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Communication Product Standards Stylebook

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Communication Product Standards Stylebook Communication Product Standards STYLEBOOK This manual provides standards that are in accordance with the EPA Product Review system, the Government Printing Office and the Joint Committee on Printing. The writing portion of this manual follows the AP (Associated Press) Style Guide. This manual complies with Section 508 of the Rehabilitation Act - all media are to be made available in accessible formats for individuals with disabilities at www.epa.gov/productreview. For more information about this guide and EPA communications please contact the Office of Public Affairs. 2 Product Standards l STYLEBOOK Communication Product Standards Table of Contents Introduction .............................................................................................. 7 Checklist for Product Development ............................................................ 10 Writing Guide Introduction ............................................................................................ 17 What is the EPA Writing Style? ...................................................................17 Spelling - One word or Two? ......................................................................20 Titles ......................................................................................................21 Writing for Kids ........................................................................................21 Words and Structure ...............................................................................22 Punctuation Pointers .................................................................................24 Grammar Guides .......................................................................................25 Structure and Style Recommendations ......................................................27 How to Structure Communications ........................................................... 28 More Elements of Style ............................................................................30 Process Suggestions ................................................................................31 The Substance of Style .......................................................................... 32 Logo Guide A Couple of Preliminary Ideas About Logos................................................. 39 Ethics and EPA Logo Usage .......................................................................39 Other Rules and Orders ............................................................................40 Basic Elements ........................................................................................41 EPA Logo Policies .....................................................................................45 Touchpoints .............................................................................................46 EPA Logo Classifications............................................................................48 Graphics Guide Overview/General Guidelines ......................................................................57 Color Printing vs. Black and White .............................................................58 Requirements and Printing Regulations ......................................................59 EPA Policy Regarding Paper Stocks ............................................................62 Paper Savings and Paper Sizes ..................................................................62 Use of Government Bankcard for Printing and Photocopying .........................62 In-House Copy Center Duplication .............................................................63 Peer Review .............................................................................................63 Anchor Elements ......................................................................................63 Types of Communication Materials .............................................................68 Processes and Forms for Print Publishing ...................................................76 Technical Guidelines for Print Publishing ....................................................80 Key Printing Questions ..............................................................................84 Top 10 Things You Can do to Create Better Printed Documents .....................85 Authorities and Legal Information Guide Production .............................................................................................. 93 Authority and Sources of Information ..........................................................93 Copyright and Trademark Laws ...................................................................93 The Nature of Copyright ...........................................................................93 Government Works ....................................................................................94 Works of Recipients of Assistance Agreements and Contractors .....................94 Joint Works of EPA and Non-EPA Employees .............................................. 95 Use of Copyrighted Materials .....................................................................95 4 Product Standards l STYLEBOOK Table of Contents Fair Use Doctrine ......................................................................................97 Computer Software and Data .....................................................................97 Children’s Privacy .....................................................................................97 Additional Information ..............................................................................97 Authorities: Internal and External ............................................................ 100 Training and Education Guide ..................................................................103 Who’s Who and Networking in EPA ...........................................................109 Appendices A: Bibliography and Sources for this Manual .............................................115 B: Glossaries ..........................................................................................118 Product Standards l STYLEBOOK 5 6 Product Standards l STYLEBOOK EPA Communications Stylebook Introduction This stylebook is intended to help you, U.S. Environmental Protection Agency (EPA) staff, to prepare and review Agency communications. Our main focus is to guide the style, format and presentation of EPA’s content and communications. The EPA Stylebook provides guidance for most media, including print documents, audiovisual, broadcast, presentation and exhibit work. It does not directly address news media, such as news releases. Consult separate guides about correspondence and Web design at http://yosemite.epa.gov/oei/webguide.nsf/standards-guidance. We also provide several templates and samples, reference documents, copyright requirements and information on training courses, as well as information about publishing software, the general form of a publication, required forms and processes. This stylebook outlines basic standards and some detailed guidance to help you create high-quality communications, notably including standards for the creation and use of logos. The 2008 edition represents the first major update of EPA style and formatting in many years. This edition is a basic set of standards and guidelines, which periodically will be updated to keep pace with changes in conventions and technology. Background In early 2008, EPA’s Deputy Administrator directed that an Agency-wide workgroup be formed to: (1) examine Agency procedure and policy to develop a consistent approach to creating and producing communications; (2) determine if the need for EPA to speak with one clear, consistent voice could be enhanced in visual and written public communications across the board and through the diverse range of EPA activities and diverse range of audiences with whom we communicate; and (3) suggest and implement recommendations based upon that examination and determination. Coordinated by EPA’s Office of Public Affairs, the committee included representatives from nearly every major program and region across the Agency. Our recommendations can be summarized as an effort to achieve the three workgroup goals through the creation of this stylebook. This book provides a uniform set of standards, so you do not need to revisit basic considerations with every new project. With basic considerations a given, you can direct your attention to more creative and focused aspects of your work. We did our best to follow our own rules. This stylebook is written in plain language. Much of the stylebook’s contents relate to EPA and Government Printing Office (GPO) policy and must be followed as rules. Other contents of the stylebook are simply suggestions for you, fellow Agency communicators, to follow to create stronger communication materials. Adhering to this stylebook’s criteria for basic design and writing will help you: (1) move more readily to decisions about substantive content, audience and media targeting and effective/creative presentation; (2) reduce the need for more costly outside services by increasing in-house efficiency; (3) standardize formats and sizes of products; (4) economize on graphics and printing costs; and (5) reduce waste and redundancy through common, centralized procedures. Product Standards l STYLEBOOK 7 Inclusions and Exceptions The standards, practices and guidelines in the stylebook are directly applicable to the design and writing of: Audiovisual, video and motion picture presentations Handbooks and manuals
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