LHWMP 2012Report by 8g7js2

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									                                                         Publication Number (See Alice Chapman)
                                                                                      Month Year




                                                   Draft or Final Report



                           Report Title Should Fit
                         In Report Cover Window
                          Up to Three Lines Long




Author First and Last Name, P.E., R.S. or PhD
Local Hazardous Waste Management Program in King County or Other Agency name
Team Name

Author First and Last Name, P.E., R.S. or PhD
Local Hazardous Waste Management Program in King County or Other Agency name
Team Name
This report was prepared by the Local Hazardous Waste Management Program in King
County, Washington, a coalition of local governments. Our customers are residents,
businesses and institutions with small quantities of hazardous wastes. The Program’s
mission is: to protect and enhance public health and environmental quality in King
County by reducing the threat posed by the production, use, storage and disposal of
hazardous materials.

For more information or to order additional copies of this report contact:




                         130 Nickerson Street, Suite 100 (or your agency’s address & phone)
                         Seattle, WA 98109
                         206-263-3050 TTY Relay: 711
                         Fax 206-263-3070
                         www.lhwmp.org




Publication Number SEE ALICE CHAPMAN (same number as on front cover)

Author Last name, First name. Report Title, Final or Draft Report. Seattle, WA: Local
     Hazardous Waste Management Program in King County, Year.




                             Alternate Formats Available
                       Voice: 206-263-3050 or TTY Relay: 711

DocumentFileName.doc                                                    Printed on Recycled Paper
                                                           CONTENTS



Notes ................................................................................................................................................ 1

Heading 1—Section Title ............................................................................................................... 2
      Heading 2 — Paragraphs, Quotes, and Bullets .......................................................................... 2
         Heading 3 ............................................................................................................................ 3
      Heading 2—Tables and Figures................................................................................................. 3

General Writing Tips ..................................................................................................................... 5
      Style Manuals ............................................................................................................................ 5
      Local Hazardous Waste Management Program Guidelines....................................................... 5

Extra Help Using the Report Template ........................................................................................ 6
      Install the Template.................................................................................................................... 6
      Create a New Report from This Template ................................................................................. 6
      Introduction to Template Styles ................................................................................................. 6
      How to Apply a Style................................................................................................................. 7
      Applying This Template to an Existing Document ................................................................... 7
      Problematic Lines in the Headers and Footers........................................................................... 7
      Changing Page Numbers............................................................................................................ 8
      Removing the Gap from the Footer Line ................................................................................... 8
      Graphs ........................................................................................................................................ 8
      Creating Tables of Contents, Figures or Tables (if you accidently deleted them from the
      template). ................................................................................................................................... 8
      Updating Tables of Contents, Figures or Tables........................................................................ 9
      Report Covers ............................................................................................................................ 9

Final Report Checklist ................................................................................................................. 10

Appendix A Appendix Title ........................................................................................................ 11

Heading 1—Bibliography ............................................................................................................ 13
      RefWorks – LHWMPs Reference Management Tool ............................................................. 13


                                                               Figures

Figure ___. Use “heading 7, Figure title” style for figure titles ...................................................... 3
Figure ___. Bound Hardcopy Report Example ................................................................................ 9




LHWMP - Document Title                                                                                                                                 i
                                                        Tables

Table ___. Use the style “heading 6, Table title” ............................................................................ 4
Table ___. Survey Response Rates ................................................................................................. 4




Keep this page (delete this paragraph text) so the table of contents may expand beyond
one page. Keep the page blank if the table of contents is only a single page, so the blank
page serves as the backside of the table of contents. The “Even page footer” is defined
here. The body of the report text (acknowledgements or introduction) should always
begin on an “odd numbered” page.

On any blank pages insert this text in the center of the page:

                                         This page intentionally left blank.




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                                        NOTES


For basic instruction on how to get started, see the section titled “Extra Help Using the
Report Template”.
This report template was designed to be used in Microsoft Word for Windows using
current or older versions. Command names may vary somewhat in different versions and
on different platforms.
Please note that style names incorporate a short version (from one to three characters) for
ease in applying styles from the keyboard, for those who prefer this method.

