Appendix H_CRG Updates_01Jul2021.pdf

COMMUNICATION REFERENCE GUIDE: UPDATES

FHWA Contact: Maria Romstedt, Publication Manager, HRTM-20, maria.romstedt@dot.gov, 202-493-3432

The information in this document is applicable as of 07/01/2021.

FOREWORD

This document provides updates to the Turner-Fairbank Highway Research Center R&D Communication Reference Guide (CRG) (HRT-15-058). Authors use the CRG as a standard when preparing communication products to document and promote the Federal Highway Administration’s (FHWA’s) work. Since the CRG was published in 2017, there have been several updates to processes that are not reflected in the current version. The Marketing and Communications Team (HRTM-20) has also identified several areas where the guidance in the CRG is frequently misunderstood and could use further clarification. This document consolidates changes and clarifications to the CRG into a single reference. Authors can use this CRG Updates document as a supplement to the CRG when preparing their communications products.

The updates are grouped by topic, as listed in the table of contents, so that authors can easily review all updates related to each topic. For example, while references are mentioned several times throughout the CRG, all updates related to references are grouped together in this document for reader convenience. Where applicable, relevant CRG sections and page numbers are provided so that readers can review the existing CRG section along with the updated information. The updates provide an explanation of what has changed and why the changes were made.

mailto:maria.romstedt@dot.gov

TABLE OF CONTENTS

FOREWORD

ATTRIBUTION LINES

REFERENCES

Update to CRG Table 9 Author–Date In-Text Citations Unpublished Sources

508 COMPLIANCE

Symbols in Text Underlined Text Alt Text for Equations Discussing Colored Elements of Images Inserting Equations and Formulas Color Contrast and 508 Compliance Tables

LIST OF FIGURES

Figure 1. Photograph. Example figure with a source attribution line Figure 2. Illustration. Example figure with a copyright attribution line Figure 3. Graphs. Example compound figure with attribution lines for each subfigure Figure 4. Equation. Example equation Figure 5. Graph. Example of text failing 508 color-contrast requirements Figure 6. Graph. Example of text passing 508 color-contrast requirements

LIST OF TABLES

Table 1. Reference citations and examples Table 2. Example simple table Table 3. Example complex table

ATTRIBUTION LINES

Relevant CRG sections: Copyright, pp. 21–24; Figures and Tables, pp. 37–44

The Communication Reference Guide (CRG) states that including attribution information for FHWA-owned images is recommended, but it does not explicitly require the information.

Updated guidance on attribution lines from the Office of the Chief Counsel now requires authors to include an attribution line under every image, even if the image belongs to the Federal Highway Administration (FHWA) or was created for the subject publication. Figure 1 and figure 2 show examples of source and copyright attribution lines, respectively.

Source: FHWA.

Figure 1. Photograph. Example figure with a source attribution line.

© 2019 The State of California.

Figure 2. Illustration. Example figure with a copyright attribution line.

This updated guidance also extends to compound figures. Each subfigure must include an attribution line (figure 3).

A. Example of first subfigure.

B. Example of second subfigure.

C. Example of third subfigure.

Figure 3. Graphs. Example compound figure with attribution lines for each subfigure.

REFERENCES

This section aims to clarify or correct some of the reference guidance in the CRG.

Update to CRG Table 9

Relevant CRG section: Appendix P: Reference Information and Examples, pp. 125–127

Table 9 in the CRG did not fully cover the most common reference types and did not align with styles available in reference generators. When deferring to the CRG or Government Publishing Office Style Manual (GPO) as the main style guide(s), authors should refer to table 1 of this CRG Updates document, which aligns with the Chicago Manual of Style (CMOS), for guidance on preparing references.

Table 1. Reference citations and examples.

Reference Type Reference Elements Example Reference

Blog post Author(s) Year of publication Title of blog post Title of blog (include “(blog)” if not in title) Publisher name Date of blog post URL and last-accessed date

Chao, E. L. 2020. “SpaceX Launch on November 15, 2020.” Connections (blog), U.S. Department of Transportation. November 16, 2020.

https://www.transportation.gov/connections/spacex-launch-november-15-2020, last accessed November 28, 2020.

