Table of Contents

1. What is the purpose of this introduction? This introduction contains information to help you understand the directives system. This new Handbook gives you the policies and procedures for implementing the directives system. It covers areas such as responsibilities, authorities, authorized issuances, and clearance requirements relating to FHWA directives.
    
2. To whom does this Order apply? The provisions of this Handbook apply to all Washington Headquarters elements who originate or use FHWA directives. The offices that originate directives are referred to as Office of Primary Interest (OPI).
    
3. How is agency policy issued? The directives system is the primary means of issuing FHWA policy, instructions, procedures, and requirements.
    
   1. Materials covered. Most written communications and issuances must be issued as directives when the material prescribes or establishes policy, organization, methods, procedures, requirements, guidelines, or delegations of authority or gives information essential to the administration or operation of the FHWA.
       
   2. Materials excluded. The following are examples of written communications and issuances excluded from the directives system:
       

      (1) technical publications and informational publications issued primarily to and for the use of the public,

      (2) interagency agreements and technical reports, except that an interagency agreement may be incorporated into a directive by reference, and

      (3) policy memorandums.

4. What are the objectives of the directives system? The objectives of the directives system are:
    
   1. providing FHWA personnel, State highway officials, metropolitan planning organizations, Governor's Highway Safety Representatives, the public, and other organizations with policy, procedures, and guidelines that are needed, current, complete, in plain language, and readily accessible,
       
   2. classifying approved directives by type and subject classification code for tracking and research purposes,
       
   3. ensuring that only essential guidance is issued and that there is no unnecessary delay in the drafting, coordination, approval, and posting of directives, and
       
   4. providing guidelines and standards for planning, referencing, formatting, writing, coordinating, and maintaining directives.
       
5. How are FHWA directives issued? Shortly after approval, all FHWA directives are posted on the FHWA Directives and Policy Memorandums website. Approved directives are also posted on the FHWA Home Page at What's New. You may also click on Recent Additions to see directives posted during the last several months. FHWA does not print, mail, or store a bulk supply of paper directives.
    
6. How do I know what acronyms and abbreviations to use? You may refer to FHWA Order M 1325.1C, FHWA Correspondence Manual, dated January 3, 1994.

Categories of Directives

1. What is the purpose of this chapter? This chapter defines a directive and lists the categories of directives and discusses when you use each of them, their audience, duration, and purpose.
    
2. What is a directive? A directive is a written communication that establishes policy, organization, methods, procedures, requirements, guidelines, or delegations of authority. It also give you information essential to the administration or operation of the agency. All directives are prepared according to general writing and formatting guidelines in this Handbook. The Directives Control Point (DCP) assigns a subject classification code to all directives to assist you in searching and finding a particular directive.
    
3. What are the different categories of directives?
   1. Notices. Notices are temporary issuances, transmitting one-time or short-term instructions or information, that are expected to remain in effect for a predetermined period of time--not to exceed 1 year. A predetermined expiration date appears on Notices, except when the DCP and the originating office mutually agree that it is not practicable. Each is identified by a subject classification code determined by the DCP. Notices may receive internal distribution only, or may be distributed to States, metropolitan planning organizations, and Governor's Highway Safety Representatives.
       
   2. Orders. Orders are internal directives that contain permanent or long-lasting policy, instructions, and procedures. Each is identified by a subject classification code. When policy, instructions, and procedures are highly detailed and lengthy, the Order will be issued as a Manual or Handbook. They may be organized by volume or part, chapter, section, subsection, and paragraph, as appropriate. They contain tables of contents and may contain indexes.
       
   3. Technical Advisories. Technical Advisories (TAs) contain permanent or long-lasting detailed techniques or technical material that is advisory in nature and is directed toward State highway agencies, Governor's Highway Safety Representatives, or local government jurisdictions, as well as FHWA organizations. TAs must not be used to impose requirements, issue policy, or modify existing directives (other than other TAs). A Technical Advisory is identified by a subject classification code. Though technical in nature, TAs should use plain language principles as much as possible.
       
   4. Joint Interagency Orders and Notices. Joint directives issue policies and procedures for programs that are administered jointly by FHWA and other DOT administrations. Presently, the FHWA, the National Highway Traffic Safety Administration (NHTSA), and the Federal Transit Administration (FTA) issue joint policies, procedures, and information regarding the joint administration of the highway safety and transit programs.
       
