This appendix provides guidelines to assist NIST staff in the preparation or revision of directives for publication in the NIST Administrative Manual.
 
 

Introduction
 
 

For the purpose of this appendix, a directive refers to any subchapter or appendix published in the NIST Administrative Manual. A directive should be clear, concise, and easy to understand. Its purpose is to define policy and to furnish detailed instructions in a form that serves the user's needs and to promote standardized practices to improve administrative efficiency, effectiveness, and uniformity.
 
 

Content
 
 

1. All subchapters in the NIST Administrative Manual must contain the following sections in the order given below.
 
 

a. Purpose - This section should state the reason for the subchapter and may also contain any necessary background information.

 

 
 
 
 
 

b. Scope - This section should define the audience to which the material applies. Directives in the NIST Administrative Manual apply to all NIST employees unless otherwise stated. If the subchapter and/or appendix applies to one site only, this information must be clearly stated.

c. Policy - This section must state NIST policy on the subject matter covered.

 

 
 
 
 
 

d. Procedures - Basic information on the subject matter should appear in the main body of the subchapter.

 

 
 
 
 
 

2. If applicable to the subject matter, the sections listed below should also be included in the following order after the section on Policy and before basic information on the subject matter.
 
 

a. Definitions - Definitions should be included when the specific meaning of a term enhances the user's understanding of the subchapter.

 

 
 
 
 
 

b. Delegations of Authority - This section should define all authorities that have been delegated in regard to the subject area covered. Authorities delegated to NIST as a result of a law or regulation must be described in this section.

 

 
 
 
 
 

c. Responsibilities - This section should define the responsibilities of organizational units or individual positions with regard to the procedures covered in the subchapter.

 

 
 
 
 
 
 
 
 

3. Appendixes to subchapters should be used for:
 
 

a. Detailed instructions or procedures. If appropriate, a chart or table format is preferable to a lengthly narrative.

 

 
 
 
 
 

b. Informational lists such as codes used for accounting/budget purposes or rates to be paid experts and consultants.

 

 
 
 
 
 

1. Read the subchapter currently in the NIST Administrative Manual.
 
 

2. Determine if the information is accurate. If not, rewrite to reflect correct information, current policies, and current procedures. All policy issues must be resolved at this time and stated in the section on Policy.
 
 

3. Verify that all references to organizational units are current and correct.
 
 

4. Include only information that the user needs to know.
 
 

5. Include procedures for NIST-Boulder Laboratories, if applicable. If Boulder procedures are only slightly different, such as an approval authority or a different routing procedure, put the information in parentheses following the Gaithersburg instructions. If Boulder procedures are lengthly, put the information in a separate paragraph or section.
 
 

6. If changes to a subchapter are not extensive, use a copy of the current directive and make changes by pen and ink.
 
 

7. Writing aids:
 
 

a. Put yourself in the place of the user - Include only those instructions the user needs to know.

 

 
 
 
 
 

b. Provide needed headings - This highlights important thoughts and helps users get to specific instructions quickly.

 

 
 
 
 
 

c. Write clearly and concisely - Write complete and succinct sentences using simple words. List conditions, exceptions, and steps separately. Write in an active voice to convey who does what, when, where, why, and how.

 

 
 
 
 
 

d. Use the following helping verbs to express the intended degree of restriction

 

 
 
 
 
 
 

Helping Verbs Degree of Restriction
 
 

Must, shall Mandatory

 Should, ought Action required, unless justifiable reason exists for exemption

 May, can Action optional

e. Avoid use of gender-specific pronouns - The pronoun "their" may now be used in the singular as well as in the plural.

 

 
 
 
 
 

The revised subchapter or appendix should be submitted in draft form to Directives Management, Management and Organization Division. Directives Management is available for advice and consultation during the drafting process.
 
 

The Management and Organization Division reviews and edits the draft, types the material in the appropriate format*, obtains required clearances, assists in resolving conflicts, and prepares material for publication in the NIST Administrative Manual.
 
 

*Organizational units should submit material on PC diskette accompanied by one printed copy. Questions regarding this procedure should be directed to Directives Management, Management and Organization Division.