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NASA Procedures and Guidelines |
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| | TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | AppendixI | AppendixJ | AppendixK | ALL | | |||||
4.1.1 This chapter references the standards for publishing NASA STI in the NASA STI Report Series. See Chapter 5 for a discussion about publishing NASA STI through professional journals and similar periodicals or via the proceedings of conferences, symposia, and workshops.
4.1.2 All scientific and technical findings derived from NASA activities will be disseminated either as one of the NASA STI Report Series defined in Chapter 3 or through suitable non-NASA scientific and technical channels.
4.1.3 Authors shall make a reasonable effort to ensure their STI is 508-compliant, regardless of the type of STI or scientific and technical channels. For more information, see http://www.hhs.gov/web/508/accessiblefiles/checklists.html.
4.1.4 Authors shall use plain language, where possible, in accordance with the Plain Writing Act of 2010 (H.R. 946/Public Law 111-274) October 13, 2010.
4.1.5 NASA STI Program indexes and catalog NASA STI Report Series publications into the STI repository (internal and public interfaces) and ensure that these publications are archived at NARA.
4.1.6 NASA STI Report Series publications may be disseminated widely if the content is not restricted or limited by law or NASA policy.
4.1.7 Managers shall review all NASA-funded STI via the DAA form, prior to being published, disseminated, or presented external to NASA (or presented at internal meetings or conferences at which foreign persons may be present).
4.1.8 NASA STI Program holds STI Report Series publications that are sent without notification of a DAA review until appropriate release notification is received from the STI manager.
4.1.9 NASA STI Program will limit availability of STI to only NASA personnel until a DAA is received. STI will make several attempts to obtain a DAA from the manager. See Chapter 6 for more information on the review and approval process for STI.
4.2.1 Section 3.2.4 and Appendix D define the six types of publications that comprise the NASA STI Report Series and explain the process for selecting the appropriate type.
4.2.2 After the series type is selected and approved, the publication will be assigned a NASA report number by the STI Program Information Desk, via the Center STI Manager.
4.2.3 Authors shall use the same NASA number but add the language in parentheses for documents that are published in English and another language, for example NASA/TP-2015-123456 (in English) and NASA/TP-2015-123456 (in Russian).
4.3.1 When a NASA employee or person performing under a NASA contract or grant works with or undertakes work for another Government Agency, they shall report their scientific and technical findings in the NASA STI Report Series.
4.3.2 The author shall acknowledge joint project or sponsorship acknowledgements on the cover, title page, and RDP.
4.3.3 Such publication does not preclude the other Government agency from publishing the work in its own series.
4.3.4 Authors shall indicate NASA's support on the title page or first page of the work in situations in which a NASA employee or person performing under a NASA contract or grant works with or undertakes work with a company or university and the company or university publishes the results.
4.4.1 When NASA work is sponsored or funded by one NASA Center and performed by another NASA Center, the Center performing the work shall report the scientific and technical findings in the NASA STI Report Series.
4.4.2 The Center performing the work shall be responsible for approval, production, and issuance of the document.
4.4.3 The Center performing the work shall acknowledge the sponsorship on the cover, title page, and RDP (for those Centers not using the EDAA) (see Appendix C).
.4.5.1 Responsibility for production and dissemination of all NASA STI publications is set forth in NPD 2200.1.
4.5.2 The STIPO shall manage the Agency's STI program.
4.5.3 The STIPO shall maintain control of the production and distribution of the six types of NASA STI Report Series publications described in Section 3.2.4 and Appendix D.
4.5.4 The NASA OCIO Information Management (IM) Program Executive, the STI Program Office, the NASA Center STI managers, and technical publications managers shall carry out production and distribution.
4.5.5 The author, technical management, and the Center technical publications manager shall ensure that the necessary funds are available from the originating NASA Center or Headquarters office to cover the cost of producing and printing the report, if applicable. (For reports that are to be printed, contact the Agency or Center printing officer and the technical publications manager.)
4.5.6 Managers shall ensure that all NASA STI published by or for NASA, regardless of publication type or media used, meets the reviews and approvals set forth in Chapter 6 before the STI is published, disseminated, or presented external to NASA (or presented at internal conferences or meetings at which foreign persons may be present).
4.5.7 The author and his or her management shall ensure that the required reviews are completed and approved and signatures are obtained in cooperation with the COR or GTO, if applicable (e.g., for Contractor Reports (CRs)). (See Section 4.5.8 for special procedures for CRs.)
