Turner-Fairbank Highway Research Center R&D

CRG

COMMUNICATION

REFERENCE

GUIDE
FOREWORD

The Turner-Fairbank Highway Research Center R&D Communication Reference Guide (CRG) 

provides you with tools, techniques, and timelines for effectively planning, scheduling, and

producing your communication products, which include print materials, electronic information,

and technology. The CRG will be posted on the Internet at the Federal Highway 

Administration’s (FHWA) research website: www.fhwa.dot.gov/research. This document 

replaces previous versions of the Quick Reference Guide.

This guide will be useful to FHWA researchers, contract office representatives, contractors, and 

support staff who develop research and technology communication products to the standards and 

regulations referenced in this publication. The CRG is available on the research website

(www.fhwa.dot.gov/research). Although this guide is available as a printed version upon request, 

the most recent and up-to-date version is posted on the research website.

Debra S. Elston, Director, 

Corporate Research, 

Technology and Innovation 

Management

Notice

This document is disseminated under the sponsorship of the U.S. Department of Transportation 

(USDOT) in the interest of information exchange. The U.S. Government assumes no liability for 

the use of the information contained in this document.

The U.S. Government does not endorse products or manufacturers. Trademarks or 

manufacturers’ names appear in this report only because they are considered essential to the 

objective of the document.

Quality Assurance Statement

The Federal Highway Administration (FHWA) provides high-quality information to serve 

Government, industry, and the public in a manner that promotes public understanding. Standards 

and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its 

information. FHWA periodically reviews quality issues and adjusts its programs and processes to 

ensure continuous quality improvement.
TECHNICAL REPORT DOCUMENTATION PAGE

1. Report No. 

FHWA-HRT-15-058

2. Government Accession No. 3. Recipient’s Catalog No.

4. Title and Subtitle

Turner-Fairbank Highway Research Center R&D 

Communication Reference Guide

5. Report Date

February 2017

6. Performing Organization Code:

7. Author(s)

Lisa Shuler, Team Director, Innovation Management and 

Communications

Dawn Vanlandingham, Transportation Information Specialist

8. Performing Organization Report No.

9. Performing Organization Name and Address 

Office of Research, Development, and Technology

Federal Highway Administration

6300 Georgetown Pike

McLean, VA 22101-2296

10. Work Unit No.

11. Contract or Grant No.

12. Sponsoring Agency Name and Address 

Office of Research, Development, and Technology 

Federal Highway Administration

6300 Georgetown Pike

McLean, VA 22101-2296

13. Type of Report and Period 

Covered Guidelines

14. Sponsoring Agency 

Code HRTM-01

15. Supplementary Notes

Reviewed by the Federal Highway Administration Office of Public Affairs

16. Abstract

This document presents guidelines for developing, writing, and constructing research and development

publications. Federal Highway Administration Office of Research, Development, and Technology employees, 

researchers, contract office representatives, contractors, and support staff are the main audiences.

17. Key Words

Publication, guidelines, HRTM, report, brochure, 

communication, marketing

18. Distribution Statement

No restrictions. This document is available to the 

public through the National Technical Information 

Service, Springfield, VA 22161.

http://www.ntis.gov

19. Security Classif. (of this report) 

Unclassified

20. Security Classif. (of this 

page) Unclassified

21. No. of Pages

157

22. Price

Form DOT F 1700.7 (8-72) Reproduction of completed page authorized.
ii

* SI is the symbol for the International System of Units. Appropriate rounding should be made to comply with Section 4 of ASTM E380.

(Revised March 2003)

SI* (MODERN METRIC) CONVERSION FACTORS 

APPROXIMATE CONVERSIONS TO SI UNITS

Symbol When You Know Multiply By To Find Symbol 

LENGTH

in inches 25.4 millimeters mm 

ft feet 0.305 meters m 

yd yards 0.914 meters m 

mi miles 1.61 kilometers km 

AREA 

in2 square inches 645.2 square millimeters mm2

ft2 square feet 0.093 square meters m2

yd2 square yard 0.836 square meters m2

ac acres 0.405 hectares ha

mi2 square miles 2.59 square kilometers km2

VOLUME 

fl oz fluid ounces 29.57 milliliters mL 

gal gallons 3.785 liters L 

ft3 cubic feet 0.028 cubic meters m3 

yd3 cubic yards 0.765 cubic meters m3 

NOTE: volumes greater than 1000 L shall be shown in m3

MASS oz ounces 28.35 grams g

lb pounds 0.454 kilograms kg

T short tons (2000 lb) 0.907 megagrams (or "metric ton") Mg (or "t") 

TEMPERATURE (exact degrees) o

F Fahrenheit 5 (F-32)/9 Celsius o

C 

or (F-32)/1.8 

ILLUMINATION 

fc foot-candles 10.76 lux lx

fl foot-Lamberts 3.426 candela/m2 cd/m2

FORCE and PRESSURE or STRESS 

lbf poundforce 4.45 newtons N 

lbf/in2 poundforce per square inch 6.89 kilopascals kPa 

APPROXIMATE CONVERSIONS FROM SI UNITS 

Symbol When You Know Multiply By To Find Symbol 

LENGTH mm millimeters 0.039 inches in 

m meters 3.28 feet ft 

m meters 1.09 yards yd 

km kilometers 0.621 miles mi 

AREA mm2 square millimeters 0.0016 square inches in2 

m2 square meters 10.764 square feet ft2 

m2 square meters 1.195 square yards yd2 

ha hectares 2.47 acres ac

km2 square kilometers 0.386 square miles mi2 

VOLUME 

mL milliliters 0.034 fluid ounces fl oz 

L liters 0.264 gallons gal 

m3 cubic meters 35.314 cubic feet ft3 

m3 cubic meters 1.307 cubic yards yd3 

MASS 

g grams 0.035 ounces oz

kg kilograms 2.202 pounds lb

Mg (or "t") megagrams (or "metric ton") 1.103 short tons (2000 lb) T 

TEMPERATURE (exact degrees) o

C Celsius 1.8C+32 Fahrenheit o

F 

ILLUMINATION 

lx lux 0.0929 foot-candles fc 

cd/m2 candela/m2 0.2919 foot-Lamberts fl

FORCE and PRESSURE or STRESS 

N newtons 0.225 poundforce lbf 

kPa kilopascals 0.145 poundforce per square inch lbf/in2

 
iii

TABLE OF CONTENTS

CHAPTER 1. INTRODUCTION................................................................................................ 1

CHAPTER 2. HRTM SERVICE AND SUBMISSION PROCESS.......................................... 3

HRTM SERVICES................................................................................................................... 3

Identify Your Audience ........................................................................................................ 3

Define Your Message ............................................................................................................ 3

Consider Effective Ways to Reach Your Audience ........................................................... 3

SNAPSHOT OF PUBLICATION WORK SCHEDULE...................................................... 4

EDITORIAL REVIEW PROCESS ........................................................................................ 6

Responsibility for Corrections............................................................................................. 7

Expediting the Editing Process............................................................................................ 7

Printing the Publication ....................................................................................................... 8

Errata Process (i.e., Errors in Printing or Online) ............................................................ 8

CHAPTER 3. POLICIES AFFECTING ALL RD&T PUBLICATIONS............................. 11

DEFINITION OF PUBLISHING.......................................................................................... 12

ELECTRONIC PUBLISHING OF COMMUNICATION PRODUCTS.......................... 12

SECTION 508 OF THE REHABILITATION ACT ........................................................... 12

ENSURING CONTRACTOR PUBLICATION COMPLIANCE ..................................... 13

CHAPTER 4. GUIDELINES AND STYLES FOR ALL PUBLICATIONS......................... 15

TWO-COLOR VERSUS FOUR-COLOR PRINT.............................................................. 15

PHOTOS OF NONPUBLIC FIGURES ............................................................................... 15

ELECTRONIC ACCESSIBILITY ....................................................................................... 16

SECTION 508 AND PUBLICATION CONTENT.............................................................. 16

Two Roles: Writer/Content Producer and Website Technical 

Coder/Programmer....................................................................................................... 16

HTML Files ......................................................................................................................... 18

How to Write 508 Captions for Nontext Elements........................................................... 18

Format for 508 Captions for Nontext Elements............................................................... 18

Examples of 508 Captions for Nontext Elements............................................................. 19

GRAPHICS ............................................................................................................................. 20

COPYRIGHT.......................................................................................................................... 20

Copyright and Works of Federal Employees................................................................... 20

Copyright Owned by External Source.............................................................................. 21

Required Copyright Format in Publications.................................................................... 21

EDITORIAL STYLES FOR ALL PUBLICATIONS ......................................................... 24

Units of Measurement......................................................................................................... 25
iv

Punctuation.......................................................................................................................... 25

Numbers and Measurements............................................................................................. 25

Abbreviations ...................................................................................................................... 26

Percent and Other Symbols ............................................................................................... 26

List of Preferred Terminology and Abbreviations.......................................................... 26

Unique GPO Style Manual Rules...................................................................................... 26

CHAPTER 5. PREPARING A RESEARCH REPORT ......................................................... 29

PURPOSE................................................................................................................................ 29

AUDIENCE............................................................................................................................. 29

STYLE ..................................................................................................................................... 29

FORMAT FOR RESEARCH REPORTS ............................................................................ 30

Use of FHWA Logo, Seal, and Symbol by Private Sector Partners, Contractors, 

Grantees, and Vendors................................................................................................. 30

Use of FHWA/USDOT Logo on Proposals or Consulting Deliverables......................... 30

Publications Developed by Contractors with FHWA/USDOT Logo ............................. 30

Private Sector or Contractor Logos on Government Publications................................ 30

Inclusion of Contractors Names or Consultants in FHWA Publications...................... 31

Microsoft® Word Format.................................................................................................. 31

Report Contents .................................................................................................................. 31

Foreword.............................................................................................................................. 32

Type Arrangement and Typefaces.................................................................................... 33

Volume Format ................................................................................................................... 34

References and Bibliography ............................................................................................. 34

Pagination ............................................................................................................................ 35

Table of Contents................................................................................................................ 35

Headings............................................................................................................................... 36

Figures and Tables.............................................................................................................. 37

Equations and Formulas .................................................................................................... 45

Lists ...................................................................................................................................... 45

Footnotes.............................................................................................................................. 46

CHAPTER 6. OTHER PUBLICATIONS ................................................................................ 49

BOOKLETS ............................................................................................................................ 49

Purpose................................................................................................................................. 49

Target Audience .................................................................................................................. 49

Style ...................................................................................................................................... 49

TECHNICAL FLYERS ......................................................................................................... 50

Purpose of a TechBrief ....................................................................................................... 50

Purpose of Application/Technical Notes........................................................................... 50

Audience............................................................................................................................... 50

Style ...................................................................................................................................... 51

Elements to Include in a TechBrief ................................................................................... 51

TechBrief Layout ................................................................................................................ 52
v

MARKETING BROCHURES............................................................................................... 52

Purpose................................................................................................................................. 52

Audience............................................................................................................................... 53

Style ...................................................................................................................................... 53

FACT SHEETS....................................................................................................................... 53

Purpose................................................................................................................................. 53

Audience............................................................................................................................... 54

Style ...................................................................................................................................... 54

Normal Final Deliverables for Publications..................................................................... 55

TRADE PUBLICATION ARTICLES.................................................................................. 56

Purpose................................................................................................................................. 56

Audience............................................................................................................................... 56

Format and Issue................................................................................................................. 57

Circulation........................................................................................................................... 57

Submission Guidelines Process.......................................................................................... 57

PERIODICALS....................................................................................................................... 57

Definition ............................................................................................................................. 57

PUBLIC ROADS .................................................................................................................... 57

Purpose................................................................................................................................. 58

Audience............................................................................................................................... 58

Format and Issue................................................................................................................. 58

Circulation........................................................................................................................... 58

Submission Guidelines........................................................................................................ 58

Schedule ............................................................................................................................... 58

CHAPTER 7. ELECTRONIC PUBLISHING......................................................................... 59

FILE FORMATS .................................................................................................................... 59

PRESENTATIONS AND VIDEOS....................................................................................... 60

Policy Implications.............................................................................................................. 60

Schedule ............................................................................................................................... 60

WEBSITE PUBLISHING...................................................................................................... 62

Website Requirements........................................................................................................ 63

Minimum Requirements for FHWA Web Pages............................................................. 63

Technical Review ................................................................................................................ 64

Surveys................................................................................................................................. 64

Privacy Act .......................................................................................................................... 65

Freedom of Information Act.............................................................................................. 67

Federal Acquisition Regulations........................................................................................ 68

CHAPTER 8. GUIDELINES FOR HPA REVIEW, SOCIAL MEDIA, AND MEDIA 

RELATIONS............................................................................................................................... 69
vi

HPA REVIEWS ...................................................................................................................... 69

HPA Review of External Trade Magazine and Journal Articles................................... 69

Trade Magazine or Journal Articles: Do Not Sign Any Forms or Agreements............ 69

SOCIAL MEDIA .................................................................................................................... 70

FHWA Social Media Policy................................................................................................ 70

RESPONDING TO THE MEDIA......................................................................................... 72

CHAPTER 9. DISTRIBUTING YOUR COMMUNICATION PRODUCTS....................... 73

TARGET YOUR AUDIENCE .............................................................................................. 73

REPORT, TECHBRIEF, and publication MAILING LISTS............................................ 73

FHWA Internal Distribution ............................................................................................. 73

FHWA External Mailing Lists........................................................................................... 73

Customized Mailing List .................................................................................................... 73

ELECTRONIC DATABASE SUBMISSIONS .................................................................... 74

Records Archives ................................................................................................................ 74

Copies of Publications to GPO, Library of Congress, and NARA................................. 74

Publications to National Technical Information Service (NTIS) ................................... 74

APPENDIX A. SAMPLE OF REPORT FRONT COVER..................................................... 77

APPENDIX B. SAMPLE INSIDE FRONT COVER .............................................................. 79

APPENDIX C. TECHNICAL REPORT DOCUMENTATION PAGE................................ 81

APPENDIX D. SAMPLE METRIC CONVERSION FACTORS PAGES ........................... 83

APPENDIX E. SAMPLE TABLE OF CONTENTS ............................................................... 85

APPENDIX F. SAMPLE LIST OF FIGURES ........................................................................ 87

APPENDIX G. SAMPLE LIST OF TABLES.......................................................................... 89

APPENDIX H. SAMPLE ACKNOWLEDGMENTS PAGE.................................................. 91

APPENDIX I. LIST OF PREFERRED TERMINOLOGY.................................................... 93

APPENDIX J. LIST OF PREFERRED ACRONYMS/ABBREVIATIONS ........................ 97

APPENDIX K. SAMPLE PAGE OF A RESEARCH WEB REPORT ............................... 111

APPENDIX L. FHWA LOGO................................................................................................. 113

APPENDIX M. FHWA MULTIMEDIA MODEL RELEASE FORM ............................... 115

APPENDIX N. FHWA MULTIMEDIA CHILD MODEL RELEASE FORM.................. 117

APPENDIX O. FREQUENTLY ASKED QUESTIONS (FAQS) ABOUT GENERAL 

COPYRIGHTS AND COPYRIGHT AND COMPUTER SOFTWARE UNDER 

FEDERAL CONTRACTS ....................................................................................................... 119

APPENDIX P. REFERENCE INFORMATION AND EXAMPLES .................................. 125

APPENDIX Q. ERRATA FORM TEMPLATE .................................................................... 129
vii

APPENDIX R. HPA PROGRAM LIAISONS COORDINATION PROTOCOLS............ 131

ITEMS REQUIRING COORDINATION WITH HPA.................................................... 131

ITEMS NOT REQUIRING COORDINATION WITH HPA .......................................... 133

APPENDIX S. CLEARANCE FORM 1113 ........................................................................... 135

APPENDIX T. CLEARANCE FORM 1528........................................................................... 137

APPENDIX U. JOURNAL SUBMISSION LETTER TEMPLATE.................................... 139

REFERENCES.......................................................................................................................... 141
viii

LIST OF FIGURES

Figure 1. Photo. Example of copyright treatment for copyright owned by FHWA (public 

domain) ................................................................................................................................... 22

Figure 2. Photo. Example of copyright treatment of a photo with copyright owned by an 

outside organization but never published ............................................................................... 22

Figure 3. Photo. Example of copyright treatment of a photo with copyright owned by an 

outside organization and was published ................................................................................. 23

Figure 4. Photo. Example of a photo with the copyright owned by an outside source, 

published in a document, and modified by the authors .......................................................... 24

Figure 5. Photo. Cascade of research report covers...................................................................... 29

Figure 6. Unacceptable graphic. Sample of table depicted as part of the figure graphic ............. 38

Figure 7. Photo. Sample of separate figure................................................................................... 39

Figure 8. Multiple elements. Incorrect depiction of one table and three figures under one 

figure number and caption ...................................................................................................... 40

Figure 9. Photo. Correct format 1 ................................................................................................. 41

Figure 10. Photo. Correct format 2 ............................................................................................... 41

Figure 11. Graph. Sample of correct graph................................................................................... 41

Figure 12. Illustrations. Compound figure showing one-way potential frontage road and 

cross-connectivity configuration options for intersection safety and access.......................... 42

Figure 13. Graphs. Compound figure example showing subfigures comparing mode tests

resulting in about the same number of cycles to failure ......................................................... 43

Figure 14. Equation. Sample equation pasted as graphic in document ........................................ 45

Figure 15. Photo. Cascade of booklet cover examples................................................................. 49

Figure 16. Photo. Cascade of technical flyers............................................................................... 50

Figure 17. Photo. Cascade of marketing brochures...................................................................... 53

Figure 18. Photo. Cascade of fact sheets ...................................................................................... 54

Figure 19. Photo. Report cover..................................................................................................... 77

Figure 20. Photo. Sample metric conversion factors page............................................................ 83

Figure 21. Screen shot. Research report Web page .................................................................... 111

Figure 22. Illustration. This is the correct two-line version of the FHWA logo......................... 113

Figure 23. Illustration. This is the correct four-line version of the FHWA logo........................ 113

Figure 24. Photo. Clearance Form 1113 ..................................................................................... 135

Figure 25. Photo. Clearance Form 1528 ..................................................................................... 137

Figure 26. Template. Journal submission letter template ........................................................... 139

LIST OF TABLES

Table 1. Contents of a research report .......................................................................................... 32

Table 2. Sample of separate table ................................................................................................. 39

Table 3. Correct way to depict table from figure 8....................................................................... 41

Table 4. Research report—what to submit ................................................................................... 47

Table 5. Booklets, flyers, brochures, and fact sheets—what to submit........................................ 55

Table 6. Microsoft® PowerPoint presentations, movies, videos—what to submit...................... 62

Table 7. Web-only communication products—what to submit.................................................... 68

Table 8. Format for customized mailing list................................................................................. 74

Table 9. Reference information and examples ........................................................................... 126
ix

LIST OF ABBREVIATIONS

CAD computer-aided design

CD compact disc

CD-ROM compact disc read-only memory

CENDI Commerce, Energy, NASA, Defense Information Managers Group

CIO Chief Information Officer

COR Contracting Officer’s Representative

CRG Communication Reference Guide

DVD digital versatile disk

FAQ frequently asked question

FHWA Federal Highway Administration

GPO Government Printing Office

HAIS Office of Information Technology Services

HPA Office of Public Affairs

HRTM Office of Corporate Research, Technology, and Innovation Management

HTML HyperText Markup Language

NARA National Archives and Records Administration

NTIS National Technical Information Service

OCIO Office of the Chief Information Officer

OMB Office of Management and Budget

PDF portable document format

PII personally identifiable information

R&D research and development

R&T research and technology

RD&T research, development, and technology
x

SPII sensitive personally identifiable information

SSI Sensitive Security Information

SSN Social Security number

TFHRC Turner-Fairbank Highway Research Center

USB Universal Serial Bus

USDOT U.S. Department of Transportation

ZIP Zone Improvement Plan
1

CHAPTER 1. INTRODUCTION

This Turner-Fairbank Highway Research Center (TFHRC) R&D Communication Reference 

Guide (CRG) is for FHWA staff members and contractors who develop, write, edit, and produce 

RD&T reports, fact sheets, technical flyers (e.g., TechBriefs and Application Notes), brochures, 

booklets, Web pages, articles, other publications, events, and marketing outreach. HRTM 

recommends that you read this guide before beginning to write and format a publication.

The CRG provides you with tools, techniques, and timelines to effectively plan, schedule, and 

produce your print or electronic publications, marketing and outreach materials, and events. The 

CRG contains publication formatting requirements, editorial style preferences, printingpublishing policies and procedures, and examples. The CRG is available online on the Federal 

Highway Administration (FHWA) research website.

(1)

The CRG provides editorial and formatting guidance from the most recent versions of the U.S.

Government Printing Office (GPO) Style Manual (GPO Style Manual), Merriam-Webster’s 

Collegiate Dictionary, and The Chicago Manual of Style by the University of Chicago Press and 

it also contains details that are specific to research, development, and technology (RD&T)

products.(2–4) Writers must use the CRG for writing their documents; however, the choice to use a 

style outside of the GPO Style Manual is at the discretion of the writer. The chosen style must be 

consistent throughout the document. Therefore, if you choose to follow The Chicago Manual of 

Style, for consistency, you should not switch to using GPO style.

A complimentary piece to the CRG is the Research Publication Development Web page at 

http://www.fhwa.dot.gov/research/publishing/. The Web page, designed to assist researchers, 

contracting office representatives, and contractors with developing, writing, and submitting 

FHWA research publications, is located at www.fhwa.dot.gov/research/publishing.

(5,6)

3

CHAPTER 2. HRTM SERVICE AND SUBMISSION PROCESS

This chapter offers an overview of the services provided by HRTM’s Innovation Management 

and Communication Team. The applicable laws, rules, and FHWA policies are in accordance 

with 44 U.S. Code § 501.

(5)

HRTM SERVICES

HRTM guides, oversees, manages, and produces a variety of communication materials to 

disseminate RD&T information to a wide range of audiences composed of transportation 

industry professionals, legislators, scientists, association members, educators, corporate 

customers, and the public. This effort is supported with the assistance of contract editors, writers, 

photographers, Web programmers, and others. When developing your communication material, 

the following are a few important points to keep in mind.

