NIST Technical Communications Program

The Administration has given NIST a central role in its efforts to spur economic growth and improve technology development, commercialization, and adoption by U.S. manufacturers. NIST was given these additional responsibilities because of its longstanding ties to industry and its reputation for scientific excellence and quality work. It is vital to NIST's continued success that our work be of the highest quality to maintain this proud reputation. Reports on our technical work are our most important and visible products, whether they are traditional written reports, software, letters, videotapes, or verbal or electronic communications. The policies and procedures set forth in this subchapter have been established to ensure the accuracy and integrity of all our reports.

_________________________________________
Arati Prabhakar, Director

4.09.01
PURPOSE
This subchapter sets forth policies and defines responsibilities that apply to the communication of NIST technical program results by staff members, guest researchers, research associates, and others who participate in the performance of NIST technical programs.

4.09.02
SCOPE
a. This subchapter applies to NIST-Gaithersburg and NIST-Boulder.

b. The provisions of this subchapter apply to:

(1) Technical publications in all media including (but not limited to): hardcopy print media and machine-readable media (magnetic disk, magnetic tape, electronic storage devices, CD-ROM, and other forms of optical storage of information), and photographic film; and

(2) All transmittals of new findings from NIST technical programs regardless of the means of communication; e.g., communication of new findings by telephone, telefax, direct electronic data transfer, videotape, or other special means.

c. An exception to the provisions outlined in this subchapter is public information provided to the news media and general audiences that is managed in accordance with Subchapter 4.02.

4.09.03
POLICY
a. All NIST technical communications are derived from the technical activities of its employees and supported by the technological records (research notebooks) they maintain. It is NIST policy that all NIST employees engaged in research and development activities be responsible for maintaining a thorough and accurate record of their work by keeping a research notebook following internal Operating Unit (OU) policies. See Subchapter 2.06 for further information.

b. Applicable federal laws that define authority for the NIST Technical Publications Program and regulations that affect the program are summarized in Appendix A.

c. Official Writing - Official writing is defined in Department Administrative Order (DAO) 219-1 and includes any written communication that is prepared under any of the following conditions:

(1) At the direction of the official supervisor(s) of the originator;

(2) Substantially during the official working hours of the originator;

(3) With the assistance of other government employees on official duty; or

(4) With the use of government facilities or supplies.

DAO 219-1 defines quasi-official writing as any written communication in which the government has a special interest because it involves one or both of the following characteristics:

(5) Work devoted substantially to the responsibilities, programs, or operations of the Department;

(6) Work that draws substantially upon official Department of Commerce data or information that has not become part of the body of public information.

Before release for publication, all official and quasi-official writing must be reviewed by the Editorial Review Board as defined in Section 4.09.03. Approval is required for publication in accordance with procedures defined in Appendix H.

d. Nonofficial Writing - Under some circumstances, when none of the conditions stated above are involved, NIST employees may prepare manuscripts in which the government has neither proprietary nor regulatory interest. Contact the NIST Deputy Chief Counsel for instructions.

e. Copyright Policy - Generally, official writings are in the public domain, and copyright in the United States is not available. A narrow exception to this policy exists in the case of standard reference data published under the provisions of the Standard Reference Data Act (Public Law 90-396). The Act permits NIST to copyright "standard reference data" defined as quantitative information related to a measurable physical or chemical property of a substance or a system of substances of known composition and structure.

(1) Submissions to Copyrighted Publications - When official writings, except those covered under the Standard Reference Data Act, are submitted to a non-NIST publication, a statement should be included indicating that the material is in the public domain and not subject to copyright. This caveat can be presented in a number of ways:

(a) Book chapters, papers of conference proceedings, and manuscripts submitted to non-NIST periodical publications should have the following statement at the bottom of the first page of the article: "Official contribution of the National Institute of Standards and Technology; not subject to copyright in the United States." This statement may be shortened to "Contribution of the National Institute of Standards and Technology" if the publisher prefers.

(b) The no-copyright notice may be omitted entirely from the NIST paper if the publication in which it appears carries a statement excluding U.S. Government material from its copyright coverage and the affiliation of the NIST author is clearly shown.

Note: Questions concerning the possibility of copyrights in foreign countries should be referred to the NIST Deputy Chief Counsel.