   5. Federal-Aid Policy Guide (FAPG). The FAPG documents the FHWA's current policies, regulations, and nonregulatory procedural guidance information related to the Federal-aid Highway Program. A small portion of these materials relates to the agency's Federal Lands Highway Program. The Guide contains the Federal-aid regulations that are published in Title 23 and certain portions of Title 49 in the Code of Federal Regulations, as well as the nonregulatory non-CFR-related guidance material, aimed primarily toward the FHWA field offices.
       

      Use the following table to determine which category of directive to draft.

   IF the purpose of the directive is to issue..	AND the duration is	AND the audience is	THEN draft a.
   instructions or information	temporary or short-term	internal or external	Notice.
   policy, instructions, and procedures	permanent or long-standing	internal	Order.
   detailed techniques or technical material that is advisory in nature	permanent or long-lasting	internal or external	Technical Advisory.
   policies, requirements, or guidance relating to the Federal-aid and certain Federal Lands Programs	permanent	internal or external	FAPG transmittal.
   policies and procedures pertaining to jointly administered programs	permanent	internal or external	Joint Order.
   policies and procedures pertaining to jointly administered programs	temporary	internal or external	Joint Notice.

Authorities and Responsibilities

1. Who approves directives?
    
   1. The Administrator, Deputy Administrator, or Executive Director must approve or issue directives that:

      (1) create or significantly change FHWA missions, objectives, basic organization, or policies, or

      (2) add new delegations of authority, delegate, or change existing delegations of the Administrator's authority.

   2. Core Business Unit (CBU) Program Managers and Service Business Unit (SBU) Directors may approve and issue directives that establish procedures, but do not change policy, and are within the authority specifically delegated to them by the Administrator.
       
   3. Office Directors may approve and issue directives consistent with the authority delegated to them by their respective CBU Program Manager or SBU Director.
       
   4. The Director of Administration may issue FAPG transmittals, provided that: (1) the Office of the Administrator has approved any regulatory materials in the transmittal, and (2) any nonregulatory provisions have been approved at the Washington Headquarters office director level or above.
       
2. What are the directives responsibilities of FHWA officials?
    
   1. CBU Program Managers, SBU Directors, and Office Directors are responsible for ensuring that:

      (1) directives governing their assigned functions and program responsibilities are planned, developed, issued, periodically reviewed, and revised or canceled, as appropriate,

      (2) all directives developed in their organizations meet standards and requirements of the directives system, including plain language.

      Note: All final levels of signature authority must ensure that any proposed directive has been reviewed and cleared by the DCP before signing.

   2. Originating offices are responsible for:

      (1) determining the need for issuing a new directive and revising or canceling an existing directive,

      (2) preparing the proposed or final directive using plain language that is clearly understood by all readers and providing for appropriate clearance/coordination, as well as all related background information,

      (3) avoiding gender-specific language and provisions that have a disproportionate impact on a gender or make distinctions based on gender,

      (4) initiating the development and clearance of required forms, information collections, and recordkeeping requirements, and

      (5) conducting a formal review of each permanent directive following an appropriate period after issuance to determine its effectiveness, and allow no more than 3 years after issuance to judge its current applicability and necessity.

   3. Directives Control Point. The DCP, which is in the Management Programs and Analysis Division of the Office of Information and Management Services, manages the directives system by:

      (1) providing technical assistance in all directives activities, including directives system training as requested or required,

      (2) implementing approved system requirements and standards governing all FHWA directives activities,

      (3) providing both a preliminary and final review of each directive proposed for issuance for: necessity, information collections that require Office of Management and Budget (OMB) clearance, duplication or conflict in policy and procedure, plain language, clarity, format, internal and external clearances, accuracy of references, grammar, style, and syntax,

      (4) arranging for approvals and postings on the FHWA Directives and Policy Memorandums website,

      (5) maintaining the master file for all directives files containing the original of the directive and transmittals, Records of Coordination and Approval form, concurrences, the FHWA internal comments, and the official file copy; arranging the transfer of historical directives files to the Federal Records Center and the National Archives and Records Administration, according to the Records Disposition Schedule,

      (6) maintaining the FHWA Directives Data Base,

      (7) conducting the Annual Directives Review, and

      (8) responding to requests and inquiries from FHWA staff and the public concerning FHWA directives matters.