Identify Your Audience

When writing, consider your audience and take time to think about who will read what you’re 

writing.

Define Your Message

A message is a communication or statement conveyed from one person or group to another.

Determine what you want the reader to learn from your publication. Be sure to provide important 

details that support the central message within the publication.

Communication products must provide information clearly, concisely, and consistently in design, 

style, grammar, spelling, composition, and format. This is important because many readers 

equate the quality of our research, the reliability of our innovations, and the competence of our 

research staff with the quality of FHWA’s communication products. Publications provide a 

permanent record of developments in technology, implementation, and research. Our 

communication products represent FHWA. To present the most professional image of the 

agency, FHWA products must be technically accurate and appropriately comprehensive.

Consider Effective Ways to Reach Your Audience

After identifying your audience(s) and defining your message(s), you must then determine the 

most effective way of reaching your audience. Consider the following questions:

• What does your audience consider the most effective approach for communicating 

information about a specific type of knowledge, product, or service?

• What is the most appropriate means for transmitting the message(s)? A printed report 

may be best for one audience, an article for another audience, or a Microsoft® 

PowerPoint presentation for yet another group.

• What resources are available for developing and distributing the product?
4

• What do you intend the audience to do with this communication product?

SNAPSHOT OF PUBLICATION WORK SCHEDULE

There are many steps to the publication process. However, to give you a sense of the steps and 

associated development timelines, the snapshot of the publication work schedule is provided for 

your consideration.

Steps Work/Review 

Iterations

Deliverables Length Responsible

1 Concept Review Form 1113, HRTM Service 

Request form

15 working days FHWA 

researcher, 

HRTM 

liaison, Office 

of Public 

Affairs (HPA)

2 Initial Edit Edited report, editorial comments, 

508 captions, permissions for 

figures

10 working days Editor

3 FHWA Researcher 

Review

FHWA researcher responses 10 working days FHWA

researcher

4 Final Editing and Final 

Layout Version

Draft deliverable in final 

form/layout

10 working days Editor

5 Review the Draft Final 

Delivery

FHWA researcher responses 30 calendar 

days

FHWA

researcher

6 Address FHWA 

Researcher Comments

Final Adobe® Acrobat portable 

document format (PDF) file

5 working days Editor

7 Final Review and 

Approval

Acceptance or nonacceptance 10 working days FHWA 

researcher

8 FHWA Final Review

and Approval

Acceptance or nonacceptance. 20 working days HPA

9 Final Package 

Preparation and 

Delivery

Final deliverable of publication 

files

5 working days Editor

10 Printing Final publication is printed. 14 to 42 

working days

HRTM-20

11 Distribution Final publication is distributed. 7 to 14 working 

days

HRTM-20

12 Web Files Final publication is uploaded to the 

web.

5 working days 

for PDF. 7-14 

days for HTML.

HRTM-20

The formal process to develop and publish a document includes submitting a few forms to 

HRTM for processing. HPA must complete an initial review of the information you will be 

conveying before the publishing process begins. See chapter 8 and appendixes S and T for more 

information. Details regarding each form are as follows, and the forms are available on the 

FHWA internal research Microsoft® SharePoint site:

(7)

• FHWA Form 1113, “Clearance Request for Public Materials Video, Print, Web, 

Social Media, or Multimedia”: This is required if you are requesting approval to 

develop external communications material including, but not limited to video, print, web,
5

and social media products. Submit this form to HRTM. Because of HRTM’s liaison 

status between researchers and HPA, the form will be submitted to HPA by HRTM.

• HRTM Service Request Form (i.e., Intake Form): In addition to the submission of the 

form listed above, a Microsoft® Word document containing the report in layout format, a 

Microsoft® Word document containing alternative text for all nontext elements in the 

report, separate graphics, and signed copyright permissions or licensing transfers also 

must be submitted. It is important to ensure that the copy of the document that is 

submitted to HRTM for development is in its final format. Therefore, confirm support 

and approval of the final document from your office director prior to submitting the 

publication job request. HRTM staff must receive a hard copy of the Service Request 

Form that is signed by an office or technical director or other delegate. Office directors 

also may submit the HRTM Service Request Form by email. The office directors’

endorsements or approvals indicates the following:

o They are aware of the publication’s content.

o They endorse its publication and are willing to commit office funds to publish it, if 

appropriate.

o They assure that it has had the proper review by all stakeholders (i.e., headquarters 

and field offices) and support the plan pertaining to the publication media, intended 

audience, use of the document, and distribution.

o They confirm that it is fully compatible with U.S. Department of Transportation 

(USDOT) and FHWA policies and positions and that all potential sensitivities have 

been appropriately addressed.

• FHWA Form 1528, “Authorization to Proceed to Printing/Reprinting/Web 

Posting/Multimedia/Video Production”: As the last step prior to publishing any 

external communications products after the editorial, design layout, and quality assurance 

processes are complete, HRTM must submit an FHWA Form 1528, “Authorization to 

Proceed to Printing/Reprinting/Web Posting/Multimedia/Video Production” to HPA for 

approval. The communication products include, but are not limited to:

o Documents. 

o New, extensively updated, or redesigned web content or websites.

o Videos. 

o Social media posts. 

o Displays. 

o Posters. 

o Presentations.
6

o Articles. 

o Brochures. 

o Reports. 

EDITORIAL REVIEW PROCESS

Once the report is written, it will be formally edited by FHWA’s editors. The complete time to 

develop a publication is about 3 to 4 months when the defined timelines are not changed. Layout 

and design needs may require additional steps, depending on approvals, which may add time and 

expense to jobs. For this reason, researchers are encouraged to discuss their concerns about the 

publication job and possible layout and design issues prior to approving the job and cost estimate 

after submission. The following estimated times should be used as a broad guideline for final 

HRTM communication product editorial process, quality assurance, and delivery:

1. HPA Initial Review (1 to 3 weeks): The researcher will provide the FHWA Form 1113 to 

HRTM for submittal to HPA, which will lead to the following:

o HRTM will inform the researcher of the results of the initial HPA review.

The researcher will submit a completed Service Request Form (i.e., Intake Form) to HRTM

indicating all of the submission requirements (e.g., permissions and copyrights) have been

met to obtain a cost estimate for preparing the publication. This submission will lead to the 

following:

o Upon receipt of information from the contractor, HRTM will provide the researcher 

with two cost estimates: (1) estimated cost if the document has been developed in 

accordance to the CRG, and (2) estimated cost if any requirements to develop the 

document have not been fulfilled (e.g., lack of 508 captions and permissions).

o Upon approval of the cost estimate by the researcher, HRTM will notify the contract 

editor to proceed with working on the document. Note: At this stage, the timeline for

which the contractor is held liable to maintain the delivery schedule begins. Any 

deviations from the timeline may delay the final deliverable date.

2. Initial Edit (10 working days): The Microsoft® Word file containing the publication is 

edited and formatted in compliance with CRG and the GPO Style Manual.

(2)

3. FHWA Researcher Review (10 working days): The author reviews the editor’s changes 

and responds to outstanding questions and action items.

4. Final Editing and Final Layout Version (10 working days): The editor incorporates the 

researcher’s responses and changes into the file, and the designer creates an Adobe® Acrobat

PDF of the publication layout.
7

5. FHWA Researcher Reviews the Draft Final Delivery (30 calendar days): The author 

reviews the editor’s changes and responds to outstanding questions and action items.

6. Editor Addresses FHWA Researcher Comments (5 working days): The editor 

incorporates the author’s responses and changes into the file and creates the final PDF for 

approval.

7. FHWA Researcher Final Review and Approval (10 working days): The author reviews 

the final PDF and either sends further changes to the editor or approves the publication for 

publishing.

8. HPA Final Review (20 working days): Upon receipt of the author’s final approval, HRTM 

sends the final document and the FHWA Form 1528 for review to HPA. Completion date of 

review is subject to change due to conflicting demands within HPA.

9. Final Package Preparation and Delivery (5 working days): The editor assembles the 

publication files and sends them to FHWA after any changes indicated by HPA are made.

10. Printing (14 to 42 days depending on job).

11. Distribution (7 to 14 days).

12. Web files (5 working days for PDF, and 14–28 days for the HyperText Markup 

Language (HTML) version of the publication.

All communication products are edited electronically (i.e., using Track Changes in Microsoft®

Word) for consistency and adherence to acceptable style, punctuation, and grammar. Edits 

normally will include checking sections for basic errors, grammar, and adherence to the selected 

writing style. The process also includes analyzing formatting, providing suggested changes to

text for readability, and checking for organizational problems within the document (e.g., 

removing or indicating repetitive information; ensuring parallelism in bulleted and numbered 

lists, headings, and text).

Responsibility for Corrections

The editor will provide a summary edit sheet that describes the edits in the document. The 

researcher is responsible for reviewing all editorial changes and answering queries as requested 

by the editor within the expressed timeline. In the case of reports, the researcher who submitted 

the report or the office’s contractor is responsible for reviewing all electronic edits and

incorporating all changes into the document.

This review time should be built into a research contract.

Expediting the Editing Process

The speed of the publication process relies on how quickly researchers, contract office 

representatives, and their contractors make the corrections indicated by the editor and return the 
8

communication product to HRTM. Planning a project from the start with Section 508 in mind 

will save money and time in the long run.

The researcher can save time and money by doing the following:

• Submitting a 508 compliance alternative text for nontext elements (captions) file when 

submitting the first draft of a communication product, report, brochure, technical flyer, 

etc. Both the draft and the 508 captions can go through the editorial process at the same 

time.

• Ensuring that authors and contractors working on publications are familiar with the 

Section 508 guidance and the specific rules and standards that apply to each publication 

or other communication product.

• Communicating the “simple table” concept to authors and contractors. A simple table 

contains only one row of horizontal and one row of vertical headers. Complex tables with 

more than a single row of headers can add a tremendous amount of time when converting 

a document into HTML and making it 508 compliant.

• Submitting final text that does not require major rewrites or changes.

• Providing quality, high-resolution (300 dots per inch [dpi] or greater) photography or 

artwork if necessary and providing original drawings or illustrations at the beginning of 

the cycle.

• Ensuring that all legal written permissions or licensing for any content or graphics that 

are not owned by FHWA are included with the submission. 

See chapter 4, Section 508, and Publication Content for more information.

Printing the Publication

Upon completion of the publication job, it can be printed and posted on the FHWA website.

(1)

GPO is the Federal Government’s official, digital, secure resource for producing, procuring, 

cataloging, indexing, authenticating, disseminating, and preserving the official information 

products of the U.S. Government. Every publication of the executive department, independent 

office, and establishment of the Government, including FHWA, shall be printed at GPO.(5)

Errata Process (i.e., Errors in Printing or Online)

Errata are short and minor revisions to a printed or published document to correct mistakes such 

as factual, spelling, or typographic corrections. After a research document is printed or published

(i.e., defined as released to the public) on a website and typographical or technical errors are 

found, an errata notification is to be created to notify readers of the need for corrections in the 

document. Errata are posted on the FHWA website and sent to a print distribution. The errata 

contain information that informs readers of the changes needed and are posted to the FHWA 

research website. 
9

HRTM will ask the researcher or author to provide a completed errata template, including 

information such as the name of the report, report number, page numbers where errors appear, 

the errors, and the corrections. Those changes should be incorporated in the electronic document. 

See appendix Q for the Errata Form Template.

11

CHAPTER 3. POLICIES AFFECTING ALL RD&T PUBLICATIONS

This chapter details the applicable laws, rules, and FHWA policies affecting all RD&T 

publications. 

Any RD&T publication, website, or other communication product—including published, printed, 

reprinted, electronic, Internet material, and compact discs (CDs) sponsored or funded by FHWA 

RD&T offices—must be published or posted on the Web through HRTM. This policy ensures 

compliance with various publishing guidelines and Federal regulations, consistency across 

products, and high standards for both academic and general communications. The HRTM office 

sets guidelines for publishing RD&T communication products and has coordinated with other 

offices involved in the process, including RD&T staff managers, HPA, and FHWA legal offices.

HPA must provide initial and final clearance approvals for all publications, even if the 

publication will be published only electronically or on the Internet. This policy applies to all 

electronic publications. 

Recognizing the important role that information plays in Federal and non-Federal 

decisionmaking, Congress passed the Data Quality Act as part of the Treasury and General 

Government Appropriations Act for Fiscal Year 2001.

(8) In brief, the Data Quality Act (also

known as the Information Quality Law) requires all Federal agencies to strive toward issuing the 

highest quality information that is accurate, timely, and responsive to the needs of the public.(8)

The act also requires agencies to provide a means for the public to challenge information that 

appears to be inaccurate or that does not comply with the Office of Management and Budget 

(OMB) Guidelines for Ensuring and Maximizing the Quality, Objectivity, Utility, and Integrity of 

Information Disseminated by Federal Agencies.

(9)

In addition to the Freedom of Information Act, the Paperwork Reduction Act, the Paperwork 

Elimination Act, the Data Quality Act, and the presidential memorandum of June 1, 1998, about 

using plain language, products must comply with current policy requirements of Section 508 of 

the Rehabilitation Act for electronic information and technology dissemination. (See references 

10–12, 8, 13, and 14.)

The Plain Language Act of 2010 requires the Federal Government to write all new publications, 

forms, and publicly distributed documents in a “clear, concise, well-organized” manner.(15,16)

Any and all publications, forms, and publicly distributed documents or websites procured 

through this effort also must meet the applicable provisions of the Plain Writing Act of 2010

(Public Law 111–274).(17) Guidance for complying with the act can be found in the Federal Plain 

Language Guidelines at http://www.plainlanguage.gov.(18) All deliverables for posting on the 

World Wide Web must also comply with the appropriate provisions of the Act. Noncomplying 

deliverables will be returned to the contractor to be brought into conformance at the contractor’s 

expense. See the USDOT’s Plain Language Checklist for more information.(16)

Under Federal law, all printing and duplicating must be performed through GPO.(5) No more than 

10 copies may be generated outside a GPO contract. In addition, a document published by 

USDOT should be prepared in accordance with the instructions and guidelines provided in the 
12

latest versions of the GPO Style Manual, USDOT and FHWA orders, and the accessibility 

requirements in Section 508 of the 1998 amendments to the Rehabilitation Act of 1973.

(2,13,19)

DEFINITION OF PUBLISHING

The Copyright Act defines publishing in the following manner:(20)

To perform or display a work “publicly” means—

(1) to perform or display it at a place open to the public or at any place where a 

substantial number of persons outside of a normal circle of a family and its social 

acquaintances is gathered; or

(2) to transmit or otherwise communicate a performance or display of the work to 

a place specified by clause (1) or to the public, by means of any device or process, 

whether the members of the public capable of receiving the performance or 

display receive it in the same place or in separate places and at the same time or 

at different times.

ELECTRONIC PUBLISHING OF COMMUNICATION PRODUCTS

Each time a publication is prepared for printing, an electronic version must also be prepared for 

online use on an FHWA website.(12) All electronic and Internet publications must be compliant

with Section 508 of the Rehabilitation Act.

(14) Electronic documents must be placed at an 

approved website URL or a Web address (such as www.fhwa.dot.gov/research).(1)

SECTION 508 OF THE REHABILITATION ACT

In 1998, Congress amended the 1973 Rehabilitation Act to require Federal agencies to make 

their electronic and information technology (EIT) accessible to people with disabilities.(14,19) The 

law applies to all Federal agencies when they develop, procure, maintain, or use EIT.(14) Under 

Section 508, agencies must provide employees with disabilities and members of the public 

access to information that is comparable to access available to others.(14,19)

Section 508 of the Rehabilitation Act states that all electronic products produced by Government 

agencies must be accessible to persons with disabilities, including those persons with vision, 

hearing, cognitive, and mobility impairments.(14) The Paperwork Elimination Act and FHWA 

require that printed publications must be available in electronic format; final printed documents 

must provide minimum Section 508 compliance requirements.(12,14) In addition, FHWA requires 

that all documents will be made Section 508 compliant when they are posted to a website.(14,19,21)

Section 508 affects the following RD&T products:(14)

• Electronic documents, reports, brochures, etc., that are the main final products of 

FHWA research and development (R&D): For more information regarding the Section 

508 standards for web-based intranet and internet information and applications, see Webbased Intranet and Internet Information and Applications.

(14,19,22)
13

• Universal Serial Bus (USB) drives, compact discs (CDs), digital versatile disks 

(DVDs), and other storage mechanisms; and any electronic files, databases, report 

databases, and applications housed on them or used to install them, such as an 

install shield program: For more information regarding the Section 508 standards for 

software applications and operating systems, see Software Applications and Operating 

Systems and Web-based Intranet and Internet Information and Applications.

(14,23)

• Microsoft® PowerPoint presentations if they are distributed through a storage 

mechanism such as USB drives, CD, DVDs, Web, etc., and if they contain graphic 

elements that need a text-based alternative (such as HTML or American Standard 

Code for Information Interchange (ASCII) text file): For example, a Microsoft® 

PowerPoint presentation distributed on a USB drive or website must have an accessible 

text version for any nontext element provided on the USB drive or website.

(24)

• Videos and audio files: For Section 508 standards related to video and multimedia 

products, see Video and Multimedia Products, Software Applications and Operating 

Standards, and Web-based Intranet and Internet Information and Applications. (See 

references 14, 24, 23, and 22.) When a Web page requires a plug-in, see Guide to the 

Section 508 Standards.

(25)

• Web files, including database applications/research databases, search engines, and 

interactive tools: For related Section 508 standards, see Software Applications and 

Operating Systems and Web-based Intranet and Internet Information and 

Applications.

(14,23,22)

• Stand-alone (or unmanned) kiosks such as a computer or television screen showing 

a presentation or video at a conference or trade show: For more information regarding 

Section 508 standards that are related to self-contained, closed products and unmanned 

kiosks, see Video and Multimedia Products and Self Contained, Closed Products.

(13,24,26)

ENSURING CONTRACTOR PUBLICATION COMPLIANCE

Section 508 is not only the law, but it is also mandated by FHWA Order 1370.13.(27) For this 

reason, the research contract office representative must communicate the importance of 

preparing documents in accordance with Section 508 of the Rehabilitation Act to the research 

contractor.

(14,19) To do so, information relevant to Section 508 law must be attached to all

statements of work and contracts for preparing publications, websites, multimedia presentations, 

and other electronic communication products. While Section 508 currently does not apply to 

one-time purchases of $3,000 or less, contract office representatives are to comply with the 

applicable accessibility standards.(14) Please note that if your intent is to print or publish (e.g., 

make the document available to the public) the final product, it must meet the 508 accessibility 

requirements for electronic posting regardless of the dollar value of the purchased 

product.(20,12,14)

Please remember that HPA must review and approve all publication or Web content prior to 

publishing the information on any website.

15

CHAPTER 4. GUIDELINES AND STYLES FOR ALL PUBLICATIONS

This chapter outlines the guidelines and recommended styles for all RD&T publications. The 

applicable laws, rules and FHWA polices are as follows (see appendixes A through U for 

examples of forms, and other publication components):

• Section 508 of the Rehabilitation Act.

(14)

• Minimum Requirements for FHWA Web Pages.

(21)

• 44 U.S. Code § 501, Title 44—Public Printing and Documents.

(5)

• Plain Writing Act of 2010.

(17)

• Copyright Law of the United States of America and Related Laws Contained in Title 17 of the 

United States Code.

(20)

• Government Paperwork Elimination Act and Implementation of the Government Paperwork 

Elimination Act.

(28,29)

• Government Paperwork Reduction Act.

(30,31)

• GPO Style Manual.

(2)

TWO-COLOR VERSUS FOUR-COLOR PRINT

The use of multiple colors increases both the cost and the production time for a publication. 

Therefore, additional color should be used only when necessary to ensure that the publication 

achieves its communication goal. If the goal is to simply disseminate information, consider using 

a single color of ink (i.e., black) to convey the information.

Four-color printing should be used only when the supporting visual elements (e.g., photographs

or graphs) require full color to accurately convey the message or when there are other special 

considerations. The use of four-color printing requires the approval of the applicable office 

director because the cost will likely be increased significantly.

FHWA uses the CMYK (Cyan-Magenta-Yellow-Black) color model for processing print jobs 

through GPO. Please furnish all image and Adobe® AcrobatTM PDF files in CMYK. If 

necessary, convert RGB (Red-Green-Blue), hexadecimal, or Pantone colors into CMYK.

PHOTOS OF NONPUBLIC FIGURES

Photos of individuals must not be taken and published without their permission via a signed 

Model Release Form (appendixes M and N), which provides permission for FHWA to publish a 

person’s likeness (or image). It is especially important to receive permission to publish the image 
16

of a child. If a researcher, contract office representative, or contractor does not receive 

permission, then do not use the photo.

ELECTRONIC ACCESSIBILITY

The Government Paperwork Elimination Act requires Federal agencies to allow individuals or 

entities that deal with the agencies the option to submit information or transact with the agency 

electronically (when practicable) and to maintain records electronically (when practicable). 

Therefore, all publications must be in electronic format.(28,29)

SECTION 508 AND PUBLICATION CONTENT

All RD&T publications must be prepared in an accessible electronic format for online use on an 

approved FHWA website such as www.fhwa.dot.gov/research.

(1) When choosing to print the 

document, an electronic version of the same document must be prepared and meet the 

accessibility requirements of Section 508 of the Rehabilitation Act.

(28,14)

Two Roles: Writer/Content Producer and Website Technical Coder/Programmer

There are two distinct components necessary to publish an electronic publication on a website: 

the written and visual portion (i.e., content) and the HTML programming portion. Both are 

needed for compliance with Section 508; however, each has a different role.(14) Therefore, two 

reviews will take place before posting a Web page on the Internet—an editorial review by 

HRTM and HPA and a technical review by the Office of the Chief Information Officer (OCIO).

Writer/Content Producer

Writing content, gathering information, creating visuals, and collecting photos for a publication 

or website is normally the function of a program specialist or writer. The person who performs 

this function is usually referred to as a content producer-writer or publication writer. A content 

producer-writer is normally responsible for fulfilling the information content portion of Section

508.(14) R&D information and publications that are written and posted on a website must be 

edited by HRTM. Because the information falls under the jurisdiction of “public information,”

HPA also must review it.

