center
‘PAGE

: seorroN 5
1st order head no double space
EXPERIMENTAL PROCEDURES :

triple space
2nd order head ——-——>,- GENERAL, PROCEDURES

, . double space
the effect of variables that’ influence disinfection was assessed by

developing standardized procedures to characterize samples, analyze disin-

fectants, and measure the degree of disinfection (3-4).

double space
3rd order head —————> Simulated Combined Sewer Overflous

‘A simulated combined sever overflow (SCS0) sample was nade each week; |
equal parts of the influent ro the Onodaga Metropolitan Sewage Treatment
Plant vere mixed with distilled water. When the composition of an average
of three SCSO samples was compared with that fron randomly selected 6-nonth
characterizations of three conbined sewer overflows (CSO), no significant
variations vere observed (Table 4).

4th order head —_——»} Method of Analysis~~ double space

‘The menbrane filter (MF) techniques of Marius and Delaney (5) offer a
vapid moans to detect indicator bacteria.

5th order head Blending of sauples~-Samplé taining both high (>1,000,000) and 1¢ double space
7 head ———>- ng of saaples~-Samples containing 602 000,000) and Tow

th ordel («100) counts/ml, as measured by the MF procedure, were blended for varying
IGngths of tine to obtain an optimum blending tine.” Layne (6) developed a
dence squares Linear regression analysis £0 illustrate the relationship
‘between sapunt and tine

le space
A= 6431 log.) Tt (2) double spa

where A= anount, kg/cu m (Ib-mass/cu ft)

T= time, eu m/sec (cu in./min)

FOR TABLES:
J AND us
TRATIONS

Figure 5. Page of text.

are in the public interest; relate directly to the subject matter and are
necessary to explain the text; do not aggrandize any individual; are in
good taste; or illustrate employees engaged in work- or service-related
duties.

When preparing illustrations for ORD reports, make sure that line weights,
tone values or any shading used is consistent throughout the report.

Take care in preparing line illustrations, making sure that only BLACK ink
is used! Any lines to be used for illustrations, tables, charts, and graphs
should be ruled with ink, preferably with technical drafting pens.



Technology
Transfer
Reports

Environmental
Research Briefs

Internal
Reports

Equations and formulas that require special symbols, positioning, or
brackets should be typed on lines by themselves, centered on the width
of the column of type with one line above and below the equation or
formula. Break equations before an equal, plus, or multiplication sign.
Align a group of separate but related equations by their equal signs and
indent or center the group as a whole. Such equations should be
numbered with the equation nurnber within that chapter; e.g., 1-1, 2-4, 3-
5, etc. Numbers are enclosed within parentheses and typed flush right.

Technology Transfer Reports have long been one of ORD’s most
popular forms of communication with the technical applications
community. Generally, these reports are summaries of significant
regulatory or control technology developments, for example,
Environmental Regulation and Technology Reports and Capsule Reports.
These reports are especially suited for providing an audience with a
succinct, accurate overview of a complex subject.

Technology Transfer Reports are initiated by individuals within a
laboratory or an office director’s office, who are responsible for notifying
the CERI staff when there is a technology development that merits
reporting in the technology transfer series.

CERI is responsible for the preparation of these reports and will work
closely with personnel in the laboratories and offices as the text is drafted
and the appropriate format, artwork and photography are developed.

The Environmental Research Brief is another published product designed
to keep the research and technical community abreast of current
research status based on information resulting from EPA activities.

Any laboratory/office may produce an Environmental Research Brief.
CERI will coordinate editing, graphics, layout, production, and distribution
of the product.

Briefs should be kept as short as possible and will range from four (nine
draft pages) to eight typeset (21 draft pages) 8-1/2 x 11 inch. Tables and
illustrations should be included only if essential to the clarification of the

text. References are permitted but should focus on the topic of the Brief.

The Internal Report is a mechanism for providing research information in
response to a request from an EPA office.

Format may vary greatly—from a memo, to a set of aerial photographs

and interpretive keys, to a typical Project Report—depending on the
request and urgency of the need.

31

‘¥TU. S. GOVERNMENT PRINTING OFFICE: 1990/748-159/00373



Supplied by CERI.

The title should be limited to 10 words or
less.

For grant, contract, or interagency

sn

agreement, list authors (without)
degrees or titles) as they appear on
EPA Form 2220-1, Block 7, together
with their organizational name and
location.

For in-house reports, list authors

name and address.

— 10 fons on Less
subeteion Uf apoLieable

{without degrees or titles), their first

organizational subdivision (2.g., by

division), and the laboratory/oftice | ———__

For grants or contracts, add
appropriate extramural number.

For grant, contract, or interagency
agreement, give Project Officer(s)
(without degrees, or titles), the first
organizational subdivision (e.g.,
division), and the laboratory/office
name and address. —
When a public or private organization
originates the report in cooperation
with EPA, reflect that information
several places below the Project
Officer's name and address:

This study was conducted
in cooperation with
U.S. Department of Agriculture

BPA Report Number

_

‘TITLE ~ ALL CAPS CENTERED

‘Author (3)
Organizational Name
city, State, and 2p Code

Number

[-———__ Project Officer

Nane
First Organizational Subdivision
Laboratory Nane

Chey, State, and Zip Code

poo oe oe

!
i
1
1

LABORATORY/OFFICE NAME

OFFICE OF RESEARCH AND DEVELOPMENT

U.S. ENVIRONMENTAL PROTECTION AGENCY
CITY, STATE, AND ZIP CODE

yal

Month and Year of Publication —]

porto oF,
RAGE ANE
Suisioe’

When an in-house study was
performed for another governmental
agency, add:

Prepared for
Department of Defense
Washington, DC 20305

Publisher's full name always appears
on title page. Place city, state, and zip
code on “last line of text” line.

-LZ- eb

PAGE NUMBER

Lee

“Sp Bimension,
FOR TABLES
1 AND IaUs-
RATIONS

Figure 1. _—Title Page.



1
1

ae erences
ie
Le Salshy 8. toy and J.-B, Miner. stream Pollution fron Feeioe uno.
Bulletin Bull, to. 2-1." Kanses State Department of Health, Environnental Health
Eeivces, Topekay Kanae, 19660 2 pps

- Hoffa, P. £., and J.B. Saith, Bench-Scale High-Rate Disinfection 9
Government report Coabined Sever Overfoves With Chlorine and Chlorine Diogide,
EPA-670/2-75-021, U.S. Environmental Protection Agency, Cincinnati, Ohio,
1575, 22 pps

Proceedings of |. Low, W. C. Pollutionsl Implications of Canning Wastes. In: Proceedings
meeting of the Fourth International Agricultural Waste Symposium, An Soc. Agri-
Waste Specialises, Norman, Oklahoma, 1976. pp» 7/81»

Journal - Weise, E. Proposals for the Future Development of the Berlin Sewage
Management Progean. Sewage Works J., 7(11):129-130, 1935,

Collection or book = Marius, G. G., and J. Delaney. Practical Application of Concentric Dis~
posal Schenes. “In: Municipal Sevage, &. R. Cole and 7. P. Bayless, ede.
by several authors ‘Thaumaturgist Press, New Hebredies, Ohio, 1979. pp. 102-204.

- Layne, F. M. The Relationship Between Frog Survival and Temperature.
Thesis Ph.D. Thesis, Ohio State University, Columbus, Ohio, 1976. 41 pp.

- Dietrich, D. F., D. Cowles, S. HM. Wilson, and A. Tate. Modern Haste
Book Practices. Inhouse Press, Ltd., North Newport, Kentucky, 1981. 418 pp.

. the Janus Dihedra1 corp. operation and Matatenance of a Dryasdust.
Corporate author Nor 75-53. Pari Pasou, Utah, 19260 21 pre

Figure 8. References.

page. The title and subtitle (if applicable) are to be treated as dropped
section heads.

The Appendices may be divided into Appendix A, Appendix B, etc.,
depending on the kinds and amounts of material used. These divisions
should not be arbitrary. There must be a close relationship among
materials compiled within any given appendix.