4.5.8 Specific Procedures for CRs.
a. STI Program processes NASA CRs (reports prepared by contractor or grantee) into the formal CR series only after the cognizant NASA manager and CO, COR, GO, or GTO approve the report as acceptable under the terms of the contract, grant, or cooperative agreement.
b. When specified in the contract, grant, or cooperative agreement, contractors or grantees shall submit final STI reports to the NASA CO, COR, GO, or GTO of record. For specifics, see the NASA Federal Acquisition Regulations (FAR) Supplement (NFS, updated Dec. 1, 2008, http://www.hq.nasa.gov/office/procurement/regs/nfstoc.htm), Sections 1835.010, 1835.011, 1835.070, 1852.235-70, 1852.235-73, 1852.235-74, and their referenced sections, and 2 CFR 1800, 14 CFR 1274 and the GCAM. See also Procurement Information Circular (PIC) 03-03 and Grant Information Circular (GIC) 07-02. Only electronic submissions will be accepted.
c. Contractors and grantees shall notify NASA that they have transmitted their final report to the NASA CO, COR, GO, or GTO at the NASA Center that sponsors their work by sending notification to e-mail help@sti.nasa.gov.
d. Contractors and grantees shall electronically submit an RDP for NASA STI Report Series documents. (See Appendix C. The RDP is not required when the EDAA system is used, since that system contains the elements captured on the RDP.)
e. Authors shall include the standard cataloging elements specified in Appendix D.3.5. on the covers and title pages of submitted reports.
4.5.9 Translations of STI performed by and for NASA represent a resource investment; therefore, NASA STI Program collects technical translations (TTs) for inclusion in the STI repository. Due to changes in copyright law, most TTs will be restricted to NASA personnel only, unless Agency or Center Legal Counsel has approved TTs for wider distribution due to written permission from the rights holder.
a. When arranging translation services, managers shall require service providers (e.g., in a contract clause) to submit one copy of each TT to NASA STI Program.
b. The Originating Center shall translate STI TTs into English and provide the translated copy to the NASA STI Program along with its approved NF1676.
c. The person requesting the translation shall ensure that information concerning copyright of the original source document accompanies the translation submitted to NASA STI Program. This information will assist NASA STI Program in determining distribution limitations and expedite future dissemination of a technical translation.
d. The person requesting a translation shall enter copyright information for TTs on the DAA form.
e. Copyright information for TTs includes, but is not limited to, the title of the book or article, the name of the book or journal in which the copyrighted information was originally published, the publisher's name and address, the publication date, and any copyright notice appearing on the document, book, or journal in which the copyrighted information was originally published.
4.6.1 Authors shall adhere to the standards cited for STI Report Series documents. These standards are listed in Appendix D.3.
4.6.2 Minor typographical errors such as misspellings, minor omitted or repeated words, or grammatical errors that do not result in an incorrect meaning will not require correction. For other errors, APPENDIX H. Sample Errata for Cover Page, Back of Title Page, and RDP Page includes examples of an Erratum, Corrected Copy, and Revised Copy.
4.6.3 Use an Erratum if the errors are minimal but of sufficient importance to warrant correction. Erratum requirements are as follows:
4.6.3.1 The report number and publication date should be the same as on the original report.
4.6.3.2 Add an Erratum statement and month/year of revision to the cover and title page, and to Block 13, SUPPLEMENTARY NOTES, on the RDP if the paper-based DAA form is used: "An Erratum was added to this report Month 20XX."
4.6.3.3 Add a list summarizing the changes to the back of the title page and, if more space is needed, on page iii.
4.6.3.4 Do not correct document content.
4.6.3.5 Disseminate the Erratum in accordance with the original distribution.
4.6.4 Issue a Corrected Copy if there are numerous errors that cannot be made clear in an Erratum. Corrected Copy requirements are as follows:
4.6.4.1 Add the suffix "(Corrected Copy)" to the end of the report number.
4.6.4.2 Add the Corrected Copy statement and month/year of revision to the cover and title page, and to Block 13, SUPPLEMENTARY NOTES, on the RDP if the paper-based DDA form is used: "Corrected Copy issued Month 20XX."
4.6.4.3 The Corrected Copy report date should be the same as the original report.
4.6.4.4 Disseminate the Corrected Copy in accordance with the original distribution.
4.6.4.5 Insert a list summarizing the corrections on page iii.
4.6.4.6 Correct document content, including the report number footer.
4.6.5 Issue a Revised Copy if incorrect information needs to be substantially changed or updated.
4.6.6 Revised Copy requirements are as follows:
a. Add the suffix "/REVx" to the report number, where x = 1 for the first revision, 2 for the second revision, and so forth.
b. The year should not be changed in the Revised Copy report number.
c. Change the publication date to the current month and year on the cover, title page, and RDP (if used).
d. Add the following statement to the cover and title page, and to Block 13, SUPPLEMENTARY NOTES, on the RDP (if used):
This Revised Copy, numbered as NASA/TM - XXXX-000000/REVx, [current] month year, supersedes the previous version, NASA/TM - XXXX-000000, [original] month year, in its entirety.
e. Add a brief reason for the Revised Copy (provided by author) and the superseding statement to the back of the title page and, if more space is needed, on page iii.
f. Correct document content, including the report number footer.