Clearance Requirements

1. What is the purpose of the clearance process? The purpose of the clearance process is to coordinate viewpoints and identify and resolve differences, procedural conflicts, or duplications before a directive is submitted for final concurrence and approval. Substantive guidance relative to the FHWA clearance process for proposed directives, regulations, and other issuances is provided in FHWA Order 1300.5, FHWA Coordination Guidelines.
    
2. Should directives get priority treatment? Yes. Since delays in clearance can delay action and create unnecessary workloads, the coordinating office provides a deadline for completing the review on the Record of Coordination and Approval, Form DOT F 1321.1. The amount of time provided for review varies with each directive, but normally allows a minimum of 7 calendar days and does not exceed 30 calendar days for field clearances and 15 calendar days for Washington Headquarters clearances.
    
3. What about internal clearances?
   1. Determining necessary clearances. Initiating offices should forward a proposed directive to FHWA offices that are:

      (1) responsible for standards, criteria, or procedures included or referenced in the proposed issuance,

      (2) affected by the proposed issuance, and those required to take action or modify activities as a result of the proposed issuance,

      (3) responsible for programs or activities that would be materially affected, or

      (4) administratively or legally responsible for making a review of the proposed issuance.

   2. Clearing directives

      (1) The Record of Coordination and Approval form is sometimes used to coordinate draft directives within FHWA. Concurrences in the final directive are shown on the official copy.

      (2) All proposed directives are reviewed by the DCP before signature or approval. To minimize the review time, directives in the draft stage should be e-mailed to the DCP for review.

4. What about external clearances?
   1. General

      (1) The external clearance process provides organizations such as OST, other DOT administrations, and other Federal agencies, the opportunity to comment, concur, or both, on an FHWA directive.

      (2) Normally, a directive is circulated within the FHWA to obtain a coordinated FHWA position before external coordination. Originating offices must not make commitments during clearance discussions with external organizations before the establishment of a coordinated FHWA position.

   2. Clearance with the Office of the Secretary. Proposed FHWA directives are cleared with OST before issuance when (1) required by departmental directives or regulations, (2) an issue of special interest to an OST office is involved, or (3) requested by OST.
       
   3. Clearance with DOT modal administrations. Directives issued jointly with or that involve another modal administration are cleared with that administration before issuance.

      (1) NHTSA and FTA. All directives requiring NHTSA or FTA clearance are submitted by the FHWA Executive Secretariat to the NHTSA/FTA Executive Secretariat, and returned via the FHWA Secretariat. As a general rule, every effort should be made to obtain NHTSA/FTA clearance of joint directives developed by FHWA staff, before submission to the Administrator for signature.

      (2) Other administrations. The appropriate clearance with other DOT administrations is based on the subject matter in the proposed issuance.

5. What about information collection requirements?
   1. Some directives may require FHWA to collect information from the public. The Paperwork Reduction Act of 1995 requires OMB approval when a Federal agency imposes information collection requirements (i.e., reporting and recordkeeping) on 10 or more non-Federal respondents, including State and local governments.
       
   2. Agencies cannot begin to collect information until OMB approves the collection, generally for 3 years, and assigns a collection number.
       
   3. The originating office should contact the Management Programs and Analysis Division (HAIM-10) early in the directive development process for advice and assistance in determining the need for OMB clearance, and preparing the required clearance documents. Sufficient lead time should be allowed for the OMB clearance process, which takes approximately 5 months.

External Directives

1. What is the purpose of this chapter? This chapter provides you with procedures for handling external directives within FHWA.
    
2. What are external directives? External directives are any directives or similar material originated and/or issued by any Federal Government agency or office other than the FHWA (for example, DOT Orders, OMB Circulars, GSA Federal Procurement Bulletins, etc.).
    
3. What are the external directives procedures?

   Use the following table to help you through the external directives process.

   Step	Action
   1	All incoming external directives are reviewed by the DCP to determine the appropriate FHWA action office.
   2	DCP sends the external directive to the appropriate action office, immediately followed by an e-mail complete with suspense date, contact information, and a request to confirm that the directive was received and was correctly assigned.
   3	The action office reviews the external directive, indicating action required or not required by e-mailing the DCP.
   4	If the action office disagrees with the assignment of the action, it is noted via e-mail to the DCP. If known, the appropriate action office is identified.
   5	If the action office does not reply by the suspense date, the DCP will follow up via e-mail to check on the status.
   6	DCP follows up on each external directive until any required action is implemented or a determination is made that no action is required.

