You may have noticed an increased number of products released
exclusively on the OVC Web site. The Internet has become an increasingly
important way to share information, and OVC has accepted the challenge
to communicate effectively in this new environment. This guide,
which has been expanded to include tips on preparing information
for the Web, will help you—the grantee or contractor—develop
and organize text and format the information in a way that expedites
the publishing process.
As the federal office responsible for meeting the needs and protecting
the rights of our Nation's crime victims, we look forward to working
with you to produce products that meet or exceed professional standards
of excellence.
If you are unable to provide a final draft 120 days before the
grant, cooperative agreement, or contract ends, you may request
a no-cost extension to the grant or contract period. These extensions
are approved on a case-by-case basis, and all requests must contain
a substantive reason justifying the delay. If substantive changes
to the product are required, no additional funds will be made available.
A submission package must be delivered to your grant monitor 30
days before your grant, cooperative agreement, or contract ends.
Properly preparing the package will save valuable time and effort
during the publishing process and ensure a more timely final product.
Please note that OVC will return submission packages that are incomplete
or that do not meet formatting and policy requirements.
Charts, photos, and other graphic images must be submitted with
specific information. These requirements include—
Submit tables and graphs in separate electronic files because
they are often created in specialized software. Also provide printouts
of each.
OVC currently accepts documents in WordPerfect and Microsoft Word.
However, OVC is upgrading its computer systems and in the future
may only accept Microsoft Word. Please contact your grant monitor
with questions about this requirement. Note: OVC
cannot read Macintosh word processing applications.
Follow these guidelines to format a draft.
Do not use other formatting tools (i.e., different
size text, tabs, columns, and so forth). Text submitted to OVC
will be developed into the final product by a graphic designer.
Unnecessary formatting in draft text can delay the publishing of
your grant product.
OVC may guide the product through an external peer review process
after receiving the draft text 120
days before the grant or contract end date. The OVC grant monitor
will then return the product—with reviewers' comments—to
you for revision. When OVC receives the revised draft, it will
submit the product to individuals within the Office of Justice
Programs (OJP) and the U.S. Department of Justice (DOJ) for review
and comment. Based on the extent of these comments, OVC may again
return the product to you for additional revision. When OVC receives
the final draft with all comments incorporated, it will complete
an editorial assessment of the product and estimate the production
costs. The OVC director will then provide approval for the publishing
and dissemination process to begin.
The OVC Publications Unit will perform an initial edit of the
product. After the initial edit is completed, and approved by the
grant monitor, the product will undergo a quality control review
and move forward to design and formatting.
The final formatted version of the product, including all appropriate
OVC documentation, will be forwarded through the OVC deputy director,
the OVC director, and the Office of the Assistant Attorney General
(OAAG) for final review and approval. Once approved, advanced notification
of the product's anticipated release date is sent to the U.S. Attorney
General.
The product's dissemination plan will be reviewed and finalized
by the appropriate OVC grant monitor and division director in conjunction
with the OVC deputy director and director. As appropriate, the
OVC Publications Unit will coordinate the press release process
in conjunction with OJP's Office of Communications (OCOM), upload
the publication on OVC's Web site, and coordinate any bulk mailings
through the OVC Resource Center (OVCRC).
Print publications include handbooks, monographs,
bulletins, and fact sheets that are produced in hard copy and distributed
from a clearinghouse facility.
For the best possible print publication, follow these basic writing
guidelines:
Remember: People want information that's short, simple, and to
the point. Using the following techniques will make your manuscript
a clearer and faster read.
"The rights of victims have gone unrecognized by the criminal
justice system for a long time."
"The criminal justice system did not recognize victims' rights
for a long time."
Writing an E-Pub
Use short sentences. Make your point, then move
on. Long sentences with many commas are difficult to read.
Avoid jargon. Steer clear of terminology specific
to a field unless the intended audience is only members of the
field.
OVC increasingly uses the Web as a publishing tool. This section
walks you through the basic principles of creating electronic publications—also
called e-pubs or e-only documents—intended for distribution
exclusively on the Web.
How To Build a Web-Only Document
Writing for the Web differs from writing for print media, but
not so much in the writing itself. The difference lies in how you,
as the author, conceive and present the information.
E-pubs require that content be organized compartmentally
rather than linearly. That is, the information on any
one page must be fully understandable to readers who land on
the page without having viewed previous pages in your document.