List all Appendices in “Contents” and number all pages consecutively
from the body of the report. The page number should not show the
alphabetical appendix designation.



Contents

Page
Section | Introduction

Purpose .... 1
Applicability 1
Exclusions 1
Waivers 1
1

Section Il General Requirements
Sources of Information ............... 2
Legal Considerations ......... 3
Copyrighted, Contributed, or Unp 3
Privately Owned Information .............. 3
Trade Names and Manufacturers’ Names .........0.. 0.00 e eee ee ences 3
Disclaimer Notice ............... Pee e eee 3
Government Information... 2.2.0... c cece eee eee seen eeee 4
Draft Documents «0.0.20... cece eee ene e eee eee e eens 4

Section ill Format Specifications
Overview 2... cece ete n eee eneeennne 5
Computerized Report Production 5
General Format Requirements ....... 5
General Organization of Standard Reports ey A
Project Reports ...........-2.....00505 . . 19
Project Summaries ween - 20
Research Reports 21
Proceedings .... 22
Applications Guides ... 22
Technology Transfer Reports 31
Environmental Research Briefs . wees 31
Internal Reports ©... eee eect een e cece eneenes 31

pABRART AWBERC, CUUCHRRATS
ili . EPA
sTHERKIES DRE

apni
26 AAT, O10 45283



Report
Organization

Headings

Tables

sources. They are intended to be used to direct a course of action or to
solve a particular environmental problem. The information and data
contained in these reports are presented in a well-constructed format,
and the language is straightforward and precise. Extensive use is made of
tabular material and graphic illustration to ensure that concepts or
procedures are clear.

Each specific type of applications guide is described as follows:

e A design manual is a comprehensive, specific description of a new
technology or methodology applicable to a particular environmental
problem. It is intended to guide the user through major steps of the
process of creating, constructing, and maintaining a particular
technology or technique.

A handbook is a broad collection of information, statistics, data, and
techniques which are proven both accurate and highly relevant to a
particular subject area.

e Auser’s guide explains and describes, step by step, how to employ
an ORD-developed procedure, piece of equipment, model or program.

The major elements that should appear in these reports are the same as
those required for all ORD reports. The manual, handbook, or user’s
guide should fulfill the general format requirements described in this
Handbook. CERI should be contacted for advice and specifications for
the preparation of applications guides.

The contents and organization of the body of a report shall be determined
by the nature of the work. However, limit the contents to that information
required to inform the reader. Eliminate unnecessary details, appendices,
and pages to reduce primary and secondary reproduction costs and to
expedite review, approval, printing, and distribution.

All headings will be numbered; e.g., first-order headings, 1; second-order
headings, 1.1, 1.2, etc.; third-order headings, 1.2.1, 1.2.2, etc.; on
through fourth-order headings.

Tables can help clarify the text for the reader as well as present data that
cannot easily be given in the running text. Many tables, however, appear
to be assortments of data. It is the responsibility of the writer to ensure
that tables are pertinent and that they can be deciphered by the intended
audience. If the tables require the stacking of more than two “layers” of
headings, vertically, and several layers, horizontally, the table is too
complicated for the reader and should be split into two or more tables, or
reorganized, or simplified by the elimination of some of the data.

Tables should be placed on the page in regular orientation wherever
possible. Tables typed broadwise on the page should be kept to a
minimum. Instead, split tables into parts and put them on facing pages;
split into two or more tables; or reorganize them so that they can be
oriented differently. Do not use fold-out tables.

Do not reduce tables beyond legibility; type should be at least 6-point size
in the body and footnotes.

1. Titles are in caps centered above the table. The word ‘‘TABLE,” in
caps and the number (assigned according to chapter and order in
which it occurs in the chapter) are to be centered above the title.

29



eg. —— so 4 4
1 7]
ai i
“natin u j
fe ees ain ci Lon} rl Q :
od
hho
pi oa ‘ | | gan ‘ : eset
_ He Cs ae H aA cd
Figure 6. Illustrations.

The use of weak office copies, blueprints, and diazo prints is NOT
ACCEPTABLE for camera-ready art or copy. These DO NOT reproduce
well when photographed for printing.

Oversized illustrations should be reduced to fit within the image area of
6-1/2 x 8-3/4 inches (including the figure number and caption).

When charts and graphs are used in a report and a visible grid is desired,
MAKE SURE that the grid background is RED! BLUE and GREEN grids
do not photograph well.

Place illustrations closely following their first reference in the text;
combine with text when possible. When a report contains only a few
pages of text and many illustrations, however, place the illustrations in
numerical sequence after the text.

When necessary, place illustrations broadwise and center within the
image area on a page so that the head of the illustration is to the reader’s
left, and the bottom of the illustration is to the reader’s right, i.e., will be
readable when the page is turned clockwise 90° for normal viewing.

In preparing illustrations, care must be exercised to ensure that details
and lettering within the illustration are 6 points (about 1/12 inch) or larger
and clearly legible after final reproduction. Photographs should be
cropped or masked to eliminate insignificant details. Unnecessary border
frames should be eliminated.

15



Research Reports

Presentation

Content

© Results and Discussion—methodology, evidence, and analysis
e Conclusions and recommendations

The limited use of figures and tables is recommended. Figures
(schematics and/or photographs) must be clean and reproducible prints,
not to exceed 6 x 8-1/2 inch size. Photographs must be glossy black and
white. Figures and photographs must be numbered to correspond with
the text and must be captioned. If orientation is questionable, indicate top
of photograph on back side with soft-tip marker. Tables should be
organized for maximum clarity and ease of interpretation. Each table must
have a caption and must be referenced in the text.

The use of references is discouraged. The complete list of references is
included in the Project Report, but only those that are considered
essential to the presentation should be included in the Project Summary.

The Research Report is a book-length presentation of the best of
EPA/ORD’s research findings. These reports are normally the most
authoritative results of a research project on a critical area of interest in
which the Agency is involved. Due to the definitive nature of information
presented in a research report, these products are expected to have a
relatively long shelf life and, as such, their entire presentation is keyed to
reflect their permanence and credibility.

The Research Report, therefore, is formatted to the extent possible in
classic textbook style—clean and understated. It is produced in either of
two page sizes, an approximate 6 x 9 inch page size with a single column
format or an 8-1/2 x 11 inch page size with a two column format. CERI
should be contacted for advice and specifications for the preparation of
research reports.

A Research Report will fit into one of two broad categories: investigative
or expository. In a standard investigative report, results and conclusions,
the evidence to support them, and the evaluation of that evidence are the
most important inclusions. The background of the project and the
methodology used should buttress the results and recommendations. The
body of an investigative report should be structured as follows:

1. Introduction

2. Conclusions

3. Recommendations

4. Methodology

5. Evidence and analysis

The introduction should focus on the hypothesis or problem which the
report “‘solves.”” Conclusions and recommendations should be placed
before other matter in the body of an investigative report, because this
allows the reader ready access to the full scope of the project.
Methodology, evidence, and analysis may be interwoven or discussed
separately, as logic dictates.

An expository report sheds additional light on a topic or an area of high
interest about which information is lacking. It is more “literary” or
discursive in nature than an investigative report, in the sense that its
structure is not bound by the scientific method. Its organization is
therefore looser than that of the investigative report; however, where
possible, it should contain the same format elements as the investigative
report.

21



center Top or

fie PAGE 4 tn
UNEor ‘After analyzing a number of quench water samples in duplicate (three
Hene | final DO determinations were perforned to ensure reasonable duplicate re~

sults), the precision of the observations vas evaluated by calculating
(with the Olivetti Progranma 101) the pooled standard deviation of all
observations except those obtained on samples collected from dump truck
pgopren | drainage (Table 7).

BERD:
BEGIN ot
Becrons TABLE 7._PRECISION OF THE DO ANALYSIS
Fooled standard Confidence
Type of Wo. of deviation interval
sanple deterninations* (st £€.967(2) (5)
Standards (normality) 44 0.13 40.36%
Dilucion water (Blank) 32 0.19 40.538
Quench water 76 0.49 21,35¢
Both dilution and
‘quench water 108 0.43 s1.i9t

* Includes initial and final determinations.