(2) Manuscripts or Reports Prepared for NIST Under Contracts - When a manuscript has been prepared for NIST under a government-funded contract, ownership of copyright depends upon the copyright provisions in the contract. When a report is the result of the work being performed, the NIST procurement contract will generally include the following provision:

The contractor relinquishes any and all copyrights and/or privileges to the data developed under this contract, and such information will become the sole property of the government. In addition, any data, in whole or in part, developed under this contract may not be published by the contractor without the expressed permission of the government; in the event permission is granted to publish data, in whole or in part, the data shall be accompanied by a statement such as: "This information is the result of tax-supported research. It may be reprinted without restriction with the customary credit to the source."

When a contractor or grantee (including its employees) is permitted to obtain a copyright to materials produced under contract or grant, the copyright is subject to a nonexclusive, royalty-free, irrevocable license for the government to publish or reproduce the published form of the contribution, or to allow others to do so for government purposes.

(3) Using Excerpts from Copyrighted Material - NIST authors must recognize the need to obtain, in advance, the written consent of the copyright holder before reprinting extensive sections or illustrations. The source and the copyright owner must be acknowledged either in the text or in a footnote.

Public domain official writing that is published in copyrighted books and periodicals may be reproduced in whole or in part without copyright limitations; however, the source should be credited. When a NIST author plans to reprint such material by a non-NIST author, it is recommended, as a matter of courtesy and as a means of affirming the up-to-date status of the material, that the originating OU or author be informed of the intent to use the material. The copyright status should be confirmed at the same time.

A publisher's copyright notice should not appear on the original or reprint of official writing by government employees.

f. Contributions to Technical Books Not Published by NIST - NIST has long recognized the value of special chapters prepared by NIST staff members for publication in copyrighted non-NIST books; such contributions often constitute an appropriate and effective means of disseminating the results of NIST research, development, and service to the scientific and technical community. In most cases, the preparation of special chapters by NIST experts can only be undertaken as official writing as defined in DAO 219-1, "Writing for Outside Publication." The reasons may be varied: the subject is inseparable from the author's NIST duties and responsibilities; the chapter would require the use of yet-unpublished NIST data; or the contribution involves a deadline that would just not be realizable by the authors' working on their own time and using only personal resources.

If a NIST staff member has been asked to write a book chapter and decides to prepare it on NIST time, either entirely or partially, the author should take the following steps to comply with government policy and avoid conflict of interest:

(1) Obtain the written permission of the OU Director and the division chief to prepare the chapter on NIST time;

(2) Negotiate with the book editor or the publisher through correspondence to cover the following points:

(a) The author is willing to prepare the chapter as a contribution of the National Institute of Standards and Technology;

(b) The following notice is required to be printed with the author's chapter: "Contribution of the National Institute of Standards and Technology, not subject to copyright in the United States." This does not preclude the publisher from obtaining an overall copyright on the book itself; and

When appropriate, correspondence should also state the following:

(a) The work is original except for material from acknowledged sources and, if any copyrighted material is used, permission has been, or will be, obtained by the author for such use; and

(b) The publisher should provide NIST with a few complimentary copies of the published volume and, if available, a supply of reprints of the NIST contribution.

Do not sign a formal contract or any other document without the written approval of the NIST Deputy Chief Counsel.

g. Writing or Editing Separate Books - The preceding procedures do not apply if a staff member has been requested to write or edit, on official time, a separate volume or book on a topic proposed by a commercial publisher. It is not permissible to provide official writing for a commercial or profit-making organization unless there is sufficiently strong justification to request the approval of the Department of Commerce and the Joint Committee on Printing.

A NIST staff member may, however, write or edit a separate book on official time for a professional society or a not-for-profit organization whose professional activities promote NIST objectives. The advance clearance procedures given for book chapters should be followed.

Under some circumstances it may be desirable and advantageous for NIST authors to cooperate in the commercial publication of an entire book or monograph based on the technical results of a NIST program or research study. There are no policy barriers to such arrangements when: (1) the NIST technical information is in the public domain because of previous publication; and (2) the NIST cooperation is equally available to any private sector organization. In other cases, particularly in those that involve:

-- Special access to NIST technical information before it is available in an official NIST publication; or

-- Special access to source materials for figures and graphic illustrations; or

-- Editorial assistance in the form of proofreading, error detection, and corrections; there are questions of importance concerning equity and fairness to all private organizations that may seek technical information from NIST. NIST cooperation with commercial publishers must also be consistent with the responsibility and authority of NIST to publish the results of technical programs. Therefore, proposals from any source for special cooperative arrangements with commercial publishers must be considered by NIST on a case-by-case basis with the following requirements:

(a) Approval by the Operating Unit Director as well as the responsible division chief;

(b) Review and approval by the NIST Deputy Chief Counsel;

(c) Implementation, by the Chief, Acquisition and Assistance Division, of steps to ensure equity and fairness to all interested commercial publishers.