The major differences between long and short reports are the following.
•   Section breaks (Here the term “section” is used to mean the coding as understood by
    Microsoft Word, not as a titled portion of the report):
    — Short reports do not require section breaks, as the “heading 1” style includes a
      Page Break Before. Sections in short reports can begin on either odd or even
      pages.
    — Section breaks are used in long reports, and sections always start on an odd page.
      Restart at 1 is selected only for the first section and deselected in all subsequent
      sections. Page 1 of the report is the page with “Notes” in the heading. If the
      report has no “Notes”, then the first occurrence of the “Heading 1” format will be
      page 1

•   Headers (as in headers and footers, not headings):

    — There is no text in the headers in a short report.
    — In a long report, Different First Page must be selected for all sections; although
      there is no text in the header on the first page of each section, the section title
      appears in the header on all subsequent pages.
•   A long report will generally contain an Executive Summary in the frontmatter and
    either References or a Bibliography following the text and any appendixes.




LHWMP - Document Title                                                                      1
                      HEADING 1—SECTION TITLE

The first section in your report should be “Acknowledgements” to thank your
contributors and reviewers.
“Heading 1” is the style used for the section title. (The term “section” is used here to
denote a titled portion of the report, not a “section” as used by Microsoft Word.) The
definition includes Page Break Before (do not place a manual page break before the start
of a section) and All Caps (type section titles with appropriate initial caps in order to
automatically generate correct entries for the table of contents).
 Type Heading 1 as you want to see it in the Table of Contents (TOC). For example, type
“Acknowledgements” and it will display with the capital “A” with other letters lower
case in the TOC and in all caps on the report page. If you type
“ACKNOWLEDGEMENTS” it will appear in all caps in the TOC and in all caps on the
report page. If you type “acknowledgements” it will appear in lower case in the TOC and
in all caps on the report page.

Heading 2 — Paragraphs, Quotes, and Bullets
This is a sample of a typical paragraph, using the style “Body text.” The blank line
following it is part of the style definition; in other words, you should not add blank lines
between paragraphs. Note that the next paragraph resulting from pressing “Return” after
a heading style will automatically be “Body text.”
        Use the style “Quote” for multi-line quotes. Because italics are built into
        the style, it is not necessary to use quotation marks at the beginning and
        end of the paragraph. Note that this style also incorporates the “Keep
        Lines Together” command.

Other paragraph styles follow.
•   This is a sample of a bulleted paragraph; the style name is “Bullet.” This is the style
    used for multi-line bulleted paragraphs.

    •   Use “Bullet 2” for the next level of bullet or dash (whichever is appropriate).

    — Same style, with an “em” dash.

•   Bullet.

Bulleted paragraphs utilize tighter line spacing for single-line entries.
•   Bullet single.
•   Bullet single.
    — Bullet 2 single.
    — Bullet 2 single.
•   Use “Bullet” style for last entry in list to ensure correct space before next item.


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The following styles are used for numbered lists:

1.    The style name is “List.”

      •    Bullets in a numbered list use the style “List bullet.”

      •    List bullet.

2.    List.

      a.      The style for the second level of numbered list is “List 2.”

              (1)   The style for the third level of numbered list is “List 3.”

Heading 3
If you need an additional subordinate heading, use bulleted paragraphs, as follows:

•    Subordinate headings. There should not be more than three levels of headings used.
•    Style used. The “Bullet” style is used and bolding is applied manually as
     appropriate.


Heading 2—Tables and Figures
Following are the styles used for figures, graphics, and tables. Note that heading styles
are used for figure and table titles for ease in generating Table of Contents lists.


                                   Use “Graphics” Style
                                   for paragraphs
                                   containing graphics

              Figure ___. Use “heading 7, Figure title” style for figure titles

Note that some graphics may not use a figure title.




                                 Use the “Caption” style, as appropriate.

Tables can extend the width of the page (6 inches), or they may be centered, as
appropriate. Apply borders for greatest readability of data.