Whether you are writing a report or publication or writing text specifically for a Web page, you 

must use the following Section 508 guidelines when creating material that will be posted on a 

website:

(14)

• Write the content in plain language.(17)

• Write 508 captions or text for nontext elements in plain language and be specific.(22,32,33)

• Select colors and include graphics, charts, photos, etc., that have high contrast.(22,33)

• Design Web pages so that all information conveyed with color is also available without 

color.(22,33) The following are possible examples:
17

o Label each line in a graph or make each line a distinct pattern such as dashes, exes, 

dots, thin lines, or thick lines.

o Label or number each bar in a bar graph.

o Do not refer to color alone as a differentiator within a graphic or text, such as “the red 

line,” “the blue text,” “the green button.” Instead of saying, “The red sign on this 

page...,” use, “The red stop sign shown in figure 1...” (22,33)

• Create simple tables whenever possible containing one vertical header column and one 

horizontal header row, rather than nested tables with multiple subheadings.(22,33)

• Ensure that a text equivalent, such as a transcript, is provided for audio files that will be 

included with an electronic publication or highlighted on a Web page. Audio is 

considered a nontext element because you cannot see it.

(24,33)

• Similarly, a (silent) Web slide show presentation does not need to have an audio 

description accompanying it but does require text alternatives to be associated with the 

graphics. See the section in this document entitled 508 Alternative Text for Nontext 

Elements (Captions) Requirements.(22,33)

• When deciding what text and the order of text to include on an electronic or Web form, 

place labels adjacent to data input fields, not in separate cells of a table. Label each data 

field. Whenever possible, write any detailed instructions for completing a specific field 

before that field instead of the following:(22)

Name: (Use only upper case letters)

Label your form in the following manner: 

Name (Use only upper case letters):

Website Technical Coder/Programmer

The programming portion of posting a publication on the Web consists of HTML coding (or 

other types of Web and database programming such as JavaTM, JavaScriptTM, Visual Basic®, 

etc.). It is normally a technical function carried out by a technical programmer under the auspices 

of an information technology office. A Web programmer must program a website using specific 

standards and programming language rules in accordance with FHWA requirements and Section 

508.(21,14,22) The programming portion of a publication or website also will undergo a review by a 

technical group (OCIO) for adherence to Section 508 and FHWA’s Minimum Requirements for 

FHWA Web Pages.

(14,21)

Researchers, contractors, and technical programmers who will work on a website or provide 

HTML files or a website as a final deliverable should see chapter 7 for more specific guidelines 

on electronic publishing on an FHWA website.
18

HTML Files

If your contract calls for HTML file delivery in addition to a Microsoft® Word file, the 

researcher should coordinate with HRTM for additional guidance. This is important because 

before the document is coded in HTML and deployed, any new RD&T Web publication or 

website must be edited in Microsoft® Word format by the HRTM editors and reviewed by HPA.

For this reason, research contract office representatives should ensure that their contract 

deliverable schedules include sufficient time for editing and the editorial process by HRTM, 

alternative text for nontext elements (508 captions) requirements, and an HPA review.

(14)

An electronic 508 captions file in addition to the final publication file is required when 

submitting a report or publication for print or electronic posting. The Intake Form will not be 

accepted without the complete 508 captions file.

The separate 508 captions file must contain a listing of all the descriptions of nontext elements 

within a publication—including but not limited to every photo, chart, graph, pie chart, flowchart, 

diagram, and equation.

How to Write 508 Captions for Nontext Elements

To write a 508 caption, writers may find it easiest to use the technique of covering a figure with 

one hand. Describe both the content of the nontext element and what the relevance of the nontext

element is within a document. Use the results of that technique to write the text equivalent.

The Access Board (the governing body responsible for enforcing accessibility standards) defines 

text equivalent as follows:

(22)

“A text equivalent means adding words to represent the purpose of a nontext

element. This provision requires that when an image indicates a navigational 

action such as “move to the next screen” or “go back to the top of the page,” the 

image must be accompanied by actual text that states the purpose of the image. 

This provision also requires that when an image is used to represent page 

content, the image must have a text description accompanying it that explains the 

meaning of the image.”

“How Much Information Actually Needs to Be in the Text Equivalent?

Whenever possible, the text information associated with a nontext element should 

communicate the same information as its associated element. For example, when an 

image indicates an action, the action must be described in the text. The types of nontext 

elements requiring actual text descriptions are limited to those elements that provide 

information required for comprehension of content.”(22)

Format for 508 Captions for Nontext Elements

For every figure, graph, photo, formula, equation, chart, etc., shown in a publication or Web 

document, use the following FHWA format for the 508 caption:
19

Figure 1. Graph. Name of graph. [Insert 508 caption for graph.] 

Figure 2. Photo. Name of photo. [Insert 508 caption for photo.] 

Figure 3. Formula. Name of formula. [Insert 508 caption for formula.] 

Figure 4. Chart. Name of chart. [Insert 508 caption for chart.]

Figure 5. Equation. Name of equation. [Insert 508 caption for equation.]

Examples of 508 Captions for Nontext Elements

The following are examples of 508 captions that were used in actual FHWA reports:

• Figure 2. Graph. Strength and ductility increase with confining pressure in these 

triaxial compression simulations. The vertical axis of this graph depicts Stress 

(megapascals) and ranges from negative 42 to negative 1. The horizontal axis represents 

Displacement (centimeters) and ranges from 0 to 0.026. The graph shows three lines 

starting at negative 1 on the vertical axis and 0 on the horizontal axis. The red or solid 

line (representing 0 megapascals confinement) falls to negative 28 on the verical axis and 

0.0045 on the horizontal axis and then climbs through negative 11 on the vertical axis and 

0.0145 on the horizontal axis and ends at negative 1.5 on the vertical axis and 0.0245 on 

the horizontal axis. The blue or long-dashed line (representing 1.4 megapascals 

confinement) falls along the same trajectory, then at negative 35 on the vertical axis and 

0.005 on the horizontal axis starts curving through negative 26 on the vertical axis and 

0.012 on the horizontal axis, peaking and leaving the graph at negative 14 on the vertical 

axis. The green or short-dashed line (representing 2.8 megapascals confinement) falls 

along the same trajectory, stopping at negative 40 on the vertical axis and 0.006 on the 

horizontal axis and curving through negative 31 on the vertical axis and 0.012 on the 

horizontal and peaking at negative 20 on the vertical axis, where it leaves the graph.(34)

• Figure 2. Pie Chart. Percent of respondents by truck volume corridor categories. Pie 

chart depicts the following distribution of respondents: 23 percent from corridors with 

fewer than 5,000 trucks per day, 24 percent from corridors with 5,001 to 10,000 trucks 

per day, 15 percent from corridors with 10,001 to 15,000 trucks per day, and 38 percent 

from corridors with 15,001 to 20,000 trucks per day.

• Figure 16. Illustration. A diagonal band of damage is calculated with frictional end 

constraints if one end cap is allowed to rotate or slide relative to the other (bottom 

cap constrained from rotating and sliding). This figure shows the damage simulated in 

one concrete cylinder at three different times, and two views. The damage is quite similar 

to that previously discussed in Figure 14. In the first three views, the cylinder is sliced in 

half vertically to reveal the cylinder midplane. By 400 milliseconds, a weak diagonal 

band of damage has formed, and spreads from the top right side, about three-fourths of 

the way down to the left side. By 1 second, the damage band has grown stronger and 

wider. By 3 seconds, the diagonal spreads across seven elements. The midplane cylinder 

mesh is 16 elements high and 8 elements wide. A view of the outside of the cylinder at 3 

seconds reveals that two elements have eroded.(34)

• Equation 1. Equation. Minimum Retroreflectivity Level at the Standard Geometry.

This equation gives the minimum required retroreflectivity level at an observation angle 
20

of 0.2 degrees and an entrance angle of negative 4 degrees, or minimum R subscript A. 

To calculate the minimum R subscript A, the average retroreflectivity of new sheeting at 

the standard geometries (New R subscript A, SG) is multiplied by the quotient of the 

retroreflectivity required to produce the demand luminance (Demand R subscript A, 

NSG) divided by the retroreflectivity of the new sheeting at a nonstandard geometry 

(Supply R subscript A, NSG).(35)

For additional examples, see Evaluation of LSDYNA Concrete Material Model 150, Minimum 

Retroreflectivity Levels for Overhead Guide Signs and Street-Name Signs, Safety Evaluation of 

Improved Curved Delineation, Development of a Multiaxial Viscoelastoplastic Continuum 

Damage Model for Asphalt Mixtures, and Effects of Yellow Rectangular Rapid-Flashing Beacons 

on Yielding at Multilane Uncontrolled Crosswalk. (See references 34 through 38.)

GRAPHICS

Including graphics in your document can help communicate your message. When doing so, 

please ensure that the graphic is as clear as possible for effectiveness. For this reason, the 

researcher should not submit second-generation or previously printed materials as graphics. In 

addition, please refrain from using tape; correction fluid; photocopies; or fuzzy, dark, or faded 

artwork, because this will make the graphics more difficult to read in the final publication.

Please submit high-resolution files at 300 dpi at actual size (i.e., the picture should be 300 dpi at 

the size that you would like the picture to appear in the report) or greater for printing purposes

when submitting electronic files, especially for layout. The rule regarding graphics is that the 

larger the dpi number, the clearer and crisper an image will appear in a printed document. 

Making a graphic larger in size will not increase the resolution; in fact, it does the exact opposite. 

This is why large, high-resolution pictures have the best quality for printing.

COPYRIGHT

According to Copyright Basics from the United States Copyright Office, copyright is a form of 

protection provided by the laws of the United States to the authors of “original works of 

authorship” including literary, dramatic, musical, artistic, and certain other intellectual works.

(See references 39 through 43.) Original works, when applied to FHWA publications, normally 

include photos, graphics, illustrations, tables, charts, sentences/paragraphs of information (i.e., 

excerpts), and possibly formulas depending on the application.

Copyright and Works of Federal Employees

Works created by the Federal Government are not copyrightable.(41) This restriction on copyright 

applies to publications produced by the U.S. Government and its employees within the scope of 

their employment. 

For more information about Federal Government employees’ ownership of content, see Title 17 

Section §105, Subject Matter of Copyright: United States Government Works.

(41)
21

Copyright Owned by External Source

Figures and texts that are not in the public domain must have clear license transfer such as in a 

stock photo purchase license, royalties paid to an owner, or written permission from the owner(s) 

to use the figure or text. 

Prior to submitting the document for publication, the researcher, contract office representative

(COR), or contractor must receive written permission for FHWA use and confirm with a 

copyright owner what type of credit should appear next to the copyrighted figure or text. 

Generally, most FHWA contracts do not allow contractors to include copyrighted material in a 

report without prior approval by FHWA. 

See the Copyright Q&A in the appendix O for more information. For more information about 

copyright laws, see Title 17 of the U.S. Code.(39)

Required Copyright Format in Publications

Whenever a copyright is published in the United States or elsewhere by authority of the 

copyright owner, a notice of copyright may be placed on publicly distributed copies as indicated 

under 17 U.S. Code §401.(39,40)

Within FHWA publications, the following notice must appear on the distributed copies of any 

communication documents containing copyrighted material: the symbol © (the letter C in a 

circle), the word “Copyright” or the abbreviation “Copr.,” the year of the first publication of the 

work, and the copyright owner. For more information, please see 17 U.S. Code §401.(40)

Federal CORs should review the data rights clauses in the back of their contracts regarding the 

contract deliverables to determine ownership of the photos and other copyrightable works that 

are the work of a contractor under that contract. Never assume that the Government or FHWA 

owns a photo or drawing, because the data clause determines the owner, not whether a contractor 

takes a photo while performing work on that contract. Seek assistance from the legal office or 

contract officer if needed because they have the ability to look up the data clauses and interpret 

the ownership of deliverables from that contract.

Public Domain Works

If a graphic is in the public domain, then you would not put anything except the figure number 

and caption, as illustrated in figure 1. The FHWA legal office recommends, however, that

authors use a “Source: FHWA” credit line.
22

Source: FHWA

Figure 1. Photo. Example of copyright treatment for copyright owned by FHWA (public 

domain).

Copyright Owned by an Outside Organization but Never Published

If a contractor or other company owns the graphic and the graphic was never published, then you 

would add a copyright attribution under the graphic and place the figure number and figure 

caption as illustrated in figure 2. Notice that under figure 2, the three elements needed for a 

copyright attribution are the copyright symbol, the year, and the copyright owner’s name.

© 2016 VTTI.

Figure 2. Photo. Example of copyright treatment of a photo with copyright owned by an 

outside organization but never published.

Note that the copyright 

is placed below the 

photo. This is correct. 

Make sure to use the 

copyright symbol and 

year if you know it.

Note that the copyright 

symbol is missing from 

the photo. This is 

correct for public 

domain graphics. FHWA 

recommends authors 

use a “Source: FHWA” 

credit line.
23

Copyright Owned by Outside Source and Was Published

If a copyright owner is not FHWA, and the owner previously published the photo or graphic, you 

would reference it by placing a copyright symbol and a reference next to the figure number and 

caption as illustrated in figure 3. 

© 2011 VTTI.

Figure 3. Photo. Example of copyright treatment of a photo with copyright owned by an 

outside organization and was published.

(1)

The reference citation that corresponds with the reference number would be shown in the 

reference section at the back of your report and correspond to the method of publication such as 

report, presentation, Web page, etc. as follows:

1. Doe, J. (2011). “Ultra-High Performance Meetings,” TechNote, Publication No., VTTI, 

Austin, TX.

Copyright Owned by Outside Organization, Previously Published, and Modified by Authors

If the copyright owner is not FHWA, the owner previously published the photo or graphic, and

the photo or graphic or map was altered from the original copyrighted material, please contact 

the copyright owner to ensure that they are aware of the changes when seeking written 

permission for use. Indicate the changes to the graphic, if alterations were made. When doing so, 

please be sure to place the copyright owner’s name next to the graphic, a reference if applicable, 

and instructions to see the acknowledgements section of report, as illustrated in figure 4.

Note that the copyright 

is placed on the bottom 

below the photo. This is 

correct. In addition, 

note the placement of 

the reference number 

at the end of the figure 

caption. 
24

Original Photo: © 2015 Google® (see Acknowledgements section).

Figure 4. Photo. Example of a photo with the copyright owned by an outside source, 

published in a document, and modified by the authors.(44)

Modifications to Copyrighted Material Notice in Acknowledgements Section

In the acknowledgements section of the publication, add a description of the changes made and 

whether those changes are part of the study or the other circumstances. When developing your 

acknowledgements, an example to consider is as follows:

Acknowledgements

The original map is the copyright property of Google® EarthTM and can be accessed 

from https://www.google.com/earth.(44) The map overlays showing the incorrect longitudinal 

placement of centerlines were developed as a result of this research project. The overlays include 

red and blue lines showing the incorrect placement of centerlines. 

EDITORIAL STYLES FOR ALL PUBLICATIONS

FHWA prefers that publications follow the style guidelines in the following order: CRG and the 

most recent versions of the GPO Style Manual, Merriam-Webster’s Collegiate Dictionary, and 

The Chicago Manual of Style by the University of Chicago Press.(2–4) Therefore, when looking up 

a particular style, the above order helps prioritize conflicting styles or when a specific style 

element is not included in one or more style manuals. As previously stated, you may deviate 

from using the aforementioned preferred styles. However, the ultimate choice of style should be 

consistent throughout the publication.

Note the 

acknowledgement 

that the photo is an 

original has been 

added to the 

copyright. When 

using a photo with 

copyright by an 

outside source that 

is published in a 

document and was 

modified by the 

authors, this is the 

correct format.
25

Units of Measurement

The use of metric measurements is now optional, per the November 25, 2008, internal FHWA 

memo from former executive director Jeffrey Paniati.(45) However, research reports must include 

the metric/SI conversion chart at the beginning of the report in the front matter section. Each 

office may use its own judgement in the value of metric measurements or dual units based on the 

audience for each document. Offices that wish to use dual units are encouraged to present them 

in the format of inch-pound value followed by metric value in parentheses. When choosing to 

use metric measurements, the units must be used consistently throughout the report. You may not 

use English units in one chapter and then SI units in another chapter. 

Punctuation

The GPO Style Manual uses a hyphen between the elements of compound numbers from twentyone to ninety-nine (when they must be spelled out) and in compound adjectives with a numerical 

first element.(2) For example, see the following measurements:

• 24-inch ruler.

• four-lane highway.

• 8- by 12-inch page.

• 3-to-1 ratio.

• 3-m-wide screen.

For further guidance related to hyphenation and compounding of words, see the GPO Style 

Manual.

(2)

Use an em dash—instead of a hyphen—as shown here to set off a particular phrase. There should 

be no spaces around the em dash.(2)

When parentheses or brackets are used to enclose an independent sentence, the period falls inside 

as in the following example. (See sample here.) If the enclosed matter is part of a sentence, the 

period falls outside (when the enclosed matter completes the sentence).(2)

Periods and commas should be placed inside quotation marks; semicolons fall outside quotation 

marks. Use a comma after each member within a series of three or more words, phrases, letters, 

or figures used with “and,” “or,” or “nor.”(2)

Semicolons are to be used to separate groups of items only when commas are already used 

within each group. For example, “He checked the streets, highways, and lanes; the subways, bus 

routes, and airlines; and the theaters, museums, and art galleries.” In other instances in which 

intervening commas are used and confusion may result, use semicolons to separate elements 

containing commas.(2)

Numbers and Measurements

Any number that begins a sentence is to be spelled out. Numbers that range from one through 

nine are to be spelled out. Use numerals for numbers 10 and above. However, if a number 10 or 

above is in the same sentence with a lower number, use numerals for all.(2)
26

Units of money, measurement, and time (actual or implied) must be expressed in numerals. 

These units do not affect and are unaffected by other numbers in a sentence. Therefore, when 

using a monetary, measurement, or time reference in the sentence, only use a numeral to depict 

other numbers if the number is 10 or greater.(2)

Numbers and their units of measurement should not be separated on two lines. Also, keep words 

that depend on each other for meaning together on the same line of type by using nonbreaking 

spaces.

(2)

Abbreviations

Use GPO Style Manual abbreviations for units of measurement.(2) Abbreviations used for units 

of measurement are the same for both singular and plural. However, to ensure Section 508 

compliance is maintained and avoid confusion with the word “in,” do not abbreviate the word 

“inch” and do not use periods after these abbreviations.

The following are examples of some commonly used units:(2)

• mi for mile(s).

• mi2 for square mile(s).

• m for meter(s).

• mi/h or mph for miles per hour.

• ft for foot (feet).

• km/h for kilometers per hour.

• ft3 for cubic foot (feet).

• lb for pound(s).

• lbf/in2 

or psi.

• ft2

/s for square foot (feet) per second.

• s for second(s).

Percent and Other Symbols

“Percent” and most other symbols (e.g., & and #) should be spelled out in the text. Some 

symbols may be used in figures, tables, and references if there is not space to spell them out. 

List of Preferred Terminology and Abbreviations

See appendix J for terms that are unique to FHWA.

Unique GPO Style Manual Rules

The following are unique GPO Style Manual guidelines you should be aware of when 

developing FHWA publications:(2)

• Common nouns such as table 1, chapter 2, sample A, reference 4, appendix A, etc., 

should not be capitalized within the text.
27

• The word “State” should be capitalized when referring to a geographic or governmental 

entity.

• Typically, the words “Federal” and “Government” are capitalized, whether they appear 

together or alone when referring to the Federal Government. The word “Nation” is 

capitalized when used as a synonym for the United States.

• Acronyms or abbreviations must be established by spelling out the term the first time it is 

used followed by the acronym in parentheses, such as Federal Highway Administration 

(FHWA). If the publication or report has many acronyms, a list of acronyms/

abbreviations may be included after the list of tables. The sole exception is for an 

executive summary, which should be treated as a separate document.

• The following prefixes and suffixes generally do not require a hyphen when joined with 

other words:

o multi

o super

o pre

o micro

o under

o re

o like

o post

o semi

29

CHAPTER 5. PREPARING A RESEARCH REPORT

PURPOSE

The purpose of a research report is to communicate the full details of an experiment or research 

project, its results, data collected from analysis, or findings and recommendations.

AUDIENCE

The typical audience for FHWA research reports is transportation technical staff in Federal, 

State, local, and international governments; academia; and private industry.

STYLE

The style of an FHWA research report will include the following:

• Normally, 10 or more pages, not including front matter.

• One-color cover. Note that a specific color indicates the applicable FHWA RD&T office 

that generated the research and report, with a standard cover design graphically depicting 

the area of research. 

• Sample photo covers are illustrated in figure 5.

Figure 5. Photo. Cascade of research report covers.
30

FORMAT FOR RESEARCH REPORTS

Standard research reports should follow the guidance in the CRG regarding formatting and font, 

type size, symbols, margins, page numbering, bullets, columns, and other elements as FHWA’s 

preferred style. The report must be consistent in format and style. For example, all first-level 

headings should follow the same style. The author of a research report must adhere to these 

preferences unless there is a clear, compelling reason to deviate. An author may be required to 

reformat a document if the HRTM office determines that the preferred format or style is not in 

line with FHWA basic standards.

Use of FHWA Logo, Seal, and Symbol by Private Sector Partners, Contractors, Grantees, 

and Vendors

Seals and devices of the Federal Government, departments, bureaus, and independent 

agencies are not in the public domain and cannot be used for purposes other than official 

business without specific authorization of the agency involved.(46) For logo use with 

formal partnerships, contact HRTM.

The FHWA seal and logo are for the official use of USDOT and not for the use of the private 

sector on its materials. To the public, such use would send a message that the USDOT favors or 

endorses an organization, its activities, its products, its services, or its personnel (either overtly or 

tacitly), which it does not and cannot do.

Whether the private sector partner/grantee/vendor/contractor is nonprofit or commercial is not a 

factor. Regardless of how the organization is funded, non-FHWA communication products are 

for the principal benefit and use of the partner/grantee/vendor/contractor and not for the principal 

benefit or use of the Government. Non-FHWA communication products are not construed to be 

Government communication products.

Use of FHWA/USDOT Logo on Proposals or Consulting Deliverables

Contractors may not use the FHWA logo, seal, or symbol on proposals or consulting 

deliverables.(47)

Publications Developed by Contractors with FHWA/USDOT Logo

If a contractor deliverable is camera-ready or other reproducible copy, for the express purpose of 

being an FHWA publication for FHWA distribution to the public, only then may the contractor 

affix the FHWA logo under the direction and guidance and approval of HPA.