Note: It must be clear that the official writing involved in such cases was done for purposes defined by NIST program objectives. It must not be done for purposes defined by a commercial publisher.

h. Gifts - For instructions on the acceptance of gifts, refer to the Standards of Ethical Conduct for Employees of the Executive Branch. Contact the NIST Deputy Chief Counsel if further clarification is needed.

i. Editorial Requirements

(1) General - Various technical information media provide the essential means to transfer the results of NIST technical programs to users. The quality of NIST technical information outputs through the most effective media has a direct relationship to the total quality of program results.

NIST cannot escape responsibility for the statements and publications of any individual staff member. Both individually and collectively, each staff member's professional activity reflects and shapes the reputation of NIST.

NIST technical publications must conform to the Department of Commerce (DoC) Publishing and Printing Manual (authorized by DAO 201-32), as well as to NIST policies and procedures described in this subchapter.

(2) Editorial Review and Approval - Editorial review and approval are required by NIST policy for materials prepared for the communication of the results of NIST technical programs to users. This requirement includes review and approval within the originating OU and, when distribution to the public is intended or possible, approval by the Editorial Review Board.

The final product of research is communicated information. Quality in this final product cannot be fully achieved by inspection at the end of the process, i.e., through the final review of every publication, but it must be built in at all stages of production. The function of the Editorial Review Boards is to ensure that the originating OU exercises quality control and utilizes criticism by impartial, objective potential users of the information (i.e., by those not involved in its creation) to create a quality product.

Documents include, but are not limited to:

(a) Manuscripts for journals and books;

(b) Papers for conference proceedings and workshops;

(d) Final reports to sponsors and all reports to sponsors that will be published or otherwise distributed or when NIST may be cited as the source of technical information; and

(e) Other documents that, in the judgement of the Operating Unit Director, may contain sensitive issues.

(3) Requirement for Originating Operating Unit Review and Approval - When, in the judgement of the Operating Unit Director, sensitive issues are not a factor, and when limited distribution is involved, review and approval may be completed within the originating OU using procedures that include the approval of the responsible division chief. Documents of this kind may include:

(a) Progress reports, quarterly reports or letter reports to sponsors;

(b) Communication of preliminary results by letter, telefax, telephone, electronic mail, oral presentations, or other means;

(c) Routine reports of calibration or test; {See paragraph 4.09.03h(12) for further details on the review and approval process for prototype formats for reports of calibration and test results.}

(d) Reports of Analysis;

(e) Abstracts and outlines for talks; and

(f) Videotape reports, narrated or captioned, which do not require or receive Public Affairs Division review according to Department Administrative Order 219-4.

General guidelines and criteria for the review and approval of technical manuscripts are given in Appendix H.

(4) Style and Format - The U.S. Government Printing Office Style Manual (28th Edition, 1984) issued by the Public Printer under the authority of 44 U.S.C. 1105 determines the style and form of government printing. The Publications Production Program, Office of Information Services, prefers that authors use this manual as their primary guide when preparing manuscripts to be published as NIST series publications. Use of this manual will facilitate standardization and economy. Other style manuals may be followed as supplementary guides.

When writing for non-NIST publications, authors should follow the style guide specified by the publisher.

(5) Authors' Names and Affiliations - Authors' names are printed on the title page and may be printed on the cover of a NIST publication. The authors' official affiliations with NIST must be shown on all official writings. For additional information see Appendix B.

(6) Abstracts - An abstract accompanies all NIST manuscripts. Although the publisher may not require an abstract, it is needed for indexing and citation services used by NIST. Specific requirements for abstracts are given in Appendix C.

(7) Key Words - Authors are encouraged to propose key words for all technical publications. Requirements for key words are also given in Appendix C.

(8) Measurement Units - The International System (SI) of units must be used in all NIST publications in accordance with the statement given in Appendix D.

(9) Statements of Uncertainty - All measured values that affect the conclusions of NIST technical publications must be reported with appropriate statements of uncertainty in accordance with Appendix E.