Rachel McAlpine, author of Web Word Wizardry, explains
it this way:
The Web is not like a library of books and magazines. It is
like hundreds of millions of separate pages blowing around the
streets. People pick up one, then another, then another—and
each page can come from a different source. . . . Therefore,
the text of every Web page should be self-explanatory and make
sense all by itself. 1
Principles of Effective Web
Writing
How To Write for the "Scan Reader"
Online audiences tend not to read word for word. Instead, they "scan
read" subheads, links, and lists for information that applies specifically
to them. Therefore, e-pub authors should—
Lead With the Main Idea
Place the key overall ideas first on each Web page. Then go into
detail. Again, explain the most important details first.
This writing style is often called the inverted pyramid. It ensures
that no matter where on the page users stop reading, they will
have read the most important information.
Use Subheads Frequently
Subheads make text more readable and point readers to specific
information. This means subheads should be used often (every 1–3
paragraphs), and they should be more specific than "Introduction" or "Project
History." Such generic subheads tell online readers little and
encourage them to simply scan over the material. Likewise, subheads
that use puns or teasers are ineffective.3
Examples of specific headlines—
- Crime Victims Demand Compensation
- Standard Form Streamlines Case Management
- Effort Targets Schools With High Crime Rates
The most effective subheads provide enough information that reading
the section becomes optional. Says McAlpine, "Write headings like
newspaper headlines: a summary of what is to come."4
Use Bullet Lists To Itemize Information
Effective bullet lists are brief:
- Entries are short.
- The list is limited to no more than 5–6 bullets.
- Entries are related in some way.
- Entries briefly describe the type of information that links within
them contain (e.g., the Principles
of Effective Web Writing).
To shorten a bullet list that is too long—
- Combine some bullets, if possible.
- Reorganize the bullets into several lists.
Be Brief—Limit Page Length
to One Screen
When possible, limit the content of a page to what can appear
on one screen (without scrolling). This is especially important
on the document's main pages (e.g., the home page and pages that
introduce new sections and concepts).
To write short copy, use short sentences and simple words.
Don't say—
"A survey of victims was conducted by the interdisciplinary team
in order to determine the impact that existing programs and services
had on them."
Do say—
"The interdisciplinary team surveyed victims to find out how existing
services affected them."
Chunking and Linking
If you still have too much copy after shortening sentences, break
the text into smaller chunks and
use links to direct readers
to that information.
Secondary Pages
Secondary pages feature background information that explains concepts
introduced on an e-pub's main pages. These pages can be longer
than the document's main pages. However, authors should use subheads and bullet
lists to make long pages easier to read.
How To Organize Content Through Chunking
"Chunking" is the process of dividing information into small,
clear pieces. It is the most difficult part of the Web writing
process because it requires deciding which information is important,
what information to present, and how to organize it.
Organize Material by Category or Concept
Crawford Killian, author of Writing for the Web, recommends
that authors complete a "clustering" exercise to organize information
before writing.5 He
tells authors to—
Write their ideas about everything that should be covered.
Cluster similar ideas around specific concepts or themes. For
example, some information will be clearly introductory, or related
to background, findings, or implications.
Use the clusters as the basis for the document's organization.
Avoid Linear or Narrative Organization
Linear and narrative formats—in which information must be
presented in a specific order—don't work well online. Remember,
each page must be clear to the reader without having read any of
the previous pages.
Use Links Appropriately
Incorporating links to background material is an excellent way
to chunk information. However, never use an embedded link at the
bottom of one page simply to link to the top of the next page (e.g., "Continued
on Next Page"). Instead, divide the information into smaller chunks
on more pages.
Incorporate Links Into Content
Construct sentences in ways that allow you to link to related
information. For example: Subheads help
readers navigate a document quickly.
What To Make a Link
- Background and explanatory information. Removing
this information from a main page makes the page shorter and
allows readers who are familiar with the material to move more
quickly through the document. Readers who want more detail may
read it at their discretion.
- Related concepts. If you mention an idea
that is featured in another part of your report, link to it.
- Footnotes or endnotes.
- Cross-references to other sections of the document (e.g., "See
the Additional Reading list for more information.").
- Partner agencies. Many authors acknowledge
their partners by including their Web addresses (also called
URLs) in copy. This is acceptable in online writing with one
caveat: These URLs should be placed on a tertiary page such as
Acknowledgments. Including a link to a Web site outside your
e-pub invites readers to leave the publication—and once
they're gone, they're unlikely to return.