LHWMP - Document Title                                                                      3
                             Table ___. Use the style “heading 6, Table title”

            Table Subtitle                              Table Subtitle                      Table Subtitle

    Table text                                •   Table indent                               Table text ctr
    Table text                                    The “Table indent” style can               Table text ctr
                                                  be used for bullets and for
                                                  indented text.

    Note: Merge cells and apply the “Table note” style.


Following are sample tables.

                 Preference                                Incentive                         Responses
                      1              Mentioned in my community newspaper                           51
                      2              Certificate or plaque                                         34
                      3              Named in an advertisement                                     33
                      4              Mentioned on a local radio station                            26
                      5              Window decal                                                  22
                      6              Public announcement or award                                  21
                       7             Inclusion in a coupon book                                     9
                     (tie)           Bumper sticker                                                 9
                      8              Poster                                                         7
                      9              Other *                                                        4
                      10             Patch or button                                                1
                 Total surveys                                                                     83
             * The “other” category included TV recognition, deeds for company delivery vehicles and cash.
             One respondent checked the other category but did not specify an incentive.



                                    Table ___. Survey Response Rates

                                               Industry Type                     Answers

                              Did not answer question                               27
                              Automotive repair                                     13
                              Marine Boat Repair/Retail                               5
                              Paint (retail/supplier)                                 4
                              Laboratory (medical and other)                          4
                              Woodworking/Furniture refinisher                        3
                              Print shop/newspaper                                    3
                              Metal working/finishing                                 3
                              Dental office                                           3
                              Dry-cleaning                                            1
                              Gold plating                                            1
                              Heavy equipment                                         1
                              Chemical                                                1
                                 Total                                              69




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                         GENERAL WRITING TIPS


Style Manuals
King County has some valuable online guides to improve writing and follow proven
styles or formats.

       King County Style Manual http://www.kingcounty.gov/exec/styleguide.aspx
       King County Plain Language Writing Guide, How to write clearly to meet the
        needs of your readers
        http://www.kingcounty.gov/exec/styleguide/plainwriting.aspx
       The Gregg Reference Manual is recommended in the King County Style Manual,
        and is available in the LHWMP Library. Contact Alice Chapman to check out the
        book.


Local Hazardous Waste Management Program Guidelines
The LHWMP’s Communications Advisory Committee (CAC) web site has useful
information about planning and publishing communication materials, with technical
report guidance on these pages:

        Guideline http://www.lhwmp.org/home/staff/index.aspx

        Checklist http://www.lhwmp.org/home/staff/media.aspx
For assistance or questions, contact your agency’s CAC member, listed here:
http://www.lhwmp.org/home/staff/emails.aspx .




LHWMP - Document Title                                                               5
        EXTRA HELP USING THE REPORT TEMPLATE


Install the Template
For MS Word 2007, open the template document, use the ribbon and choose “Save As”.
In the dialog box, make two choices before clicking Save:
1. Choose “Save In – Trusted Templates” depicted as a folder icon at the top of the list
   of choices on the left side of the dialog box.

2. Choose “Save as Type – Word Template (.dotx)” located below the file name.


Create a New Report from This Template
1. From the Ribbon pull-down menu, select New.

2. Choose My Templates

3. Select the name of this template LHWMP_2012Report. This document will open.

4. Print the document if you need a copy of the instructions.
5. Save this document in the name of the new report, as a Word Document
   (new_report_filename.doc).
6. Over-write your report text at the beginning of the report (from the report cover to the
   first chapter) and Appendices. The remaining template instructions text in the middle
   of the report can be deleted.


Introduction to Template Styles
1. You must tell your computer when to apply each type of format. A type of format is
   called a Style, and each style has a name. For example, the format for a chapter
   heading is called “Heading 1”. When you write a heading, you must remember to tell
   the computer to use the “Heading 1” style. If you don’t tell this to the computer, it
   will default to the “Normal” style, which is plain, unformatted text AND, you will
   lose the ability to generate tables of contents automatically.
2. Each Style is a combination of individual format instructions. The “Heading 1” style
   includes the font type & size, indents, line spacing, and a page break. When using
   template Styles, you only need to think about style names, you can stop worrying
   about font type & size, indents, line spacing, and page breaks.
3. Everything in a report has a Style. The person who developed this template defined
   about 35 different styles for our convenience. You will write the whole report
   without ever using the default “Normal” style.