(10) Trade and Product Names - Avoid the use of trade and product names in all manuscripts (including illustrations), except where public safety or health is involved, or where mention of the name is essential to comprehension of reported results and will not result in a competitive advantage or disadvantage to a manufacturer. This NIST policy complies with the regulations of the Joint Committee on Printing (JCP). In general, use generic terminology rather than specific commercial identification.

Exceptions: If a trade or product name is considered essential for a clear understanding of the paper, mention the name in a disclaimer note (preferably a footnote), rather than in the body of the text, to help prevent its misuse. Situations that may require the use of trade or product names or other specific identification of commercial products usually involve:

(a) The need to adequately describe the experimental procedure used to determine some physical or chemical property of some material or system.

(b) A product that is an essential part of an assembly or machine and has physical dimensions or technical characteristics that must, in the event of damage or failure, be duplicated exactly in a successful replacement.

Disclaimers: In case (a) above, the manuscript ordinarily includes a disclaimer as a footnote cited at the first identification of the product, or as a footnote to the section containing it.

Example: "Certain commercial equipment, instruments, or materials are identified in this paper in order to specify the experimental procedure adequately. Such identification is not intended to imply recommendation or endorsement by the National Institute of Standards and Technology, nor is it intended to imply that the materials or equipment identified are necessarily the best available for the purpose."

An appropriate disclaimer is also required in case (b).

(c) The need to report the information concerning commercial products, methods, processes, or organizations in connection with the performance of a mandated responsibility of NIST or a contract from another agency. In these cases, the identification of the commercial products, processes, or organizations should usually be coded to control the distribution of that information.

Clearance: Specific clearance must be obtained from the responsible Operating Unit Director and the NIST Deputy Chief Counsel for reports that involve evaluations or assessments of performance or other information concerning identified or coded commercial products, processes, or organizations. If the reporting of such information is approved, the Operating Unit Director must sign Form NIST-114, Manuscript Review and Approval, with an appropriate notation, prior to sending the manuscript to the Editorial Review Board.

(11) Reports to Sponsors -

(a) Work for other agencies, including communications, must comply with the requirements of Subchapter 8.05.

(b) Special editorial requirements that apply to reports to sponsors are given in Appendix F.

(12) Reports of Calibration and Test

Results - Routine calibration service results and many test results are reported in carefully developed prototype formats and texts. For a given calibration service or test, these reports are identical, except that different information is entered for the item calibrated or tested and for the results of calibration or test. In such cases, individual reports are reviewed and approved on the basis of procedures determined by the responsible Operating Unit Director, and Editorial Review Board approval is not required for each report.

The technical review and approval of prototype formats and prototype texts for routine calibration and test reports are part of the responsibility of the Calibration Advisory Group (CAG), a NIST-wide standing administrative committee established by the Director. The charter for the CAG is contained in Subchapter 3.01, Appendix A. In the course of the CAG review and approval, editorial quality and policy issues are normally addressed. In such cases, the proposed new prototype format or text may be submitted to the Editorial Review Board with a statement by the Chairperson of CAG confirming the scope of the CAG review and approval and a request that it be NOTED in accordance with procedures described in Appendix H. This requirement also applies to modifications of prototype formats or texts.

All reports of calibration or test results that are not based on a prototype format and text that has been approved as described above must meet the normal review and approval requirements of the originating OU and the Editorial Review Board. [See paragraph 4.09.03i(3) for exceptions.]

(13) Special Communications - To meet critical needs, it is occasionally necessary to communicate new findings or important technical results by telephone, telefax, direct electronic data transfer, person-to-person meeting, or by other special means. When such special communications are required, the content must be approved in advance by the responsible division chief and the special communication must be followed as soon as possible (normally within two weeks) by an appropriate print document confirming the information communicated and stating any existing conditions that may change the information at a later time (e.g., completion and analysis of tests or management review). Before release, the confirming documentation must meet the requirements of this subchapter for review and approval within the originating OU and for review and approval by the appropriate Editorial Review Board in accordance with the procedures given in Appendix H.

(14) Patents - Patents constitute an important means of publication when the result of research or development is invention. When invention occurs, the relevant information must be disclosed on Form CD-240, Invention Disclosure, as the first step toward a management decision to either prepare and file a patent application or place the invention in the public domain by another form of publication.

