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APPENDIX D: Guidance on Preparing and Submitting Federal Register Documents OSWER Directive 9650.15 Procedures and Requirements for Codification of Approved State UST Programs September 1994

APPENDIX D

GUIDANCE ON PREPARING AND SUBMITTING
FEDERAL REGISTER DOCUMENTS

This appendix provides guidance on publishing a document in the Federal Register. In addition, the appendix contains model Federal Register notices for State program approval. These models have been prepared in Federal Register format for your convenience.

In preparing a document for publication in the Federal Register, the author(s) must observe several important formatting and editing specifications. The following sections outline and explain the most important of these document guidelines.

  1. Federal Register Checklist

    Each Federal Register package must include a completed Federal Register checklist. This two-page form consists of "yes" or "no" questions concerning the document's compliance with the following format and content requirements:

    • Billing code information;
    • Headings (e.g., Agency name, CFR Part, subject);
    • Preamble requirements (e.g., summary of proposed action, addresses for public comment, supplementary analysis);
    • Words of issuance;
    • Regulatory text;
    • Signature; and
    • Consecutive page numbers.

    Federal Register must also fulfill the following lay-out specifications:

    • Bond paper or legible photocopy (8-1/2" x 11");
    • Single-sided copies;
    • One-inch margins from top, bottom, and right sides; 1-1/2-inch margin from left side;
    • Double-spaced text;
    • Typed name and title of signing official, in signature;
    • Deliver three originals with ink signatures; the signature may not appear on a page by itself; and
    • Page numbers must be consecutive and appear at the bottom of the page.
    A sample Federal Register checklist is included in this appendix.
  2. Typesetting Request

    This one-page form (EPA Form 2340-15) includes the financial data and the approximate cost of typesetting a document submitted for publication in the Federal Register. The Management Division Director may require certain signatures on this form. Data on the following items are also required:

    • Title of rule;
    • Number of manuscript page;
    • Number of columns;
    • Estimated cost; and
    • Financial data.
    The approximate cost is $125.00 per column and $375.00 per page in the Federal Register. A sample typesetting request form is included in this appendix along with instructions for completing the form.
  3. Expedited Printing Request

    If a document must be published promptly in order to meet statutory deadlines, the author(s) may submit an expedited printing request. This form is a letter requesting publication of the document at the earliest possible date or prior to a certain date, and must also justify the reason for the request. The workgroup chairman should submit the letter to the Director of the Executive Agencies Division at the Office of the Federal Register (Attn: Martha Girard; The Office of the Federal Register; National Archives and Records Services, GSA; Washington, D.C. 20408; (202) 523-5240).


OSWER Directive 9650.15

FEDERAL REGISTER CHECKLIST FOR NOTICES, PROPOSED AND FINAL RULE DOCUMENTS

[Attach to all documents that are to be published in the Federal Register. Only complete the section that applies to the document to be published. All of these questions can be answered through the Federal Register Document Drafting Handbook (DDH) ].

SECTION ONE: NOTICE DOCUMENTS

(This section applies to Notice of public hearings, meetings and/or workshops, Correction Notices, Notices extending comment periods, and Notices of Availability)

Yes       No

  1. Is your document classified correctly? If it is rule related, or a technical amendment it may be considered a proposed or final rule. (DDH 5-7)
  2. Does your document include the required preamble elements (optional for notices): Agency Action; Summary; Dates; Addresses; For Further Information Contact; Supplementary Information? (DDH 51-55)
  3. Does your summary answer the three required questions: What you're doing, Why you're doing it, and the Intended Effect of your action? (DDH 53)
  4. Is the signer's name and title printed below the signature? (DDH 61)
  5. Are the pages numbered consecutively?
  6. Are the copies sharp, clear, and legible, especially illustrations?
  7. Are you submitting the original plus 3 copies? Do your copies match? (DDH 62)