Developing and Processing a Directive

1. What is the purpose of this chapter? This chapter gives you the procedures for developing and processing a directive.
    
2. How do I develop and process a directive? The following procedures are to be followed by the originating office in developing and processing directives, other than FAPG directives that contain regulatory material. See paragraph 3 for developing and processing procedures for FAPG directives.
    
   1. Initial planning and development? Use the following table to plan and develop a directive.
       

      Step	Action
      1	Determine the absolute need for a directive. Would a policy memorandum or another type of issuance serve the same purpose?
      2	If a directive is absolutely necessary, determine the category of directive, i.e., Order, Notice, or Technical Advisory. You can consult with the DCP if there is a question as to the category of directive.
      3	Prepare the draft directive according to the format and writing standards in this Handbook. You can use this Handbook as your blueprint for your new or revised directive.
      4	Begin clearing proposed forms and recordkeeping requirements with the Management Programs and Analysis Division (HAIM-10).
      5	Coordinate the initial draft directive with the DCP. The DCP reviews the directive for: (a) clear and concise presentation of the subject matter, (b) compliance with the plain language standards, (c) duplication or conflict with other directives, (d) consistency with other directives, such as the delegations of authority in the FHWA Delegations and Organization Manual, FHWA Order M 1100.1A, (e) proper clearance of forms and recordkeeping requirements, (f) correct format, punctuation, grammar, syntax, and style, (g) currency and completeness of cited references, (h) misuse of gender-specific language, and (i) appropriate management concurrence.

      
       
   2. Final draft processing

      (1) Coordinate the draft directive with the appropriate Washington Headquarters elements and field offices, if necessary, and evaluate and retain the comments under the "Background" tab of the package. Coordination at this stage should also include the DCP. Note: Using e-mail at the draft stage and keeping the DCP informed of any changes will speed the review.

      (2) Coordinate the draft directive with external organizations, if necessary, and evaluate and retain the comments under the "Background" tab of the clearance package. It may be necessary to complete the FHWA and external coordinations concurrently.

   3. Final directive

      (1) Using the agency's baseline word processing software, prepare the final directive. Be sure that you use Spell Check, and double-check your directive against the Writing Guidelines.

      (2) Assemble the final directive package.

      (3) Prepare a Summary Sheet for directives requiring signature by the Administrator, Deputy Administrator, Executive Director, or Director of Administration. The Summary Sheet is prepared on plain white paper and no copies are made. It is placed on the inside-left side of the package, over the yellow concurrence tab.

      (4) Obtain final concurrences, and signature if at a level other than HOA.

      (5) Submit the entire final package in paper format and in electronic format (e-mail) to the DCP for final review and processing and forwarding to the signing official. Because of the possibility of a virus on a diskette, only e-mail will be accepted. The DCP final review ensures that the package is complete and that all coordination, format, and other requirements of this Handbook have been met. The directive will not be returned to the OPI after final package submission unless additional preparation is required.

      Notes: The DCP determines the classification code of a directive only after approval.

      Final versions of directives should not be submitted to the Web Team directly from the OPI; they will not be accepted. Only the DCP forwards approved directives to the Web Team for hyper-text markup language (HTML) conversion and posting.

3. How do I develop and process an FAPG directive? The following guidelines are to be followed by the originating office in developing and processing an FAPG directive.
    
   1. Contents of an FAPG issuance

      (1) The draft FAPG issuance will consist of any nonregulatory material, either supplemental to the regulation or nonsupplemental. This nonregulatory guidance is prepared completely separate from the regulatory issuance, by the originating office.

      (2) The final FAPG issuance will consist of a transmittal and one or more of the following:

      (a) a new or revised regulation that has been approved by the OMB and reformatted into the FAPG format;

      (b) a nonregulatory supplement to the regulation; or

      (c) a nonregulatory issuance that does not supplement a 23 CFR or 49 CFR regulation.
   2. Initial planning and development

      (1) Determine the absolute need for the FAPG directive.

      (2) Contact the DCP to discuss plans for developing and processing the FAPG directive.