It is NIST policy to encourage inventive activity by staff scientists and engineers, guest researchers, andresearch associates. Patents potentially have, through licensing, important value to the government and can also lead to significant rewards to the inventor. In this connection, it is important to emphasize the need for timely action because there are strict limitations on the time available for filing an application, particularly when other forms of publication appear.

NIST policy for patent activity is set forth in Subchapter 2.10 together with the specialized procedures for preparation of applications. The provisions of this subchapter do not apply to patents.

j. Other Considerations

(1) Publication of Results of NIST Technical Programs Sponsored by Other Organizations - NIST policy is to publish openly, widely, and promptly the results of all technical programs. Therefore, agreements to perform technical work for other organizations must include a provision that addresses the publication of such results either by NIST or by the sponsoring organization. Any provision for the delay of publication beyond three months after the completion of the technical work, or any provision that would otherwise limit publication, must have the approval of the responsible Operating Unit Director.

(2) Page Charges - Page charges may be paid by the appropriate division cost center only in certain cases as set forth in Appendix G. NIST policy is to pay page charges when it is legal to do so.

(3) Reprints - Reprints are the property of NIST. If authors leave NIST, they may take a supply of reprints provided sufficient stock remains at NIST to meet anticipated needs.

Charges for reprints are paid from funds of the appropriate division cost center. Details concerning payment are explained in Appendix G.

k. Scientific Fraud - NIST technical communications must display high quality and accurately represent the work performed. Allegations of scientific fraud must be reported to the NIST Director. See Subchapter 10.04, Appendix F for further information.

4.09.04
DEFINITIONS
a. Communication - In the context of this subchapter, a technical communication is the transmission, by any means, of information concerning NIST technical program results to persons outside of NIST.

Note: This subchapter is particularly concerned with the communication of technical program results, and it is not intended to limit or impede communications that are necessary to open an effective cooperation and collaboration with persons or organizations outside of NIST.

b. Publication - In the context of this subchapter, a technical publication is the communication of technical information to the public in written form, on magnetic media, on optical media, or in any other form that provides for distribution.

Note: This subchapter is particularly concerned with the publication of NIST technical program results for the information of technical peers, for user groups, and for archival purposes. It is not concerned with the public affairs activities that are managed in accordance with Subchapter 4.02.

4.09.05
DELEGATIONS OF AUTHORITY
a. NIST Authority to Publish Technical Information - The legislated authority of NIST to compile and publish general scientific and technical data resulting from the performance of NIST functions is defined by Section 2, paragraph (19) of Public Law 56-177 (Organic Act of 3 March 1901) as amended by Public Law 81-619. See Subchapter 1.01.

b. NIST Authority to Copyright Standard Reference Data - Public Law 90-396 (Standard Reference Data Act) authorizes copyright protection for data published in accordance with the provisions of this Act. Thisauthority is the only exception to the provision of Title 44 U.S.C. 505 that excludes copyright protection for federal government publications.

c. Delegation of Authority Within NIST -

(1) Operating Unit Directors - Operating Unit Directors have the authority to publish the results of technical work accomplished under their direction subject to the requirement that the Editorial Review Board be used for the final stage of a quality assurance program that is otherwise performed within their OU.

(2) Editorial Review Boards - Editorial Review Boards are instruments of the NIST Director (see Subchapter 3.01, Appendix A) and they are responsible to the NIST Director. Editorial Review Boards have authority to approve technical manuscripts for publication.

If any decision of the Editorial Review Board is appealed, the first appeal must be addressed through the responsible Operating Unit Director to the NIST Director.

4.09.06
RESPONSIBILITIES
a. NIST Operating Unit Directors - Operating Unit Directors are responsible for:

(1) The publication of the results of technical work performed under their direction;

(2) The assurance of high quality of technical publications in all information media; and

(3) The administration of the policies of this subchapter within the technical activities under their direction and the specific approval of:

(a) Technical books and chapters for technical books;

(b) Reports of information concerning commercial products;

(d) Sensitive information of interest to NIST, the Department of Commerce, the Administration, or the Congress (see Appendix H).

b. Editorial Review Boards - Editorial Review Boards are responsible for the final review and approval of all technical manuscripts produced by NIST. Three Editorial Review Boards are Standing Committees of NIST and are responsible to the Director (see Subchapter 3.01, Appendix A):

(1) The Washington Editorial Review Board (WERB) is responsible for the review and approval of technical manuscripts prepared by authors and coauthors at Gaithersburg;