4.6.7 Because style and format standards for NASA STI publications are provided in several sources, if conflicting guidance is encountered, the sequence of the following list governs selection of the appropriate standard:
a. NPR 2200.2, Requirements for Documentation, Approval, and Dissemination of NASA NPR Scientific and Technical Information (STI).
b. NPR 2810.1, Security of Information Technology.
c. NASA/SP-2005-7602/REVI, NASA Publications Guide for Authors and updated versions.
d. NASA/SP-2006-6114, NASA STI Standards.
e. NASA/SP-1990-7084, Grammar, Punctuation, and Capitalization.
f. 29 USC 794d, Section 508 of the Rehabilitation Act.
g. Public Law (PL) 105-220, Title IV, Subsection 408(b), as amended--Section 508 of the Rehabilitation Act (29 United States Code (USC) 794d).
h. Instructions issued by NASA Centers that implement the requirements of this NPR.
i. Government Printing Office Style Manual, latest edition.
j. Industry-standard style manuals or specifications.
4.6.8 Refer to the following instructions when re-marking and handling documents that were previously export-controlled and/or contained restricted-access information that has been downgraded:
a. When STI is no longer subject to restriction, re-mark (that is, downgrade the restriction or limitation) the STI and notify NASA STI Program of the subsequent availability by sending the re-marked document and a copy of the new or modified DAA through the Center technical publications office or STI manager. See NPR 1600.1.
b. Line through the original marking electronically.
c. Indicate the new marking next to or above the original marking by stating "restriction changed to [insert new dissemination access], on date [insert month, day, and year], by authority of [insert originating office that is responsible for and has the authority to change the distribution notice]."
d. Indicate this new information on the cover, the title page, and block 12, DISTRIBUTION/AVAILABILITY STATEMENT, of the RDP.
e. In order to ensure that there is a record of the changes, do not simply change the access limitation or insert a new cover, title page, or RDP.
f. Mark STI in accordance with its restrictions or sensitivity (see NPR 1600.1 and NID 1600.55 for SBU content, including the cover sheet).
4.7.1 Authors shall submit their approved STI to NASA STI Program with a copy of the DAA form. For submittal information, see Appendix D.4.
4.7.2 Authors shall submit in encrypted format (by the Agency standard encryption) STI that contains restricted-access information. See NPR 2810.1 and NASA STD 2820.
4.7.2.1 If encryption mechanisms and infrastructure are not available, contact STI Program for information.
4.7.2.2 Mark CDs (including their internal electronic files) and DVDs with the applicable restriction and mail in an envelope that does not indicate the restricted nature of the content. For additional information, see NPR 1600.1.
4.7.2.3 Encrypt export-controlled information, as defined as International Traffic in Arms Regulations (ITAR, 22 CFR 120-130) and Export Administration Regulations (EAR), 15 CFR 730-744).
Authors and approvers shall ensure that standards for authorship, references, inclusion of copyrighted material, trademarks and trade names, copyright status, and publishers' agreements are handled in accordance with NASA's standards for protection of intellectual property, as indicated in Appendix D.6.
Authors and approvers shall ensure that the use of disclaimers is in accordance with NASA's standards, as shown in Appendix D.7.
4.10.1 Authors and approvers shall ensure that distribution notices are included on STI documents if the distribution is limited or restricted.
4.10.2 Include limitations and restrictions, such as ITAR, EAR, Small Business Innovative Research (SBIR), proprietary information, and copyrighted information on distribution notices as discussed in Chapter 6.
4.10.3 These limitations and restrictions will be determined for STI via the DAA.
4.11.1 Indicate the level of technical or professional review that the STI has received on the back of the title page (or in nontraditional media, in the introductory information that would equate to the back of a title page). See Section 6.3 for specifics. Examples include:
a. This material has been technically reviewed by [insert: a committee of peers, expert single reviewer, technical management].
b. This material has been professionally reviewed by [insert: the Headquarters Directorate or NASA Center].
4.12.1 Use SI in all NASA scientific and technical publications when the activities being documented or reported are performed using SI units. According to NPD 7120.4, it is NASA policy to adopt SI measurement, defined by ANSI/Institute of Electrical and Electronics Engineers (IEEE) Standard 268, as the preferred system of weights and measures for NASA.
4.12.2 Scientific and technical activities performed using U.S. Customary Measures may be documented or reported using U.S. Customary Measures.
4.12.3 Clearly state which form of measurement was used in the report. Appendix J contains references that provide guidelines for the use of SI and for the conversion of SI to inch-pound measures or inch-pound measures to SI.
| TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | AppendixI | AppendixJ | AppendixK | ALL | |
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