SIGNED ________________


OSWER Directive 9650.15

SECTION TWO: PROPOSED AND FINAL RULES

Yes        No

  1. Does your document include the required preamble elements: AGENCY, ACTION; SUMMARY, DATES, ADDRESSES, FOR FURTHER INFORMATION CONTACT, SUPPLEMENTARY INFORMATION? (DDH 12-18)
  2. Does your Summary answer the three required questions: What you're doing, Why you're doing it, and the Intended Effect of your action? (DDH 14)
  3. Have you included your List of Subjects (Thesaurus Terms) at the end of Supplementary Information? (DDH 18)
  4. Is your Amendatory language clear and correctly worded? (DDH 25-26)
  5. Is your Authority Citation your first amendment? (DDH 19)
  6. Did you use the most recent version of the CFR and LSA? (DDH 26)
  7. Have you included the Table of Contents for each entire CFR part or subpart that you are adding or amending? Do headings in the regulatory text match those in the table of contents? (DDH 36)
  8. Are all CFR paragraphs given a letter or number in correct sequence? (a), (1), (i), (A) (DDH 30)
  9. Is text of regulation displayed correctly (include all section headings, and place the asterisks appropriately? (DDH 30)
  10. Are the pages numbered consecutively?
  11. Are your copies sharp, clear, and legible, especially illustrations?
  12. Is there a new OMB control number? If so, is it mentioned in the amendatory language and set out correctly? (DDH 36)
  13. Is the signer's name and title printed below the signature? (DDH 61)
  14. Are you preparing a proposed and final rule? They cannot be prepared in the same document; they must be separate documents. (DDH 7)
  15. Are you submitting the original plus 3 copies? Do your copies match? (DDH 62)

SIGNED ________________


OSWER Directive 9650.15

TYPESETTING REQUEST FORM

Item 1 - Fill in the title of the Federal Register submission.

Item 2 - Include the type of submission (e.g., proposed rule, final rule).

Item 3 - Obtain number from the Agency Printing Officer. The number is supplied by the Government Printing Office.

Item 4 - To be completed by the Office of the Federal Register.

Item 5 - To be completed by the Office of the Federal Register.

Item 6 - To be completed by the Office of the Federal Register.

Item 7 - Fill in the number of pages of your regulatory document.

Item 8 - To estimate the columns: two pages of double spaced text yields one Federal Register column.

Item 9 - To estimate the cost: $125.00 per Federal Register column; $375.00 per Federal Register page; A table or graph is considered as one page.

Item 10 - Financial data should be supplied by the committment clerk in OUST. This data must include the document control number; the account code; the object class code; and the dollar amount.

Item 11 - The program manger's signature.

Item 12 - The Federal Register designee's signature. The Federal Register designee is located in the Office of the Assistant Administrator for OSWER.

Item 13 - The commitment clerk for OUST (or the committment clerk for the office paying for the publication) should sign here.

OSWER Requirements: The Office Director and the Assistant Administrator are also required to sign all Federal Register typesetting requests.


FEDERAL REGISTER TYPESETTING REQUEST


EPA FORM 2340-1
PUBLICATION REVIEW RECORD AND PRINTING REQUEST

This form has been replaced by EPA Form 2200-9

Guidance For Completing EPA Form 2200-9

This form serves three functions: (1) ordering printing for all EPA publications and other printed items; (2) ordering distribution services for all publications, software, videos, and audiovisual packages; and (3) to ensure that all public-information products--including software, videos, exhibits, posters, etc.--are listed in Agency catalogs and databases as appropriate. This form replaces EPA forms 2340-1 and 2200-5. For most publications, all unshaded blocks should be completed (shaded blocks will be completed by the units processing the form.) If all copies of the product are to be returned to the originator, so indicate in block 29 and do not fill in blocks 25 and 28. for non-print products, leave blocks 15 through 23 empty. If a product is exempt from the inventory system (see qualifications below) then blocks 9 through 12 and block 37 may be ignored. The qualifications for exemption to the inventory system are: (a) printing runs of less than 1000 copies; (b) items that will be out-of-date within six months; (c) Federal Register notices; (d) press releases from an authorized public affairs office; (e) Congressional and hearing testimony; (f) documents published by C.E.R.I.; (g) internal correspondence, memoranda, and audiovisual aids; and (h) products from the Office of Inspector General. Claims for exemptions under these qualifications should be made in block 38.

What Goes in Each Block

1. Numbers for all EPA products are assigned by the EPA Publications and Information Center in Cincinnati. Call 513-569-7980.

4. The desired date for completion of distribution/mailing.

5. Use one of the following format terms. "Flyer" (a single sheet of paper with type placed without regard for any folds), "Leaflet" (a single, folded sheet with type placed in columns between the folds, "Pamphlet" (two or more bound-usually stapled-sheets without a separate cover), "Booklet" (any number of bound sheets with a cover made of paper different in weight, finish, or color from the inside pages), "Poster" (a single sheet intended for wall-mounting or similar public display), "Slides" (sets of mounted 35mm transparencies, with or without scripts and soundtracks), "Vu-Graphs" (sets of overhead transparencies), "Videotape" (used for tapes alone and for packages that include videotapes), "Audiotape" (may or may not be accompanied by a script or publication), "Film" (movies), "CD-ROM" (Compact Disk-Read Only Memory), "CD-I" (Interactive Compact Disk), "Microfilm", "Microfiche", "Floppy Disk", or "Exhibit". If none of these terms seems to fit, call 260-6663 for assistance.