+ A pooled standard deviation was computed for all determinations. Tt was
assumed that there was no statistically significant difference between
4mitial and final variances, that is, homogeneity of the variances was
assumed.

$ The absolute value of the difference between duplicate readings should
not exceed 1.96/2(s), or 0.36 ppm, more than 5 percent of the time. The
covariance between the duplicate readings was ignored.

—_ A

Figure 7. Tables.

to include all essential elements of a reference: author(s), title, source,
identifying number, pages, and date. References may be cited using
either the “‘number’’ system (using superscript numerals for citations in
the text) or the “‘author-year” system.

Personal communications are not legitimate references, since they cannot
be verified in a secondary, published source of information; include them,
if necessary, in parentheses, within the text (e.g., C. D. Doe, State
University, personal communication, 1963.). In citing personal
communications, the author should obtain permission from the person to
be quoted.

Bibliography Bibliographic entries provide supplementary sources for information on
the subject of the document. Present this literature, which has not been
cited in the text, in an accurate, uniform manner. There are many modes
of presenting reference and bibliographic data.

List bibliographic entries alphabetically by senior author; take care to
include all the essential elements of a reference: author(s), title, source,
identifying numbers, pages, date. Be sure to use a style consistent with
that of any reputable scientific or technical journal or society. Within any
one report, have the punctuation, capitalization, abbreviations, etc., of the
bibliography agree with that used for the reference section.

Appendices Appendices contain supplementary illustrative material, original data, and
quoted matter too lengthy for incorporation in the body of the report or
generally relevant but not immediately essential to an understanding of
the subject.

The appendices (or, if there is only one, Appendix) must not be separated
from the preceding material by either a titled cover sheet or a divider

17



Figures

References and
Footnotes

Pagination

Mathematical
Style

nv

. Footnotes are cited by means of superscript lower case letters;
separated by double space; begun with an initial cap and closed with a
period.

. Center columns under headings; align on decimal.

. Double space between horizontal entries.

. Combine tables with text when possible.

. Vertical lines should not be used.

OAR

Because good illustrations enhance the value of technical reports, use
them to emphasize, demonstrate, and summarize. Treat illustrations
consistently throughout the document.

1. Place illustrations closely following their first reference in the text;
combine with text when possible.

2. All figures are to be self-explanatory. The text must carry a reference
to each figure used. When one or more sources are cited for figures,
the text should carry reference numbers and the figure title should
also carry those reference numbers.

3. Figure captions should be limited to one sentence where possible;
also, the use of notes should be restricted. If notes are necessary,
include the note in the title within parentheses or within the frame of
figures.

4. When photographs (half tones) are used, only high-contrast black and
white glossy prints will be accepted; they should be pasted in place, or
if oversized, should be mounted, cropped, and marked for reduction.

The following kinds of material must be documented or referenced as
background:

1. The source of a significant and original statement.

2. The source of information not sufficiently familiar so that most readers
would know it or be able to find it readily.

3. The sources of controversial matter and opposing views.

Present references in an accurate, uniform manner, at the end of each
chapter; cite references in text in parentheses. Number them
consecutively as they appear in the text. Use a style consistent with that
of any reputable scientific or technical journal or society. Include all
essential elements of a reference: author(s), title, source, identifying
numbers, pages, dates. Cite footnotes by *, *, t, F, etc.

Number the front matter of the report consecutively with lower case
Roman numerals. The preface and the contents must begin on an odd-
numbered (right-hand) page.

Each chapter in the body of the report and each appendix may be
numbered non-consecutively. That is, each chapter may begin with a new
page 1, and the chapter number may be used as the prefix designator
(e.g., 2-1 would indicate page 1 of Chapter 2).

Define mathematical symbols at their first use. When mathematical
formulas and equations are numerous, furnish a separate listing of
symbols used.

Equations—short, simple equations, chemical or mathematical, should be
treated as part of the text. When possible, type simple fractions on one
line, using a diagonal fraction bar (solidus) and parentheses and/or
brackets to avoid ambiguity; e.g., 1/(a + b) not 1/a + b.

30


centeR
aca

pea PAGE
EINE OF >
HERE

paopren
Reape ob
eons
Sections
HERE.

Number

1 Schenatic of sewage treatment operations sludge
characteristics

2 Schenatic of existing sewage treatnent plants modified
‘to provide secondary and/or tertiary treatment

3. Questionnaire used in mail survey

4 Distribution of sevage treatuent plants using Land-
‘spreading on a routine basis. «
1
| !
A
— ——— _!
am

& Sample collection points for multi-stas

9 Effects of time and tenperatu:
during sample storage...

|

a tL BorroM oF.
HS went Iageanea:
OFTexT

fn Pe

Figure 3. Lists.

learns what he should know before he reads the other sections of the
report. In one (or two) pages, the problem is stated and the present work
is related to earlier work.

A formal introduction, as such, may not be needed in all reports; in
simple, short reports, this information could be combined with
conclusions or conclusions and recommendations.

Conclusions After all the measurements are made—the surveys conducted—the
experiments performed—and the significance of these results analyzed
and interpreted —what problems did this research solve? These are the
conclusions. If the problem was not solved or major mistakes or hazards
occurred, they can be included here.



Government
Information

Draft Documents

Information developed, compiled, or written by a government employee
as part of that person’s official duties exists in the public domain and, as
such, is not protected by copyright provisions. Although an EPA
employee is permitted to offer a paper, an article, or a portion of a book
produced under the auspices of the government for publication in the
private sector, he or she may not execute an assignment of copyright to
a publisher. Any forms requesting the assignment of copyright privileges
should be returned to the publisher unsigned with the following statement
affixed:

The assignment cannot be executed, since the
referenced work was authored by a United States
Government employee as part of that person’s official
duties, and, in view of Section 105 of Public Law 94-
558, it is not subject to copyright protection.

Any non-government author developing information under a government
grant, cooperative agreement, or contract may arrange for copyright of
that material without the approval of the Agency. However, in these
instances, the Government is vested with a royalty-free, non-exclusive,
and irrevocable license to publish, translate, reproduce, and deliver that
information and to authorize others to do so.

As a result of provisions contained in the Freedom of Information Act and
for other programmatic reasons, draft copies of ORD reports are
sometimes distributed outside the Agency. To prevent misunderstanding,
the following notice must appear in the top half of the first page of the
general text of all draft scientific and technical reports:

Notice
This document is a preliminary draft. It has not been
formally released by the U.S. Environmental Protection
Agency and should not at this stage be construed to
represent Agency policy. It is being circulated for
comments on its technical merit and policy implications.

Because of their preliminary nature, EPA documents at the draft stage
are not to be cited as references in reports prepared by or for ORD.



BEGIN CBRGE” Pais
FIRST AREA
LINE OF TABLES
fiene
Tables should be organized for maximum clarity and ease of interpreta-
tion. An example is shown below (Table 1).
DROPPED Table footnotes are an efficient way to present peripheral information.
HEAD: Use *, t, #, 8, #, for keying the footnotes. The symbols are to be assigned

BESMons fin left-to-right, top-to-bottom order. The footnotes are placed below the
HERE bottom (closing) line of the table.

Each table must have a caption and must be referenced in the text.
The table caption should be centered above the table, as is shown in the
example; captions must be all caps.