Book Author(s) Year of publication Title Publisher city/province and State/country Publisher name Optional URL and last-accessed date

Huang, D., and B. Hu. 2020. Concrete Segmental Bridges: Theory, Design, and Construction to AASHTO LRFD Specifications. Boca Raton, FL: CRC Press.

https://doi.org/10.1201/9780429485473, last accessed January 21, 2021.

Note that, while this recommended approach aligns with CMOS, authors still have the option to choose the style manual of their liking.

https://www.transportation.gov/connections/spacex-launch-november-15-2020 https://doi.org/10.1201/9780429485473

Journal article Author(s)

Year of publication Article title Journal title Volume Issue Optional page range Optional URL and last-accessed date

Shiffrin, R., and W. Schneider. 1977. “Controlled and Automatic Human Information Processing: II. Perceptual Learning, Automatic Attending, and a General Theory.” Psychological Review 84, no. 2: 127–190.

https://psycnet.apa.org/record/1977-24785-001, last accessed November 21, 2020.

Mok, H. T., and Smith, R. 1997. “Prediction of Highway Performance Monitoring System's Present Serviceability Rating for Local Agencies Using San Francisco Bay Area Pavement Management System.” Transportation Research Record 1592:107–115. http://dx.doi.org/10.3141/1592-13, last accessed November 18, 2020.

Report Author(s) Year of publication Title Publication number Publisher city/province and State/country Publisher name Optional URL and last-accessed date

Ocel, J. 2021. Historical Changes to Steel Bridge Design, Composition, and Properties. Report No. FHWA-HRT-21-020. Washington, DC: Federal Highway Administration.

https://www.fhwa.dot.gov/publications/research/infrastructure/structures/bridge/ 21020/index.cfm, last accessed February 3, 2021.

Social media post Author (include handle if applicable) Year of publication Text of post (up to 160 characters) Social media platform Date and time of post URL and last-accessed date

Federal Highway Administration (@USDOTFHWA). 2021. “Agencies use crowdsourced data to improve real-time traveler information, such as dynamic message signs for motorists.” Twitter, February 2, 2021, 11:01 a.m.

https://twitter.com/USDOTFHWA/status/1356633850127003654, last accessed February 3, 2021.

Software Owner(s) Year of release Title Version

International Road Dynamics Inc. 2018. iAnalyze (software). Version 7.7.

Specification/standard Author(s) Year of publication Title Specification/standard number Publisher city/province and State/country Publisher name Optional URL and last-accessed date

SAE International. 2016. On-Board System Requirements for V2V Safety Communications. SAE J2945/1. Warrendale, PA: SAE International.

https://www.sae.org/standards/content/j2945/1_201603/, last accessed June 5, 2019.

https://psycnet.apa.org/record/1977-24785-001 http://dx.doi.org/10.3141/1592-13 https://www.fhwa.dot.gov/publications/research/infrastructure/structures/bridge/21020/index.cfm https://www.fhwa.dot.gov/publications/research/infrastructure/structures/bridge/21020/index.cfm https://twitter.com/USDOTFHWA/status/1356633850127003654 https://www.sae.org/standards/content/j2945/1_201603/

Thesis/dissertation Author(s)

Year of publication Title Type of document (e.g., Master’s thesis) Name of school/university Optional URL and last-accessed date

Khattak, Z. 2016. “Evaluating the Operational and Safety Aspects of Adaptive Traffic Control Systems in Pennsylvania.” Master’s thesis. University of Pittsburgh. http://d-scholarship.pitt.edu/26899/1/ZulqarnainKhattak_etdPitt2016_%28final%29.pdf, last accessed July 29, 2020.

Website or web page Author(s) Year of publication (use “n.d.” if not available) Title of website/web page Type of reference (e.g., website, web page) URL and last-accessed date

Federal Highway Administration. n.d. “What’s New” (web page).

https://www.fhwa.dot.gov/publications/lists/whatsnew/index.cfm, last accessed August 13, 2016.

Workshop or meeting presentation/proceeding

Author(s) Year of presentation/proceeding Title of presentation/proceeding Workshop/meeting title Workshop/meeting city/province and State/country Workshop/meeting sponsor Optional URL and last-accessed date

Gibbons, R., C. Andersen, and J. Hankey. 2005. “The Wet Night Visibility of Pavement Markings: A Static Experiment.” Presented at the 84th Annual Meeting of the Transportation Research Board. Washington, DC:

Transportation Research Board.