Private Sector or Contractor Logos on Government Publications

FHWA offices may not use private sector or contractor logos on Government publications or 

other Government communication products. Such use is prohibited. Whether or not the private 

sector organization is nonprofit or commercial is not a factor.
31

Private sector logos constitute institutional advertising. Using a private sector logo on a 

Government communication product (regardless of intent) implies that the Government favors or 

endorses all that which the logo represents.

Per Section 13 of the Government Printing and Binding Regulations, published by the Joint 

Committee on Printing, United States Congress, states:

No Government publication or other Government printed matter, prepared or 

produced with either appropriated or nonappropriated funds or identified with an 

activity of the Government, shall contain any advertisement inserted by or for any 

private individual, firm, or corporation; or contain material which implies in any 

manner that the Government endorses or favors any specific commercial product, 

commodity, or service.(48)

Inclusion of Contractors Names or Consultants in FHWA Publications

Within an FHWA report, the names of contractors or consultants who contributed to its 

development may not appear in the report, with the exception of block 9 on the Technical Report 

Documentation Page (Form DOT F 1700.7).(48)

Microsoft® Word Format

The FHWA standard software for composing reports is Microsoft® Word. For this reason, 

please submit all reports and documents in a Microsoft® Word file. The document will be 

printed in black ink unless otherwise specified. Should a report need to be printed in color, 

HRTM must receive a justification in writing that is approved by the applicable office director

stating why color within the document is necessary. The justification from the office director is 

required because there will likely be a significant increase in cost to produce the document in 

color.

Report Contents 

All of the components of a document are listed in table 1 in the order in which they should 

appear. However, please note that it is not necessary to use all elements in all reports. (For 

example, if a report does not contain references, there would be no need for a reference section 

in the report.)
32

Table 1. Contents of a research report.

Section Contents

Covers Front Cover

Inside Front Cover (R&D Foreword and Disclaimer Notice)1

Front Matter Technical Report Documentation Page (Form DOT F 1700.7)

Preface (if any)2

Metric Conversion Chart

Table of Contents

List of Figures (required if the report contains figures)

List of Tables (required if the report contains tables)

List of Abbreviations and Symbols2

Body of

Report

Introduction 

Main text separated into chapters 

Conclusions 

Recommendations2

Back Matter Appendices (Use consecutive pagination, not A-1, etc.)2

Glossary2

Acknowledgements2

References

Bibliography2

Index2

Back Covers Cover 3 (blank)

Cover 4 (blank but FHWA will insert the publication number and printing 

code) 1

Use the statement shown on page 31 and the inside front cover of this guide in all research reports. 2

Optional.

The report items listed above were derived from the GPO Style Manual.

(2)

Foreword

Publications containing technical material must have a foreword on the inside front cover 

explaining that the publication has been approved by the office director via written confirmation. 

An email is sufficient. The foreword should contain the following information:

• Purpose of the report, manual, or study.

• Content summary.

• Interested audience.

• Previous printings of the publication.

• Publication status (preliminary, interim, or final).

The foreword page of an FHWA report must contain the following standard disclaimer notice 

and quality assurance statement below:
33

Notice

This document is disseminated under the sponsorship of the U.S. Department of Transportation 

in the interest of information exchange. The U.S. Government assumes no liability for the use of 

the information contained in this document.

The U.S. Government does not endorse products or manufacturers. Trademarks or 

manufacturers’ names appear in this report only because they are considered essential to the 

objective of the document.

Quality Assurance Statement

The Federal Highway Administration (FHWA) provides high-quality information to serve 

Government, industry, and the public in a manner that promotes public understanding. Standards 

and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its 

information. FHWA periodically reviews quality issues and adjusts its programs and processes to 

ensure continuous quality improvement.

Type Arrangement and Typefaces

The following rules apply to type arrangement and typefaces:

• The preferred font is Times New Roman, sized at 12 point for both headings and text.

However, the font size should not be smaller than 10 point.

• Type styles in the text must match those in the front matter and table of contents for all 

headings and subheadings. This includes font, capitalization, punctuation, bolding, italics, 

and other attributes.

• Margins must be at least 1 inch on all sides, including on pages with figures and tables.

• Single spacing is preferred if superscript and subscript do not touch the next line of text. 

Use the superscript and subscript features in Microsoft® Word.(sample superscript)

• Paragraphs are not indented. There should be two returns (i.e., one blank line) between 

paragraphs.

• Right margins should not be justified because text with ragged margins is easier to read 

and edit.

• Ensure that words are correctly divided, mathematical symbols or formulas are not 

divided between lines, and spacing is not excessive or erratic.

• “Widows and orphans” (single lines of text at the top or bottom of a page) should be 

avoided. Please do not leave a single line of text at the top or bottom of a page.

• When using special math or scientific fonts in equations and formulas, create a .jpg, 

.bmp, or .gif graphic file of the equation and insert it into the document as a figure. This 
34

is because not all computers, browsers, cellphones, software, printers, and operating 

systems can interpret special math and scientific fonts or special markup languages such 

as MathML.

Volume Format

Volume designates an individually bound book. When a report exceeds 400 pages of 

reproduction copy (including figures, tables, appendices, and front matter), it must be divided 

into two or more individual volumes, with each volume containing a separate publication number 

and Roman numeral (e.g., Volume I and Volume II) as part of the subtitle. This is to ensure that 

the binding during the printing process will hold. The volumes should also be listed on the 

foreword and the Technical Report Documentation Page (Form DOT F 1700.7) in the abstract 

portion of the form. Indicate the following information within the foreword and abstract for each 

of the volumes:

• This volume is the first in a series. The other volume in the series is: FHWA-HRT-##-

### Volume II: Name of Publication

References and Bibliography

The following guidance applies to references and bibliographies. Use the Chicago Manual of 

Style to determine which elements to include in a particular reference.(4)

• See appendix P for sample references and information about what elements need to be 

included in each reference entry.

• References callouts in the text should use superscript numbers enclosed in parentheses or 

brackets or the author date format. They must be placed after the end of the punctuation. 

If there is more than one reference, separate them with commas but no spaces. For 

example use one of the two following reference styles: 

o “This guide contains many references.(1,5,7)

 For more than three references, use a separate sentence in parentheses. 

Example: “This guide contains many references. (See references 1, 5, 7, 

and 18.)”

 Use a single series of Arabic numbers beginning with 1 and continuing 

through the document and appendices.

o “This guide contains many references. (Bach 1999, Jones 2003, Sullivan 2007)”

• Each reference must be cited. If a reference is used more than once in a report, repeat the 

reference callout. Do not repeat the reference in the reference list. Materials not cited may 

be listed in a bibliography placed at the end of the volume on the page(s) following the 

references. However, a bibliography is not required.
35

• On a reference list, do not include references that are not accessible, such as a personal 

email or telephone conversation. Instead, include the elements for that reference in a page 

footnote or in the body of the text. The items referenced in a footnote will not be included 

on a reference list.

Pagination

The following guidance applies to pagination:

• The Technical Report Documentation Page (Form DOT F 1700.7) is always unnumbered 

page i. (See sample form in appendix C.)

• Include front matter in the page count in the number of pages (block 21) of the form 

1700.7.

• Front matter should use lower case Roman numerals such as ii, iii, etc. Start numbering 

with Arabic “1” at the executive summary or, if there is no executive summary at the start 

of chapter 1.

• The FHWA preference is to use only one series of Arabic numbers from the first page of 

the report to the last. Do not number appendix pages as A-l, B-l, etc.

• Decimal numbers, hyphenated numbers, or numbers combined with letters for chapters, 

sections, or subsections should not be used as page numbers. Minimize the use of 

paragraph and subparagraph numbers.

• Page numbers should be centered 0.5 inches up from the bottom edge of each page and 

should stand alone with no dash on either side of the number. Page numbers are centered 

for consistent appearance in single- and double-sided printing.

• Chapters must begin on the right-hand page (i.e., an odd-numbered page). Insert blank 

pages to achieve this effect. Blank pages are counted in the page number sequence, but 

no number is printed on the page. Do not label “this page intentionally left blank” when 

adding a blank page to start a new chapter on a right-hand page. Individual chapters, 

appendices, etc., should not have title pages.

Table of Contents

The following guidance applies to the table of contents:

• A table of contents is useful in most reports of more than 10 pages and is required in all 

reports of 30 or more pages.

• At a minimum, chapter headings and first-level headings should be included in the table 

of contents, and the text and punctuation in the table of contents must reflect the exact 

text used in the body of the document. The idea is to create a section that is useful to the 

reader. See the table of contents sample in appendix E.
36

• Do not list front matter in the table of contents. List only the body of the text from page 1 

through the appendices.

• Type styles and text in the table of contents should match those used in the report. Like 

the headings in text, each level of subordination must consistently use a particular type 

treatment, such as all capitals, bold, etc.

Headings

The following rules apply to headings:

• To delineate different parts of a lengthy document, material is separated into chapters, 

and lengthy chapters are separated internally with subheadings. Because the titles of 

chapters and the next level of heading will be presented in the table of contents, it is 

important to use headings that will be most useful to readers.

• Do not number subheadings. There are four levels of headings; each is a subset of the 

level above it. See the following examples for preferred heading styles.

CHAPTER 1. MAJOR SECTION HEADING EXAMPLE

The chapter headings are all caps, bold, and centered. Chapter numbers, when used, may be 

Arabic or Roman and may be followed by a period and one or two spaces. (Please be 

consistent throughout all chapter heads.) There should be three returns (i.e., two blank 

lines) after a chapter heading.

FIRST LEVEL HEADING EXAMPLE

All caps, bold, and flush left (i.e., at the left margin). No numbering. There are only two 

returns (i.e., only one blank line) after this and all subordinate headings.

Second Level Heading Example

Initial caps, bold, and flush left. Follow with two returns. No numbering.

Third Level Heading Example

Initial caps, bold, italics, and flush left. Follow with two returns. No numbering

Fourth Level Heading Example

Initial caps, italics, and flush left. Follow with two returns. No numbering.
37

Figures and Tables

A figure is a nontext visual element shown as a graph, photo, formula, equation, chart, diagram,

illustration, etc. Each figure should be separate and should have its own figure number and 

caption. Do not combine multiple types of elements into one large figure, such as a photo and a 

table. Text elements, such as a table or tables, should not be grouped as part of the figure (see 

figure 6).

There are times when it is acceptable to combine elements into a composite figure such as a 

blueprint with a magnified area (or blow up) of a specific section. In addition, compound figures 

are permissible when a comparison is needed; however, see figure 12 and figure 13 for examples 

of the acceptable method to number those figures.
38

Figure 6. Unacceptable graphic. Sample of table depicted as part of the figure graphic.

The incorporation of a table and table caption into a figure (picture) and figure caption is 

incorrect because a table format is different than a graphic format. A table should be depicted in 

a Microsoft® Word text table format rather than as part of a figure or graphic (see table 2 and 

figure 7).

To help distinguish between the two formats, Merriam-Webster’s Dictionary defines a table as 

“a systematic arrangement of data usually in rows and columns for ready reference.”(3) The 

easiest way to determine whether a table or text is formatted correctly is to try to change 

information within the table. A Microsoft® Word table or text will allow a person to change 

information, while a picture format will not.

Not only was the format incorrect, but the two captions were combined under a single figure 

caption rather than as a separate table caption and separate figure caption. The table should have 

a table caption and the figure should have a figure caption.

In figure 7 and table 2, the table was converted from a graphic format to a Microsoft® Word 

text-based table format with its own table number and title. The figure has its own figure number 

and caption. 

Notice the table and the picture are both incorporated into one figure. 

This is incorrect. The table and figure should be separated and numbered 

separately—one as a table and the other as a figure.
39

Table 2. Sample of separate table.

Table Heading A Table Heading B

12 122

13 133

Figure 7. Photo. Sample of separate

figure.

Like figure 6, another example of multiple items is shown in figure 8, incorporating a table with 

multiple figures.

Note that the table and figure no longer are grouped together and are numbered 

separately. This is correct.
40

Figure 8. Multiple elements. Incorrect depiction of one table and three figures under one 

figure number and caption.

Table 3 and figure 9 through figure 11 show the correct method of numbering figures and tables. 

Notice that the example shows Arabic numbering and separation of the figures into distinct 

numbers yet offers the flexibility of placing the figures adjacent to one another if a comparison is 

needed. 

Below you will see a combination of elements. There are one table and three figures combined 

and under one figure number and caption. This is incorrect because they should be separated.
41

Figure 9. Photo. Correct 

format 1.

Figure 10. Photo. Correct 

format 2. Figure 11. Graph. Sample of correct 

graph.

Table 3. Correct way to depict table from figure 8.

Bold Symbol 

Signs • W1-1, -2 – Turn and 

Curve 

• W1-3, -4 – Reverse 

Turn and Curve 

• W1-5 – Winding 

Road 

• W1-6, -7 – Large 

Arrow 

• W1-8 – Chevron 

• W1-10 –

Intersection in 

Curve 

• W3-1 – Stop Ahead 

• W3-2 – Yield Ahead 

• W3-3 – Signal Ahead 

• W4-1 – Merge 

• W4-2 – Lane Ends 

• W4-3 – Added Lane 

• W4-5 – Entering 

Roadway Merge 

• W4-6 – Entering 

Roadway Added Lane 

One additional acceptable figure-numbering method for research reports is to combine several 

graphic elements (not tables) into a compound figure. Use the format in figure 12 to number a 

compound figure. A figure number with caption should describe or summarize all elements 

(subfigures) falling under the figure number. Notice that each of the elements (subfigures) that 

comprise figure 12 contains the following:

• A letter in the place of a number to identify each subfigure in the compound figure.

• A full figure caption enabling each subfigure in the compound figure to stand on its own.

• Copyright and reference information when needed.

• 508 caption for each graphic or element in the compound figure.
42

Each subfigure in the figure also is a separate graphic element (in graphic jpg format), and both 

the figure and individual subfigure captions are in text format within the document. 

When citing the callout in the text, make sure to distinguish the subfigure elements separately, 

when a specific point is being made about each individual subfigure. In the following text 

example, notice that both the figure number and the subfigure letter are combined to make a 

unique number for the graphic because the text is calling out a specific point about each 

illustration. 

Frontage and backage roads may be configured for one-way operation or twoway operation. Figure 12-A illustrates one potential frontage road configuration. 

Access management also promotes the implementation of shared-access 

driveways and cross-access easements between (compatible) adjacent properties, 

which allow pedestrians and vehicles to circulate between properties without 

reentering the abutting roadway (see figure 12-B). 

©2017 XYZ Company

A. Subfigure example for one-way frontage road between intersections is a possible access 

configuration. This example shows copyright and reference number.(2)

B. Subfigure example for cross connectivity configuration enables circulation between properties 

without reentering the abutting roadway.

Figure 12. Illustrations. Compound figure showing one-way potential frontage road and 

cross-connectivity configuration options for intersection safety and access. 
43

Another acceptable compound figure shows multiple subfigures in the form of graphs as seen in 

figure 13. Each of the graph subfigures in figure 13 contains the following:

• Its own labeled x and y axes.

• A key or legend.

• Copyright and reference information when needed.

• An identifying letter to take the place of a number for the subfigure.

• Full subfigure caption enabling each subfigure to stand on its own.

• Figure number with a caption describing all subfigures in the figure. 

• Each subfigure in the figure a separate graphic element (in graphic jpg format).

• Figure caption and individual subfigure captions are in text format within the document.

In addition to a letter caption, each element of the figure (i.e., each subfigure graph) must have 

its own 508 caption. 

A. Subfigure example of failure criteria WR

C versus N for CX and COS modes with similar Nf.

B. Subfigure example of failure Criteria: GR versus Nf for CS, COS, and CX modes.

Figure 13. Graphs. Compound figure example showing subfigures comparing mode tests

resulting in about the same number of cycles to failure.

0.E+00

1.E+06

2.E+06

3.E+06

4.E+06

0.E+00 1.E+04 2.E+04 3.E+04 4.E+04

N (Cycle)

WR

C

CX

COS

(a)

y = 5.17E+07x-1.38E+00

R2 = 9.97E-01

1.E+00

1.E+01

1.E+02

1.E+03

1.E+04

1.E+02 1.E+03 1.E+04 1.E+05 1.E+06

Nf (Cycle)

GR

VTe30LC-CX-7C

VTe30LC-CX-13C

VTe30LC-CX-20C

VTe30LC-CS-13C

VTe30LC-COS-13C

(b)

Note the graph 

contains its own 

key.

Each graph contains 

its own letter 

(subfigure number)

and caption that can 

stand alone and 

describes the graph.

The graph contains 

its own Y-axis, 

measures, and axis 

title.

The graph contains 

its own X-axis, 

measures, and axis 

title.

Note the graphs have 

one figure number 

with a caption that 

represents all graphic 

elements in the figure. 
44

When citing the callout in the text, make sure to distinguish the subfigure illustrations separately

as figure 13-A or figure 13-B when calling out particulars for a specific element in the graph,

chart, or diagram.

Every table must have a unique caption centered at the top. All tables must be numbered in a

single sequence from the beginning of the volume through the appendices. Use the following

format for writing, punctuating, capitalizing, and centering table captions:

Table 1. [Insert caption for table.]

All captions must be in Times New Roman 12-point font.

Tables must have a text element such as an asterisk or a dash in all blank cells. The table must 

have a note below the table that explains what the symbol represents (e.g., “*No data.”).

Table lines can be any thickness. However, tables should not have merged cells that create 

nested table headers. Although lines are not needed in tables, be sure that you are not creating 

nested cells within tables when omitting lines.

All figures and tables must have linked in-text callouts to cross-reference the figure or table. A 

figure or table should be placed as soon after the first mention in the text as physically possible.

Spacing before and after captions should be consistent throughout the document.

“Figure” and “table” should be lowercased in documents because they are not proper nouns.

For reports of 30 pages or more, lists of figures and tables are required and are placed 

immediately following the table of contents. Lists of figures and tables can be on the same page 

(with a blank line between them) if both lists fit completely on a single page.

Entries in the list of figures and the list of tables (in the front matter) must match the captions 

within the document exactly (i.e., same wording, capitalization, punctuation, and type style). The 

only exception to this is that reference callouts may be deleted in the lists of figures and tables.

Every figure must have a unique caption centered at the bottom. All figures must be numbered in 

a single sequence from the beginning of the volume through the appendices. Figures include 

graphs, photos, formulas, equations, charts, etc. Use this format for writing, punctuating, 

capitalizing, and centering figure captions:

• Figure 1. Graph. [Insert caption for graph.] 

• Figure 2. Photo. [Insert caption for photo.] 

• Figure 3. Formula. [Insert caption for formula.] 

• Figure 4. Chart. [Insert caption for chart.] 

• Figure 5. Equation. [Insert caption for equation.]
45

Equations and Formulas

When using special symbol, math, or scientific fonts in equations and formulas, create a .jpg 

graphic file of the equation and insert it into the document as a graphic/picture. Before creating 

the .jpg, make sure that the equation text has all necessary variables italicized.

Keep in mind that not all computers, printers, and operating systems can interpret special math

and scientific fonts. All equations must be numbered in one of the two following methods as 

seen in figure 14 or equation 1. 

Figure 14. Equation. Sample equation pasted as graphic in document.

Notice that the equation was created as a graphic object (figure) and pasted into this document as 

a picture. It was not created as text or in a text box using a special font through Microsoft®

Word. The caption in figure 14 shows a normal equation and caption as reflected in a report and 

would be automatically pulled into the list of figures in the front matter. The advantage of 

numbering the equation as a figure is that it will be easy for readers to find the equation in the list 

of figures.

 (1)

Notice the similarity between the abbreviated figure caption in figure 14 and the 508 caption

listed below. The only difference between the two is the actual depiction of the equation into text 

format. The 508 caption (which would be a deliverable in a separate Microsoft® Word file) 

would be written as follows:

Figure 14. Equation. Sample equation pasted as graphic in document. q 

subscript ult,an,c. q subscript ult,an,c equals the sum of the product of K 

subscript pr and the sum of sigma subscript c and the product of 0.7 raised to 

the quotient of one-sixth S subscript v and d subscript max and the quotient of 

T subscript f and S subscript v and the product of 2c and the square root of K 

subscript pr.

Lists

Lists should be bulleted unless the sequence of items is critical, in which case Arabic (1, 2, 3, 

etc.) numerals followed by periods and one space may be substituted for bullets. In either case, 

use the following guidelines:

• Include an introductory sentence before every bulleted list (e.g., “Use the following 

guidelines”).
46

• Place a colon at the end of the introductory sentence preceding the list.

• Use the standard (Microsoft® Word) round bullets.

• Use parallel rhetorical and grammatical structure, as in this list. That is, if a bullet starts 

with a verb, all bullets should start with a verb. If a bullet starts with a noun, all should 

start with nouns. If a complete sentence is used, all should use a complete sentence.

• Begin each entry with a capital letter.

• End each entry with a period even if it does not form a complete sentence.

• Do not end the next-to-last item with “and” or “or.”

• Put two returns (i.e., one blank line) after the bulleted list.

Footnotes

The following rules apply to footnotes: 

• Use superscript figures without parentheses or brackets for footnote references.

(2)

• In each chapter, footnotes to text are numbered starting with “1.” Footnotes to tables or 

figures begin with 1 for each table or figure. Use superscript numbers.(2)

• Footnotes must begin on the page carrying the footnote number. Avoid breaking a 

footnote between pages.

(2)

• Footnotes should be single spaced. Indent the first line of each footnote by 0.25 inches.

• Asterisks, daggers, or italic superior letters may be used only when a numeral in a table 

or figure might cause confusion, such as being mistaken for an exponent.

(2)

A template for creating research reports is available on the FHWA Research Publication 

Development Web page. See table 4 for the list of submission requirements for research reports.
47

Table 4. Research report—what to submit.

Black/

White 

Print 

(.doc)

Two- or 

Four-Color 

Print (.doc 

and .qxd)

Website 

Only 

(.doc) Deliverables for Research Reports

• • • HRTM Service Request Form

• • • Microsoft® Word file of report

• • • Microsoft® Word file of 508 captions

• • • Completed Form DOT F 1700.7 (Technical 

Report Documentation Page)

• • • Metric chart1

• • • Foreword 

and Disclaimer

• • —

FHWA Distribution Form in a Microsoft® Excel 

file with names and complete addresses. See 

distribution section of this document.

