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Reference Guide

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Reference Guide CRG COMMUNICATION REFERENCE GUIDE Turner-Fairbank Highway Research Center R&D FOREWORD The Turner-Fairbank Highway Research Center R&D Communication Reference Guide (CRG) provides you with tools, techniques, and timelines for effectively planning, scheduling, and producing your communication products, which include print materials, electronic information, and technology. The CRG will be posted on the Internet at the Federal Highway Administration’s (FHWA) research website: www.fhwa.dot.gov/research. This document replaces previous versions of the Quick Reference Guide. This guide will be useful to FHWA researchers, contract office representatives, contractors, and support staff who develop research and technology communication products to the standards and regulations referenced in this publication. The CRG is available on the research website (www.fhwa.dot.gov/research). Although this guide is available as a printed version upon request, the most recent and up-to-date version is posted on the research website. Debra S. Elston, Director, Corporate Research, Technology and Innovation Management Notice This document is disseminated under the sponsorship of the U.S. Department of Transportation (USDOT) in the interest of information exchange. The U.S. Government assumes no liability for the use of the information contained in this document. The U.S. Government does not endorse products or manufacturers. Trademarks or manufacturers’ names appear in this report only because they are considered essential to the objective of the document. Quality Assurance Statement The Federal Highway Administration (FHWA) provides high-quality information to serve Government, industry, and the public in a manner that promotes public understanding. Standards and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its information. FHWA periodically reviews quality issues and adjusts its programs and processes to ensure continuous quality improvement. TECHNICAL REPORT DOCUMENTATION PAGE 1. Report No. 2. Government Accession No. 3. Recipient’s Catalog No. FHWA-HRT-15-058 4. Title and Subtitle 5. Report Date Turner-Fairbank Highway Research Center R&D February 2017 Communication Reference Guide 6. Performing Organization Code: 7. Author(s) 8. Performing Organization Report No. Lisa Shuler, Team Director, Innovation Management and Communications Dawn Vanlandingham, Transportation Information Specialist 9. Performing Organization Name and Address 10. Work Unit No. Office of Research, Development, and Technology 11. Contract or Grant No. Federal Highway Administration 6300 Georgetown Pike McLean, VA 22101-2296 12. Sponsoring Agency Name and Address 13. Type of Report and Period Office of Research, Development, and Technology Covered Guidelines Federal Highway Administration 14. Sponsoring Agency 6300 Georgetown Pike Code HRTM-01 McLean, VA 22101-2296 15. Supplementary Notes Reviewed by the Federal Highway Administration Office of Public Affairs 16. Abstract This document presents guidelines for developing, writing, and constructing research and development publications. Federal Highway Administration Office of Research, Development, and Technology employees, researchers, contract office representatives, contractors, and support staff are the main audiences. 17. Key Words 18. Distribution Statement Publication, guidelines, HRTM, report, brochure, No restrictions. This document is available to the communication, marketing public through the National Technical Information Service, Springfield, VA 22161. http://www.ntis.gov 19. Security Classif. (of this report) 20. Security Classif. (of this 21. No. of Pages 22. Price Unclassified page) Unclassified 157 Form DOT F 1700.7 (8-72) Reproduction of completed page authorized. SI* (MODERN METRIC) CONVERSION FACTORS APPROXIMATE CONVERSIONS TO SI UNITS Symbol When You Know Multiply By To Find Symbol LENGTH in inches 25.4 millimeters mm ft feet 0.305 meters m yd yards 0.914 meters m mi miles 1.61 kilometers km AREA in2 square inches 645.2 square millimeters mm2 ft2 square feet 0.093 square meters m2 yd2 square yard 0.836 square meters m2 ac acres 0.405 hectares ha mi2 square miles 2.59 square kilometers km2 VOLUME fl oz fluid ounces 29.57 milliliters mL gal gallons 3.785 liters L ft3 cubic feet 0.028 cubic meters m3 yd3 cubic yards 0.765 cubic meters m3 NOTE: volumes greater than 1000 L shall be shown in m3 MASS oz ounces 28.35 grams g lb pounds 0.454 kilograms kg T short tons (2000 lb) 0.907 megagrams (or "metric ton") Mg (or "t") TEMPERATURE (exact degrees) oF Fahrenheit 5 (F-32)/9 Celsius oC or (F-32)/1.8 ILLUMINATION fc foot-candles 10.76 lux lx fl foot-Lamberts 3.426 candela/m2 cd/m2 FORCE and PRESSURE or STRESS lbf poundforce 4.45 newtons N lbf/in2 