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4. AVOID USING “NORMAL”. Normal is essentially no style at all. For typing
   paragraphs, use “Body Text.”


How to Apply a Style
For MS Word 2007, select the text you want to format. Use the Style group on the
“Home” tab to see the style options displayed. Now pick one. That’s all there is to it. If
you want to see the complete list of Styles, click on the tiny icon in the lower right corner
of the Style group to open a Style pane. See image below.




Applying This Template to an Existing Document
1. It’s always easier to begin writing a report in the LHWMP report template than to
   convert from one template to another.
2. With Word 2007, no one at LHWMP has yet found a fast way to convert a report
   from one template to another. Open a new report document and copy the report text
   from the original document into the new one. Select each individual heading,
   paragraph, table, and other content and apply the appropriate style one at a time.


Problematic Lines in the Headers and Footers
To edit the Headers or Footers choose the Insert tab and either Header or Footer.
Choose “Edit Header” or “Edit Footer” near the bottom of the list. You’ll now be in the
header or footer editing box. Another way to edit the Headers or Footers is to double-
click in that area while the document is in “page layout” view.
The template has footers on each page (formatted with a line, LHWMP – Document Title
and page number) but no headers. Reports look best this way, but if you want to add a
header, add lines to the header, or remove lines from the footer – the template has built-in
styles to change it.




LHWMP - Document Title                                                                      7
If you want the lines at the top of the page (with or without text), use the Header style
while in the header editing box (it contains the line as part of the style). For headers with
text but without lines use the Normal style in the header editing box.
If you want lines at the bottom of the page (with or without text), use the Footer style
while writing in the footer editing box (it contains the line as part of the style). For
footers with text but without lines use the Normal style in the footer.


Changing Page Numbers
1. Select the page number on the first page of the section that you want to change (it will
   turn gray.)

2. From the Design tool bar select Page Number and select Format Page Numbers.

3. This dialogue box will let you set the style and page numbers that you need.
4. Do not delete the page number that already exists in the footer, just modify it. If you
   do delete the page number, this can create a gap in the footer line or other
   problems.


Removing the Gap from the Footer Line
1. Select the whole footer, and choose the “Normal” format from the style list.

2. Select the whole footer again, and choose the “Footer” format from the style list.


Graphs
If you need to insert a graph into the document, select the Graphics Style for the
insertion point or the graph will not be visible.


Creating Tables of Contents, Figures or Tables (if you
accidently deleted them from the template).
1. Create the title for the table by selecting the *head style.

2. Put the cursor where you want the table to appear.
3. Select the References tab and click Table of Contents and “Insert Table of
   Contents” near the bottom of the list. For a Table of Figures or Table of Tables,
   select the References tab, in the Captions group click the “Insert Table of Figures”
   icon.
4. Position the cursor within the new Table of Figures of Table of Tables (it will turn
   gray) and go to the References tab, in the Captions group and click on the small icon


8                                                                        LHWMP - Document Title
    in the upper right labeled “Table of Figures Dialog” and then select the Options
    button.
5. Change the style to the appropriate one: Heading 7 for figure titles, Heading 6 for
   table titles. Click “OK” twice to exit the dialog.


Updating Tables of Contents, Figures or Tables
1. Position your cursor anywhere within the table of contents and click the mouse. The
   table of contents will appear to be highlighted with a light gray color.

2. Press the F9 key, choose update the entire table, and choose OK.
3. Repeat steps one and two for the Figures or Tables, but change the location of your
   cursor each time.