Note: Any URL included in a reference must have a last-accessed date.

http://d-scholarship.pitt.edu/26899/1/ZulqarnainKhattak_etdPitt2016_%28final%29.pdf http://d-scholarship.pitt.edu/26899/1/ZulqarnainKhattak_etdPitt2016_%28final%29.pdf https://www.fhwa.dot.gov/publications/lists/whatsnew/index.cfm

Author–Date In-Text Citations

Relevant CRG section: References and Bibliography, pp. 34–35

The CRG showed author–date references with punctuation before the reference citation; this was inconsistent with CMOS and other commonly used reference manuals. With this update, recommended formatting for author–date in-text citations has been standardized to align with CMOS. When using the author–date reference style, place in-text citations before the ending punctuation of a sentence. The following example demonstrates where the in-text citation should appear in relation to the ending punctuation:

This approach contrasts with the Manual for Bridge Evaluation, which suggests reducing capacity by a factor that accounts for general condition (AASHTO 2018).

When citing works with four or more authors, abbreviate the in-text citation by naming the first author and then including “et al.,” as in the following example:

Facility types were identified as paved or unpaved roads (Calvert et al. 1999).

When citing two or more references by the same author(s) or with identical in-text citations, name the author(s) once and then separate the years of publication with commas, as in the following example:

A few resources identified the facility types as paved or unpaved roads (Calvert et al.

1999, 2001, 2005; Knapp 2014).

When citing two or more references, separate each reference with a semicolon, as in the following example:

Two resources identified the facility types as paved or unpaved roads (Calvert et al. 1999;

Knapp 2014).

When naming a reference in a sentence, add the year of publication in parenthesis directly following the name, as in the following example:

Calvert et al. (1999) identified facility types as paved or unpaved roads.

When there are two or more references with identical in-text citations, add a lowercase letter after the year of publication to differentiate them. The following examples demonstrate using lowercase letters to differentiate references with identical in-text citations:

Note that, while this recommended approach aligns with CMOS, authors still have the option to choose the style manual of their liking.

Reference Examples

Randolph, D., H. Patterson, A. Baunee, and K. Dietz. 2021a. Exploring Why Bridge Surfaces Freeze Before the Road. Report No. AC-1. Hometown, AK, Americana Company Inc.

Randolph, D., H. Patterson, A. Baunee, and K. Dietz. 2021b. How AI is Watching for Pedestrians. Report No. AC-2. Hometown, AK: Americana Company Inc.

Randolph, D., A. Baunee, K. Dietz, K. Patterson, and J. Seacrist. 2021c. Evaluating the Effectiveness of Low Bridge Ahead Warnings. Report No. AC-3. Hometown, AK:

Americana Company Inc.

In-Text Citation Example

Past research on various focus areas confirms this finding (Randolph et al. 2021a, b, c).

Unpublished Sources

Relevant CRG section: References and Bibliography, pp. 34–35; Appendix P: Reference Information and Examples, pp. 125–127

The CRG makes brief mention of how to handle unpublished data sources but does not go into detail. Unpublished sources should not be included in the References list. Instead, an unpublished source should be cited as a footnote in the text. In the footnote, include the type of information obtained, from whom the information was obtained, and when the information was obtained. The following examples demonstrate how unpublished sources should appear as footnotes:

1FHWA staff member; interview conducted by evaluation team members Margaret Petrella, Sarah Plotnick, and Matthew Keen on August 20, 2019.

2Project partner; phone interview conducted by FHWA staff member on October 8, 2019.

3These data are unpublished and are only included as a reference to evaluate the effectiveness of the treatment. Data were obtained by the research team via personal communication with VDOT staff.

508 COMPLIANCE

Relevant CRG section: Section 508 of the Rehabilitation Act, pp. 12–13

The CRG makes clear that all public-facing and internal electronic content, as well as electronic content communicating agency official business developed, procured, maintained, or used by the Government, needs to conform to Section 508 of the Rehabilitation Act. However, it does not go into detail on some of the things that authors need to do to ensure 508 compliance. This section aims to clarify approaches and items that make a research document 508 conformant, reflecting the latest direction from FHWA’s 508 compliance officer. Please note that this is not an exhaustive list of all things authors should do and check for when producing a document that can be made accessible. Please visit FHWA’s Section 508 website, https://www.fhwa.dot.gov/508/, the agency’s comprehensive, one-stop location for information on Section 508.

