Communications Reference Guide

FHWA-RD-03-074

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FOREWORD

This Communications 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 (EIT), outreach materials, and events. It also links you with your communications and marketing resources in the Office of Corporate Research, Technology, and Innovation Management Communications and Outreach Team (HRTM). Previously known as the Quick Reference Guide and posted on the Internet at www.tfhrc.gov, this document replaces previous versions of the Quick Reference Guide under the new name, Communications Reference Guide.

This guide will be useful to the Federal Highway Administration (FHWA) Contracting Officer's Technical Representatives (COTR) and their contractors and support staff, who develop research and technology (R&T) communication products to FHWA standards and regulations referenced in this publication. The CRG is available on the Turner-Fairbank Highway Research Center (TFHRC) Web site, www.tfhrc.gov. This guide augments the FHWA Publications and Printing Handbook. Although this guide is available as a printed version upon request, the most recent and up-to-date version is posted on the www.tfhrc.gov Web site.

John W. McCracken
Director, Research, Development, and Technology Services

Notice

This document is disseminated under the sponsorship of the U.S. Department of Transportation in the interest of information exchange. The U.S. Government assumes no liability for the use of the information contained in this document. This report does not constitute a standard, specification, or regulation.

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.

Form DOT F 1700.7 (8-72)

TABLE OF CONTENTS

Chapter 1—Introduction

Chapter 2—HRTM Service and Submission Process

Product Considerations
Office of Public Affairs
Technical Review
HRTM Service Request Form
Print Distribution Form
Product Development and Delivery
The Editing Process

Responsibility for Corrections
Expediting the Editing Process
Standard Proofreading Marks Used in Editorial Reviews

Chapter 3—Policies Affecting All Publications

Electronic Publishing of Communication Products
Section 508 of the Rehabilitation Act
Ensuring Contractor Publication Compliance

Chapter 4—Guidelines and Styles for All Publications

Two-Color Versus Four-Color Print
Choosing the Internet Instead of Print

Print and Web Designs
Internet Newsletters

Section 508 and Publication Content

Publication Writers/Web Content Producers
Web Site Technical Coders/Programmers

508 Caption Requirement

What to Include in 508 Text for Non-Text Elements
Format for 508 Text for Non-Text Elements
Examples of 508 Text for Non-Text Elements

Graphics
Editorial Styles for All Publications

Metric
Punctuation
Numbers and Measurements
Abbreviations
Some Unique GPO Styles

Time and Money Savings

Chapter 5—Preparing A Research Report

Research Reports

Purpose
Audience
Style

Format for Research Reports
Order of Elements in Reports

The Foreword
Type Arrangement and Typefaces
Volume Format
References and Bibliography
Pagination
Table of Contents
Headings
Figures and Tables
Equations and Formulas
Lists
Footnotes

Chapter 6—Other Publications

Booklets

Purpose
Target Audience
Style

Technical Flyers

Purpose of a TechBrief
Purpose of Application/Technical Notes
Purpose of a Product Brief
Audience
Style

Marketing Brochures

Purpose
Audience
Style

Fact Sheets

Purpose
Audience
Style

Chapter 7—Guidelines for Periodicals

Public Roads Magazine

Purpose
Audience
Format and Issue
Circulation
Submission Guidelines
Reviews
Style
Schedule
Key Contact

R&T Transporter Newsletter

Purpose
Audience
Format and Issue
Circulation
Submission Guidelines
Technical Review
Style
Policies
Schedule
Key Contact

Focus Newsletter

Purpose
Audience
Format and Issue
Circulation
Submission Guidelines
Technical Review
Style
Policies
Schedule
Key Contact

Weekly Report to the Secretary

Purpose
Audience
Format
Deadline
Key Contact

Chapter 8—Electronic Publishing

File Formats

Zip Files

Presentations

Technical Review
Style
Policy Implications
Schedule

CD-ROM

Technical Review
Policies Affecting CD-ROM Creation
Style
Schedule

Web Site Publishing

Web Site Requirements
Minimum Requirements for FHWA Web Pages
Technical Review

Chapter 9—Guidelines for Media Relations

Trade Publication Articles
Technical Review
Responding to the Media

Chapter 10—Distributing Your Communication Products

Target Your Audience
Report and TechBrief Mailing Lists
Periodical Mailing Lists
FHWA Internal Distribution
FHWA External Mail Lists
Customized Mailing List
Electronic Database Submissions
Limited Distribution
Records Archives

References

Appendix A—HRTM Service Request Form

Appendix B—Sample of Report Front Cover

Appendix C—Sample Inside Front Cover

Appendix D—Technical Report Documentation Page

Appendix E—Sample Metric Conversion Factors Pages

Appendix F—Sample Table of Contents

Appendix G—Sample List of Figures

Appendix H—Sample List of Tables

Appendix I—Sample Acknowledgments Page

Appendix J—List of Preferred Terminology and Abbreviations

Appendix K—List of Acronyms

Appendix L—Sample Page of a Research Web Report

Appendix M—FHWA Logo

Appendix N—Sample GPO 952 Form

Appendix O—FHWA Multimedia Model Release Form

Appendix P—FHWA Multimedia Child Model Release Form

List of Figures

Figure 1. Unacceptable graphic. Sample of table depicted as part of the graphic
Figure 2. Photo. Sample of separate graphic
Figure 3. Multiple elements. Do not merge multiple elements as one figure
Figure 4. Photo. Correct format 1
Figure 5. Photo. Correct format 2
Figure 6. Chart. Sample of correct chart
Figure 7. Equation. PR subscript LH
Figure 8. Illustration. HRTM service request form
Figure 9. Screen shot. Research report Web page
Figure 10. Illustration. This is the correct two-line version of the FHWA logo
Figure 11. Illustration. This is the correct four-line version of the FHWA logo

List of Tables

Table 1. Editing symbols and their meanings
Table 2. Sample of separate table
Table 3. Correct way to depict table from figure 3
Table 4. Research report—what to submit
Table 5. Booklets, flyers, brochures, and fact sheets—what to submit
Table 6. PowerPoint presentations, movies, videos—what to submit
Table 7. CD-ROM—what to submit
Table 8. Web-only communication products—what to submit
Table 9. FHWA mailing lists
Table 10. Format for customized mailing list

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