TABLE 1. METHODS OF WASTEWATER APPLICATION FOR VARIOUS SYSTEM DESIGNS AND
SOIL _PERMEABILITIES*

Soil Trenches or beds Trenches (drains)
permeability (fills, drains) on sloping
(percolation rate) on level site site ( 5%)
Very rapid Uniform application Gravity
(1 min/in.) dosing dosing
Rapid Uniform application Gravity
(1-10 min/in.) dosing dosing
Moderate Gravity
(11-60 min/in.) Dosing dosing
gravity
Slow uniform application Not critical

( 60 min/in.)
Not critical

*“yethods of application are listed in order of preference.
tghould be used in alternating field systems to ensure adequate treatment.

|
|
|
I
|
1
1

4 MOF
EAST Line me Hea,
oes y \p MeNsion
sve" FOR TABLE:
_ Y Po I AN
PAGE NUMBER TF
Figure 10e.

27



DROPPED
HEAD:
BEGIN
‘SECTIONS
HERE

SPACING, ERASURES AND TYPE FACE

The manuscript will be typed single~space, except that additional
space will be left before and after headings and between paragraphs.
Indent the first line of each new paragraph five spaces. If possible, use
a 12-pitch prestige elite type face for uniformity of appearance of the
final Proceedings. At the least, use an elite type face, and avoid the use
of script or other nonstandard type faces.

Provide a clean original of the manuscript, devoid of erasure marks
and smudges. In case of errors, new lines or paragraphs may be carefully
pasted over old areas. Use a new, black carbon typewriter ribbon; blue is
not reproducible.

HEADINGS
Headings will be typed according to the layout of these instructions.

First order headings will be all caps and centered. If a first order
heading is too long to fit on one line, center all lines of the heading.
Double space above and triple below each first order heading.

Second order headings will be all caps, flush left, not underlined.
Tf a second order heading is too long to fit on one line, indent second and
third lines of the heading two spaces. Double space above and below each
second order heading.

Third order headings will be typed with initial caps, flush left} and
underlined. If a third order heading is too long to fit on one line,
indent second and third lines of the heading two spaces. Double space
above and below each third order heading.

Fourth and fifth order headings should be avoided, but, if essential,
they should be typed as shown below and followed by two hyphens. Examples
of headings follow.

Figure 10b.



Purpose

Applicability

Exclusions

Waivers

Extramural
Considerations

Section |
INTRODUCTION

This handbook contains the essential specifications set forth by the Office
of Research and Development (ORD) to ensure that the results and
conclusions of its research, development, and demonstration programs
are documented in a consistent, high-quality and cost-effective manner. It
is intended to assist those individuals responsible for preparing ORD
scientific and technical documents and their associated computerized
disks by providing format specifications and guidelines for actual
preparation.

These specifications and guidelines apply to the final documents and
associated computerized disks prepared as a result of ORD-sponsored or
conducted research. They are to be followed by all EPA/ORD research
components: the performing organization, the Project Officer, and all key
personnel. These documents include reports resulting from in-house,
interagency, grant, cooperative agreement, and contract research
activities performed by or for ORD; project reports and summaries that
document the findings of research required to produce a specific output,
or reports that are tailored to meet the needs of defined user groups.
Examples of special reports include but are not limited to: project
summaries, research reports, conference proceedings, Environmental
Research Briefs, criteria documents, design manuals for pollution control
or decision-making models, test protocols or any other type of report
providing operational or decision-making guidelines.

These specifications and guidelines are not totally applicable for non-
technical reports and studies, catalogs, administrative or fiscal reports, or
manuscripts to be published by other than ORD (e.g., journals).
Individuals responsible for preparing such reports should contact the
Center for Environmental Research Information (CERI), Cincinnati, OH,
for additional guidance and assistance.

Any deviation from these specifications must be initiated by or through
the Project Officer. Project Officers should forward any request for
approval of a major deviation through their assigned Technical Information
Manager (TIM) to CERI, Cincinnati, OH.

Conformance with the specifications contained in this document and the
form of submission must be cited in the final extramural agreement
(interagency, cooperative agreement, grant, or contract). When the final
report is complete and approved, the performing organization shall submit
the reproducible manuscript and associated computerized disks
duplicating the manuscript to the assigned Project Officer.



Acknowledgment

We wish to acknowledge the considerable help and constructive suggestions provided by ORD’s
Technical Information Managers and other key personnel who contributed to this document. Although it
was impossible to incorporate all the useful guidance and suggestions provided, we believe that the final
specifications contained herein will meet the need of all performing organizations engaged in preparing
ORD scientific and technical reports and that these efforts will result in more uniform and higher quality

publications of which we can all be proud.



center

OF TEXT

ean a Pers
nage
UNE or mE T “yn
bo i
!
t
gare !
BEG LIST OF ABBREVIATIONS AND SYMBOLS
WERE ABBREVIATIONS
oma dtathytenetrianine pentescetie act
te ectVicolcontuettviey
Ea eckson turbiaity wsite
w/oa ‘logeam por hectare
¢ siltieguivelent
mahos/cm millimhos per centimeter
t/ha metric tonne per hectare
A cortelation cooiticiene
E ceetfieiene of multiple begression equered
Ss Sapenied solide >|
= corat eoltas
Es Volatile solide
snaos
¢ <= easton
ca Tr Seision
i, Tr Sithane ene
: T Giscoeted
The T Yetenbtan onte

re
FAST Le a

A Area: also constant used in one- h Channel miniaun depth
dimensional floy solution hh{n) Channel depth as a function of

@ Channel wideh radius

8 Constant used in one-dimensional & von Karman constant
flow solution 1 Wetr Length

By Depth of scunboard below veir n_Manning coefficient

8) Overflow height (Fig. 5) P Pressure

¢? Particle concentration q@ Lateral discharge

t
1
1
|
|
1
t

E
Peas
Seu

-L-__

PAGE NUMBER

Figure 4.

Recommendations

Mlustrations

List of abbreviations and symbols.

Usually, the conclusions can be stated on one page; when both
conclusions and recommendations are short and straightforward, combine
them.

When the research has been completed and the conclusions have been
drawn, is further study or additional information needed to solve the
problem? Is a pilot-scale feasibility study needed to reinforce the
laboratory findings? Can the conclusions be applied now? Such
suggestions for future investigations or activity can be included in a
recommendations section. These need occupy but one page, or they can
be combined into a conclusions and recommendations section.

llustrations should be treated consistently throughout the document and
used only if they: relate entirely to the transaction of public business and

13



Legal
Considerations

Copyrighted,
Contributed, or
Unpublished
Material

Privately Owned
Information

Trade Names and
Manufacturers’
Names

Disclaimer Notice

The Government may be subject to liability for misuse of the literary
or intellectual property (patents, trademarks, proprietary information) of
others. Report writers and editors should observe the following
guidelines:

Copyrighted material may not be incorporated in a report unless

written permission of the copyright owner has been obtained. Prior

use of copyrighted material in another government publication does

not necessarily constitute permission to use it in an EPA/ORD publication.
When permission has been obtained and the material is used in a report,
it shall be identified by a statement substantially as follows:

Reprinted from (title of publication, year of first publication) by (name of
author) with permission of (names of copyright owner, if different from
that of author).

The National Technical Information Service (NTIS) requires that all
copyright release letters accompany publications submitted to it for
distribution. When a report containing copyright is sent to CERI for
distribution through NTIS, the original and one copy of all copyright
release letters should be submitted along with it.

Unpublished work may be protected under common law or equity, even
though there is no copyright notice. Refer problems relating to the
protection given to unpublished work to EPA’s Office of General
Counsel, Washington, DC 20460.

Courtesy requires that uncopyrighted materials from, or assistance
rendered by, other persons be acknowledged through the use of a
footnote, bibliographic reference, or statement in the text. Credit lines
need not be given for designers, typographers, layout artists, or art
directors. In addition, material purchased by the government need not
be credited.

To avoid restricting the availability of a report, make every effort not to
use information accepted by the government for limited purposes. Such
information will be used only when it is essential to the understanding of a
report and only after approval for its use is authorized by the Office of
General Counsel. Reports containing such information will bear a
statement restricting availability and handling, as required.

The use of trade and manufacturers’ names should be explicitly brought
to the attention of the Project Officer and the cognizant approving

official before the report is cleared for publication. Trade and
manufacturers’ names should always be capitalized when referred to in a
report.

