Distribution: FGIS Originating Office: FMD PPMAB

Contents

CONTENTS �������������������������������������������������������������������������������������������������������������������������1

1. PURPOSE����������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS��������������������������������������������������������������������������������������������

3. BACKGROUND��������������������������������������������������������������������������������������������������������������������

4. DEFINITIONS�����������������������������������������������������������������������������������������������������������������������

5. CLASSIFICATION NUMBERING SYSTEM �������������������������������������������������������������������������

6. FORMAL ISSUANCES���������������������������������������������������������������������������������������������������������

7. INFORMAL ISSUANCES �����������������������������������������������������������������������������������������������������

8. POLICY ��������������������������������������������������������������������������������������������������������������������������������

7. RESPONSIBILITIES�������������������������������������������������������������������������������������������������������������

8. INQUIRIES ���������������������������������������������������������������������������������������������������������������������������

Attachment 1: Process Flowchart���������������������������������������������������������������������������������������������8

Attachment 2: Document Kickoff Checklist�������������������������������������������������������������������������������9

Attachment 3: Document Format Templet for Drafting Issuances�����������������������������������������10

Attachment 4: Document Format Template for Drafting Handbooks�������������������������������������� 11

Attachment 5: Style Sheet������������������������������������������������������������������������������������������������������13

Attachment 6: Directive Clearance Sheet�������������������������������������������������������������������������������16

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Administrative Directive 3010.2 September 1, 201

Policies, Procedures, and Guidance Issuance

CONTENTS
FGIS Directive 3010.2 September 1, 2018

Page 2

1. PURPOSE

This directive defines the process for developing and maintaining inspection policies,

procedures, and guidance issued by the Federal Grain Inspection Service (FGIS)

2. REPLACEMENT HIGHLIGHTS

This directive is updated to provide guidance and detailed procedures with all issuance 

and supersedes FGIS Administrative Directive 3010.2, Policies, Procedures, and 

Guidance issuance, dated February 02, 2017

3. BACKGROUND

As part of the United States Department of Agriculture’s (USDA) Signature Process 

Improvement initiative in fiscal year 2015, FGIS identified methods to increase efficiency 

and accuracy in the process of developing, maintaining, and implementing policies and 

procedures. A working unit composed of individuals across all FGIS organizational units

analyzed the existing issuance process and searched for areas of improvement. The

following procedures reflect the responsibilities of organizational components and the 

streamlined issuance process

4. DEFINITIONS

a. Executive Management Team (EMT)  The Deputy Administrator of FGIS, Staf

Assistant, and Directors of FGIS

b. FGIS Editor  A staff member of Field Management Division’s (FMD) Policies

Procedures, and Market Analysis Branch (PPMAB) responsible for formatting and 

preparing documents for issuance

c. Office of Primary Responsibility (OPR.  The organizational component wi

program responsibility for the topic covered by the inspection policy, procedure, or 

other guidance

d. Policies, Procedures, and Guidance (PPG.  All communication media that

produced by FGIS for use in the official inspection system.

e. Stakeholder.  Individuals, committees, and industry organizations who will

impacted by or who have a direct interest in the PPG

f. Triggering Even.  An event that precipitates the need for new inspection 

development or maintenance (e.g., a new procedure or modification to current 

procedure). Annual maintenance that is seen as insignificant or of low impact by 

the OPR director does not require the clearance process, only approval from OPR 

director

g. Official Service Provider (OSP.  A Federal, State, or private entity that provid

 official inspection and weighing services. 
FGIS Directive 3010.2 September 1, 2018

Page 3

5. CLASSIFICATION NUMBERING SYSTEM

a. FGIS uses a modification of the USDA directives classification numbering system. 

Numbering consists of four digits in conformance with the Departments numbering 

pattern and aligns with other Government regulations as much as possible. The

system groups together all issuances on a specific subject so that the information 

is easy to locate, use, and store. The classification codes are:

 (1) 1000 Series – Organization, authorities, and administration

(2) 2000 Series – Budget, accounting, financial claims, mail management, and

radio communication management

(3) 3000 Series – Paperwork and Automated Data Processing management

(4) 4000 Series – Personnel, safety, and health

(5) 5000 Series – Property, acquisition, and motor vehicle management

(6) 9000 Series – Services and regulatory programs

Refer to Directive 3010.1 for more information regarding the classification numbering 

system

6. FORMAL ISSUANCES

Formal issuances are documents that communicate FGIS inspection policies and 

procedures. They are issued in the following formats

a. Handbook.  Permanent issuances that provide technical guidance and detai

procedures on a particular subject or function. Handbooks often must be referred 

to on a daily or frequent basis. Handbooks provide step-by-step instructions

for inspecting, weighing, and testing grains/commodities and verifying the 

performance of testing equipment. Handbooks are more than five pages and 

require chapters and a table of contents for entire book and each chapter. The

revision history for each handbook is located in the last chapter of the handbook.