• • •

Tables, charts, graphs in separate native file 

formats (Microsoft® Excel files for tables and .jpg 

or .tif files for graphic and computer-aided design 

(CAD) files)

• • • Illustrations, equations, photos, figures in .jpg or 

.bmp file format

— • —

GPO Form 952 - http://www.gpo.gov/pdfs/

customers/sfas/952.pdf (if you provide graphic 

layout of any files)

— • —

Adobe® InDesign or other graphic design 

files after the files have been edited. Include 

all text, font files, graphic files 1

Optional.

—Submission not required.

Do not submit second-generation or previously printed materials as graphics. Do not use 

correction fluid, tape, photocopies, or artwork that is fuzzy, dark, or faded. Do not submit CAD 

drawings; export them to a .jpg or .tif format.

49

CHAPTER 6. OTHER PUBLICATIONS

There are a variety of documents that each office may use to communicate with a specific 

audience, including booklets (see figure 15), technical flyers (e.g., TechBriefs, report summaries, 

and product application notes), brochures, fact sheets, and newsletters. Please refer to chapter 4 

and the GPO Style Manual for additional editing and style requirements.(2)

BOOKLETS

Figure 15. Photo. Cascade of booklet cover examples.

Purpose

To communicate detailed summaries, achievements, and recommendations from research 

projects and programs.

Target Audience

Transportation managers, decisionmakers, and executives.

Style

• Publication length is usually fewer than 40 pages.

• Publication types include guidebooks, executive summaries, and annual reports.

• Covers are full- or two-color with up to two-color text pages.

• Design should include eye-catching graphics that illustrate the project.

• Publications must include a foreword and a standard disclaimer notice at the bottom.
50

TECHNICAL FLYERS

There are several types of flyers, including TechBriefs and Application/Technical Notes (see 

figure 16).

Figure 16. Photo. Cascade of technical flyers.

Purpose of a TechBrief

To summarize an experiment, TechBriefs provide results, data collected from analysis, or 

findings and recommendations.

Purpose of Application/Technical Notes

To provide technical information and benefits about an FHWA product or research findings used 

by an FHWA customer.

Audience

Transportation managers and technical staff.
51

Style

• Two-color publication.

• Usually 2 to 16 pages in the following page numbers: 2, 4, 6, 8, 12, 16.

• Signature colors assigned to RD&T offices and teams.

• Standard information about the research program area and key resources.

• Back matter information about availability, keywords, and distribution.

Elements to Include in a TechBrief

The following components are needed for each TechBrief (which must be a minimum of 

2 pages):

• Logo and the word “TechBrief.” 

• Organization name, office name, and address.

• Publication number in this format: Publication No. FHWA-HRT-##-###.

• Distribution and Publishing Information No: XXXX-##/##-##(#M)E.

• Contact information in the following format:

o FHWA Contact: Name of Person, office code (e.g., HRDI-10), (202) 493-####, 

email. 

• Date.

• Technical content, including the following minimum items: 

o Objective.

o Introduction (sometimes includes Background).

o Methodology (or Approach).

o Results (can be broken down according to testing analysis). 

o Conclusion (sometimes Recommendations).

o References.

o Distribution and Standard Disclaimer containing the following (sample) elements:

 Researchers—This study was performed by name of organization and office 

and researcher and lab if FHWA or Contract No. DTFH61-06-C-00027 if not 

FHWA.
52

 Distribution—This TechBrief is being distributed according to a standard 

distribution. Direct distribution is being made to the FHWA divisions and 

Resource Center.

 Availability—The publication associated with this TechBrief is Curl and 

Warp Analysis of the LTPP SPS-2 Site in Arizona (FHWA-HRT-12-068). It 

is available in print and online at http://www.fhwa.dot.gov/research. 

 Key Words—Insert keywords and phrases here.

 Notice—This document is disseminated under the sponsorship of the U.S. 

Department of Transportation in the interest of information exchange. The 

U.S. Government assumes no liability for the use of the information contained 

in this document. The U.S. Government does not endorse products or 

manufacturers. Trademarks or manufacturers’ names appear in this document 

only because they are considered essential to the objective of the document.

 Quality Assurance Statement—The Federal Highway Administration 

(FHWA) provides high-quality information to serve Government, industry, 

and the public in a manner that promotes public understanding. Standards and 

policies are used to ensure and maximize the quality, objectivity, utility, and 

integrity of its information. FHWA periodically reviews quality issues and 

adjusts its programs and processes to ensure continuous quality improvement.

TechBrief Layout

For printing purposes, the TechBrief layout must be in one of the following formats, and the 

finished product is 8.5 by 11 inches:

• 2 pages (rarely used because it is difficult to include all technical elements).

• 4 pages (stitched).

• 6 pages (tri-fold, no stiches).

• 8 pages (stitched).

• 12 pages (stitched).

• 16 pages (stitched).

MARKETING BROCHURES

Purpose

To create awareness or attract interest in a specific project or program, brochures (see figure 17)

communicate the benefits of a research, technology, or service.
53

Figure 17. Photo. Cascade of marketing brochures.

Audience

Transportation decisionmakers, senior executives, managers, and technical staff.

Style

• Two-color or full-color publication.

• Visually appealing graphics and layout attract awareness and interest in a subject area.

• Information or a call to action that asks the reader to act in some manner for additional 

information, a service, or participation in a program.

FACT SHEETS

Purpose

To provide concise, factual information about a specific topic such as a facility, laboratory, 

technology, or subject area (see figure 18).
54

Figure 18. Photo. Cascade of fact sheets.

Audience

Transportation decision makers, managers, technical staff, and students.

Style

• Concise and informative.

• 2 pages (1 page back and front).

• Usually one or two colors.

• Text and graphic layout have a similar design if part of a series.

Templates for creating FHWA publications are available on the FHWA Research Publication 

Development Web page at http://www.fhwa.dot.gov/research/publishing/. See table 5 for the list 

of submission requirements for booklets, flyers, brochures, and fact sheets.
55

Table 5. Booklets, flyers, brochures, and fact sheets—what to submit.

One Color 

Print (.doc)

Two- or FourColor Print 

(.doc and .qxd)

Website

Only (.doc)

Submission Requirements for 

Booklets, Technical Flyers, Brochures, 

and Fact Sheets from the Contracting 

Officer’s Representative (COR)

• • • HRTM Service Request Form

• • • Microsoft® Word file of document

• • • Microsoft® Word file of 508 captions or 

alternative text

• • —

FHWA Distribution Form and either labels 

or a Microsoft® Excel file with names and 

complete addresses

• • •

Tables, charts, and graphs in separate 

native file formats (Microsoft® Excel files 

for tables and .jpg or .tif files for graphic 

and CAD files)

• • • Equations in .jpg file formats

— — • Low-resolution illustrations and figures in

.jpg, .tif, or .bmp file formats

• • —

Digital graphics with high resolution (300 to 

1,260 dpi or greater), and at least 4 by 6

inches or equivalent pixel sizes in separate 

native file formats

• • —

GPO Form 952 -

http://www.gpo.gov/pdfs/customers/sfas/

952.pdf 

• • • PDF file of the document after final edit

• • —

Adobe® InDesign, Adobe® Illustrator, or 

other graphic design files after the files have 

been edited. Include all text, font files, and 

graphic files.

—Submission not required.

Do not submit second-generation or previously printed materials as graphics. Do not use 

correction fluid, tape, photocopies, or artwork that is fuzzy, dark, or faded. Do not submit CAD 

drawings; export them to a .jpg or .tif format.

Normal Final Deliverables for Publications

Provide the following items on a separate CD or DVD for each, labeled with the date, researcher 

name, publication name, publication number, and one of the following designations: GPO, Web, 

HRTM, or NTIS, depending on the content:

• GPO files (on CD, DVD or file share): Adobe® InDesign files, graphic files, fonts, and 

PDF for the printer. In addition, please download the complete GPO 952 (located at 

http://www.gpo.gov/pdfs/customers/sfas/952.pdf) and include that file on the CD, DVD 

or file share as well. In addition, include distribution files (or mailing list) in Zone 
56

Improvement Plan (ZIP) CodeTM sortable format in a Microsoft® Excel file with the 

following fields: 

o Salutation.

o First Name.

o Last Name.

o Title.

o Name of Company.

o Address Line 1.

o Address Line 2.

o City.

o State.

o ZIP CodeTM.

o Country Code.

o Number of Copies.

• Web files (on CD or DVD): Microsoft® Word text, Section 508 captions for all nontext 

elements, graphic files, Microsoft® word files for the Web, and high- and low-resolution 

PDF files.

• HRTM files: All files included in the GPO and Web file sets.

• NTIS files: Low-resolution PDF files, Microsoft® Word files, and Section 508 caption 

files for all nontext elements. 

TRADE PUBLICATION ARTICLES

Purpose

The purpose of trade publication articles is to inform and promote advances and innovations in 

transportation research and technology (R&T), critical national transportation issues, important 

activities and achievements of FHWA and others in the highway community, specific FHWA 

program areas, and subjects of interest to highway industry professionals.

Audience

The audience varies from journal to journal. The audience will typically include one or more of 

the following: Federal, State, municipal, and foreign transportation officials, planners, and 
57

researchers; association leaders; engineering professors and students; transportation reporters and 

trade media representatives; and members of Congress.

Format and Issue

The format and issues vary from journal to journal.

Circulation

The circulation varies from journal to journal.

Submission Guidelines Process

A trade publication may be an appropriate vehicle to provide information to your intended 

audience. If so, please contact HRTM for writing or editing articles for trade publications. Any 

R&T technical articles submitted for publication in journals and magazines outside FHWA must 

be edited by HRTM. Upon final edit and review, HRTM will submit the article to HPA for final 

review and submission to the magazine or journal. To publish articles in trade publications, 

please do the following:

• Provide guidance to HRTM regarding the trade publication style, deadlines, and editorial 

office contacts.

• Provide HRTM with your article idea and substantial background information from 

which to draft the article, or provide a draft version of the article for HRTM to edit.

• Include illustrations (print, slides, or electronic images) to support the text. Generally, a 

minimum of 1 illustration for every 600 words is required.

• Include the author’s name, professional title, employer/organization/office, mailing 

address, telephone number, fax number, and email address. Also attach a short 

biographical paragraph about each author, including previous positions relevant to the 

subject of the article and educational background/degrees received. If applicable, also 

include the State(s) where an author is licensed as a professional engineer.

PERIODICALS

Definition

A periodical is defined as a publication that is published on a regular basis such as monthly, 

bimonthly, quarterly, weekly, or daily. Periodicals include magazines, newsletters, newspapers, 

or updates. Every issue of every periodical distributed to the public must be edited and then 

reviewed by the HPA. 

PUBLIC ROADS

Public Roads and several other FHWA periodicals provide unique vehicles for presenting the 

latest news on your program to the transportation community.(49) The following description gives
58

details on the purpose, audience, format, circulation, submission guidelines, technical review, 

style, policies, and schedule of Public Roads.

Purpose

The purpose of Public Roads is to inform and promote advances and innovations in 

transportation R&T, critical national transportation issues, important activities and achievements 

of FHWA and others in the highway community, specific FHWA program areas, and subjects of 

interest to highway industry professionals.(49)

Audience

The Public Roads audience includes Federal, State, municipal, and foreign transportation 

officials, planners, and researchers; association leaders; engineering professors and students; 

transportation reporters and trade media representatives; and members of Congress.

Format and Issue

The 64-page magazine is published bimonthly by FHWA.

Circulation

The total print circulation for each edition of Public Roads is 5,000 copies.

Submission Guidelines

Contributors to Public Roads include Federal, State, and local governments; transportation 

industry organizations; associations; and academic institutions.(49) Articles are reviewed and 

considered by the Public Roads Editorial Board.(44) The Public Roads Editorial Board is 

comprised of the FHWA executive director, associate administrators, and select office directors 

who are also subject matter experts in the field of highway transportation issues.

If you are interested in publishing an article in Public Roads, please contact HRTM.(49)

Schedule

The magazine is distributed every other month, with submissions due approximately 5 months 

before the publication date of each issue: January/February (deadline is July 1), March/April 

(deadline is October 1), May/June (deadline is December 10), July/August (deadline is 

February 1), September/October (deadline is March 21), and November/December (deadline is 

May 21).
59

CHAPTER 7. ELECTRONIC PUBLISHING

This chapter provides details regarding the electronic publishing process. The applicable laws, 

rules and FHWA policies are as follows:

• Section 508 of the Rehabilitation Act.

(13,19)

• Paperwork Reduction Act.

(11)

• Privacy Act.

(50)

• Freedom of Information Act.

(10)

• Federal Acquisition Regulations.

(51)

Electronic publishing refers to any document or published item that is not printed on paper. 

Examples are digital versatile disks (DVDs), Web pages, websites, publications, and multimedia 

presentations (such as Microsoft® PowerPoint presentations containing slides, sounds, and 

movies/videos such as .avi or .mov files).

FILE FORMATS

Multimedia options that provide special graphic enhancement, multimedia effects, or interactive 

applications can be prepared. If you need special video or audio effects for a presentation, video 

wall, or other item, contact the Office of Information Technology Services (HAIS) or HRTM for 

assistance. Keep in mind that multimedia presentations such as Microsoft® PowerPoint, videos, 

and .mov files must also be compliant with Section 508, and they follow a different set of rules 

than those used for Web page or database software applications.(14,24) See the Access Board’s 

Section 508 website for more information.(33)

HTML format is the required electronic format for all FHWA publications. It can be used to 

create a range of document styles, from simple, text-only items to those with elaborate graphics. 

Documents in HTML format adapt to different screen sizes and computer characteristics. In 

addition, HTML documents are easily searchable by Internet search engines and can be used by 

assistive devices, such as screen readers that “read” the code on a Web page and translate it into 

audio format for people who have vision disabilities. See information about DVDs below and for 

website publishing.

Adobe® Acrobat PDF files can be prepared for a publication in addition to HTML format. If you

want users to be able to print your document on their desktop printers so that it looks exactly like 

the original, consider also providing a PDF file. However, PDF files do not adapt as readily to 

individual computer formats nor are they considered “accessible” files for complying with 

Section 508 of the Rehabilitation Act.

(14)

For every publication created as an Adobe® Acrobat PDF file, there also should be a Section 

508-compliant HTML document.(21) This is a requirement for files on the Internet or StaffNet. If 

a PDF file or other format is desired, it may be prepared and posted on an FHWA website along 

with the HTML version of the publication.(21)
60

The following guidelines for reviewing final Adobe® Acrobat PDF documents are 

recommended:

• Compare page breaks with those in the original file. Make necessary adjustments so that 

the Adobe® Acrobat PDF file is an exact copy of the print version and the original 

electronic version.

• Check the table of contents in the Adobe® Acrobat PDF file to ensure that if repagination 

occurs, the page numbers are correct for the entries in the table of contents.

• Compare figures and tables with the original file. Make necessary adjustments to the 

figures and tables so that the Adobe® Acrobat PDF file is an exact copy of the print 

version and the original electronic version.

• Verify that the figures and tables are readable and printable.

• Reduce file size, if necessary. 

• Use the correct publication cover. You can have one created by HRTM, if needed.

• Submit an abstract of the publication in electronic format along with the Adobe® Acrobat 

PDF files.

• Do not create Adobe® Acrobat PDF documents from scanned “originals.”

PRESENTATIONS AND VIDEOS

Policy Implications

The office director or designate is responsible for making sure that external presentations and 

videos are in agreement with management policies and approved by HPA. 

Schedule

Timeframes for presentations developed in-house are the responsibility of the requesting office. 

When using HRTM services, expect about 4 weeks for turnaround for presentations, depending 

on length and scope of presentation. See table 6 for the list of submission requirements for 

Microsoft® PowerPoint presentations. Videos can take months to complete.

Prior to performing a video shoot, you must provide a video script and a completed FHWA Form 

1113 to HRTM, who in turn will submit the information to HPA for review and approval. A 

storyboard depicting a visual representation of the storyline also would be helpful. 

Prior to publicly releasing a video or presentation, researchers and authors must provide the final 

version in a completed FHWA Form 1528 to HRTM, who will submit the information to HPA 

for review and approval.
61

In addition to the above submission requirements and depending on the product and distribution 

of that product, other Section 508 guidelines may also apply.(14) For example, a video in a 

presentation may fall under Video and Multimedia Products under the Access Board’s Guide to 

the Section 508 Standards for Electronic and Information Technology in the Technical Standards 

section.(24,33)

Any multimedia file also must include software applications to run or view it (i.e., movie or 

media players, browsers, Adobe® Acrobat Readers, Microsoft® PowerPoint readers, Microsoft®

Word readers, etc.) as links or executable zipped download files on the website, DVD, and the 

software also must follow Software Applications and Operating Systems guidelines under the 

Access Board’s Guide to the Section 508 Standards for Electronic and Information Technology

in the Technical Standards section.(23,33)

Presentations and videos accessible through an HTML or other Web interface must follow Webbased Intranet and Internet Information and Applications guidelines under the Access Board’s 

Guide to the Section 508 Standards for Electronic and Information Technology in the Technical 

Standards section.(22,24,33)

If the electronic information or multimedia is presented on an unmanned kiosk such as at a trade 

show or event, the equipment may be considered a “standalone kiosk” and as such may fall 

under Self Contained, Closed Products under the Access Board’s Guide to the Section 508 

Standards for Electronic and Information Technology in the Technical Standards section.(26,33)

Program offices are responsible for ensuring that videos are captioned to comply with 

Section 508.
62

Table 6. Microsoft® PowerPoint presentations, movies, videos—what to submit.

Steps What to Submit

Videos

(MPEG, AVI) Audio (MP3)

Photos 

(JPG)

Multimedia 

(PPT, MPEG)

1 Video or audio script for 

HPA review prior to 

video shoot

• • — •

2 FHWA 1113 

Clearance Request for 

Public Materials Video, 

Print, Web, Social 

Media, or Multimedia 

Form for HPA review 

prior to video shoot

• • — •

3 HRTM Service Request 

Form • • • •

4 FHWA 1528 Form 

Authorization to Proceed 

for Public Materials. 

Materials Video, Print, 

Web, Social Media, or 

Multimedia Form for 

HPA review and 

approval prior to 

releasing the video or 

presentation for 

distribution.

• • — •

5 508 captions for nontext

elements in Microsoft®

Word file for editing

• • • •

6 Originating file format 

(i.e., AVI, MOV, etc.) • • • •

7 Accessibility according 

to Section 508(13) • • • •

—Submission not required.

WEBSITE PUBLISHING

Website publishing can be used as a primary route of publication, a secondary source of 

publication, or as a supplemental source of information. (See references 50, 52, 11, 53, and 14.) 

The Web provides an electronic medium that offers graphical interface, instantaneous 

transmission, and multimedia presentation materials. Website publishing is especially useful for 

documents containing information that needs to be issued quickly, and many agencies are 

publishing only on the Web. Because all publications must be in electronic format, make sure 

that your specifications for your electronic publication include Section 508 guidelines.(12,14) Keep 

in mind that a high-quality Web design can be just as costly as a printed design.
63

Web projects may face posting delays due to the number of complex tables, equations, and 

figures; the number of pages; missing 508 captions; the researcher’s final review; and other jobs 

in the queue at the same time.

Website Requirements

The FHWA Chief Information Officer (CIO) must approve both new FHWA websites and the 

purchase and use of new website domain names (www.webname.gov). To provide transparency, 

it is the CIO’s policy to have all websites under a .gov domain. In addition, HAIS must approve 

the final HTML code and design before any websites are posted “live.” Any new content, major 

updates to content, and redesigned content must be approved by HPA prior to public release.

Contractors and FHWA personnel who will perform HTML coding or will accept a final 

deliverable composed of HTML files are required to ensure that, after editing, all HTML files are 

coded according to both FHWA requirements and the requirements of the Access Board and 

FHWA’s minimum requirements.(21,14,19) Contact HRTM for more information.

Minimum Requirements for FHWA Web Pages

Please contact HRTM for specific Web page requirements before creating or preparing material 

for the research website. Electronic publishing guidelines frequently evolve or change as a result 

of legislation and the dynamic development of electronic communications technologies. For this 

reason, HPA and HAIS Web group must review all new materials.

In an effort to achieve greater quality, usability, and consistency, the Information Technology 

Division has established the following minimum technical standards that must be met by all 

FHWA Web pages; Web documents that do not meet these standards will not be posted:(21)

• FHWA Web Pages will be encoded to conform to HTML 4.01 Transitional or higher, as 

defined by the World Wide Web Consortium.(54)

• File names will not exceed 20 characters in length. File names will be lower case, consist 

solely of letters, numbers and the underscore and will not contain slashes, spaces, tildes 

or hyphens. File extensions are to be three characters or less whenever possible (i.e., 

.htm instead of .html).

• All Web pages will have a title in the head section of HTML documents. The title should 

be unique (to the server), brief, and descriptive—not to exceed 150 characters in length.

• Web pages must be free of broken links or missing images. All links to pages within the 

server will be relative.

• Web pages posted on the public Internet will have a standard header and footer. Web 

pages posted on StaffNet will use the standard templates.

• FHWA Web pages will comply with Section 508 Web accessibility standards as 

established by the Architectural Transportation Barriers Compliance Board.(14,19)
64

• All textual files posted on the FHWA Internet server will be available in HTML format. 

All other formats (e.g., PDF, Microsoft® Word, Microsoft® Excel, and Microsoft® 

PowerPoint) will have HTML equivalents.

• The bodies of Web pages will use sans-serif fonts (e.g., Arial or Helvetica).

• Internet Web pages will feature “exit doors” on links to non-Government websites 

(anything other than Federal, State, or local governments).

• All entry point Web pages on the Internet will feature a privacy policy statement or a link 

to the Agency privacy policy statement on the main server.

• Web pages that collect survey information from the public must be approved by the OMB, 

in accordance with the Paperwork Reduction Act.(11)

• New FHWA websites must be approved by the FHWA CIO before posting.

• The use of persistent cookies on FHWA websites is forbidden. Session cookies are 

permitted, subject to approval on a case-by-case basis.