      (3) Consult with the FHWA Regulations Officer if the proposed FAPG directive will impose new program requirements.

      (4) Begin clearing proposed forms and information collection requirements with the Management Programs and Analysis Division (HAIM-10).

   3. Preparing a draft FAPG directive

      (1) The originating office prepares a draft FAPG directive according to the format and writing standards in this Handbook.

      (2) The originating office coordinates the draft FAPG directive with the DCP throughout the process.

      (3) The originating office coordinates the draft FAPG directive with appropriate Washington Headquarters elements and field offices, if necessary, and evaluates and retains any comments under the "Background" tab of the package.

   4. Final preparation

      (1) Prepare the final FAPG directive. Be sure that you use Spell Check.

      (2) Assemble the FAPG directive for the approving or signing official. Include all related background material, including comments from the draft coordination stage, where applicable.

      (3) Circulate the final FAPG directive within the originating organization for final clearance. The agency's baseline word processing software, and also via e-mail, for final review. Because of the possibility of a computer virus, the DCP does not accept diskettes. The DCP final review ensures that the proposed FAPG directive is correct and meets all guidelines in this Handbook.

   5. Final preparation by the DCP. Following signature by the Office of the Administrator, and issuing the regulatory material as a Final Rule in the Federal Register, this material is reformatted by the DCP and incorporated with any nonregulatory material into an update for issuance in the FAPG.
       
4. Who can sign an FAPG transmittal? The Director of Administration will issue FAPG directives by signing the guide's update transmittals. This signature is subject to the requirements that:
   1. the Office of the Administrator and the OMB have approved any regulatory materials contained in the issuance, and
       
   2. any nonregulatory provisions have been approved at the Washington Headquarters office director level or above.

Writing Standards and Formats

1. Why do we need writing standards? The purpose of writing is to communicate with the reader as quickly and easily as possible. To achieve this, the subject matter must be well organized and presented and in plain language that all can understand. This chapter will help you write and format your electronic directive so that your audience clearly understands what you have written.
    
2. How do I structure paragraphs in a directive? A paragraph generally presents a single part or unit of development of the total subject covered by the directive. Paragraphs must relate to the overall subject and be arranged in logical sequence to provide continuity for the reader. Paragraphs should be structured in the following manner:
    
   1. Titling paragraphs

      (1) Most major paragraphs may use the question-and-answer format, using the bold font, a question mark, and only capitalizing the first word of the title.

      (2) Subdivisions of paragraphs may be titled; however, if one subdivision within a paragraph is titled, all divisions within that paragraph are also titled.

      (3) Subdivision titles use the bold font. They should not be underlined. Only links are underlined. Exception: See sequence of lettering and numbering in paragraph 2b.

   2. Subdividing paragraphs

      (1) When a paragraph is subdivided, it must have at least two subdivisions. Each successive subdivision of a paragraph is indented.

      (2) When a paragraph is subdivided, each subdivision is numbered and lettered for clarity. Place periods after letters or numbers in an outline format. Omit the periods when the letters or numbers are enclosed in parentheses or are underlined. The following illustrates the sequence of lettering and numbering used in FHWA directives:

      

      Note: At the top of the directive, indents should be set at every half inch.

      (3) When a paragraph is cited in a directive, the complete reference numbers and letters are typed without spaces or periods. Example: paragraph 3a(1)(c); paragraphs 4a and 4b.

      (4) If a paragraph is divided into subparagraphs immediately after the heading, place a period (or question mark) after the bolded heading. Begin the first subparagraph immediately below the heading. Example:

      1. What is the purpose of this directive?
         1. To issue guidance for the FHWA directives system.
         2. To include plain language requirements.

      (5) If introductory material precedes the subparagraphs, place a period (or question mark) after the bolded heading and begin the material on the same line after the heading. Example:

      1. What is the purpose of this directive? To issue guidance for:
         1. the FHWA directives system, and
         2. include plain language requirements.

      (6) If all material within a heading is contained in a single paragraph, place a period (or question mark) after the bolded heading and begin the paragraph on the same line following the heading. Example:

      1. What is the purpose of this directive? To issue guidance for the FHWA directives system and include plain language requirements.
      
       
3. What about the different dates involving directives?
   1. Effective date. An effective date paragraph is used only when that date differs from the issuance date of the directive.
       