Final documents which contain any information unique to a company,
laboratory, or individual, including the use of trade names, should carry a
statement in the Notice similar to the following, which disclaims any
endorsement or recommendation of a commercial product by the Agency:

Mention of trade names or commercial products
does not constitute endorsement or recommen-
dation for use.



enn Toro
BEGIN PAGE A IMASE
LINE oF mE T 4
‘HERE, 1
|
i
pageeeo H
coe: BL TOCA 7
fence’ > a
Dott, 6. Rey Me be Shaffer, and W. J. Moore. 1972. Computer Simulation
Model o¢ bynanie Bto-physiochenical Processes dn Solle. Arta ABrs
Expt. Sta, Techs Bulle 1968:" 101 pp.
Gupta, S.C, 1972, Salt Flow in Sofls as Influenced by Water Flow, Root
‘Extraction and Bxchanges PhD. Dissertation. Utah State Uneverstey,
Togans Ueahe 112 poe
Kingy te Gey and R. J. Hanke. 1973. Terigatton Managenent for Contxol of
quality and Trigation Return Flows EPIcRI-73-265y UsS- Environmental
Protection Agency, Washington, D.C. 47 pp.
Minch, M. Wey and R. J. Hanks, 1973a, Model for Bstinating Sot, Water and
isenospherie Incerrelatioas: I. Deseription and Sensitivity.” Soil Sel:
Soce Aner. Proc. 37:526°332.
Ninahy M. We and R. J, Wonks. 19736. Model for Zetinating Sot, Water and
‘Atnospherie intervelations:, ly Field Test of the Hodely. S011 Sel.
Soc. Aner. Proc. 372533621.
I
\
|
\
|
|
! F
ecr }— 1 —| BorroMor,.
oe re
oe t eet
Pe ye SRA
Figure 9. _ Bibliography.

Glossary

Index

Project Reports

The glossary should be considered as a partial dictionary where technical
or abstruse terms that might not be readily known can be listed and
explained. Its need might well depend on the intended audience for the
report.

Instructions on indexing can be found in the CBE Style Manual, Council
of Biology Editors, Committee on Form and Style, (available from
American Institute of Biological Sciences, 3900 Wisconsin Avenue NW,
Washington, DC 20016) or in A Manual of Style, University of Chicago
Press, Chicago, IL.

Project Reports provide the means by which most EPA research is
documented and made available to the research community. Project

19



ensign 2 ee
mental. Research EPA/600/9-83/006

[ e.e ocoyys? F&F Ne

SEPA Handbookfor  —_—_|
Preparing Office of
Research and . .
Development Reports

# 2 be ina aie
iE

Revised !
O ct O b er 1 9 89 LIBRARY, AWBERC, cinerea
it - U.S. EP:

96 W. MARTELUTHER IEEE
QINCHIRAT, 0810 ASE8

t

C_/



Paste-Up

Image Area

Color Printing

Spacing and
Headings

Page Numbering

Equations,
Footnotes, and
Abbreviations

RUBBER CEMENT should be used for mounting all copy, tables, charts,
illustrations, photos, etc. DO NOT USE SCOTCH TAPE, GLUE, OR
STAPLES TO MOUNT CAMERA-READY ART OR COPY! Tape, glue, or
staples create a distortion on the camera-ready material that will show up
on the printer’s negatives and plates.

Final camera-ready copy of ORD reports to be printed on 8-1/2 by 11
inch paper should be prepared within an image area of 6-1/2 by 8-3/4
inches (16.51 by 23.18 cm or 39-1/2 x 52-1/2 picas). Page numbers
should be centered 3/8 of an inch (2 picas) below the last line of the
image area.

The use of color must be approved by the EPA Headquarters Printing
Management Office. The Project Officer will submit the request through
the TIM to the Director of CERI, Cincinnati, OH 45268.

The DRAFT of a final report (prepared for approval of the Project

Officer) shall be typed double space or space-and-a-half. After the draft is
approved by the Project Officer, the camera-ready copy of the FINAL
report must be typed single space or space-and-a-half, if the text contains
voluminous quantities of super- and subscript material.

Headings should stand out from the text, and the relative importance of
each heading should be readily apparent.

Front Matter (Preliminary Pages): Except for the title page (which is
counted as page i, but not indicated), number the front matter
consecutively with lower case Roman numerals (ii, iii, iv, etc.).

Body of the Report and Back Matter: Only the first page of the body of

the report (normally the Introduction) begins on the new right-hand page
(page 1); thereafter, each new section begins on the next available page.
The body of the report must be numbered consecutively with Arabic
numerals. Allow no blank pages.

Equations: short, simple and unnumbered equations should be treated as
part of the text. When possible, type simple fractions on one line using a
diagonal line and parentheses to avoid ambiguity, e.g., 1/(a + b) not

t/a + bor zi. Treat equations (and formulas) that require

special symbols, positioning, or brackets as figures, and display the
equation on a line by itself, centered on the width of the page with
spacing (e.g., 1-1/2 lines) above and below.

Instructions concerning mathematical and chemical equations—that is,
the numbering, defining of symbols, breaking (dividing), building up,
enclosing in parentheses, etc.—can be found in the Government Printing
Office Style Manual and in other style manuals such as those issued by
the American Chemical Society (1155 Sixteenth St., NW, Washington,
DC 20036) or the American Society of Civil Engineers (345 East 47th St.,
New York, NY 10017).

Footnotes: In the text, footnotes should be kept to a minimum. All brief
and relevant explanatory comments should be incorporated in the copy.

Abbreviations: Acceptable modes for general abbreviations are found in
standard dictionaries and in the Government Printing Office Style Manual.
Technical abbreviations may be found in the appropriate reference
documents for the particular subject area involved.



Overview

Computerized
Report
Production

General Format
Requirements

Typing

Section Ill
FORMAT SPECIFICATIONS

This section identifies the guidelines to be followed when preparing ORD
scientific and technical reports and information products for publication. It
is not intended to supersede methods for handling abbreviations, units of
measure, references, and other text annotations that are recommended
practice within the many scientific and technical disciplines in the
research community. A common sense, consistent approach will usually
produce a visually acceptable document.

All documents submitted as final reports to the Office of Research and
Development should be accompanied by back-up computerized disks
duplicating the submission. Files from almost any IBM PC-based or Apple
Macintosh word processing program on either a 52” or a 32” floppy disk
are acceptable. If unsure, submit an ASCII file in addition.

If electronic transfer is arranged, a modem capable of transmitting at
1200 baud and using crosstalk XVI or compatible software must be used.
Whether disks or electronic transmission is elected a paper copy of the
data on the disk must either accompany or precede the electronic
material, and the original of all charts, tables and pictures or computer
printouts must be received. The draft should be typed using continuous
typing with no carriage returns at the end of the line (except at the end of
@ paragraph, for tabular material, and for headings). If you have any
questions or wish to arrange for electronic transmission of data, call the
EPA project officer and he or she will provide the appropriate contacts.

This subsection provides general specifications for print size, image area,
spacing, headings, page numbering, equations, footnotes, abbreviations,
illustrations, tables, fold-outs, dividers, and paper-saving considerations.

When final camera-ready copy is typed, considerable attention should be
given to the selection of equipment to maintain consistency of type
styles, spacing, point sizes, etc., throughout the publication.

Type size for tabular material, callouts, illustrations, charts, graphs,
tables, etc., must be no smaller than 6-point or approximately 1/16 inch,
and no larger than 10-point, or approximately 1/9 inch when used for the
final camera-ready copy.

This is an example of 6-point type.

This is an example of 8-point type.

This is an example of 10-point type.



‘CENTER TOP OF
IMAGE
PAGE iMac
FIGURES

ALL figures will be reproduced exactly as submitted and must be placed
in the proper position on the page and mounted exactly as you want them.

No foldouts are permitted.

OROPPED
HEAD: Figures should be drawn using black ink on white paper. Use heavy
lines which remain legible after you reduce them. Do not use small details,
like tiny circles, that will fill in or bleed during printing. Keep
Allustrations simple. Do not submit hand lettered graphics.