Symbols in Text

Authors should use Unicode characters (found in the Symbols dropdown on the Insert tab in Word) when inserting symbols throughout the text. Symbols include Roman numerals (e.g., Ⅰ, Ⅱ, Ⅲ), Greek letters (e.g., α, β, γ), mathematical operators (e.g., −, ×, ≥), and other general symbols (e.g., ℉, ™ , ✓). A Unicode character is encoded with a specific meaning. Unicode is particularly important and helpful for those using assistive technologies to read FHWA research products because they ensure information is properly communicated to such users. For example, if the capital letter I is used three times instead of the Unicode Roman numeral Ⅲ, text-reading assistive technologies will read that (phonetically) as “eye eye eye” rather than “3” or “Roman numeral 3.” To maintain 508 conformance, it is necessary to use Unicode characters when inserting symbols whenever possible to maintain meanings for all users.

Underlined Text

In FHWA research products, underlined text indicates an active hyperlink (e.g., URLs, email addresses). To maintain this meaning, no other text in the document should be underlined.

Reserving underlined text for hyperlinks aids document usability for all users.

Alt Text for Equations

Relevant CRG section: Examples of 508 Captions for Nontext Elements, p. 19

Per new FHWA guidance, authors must write alt text for equations as the equation would be read aloud. For example, acknowledging this new guidance, the alt text for the equation in figure 4 would be written as follows:

AREA subscript 7 equals 4 plus 6 open parenthesis d subscript 8 divided by d subscript 0 close parenthesis plus 5 open parenthesis d subscript 12 divided by d subscript 0 close parenthesis plus 6 open parenthesis d subscript 18 divided by d subscript 0 close parenthesis plus 9 open parenthesis d subscript 24 divided by d subscript 0 close parenthesis plus 18 open parenthesis d subscript 36 divided by d subscript 0 close parenthesis plus 12 open parenthesis d subscript 60 divided by d subscript 0 close parenthesis.

Figure 4. Equation. Example equation.

https://www.fhwa.dot.gov/508/

When using Greek letters in alt text, use capital or lowercase letters that correspond to whether the Greek letter is capitalized or lowercase in the equation (e.g., λ = “lambda”; Λ = “Lambda”).

Discussing Colored Elements of Images

Relevant CRG section: Section 508 and Publication Content, pp. 16–17

The CRG briefly touches on not using color as the only differentiator of information. This applies not only to the in-line text of a document but also to the alt text that accompanies a document’s images. When discussing an image, avoid using color to describe objects (e.g., “the gray line in figure 6…”); instead, describe the object and what it signifies (e.g., “the HRI line…”). Color that imparts a specific meaning beyond the figure itself, such as double yellow lines on a road, is an exception.

Inserting Equations and Formulas

Relevant CRG section: Equations and Formulas, p. 45

The CRG states that authors need to insert static images (.jpg files) of any equations or formulas.

Updated FHWA guidance now allows authors to submit equations in an equation-editor tool (e.g., Word’s Equation Tool or MathType) instead. This both facilitates corrections and improves the quality of the final published document. These equation-editor objects will be converted to images at a later point during the editorial process. Equation editor tools currently do not support the addition of alt text. Authors must provide alt text for all equations separately, and it will be added to the images during the editorial process.

Color Contrast and 508 Compliance

Relevant CRG section: Section 508 and Publication Content, p. 16

The CRG briefly states that authors should select colors and graphics that have high contrast.

New FHWA guidance provides further direction on color contrast. Meaningful text color must meet minimum contrast against its background. The Section 508 color contrast is defined by WCAG 2.0, level AA, Success Criterion 1.4.3. This criterion applies to images of text where allowed. The contrast requirement does not apply to incidental text or to logos. Authors can use the TPGi color contrast analyzer (https://www.tpgi.com/color-contrast-checker/) to test for conformance. For example, in figure 5, “HRI” is too light and fails to conform with color-contrast requirements. The same text in figure 6 has been corrected to a darker color that passes the color-contrast conformance test.