How To Label Links
Links are most effective when they are obvious and the user does
not have to think about them. Offer easy-to-find text links instead
of URL addresses by hyperlinking a word or phrase in a sentence.
Don't say—
For more information about OVC publications, visit the OVC Web
site at www.ojp.usdoj.gov/ovc.
Do say—
Visit the OVC
Web site for more information about OVC publications.
Avoid Overuse of Links
Don't overuse links. Too many links on a page will distract readers
and make the page more difficult to understand. If you find yourself
in this situation, rethink how you are chunking information
onto individual pages.
Develop Keywords for Search Purposes
Effective keywords—that is, the terms and phrases in HTML
code that describe an e-pub's content—help Web users find
your publication using search engines like Google™ or Yahoo®.
How To Choose the Best Words
Step 1—Brainstorm a List
Write down words and phrases that describe the content and purpose
of your document. Include search terms that your target audience
might use to find this type of information and, if possible, keywords
used on similar publications and Web pages.
Step 2—Refine the Entries
- Eliminate entries that are too general (e.g., electronic publication,
document, online, Web, Internet, OVC).
- Eliminate repetitive entries and entries that repeat the same
word too often.
- Combine single words into phrases when possible (e.g., sexual
assault victim services).
Step 3—Prioritize the List
The first keyword or phrase should be the most descriptive, and
so on down the list. Limit the list to the 20 most descriptive
keywords or phrases.
Because the Government Printing Office Style Manual does
not specifically address bibliography and reference citation style,
the OVC Publications Unit developed guidelines based on the Chicago
Manual of Style. Samples include—
Note: If necessary, you may use a different style for references
and notes. However, you must ensure that citations are consistent
and include the following information: author; title of article;
title of publication; volume number, month, and year of publication
if taken from a journal; place of publication; publisher; year
of publication only if a book; and page numbers, if appropriate. It
is imperative that complete and accurate citations are provided.
Incomplete information will delay the publication of your product.
Formatting References/Endnotes
Reference Style
Please refer to the Chicago Manual of Style for situations
not listed here.
General Format for Books
Author (last name, first name). Date of publication. Title
in Italics. City and state of publication: publisher.
Jones, John. 1992. History of Criminology. New York:
Houghton Mifflin.
General Format for Periodicals
Author (last name, first name). Date of publication. "Title of
Article." Title of Periodical in Italics volume number(issue
number): page number.
Jones, John. June 1992. "Crime in the Community." Journal
of Crime 10(3): 3-12.
General Format for OVC and Other Government
Series
Author (last name, first name). Date of publication. Title
of Publication in Italics. Title of Series in Initial Caps,
volume and issue number (if applicable). City and state of publication:
publisher.
Visher, Christy A. September 1992. Pretrial Drug Testing.
Research in Brief. Washington, DC: U.S. Department of Justice,
National Institute of Justice.
Office for Victims of Crime. August 1998. New Directions
From the Field: Victims' Rights and Services for the 21st Century. Washington,
DC: U.S. Department of Justice.
Note: Do not name the Government Printing Office
as a publisher.
Author Issues
Multiple Authors
List the first author's last name first, but list the other authors
first name first.
Hillsman, Sally T. and Laura A. Winterfield.
No Authors
Place the editors' names in the author slot if no authors are
identified.
Flannegan, T.J. and K.M. Jamieson, eds.
If an agency or institution is both the author and publisher,
use the agency name as the author and any umbrella institution
as the publisher.
Office for Victims of Crime. August 1998. New Directions
From the Field: Victims' Rights and Services for the 21st Century. Washington,
DC: U.S. Department of Justice.
Special Situations
Chapters in a Book
Citations of chapters also must include names of authors and editors.
Author (last name, first name). Date of publication. "Title of
Chapter in Quotation Marks and Initial Caps." In Title of Publication, by
or ed. (author or editor's name beginning with first name). City
and state of publication: Publisher.
Robert Smith. 1990. "Crime and the Cities." In A Review
of Criminal Justice, eds. Ellen Tomes and Edward Bock.
New York: Wiley.
Unpublished Manuscripts
Treat unpublished material as though it were an article in a periodical,
with the title of the document in quotation marks.
Brown, William. 1992. "Intermediate Sanctions." Unpublished
report. National Institute of Justice, CX-000-000.
Note: Always provide the grant number when citing a Federal Government
source.
No Date Provided
Brown, William. n.d. "Intermediate Sanctions." Washington, DC:
U.S. Department of Justice, National Institute of Justice.