>»

BEGIN
SECTIONS
HERE

Do not use grid paper for graphs. Instead, use "tic" marks along the
edges of the graph at the major divisions of the graph.

Each figure must have a descriptive legend, which should be placed
directly below the figure (see example). Spell out the word "figure" in
the text and legend. Center the legend beneath the illustration following
the figure number and indent the second line immediately below the first
line. All figures must be referenced in the text. The figure should
follow its mention in the text as closely as possible. Do not use foot-
notes with a figure; make this material part of the legend or text.

For proper reproduction, figures using photographs should be clear,
glossy, black and white prints with good contrast. Photographs must be
sized and cropped to fit within the image area. Include space for the
legend, which should be typed on the paper in the proper position.

‘manutacturing 30.7%
trade 16.2%

government 11.5%

finance, insurance, real estate 10.1%
services and other —______ 10.1%
transportation, communication,

iilties — 9.2% torn —_4%
construction — 4.1% C—) mining3%

Figure 1. Sectoral contributions to ORBES gross regional product.

~~ PAGE NUMBER

Figure 10d.



BEGIN

DROPPED
a

EAD:
BEGIN
sections

CENTER
PAGE

(examples of headings)

Ld SEWAGE TREATMENT STUDY <—— (title)

EXPERIMENTAL PROCEDURES <—— (Ist order

GENERAL PROCEDURES

(2nd order

Simulated Combined Sewer Overflows <——_—_—- (3rd order

Method of Analysis-- <———--H-—_______(4th order

Blending of Samples-- <——————_——______—(Sth order

‘TEXT FOOTNOTES

Footnotes should be indicated in the text by superscript numerals and
should be consecutively numbered.

appear and should be separated from the body of the text by a horizontal
line 15 characters long.! See examples below of footnotes to text.
(Footnotes to tables are discussed in the section on Tables.)

PAGE NUMBERS

Write the page number in the lower left-hand corner of the page with a
light, nonreproducible blue pencil for identification purposes.

REFERENCES

In the text, references should be cited in numerical sequence and
enclosed in parentheses as shown here (1). At the end of the text, ina
section titled "REFERENCES," complete reference entries should be listed in
the order that they are cited in the text.

Reference entries should be presented in the style and format of the
examples on the last page.

Isingle space after last line of text and use the "underline" key to make a
separating line of 15 characters.

taStune: ‘Single space before first footnote and between footnotes.

' 3/e"

PAGE NUMBER

Begin each page with footnote number "1".

Text footnotes should be placed at the bottom of the page on which they

BOTTOM OF
IMAGE AREA;

PEIMENSION
TABLE!

wt AND US!

TRATIONS

Figure 10c.



Sources of
Information

Section Il
GENERAL REQUIREMENTS

This section provides information that is generally applicable to all ORD
scientific and technical documents. It identifies important reference
documents, applicable legal considerations, and criteria for units of
measure.

The following references are cited as supplemental sources for necessary
and helpful information that can be used to prepare ORD scientific and
technical reports. Other guides from engineering and scientific societies
and journals may be used to the extent that they do not conflict with EPA
or ORD specifications.

EPA Graphics Standards System, 1978, This booklet establishes and
delineates the graphic identity system and standards which EPA will
adhere to in all its visual communications.

Government Printing and Binding Regulations, Joint Committee on
Printing, Congress of the United States. This pamphlet provides
background information on Government Printing Office requirements
concerning the use of color printing, self-mailers, printing requirements
resulting from grants or contracts, etc. Copies are available from U.S.
Environmental Protection Agency Printing Management and Distribution
Section, Washington, DC 20460.

Metric Practice Guide, ASTM E (current ed.). This Guide deais with
conversion of quantities in various measurement systems to the
International System of Units (officially abbreviated SI in all languages). It
is available from the American Society for Testing and Materials, 1916
Race Street, Philadelphia, PA 19103.

Style Manual, U.S. Government Printing Office, Washington, DC. This
manual contains general editorial advice and the Federal government's
recommended style for capitalization, punctuation, use of numerals,
hyphenation, etc. It may be purchased from the Superintendent of
Documents, U.S. Government Printing Office, Washington, DC 20402.

Units of Weight and Measure: International (Metric) and U.S. Customary,
L. J. Chisholm, U.S. Department of Commerce, National Bureau of
Standards, NBS Misc. Pub. 286, revised October 1972. This document
provides definitions and conversion factors from various systems of
measurements to the international system. It may be purchased from the
Superintendent of Documents, U.S. Government Printing Office,
Washington, DC 20402.



Tables

References

As far as practical, place lettering (callout; label) on an illustration
horizontally, unboxed, and near the item identified. There should be high
contrast and easy readability. Use a UNIVERS or HELVETICA typeface
for all illustrations.

Number illustrations within the text with consecutive Arabic numerals
preceded by the word “Figure” (Figure 1, Figure 2). Within appendices,
include appendix letter (Figure A-1, Figure B-9).

Each illustration must have a descriptive caption. Center the caption
beneath the illustration following the figure number. The caption is usually
styled as a sentence; capitalize the first letter of the first word and any
proper nouns or chemical or mathematical symbols, and close with a
period.

If photographs are required, submit GLOSSY black and white photo
prints. Satin finish photo prints are NOT ACCEPTABLE! The finish on
these conflicts with the screens used by the printer when preparing the
finished plates and causes shadowing and variations in the texture.

Organize tables as simply as possible for easy reading. Make sure that
the format of the tables is consistent throughout the publication. Use a
UNIVERS or HELVETICA typeface for all typeset tables. Computer
printout sheets for electrically tabulated data must show clear, black/white
contrast and must not contain any gray or broken type or horizontal print
bars. The use of a new ribbon is strongly recommended for the
preparation of all camera-ready computer printouts.

Number tables within the text with consecutive Arabic numerals,
preceded by the word “Table” (Table 1, Table 2). Within appendices,
include the appendix letter (Table A-1,Table C-3). Center a descriptive
caption above each table after the table number. Type the caption in all
caps, without a closing period.

When necessary, place a table broadwise and center within the image
area on a page so that the head of the table is to the reader’s left, and
the bottom of the page is to the reader's right, i.e., will be readable when
the page is turned clockwise 90° for normal viewing.

Use symbols for the table footnotes (e.g., *, t, as available); double their
use, if needed. Assign the symbols consecutively, in normal reading order
(left to right across the table and from top to bottom). Superscript lower-
case letters, preferably italicized, may be substituted for symbols if their
use will not confuse the reader.

When a long table is continued on two or more pages, note this
continuation at the bottom of all but the last page, e.g., (continued).
Repeat the table number and “continued,” but not the table caption, on
all the following pages, e.g., Table 4. (continued). Repeat the column
headings, with rules, on each page.

The Government Printing Office Style Manual may be helpful for
preparing tables. When a report contains only a few pages of text and
many tables, place tables in numerical sequence following the text.

References concern source material cited in the document. Present this
information in an accurate, uniform manner; use a style consistent with
that of any reputable scientific or technical journal or society. Take care



Front Matter

Proceedings

Applications
Guides

The text of a Research Report will be heavily weighted in favor of
explanatory copy and will not contain large volumes of back-up and
unedited data, repeatedly used illustrations of government or other
organizational forms, or verbatim reprints from or transcripts of other
printed information sources (e.g., the Federal Register). These inclusions
would detract from the classic format of the book, run up the cost
excessively, and are more appropriately referenced as secondary sources
than printed. All background materials should be footnoted or referenced
where appropriate to enable the reader to locate them in the library,
through NTIS, or through the appropriate information data base.

The following kinds of material must be documented or referenced as
background:

1. The source of a significant and original statement.

2. The source of information not sufficiently familiar so that most readers
would know it or be able to find it readily.

3. The sources of controversial matter and opposing views.

4, Details, data, or statistics that would interrupt the text.