HRTM also will assist the researcher with their request and work with them and HAIS to process 

the website request. If a contractor is preparing the material for Web publishing, the COR must 

ensure that the contractor has received the most current set of guidelines from HRTM before 

starting the HTML programming phase.

Technical Review

Each office should establish its own process for reviewing documents for technical soundness, 

accuracy, and adherence to policy; this process should contain the necessary checks and balances 

and coordination with other appropriate offices and individuals to ensure that FHWA continues 

to publish high-quality materials. The office director is responsible for all content related to 

his/her office and functional areas for which he/she is responsible.

See table 7 for the list of submission requirements for Web-only communication products.

Surveys

OMB, in accordance with the Paperwork Reduction Act, must approve all surveys to be 

disseminated to the public in electronic or nonelectronic format, whether the surveys appear in 

documents or are conducted in other forums such as focus groups, interviews, test groups, or 

telephone surveys.(11) The Paperwork Reduction Act clearance is required when standardized 

data collection from 10 or more respondents is collected in response to a Federally sponsored 

data collection within a 1-year period.(11) The “Paperwork Reduction Act clearance” is the term 

used for the process of obtaining approval from OMB for Federally sponsored data collections as 

required by the Paperwork Reduction Act.

(11)

OMB was originally granted this authority in 1940 under the Federal Reports Act.

(55) Due to 

increasing complaints from the public about duplicate and lengthy Federal Government data 
65

collections, Congress passed the Paper Reduction Act of 1980, which was reissued in 1995.(11)

The purpose of the act remains to ensure that Federal agencies do not overburden the public with 

Federally sponsored data collections.(11)

Privacy Act

The Privacy Act (Title 5 U.S Code 552a), passed by Congress in 1974, establishes certain 

controls over what personal information is collected and maintained by the Executive Branch of 

the Federal Government and how the information is used.(50,56) The act grants certain rights to an 

individual on whom records are maintained and assigns responsibilities to an agency that 

maintains the information. 

The entire USDOT workforce (Federal and contracted employees) is subject to the Privacy Act

and must comply with all of its provisions.(50) Noncompliance with the Privacy Act carries 

criminal and civil penalties.(50)

What are USDOT’s Responsibilities Under the Privacy Act?

USDOT’s responsibilities under the Privacy Act are as follows:(50)

• Maintaining only such information that is both relevant and necessary to accomplish a 

purpose of the agency. 

• Collecting information to the greatest extent practicable directly from the subject 

individual.

• Informing each individual whom it asks to supply information with a Privacy Act

Statement. 

• Maintaining all records used by the agency about an individual with such accuracy, 

relevance, timeliness, and completeness to assure fairness to the individual. 

• Publishing the existence of a system of records (i.e., system of records notice).

What Rights are Granted Individuals Under the Privacy Act?

Under the act, individuals are granted the right to do the following:

(50)

• Determine what records about them are being collected, maintained, used, or 

disseminated by USDOT. 

• Prevent records pertaining to them from being used or made available for another 

purpose without their consent. 

• Gain access to records about oneself, subject to Privacy Act exemptions. 

• Amend a record if it is inaccurate, irrelevant, untimely, or incomplete. 
66

• Sue the government for violations of the statute, such as permitting unauthorized 

individuals access to your records.

Which Individuals are Covered by the Privacy Act?

The Privacy Act applies only to records collected and maintained on living individuals who are 

U.S. citizens or lawfully admitted aliens, whose records are filed in a “system of records” where 

those records are retrieved by a personal identifier.(50)

What Records are Subject to the Privacy Act?

Records subject to the Privacy Act are those about an individual collected and maintained in a 

“system of records.”(50) A system of records is a group of records that have the following in 

common: 

• Contains personal identifiable information (PII) such as a name, date of birth, Social 

Security number (SSN), Employee Number, fingerprint, etc. 

• Contains at least one other item of personal data (e.g., home address, performance rating, 

and blood type).

• Requires the data about the subject individual to be retrieved by their personal 

identifier(s).

What Are PII and Sensitive Personally Identifiable Information (SPII)? 

PII is information that can be used to distinguish or trace an individual’s identity, such as their 

name, SSN, biometric records, etc., alone or when combined with other personal or identifying 

information that is linked or linkable to a specific individual, such as date and place of birth, 

mother’s maiden name, etc.

Certain PII, while not sensitive PII, may be Sensitive Security Information (SSI) under 49 CFR 

Part 15 or 49 CFR Part 1520.(57,58) PII that is SSI must be maintained, disseminated, and 

destroyed in accordance with this policy, the Privacy Act (if applicable), and the applicable SSI 

requirements at 49 CFR Part 15 or 1520.(50,57,58)

SPII is a subset of PII that, if lost, compromised, or disclosed without authorization, could result 

in substantial harm, embarrassment, inconvenience, or unfairness to an individual. SPII requires 

stricter handling guidelines because of the increased risk to an individual if the data are 

compromised.

The following PII is always (de facto) sensitive, with or without any associated personal 

information, and cannot be treated as low confidentiality:

• SSN.

• Passport number.
67

• Driver’s license number.

• Vehicle identification number.

• Biometrics, such as finger or iris print, and DNA.

• Financial account number such as credit card or bank account number.

• The combination of any individual identifier and date of birth, mother’s maiden name, or 

last four digits of an individual’s SSN.

The following information is SPII when associated with an individual:

• Account passwords.

• Criminal history.

• Ethnic or religious affiliation.

• Last 4 digits of SSN.

• Mother’s maiden name.

• Medical Information.

• Sexual orientation.

In addition to de facto SPII, some PII may be deemed sensitive based on context. For example, a 

list of employee names is not SPII; however, a list of employees’ names and their performance 

rating would be considered SPII.

The following PII is not sensitive alone or in combination unless documented with sensitive 

qualifying information and may be treated as low confidentiality:

• Name

• Professional or personal contact information, including email, physical address, phone 

number, and fax number

Federal employee name, work contact information, grade, salary, and position are not considered 

PII. Except for limited circumstances, this information is publically available and is not 

considered sensitive.(59) For more information, go to FHWA’s privacy policy page.

(59)

Freedom of Information Act 

Based on the principle that an informed public is essential to the democratic process, the 

Freedom of Information Act, which can be found at Title 5 §552 of the U.S. Code, requires 

Federal agencies to make agency records available to the public either proactively or in response 

to a request, subject to certain conditions and exceptions.(10) The Freedom of Information Act

includes nine exemptions and three exclusions that permit an agency to withhold a record in part 

or in full in limited circumstances.(10) The Federal Freedom of Information Act does not provide 

a right of access to records held by the U.S. Congress, the U.S. Courts, or State or local 

Government agencies or by private businesses or individuals.(10)
68

Federal Acquisition Regulations

The Federal Acquisition Regulations affect publishing content, copyright ownership, licensing, 

patents, photography, illustrations, and other items that are represented in a document provided 

to FHWA through a contract deliverable.(51) For example, Federal Acquisition Regulation 

Subpart 27.4—Rights in Data and Copyrights in a contract can affect whether FHWA or a 

contractor owns a photo taken during a research study.(60) Another Federal Acquisition 

Regulation clause may affect whether FHWA may post software code on a website.(51,61) For 

more information, consult with HRTM, the FHWA Office of Acquisition and Grants 

Management, or the Office of Chief Counsel.(60,61)

Table 7. Web-only communication products—what to submit.

What to Submit Reports

Other 

Communication 

Products

HRTM Service Request Form • •

Microsoft® Word file of document(s) • •

Microsoft® Word file of 508 captions • •

Foreword and disclaimer • —

Completed Technical Report Documentation Page (Form DOT F 

1700.7) • —

Metric chart • —

Tables, charts, and graphs in separate native file formats (Microsoft®

Excel files for tables and .jpg or .tif files for graphic and CAD files) • •

Illustrations, figures, and equations in .jpg or .bmp file formats • •

FHWA’s HTML coding template with proper headers and footers for 

reports. Reports must be coded using these HTML headers and footers • —

PDF file of the document after final edit • •

Document falls under Web-based Intranet and Internet Information and 

Applications under the Access Board’s Guide to the Section 508 

Standards for Electronic and Information Technology in the Technical 

Standards section.(22,33)

• •

—Submission not required.
69

CHAPTER 8. GUIDELINES FOR HPA REVIEW, SOCIAL MEDIA, AND MEDIA 

RELATIONS

This chapter provides an overview of the guidelines for HPA review, social media, and media 

relations. The applicable laws, rules, and FHWA policies are as follows:

• Section 508 of the Rehabilitation Act.(14,19)

• 44 US Code §3301.

(62)

• 36 CFR §1236.

(63)

• USDOT Order 1351.33.

(64)

HPA REVIEWS 

In addition to the standard research reports, technical flyers, and brochures, there are many other 

ways to disseminate research results and information about the activities and accomplishments of 

FHWA R&T. 

As stated several times within this guidance, any communication provided to an external 

audience must be reviewed by HPA. Prior to writing and submitting a document or other 

communications vehicle like a video, the researcher must submit FHWA Forms 1113 and 1528

to HRTM. HRTM will submit the information and forms to HPA for review and approval. See 

appendixes S and T for a copy of the forms. 

HPA Review of External Trade Magazine and Journal Articles

All articles for external periodicals (e.g., trade or scientific journals) must be sent by HRTM to 

HPA for review, possible editing, and distribution by HPA. Prior to writing and submitting an 

article, the researcher must submit FHWA Forms 1113 and 1528 to HRTM and HRTM, in turn,

will submit the information to HPA for review and approval. See appendixes S and T for a copy 

of the forms. 

Before submission to HPA, the external trade journal article must have the written endorsement 

of the appropriate office director, indicating that the release or article is accurate, is consistent 

with USDOT policies and positions, addresses sensitive or timely issues, and is appropriate for 

mass dissemination.

Because publication in trade magazines or journals requires a longer lead time than placement in 

newspapers or broadcast media, authors should contact the HPA media relations staff for 

publishing deadlines.

Trade Magazine or Journal Articles: Do Not Sign Any Forms or Agreements

After receiving final approval from the HRTM HPA liaison, articles may be submitted to a trade 

publication—either by HPA or by the research employee (with permission from HPA). FHWA 

employees who write articles are not permitted to sign forms or agreements on behalf of the 

Federal Government unless they have documented written authority to commit the agency to a 

legal and binding agreement. Instead, the Office of Chief Counsel approved a letter template that 
70

can be signed by a researcher and used to accompany the submission of a journal article in lieu 

of signing an agreement (see appendix U). Please consult with HRTM or the Office of Chief 

Counsel for more information. 

SOCIAL MEDIA

FHWA uses social media to inform multiple audiences about current and completed projects and 

initiatives. Other uses include recruiting potential employees, promoting events, and sharing 

photographs and video clips from recent events and speaking engagements. Social media is a 

channel through which the agency engages readers, builds interest, and seeks public feedback 

and input.

FHWA has a Facebook® page, a YouTube® channel, a Twitter® account, a Flickr® account, 

and a LinkedIn® account. (See references 65 through 69.)

FHWA Social Media Policy

When considering the use of social media for FHWA communication, please refer to the 

following directive for FHWA’s social media policy.(70)

1. What Is FHWA’s Policy Concerning Social Media/Web 2.0?

a. Account Management

1) HPA is the authorized office responsible for the approval, management, maintenance, 

and governance of all FHWA Social Media/Web 2.0 accounts. All accounts created 

on third-party Social Media/Web 2.0 technologies for purposes of official 

communications will be approved, governed, and centrally managed by HPA.

2) To comply with the provisions of DOT Order 1351.33, FHWA may only use 

technologies approved by OCIO and listed in the Social Media/Web 2.0 technologies 

catalog maintained by that office.

3) This directive does not apply to existing FHWA Communities of Practice. However, 

existing or new Communities of Practice that incorporate or intend to incorporate 

Social Media/Web 2.0 components (e.g., blogs, wikis, and YouTube®) must be 

discussed, reviewed, and approved by HPA prior to implementation.

b. Content Management

1) All content to be shared on FHWA Social Media/Web 2.0 sites by FHWA employees 

and contractors must be approved by HPA prior to posting.

2) All FHWA Social Media/Web 2.0 sites shall comply with the requirements of Section 

508 of the Rehabilitation Act and all the applicable provisions of the Departmental 

Web Policy, DOT Order 1351.24.
71

3) To ensure adequate access for individuals who prefer not to use Social Media/Web 

2.0 sites to communicate with or obtain information and services from FHWA, 

equivalent content posted to a third-party platform must be available on an official 

“.gov” site, and visitors to the third-party platform must be properly directed to the 

official “.gov” site to find equivalent content.

4) All approved FHWA third-party Social Media/Web 2.0 sites must, to the extent 

practical, display or direct visitors to: 

a) An official FHWA “.gov” website for official information (e.g., www.fhwa.dot). 

b) The Citizen Conduct Policy in DOT Order 1351.33, when Social Media/Web 2.0 

technology allows for additional citizen conduct requirements (i.e., comment 

policies, take-down notices, terms of use, etc.), whether hosted on or outside a 

“.gov” website address. The Citizen Conduct Policy establishes general 

guidelines for participating in the use of FHWA-maintained Social Media/Web 

2.0 sites.

5) If the third-party Social Media/Web 2.0 site is used to invite feedback, an official 

FHWA email address where users can also send feedback shall be provided. An 

official FHWA telephone number and/or mailing address may also be provided.

a) Privacy Management. FHWA third-party Social Media/Web 2.0 technologies 

shall follow the privacy policies outlined in DOT Order 1351.24, paying 

particular attention to complying with requirements to collect the minimum 

information necessary.

b) Information Collection Requests/Paperwork Reduction Act

6) When FHWA uses a “general suggestion/comment box” to generate feedback and 

does not request respondent identification beyond a username and email address, 

OMB approval is not required. 

7) When there is a need to solicit feedback from the public using a Social Media/Web 

2.0 technology, an approval from OMB is required if: 

a) FHWA requests information from respondents beyond names and email addresses 

(e.g., age, sex, race/ethnicity, mailing address, employment, or citizenship status).

b) FHWA asks the public to respond to a series of specific questions or a series of 

specific prompts that gather information (e.g., for purposes of aggregation or 

survey).

c. Records Management. Official FHWA business information stored on Social Media/Web 

2.0 sites are considered Federal records and must be managed accordingly. Refer to 44 

U.S.C. 3301 for a definition of Federal records, 36 CFR 1236 for general guidance on 

electronic records management, and National Archives and Records Administration 
72

(NARA) Bulletin 2011-02 for guidance on managing records in Social Media/Web 2.0 

technologies.

d. Intellectual Property. FHWA employees and contractors may not use or post copyrighted 

materials without permission from the copyright owner. FHWA-owned images and videos 

used in an agency context do not constitute copyright infringement and may be used 

wherever appropriate, given HPA’s approval. (See DOT Order 1351.33 for 

Departmental policy on Intellectual Property).

e. Employee Conduct

1) FHWA employees shall follow the Employee Conduct Policy in DOT Order 1351.33. 

Failure to comply with this policy may result in disciplinary action, up to and 

including removal from Federal service.

2) When using Social Media, FHWA employees are bound by the same conduct and 

ethical rules that apply to offline conduct, including those under 5 CFR 2635.

3) FHWA employees and contractors have no expectation of privacy for any 

communications executed on Government-owned equipment, whether the 

communications are made by employees in their official or personal capacities.

f. Citizen Conduct. While FHWA encourages the submission of comments on 

transportation-related issues from the public, FHWA expects communications to follow 

conventions of civil discourse. Therefore, FHWA will follow the Citizen Conduct Policy 

in DOT Order 1351.33.

RESPONDING TO THE MEDIA

When a manager or researcher needs to reach a more specific audience or the public, it may be 

appropriate to seek further outreach in a press release, an interview, or through publication in 

trade journals. Conversely, members of the press often contact researchers directly for technical 

commentary. Establishing and conducting media relations, writing news releases, participating in 

interviews, and publishing in trade journals require approval from HPA. Please refer such 

inquiries to them at 202-366-0660.

If a reporter contacts you, refer them to HPA (202-366-0660) immediately.

If possible, please follow up with an email to the Associate Administrator for Public Affairs or 

the Senior Media Relations Specialist in HPA.
73

CHAPTER 9. DISTRIBUTING YOUR COMMUNICATION PRODUCTS

This chapter provides an overview of the process for distributing your communication products. 

The applicable laws, rules, and FHWA policies are as follows:

• N1-406-08-6.(71)

• FHWA Order 1324.1B.(72)

• Title 44 of the U.S. Code.(5)

• American Technology Preeminence Act of 1992.

(73)

TARGET YOUR AUDIENCE

You may customize your own distribution plan by identifying the audience you want to reach 

and providing a Microsoft® Excel file with addresses in electronic format or submitting 

preprinted mailing labels.

REPORT, TECHBRIEF, AND PUBLICATION MAILING LISTS

HRTM maintains report, TechBrief, and other publication standard distribution mailing lists to 

reach targeted technical audiences. The mailing lists include entities that have requested printed 

copies of all our products. They are generally libraries, researchers, State transportation 

departments, and academic institutions such as the Transportation Research Board Library, 

Texas Transportation Institute, and the National Network of Transportation Research 

Information Services Repositories at Northwestern University. HRTM will add these mailing 

labels to your distribution requirements upon request.

FHWA Internal Distribution

Internal distributions of a publication are handled upon request of the submitting office. When 

choosing to distribute copies of a publication internally, please consider which offices would 

benefit from your RD&T product, identify the number of copies needed, and advise HRTM 

accordingly.

FHWA External Mailing Lists

There are about a dozen official FHWA mailing lists that can be added to your distribution plans 

to reach yet another audience of highway transportation associations. The FHWA publishing 

office maintains and updates these official lists. For more information, please contact HRTM.

Customized Mailing List

If you would like to submit your own mailing list for distribution, please provide a Microsoft®

Excel file that includes the names and addresses of recipients. Please include the field names 

listed in table 8 for the headers in the Microsoft® Excel document.
74

Table 8. Format for customized mailing list.

Use This Field Name as the Microsoft®

Excel Header Enter This Type of Data in the Field

COMPANY_1 Company name or name of person (if desired)

COMPANY_2 Company name

STREET_1 Street address

STREET_2 Addition street address

CITY City

STATE State

ZIP First 5 digits of ZIP CodeTM

ZIP_4 Last 4 digits of ZIP CodeTM

COUNTRY Country code

Number of copies Total copies to the person/company at the address

ELECTRONIC DATABASE SUBMISSIONS

As information managers for TFHRC R&T documents, HRTM will ensure your products follow 

required record retention and public access regulations through the appropriate communication 

channels.

Records Archives

Under the disposition authority granted by Nl-406-08-6, RD&T is responsible for transferring its 

technical report files, which have been determined by the National Archives and Records 

Administration (NARA) to be permanent records, to the Federal Records Center 3 years after the 

cutoff date.(71,74) Complying with this authority, HRTM is working with the FHWA Research 

Library and the FHWA Records Officer to transfer a copy of all FHWA RD&T technical reports 

produced by TFHRC to the National Archives according to the disposition schedule detailed in 

FHWA Order 1324.1B, dated July 29, 2013.

(72)

Copies of Publications to GPO, Library of Congress, and NARA

GPO administers the dissemination of certain tangible publications, as specified by public law. 

Under Title 44 of the United States Code, GPO is required to provide copies of publications to 

certain Federal agencies and others, at the direction of Congress.(5) Two or more copies of every 

publication printed are provided to the Library of Congress.(74) NARA is entitled to receive three 

copies of every publication printed.(75) In addition, on behalf of the Department of State, GPO 

distributes copies of publications to foreign legations.(76) GPO also maintains mailing lists for bylaw distribution of specific publications.(77)

Publications to National Technical Information Service (NTIS)

Regardless of how a researcher or author chooses to disseminate a communication product, the 

American Technology Preeminence Act of 1992 requires that all publications must be available 

for public distribution through NTIS.(73) When HRTM processes your communication product 

for editorial review and publication, the appropriate number of copies and the link are provided 

to NTIS. 
75

NTIS’s basic authority to operate a permanent clearinghouse of scientific and technical 

information is codified as chapter 23 of Title 15 of the U.S. Code.(78) This chapter also 

established NTIS’s authority to charge fees for its products and services and to recover all costs 

through such fees “to the extent feasible.”

This authority was restated in the National Technical Information Act of 1988, codified at 15 U.S 

Code 3704b.(79) That act gave NTIS the authority to enter into joint ventures and declared the 

clearinghouse to be a permanent Federal function that could not be eliminated or privatized 

without Congressional approval. 

Finally, the act was amended by the American Technology Preeminence Act of 1991 (Public Law 

102-245), which requires agencies to make copies of their scientific and technical reports 

available to NTIS.(80) See: http://www.ntis.gov/about/#statutes.

Please note that the Copyright Act defines “published” as available to the public, and it is 

FHWA’s positon that items sent to NTIS are considered published because the information is 

made available to the public.(20) Therefore, no publication items are to be considered 

“unpublished” and provided solely to NTIS.

77

APPENDIX A. SAMPLE OF REPORT FRONT COVER

Figure 19. Photo. Report cover.

79

APPENDIX B. SAMPLE INSIDE FRONT COVER

Foreword

Salt-induced reinforcing steel corrosion in concrete bridges has undoubtedly become a 

considerable economic burden to many State and local transportation agencies. Because the 

iron in the steel has a natural tendency to revert eventually to its most stable oxide state, this 

problem will, unfortunately, still persist, but to a much lesser degree as a result of the use of 

various corrosion protection strategies currently used in new construction. The adoption of 

corrosion protection measures in new construction, such as the use of good design and 

construction practices, adequate concrete cover depth, low-permeability concrete, corrosion 

inhibitors, and coated reinforcing steel, is significantly reducing the occurrence of reinforcing 

steel corrosion in new bridges. This report summarizes the results of various research 

investigations in developing and evaluating the performance of various corrosion protection 

systems. This report describes materials and measures that can be used for corrosion control 

in reinforced and prestressed concrete bridge structures in new construction.

This report will be of interest to materials and bridge engineers, reinforced concrete corrosion 

specialists, and those concerned with the performance of reinforced and prestressed concrete 

bridges.