Web Site References
Provide the author's name (last name, first name) if available. "The
Title of the Document" and title of the full work, if applicable.
Name of the organization that placed it on the Web. Web site URL.
Accessed date (provide date material was gathered).
Volunteer Center of Marin. "A Guide to Organizing Neighborhoods
for Preparedness, Response, and Recovery." American Red Cross, www.sff.org/about/publications/emergency_plan.doc.
Accessed March 3, 2004.
Endnotes Style
Please refer to the Chicago Manual of Style for situations
not listed here.
General Format for Books
Author (first name, last name), Date of publication, Title
in Italics, City and state of publication: publisher, page
number.
John Jones, 1986, History of Criminology, New York:
Houghton Mifflin, 10.
General Format for Periodicals
Author (first name, last name), Date of publication, "Title of
Article," Title of Periodical in Italics volume number(issue
no.): page number.
John Jones, 1992, "Crime in the Community," Journal of Crime 10(June):
3–4.
General Format for OVC and Other Government
Series
Author (last name, first name), Date of publication, Title
of Publication in Italics, Title of Series in Initial Caps,
volume and issue number (if applicable), City and state of publication:
publisher, page number.
Christy A. Visher, September 1992, Pretrial Drug Testing,
Research in Brief, Washington, DC : U.S. Department of Justice,
National Institute of Justice, 12.
Office for Victims of Crime, New Directions From the Field: Victims'
Rights and Services for the 21st Century, Washington,
DC: U.S. Department of Justice, 21.
Special Situations
Chapters in a Book
Citations of chapters must also include names of authors and editors.
Author (last name, first name), Date of publication, "Title of
Chapter in Quotation Marks and Initial Caps," In Title of Publication, by
or ed. (author or editor's name beginning with first name), City
and state of publication: publisher, page number.
Robert Smith, 1990, "Crime and the Cities," in A Review
of Criminal Justice, eds. Ellen Tomes and Edward Bock
( New York: Wiley), 25–30.
Several References in One Footnote
Separate references using semicolons. If the items have been previously
cited, state them together as follows: See Jones, "Crime," 3; Miller, "Jails," 5;
and Thomas, Prisons, 6.
Repeating a Citation
In endnotes, if you want to cite the same source that was cited
just before the present one, use "Ibid." followed by a comma and
a page number.
Ibid., 3.
Web Site Citations
Provide the author's name (last name, first name) if available, "The
Title of the Document" and title of the full work, if applicable,
Name of the organization that placed it on the Web, Web site URL,
accessed date (provide date material was gathered).
Volunteer Center of Marin, "A Guide to Organizing Neighborhoods
for Preparedness, Response, and Recovery," American Red Cross, www.sff.org/about/publications/emergency_plan.doc, accessed March 3, 2004.
OVC requests that authors abide
by the following usage standards:
Copyright & Policy Requirements
Copyright Policy6
Material protected by copyright. Material
protected by copyright may not be reproduced without written consent
from the copyright holder, with the exception of material for which
OJP/OVC has a license. The copyright holder must specify how notice
of copyright should be incorporated in text, captions, footnotes,
citations, or legends.
Contractor or grantee acquisition of license. The
grantee or contractor is responsible for acquiring the right to
include copyrighted material in U.S. Department of Justice (DOJ)
publications that are compiled, written, or prepared under contract
or grant. This includes paying required fees.
Copyrighted material compiled, written, or prepared under
contract or grant. For any publication developed or
purchased under an OVC grant, subgrant, or contract, OVC receives
a license to use, and authorize others to use, the copyrighted
material for government purposes.
Accessibility and 508 Compliance
The Rehabilitation
Act Amendments of 1998 require that electronic data and information
technology provided by the Federal Government be accessible to
people with disabilities. Section 508 of the Act, which focuses
on information disseminated through the Web, requires that "alt" (alternative)
text be supplied with all graphics. These brief descriptions
of graphic elements (20 words or fewer) allow visually impaired
people who use special text-reading software or people who view
the site without graphics to understand what the images convey.
OVC complies with this and all standards of section 508.
Use of OVC Logo
The OVC logo is the exclusive property of the Office for Victims
Crime. OVC must grant permission for outside use or reproduction.
Please contact your grant monitor or contracting officer's technical
representative for more information.
Use of Product Numbers and Barcodes
OVC uses barcoding to maintain and track its inventory of published
products. Every item received into inventory will be assigned a
product number that will be printed in barcode format on the document.
