Bulletins - DWR seal on front, State seal on back; names (Governor, Secretary, and Director) on cover, title page, organization page.
Division and District Reports - DWR seal on title page; names on cover, title page, organization page.
Memorandum Reports - No seals or names.
Newsletters and Brochures - DWR seal and officials' names, appropriately displayed.
Be careful to use seals only in their official form. Never modify them in any way. Use of color should be restricted to special publications.
State law prohibits State and local elected officers from using public funds to further their candidacy for reelection by sending out newsletters and other mass mailings. The California Fair Political Practices Commission has promulgated regulations to carry out this law. Under normal circumstances, these regulations allow State and local elected officers, except the Governor, to have their names or photos in DWR reports, newsletters, and mass mailings. For example, it's all right to name a legislator when referring to specific legislation, such as saying that "The study was proposed in response to SB 900 (Costa)."
However, the name of an elected officer affiliated with an agency, such as the Governor, may appear only in the letterhead, logotype of stationery, or forms of the agency with which he or she is affiliated. Therefore, we can only put the Governor's name on the cover, title page, and organization page of our reports. No other references, including signatures or photographs, are permitted.
1. Approval-to-print memos are routed with DWR's standard pink mail control slips. These forms should identify the originator, reflect the routing of the memo, and include other routing as appropriate. The Division of Local Assistance is included when a report originates in a District office.
2. Note that Reports Administration is listed twice - once before the package is sent to the Director's Correspondence Unit (for format review) and again following the Director's approval (for printing coordination). When the Director has approved a report, the Director's Correspondence Unit notifies Reports Administration, which calls the originator and coordinates the rest of the publication process.
For more information on getting reports approved for printing, see "Production" in Bulletins and Division and District Reports
Black and white glossy-surface prints are preferred for photo reproduction in reports.
Standard photo print sizes from our Graphic Services Photography Unit are: 4 x 5 in., 5 x 7 in., and 8 x 10 in., but any special size may be ordered.
Don't write or tape captions on the front or back of photos; instead, attach the photo to a large piece of unlined white paper with double-sided tape or rubber cement, at the corners only. Captions, crop marks, and instructions on reducing and enlarging can then be added without damaging the photo.
When ordering reductions or enlargements, say "Reduce (or enlarge) to ____ %."
Never use grease pencil or other transferable inks or pigments on the photo image.
Preparation of camera-ready material for the printer is best left to a graphic artist or technical editor, both of whom are experienced in such work. A couple of tips are useful, however:
(Room 751, Resources Building)
Maximum Sizes: PMT, 18 x 24 in; chronoflex, 18 x 24 in; Itek, 11 x 17 in; camera, 28 x 40 in.
Use of Color: Will print in three colors-black and two others. Consult the Reprographics supervisor for more information.
Binding: Report titles can be printed on plastic comb bindings. This is a special order that takes about a month to complete. Ask the Reprographics supervisor for details.
Recycled Paper: All reports are printed on recycled paper unless special stock is required.
Printing Limitation. Pages. No limit (in reality, the maximum number Reprographics feels they can handle). Max. Copies. 5,000.
All Reprographic orders will be printed back to back unless otherwise specified. Exceptions must be discussed with the supervisor of the unit.
Enlargements: Reprographics has a Daito 920, a machine that can enlarge copy up to 36 inches wide by 200 feet long. This process is good for enlarging page-size material to presentation size and for reproducing old blueprints. However, keep in mind that the larger the increase the fuzzier the copy.
Minimum printing run: 500 copies.
Largest camera size: 24 x 38 in.
Largest press sheet size: 25 x 38 in. (Anything larger has to be farmed out, often a lengthy process.) We request 60-pound uncoated book paper for bulletins. (Coated stock is used only for special jobs.)
Recycled paper is used.
Use of Color: Will print black and two other colors without special justification. Use of more than that must be approved by OSP. Requests are submitted on a Printing Requisition-Invoice, Std. 67, with an attachment that states:
Justification: Why is multicolor printing necessary? What would be the consequences if only black and two other colors were used?
Distribution: Who will receive copies of the publication?
A sample of the material to be printed (a printer's dummy) should be attached, if possible.
You can ask for advance approval of your request by sending a letter to OSP, Attention: Supervisor, Planning Department.
Remember to use DWR 4162, Mail/Distribution Order.
Bulletins: Always include 300 copies for full library distribution (required by the Library Distribution Act; see list of libraries in Bulletin 170, Department Publications).
Division and District Reports: Always include at least 75 copies for Records Management, or more than 75 if you expect the report to be fairly popular (see "Division and District Reports" section for their distribution).
Reminder: Mailing lists should be updated (in accordance with SAM and Government Code) periodically-yearly for annual publications and before reusing others. Ask Records Management about querying the recipients on a list.
DWR convention is to use one of two reference styles:
Style l. Put the name of the author of the publication and the publication date in parentheses in the text at the point of reference (Smith 1993), and list all references at the end of the report in alphabetical order. This style is preferred because it is the most practical.
Style 2. Put a number in parentheses (1) in the text at the point of reference and list all references at the end of the report, numbered in the order cited.
Special circumstances, such as having a large number of references or a very long report, may suggest putting a list of references at the end of each chapter. See "Text Topics," for information on references, bibliographies, and footnotes.
The following list suggests some points to be checked before a publication is considered complete and ready for printing. Other points may also need to be checked, depending on the complexity of the document.
Return to DWR Publications Guidelines contents page.
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