poundforce per square inch 6.89 kilopascals kPa APPROXIMATE CONVERSIONS FROM SI UNITS Symbol When You Know Multiply By To Find Symbol LENGTH mm millimeters 0.039 inches in m meters 3.28 feet ft m meters 1.09 yards yd km kilometers 0.621 miles mi AREA mm2 square millimeters 0.0016 square inches in2 m2 square meters 10.764 square feet ft2 m2 square meters 1.195 square yards yd2 ha hectares 2.47 acres ac km2 square kilometers 0.386 square miles mi2 VOLUME mL milliliters 0.034 fluid ounces fl oz L liters 0.264 gallons gal m3 cubic meters 35.314 cubic feet ft3 m3 cubic meters 1.307 cubic yards yd3 MASS g grams 0.035 ounces oz kg kilograms 2.202 pounds lb Mg (or "t") megagrams (or "metric ton") 1.103 short tons (2000 lb) T TEMPERATURE (exact degrees) oC Celsius 1.8C+32 Fahrenheit oF ILLUMINATION lx lux 0.0929 foot-candles fc cd/m2 candela/m2 0.2919 foot-Lamberts fl FORCE and PRESSURE or STRESS N newtons 0.225 poundforce lbf kPa kilopascals 0.145 poundforce per square inch lbf/in2 * SI is the symbol for the International System of Units. Appropriate rounding should be made to comply with Section 4 of ASTM E380. (Revised March 2003) ii TABLE OF CONTENTS CHAPTER 1. INTRODUCTION ................................................................................................ 1 CHAPTER 2. HRTM SERVICE AND SUBMISSION PROCESS.......................................... 3 HRTM SERVICES ................................................................................................................... 3 Identify Your Audience ........................................................................................................ 3 Define Your Message ............................................................................................................ 3 Consider Effective Ways to Reach Your Audience ........................................................... 3 SNAPSHOT OF PUBLICATION WORK SCHEDULE ...................................................... 4 EDITORIAL REVIEW PROCESS ........................................................................................ 6 Responsibility for Corrections ............................................................................................. 7 Expediting the Editing Process ............................................................................................ 7 Printing the Publication ....................................................................................................... 8 Errata Process (i.e., Errors in Printing or Online) ............................................................ 8 CHAPTER 3. POLICIES AFFECTING ALL RD&T PUBLICATIONS ............................. 11 DEFINITION OF PUBLISHING.......................................................................................... 12 ELECTRONIC PUBLISHING OF COMMUNICATION PRODUCTS .......................... 12 SECTION 508 OF THE REHABILITATION ACT ........................................................... 12 ENSURING CONTRACTOR PUBLICATION COMPLIANCE ..................................... 13 CHAPTER 4. GUIDELINES AND STYLES FOR ALL PUBLICATIONS ......................... 15 TWO-COLOR VERSUS FOUR-COLOR PRINT .............................................................. 15 PHOTOS OF NONPUBLIC FIGURES ............................................................................... 15 ELECTRONIC ACCESSIBILITY ....................................................................................... 16 SECTION 508 AND PUBLICATION CONTENT .............................................................. 16 Two Roles: Writer/Content Producer and Website Technical Coder/Programmer ....................................................................................................... 16 HTML Files ......................................................................................................................... 18 How to Write 508 Captions for Nontext Elements........................................................... 18 Format for 508 Captions for Nontext Elements ............................................................... 18 Examples of 508 Captions for Nontext Elements ............................................................. 19 GRAPHICS ............................................................................................................................. 20 COPYRIGHT .......................................................................................................................... 20 Copyright and Works of Federal Employees ................................................................... 20 Copyright Owned by External Source .............................................................................. 21 Required Copyright Format in Publications ...................................................................
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