   2. Expiration date. Since Notices are short-term issuances, usually no more than 1 year in duration, an expiration date is assigned to Notices before issuance. Exceptions are made when the DCP and the originating office mutually agree that an expiration date is not practical.
       
4. Where should I set the margins? Since the agency no longer prints directives, margins are no longer a major consideration when writing a directive. Using .75 inch margins all around is a good guideline to use when writing a directive.
    
5. What do I do with appendices, attachments, and figures? With the use of the Web, there is no longer a need to have an appendix, attachment, or figure--they are simply "links." Links built into the document's text permit you to link directly to the information being cited by clicking on the link. Links are usually underlined and in a different color than the other text around the link. Extensive bodies of supplementary material, such as lengthy tables, charts, long extracts from laws or regulations, etc., not suitable for inclusion in the body of a directive may be included as a link. You must provide these types of documents to the DCP in separate files when e-mailing the final directive. The link is then built where the table, chart, etc. is mentioned in the text of the directive. Text that is to be a link must be underlined so that the DCP and Web Team will understand that it is a link. You are encouraged to provide the locations of related links so that users may link to other sites related to the FHWA directive. Example: DOT Orders. These related links will be placed at the end of the Table of Contents and at the end of the directive. See Guidelines for Producing WordPerfect Documents for more helpful hints. Following these guidelines will speed the posting of your directive on the directives website.
    
6. Are page numbers and headers necessary if I am writing for the Web? No. There is no need for page numbers or headers, for there are no pages on the Web--there are only documents. Links replace page numbers in the directive's table of contents. Each chapter gets a link. A header is only placed once at the top of the document. There will be page numbers when the document is printed. Your printer will place page numbers on each printed page. During the paper clearance of larger directives, writers may include automated page numbers, but this coding must be removed before being submitted to the DCP for final processing and posting.
    
7. How do I use references in a directive? References are used sparingly, and only where the reference directly relates to the subject being presented and where it makes a significant or necessary contribution to the understanding of the text. When a reference is used, it must be complete and precise so there is no doubt as to the specific item referenced. For example, when referencing an FHWA Order, the subject classification code, title, and date should be given. Writers should double-check all references before submitting a draft directive to the DCP.
    
8. Are there any editorial considerations that I should understand? It is the responsibility of the originating office to edit all directives before forwarding for approval. The Government Printing Office Style Manual governs with respect to capitalization, spelling, punctuation, abbreviations, and other elements of composition.
    
9. Where can I get a template for my directive?
   1. Directives are issued using the appropriate template and in the format in the following downloadable templates.

      (1) notice template   (HTML),

      h13211b_notice.doc (25 KB)

      (2)  order template   (HTML),    

      h13211b_order.doc (29 KB)

      (3) advisor template   (HTML),    

      h13211b_techadv.doc (30 KB)
   2. All directives are typed in 12-point Arial font and must be prepared using the agency's current baseline word processing software.
10. Is there a quick-reference guide to help me with writing consistency? Yes. See Writing Guidelines for more specific answers to questions about terminology, capitalization, acronyms, lists and series, and writing for the Web. Also see the plain language website.

Reviewing, Revising, and Canceling

1. How often must I review my organization's directives for currency?
    
   1. The originating office conducts a formal review of each permanent directive following an appropriate period after issuance to determine its effectiveness, and no more than 3 years after issuance to judge its current applicability.
   2. In reviewing a directive, you should consider the following:

      (1) the nature and extent of complaints or suggestions received, especially ones received from those affected by the directive,

      (2) the need to simplify or clarify language, i.e., use more plain language. Consider especially the number of requests received for interpretations, or the problems experienced in the enforcement of the directive,

      (3) the need to eliminate overlapping and duplicative directives,

      (4) the need to eliminate conflicts and inconsistencies in directives,

      (5) the importance and continued relevance of the problem the directive was originally intended to solve,

      (6) the burdens imposed on those affected by the directive,

      (7) the degree to which technology, economic conditions, or other factors have changed in the area affected by the directive, and

      (8) the number of requests received for exemption from a directive, and the number granted.