The authority to determine the issuance of handbooks is determined by OPR.

Handbooks do not have an expiration date and are valid until superseded by a 

revised edition or removed by FGIS
FGIS Directive 3010.2 September 1, 2018

Page 4

b. Directive.  Permanent issuances that are in force until canceld.  Direct

are used to issue delegations of authority, basic policies and operating instructions

Directives provide detailed instructions and procedures for performing various 

analyses and inspection functions on grain and commodities that may not have 

established standards (e.g., millet, mustard seed, rapeseed, popcorn, et

Directives are often issued to address a specific immediate need for testing 

program (e.g., StarLink testing) or provide an analysis for a specific weed seed 

such as Ragweed, Canadian Thistle, or Cottonseed in export shipments. A

replacements highlights section is required for all directives (the only time there 

is no replacement highlight section is when you are creating a new directive)

Directives differ from Handbooks by limiting the scope of policy or procedure to 

one specific topic or address a topic for which no handbook is applicable. There is 

no expiration date for directives and information from directives may be included in 

handbook(s) at a later date. The OPR determines when a new directive number is

required and submits a request for an assigned number to the editor

c. Notices  Temporary, one-time issuances that normally address a single subjec

or action, establish short-term programs or interim procedures. Program notices

normally have a 1 year retention period, unless the OPR authorizes an extended 

retention period. The information contained in the notice may be incorporated into

the appropriate Directive or Handbook. Program notices must be retained until

cancelled. Documentation stated in expired notices may be used to address future

situations. The OPR determines when a notice is required and submits a request

for an assigned number to the editor

7. INFORMAL ISSUANCES

a. Board of Appeals and Review (BAR) Questions and Answer.  Temporary or areaspecific questions that deal with interpretive grading issues in order to ensu

inspectors align with the BAR

b. Policy Bulletin Board Mem.  Temporary, one-time issuances that normally addr

application of an existing policy to a specific set of circumstances that must be 

retained until cancelled. Policy Bulletin Board memos are memorandums directed

at official personnel (only) for the purpose of providing supplemental information 

to an existing instruction, transmitting policy or requirements for FGIS programs, 

or establishing new or revised inspection, weighing, and certification procedures. 

Policy Bulletin Board memos can be short or long term. Policy stated in the

memos may be incorporated into the appropriate handbooks or directives as they 

are revised. The OPR determines when a policy bulletin is required and submits a

request for a new number to the editor

c. Division specific information tools which may only reiterate existing policy NOT

create new policy
FGIS Directive 3010.2 September 1, 2018

Page 5

(1) E-Mail

(2) Website updates

(3) Alternative communication tools

8. POLICY

It is FGIS policy to:

a. Maximize efficiency and accuracy while producing PPG in a timely manner. 

b. Ensure that all PPG produced is formatted to the USDA-approved form

c Ensure that all PPG issued is reviewed by all functions within FGIS

d. Advise all stakeholders with the most current and relevant information availab

7. RESPONSIBILITIES

a. EMT wil

(1) Conduct annual reviews of all existing PPG due for modification or creation, 

with notification of timelines to stakeholders for input.

(2) Assign appropriate divisional resources for PPG development and

maintenance

(3) Prioritize PPG work load and designate the OPR

(4) Identify and assign subject matter experts within Divisions to assist OPR.

(5) Approve all PPG requiring formal clearance

Note: Directives, Handbooks, and Notices require formal clearance for 

substantive changes.

b. OPR wil

(1) Ensure that all PPG developed and maintained conforms to FGIS’ PPG

Development and Issuance Process as outlined (Attachment 1)

(2) Provide a list of all PPG to be developed and/or maintained on an annual

basis to the EMT

(3) Advise EMT of non-substantive changes needed (e.g., defunct organization

staffing changes, non-content related edits).
FGIS Directive 3010.2 September 1, 2018

Page 6

(4) Identify whether PPG should be formal or informal

(5) Recommend subject matter experts from other Divisions to assist with 

issuance of PPG

(6) Coordinate the PPG kickoff meeting and complete the kickoff checklist 

(Attachment 2) with the appropriate work group of subject matter experts.