6. For publications, length equals the number of pages. For tapes and film, length is time. for transparencies and microfilm/fiche this is number in package. For computer disks, give length in bytes. For exhibits, give width and depth.

9. The box(es) checked under source will tell your potential audience where to obtain your product. If your source isn't listed, give details in item 38.

10. Describe the intended audience in terms of educational level (i.e., children, average citizen, ore college graduate), degree of subject knowledge (i.e. none, general, or skilled), and involvement (i.e. business/financial, special-interest group, governmental, or personal).

11. Describe the product in a concise paragraph using full sentences that clearly give a catalog reader enough information to decide whether to order or seek out the product.

12. four to six terms to help categorize the product.

13. for publications, size is the dimensions of the folded product. For leaflets, size typically will be 4" x 9". Pamphlets and booklets may be 4" x 9", 5-5/8" x 8-3/4", or 8-1/2" x 11". For videotapes, size is type: VHS, 3/4", 1", etc. For audiotapes size means cassette, reel, etc. For film: 16mm, 8mm, etc. for computer disks: 3-1/2" or 5-1/4". For an exhibit, size is either table-top or free-standing.

14. Number of individual units to be produced. For exhibits, indicate expected number of showings per year and useful life in years.

15 "Camera Copy" refers to the quantity of physically separate boards or pages of mechanicals. "Other" may include photographs or illustrations not attached to the mechanicals.

16. Do not include the color of the paper stock. For example, black ink on blue paper is a one-color process. If color photos are to be printed naturally, write "four-color" or "full-color".

17. Give the weight, color, and grade of the text paper and, if different, of the cover stock. "Weight" is a measure of paper's thickness or density expressed as the weight of 500 sheets. (Note: Since cover stock is manufactured in smaller sheets than text stock, 50-lb cover paper is thicker than 50-lb text paper.) The typical leaflet is printed on 40-lb, offset. If using in-house printing, simply specify "bond". The typical booklet cover is 50-lb vellum. Available Paper "colors" are limited by GPA specifications and contracts and exact matches are often impossible. Therefore, if an exact color is desired as a backdrop to a title, it must be ordered as an ink color painted over white paper. Otherwise, keep the orders simple, such as "light-blue". Paper "grade" is an indication of a paper's strength and finish (i.e., offset or vellum). A typical entry might be: "60lb/white/offset."

18. "Blue lines" are prints (blue color on white) made from the prepared negatives that can be returned run the printing plant for your inspection. "Chromal"(a.k.a. "Colorkeys") can be prepared to show an approximation of the color saturation and balance of photographs as they will be printed. "Press Inspections" require your presence at the printing plant when the first sheets come off the presses. Any of these steps might affect the time and cost to print.

19. The items under "Run" are not exclusive; check as many as apply. "Head-to-head" means both sides of the page are oriented in the same direction (as in almost all publications).

20. Stitching uses staples, either twice along the left edge ("side stitch"), once in the upper left ("corner stitch") or through the middle fold ("saddle stitch"). Thick publications are often "perfect bound" on the edge with glue.

21. Punches are self-explanatory. Perforations/scores must be carefully explained in block 38 or on a separate sheet.

22. For estimated cost, consult with Printing Management. No cost if job is printed in-house without overtime.

23. Overtime can as much as triple the printing cost.

28. If labels will be delivered separately, give source's name and telephone number.

29. Should account for all units (from #14) not listed in #28.

34 & 35. Funding information is not needed if the job will be printed in-house. Mailing is funded through a separate, charge-back system.

36. The Product Review Officer (PRO) is the person in each program/regional office who has been designated by the AA/RA to handle the EPA Product-Review process. By signing in this space, the PRO is certifying that the following are true:

Except for exempt cases (see first paragraph) this form (not the product) shall be sent by the Product Review Officer to the Publication Review Coordinator for signature prior to production. To speed the printing process, the PRC may establish a system that allows regional Printing Control Officers to accept this form from non-HQ PROs without PRC's signature.

[ Directive 9650.15 ]

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