John Doe

Director, Office of Infrastructure 

Research and Development

Notice

This document is disseminated under the sponsorship of the U.S. Department of Transportation 

in the interest of information exchange. The U.S. Government assumes no liability for the use of 

the information contained in this document.

The U.S. Government does not endorse products or manufacturers. Trademarks or 

manufacturers’ names appear in this report only because they are considered essential to the 

objective of the document.

Quality Assurance Statement

The Federal Highway Administration (FHWA) provides high-quality information to serve 

Government, industry, and the public in a manner that promotes public understanding. Standards 

and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its 

information. FHWA periodically reviews quality issues and adjusts its programs and processes to 

ensure continuous quality improvement.

81

APPENDIX C. TECHNICAL REPORT DOCUMENTATION PAGE

1. Report No. 

FHWA-HRT- -

2. Government Accession No. 3. Recipient’s Catalog No.

4. Title and Subtitle 5. Report Date

6. Performing Organization Code

7. Author(s) 8. Performing Organization Report No.

9. Performing Organization Name and Address 10. Work Unit No.

11. Contract or Grant No.

12. Sponsoring Agency Name and Address 

Office of

Federal Highway Administration 

6300 Georgetown Pike

McLean, VA 22101-2296

13. Type of Report and Period Covered

14. Sponsoring Agency Code

15. Supplementary Notes

16. Abstract

17. Key Words 18. Distribution Statement

No restrictions. This document is available to the public 

through the National Technical Information Service, 

Springfield, VA 22161.

http://www.ntis.gov

19. Security Classif. (of this report) 

Unclassified

20. Security Classif. (of this 

page)

Unclassified

21. No. of Pages 22. Price

Form DOT F 1700.7 (8-72) Reproduction of completed pages authorized.

83

APPENDIX D. SAMPLE METRIC CONVERSION FACTORS PAGES

Figure 20. Photo. Sample metric conversion factors page.

85

APPENDIX E. SAMPLE TABLE OF CONTENTS

TABLE OF CONTENTS

CHAPTER 1. INTRODUCTION...............................................................................3

BACKGROUND ......................................................................................................3

STUDY OBJECTIVES............................................................................................5

SCOPE OF REPORT..............................................................................................6

CHAPTER 2. DATA FOR STUDY ANALYSIS ......................................................7

DATA REQUEST....................................................................................................7

DATA AVAILABILITY .........................................................................................7

Traffic Data ..........................................................................................................8

Environmental Data.............................................................................................9

Materials Data....................................................................................................10

Monitoring Data.................................................................................................11

Maintenance/Rehabilitation Data.....................................................................12

DATA NOT IN THE DATABASE.......................................................................13

PROBLEMS WITH DATA AVAILABLE FROM THE DATABASE............15

DATA ORGANIZING AND PROCESSING......................................................17

APPENDIX A. LAYERED ELASTIC MODULI: LABORATORY TEST 

RESULTS FROM 1999–2003 .............................................................................19

REFERENCES...........................................................................................................29

INDEX.........................................................................................................................43

87

APPENDIX F. SAMPLE LIST OF FIGURES

LIST OF FIGURES

Figure 1. Equation. Federal Bridge Formula ................................................................................ 5

Figure 2. Equation. Example calculation of the weight limit for a tandem axle using 

the Federal Bridge Formula .................................................................................................... 5

Figure 3. Photo. Staggered bending plate installation and inductive loops.................................11

Figure 4. Photo. Inline configuration of load cell-based weight sensors.....................................12

Figure 5. Photo. Double threshold WIM system setup with piezoquartz sensors .......................13

89

APPENDIX G. SAMPLE LIST OF TABLES

LIST OF TABLES

Table 1. Factors considered in single-trip permits in 50 States.................................................... 7

Table 2. WIM sensors comparison ..............................................................................................15

Table 3. WIM scale tolerance limits............................................................................................27

91

APPENDIX H. SAMPLE ACKNOWLEDGMENTS PAGE

Acknowledgments

Federal Highway Administration would like to express appreciation to the following 

organizations for granting permission to copy publications and for providing information used in 

developing this training program:

The American Association of State Highway and Transportation 

ASTM

The agency also would like to acknowledge the following State transportation departments for 

the same courtesy:

Connecticut 

Idaho 

Maryland 

Massachusetts 

Michigan 

New York

Complete copies of publications can be obtained by contacting these organizations and offices 

directly.

Some of the map figures in this document were modified. The original maps are the copyright 

property of Google® EarthTM and can be accessed from https://www.google.com/earth/.(44) The 

map overlays showing the incorrect longitudinal placement of centerlines were developed as a 

result of this research project. The overlays include red and blue lines showing the incorrect 

placement of centerlines. 

Note: Under no circumstances should a contractor name be added to this page.(48) The 

contractor acknowledgement for FHWA research reports is on DOT Form 1700.7.

93

APPENDIX I. LIST OF PREFERRED TERMINOLOGY

Please use the following preferred terminology when writing a document. 

backcalculation

clear-cut

coleader (codirector)

co-op

cost effective

cross section

day-to-day

decisionmaking

Federal

Federal aid (as a noun)

Federal-Aid Highway Program (official)

Federal-aid program (generic)

federally recognized (as an adverb)

fine-tune

free flowing

hands-on

indepth

in-place

in-house

in-service (adjective/adverb for bridge or road operational status, e.g., in-service bridge 

inspection)

lifecycle

long-range (as adjective)
94

long-term (as adjective)

misstate

multiagency

multiyear

multidimensional

nondestructive (nonattainment, noncohesive, nonconforming, nonresponsive, etc.)

offsite

ongoing

online

offsite

onsite

pooled fund

prequalify

preregister

prerequisite

preset

prestressed

post-stressed

reenact

regrade

retest

reinstitute

reengineer

right-of-way

self-contained
95

short-term (as adjective)

State

statewide

thought-out

time-consuming

two-sided

ultrawide band

underestimate

Web page (World Wide Web, Web, Internet, Intranet)

website

webinar

workgroup

97

APPENDIX J. LIST OF PREFERRED ACRONYMS/ABBREVIATIONS

Please use the following organization names, abbreviations, and acronyms. Note that terms such 

as AADT (annual average daily traffic), PCC (portland cement concrete), dpi (dots per inch), and 

many more are common nouns, and are thus lowercase when spelled. Keep common nouns in 

mind when deciding whether to use uppercase or lowercase.

AAA American Automobile Association

AAAE American Association of Airport Executives

AAAM American Association of Automotive Medicine

AADT annual average daily traffic

AAMVA American Association of Motor Vehicle Administrators

AAPA American Association of Port Authorities

AAR American Association of Railroads

AASHTO American Association of State Highway and Transportation Officials

ABA American Bus Association

AC asphalt concrete

ACI American Concrete Institute

ACIR Advisory Commission on Intergovernmental Relations

ACPA American Concrete Pavement Association

ACTS Automotive Coalition for Traffic Safety, Inc. (formerly American 

Coalition for Traffic Safety, Inc.)

ADA Americans with Disabilities Act

AGCA Associated General Contractors of America 

AHUA Association of Heads of University Administration 

AISC American Institute of Steel Construction

AISI American Iron and Steel Institute

ALF Accelerated Loading Facility
98

AMPO Association of Metropolitan Planning Organizations

AMTRAK National Railroad Passenger Corporation (Amtrak is not a governmental 

agency; it is a private company called the National Railroad Passenger 

Corporation)

ANSI American National Standards Institute

AOPA Aircraft Owners and Pilots Association

APA American Planning Association

API American Petroleum Institute

APTA American Public Transportation Association

APWA American Public Works Association

ARTBA American Road and Transportation Builders Association

ASBI American Sequential Bridge Institute

ASCE American Society of Civil Engineers

ASQ American Society for Quality

ASTM (formerly American Society for Testing and Materials)

ATA American Trucking Association OR Air Transport Association

ATPA American Technology Preeminence Act

AVC Automatic Vehicle Classification

AWS automated weather station

BAC blood alcohol concentration

BESTEA Building Efficient Surface Transportation and Equity Act of 1997

BMS Bridge Management Systems

BPR Bureau of Public Roads

BRR Bridge Rehabilitation and Replacement

BTS Bureau of Transportation Statistics

C SHRP Canadian Strategic Highway Research Program
99

CAAA Clean Air Act Amendments

CAFE Corporate Average Fuel Economy

CBO Congressional Budget Office

CBSSE Commission on Behavioral and Social Sciences and Education (NRC)

CD compact disk

CERF Civil Engineering Research Foundation

CETS Commission on Engineering and Technical Systems (NRC)

CFLHD Central Federal Lands Highway Division

CFR Code of Federal Regulations

CIMA Construction Industries Manufacturers Association

CMAQ Congestion Mitigation and Air Quality

CMS Corporate Management Strategy

COMTO Conference of Minority Transportation Officials

CoP community of practice

COST Cooperation on Science and Technology (program)

COTA Congressional Office of Technology Assessment

COR Contracting Officer’s Representative 

CPI Continuous Process Improvement

CRG Turner-Fairbank Highway Research Center R&D Communication 

Reference Guide

CRP Cooperative Research Program (TRB)

CRS Congressional Research Service

CSD context sensitive design

CUTC Council of University Transportation Centers

CVISN Commercial Vehicle Information Systems and Networks

CVO commercial vehicle operations
100

DARPA Defense Advanced Research Projects Agency (DoD)

DoD Department of Defense (U.S. Department of Defense)

dpi dots per inch

DVD digital versatile disk

EAP Employee Assistance Program

ECMT European Conference of Ministers of Transportation

EDL Electronic Document Library

EEOC Equal Employment Opportunity Commission

EFLHD Eastern Federal Lands Highway Division 

EIS Environmental Impact Statement

EIT electronic and information technology

EPA Environmental Protection Agency (U.S. Environmental Protection 

Agency)

EPS Encapsulated PostScript file

ESAL equivalent single axle load

ETTM Electronic Toll and Traffic Management

EU European Union 

EUREKA European Research Coordination Agency

FAA Federal Aviation Administration

FAQs frequently asked questions

FARS Fatality Analysis Reporting System

FEHB Federal Employee Health Benefits

FHWA Federal Highway Administration

FIFO first in, first out

FIMS Fiscal Management Information System

FMCSA Federal Motor Carrier Safety Administration
101

FRA Federal Railroad Administration

FRC Federal Records Center

FRP fiber reinforced polymer

FTA Federal Transit Administration

FWD falling weight deflectometer

FY fiscal year

GAO General Accountability Office

GIF Graphic Interchange Format

GIS geographic information system

GOE general operating expenses

GPO Government Printing Office

GPR ground penetrating radar

GPRA Government Performance and Results Act

GPS Global Positioning System 

GSA U.S. General Services Administration

HBRRP Highway Bridge Replacement and Rehabilitation Program

HIPERPAVTM High Performance Pavement

HITEC Highway Innovative Technology Evaluation Center

HMA hot mix asphalt

HP&R Highway Planning and Research

HP&R Highway Planning and Research

HPMS Highway Performance Monitoring System (FHWA)

HR human resources

HRTM Office of Corporate Research, Technology and Innovation Management

HSGT high-speed ground transportation
102

HSIP Highway Safety Improvement Program

HTF Highway Trust Fund

HTML HyperText Markup Language

HUFSAM Highway Users Federation for Safety and Mobility, now called American 

Highway Users Alliance

IACP International Association of Chiefs of Police 

IAHR International Association for Hydraulic Research 

IANA Intermodal Association of North America

IATA International Air Transport Association

IBTTA International Bridge, Tunnel and Turnpike Association (no serial comma 

according to IBTTA’s usage)

ICAO International Civil Aviation Organization

IDEA Innovations Deserving Exploratory Analysis

IDP Individual Development Program

IEEE Institute of Electrical and Electronics Engineers

IHSDM Interactive Highway Safety Design Module 

IIHS Insurance Institute for Highway Safety

INA International Navigation Association (formerly called PIANC, Permanent 

International Association of Navigation Congresses)

IOM Institute of Medicine

IPP individual performance plan

IRF International Road Federation

IRI International Roughness Index

ISO International Organization for Standardization (correct even though it 

looks incorrect)

ISTEA Intermodal Surface Transportation Efficiency Act of 1991

ITE Institute for Transportation Engineers
103

ITS intelligent transportation system

ITS America Intelligent Transportation Society of America

ITS/JPO Intelligent Transportation Systems Joint Program Office

IUPT International Union of Public Transport

IVHS intelligent vehicle highway systems

IVI Intelligent Vehicle Initiative

JPEG Joint Photographic Experts Group

KM knowledge management

KSAs knowledge, skills, and abilities

L&D learning and development

LADS Learning and Development System

LAN local area network

LCCA lifecycle cost analysis

LRFD load and resistance factor design

LTAP Local Technical Assistance Program

LTP Leave Transfer Program

LTBP Long-Term Bridge Performance (Program)

LTPP Long-Term Pavement Performance (Program)

MARAD Maritime Administration (USDOT)

MB Marine Board (TRB)

MBNQA Malcolm Baldrige National Quality Award

MMS Minerals Management Service

MPO metropolitan planning organization

MSPB Merit Systems Protection Board

MTMC Military Traffic Management Command
104

MUTCD Manual on Uniform Traffic Control Devices

MYAEP Multi Year Affirmative Employment Program

NACE National Association of County Engineers

NACO National Association of Counties

NAE National Academy of Engineering

NAGHSR National Association of Governors’ Highway Safety Representatives

NAPA National Asphalt Pavement Association

NARA National Archives and Records Administration

NARC National Association of Regional Councils 

NAS National Academy of Sciences

NASAO National Association of State Aviation Officials

NASS National Automotive Sampling System (NHTSA)

NBIS National Bridge Inventory System

NCAT National Center for Asphalt Technology

NCHRP National Cooperative Highway Research Program

NCP National Coordinated Program (of Highway Research, Development, and 

Technology)

NCSL National Conference of State Legislatures

NCSRO National Conference of State Railway Officials

NDE nondestructive evaluation

NDR National Driver Register

NEPA National Environmental Policy Act

NEXTEA National Economic Crossroads Transportation Efficiency Act of 1997 

NGA National Governors’ Association

NHI National Highway Institute

NHS National Highway System
105

NHTSA National Highway Traffic Safety Administration

NIST National Institute of Standards and Technology

NIT League National Industrial Transportation League

NPR National Performance Review

NPTS Nationwide Personal Transportation Survey

NQI National Quality Initiative

NRC National Research Council

NSC National Safety Council

NSF National Science Foundation

NSPE National Society of Professional Engineers

NSTC National Science and Technology Council 

NTI National Transit Institute

NTIS National Technical Information Service

NTL National Transportation Library

NTSB National Transportation Safety Board

OECD Organisation for Economic Cooperation and Development

OIG Office of the Inspector General

OMB Office of Management and Budget

ONR Office of Naval Research

OPM Office of Personnel Management

ORI Office of Road Inquiry

OSHA Occupational Safety and Health Administration

OST Office of the Secretary of Transportation

OSTP Office of Science and Technology Policy (White House)

PBCAT Pedestrian and Bicycle Crash Analysis Tool
106

PCA Portland Cement Association

PCC portland cement concrete (“portland” is lowercase when used in text)

PCI Precast/Prestressed Concrete Institute

PDF Portable Document Format

PDP professional development program

PI Principal Investigator

PIANC Permanent International Association of Navigation Congresses (now 

called International Navigation Association)

PIARC Permanent International Association of Road Congresses

PICRI Pavement Industry Cooperative Research Initiative

PIH Pan American Institute of Highways

PQA President’s Quality Award

PROMETHEUS Program for European Traffic with Highest Efficiency and Unprecedented 

Safety

PTRC Planning and Transport Research and Computation

QC/QA quality control/quality assurance

R&D research and development

R&T research and technology

RABA Revenue Aligned Budget Authority

RAC Research Advisory Committee

RCCC Regular Common Carrier Conference (ATA) 

RD&T research, development, and technology

RFP Request for Proposals

RIDER Research and Information Databases and Electronic Resources

ROSAN Roadway Surface Analyzer

RSF Roadway Safety Foundation (AHUA)
107

RSPA Research and Special Programs Administration (USDOT)

RTAP Rural Transportation Assistance Program (FHWA) 

RTCC Research and Technology Coordinating Committee

SAE Society of Automotive Engineers

SAFETEA Safe, Accountable, Flexible, and Efficient Transportation Equity Act of 

2003

SCOH Standing Committee on Highways (AASHTO)

SCOQ Standing Committee on Quality

SCOR Standing Committee on Research (AASHTO)

SFLHD Southern Federal Lands Highway Division

SHRP Strategic Highway Research Program

SHRP 2 Second Strategic Highway Research Program

SIP State implementation plan

SMARTS Site Management and Retroreflective Tracking System

SMS safety management system

SMSA standard metropolitan statistical area

SNO Subcommittee for NRC Oversight (TRB)

SOW statement of work

SPC statistical process control

SPPR Subcommittee on Planning and Policy Review (TRB)

SPR State planning and research

SPS Specific Pavement Studies

STB Surface Transportation Board

STIPDG Summer Transportation Internship Program for Diverse Groups

STP Surface Transportation Program

STPP Surface Transportation Policy Project
108

STRAHNET Strategic Highway Network

SUPPS Shared United Performance Plan System

SWE Society of Women Engineers

T&I technology and innovation

T2 technology transfer

TASC Transportation Administrative Service Center

TCRP Transit Cooperative Research Program (TRB)

TCSP Transportation and Community and Systems Preservation 

TCT Technical Career Track

TDC Transit Development Corporation (APTA)

TDIP Technology Deployment Initiatives and Preservation 

TEA-21 Transportation Equity Act for the 21st Century 

TFHRC Turner-Fairbank Highway Research Center

TIFF Tagged Image File Format

TIFIA Transportation Infrastructure Finance and Innovation Act

TIN Technology Innovation Network

TIP Transportation Improvement Program

TMA Transportation Management Association

TMC Transportation Management Center

TNM traffic noise model

TQM Total Quality Management

TRB Transportation Research Board

TRF Transportation Research Forum

TRI Trucking Research Institute (ATA)

TRIP The Road Information Program
109

TRIS Transportation Research Information Services (TRB) 

TRL Transportation Research Laboratory

TReL Traffic Research Laboratory

TRRL Transportation and Road Research Laboratory (United Kingdom) 

TSM Transportation System Management

UPACS User Profile and Access Control System 

USACE U.S. Army Corps of Engineers

USCG U.S. Coast Guard (U.S. Department of Homeland Security) 

USDOT U.S. Department of Transportation 

UTC University Transportation Center

UTCP University Transportation Centers Program (USDOT) 

VMT vehicle miles traveled

VNTSC Volpe National Transportation Systems Center (USDOT) 

VTI Road and Traffic Research Institute of Sweden

VWS virtual weather station

WFLHD Western Federal Lands Highway Division 

WIM weigh in motion

WRA World Road Association (formerly PIARC, Permanent International 

Association of Road Congresses)

WSCG Western States Concrete Group

111

APPENDIX K. SAMPLE PAGE OF A RESEARCH WEB REPORT

In addition to adhering to the HAIS Web guidelines listed in chapter 7 and the Section 508 

guidelines at https://www.access-board.gov/guidelines-and-standards/communications-andit/about-the-section-508-standards/guide-to-the-section-508-standards for HTML development 

and programming, each Web page of a report includes the top blue banner and the bottom footer

as a method of branding FHWA research reports.

(81)

Figure 21. Screen shot. Research report Web page.(1)

113

APPENDIX L. FHWA LOGO

Use one of the following two FHWA logos on publications, Microsoft® PowerPoint 

presentations, and other communication products you prepare. These are the only two logos 

approved for use on FHWA publications.

The logo can be printed or depicted in any color, but the entire logo must be in the same color

with the exception that the triskelion may be reproduced in DOT blue while the signature is 

printed in black. See under “Color Standards” in DOT Graphics Standards. You can enlarge or 

shrink the size of the logo, but you must keep the same design proportions shown below. (For 

example, do not move the triskelion symbol, enlarge the symbol, or reduce the size of the type.) 

Consult with HPA and HRTM.

The FHWA logos are available for download from the Research Publication Development Web 

page at http://www.fhwa.dot.gov/research/publishing/. If you have any questions on the use of 

the FHWA logo, please contact HRTM.

Figure 22. Illustration. This is the correct two-line version of the FHWA logo.

Figure 23. Illustration. This is the correct four-line version of the FHWA logo.

115

APPENDIX M. FHWA MULTIMEDIA MODEL RELEASE FORM

-Model Release FormUS Department of Transportation

Federal Highway Administration (FHWA)

Name:

Location:

Date:

I hereby grant to the FHWA the absolute and irrevocable right and permission, in respect of the 

photographs or audio or video recording and their transcripts, that it has taken or has had taken of me or 

in which I may be included with others, to copyright the same, in its own name or otherwise (and assign 

my rights throughout the world in such photograph and audio and video recordings and their transcripts), 

to use, reuse, publish, and republish, and otherwise reproduce, modify and display the same, in whole or 

in part, individually or with other photographs, and with any copyrighted matter, in any and all media 

now or hereafter known, for illustration, promotion, art, advertising and trade, or any other purpose 

whatsoever; and to use my name in connection therewith if it so chooses.

I hereby release and discharge FHWA from any and all claims and demands arising out of, or in 

connection to, the use of the photographs, including without limitation any and all claims for libel or 

invasion of privacy. FHWA may sell, assign license, or otherwise transfer all rights granted to it 

hereunder.

This authorization and release shall also inure to the benefit of the specific legal representatives, 

licensees, and assigns of the FHWA, as well as the staff representative(s) (if any) for whom it took the 

photographs.

I am of full age and have the right to contract in my own name. I have read the foregoing and fully 

understand the contents thereof. This release shall be binding upon me and my heirs, legal representatives 

and assigns. I further release the FHWA from any responsibility for injury incurred during the 

photography or audio or videotaping session.

Signed: 

(If minor, parent or legal guardian must sign.)