2. How do I change an existing directive?
    
   1. Use the following table when updating a directive.

      Item	Explanation
      1	Update Orders, TAs, and the FAPG by modifying the current document, using the agency's baseline word processing software. The DCP maintains the official current electronic version.
      2	Use the redline method to show what lines of text were changed, added, or deleted. When posted on the Internet, the redline method will show as red text in your browser. This will draw your readers' attention to the changes. The red text will return to black text in subsequent changes.
      3	Consider issuing a complete revision when 50 percent or more of the directive is changed.
      4	Notices are changed by reissuing the entire directive. Exceptions must be cleared with the DCP.

      
       
   2. Issuing Changes or Revisions

      Use the following table when preparing changes and revisions.

      Item	Explanation
      1	Changes to Orders, TAs, and the FAPG are transmitted by Order Changes, TA Changes, and FAPG Transmittals, respectively.
      2	The identification number and the date of the Order Change, Technical Advisory Change, and FAPG Transmittal replace the identification number and date of the original directive.
      3	Order Changes and Technical Advisory Changes are identified by Chg. 1, Chg. 2, etc., along with the original classification code. Example: FHWA Order 9000.1, Chg. 2. The FAPG changes are identified by the next sequential transmittal number.
      4	A complete revision retains the classification code of the existing directive, followed by an alphabetical letter, indicating the number of revisions. Example: First revision of FHWA Order 9000.1 is FHWA Order 9000.1A; second revision is 9000.1B, etc.
      5	The title of a change will generally be the same as that of the original directive.

      
       
3. How do I cancel a directive?

   Use the following table to cancel a directive.

   Item	Explanation
   1	A Notice is usually a self-canceling directive, issued with a predetermined expiration date. A Notice may be canceled before the expiration date by issuing a superseding directive or by the Annual Directives Review (ADR).
   2	An Order or TA is canceled or superseded by another Order, TA, or the ADR.
   3	An Order, TA, or Notice canceling or superseding a directive has a cancellation paragraph. The directive being canceled or superseded is fully identified, i.e., subject classification code, subject, and date.
   4	An FAPG directive is canceled or superseded only by a subsequent FAPG Transmittal.

   
    
4. Who has the authority to cancel or change a directive? A change to or a cancellation of a directive must be signed and issued only by the same level of management that signed the original directive, or by higher-level management.
    
5. Is the process any different from clearing an original directive? No. The provisions in this Handbook dealing with format, clearance, processing, etc. also apply when changing, revising, or canceling a directive.

One of the most useful features of Corel 8 WordPerfect is its ability to convert documents into HTML format. Many of the document you see on FHWA's internet and on StaffNet were converted using this tool. The process is as simple as selecting "save as" and specifying "File Type: HTML." This initial conversion, however, should be regarded as only the first step toward readying documents for the web. In general, the conversion program deposits a lot of extraneous code such as:

This extra coding tends to distort the layout of the document and it should be removed using the "search and replace" functions of your HTML editor. Careful checking of the code is important to ensure that the HTML version closely mirrors the layout and formatting of the original. There is no substitute for a basic knowledge of HTML.

Most conversion problems arise because the original WordPerfect documents were not formatted correctly. Here are a few basic guidelines for producing WordPerfect documents for successful conversion to HTML:

1. Tabular data should be placed in WordPerfect tables format--each item within its own cell. Complex material that laid out with tabs will not convert well. (See WordPerfect's INSERT>TABLE)
    
2. Page numbering in headers or footers should be formatted automatically. Manually placed page numbers will appear within the document text when it is converted (See WordPerfect's FORMAT>PAGE>NUMBERING)
    
3. Use the "Outline" feature for creating numbered or bulleted lists ( See WordPerfect's INSERT>OUTLINE/BULLETS & NUMBERING).
    
4. Set the font of the entire WordPerfect document as "Arial" since this is the preferred font for use on both the FHWA internet and StaffNet sites (See WordPerfect's FORMAT>FONT).
    
5. Use bold or italics for emphasis. Underlines will be interpreted by many users as hyperlinks.
    
6. Hard returns should only be used for line spaces after paragraphs or when space is needed.

FHWA Notice [number]

Best for printing: [number].pdf ([size] KB)

To view PDF files, you can use the Acrobat® Reader®.

[content]

Victor M. Mendez Administrator

FHWA Order [number]

Best for printing: [number].pdf ([size] KB)

To view PDF files, you can use the Acrobat® Reader®.