(7) Draft and track all document changes and notate on the clearance sheet 

concurrence or changes requested by division

(a) Print out and proof read document. Ensure proof reading by at least on

Agency employee not affiliated with the document working group.

(b) When deemed necessary by OPR, provide stakeholders a draft copy 

of the document to comment on and review. Establish a due date for the

retrieval of comments

(8) Obtain document issuance number from FGIS Editor

(9) Ensure that PPG is reviewed by OPR Division Director ensuring developmental

staff work is completed. 

(10) Forward drafted document, clearance sheet (Attachment 6), and any other

notes to the FGIS Editor. Before sending, ensure the document is in

accordance with the kickoff checklist (Attachment 2), document template 

(Attachment 3 or 4), and style sheet (Attachment 5)

(11) Inform the FGIS Editor where the document is to be located and what files 

must be updated or removed

(12) Arrange an advisory briefing for the Office of the Deputy Administrator.

(13) Approve final document before posting to the web.

(14) Reviewing issuances annually

(15) Determine when a notice is required and submits a request for an assigned 

number to the editor

c. FGIS Editor wil

(1) Assign program notice numbers, policy bulletin numbers, and new directive

numbers when requested by the OPR

(2) Route document to FGIS director’s approval for clearance once document is

received from the OPR
FGIS Directive 3010.2 September 1, 2018

Page 7

(3) Forward the changes to the OPR for concurrence

(4) Format final document in department approved formatting for the website if no 

changes from the directors

(5) Route document back to OPR director if edits were received from directors

(6) Ensure document complies with section 508 of the Rehabilitation Act of 1973

(7) Route document to the Webmaster for final posting final.

(8) Notify all stakeholders of final document by way of email.

(9) Send back document to OPR if it does not follow the guidelines

(10) Review issuances quarterly and notify OPR when documents have expired

for guidance

d. Webmaster wil

(1) Post document to the web

(2) Ensure the issue date, OPR, and title of the document are reflected on the 

website

(3) Remove expired or outdated issuances from the web once notified by Editor

or Division Director

8. INQUIRIES

Direct inquiries regarding this Directive to Policies, Procedures, and Market Analysis 

Branch at 202-720-0228
FGIS Directive 3010.2

Process Flowchart

September 1, 2018

Page 8

Attachment 1: Process Flowchart

Triggering Event/

Maintenance occurs in 

the Office of Primary 

Responsibility (OPR)

OPR meets with EMT 

for assignment of 

properties resources, staff 

nominations, and medium

Edits?

Formal Informal

OPR issues email, web site 

update, or alternative form of 

communication

OPR schedules kickoff meeting with the 

document-working group, 

nominated staff from 

EMT

Perform Impact 

Analysis

Document working 

group drafts documents 

with tracked changes 

in SharePoint. Notates

changes on clearance 

sheet

Yes

Edits?

Edits?

No

Documents reviewed by 

OPR Division DIrector

OPR forwards to FGIS 

Editor

FGIS Editor Routes 

documents to EMT for 

clearance

OPR Division Director 

reviews edits from EMT

FGIS Editor documents 

in department approved 

formatting and forwards to 

OPR Director

OPR arranges pre-release 

briefing for the Deputy 

Administrator

FGIS Editor notifies all 

stakeholders by way of email 

and sends to the Webmaster 

for posting to the web

OPR Director approves 

issuance
FGIS Directive 3010.2

Document Kickoff Checklist

September 1, 2018

Page 9

Attachment 2: Document Kickoff Checklist

Pre-work (OPR)

Kickoff meeting date

Why is this document being implemented?

What is the triggering event?

Who is the lead author?

What type of document is being drafted? q Handbook 

q Directive

q Program Notice 

q Other: 

Is the document internal or external? q Internal

q External

What is the targeted completion date?

Does the document require formal clearance? q Yes

q No

If so, from whom is concurrence needed?

Does the document require publication in the 

Federal Register?

q Yes

q No

Is this a new document or a revision to a 

current document?

q New

q Revision (identify document number)

Which division is responsible for the 

document?

q FMD

q TSD

q DIIA

q QACD

q ODA

q Other:

Does this document represent a change or 

update current policy?