The effective use of appropriate referencing and footnoting techniques is
absolutely necessary as a means of increasing the credibility of the
document and enhancing the objectivity of the presentation. Careful
documentation suggests that a research project has been thoroughly
investigated. Referencing systems do, of course, vary from scientific
discipline to scientific discipline, but each annotation must be complete
and the chosen referencing system must be used consistently.

The front matter of a Research Report will include a Notice* required by
the Peer Review System and a table of contents. An acknowledgement
Page and a foreword or preface are recommended but optional. The title
page will show the publication date and EPA/600 number, the title, the
primary author(s) or editor(s) and their affiliation, the EPA project officer,
and the originating laboratory or office within EPA/ORD.

‘The “Notice” should read:
This document has been reviewed in accordance with
U.S. Environmental Protection Agency policy and
approved for publication. Mention of trade names or
commercial products does not constitute endorsement or
recommendation for use.

A Proceedings is usually a report derived from prepared paper
presentations as well as from the questions, answers, and general
discussion at conference sessions. :

Camera copy for each manuscript should be prepared in a uniform style
and format by each speaker.

All preliminary pages, text, any figures and tables, footnotes, references

and bibliographies will conform to general format requirements stipulated
in this Handbook. Each paper will follow the typing specifications detailed
in Figure 10 (a through f).

Applications guides are instructional guides which are appropriate and
cost-effective information products when there is a strong need for a
large number of people to apply a given technology or methodology and
when the only available information on the topic is dispersed over many





In order to comply with the implementation of the Agency’s peer and
administrative review requirements, the recipient of a grant or contract:

(1) must submit three copies of the documents to the Project Officer
for EPA’s review. EPA will evaluate the documents and will provide
the recipient with written suggested changes, if any; and

(2) should make every effort to accommodate suggestions arising from
the EPA review process while preparing a revised draft. The
recipient should also alert EPA reviewers to changes initiated in the
revised draft.

\f agreement is reached that the revised draft is appropriate for release as
an EPA publication, the following statement must be used:

The information in this document has been funded
wholly or in part by the United States Environmental
Protection Agency under (contract or assistance
agreement and number) to (name). It has been
subjected to the Agency’s peer and administrative
review, and it has been approved for publication as an
EPA document. Mention of trade names or commercial
products does not constitute endorsement or recom-
mendation for use.

If agreement cannot be reached that the revised draft is appropriate for
release as an EPA publication, a recipient may independently publish and
distribute the document at his own expense provided that he:

(1) requests approval through EPA from the Joint Committee on
Printing to publish independently; and

(2) includes the following statement in the document:

Although the information in this document has been
funded wholly or in part by the United States
Environmental Protection Agency under (contract or
assistance agreement and number) to (name), it does
not necessarily reflect the views of the Agency and no
official endorsement should be inferred.

Disclaimer and Peer review notices should appear on p. ii of a full report.

EPA also encourages independent publication of research results in
refereed journals at any time. A copy of the article must be submitted to
the Project Officer when it is sent for publication. Following publication,
three reprints of the article should be submitted to the Project Officer.
The article must include the following statement:

Although the research described in this article has been
funded wholly or in part by the United States
Environmental Protection Agency through (contract or
assistance agreement and number) to (name), it has
not been subjected to Agency review and therefore
does not necessarily reflect the views of the Agency
and no official endorsement should be inferred.



center
vecn PAGE.
Fingt

UNE oF
HERE

Tage
4 ane

Baopred
Bear ob
Seon oa
Secrions
HERE
Foreword . «
Abstract
Figures.
Tables - pit
Abbreviations and’ Syub
Acknowledgment . .

Introduction.
Conclusions -
Recommendation:
+ Materials and Methods
‘Test strains...
Stock solutions. + ¢
5. Experimental Procedures
General procedures -
Laboratory application
Field application. . . +
6, Results and Discussion. |

Appendices

A. Operational data summary. . .
B. Cooperative research report .

Glossary. eee 37

sorrom oF
Gexmelanea:

Figure 2. Contents.

When is a list of abbreviations and symbols necessary? For each report,
define the possible readership, the number of abbreviations and symbols
used, and the uniqueness of or difficulty in defining or understanding
these terms; if assembling and defining them will aid the reader, do so.
Abbreviations or symbols for the less common or specialized terms
should also be given in parentheses following their first use in the text.
Thereafter, the abbreviation or symbol may be used. Consider using two
columns when the list exceeds one page.

Acknowledgments Limit acknowledgments to peer reviewers and organizations that aided in
a major way.
Introduction The introduction, as Section 1, sets the stage for the conclusions and

recommendations and for the text proper. With this orientation, the reader

1



EPA/600/9-83/006
Revised October 1989

Handbook for Preparing
Office of Research and Development
Reports

Revised
October 1989

Compiled by
Center for Environmental Research Information

Office of Research and Development
U.S. Environmental Protection Agency
Cincinnati, OH 45268





Project Summaries

Reports are required when (1) neither a journal article nor an EPA
Research Report is produced, or (2) the journal article or EPA Research
Report published is incomplete in terms of fully documenting the project
or would require additional background data to survive rigorous scientific
challenge.

Project Reports should follow the general format and organizational
requirements discussed in this Handbook.

However, since the major distributor of project reports is NTIS, their
guidelines are used to establish minimum requirements for camera-copy
quality. Camera copy of project reports submitted to ORD for distribution
through NTIS only must therefore conform to the following minimum
provisions:

@ The camera copy must be an original, not an office copy.

@ It must be typed on 8-1/2 x 11 inch white paper.

@ All ink must be black.

© All computer printouts must be highly legible originals.

@ All pages must be numbered and accounted for.

e All pages of copy must be set to size (NTIS makes no reductions).

e All photos are to be stripped in place and affixed to the camera copy.
Photos must be screened for good reproduction.

© An approximate 7-1/2 x 9 inch outer margin should be used for all

copy.

The Project Summary is a condensed version of the Project Report and
serves to announce to the scientific and technical community the
availability of the Project Report from NTIS. It is similar to a short journal
article and contains enough information for the reader to determine if he
or she is sufficiently interested in the project to purchase the complete
report from NTIS. Therefore, the Summary should present a concise
synopsis of the key findings of the research project. Although ORD
requires that a Project Summary be prepared for every Project Report,
one Summary may be written for several closely related Project Reports
which are produced concurrently. This option is at the discretion of the
Project Officer. The approved hard-copy draft and disk of the Project
Summary will be formatted on the desktop publisher, printed, and
distributed to appropriate audiences by EPA.

CERI will handle production of all Project Summaries. The final draft of
the Summary along with the disk copy must be sent to CERI with the
Project Report.

The Summary should consist of double-space typed, error-free final draft
of no more than 21 pages in length, highlighting principal findings and
conclusions and including only the tables and illustrations which serve to
summarize significant results. In order of appearance, it should be
composed of the following:

@ Title, identical to the title of the Project Report it summarizes. In the
case of one Project Summary describing several closely related
Project Reports, the title should be as closely linked as possible to the
Project Report titles.

Abstract—200-250 words (usually a duplicate of that required for the
Technical Report Data sheet, EPA Form 2220-1)

Introduction

Procedure



‘This document supersedes all previous scientific and technical report
‘ation specitications that have been issued by the U.S.
vironmental Protection Agency’s (EPA) Office of Research and
Development (ORD) or its predecessor organizations. Technical and
Gientific reports prepared by or for ORD are expected to conform
ith the specifications containéd herein if the work is ted after the
suance Of this document. —

seuamstet
paoaanes

f cifications constitute a revision of the ‘Handboo! for
Preparing Office of Research and Development Reports,” EPA/600/9-
4 jated March 1986. nn

Se ee Me 4 ae fe bisa
‘These speci ications are consistent with the O publication policy,
ch has been issued by the Assistant Administrator for Research
2 is handbook is intended for use by
ssauthors, principal stigators, project officers, and those individuals
"who provide staff support in preparing draft and camera-ready copy of

ORD repoi

ion document outlining proce
blishing ORD work is available to assist ORD personnel in activities
“fiat Involve internal processing, review, clearance, printing,
tribution, and storage of ORD re; Copies of these procedures
Vailable from the Technical Information Manager for each ORD



CENTER
PAGE,

Presentation 5.