Report Covers
This template is designed to be used “as is” for electronic publication on the Internet. It
can also be bound in a pre-printed LHWMP cover for hardcopy distribution. The pre-
printed covers are stored at WLRD’s offices at Canal Place. Contact WLRD’s
administrative staff (Sandy Luckett) for supplies, if needed. Or, simply send the final
report to WLRD at Canal Place for printing and binding.
An example bound hardcopy report (front cover) is pictured below. The front cover has a
window cutout to reveal the report title from the Word document report cover
underneath. The back cover is plain green.




                         Figure ___. Bound Hardcopy Report Example



LHWMP - Document Title                                                                        9
                             FINAL REPORT CHECKLIST

Your report is written, reviewed, edited, formatted in the template and ready to go.
Below are the final steps for getting the report printed and accessible online.
    Spell-check (one last time never hurts)
    Update the table of contents (hit the F9 key, see details on previous page)
    Check the Front cover & Title Page for publication date and change Draft Report
     to Final Report
    Do a print preview, check the pagination for odd/even page alignment and all footers
    Save! Use no spaces in the File Name.
    Ensure Back of Cover (lower left corner) has the final saved File Name
    Print the whole report, double-sided
    Insert any non-electronic appendices
    Send report to Liz Tennant for final program review by CAC
    Estimate the number of printed copies you need. Keep these to a minimum, around
     12-24 maximum. Include the following in your estimate:

        *LHWMP Library (Alice Chapman)                                                     2
        *Office of Program Administrator for LHWMP                                         1
        *LHWMP Program Evaluator (Trudy Rolla)                                             1
        *Author’s Partner Agencies ( If WLRD – at least 2 to Public Health ; If            2 ea
        Health – to library and supply room at WLRD; is it of interest to Seattle
        Public Utilities, King County Solid Waste, or City Reps?)
        Your copy and other Authors                                                        1 to ?
        Project partners (e.g., businesses, association, etc.)                             ?
        Interested parties                                                                 ?
        WLRD publication supply room                                                       5
        Total                                                                              Sum
                    * Required


    Give the original final report and total copies needed to Administrative staff (Sandy
     Luckett) for printing and binding. The original will be kept in the administrative
     files, accessible for future reprints. Do Not Keep the Original in Your Desk
    Distribute the print copies per above table when they are ready.
    Add the report to the LHWMP Extranet Document Module at http://lhwmp.org
    Save the final electronic version of the report in the report directory
     H:\Transfer\Hw\Technical Reports\ so it is accessible for future updates.
     Do Not Keep the Only Final Electronic Version in Your Personal Directories
    Notify Alice Chapman that the report is in the Exranet & ready for the LHWMP web
     site. Alice will follow the “Guidelines for Publication Entry on the Extranet”
      Assure the Extranet entry is consistent with our web standards.
      Alert you and provide link when the document is live on the web site.




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                                     APPENDIX A

                                 APPENDIX TITLE


The first page of an appendix can consist of the title only, the title with text, or the title
with a table of contents for the appendix. The appendixes should begin on an odd page
(insert a manual page break if necessary).




LHWMP - Document Title                                                                           11
12   LHWMP - Document Title
                         HEADING 1—BIBLIOGRAPHY

Use the “Biblio” style for Bibliography and References entries; begin on an odd page
(insert a manual page break if necessary, as shown above). OR, use RefWorks or
RefNote software with the “Write and Cite” feature to automatically produce the
bibliography for you. See Alice Chapman for assistance.
Last name, first name. Book Title. City, ST: Publisher, year.


RefWorks – LHWMPs Reference Management Tool
LHWMP subscribes to RefWorks, a powerful reference management tool. While doing
research, enter references into RefWorks. It has some convenient tools to automatically
import citations from common sources or to generate a reference for web pages.
While writing the report in Word, use the “Write and Cite” feature to reference each cited
fact or quotation. When the report is finished, use RefWorks to automatically generate a
Reference list in the citation format you choose (normally APA) and insert it at the end of
the Word document.
Another key benefit of RefWorks is the ability to share your references with co-authors
or other partners through a convenient web link. Your own reference database is available
through the RefWorks web site at any time.

Contact any member of the Research Team for training and access codes to RefWorks.




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