibilities are
> affected by the handbook.
>
> 2\. Print and distribute transmittal using distribution code W-3-1.
>
> 3\. Send a copy of the transmittal to the DDMO for the Departmental
> Directives Management Information System (DDMIS). DMOs must ensure
> that references to the canceled handbook are removed from other
> handbooks.
>
> H. **Expirations.** Each year, program offices receive an inventory of
> their directives (through DDMIS) to verify them for the annual
> Directives Index.

1\. Handbooks remain valid until canceled by the originating
organization.

> a\. Every two years, the DDMO provides a list of handbooks to the
> originating organization. The organization must certify, on page 1 of
> the list, that each handbook has been reviewed to determine if it is
> needed and is current. As appropriate, reviewers should determine
> whether or not a handbook addresses, or needs to address, the
> risk-based monitoring described in handbook 1840.1 , Departmental
> Management Control program.
>
> b\. If a handbook is not current but remains in effect, the
> originating organization must indicate with the certification when it
> will be updated (changed or revised) or canceled.
>
> c\. In the intervening year, the DDMO will request a status report on
> handbooks marked for update or cancellation.
>
> 2\. Notices must carry an expiration date not to exceed one year. A
> notice may be extended for one year beyond original expiration date if
> written justification is approved by the DDMO.

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> 3\. Interim Notices are for true emergencies and must carry an
> expiration date not to exceed 120 days and cannot be extended. These
> notices are not to be used to avoid the clearance process. Originating
> Assistant Secretaries can request an expedited turnaround time for
> OGC, CIO and OIG to clear Interim Notices. In the event that either
> office fails to respond within the specified time, the originating
> Assistant Secretary must confer directly with the General Counsel
> and/or Inspector General before issuing the Interim Notice.

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