(2) The Boulder Editorial Review Board (BERB) is responsible for the review and approval of technical manuscripts prepared by authors and coauthors at Boulder; and

(3) The JILA Editorial Review Board (JERB) is responsible for the review and approval of technical manuscripts prepared by NIST authors and coauthors of the Joint Institute for Laboratory Astrophysics (JILA).

c. Supervisors (division chiefs, group leaders, and program managers) are responsible for:

(1) Technical and editorial quality of technical manuscripts prepared by staff members who report to them;

(2) Compliance with the policies of this subchapter by their staff members and approval of the manuscripts produced; and

(3) Identification of sensitive legal issues and issues that may affect the reputation of NIST.

(a) Publications that may be sensitive must be cleared by the Director or the Deputy Director before they are released. The Chief, Public Affairs Division, must be advised and provided with information that can be used to respond to news media questions, if necessary.

(b) Division chiefs are responsible for the approval of technical manuscripts prepared under their supervision. This approval must be based on a determination that the manuscript is a finished product meeting the quality management requirements of this subchapter.

d. NIST Staff Members - NIST staff members are responsible for determining whether or not an oral or written communication will involve substantive and sensitive policy issues even in the case of projects that have not, themselves, been designated as sensitive. If there are sensitive or policy issues, staff members shall preview oral or written reports with the responsible first-level supervisor and, if appropriate, with the NIST Deputy Chief Counsel before making any disclosure of findings or conclusions to sponsors or others outside of NIST.

(1) Authors of technical publications are responsible for:

(a) Reporting the results of their technical work;

(b) Correctness of technical results;

(d) Complying with the policies of this subchapter.

e. Calibration Advisory Group (CAG) - The CAG is responsible for the review of the technical quality of new calibration services. This responsibility includes the review and approval of prototype formats and prototype texts for reporting the results of calibration.

f. NIST Deputy Chief Counsel - The NIST Deputy Chief Counsel is responsible for the interpretation of laws and regulations that affect NIST publication activity, and for the legal review and approval of technical manuscripts as requested by Operating Unit Directors or Editorial Review Boards.

g. Office of Information Services - The Office of Information Services is responsible for the publication of the NIST Technical Publication Series (at Boulder, the Publications Group) and provision of the Secretariat for the Washington Editorial Review Board.

h. Acquisition and Assistance Division - The Acquisition and Assistance Division is responsible for the procurement of NIST papers that are published in non-NIST journals and books, as defined in Subchapter 2.03, Appendix T; processing purchase orders for the payment of page charges (see Appendix G); and ensuring equity and fairness in interactions with commercial organizations.

4.09.07
PROCEDURES
a. Review and Approval of Technical Manuscripts

(1) Originating Operating Unit - All NIST technical manuscripts must be reviewed and approved by the responsible division chief within the originating OU before the manuscript is submitted to the appropriate NIST Editorial Review Board. This approval must be confirmed using Form NIST-114, Manuscript Review and Approval. Criteria for review and approval are given in Appendix H.

(2) Editorial Review Board - NIST technical manuscripts for documents intended for distribution to the public, or documents that may be distributed to the public, must be reviewed and approved by a NIST Editorial Review Board (Washington Editorial Review Board at Gaithersburg, or Boulder Editorial Review Board or JILA Editorial Review Board) before they are submitted for publication.

Editorial Review Board decisions that do not approve publication are accompanied by recommendations to the author(s) that, if accepted, will result in approval; if such recommendations are not accepted, the authors should seek a resolution of the issues through direct discussions with the Chairperson of the Editorial Review Board. After all other remedies have been exhausted, the Editorial Review Board decision may be appealed through the responsible Operating Unit Director to the NIST Director. If a decision by an Editorial Review Board is overruled by the NIST Director, the Editorial Review Board must be informed.

If a manuscript is changed substantively after Editorial Review Board approval, the Chairperson of the responsible Editorial Review Board must be informed and given an opportunity to determine the need, if any, for additional review and approval.

Procedures for the review and approval of technical manuscripts are detailed in Appendix H.

(3) Electronic File Versions of Technical Publications - Technical publications which are disseminated as electronic files in addition to or instead of traditional printed versions are also subject to the requirements and procedures of this subchapter. A statement which cautions users to refrain from altering the contents of the file must appear within the electronic file itself directly following the name of the publication or file. This statement must be included whether or not the file is copy- or write-protected.