Printed Name:

Address:

City, State, Zip

Phone:

Fax Number:

Date:

117

APPENDIX N. FHWA MULTIMEDIA CHILD MODEL RELEASE FORM

-Multimedia Child Model Release FormUS Department of Transportation

Federal Highway Administration (FHWA)

Name: Location: Date:

I hereby grant to the FHWA the absolute and irrevocable right and permission, in respect of the 

photographs or audio or video recording and their transcripts, that it has taken or has had taken of me or 

my child, _________________________, or in which I or my child may be included with others, to 

copyright the same, in its own name or otherwise (and assign my rights throughout the world in such 

photograph and audio and video recordings and their transcripts), to use, reuse, publish, and republish, 

and otherwise reproduce, modify and display the same, in whole or in part, individually or with other 

photographs, and with any copyrighted matter, in any and all media now or hereafter known, for 

illustration, promotion, art, advertising and trade, or any other purpose whatsoever; and to use my name in 

connection therewith if it so chooses.

I hereby release on behalf of myself and my child and discharge FHWA from any and all claims and 

demands arising out of, or in connection to, the use of the photographs of my child and me, including 

without limitation any and all claims for libel or invasion of privacy. FHWA may sell, assign license, or 

otherwise transfer all rights granted to it hereunder.

This authorization and release shall also inure to the benefit of the specific legal representatives, 

licensees, and assigns of the FHWA, as well as the staff representative(s) (if any) for whom it took the 

photographs.

I am of full age and have the right to contract in my own name and in the name of my child. I have read 

the foregoing and fully understand the contents thereof. This release shall be binding upon me, my child, 

and my heirs, legal representatives, and assigns. I further release the FHWA from any responsibility for 

injury incurred during the photography or audio or videotaping session.

Signed: 

(If minor, parent or legal guardian must sign.)

Signer’s Name

Child’s Name and Age:

Address:

City, State, Zip

Phone:

Fax Number:

Date:

119

APPENDIX O. FREQUENTLY ASKED QUESTIONS (FAQs) ABOUT GENERAL 

COPYRIGHTS AND COPYRIGHT AND COMPUTER SOFTWARE UNDER FEDERAL

CONTRACTS

For more information, see Title 17 of the U.S. Code and the Federal Acquisitions 

Regulations.(39–43)

1. Q: What is copyright?

A: Copyright is a legal protection for authors of original works of authorship. Copyright law 

protects a variety of works, including literary works, artistic works, and other intellectual works 

such as computer software. 

2. Q: What rights does copyright provide?

A: Generally, the Copyright Act of 1976 gives the author the exclusive right to do, and to 

authorize others to do, the following: copy the work, prepare derivative works based on the 

work, distribute copies of the work to the public, perform the work publicly, and display the 

work publicly.

3. Q: How is copyright different from other forms of intellectual property?

A: Copyright differs from patents and trademarks in both the terms and kind of coverage that is 

granted. Patents protect new inventions such as processes, machines, manufacturers, and 

compositions of matter. Trademarks protect words, phrases, symbols, and designs. Trademarks 

also identify and distinguish the source of goods or services of one party from those of another, 

such as logos or names of products or organizations. 

4. Q: What is public domain?

A: Works that are not protected by copyright and are publicly available are considered to be in 

the public domain. They may be used by anyone, anywhere, anytime without permission, license, 

or royalty payment. 

A work is not in the public domain simply because it does not have a copyright notice. In 

addition, just because a work is included in a U.S. Government work with permission does not 

mean the private work is not copyrighted. The user is responsible for figuring out whether a 

work is in the public domain or not and should make sure to read the permissions and copyright 

notices. 

5. Q: Does the copyright law apply to materials on the Internet or the Web?

A: Yes, the Internet is another form of publishing or disseminating information, and copyright 

can apply to websites, email messages, Web-based music, etc. Works found on the Internet are 

not automatically in the public domain. 
120

6. Q: What is a U.S. Government work?

A: Any work prepared by an employee of the U.S. Government as part of that person’s official

duties is considered a U.S. Government work. Contractors, grantees, and certain categories of 

people who work with the Government are not considered Government employees for purposes 

of copyright. An employee’s official duties are the duties assigned to the individual as a result of 

employment. 

7. Q: Can U.S. Government work be copyright protected?

A: No. Copyright protection is not available for any work of the U.S. Government, but the 

United States is not precluded from receiving and holding copyrights transferred to it by 

assignment, bequest, or otherwise.

8. Q: Are all U.S. Government works publicly available without any restrictions?

A: No. Certain statutes, such as the Freedom of Information Act, provide the Government with 

authority to restrict access to U.S. Government works for purposes of national security, export 

control, the filing of patent applications, etc. In addition, for the purposes of specific agreements, 

such as Cooperative Research and Development Agreements, the Government has statutory 

authority to withhold from public dissemination certain Government-produced information for a 

specified period of time.

9. Q: What should I pay attention to in deliverable materials submitted by contractors?

A: Contracting Officers and Contracting Officer Representatives should become familiar with 

contract deliverables and make sure written deliverables include clauses establishing the data 

rights that FHWA received when it accepts a final written product from the contractor. 

Please see the data rights FAQs for data rights clauses that FHWA should include in order to 

provide the FHWA with a broad license to use the data for certain Federal purposes. 

10. Q: What is the difference between proprietary software and open source?

A: A copyright owner has a proprietary license that typically restricts a licensee’s rights to 

modify, prepare derivate works, and distribute the computer program. However, for open-source 

software, a user receives a license that allows them to use, modify, and redistribute the original 

source course and/or modified versions (derivative works).

Many different open-source licenses exist, so please contact the FHWA Office of Chief Counsel 

if you have any questions regarding open source software. In addition, the Commerce, Energy, 

NASA, Defense Information Managers Group (CENDI) document from October 1, 2010, on the 

SharePoint site thoroughly explains the basics of open-source software. 
121

11. Q: How do the Federal Acquisitions Regulations address open-source software?

A: The Federal Acquisitions Regulations treat open-source software as “commercial software” 

that would be licensed to the Government under the same terms as licensed to the public.

12. Q: When do I need a license or written permission to use art, software code, figures, 

graphs, charts, illustrations, standards, drawings, etc.? 

A: You must obtain a license or written permission to use, publish, or distribute any art, software 

code, figures, graphs, charts, illustrations, standards, drawings, photos, etc., unless one or more 

of the following conditions are met:

• An FHWA employee developed or created the art, software code, figures, graphs, charts, 

illustrations, standards, drawings, photos, etc., during the course of their work at FHWA, 

and therefore the work is in the public domain.

• An employee of another Federal agency developed or created the art, software code, 

figures, graphs, charts, illustrations, standards, drawings, photos, etc. during the course of 

their work at another Federal agency, and therefore the work is in the public domain.

• The art, software code, figures, graphs, charts, illustrations, standards, drawings, photos, 

etc., are part of a contract deliverable, which either transfers the copyright ownership to 

FHWA or provides the work to the government with unlimited rights or with a license 

(written permission) to FHWA to use it for the purpose and in the manner you require.

• FHWA already purchased a license to certain rights from the copyright owner to use the 

art, software code, figures, graphs, charts, illustrations, standards, drawings, photos, etc.,

for the purpose and in the manner you require.

13. Q: Do I need a license (written permission) to use, publish, or distribute figures that are 

developed or created by an FHWA employee or an employee of another Federal agency?

A: No. Works created by Federal Government employees within the scope of their jobs are not 

subject to copyright.

14. Q: Do I need a license (written permission) to use, publish, or distribute art, software code, 

figures, graphs, charts, illustrations, standards, drawings, etc., that are developed by a 

Federal contractor under a contract?

A: Yes. The rights in data clause or another clause within the contract statement of work, as well 

as the deliverable itself, will specify whether FHWA owns a copyright or a license to the art, 

software code, figures, graphs, charts, illustrations, standards, drawings, etc. Here are common 

scenarios you might encounter:

• Contractor transfers ownership of a deliverable: No additional written permission is 

needed when the contract states that there is a clear transfer of ownership of the art, 

software code, figures, graphs, charts, illustrations, standards, drawings, etc., to FHWA. 
122

In this case, since the ownership or copyright is transferred to FHWA, it may be used for 

any purpose by FHWA. 

• Contractor provides unlimited rights to a deliverable: Except for works in which the 

contractor asserts claim to copyright, the Government has unlimited rights in all data first 

produced in the performance of a contract and all data delivered under a contract unless 

provided otherwise in the contract. Unlimited rights means FHWA may use, disclose, 

reproduce, prepare derivative works of, distribute copies to the public, and perform

publicly and display publicly (including posting the work to a public website), in any 

manner and for any purpose and to have or permit others to do so. No additional written 

permission is needed when the contract states that FHWA has unlimited use of the art, 

software code, figures, graphs, charts, illustrations, standards, drawings, etc., to FHWA. 

• Contractor asserts copyright in a deliverable: In general, the Government’s license is 

a nonexclusive, irrevocable, worldwide license to use, modify, reproduce, release, 

perform, display, or disclose the work by or on behalf of the Government. The 

Government may use the work within the Government without restriction and may 

release or disclose the work outside the Government and authorize persons to whom 

release or disclosure has been made to use, modify, reproduce, release, perform, display, 

or disclose the work on behalf of the Government. The Government’s license includes the 

right to distribute copies of the work to the public for Government purposes. Under some 

contract data rights clauses, if the work is a computer program, the right to release or 

disclose the computer program to the public is not included in the Government’s license.

• Contractor does not provide FHWA with a copy of the work: Without the work, such 

as an image or illustration or software code, FHWA will not have any license or ability to 

use the work.

15. Q: When do I need to provide attribution or include a “©” and the artist’s or author’s 

name in materials that I plan to distribute or publish?

A: You should provide attribution for any item that is copyrighted and that FHWA obtains a 

license to use. For works created under contract that are copyrighted, you should include the 

following language for those materials:

COPYRIGHT STATUS: This work, authored by ______________ employees, was 

funded in whole or in part by _________________ under U.S. Government 

contract _______________, and is, therefore, subject to the following license: 

The Government is granted for itself and others acting on its behalf a paid-up, 

nonexclusive, irrevocable worldwide license in this work to reproduce, prepare 

derivative works, distribute copies to the public, and perform publicly and display 

publicly, by or on behalf of the Government. All other rights are reserved by the 

copyright owner.

No attribution or copyright citation is needed for works of the U.S. Government; however, it is 

often helpful to the public to include the following for those materials:
123

This is a work of the U.S. Government and is not subject to copyright protection 

in the United States. Foreign copyrights may apply.

16. Q: How do I determine who owns a graphic?

A: You may do one of the following actions:

• Review the contract language.

• Research the graphic and try to contact a current user or a creator of the graphic.

• Ask the legal office or contractor when in doubt.

17. Q: May I use, publish, or distribute a graphic if I have tried to communicate with the 

person who owns art, software code, figures, graphs, charts, illustrations, standards, 

drawings, etc., or if the owner is not responding to my request to use the graphic?

A: No. You must find other pieces of art, software code, figures, graphs, charts, illustrations, 

standards, drawings, etc.

18. Q: When asking for permission to use a figure in my publication, what do I need to ask the 

owner of the figure?

A: Use the form created by HRTM-20 and the legal office. It contains language that gives 

FHWA a license (written permission) to the material and includes a signature line. 

19. Q: I found art, software code, figures, graphs, charts, illustrations, standards, drawings, 

etc., on the Internet that I would like to use in a publication. Do I need permission?

A: Yes. As stated above in FAQ #5, materials found on the Internet are not necessarily in the 

public domain, even though they can be accessed by the public. You must receive a license 

(written permission) from the person(s), company(ies), or organization(s) that own the art, 

software code, figures, graphs, charts, illustrations, standards, drawings, etc.

20. Q: These illustrations were created by a contractor while under contract with FHWA. Do I 

need to get permission from the contractor to use the illustration?

A: Maybe. If the illustration was part of a contract deliverable, then you will need to consult the 

contract data clause and possibly the FHWA Office of Acquisitions or Office of Chief Counsel

to determine what FHWA’s rights are. 

Although FHWA may be able to reuse the illustration for certain uses, the license may restrict 

other uses. The agency will also likely need to provide attribution and indicate under the 

illustration a copyright “©” if the contractor claims ownership in the illustration. 

21. Q: Do maps require permission for use?

A: Maybe. FHWA is permitted to use maps without permission from Google MapsTM or other

maps as long as the agency does the following: 1) the agency reviews the licensing for usage and

2) the person using the map in a publication abides by the licensing agreement and clearly 
124

indicates the map copyright owner(s) for every map. Prior to using any map, consult HRTM or 

the Office of Chief Counsel with the legal licensing language for review. 

22. Q: Can facts, databases, and compilations be copyrighted? 

A: Facts cannot be copyrighted, but the creative selection, coordination, and arrangement of 

information and materials forming a database or compilation may be protected by copyright. 

Note, however, that the copyright protection only extends to the creative aspect, not to the facts 

contained in the database or compilation.

23. Q: Where can I find more information on this topic?

A: Please search FHWA’s Intellectual Property SharePoint site for more useful resources. The 

legal office particularly suggests that researchers and contract office representatives read all the 

Commerce, Energy, NASA, Defense Information Managers Group (CENDI) documents. 
125

APPENDIX P. REFERENCE INFORMATION AND EXAMPLES 

Table 9 outlines the elements to include for the most used references in a report. In addition to 

these reference items, the following items in a report also must be cited in the text and added to 

the reference list: 

• advertisement 

• blog 

• broadcast 

• brochure 

• cartoon 

• conference 

• congress 

• court case 

• database 

• dictionary 

• digital file 

• digital image 

• dissertation abstract 

• dissertation 

• editorial 

• encyclopedia 

• executive order 

• Federal 

bill/report/rule/

statute/testimony/

law/act 

• Government 

publication 

• interview 

• lecture 

• letter 

• magazine 

• mailing list 

• manuscript 

• map 

• music 

• musical recording 

• newsgroup 

• newsletter 

• newspaper 

• online database 

• painting 

• pamphlet 

• patent 

• photo 

• press release 

• radio 

• raw data 

• report 

• reprinted work 

• review 

• scholarly project 

• software 

• television

• thesis

It is important to use recoverable or accessible information in a document so that readers can find 

the original source from a reference. Personal emails or personal telephone conversations that are 

not published are normally added within the text or as a footnote and not a reference.(4)
126

Table 9. Reference information and examples.

Reference Elements to Include Example of Text for Reference List

Publication Author

Year of publication

Title

Publication number

Publisher name

Publisher city and State

Optional page numbers

Optional URL of Web page 

(such as 

www.xyz.com/xxx/xxx.htm)

1. Jonas, P.G. and Scharosch, D.L. (1972). 

Ultrasonic Inspection of Butt Welds in Highway 

Bridges, Report No. CA–HY–MR–6210–1–72–

36, California Department of Transportation, 

Sacramento, CA.

Web page/

social

media/

blog

Author of Web page (if 

evident) 

Year of publication

Name of Web page

Type of Web page (i.e., 

“Web page” or “Blog” or 

“Twitter comment”)

Publisher of Web page

Publisher city and State

URL of Web page (such as 

www.xyz.com/xxx/xxx.htm)

Date that the Web page was 

last accessed

2. Federal Highway Administration. (2006). 

“What’s New.” (website) McLean, VA. Available

online: 

http://www.fhwa.dot.gov/research/whatsnew.htm, 

last accessed August 13, 2016.

Workshop 

or meeting

Author 

Year of publication or 

presentation

Title 

Meeting name

Meeting sponsor

Meeting city and State

Optional URL of Web page 

(such as 

www.xyz.com/xxx/xxx.htm)

3. Gibbons, R., Andersen, C., and Hankey, J. 

(2005). “The Wet Night Visibility of Pavement 

Markings: A Static Experiment.” Presented at the 

84th Annual Meeting of the Transportation 

Research Board, Washington, DC.

Article Article’s Author 

Article title 

Year of publication

Periodical Title

Volume

Page Number Range

Publisher name

Publisher city and State

Optional URL of Web page 

(such as 

www.xyz.com/xxx/xxx.htm)

4. Shiffrin, R. and Schneider, W. (1977). 

“Controlled and Automatic Human Information 

Processing: II. Perceptual Learning, Automatic 

Attending, and a General Theory.” Psychological 

Review, 84, pp.127–190, American Psychological 

Association, Philadelphia, PA.
127

Reference Elements to Include Example of Text for Reference List

Map Map title

Type: Map or Chart

Contributors

Source Title

Advanced Info, Publication 

Info, Pages

Website Title

Publisher/Sponsor

URL

Date Published

Date Accessed

Person Accessed

Scale

5. “Washington, DC.” Map. Google Maps. 

Washington, DC. August 18, 2016. Accessed 

August 18, 2016. 

http://maps.google.com/xyz.xyz. 

Scale: 1:24,000 ft

129

APPENDIX Q. ERRATA FORM TEMPLATE

Errata

Date: Insert Date

Issuing Office: Federal Highway Administration—Office of Research, 

Development, and Technology: Insert Office R&D

Address: Turner-Fairbank Highway Research Center, 6300 Georgetown 

Pike, McLean, VA 22101

Name of Document: Insert Document Title

FHWA Publication No.: FHWA-HRT-##-###

The following changes were made to the document after publication on the Federal Highway 

Administration website: 

Location Incorrect Values Corrected Values

Page number, section 

name, paragraph number 

Insert incorrect value or typo Insert corrected value

Page number, section 

name, paragraph number 

Insert incorrect value or typo Insert corrected value

Page number, section 

name, paragraph number 

Insert incorrect value or typo Insert corrected value

Page number, section 

name, paragraph number 

Insert incorrect value or typo Insert corrected value

131

APPENDIX R. HPA PROGRAM LIAISONS COORDINATION PROTOCOLS

Updated: June 8, 2016

ITEMS REQUIRING COORDINATION WITH HPA 

• New Public Initiatives. 

o Must be discussed in conceptual phase between Program Liaisons and HPA to 

develop strategies.

o Requires HPA coordination/review/approval prior to implementation of strategies.

• New Publications.

o Should be discussed in conceptual phase between Program Liaisons and HPA to 

determine value and cost effectiveness of strategy.

o Requires HPA review of draft content and layout.

o Requires HPA review/approval before print.

• Articles (e.g., trade publications and newsletters). 

o Should be discussed in conceptual phase between Program Liaisons and HPA to 

determine value and cost effectiveness of strategy.

o Requires HPA review of draft content. 

o Requires HPA review/approval before print.

• Presentations

o Requires review by Program Liaisons

o Requires HPA review/approval before release of final.

• Development of new FHWA websites (external audiences).

o Should be coordinated with HPA and HAIS during the conceptual phase prior to 

contracting or any preproduction activities.

• New website content review (external sites).

o Requires review by Program Liaisons.

o Does not require HPA coordination/review until content is in final form (i.e., ready to 

be posted) unless there will be a discussion of legislative or budgetary issues.
132

• New videos (development/production).

o Should be discussed with Program Liaisons to determine if this is the best and most 

cost effective strategy.

o Should be coordinated with HPA during the conceptual phase prior to contracting or 

any preproduction activities.

o Requires HPA coordination/review/approval prior to proceeding with contracting or 

preproduction.

o Requires HPA review/approval before release of final. 

• Social Media Content (text).

o Requires initial discussion/review by Program Liaisons.

o Should be coordinated with HPA early to discuss audience, message, and desired 

outcomes.

o Requires HPA review/editing/approval. 

o Will be posted to social media by HPA.

• Proposed Social Media Content (video).

o Requires initial discussion/review by Program Liaisons.

o Requires use of the “New Video” development protocol for new videos.

o Should be coordinated with HPA early to discuss audience, message, and desired 

outcomes.

o Requires HPA review/editing/approval. 

o Will be posted to social media by HPA.

• Development of communications/marketing strategies/plans to develop or promote 

FHWA products, services, or program initiatives.

o Requires initial discussion with Program Liaisons.

o HPA specialist will be assigned to assist in the development of strategies/plan.

o HPA Specialist will assist in coordination of appropriate approvals and coordination 

with offices as required.
133

ITEMS NOT REQUIRING COORDINATION WITH HPA 

• Communications/marketing activities targeted toward internal audiences.

o Program Liaisons should make the determination regarding the need for additional 

assistance from HPA.

• Minor edits, updates, and revisions to existing Web content.

o Program Liaisons should be able to approve text of graphical changes that do not alter 

the original context of the material.

135

APPENDIX S. CLEARANCE FORM 1113 

Figure 24. Photo. Clearance Form 1113.

137

APPENDIX T. CLEARANCE FORM 1528 

Figure 25. Photo. Clearance Form 1528.

139

APPENDIX U. JOURNAL SUBMISSION LETTER TEMPLATE

Figure 26. Template. Journal submission letter template.

Name of Employee

Federal Highway Administration

6300 Georgetown Pike

McLean, Virginia 22101

Date

Name of Employee

Title of Journal Employee

Journal Name

Journal Address

City, State Zip

Dear Journal Editor:

Attached please find the manuscript of the paper “[insert name of article]_________________”, for the [insert date 

and year] issue of the [insert journal name]. Unfortunately, as a Federal employee, I am precluded from signing 

any forms assigning copyright rights to any one entity.

Federal Government employees cannot copyright material prepared in the course of their employment, because 

work created by a Federal employee is the work of the United States Government and remains in the public 

domain, meaning no employee may assign an exclusive right to any one entity as the work is already in the public 

domain. Because the work is the public domain, that allows any entity to use the work equally without having 

specific granted rights. Because the Government does not own any copyright rights, there are no rights we can 

grant. As an employee of the U.S. Department of Transportation, I have no copyright interest to assign, and upon 

the direction of the Office of Chief Counsel at Federal Highway Administration am not permitted to sign the 

agreement. 

Although for the above reasons I am unable to assign any copyright to [insert the name of the journal], I do verify 

that to-date this article has not been published by any other publication. I do request and authorize you to publish 

the submitted article in accordance with your standard editorial policies. Although I cannot sign the requested 

agreement, I hope this letter will be sufficient authorization for your needs to enable you to consider my submission 

for publication in your [insert name of journal].

Many journal publishers in the United States accept the above statements as permission to publish technical 

papers written by employees of the U.S. Federal Government. We will not seek publication of this manuscript 

elsewhere before a decision is made by your editorial board.

If you have any additional questions, please contact the Federal Highway Administration attorney Anastasiya 

Sidorova at Anastasiya.Sidorova@dot.gov or 202-366-0662.

Thank you for your consideration of my submission.

Sincerely,

[Insert your name]

[Insert your title]

Office of Research, Development, and Technology

141

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Recycled

Recyclable HRTM-20/02-17(1,000)E