Kickoff Meeting (1st meeting with Team 

Members)

Identify if this is a major policy change or an 

issuance.

q Major policy change

q Issuance

Determine if there are specific impacts. If yes, 

provide an impact analysis. Task team members 

to identify impacts to their program area. 

Discuss at next meeting?

q Yes

q No

What are the changes?

Who requested the changes?

Which other divisions will be affected by the 

final document?

q FMD

q TSD

q DIIA

q QACD

q ODA

q Other:
FGIS Directive 3010.2

Document Kickoff Checklist

September 1, 2018

Page 10

Attachment 2: Document Kickoff Checklist Continued

Identify other divisons, branches, or personnel 

that should be sought for input.

What is the target start date for requesting 

feedback?

Determine SharPoint Feedback Collection 

Workflow.

q Allow feedback only

q Allow feedback and track changes

(collaborated version)

Impact Analysis (2nd meeting with Team 

Members)

Who does this document impact? q Consumers

q Customers/Elevators

q Official Agencies

q FGIS Online

q License Inspector

q Agriculture Commodity Technician

Why are the changes needed?

Prepare bulleted list to show impact. (Include 

documents such as handbooks and directives, 

FGISOnline changes, etc.)

What other stakeholders might have an interest 

in the policy presented in this document?

What are the negative effects of the changes?
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 11

Attachment 3: Document Format Templet for Drafting Issuances

TITLE OF DIRECTIVE OR CHAPTER

1. PURPOSE

2. REPLACEMENT HIGHLIGHTS (the only time there is no replacement

highlight section is when you are creating a new directive) 

3. BACKGROUND

4. XXXX

5. POLICY

6. RESPONSIBILITES

7. INQUIRIES

Text aligns under the indent level (0.5” per level

a. XXXX. 

b. XXXX. 

 

(1) XXX

(2) XXX

(a) XXX

(b) XXX

1 XXX

2 XXX 

a XXX

b XXX

Only use sublevels for more than one (e.g., no 1 without 

If a document is more than 5 pages it requires a table of contents

Formatting:

Arial

12 POINT BOLD ALL CAPS FOR TOP LEVEL

12 point for document body 

Subheadings Underlined with Principle Words Capitalized and Followed by Period

Note: Bold all text with the first letter capitalized “Note”

Caution: Bold all text with the first letter capitalized and underlined “Caution”

9 point for tables

8 point for footnotes

Double space between paragraphs and numbered/bulleted points
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 12

Attachment 4: Document Format Template for Drafting Handbooks

Cover Page. The handbook cover page will appear as shown.

Foreword Page. Outlines txhe kind of information the handbook contains, who the 

information pertains to, and under what authority these guidelines exist.

Handbook Table of Contents. Will list chapter numbers and titles in numeric order.

Chapter Table of Contents. Will list the section numbers and titles by page number. 

The chapter contents will also list the tables, figures, and charts that are within the 

chapter and the correlating page number.

Revision History. All revisions are listed as last chapter of the handbook.

List of Possible Section Headings:

1. PURPOSE

2. BACKGROUND

3. DEFINITIONS / ABBREVIATIONS

4. XXXX

5. XXXX

6. POLICY

7. RESPONSIBILITES

8. INQUIRIES

Text aligns under the indent level (0.5” per level) 

#.# CHAPTER AND SECTION IN BOLD AND CAPS (e.g.,1.5 for Chapter 1 Section 5)

a. XXX

b. XXX

(1) XXX

(2) XXX

(a) XXX

(b) XXX
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 13

1 XXX

2 XXX

a XXX

b XXX

Only use sublevels for more than one (e.g., no 1 without 2

If a document is more than 5 pages it requires a table of contents

Formatting:

Arial

12 POINT BOLD ALL CAPS FOR TOP LEVEL

12 point for document body

Subheadings Underlined with Principle Words Capitalized and Followed by Period

Note: Bold all text with the first letter capitalized “Note”

Caution: Bold all text with the first letter capitalized and underlined “Caution”

9 point for tables

8 point for footnotes

Double space between paragraphs and numbered/bulleted points
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 14

Attachment 5: Style Sheet

General Style:

Use cover sheets for all Handbooks

List revisions, with most recent first.

If not on this sheet, consult Government Printing Office (GPO) Style Manual

Use the serial comma (i.e., a, b, and 

Subheading and definitions underlined with principle words capitalized and followed by 

period

Double space between paragraphs and numbered/bulleted points

Acronyms:

Use all caps for acronyms

Completely write out the first time with acronym in parenthesis.