Figure 5. Graph. Example of text failing 508 color-contrast requirements.

Figure 6. Graph. Example of text passing 508 color-contrast requirements.

Tables

Relevant CRG sections: Expediting the Editing Process, pp. 7–8; Section 508 and Publication Content, pp. 16–17

The CRG encourages authors to use a simple table format for all tables. However, authors are no longer limited to the simple table format. Tables with merged cells are acceptable as long as all data cells clearly correlate to unique column and row headers. This approach means that all columns must have a unique header that reads down. That unique header may span a few heading levels if the author uses multiple headings and merged cells (for example, the third column in table 3 has two headers that create a unique header for that column of data: first “95% Confidence Level” and second “NV”).

The following example presents the same contents in both simple (table 2) and complex (table 3) table formats. Both formats are acceptable.

Table 2. Example simple table.

Crash Type

Expected Reduction in

Crashes

95% CL

NV

95% CL

NC

95% CL

OK

95% CL

OR

90% CL

NV

90% CL

NC

90% CL

OK

90% CL

OR

All 10 *143 *158 *224 *545 *101 *111 *158 *385 All 20 30 33 46 113 21 23 33 80 All 30 11 12 17 40 8 8 12 29 All 40 5 5 7 18 3 4 5 13

KABC 10 346 438 636 1,189 245 309 449 840

KABC 20 *71 *90 *131 *245 *51 *64 *93 *175

KABC 30 26 32 47 88 18 23 33 62

KABC 40 11 14 21 39 8 10 15 27

RE 10 393 414 488 1,115 277 293 345 788

RE 20 *81 *86 *101 *230 *58 *61 *72 *164

RE 30 29 31 36 82 21 22 26 58

RE 40 13 13 16 36 9 10 11 26

ANG 10 307 773 2,681 9,692 217 546 1,894 6,846

ANG 20 *63 *160 *553 *2,000 *45 *113 *394 *1,423

ANG 30 23 57 198 715 16 40 140 508

ANG 40 10 25 87 315 7 18 62 223

LT 10 475 840 818 4,065 336 593 578 2,871

LT 20 *98 *173 *169 *839 *70 *123 *120 *597

LT 30 35 62 60 300 25 44 43 213

LT 40 15 27 27 132 11 19 19 94

LTOT 10 N/A 1,145 857 6,632 N/A 809 605 4,684

LTOT 20 N/A 236 177 1,368 N/A 168 126 974

LTOT 30 N/A *85 *63 *489 N/A *60 *45 *347

LTOT 40 N/A 37 28 216 N/A 26 20 153

*Recommended sample-size values.

N/A = not available.

Table 3. Example complex table.

Crash Type

Expected Reduction in

Crashes

95% Confidence Level 90% Confidence Level

NV NC OK OR NV NC OK OR

All 10 *143 *158 *224 *545 *101 *111 *158 *385

20 30 33 46 113 21 23 33 80 30 11 12 17 40 8 8 12 29 40 5 5 7 18 3 4 5 13

KABC 10 346 438 636 1,189 245 309 449 840

20 *71 *90 *131 *245 *51 *64 *93 *175 30 26 32 47 88 18 23 33 62 40 11 14 21 39 8 10 15 27

RE 10 393 414 488 1,115 277 293 345 788

20 *81 *86 *101 *230 *58 *61 *72 *164 30 29 31 36 82 21 22 26 58 40 13 13 16 36 9 10 11 26

ANG 10 307 773 2,681 9,692 217 546 1,894 6,846

20 *63 *160 *553 *2,000 *45 *113 *394 *1,423 30 23 57 198 715 16 40 140 508 40 10 25 87 315 7 18 62 223

LT 10 475 840 818 4,065 336 593 578 2,871

20 *98 *173 *169 *839 *70 *123 *120 *597 30 35 62 60 300 25 44 43 213 40 15 27 27 132 11 19 19 94

LTOT 10 N/A 1,145 857 6,632 N/A 809 605 4,684

20 N/A 236 177 1,368 N/A 168 126 974 30 N/A *85 *63 *489 N/A *60 *45 *347 40 N/A 37 28 216 N/A 26 20 153

*Recommended sample-size values.

N/A = not available.