Example: "Attention, users of this electronic file: The information contained herein should not be altered in any way. Attempts to change the file will adversely affect the integrity of the information and its usefulness."

Requirements for electronic publication documentation and media labeling are in Appendix K.

b. Review and Approval of Computer Software Documentation - All computer software produced within NIST and disseminated for use outside NIST must be accompanied by documentation that provides instructions for, and supports the effective use of, the machine-readable code by the intended user. If the program documentation is presented to the user in the form of machine-readable text (on a computer disk or in a permanent computer file), printed information that enables a user, who is not a computer expert, to access and print the documentation must be provided. Computer software documentation must be reviewed and approved by the Editorial Review Board. Procedures for the review and approval of computer software documentation are addressed in Appendix I.

c. Publication of Technical Manuscripts -

(1) Contributions to Non-NIST Publications

(a) General - This publication option provides for reporting the results of NIST technical work in media, such as non-NIST archival journals and chapters or books that are best calculated to reach the intended audiences. These NIST publications contain the results of NIST research, development, or service activities, as well as writings in areas of NIST staff expertise; they are official writings. The appropriate place of publication is selected by the author and approved during the editorial review process.

Page charges may not be paid to journals operated for profit.

(b) Publication in Foreign Journals - Criteria for publishing NIST findings in foreign journals:

--A foreign publication must be the best choice, over a domestic journal, for reaching the appropriate scientific and technical community;

--The foreign journal must be widely accessible in the United States; and

--The foreign journal must originate in a country that is diplomatically recognized by the United States, and it must not originate in a country to which export of data is prohibited by the Department of Commerce Office of Export Control.

In the case of countries having other than normal diplomatic relations with the United States, the approval of the Director for International and Academic Affairs is required. In this connection, the regulations of the Department of Commerce Office of Export Control prohibit providing to certain designated countries and unrecognized countries unpublished technical information that can be used or adapted for use in connection with any manufacturing or production process.

If a NIST manuscript is to be published in a foreign language, an English-language translation must be submitted with the original manuscript for Editorial Review Board approval.

(c) Actions Required - After the manuscript is approved by the Editorial Review Board, and after any required changes or corrections have been made, the author submits it to, and communicates directly with, the publisher in connection with acceptance, editing page proofs, and related matters. The author is also responsible for initiating the arrangements to pay for page charges, if any, and for ordering reprints (see Section 4.09.03 of this subchapter and Subchapter 2.03, Appendix T). Authors are reminded that page charges may not be paid to journals operated for profit as set forth in Appendix G. Immediately after an article has been published in a non-NIST medium, the responsible OU must submit two copies of the published paper along with Form NIST-266, Notice of Publication in Non-NIST Media, to the location indicated on the form.

(2) NIST Technical Publication Series - The options available to authors for publication in one of the established series of NIST publications are described in Appendix J. Details concerning the preparation of the NIST Technical Publication Series are given in Appendix K.

4.09.08
RECOGNITION AND AWARDS FOR OUTSTANDING TECHNICAL WRITING
a. Recognition - Outstanding writing by NIST employees is encouraged and should be recognized through the performance payout process of the NIST Personnel Management Demonstration Project or through the SES performance bonus process, as appropriate. Awards available to recognize exceptional authorship or editorship through the Incentive Awards Program (see Subchapter 10.19) include the Department of Commerce Gold and Silver Medal Awards, the NIST Edward Uhler Condon Award, the NIST Samuel W. Stratton Award, or the Special Act or Service Award. Scientific and technical papers and reports having high-quality content and exemplary exposition should be noted. During the review and evaluation process, Editorial Review Board readers and sponsors are asked to recommend papers to be considered for an appropriate recognition. Such recommendations are referred to supervisors for consideration and possible action.

b. Edward Uhler Condon Award - The Edward Uhler Condon Award was established by NIST in 1974 to recognize and promote distinguished achievement in written exposition in science or technology published by the NIST staff. The Condon Award is administered by the Office of Personnel and Civil Rights in accordance with Subchapter 10.19. WERB, BERB, and JERB jointly consider the nominations that are submitted by the Operating Units and make a recommendation to the Director.

NIST Home Page Search

National Institute of Standards and Technology,
Office of the Director - Management and Organization Division
Questions concerning context, contact darla.yonder@nist.gov
Problems/Suggestions, contact gwenda.roberson@nist.gov
10/12/07