[content]

Victor M. Mendez Administrator

Technical Advisory

The following guidelines are recommended to achieve consistency in FHWA directives.

Plain language

For more information on how to use plain language in your directives, see the plain language website. Remember, you can use this Handbook as your guide for plain language in directives.

Terminology

1. State DOT - use this term when referring to the State organization responsible for administering the highway program.
    
2. Washington Headquarters - use this term when referring to the Washington Headquarters as opposed to "Headquarters," "Headquarters office," etc.
    
3. Resource Center and Division Office - use these terms when referring to the resource centers or division offices as opposed to "division," "centers," "field office," etc.
    

Capitalization

1. Division and resource center - these words are not capitalized, unless referring to a specific office.
    
2. Directive type - the name of a directive type, i.e., Notice, Order, etc., is capitalized.
    
3. Federal and State - these two words are always capitalized.
    
4. Metropolitan planning organization - do not capitalize unless referring to a specific organization.
    
5. Position titles - capitalize titles when referring to a specific position. Do not capitalize titles when referring to a general position, e.g. highway engineer.

Acronyms

1. First usage - when using acronyms, spell out the complete item when first used, followed by the acronym in parentheses. Subsequent references to the term are by the acronym.
    
2. Beginning sentences - an acronym is preceded by "the" when the acronym begins the sentence.
    

Lists and series

1. To complete a sentence - when a list or series completes the sentence, first words are not capitalized and a comma or a semicolon is used consistently between the components. Example:
    
   1. The major factors to be considered by the panel are:

      (1) candidate's potential to contribute to the employing agency's program for environmental protection,

      (2) relevant experience, and

      (3) academic and professional achievements.

2. Independent phrases - when a list or series consists of independent phrases, the first words are capitalized, commas and/or semicolons are omitted, and generally a period is used at the end of the phrase. The period may be omitted if the phrase is short or a one-word item. Examples:
    
   1. The major factors to be considered by the panel are listed below.
       

      (1) Candidate's potential to contribute to the employing agency's program for environmental protection

      (2) Relevant experience

      (3) Academic and professional achievements.

   2. The major factors to be considered by the panel are:

      (1) Potential

      (2) Experience

      (3) Achievements

Preparing for Web Posting

The following guidelines will help speed the conversion and posting of your directive.

1. Most word processors have a "Widow/Orphan" feature that automatically prevents single word sentences and "dangling lines." Using this feature will save the Web Team from having to go through each document line by line and removing extra hard returns, which translate to broken sentences in HTML.
    
2. If inserting headers and footers into the document, use the word processor's header/footer command. Putting them in manually at the top or bottom of the document results in their conversion into the body of the HTML document, which breaks up sentences.
    
3. Never use spaces to align text on the screen. Multiple spaces will not translate into HTML. Instead, put horizontally aligned text in tables--each item to be positioned in its own table cell, which ensures proper spacing.
    

Note: Always use Spell Check.

SUBJECT: FHWA Order 1321.1C, FHWA Directives Management, an amendment to an existing FHWA Order; and new FHWA Order 1340.3, Establishment of the Federal-aid Highway Program Policy and Guidance Center (PGC).

ISSUE: The enclosed Directives require signature by the Administrator.

FHWA POSITION: Signature is recommended.

BACKGROUND: The enclosed Directives contain new direction for the Agency:

1. The amendment to the Directives Management Order terminates Technical Advisories and the Federal-aid Policy Guide (FAPG) as categories of directives, they are now available via the PGC; and it formally ends the use of a memorandum to issue Agency policy.

2. The PGC Order establishes new requirements for accessing and maintaining Federal-aid Highway Program policy and guidance.

A summary page of the concurrences from the Associate Administrators, the Chief Counsel, the Chief Financial Officer, the Intelligent Transportation Systems Joint Program Office, and the Director of Innovative Program Delivery, is placed under the Concurrence tab. A document outlining the resolution of comments received may also be found under the Concurrence tab. Upon signature, the Directives Manager will ensure the Orders are posted on the FHWA directives Web site.

POINTS OF CONTACT: Hongwei Jeffers, HAIM-12, x65262 for Order 1321.1C; and Michelle Cribbs, HIBT-20, x68792 for Order 1340.3.

SUPERVISORS: Judi Kane, HAIM-10, x69084, and Tom Everett, HIBT-20, x64675.