Book
Chapter

Proceedings 7.

‘REFERENCES

Forristal, T. and Witt, M. Pleocytosis after iron dextran injection.
Lancet. 1: 1428, 1968.

Boreiko, C., Mondal, S., Narayan, K.S., and Heidelberger, C. Effects
of 12-0-tetradecanoylphorbol-13-acetate on the morphology and growth of “|
C3H/10T1/2 mouse embryo cells. Cancer Res. 40: 4709, 1980.

Fuller, W.H. Investigation of landfill leachate pollutant attenuation
by soils. EPA-600/2-78-158, U.S. Environmental Protection Agency,
Cincinnati, Ohio, 1978. 239 pp.

Gleason, V.E. Coal and the environment abstract series: Mine drainage
pibliography 1929-1980. EPA-600/7-80-113. U.S. Environmental
Protection Agency, Cincinnati, Ohio, 1980. 197 pp.

Ford, H.W. Sludges and associated problems involving agricultural
drains in Florida wetlands. Paper presented at 1970 Specialty
Conference, American Society of Agricultural Engineers and American
Society of Civil Engineers, Miami, Florida. November 4-6, 1970.

Halbach, P. and Ujma, K.-H. Mobilization, transport and microbially
assisted precipitation of iron in a bog creek. Int W.E. Krumbein
(ed.), Environmental Biogeochemistry and Geomicrobiology. Vol. 2.
The Terrestrial Environment. Science, Ann Arbor, Michigan, 1978.

p. 493.

Gang, M.W. and Langmuir, D. Controls on héavy metals in surface and
ground water affected by coal mine drainage. Clarion River-Redbank
Creek Watershed, Pennsylvania. In: Proceedings of the Fifth Symposium
on Coal Mine Drainage Research. National Coal Association, Washington,
D.c., 1974. p. 39.

i
\
|
|
|
|
|
|
|

_ PAGE NUMBER

Figure 10f.



center To oF
BEGIN IMAGE
FIRST PAGE vats
LINE OF Bap A
text aon
HERE j
{
a
BEGIN > GUIDELINES FOR PREPARING SCRIPTS FOR EPA PROCEEDINGS
HERE by: Author (s)
Affiliation
City, State Zip Code
1
‘ I
|
i
leat = ABSTRACT a
These instructions are typed in the format that you will use in pre-
paring your paper.
This paper should include, in the following order, the title,
author (s) credits, and abstract on the first page, followed by text and
references on remaining pages. In addition, one of the following notices
must be incorporated to reflect EPA's sponsorship of the project and
endorsement of the contents.
(1) I£ the paper has resulted from an EPA-funded project, the fol-
lowing statement must appear as the last paragraph of the abstract:
This paper has been reviewed in accordance with
the U.S. Environmental Protection Agency's peer
and administrative review policies and approved
for presentation and publication.
(2) If the paper is not the result of EPA-~funded work, the following
statement must appear as the last paragraph of the tex!
The work described in this paper was not funded
by the U.S. Environmental Protection Agency and
therefore the contents do not necessarily reflect
the views of the Agency and no official endorsement
should be inferred.
BOTTOM OF
BEGIN i am :
PES eg nortOM or
ore u PORTABLES
ee oe s
an Lee De LR
PAGE NUMBER
Figure 10a.

23



Metric Units of
Measure

Fold-outs and
Divider Pages

Errata and Addenda

Paper Saving

General
Organization of
Standard
Reports

Title Page

- Notice of
Application of
EPA Order 2200.4A

Disclaimer and
Peer Review
Notices

The modernized metric system utilizing the International System of Units
(Systéme International d’Unités, Sl) shall be used unless otherwise
justified by the Project Officer. Equivalent units may be expressed
parenthetically, if desired. If other than metric measures are used, the
reason for such use should be footnoted at the first nonmetric measure,
and reference should be made to a conversion table included in the
report.

Do not use divider pages—those that merely serve to separate the report
into parts. The use of fold-outs is also not acceptable. The paper,
printing, binding efforts, and costs normally incurred when using fold-outs
can usually be saved with preliminary planning: reduce wide tables, have
tables fall on successive pages, separate maps into several parts, etc.

All changes to reports already printed and listed with the National
Technical Information Service (NTIS) must bear the same EPA number
and issuance date which appear on the original printed report. For
additional information and procedures for processing and distributing
modifications to existing reports, contact CERI, Cincinnati, OH 45268.

Because of the rising cost and scarcity of paper and increased shipping
and mailing costs, reproduction costs, etc., each individual responsible for
preparing ORD reports is strongly encouraged to consider appropriate
techniques for saving paper. Suggestions for this purpose include:
reducing and cropping tables, figures, and photographs to their smallest
usable size; combining tables and figures with text on one page; and
where practical, placing lists of items in double columns. In addition, all
ORD reports should be reproduced on recycled paper.

In the following subsection, the major elements of most full reports
documenting a research project and prepared by or for ORD are
described.

The title page should contain the following: title (10 words or less),
author(s), organizational name and location, project officer (or technical
Project manager, where appropriate), and laboratory/office name and
address. When a public or private organization originates a report in
cooperation with EPA, the information should be noted below the project
officer's name and address, along with the contract or grant number.
Also, when an in-house study was performed for another government
agency, that information should be given in the same location. The
publisher's full name and address appears at the bottom of the page.

EPA Order 2200.4A (August 7, 1984) establishes an Agency peer and
administrative review process for scientific, informational, and
educational documents attributable to EPA. The intent of the order is to
ensure the high quality, completeness and accuracy of documents
published by the Agency.

The Joint Committee on Printing of the United States Congress

requires that Federal Agencies have initial publication rights. Only

after peer and administrative review can EPA decide whether to publish a
report or waive its initial publication rights.



Foreword or
Preface
(Optional)

Abstract

Contents

A report may include a foreword or a preface. Here, such information

as the reasons for undertaking the work, the research method, if it might
bear on the reader’s understanding of the text, or the limitations within
which the subject was studied may be described.

The indicative (descriptive) abstract is limited to between 200 and 250
words; it tells the reader what the report is about—narrative facts about
what will be read in the actual report.

As such it is the only type of abstract to be used to introduce a project
summary. An informative abstract gives details, in the most concise
manner, of what was reported and presents conclusions and results.

The EPA Form 2220-1 limits the abstract to 200 words and thus generally
permits the use of the indicative abstract. The abstract, as it appears in
the front matter of a complete report, may contain up to 450 words,
which permits the use of an informative abstract.

In the “work-done under” statement, which is always placed as the last
paragraph of the abstract in extramural reports, the relationship of the
prime and the subgrantee or subcontractor can be described in addition
to the necessary information contained in the following statement:

This report was submitted in fulfillment of (grant or
contract number) by (contractor or grantee) under the
(partial) sponsorship of the U.S. Environmental
Protection Agency. This report covers a period from
(date) to (date), and work was completed as of (date).

On in-house project reports, the following statement is always the last
paragraph of the abstract:

This report covers a period from (date) to (date) and
work was completed as of (date).

The contents page should begin on a right-hand, odd-numbered page,
usually “‘v.”” Although preliminary pages (front matter) are not part of the
subject matter, they are part of the document and are included in the
contents.

The contents include the main headings of the document and the pages
on which they appear; dotted leaders may be used to aid readability.
Meaningful subheads (indented and subordinated) may be included, if
necessary. Avoid double spacing between major sections when it would
cause contents to have a short overrun on the following page.

A list of illustrations (figures, maps, charts, plates) and a list of tables
need to be included only if considered helpful or essential. For each
illustration or table, give the figure or table number, the figure legend or
the table heading as it appears in the report (in shortened form, if
lengthy), and the page number. Avoid double spacing when it would
cause a list to have a short overrun on the following page.

If lists of illustrations and tables are short, combine on one page or
combine with contents page.