Use abbreviation/acronym remainder of document

Inspection Service (FGIS)

Technology and Science Division (TSD) Field Management Division (FMD)

Department Initiatives and International Affairs (DIIA) Quality Assurance and 

Compliance Division (QACD)

Standard word abbreviations can also be found in the GPO Style Manual. Diverter-type

mechanical sampler (D/T)

Fiscal Year (FY)

Italicize when referring to a specific directive.

Capitalization:

Capitalize the first letter in proper names, titles, and headings.

Do NOT capitalize common nouns (e.g., federa

Uniformity with capitalization for grains, classes, and subclasses. When referring to

grain generically it is NOT capitalized

When referring to specific classes and subclasses use the following as examples: 

Yellow corn, Yellow soybeans, Soft Red Winter wheat, and Dark Northern Spring 

wheat. CuSu

Capitalize Field Office when referring to a specific office.

Capitalize the word “State” when referring to one of the U.S. Stat

Capitalize all job titles.

Dates:

Month, day, and year should be written as (e.g, January 5, 2016)  A comma goes afte

the year unless it is at the end of a sentence

When referring to a continuous period of two years or more, write as 2000-2009

For nonconsecutive years use a comma for two years listed together 2004, 2008

Do not use th, rd, or nd after a date

Names of months followed by the day, or day and year, are abbreviated in footnotes, 

tables, leader work, side notes, and in bibliographies. May, June and July are always

spelled out
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 15

Jan Apr Oct

Feb Aug Nov

Mar Sept Dec

Spell out days of the week, unless it is for a narrow list in a table

Fiscal year 2016 (FY16)

Hyphens:

When compound adjectives are used they must be hyphenated.

Numerals:

Use Arabic numerals for all numbers

Use commas when numbering four or more digits

Use a leading zero before decimals (0.5

When one number modifies another, write out the first number. “Two 15 minute breaks a

day are allowed.” Only exception for Arabic numeral

Always spell out percent except when using in a chart

Punctuation:

Place the apostrophe after the possessive form of words that end with an “S” sound 

(e.g., Jones

Use a double justified word space after periods. This applies to all types of composition. 

Place punctuation inside quotation marks and outside parentheses, unless the 

parentheses include a full sentence

Vertical Lists:

Bullet points should be used for lists

Bulleted lists must have at least three items and should not have more than six

Capitalize the first letter of each item.

Only put a period at the end if it is a complete sentence

Use parallel wording for lists

• Providing

• Managing

• Networking

Use numerical lists for step by step instruction: 

1. I put my socks o

2. I put my shoes o

3. I adjust the tongue of my shoe.

Miscellaneous Words or Topics:
FGIS Directive 3010.2

Document Outline Format

September 1, 2018

Page 16

Use checkload, checktest, and checkweigh (not check-test or check test) 

“The Act” (context) or “the USGSA” or “the AMA”

Use deoxynivalenol or DON, not vomitoxin

e.g. shows an example, i.e. clarifies. Place both in parentheses and followed by a

comma (i.e., like thi

TABLES/CHARTS/FIGURES:

Label each with chapter number then TABLES, CHARTS, or FIGURES number

TABLES/CHARTS titles are located at the top of TABLE/CHART centered in all caps

Example: Chapter 1 TABLE 1

1.1- Infested Cor

FIGURE titles are located at the bottom of the FIGURE centered in all caps

Chapter/Table/Figure/Chart

Text describing a specific chapter, table figure, or chart must begin with a capitalized 

first letter. 

Attachment 1: Title of Attachment (capitalizing first letter of each significant word) 

When referring to VRI Links

Reference as show below:

Visual Aid: Name of VRI (VRI number)

Example:

Visual Aid: Wild Buckwheat or Similar Seeds (VRI OF-27.0

The underlined portion should be the link to the VRI
FGIS Directive 3010.2

Directive Clearance Sheet

September 1, 2018

Page 17

Attachment 6: Directive Clearance Sheet

DOCUMENT CLEARANCE AND APPROVAL

DATE

ORIG.

Originator:

TITLE: 

SUMMARY OF CHANGE(S) OR REMARK(S): 

REASON(S) FOR CHANGE(S): 

INTERNAL TEAM PARTICIPANTS: 

CONCURANCE VOTE OPTION:

Outstanding Issues: