Naval air warfare center training systems division technical publications
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EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - USS NIMITZ (CVA 68) and USS KITTY HAWK (CVA 63) sent 50 enlisted personnel to the training school. Although those from NIMITZ had received previous training, those from KITTY HAWK were untrained. Thus, NIMITZ personnel began the tests immediately, but KITTY HAWK personnel required a month of pre-training exercises. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - TENSE Technical and special reports are usually written in the past tense. The work reported has already been accomplished. Therefore, references to previous studies, the description of procedures, and the statements of results are stated in the past tense. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The approach used was . . . The average grade of the 49 students was . . . - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Certain statements should be written in the present tense to indicate those that have a continuing or general applicability. Definitions, statements from a well defined theory, interpretation from a table or figure, and hypotheses are stated in the present tense. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The Constitution holds that all men are created equal. Confucianism teaches that patience is a virtue. Euclid proves that parallel lines cannot meet. Table 1 shows that . . . - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Furthermore, a verb in the present tense that expresses a timeless truth should not be changed to another tense because of a preceding or following verb. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Wrong: He taught us that the earth moved. Right: He taught us that the earth moves. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The use of the present tense for permanent truths presents a scientific decision to the experimenter, who may conclude that under the given circumstances a chemical changes or changed its structure. If he uses “changed,” he states only that it happened in his experiment. If he uses “changes,” he states that it always happens. It is important that the author keep these differences in mind. The future tense is rarely, if ever, used in a research report. Avoid shifting tenses. This does not mean that all main verbs in a report must be in the same tense. It means that actions occurring at the same time should be in the same tense. The shift in tense indicates that the author is not using his verbs properly to separate timeless truths from a specific happening. PERSON AND VOICE Technical documents are usually written in the third person. Second person is never used, and first person is used only when it genuinely means that the author and his associates actually acted and it is important that the reader understand that they acted. First person should not be used in an editorial sense. Further, constant use of the first person is not advisable, since it may distract the reader from the subject of the paper. Use of the passive voice has been a strong tradition in scientific writing. However, this practice recently has given way to more direct writing. The active voice is more direct and concise: The subject acts, the verb expresses the action clearly and directly, and the object receives the action. EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Active: Ten students took the test. Passive: The test was taken by 10 students. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - GENDER Writers of recent reports have become so obsessed with the need to eliminate the masculine pronoun from construction that encompasses both male and female subjects, that they have resorted to endless successions of his/her pronoun couplets. In many cases, this awkwardness can be avoided by reconstruction of the sentence. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Awkward: Each student was required to press his/her response button. Better: Each student pressed a response button to answer the question. Or: All students were required to press the response button. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - DISTRIBUTION AND DISTRIBUTION STATEMENTS DISTRIBUTION The term distribution refers to recipients of each report at the time of publication. The distribution list is always the final page(s) of the report following the reference list, bibliography, index, and appendices. The distribution list contains the complete mailing address for each recipient. Pages are numbered Page 1 of 3, Page 2 of 3, etc. Authors should consult the sponsor, branch, and division heads regarding distribution requirements. Special reports are exempted from mandatory distribution except for one copy to the appropriate division secretary and the department secretary for the master file. However, a copy of the SF 298 must be forwarded to DTIC to ensure that the report is entered into the DTIC database. The senior author and the division secretary are responsible for forwarding the SF 298s to DTIC. DISTRIBUTION STATEMENTS Exhibit 12B of OPNAVINST 5510.3.1H (Information Security Program Regulation, 29 APR 88) sets forth guidance for a assigning distribution statements on technical documents. A copy of the instruction is included as the Appendix. Additionally, Figure 9 provides samples of statements appearing on NAVAIRWARCENTRASYSDIV reports. Senior authors are responsible for ensuring that the appropriate distribution statement appears on this title page and the SF 298. NAVAIRWARCENTRASYSDIV reports may be in the Distribution A category unless more restriction is justified. When more restriction is required, refer to the Appendix to determine the appropriate statement. Categories of more restrictive distribution include: • Foreign Government • Proprietary Information • Critical Technology • Test and Evaluation • Contractor Performance Evaluation • Premature Dissemination • Administrative/Operational Use • Software Documentation • Specific Authority Distribution A ________________________ Approved for public release; distribution is unlimited. _______________________
____________________________________________________ Distribution authorized to U.S. Government agencies only; Administrative/Operational Use, __________. * Other requests for this document must be referred to Commanding Officer, Naval Air Warfare Center Training Systems Division (**____), 12350 Research Parkway, Orlando, FL 32826-3275 _____________________________________________________ * Insert month and year of publication (e.g., December 2000). ** Insert Competency number. DESTRUCTION NOTICE MUST ACCOMPANY DISTRIBUTION STATEMENTS B, C, D, E, F, OR X. ___________________________ DESTRUCTION NOTICE Destroy by any method that will prevent disclosure of contents or reconstruction of the document. ___________________________
____________________________________________________ Distribution authorized to U.S. Government agencies and their contractors; Administrative/operational use, __________.* Other requests for this document shall be referred to the Commanding Officer, Naval Air Warfare Center Training Systems Division (** _____), 12350 Research Parkway, Orlando, FL 32826-3275. _____________________________________________________ * Insert month and year of publication (e.g., December 2000) ** Insert Competency number. Figure 9. Sample distribution statements. Distribution D ________________________________________________ Distribution authorized to DOD and DOD contractors only. Administrative/Operational Use, ______.* Other U.S. requests document shall be referred to Commanding Officer, Naval Air Warfare Center Training Systems Division (**___), 12350 Research Parkway, Orlando, FL 32826-3275. ________________________________________________
** Insert Competency number. Distribution E __________________________________________ Distribution authorized to DoD components only; Administrative/operational use, ______.* Other requests for this document shall be referred to the Commanding Officer, Naval Air Warfare Center Training Systems Division (**____), 12350 Research Parkway, Orlando, FL 32826-3275. __________________________________________
** Insert Competency number. Distribution F ____________________________________________ Further dissemination only as directed by the Commanding Officer, Naval Air Warfare Center Training Systems Division, 12350 Research Parkway Orlando, FL 32826-3275 (date) or higher DoD authority ____________________________________________ Figure 9. (Continued)
________________________________________________ Distribution authorized to U. S. Government agencies and private individuals or enterprises eligible to obtain export- controlled technical data in accordance with regulations implementing 10 U.S.C. 140C, (date of termination). Other requests must be referred to Commanding Officer, Naval Air Center Training Systems Division, (* ____), 12350 Research Parkway, Orlando, FL 32826-3275. ________________________________________________ * Insert Competency number. Figure 9. (Continued) THIS PAGE INTENTIONALLY LEFT BLANK
THIS PAGE INTENTIONALLY LEFT BLANK APPENDIX A INFORMATION ON DISTRIBUTION STATEMENTS (EXTRACTED FROM OPNAVINST 5510.1H) PROCEDURES FOR ASSIGNING DISTRIBUTION STATEMENTS (ON) TECHNICAL DOCUMENTS PROCEDURES 1. Newly generated unclassified technical documents will be assigned Distribution Statement A, B, C, D, E, F, or X. Existing unclassified technical documents will be assigned Distribution Statement A, B, C, D, E, F, or X if they have not already been made generally available to the public and if they are likely to be disseminated outside the Department of Defense. Technical documents in preliminary or working draft form will not be disseminated without a proper security classification review and assignment of a distribution statement. 2. Classified technical documents will be assigned Distribution Statement B, C, D, E, or F. The distribution statement assigned to a classified document will be retained on the document after declassification or until the originating command specifically changes or removes it. If a technical document without a distribution statement is declassified, it will be handled the same as Distribution Statement F documents until changed by the originating command. 3. If a newly generated technical document contains export-controlled technical data, it will be marked with the statement in paragraph 1 under “ADDITIONAL NOTICES,” in addition to Distribution Statement B, C, D, E, F, or X. 4. Scientific and technical documents which include a contractor imposed “limited rights” statement will be appropriately marked and controlled. (See “CONTRACTOR-IMPOSED DISTRIBUTION LIMITATIONS” below.) 5. The distribution statement will be displayed conspicuously so it will be recognized readily by recipients. For standard written or printed material, the distribution statement will appear on the front cover, title page, and DD Form 1473, “Report Documentation Page.” When possible, parts that contain information creating the requirement for the distribution statement will be prepared as an appendix to permit broader distribution of the basic document. When practicable, the abstract of the document, the DD Form 1473 and bibliographic citations will be written in such a way that the information will not be subject to Distribution Statement B, C, D, E, F, or X. If the technical information is not in standard written or printed form and does not have a cover or title page, the distribution statement will be conspicuously stamped, printed, written, or affixed by other means. 6. Distribution statements remain in effect until changed or removed by the originating command. Each command will establish and maintain a procedure for review of technical documents for which it is responsible, with the objective of increasing their availability as soon as conditions permit. Public release determinations will be processed in accordance with references (cc) and (dd). When public release clearance is obtained, Distribution Statement A will be assigned and document handling facilities, including Defense Technical Information Center (DTIC), will be notified. 7. Technical documents with superseded distribution limitation markings will be reviewed and assigned the appropriate distribution statement when a request for the document is received. Superseded distribution limitation markings will be converted as follows: a. Documents with distribution marking A or B need not be re evaluated or remarked. b. Documents with distribution marking #2 will be assigned Distribution Statement C. c. Documents with distribution marking #3 (U.S. Government only) will be a assigned Distribution Statement B. d. Documents with distribution marking #4 (DOD only) will be assigned Distribution Statement E. e. Documents with distribution marking #5 (Controlled) will be assigned Distribution Statement F. 8. Originating commands will promptly notify Defense Technical Information Center and other information repositories holding their technical documents when: a. Address of designated originating commands is changed. b. The originating command is redesignated. c. Classification markings, distribution statements, or export control statements are changed. DISTRIBUTION STATEMENTS 1. DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited. a. This statement may be used only on unclassified technical documents that have been cleared for public release by competent authority in accordance with references (cc) and (dd). b. Technical documents resulting from contracted fundamental research efforts are normally assigned Distribution Statement A. Except for those rare and exceptional circumstances where there is a high likelihood of disclosing performance characteristics of military systems, or of manufacturing technologies that are unique and critical to defense, agreement on this situation has been recorded in the contract or grant. c. Technical documents with this statement may be made available or sold to the public including foreign nationals, companies, and governments, and may be exported. d. This statement may never be used on technical documents that formerly were classified without a positive determination of such releasability by the command exercising cognizance aver the information prior to release. e. THIS STATEMENT WILL NOT BE USED ON CLASSIFIED TECHNICAL DOCUMENTS OR DOCUMENTS CONTAINING EXPORT-CONTROLLED TECHNICAL DATA AS PROVIDED IN OPNAVINST 5510.161, REFERENCE (jj). 2. DISTRIBUTION STATEMENT B: Distribution authorized to U.S. Government agencies only; (fill in reason) (date). Other requests for this document must be referred to (insert originating command). a. This statement may be used on unclassified technical documents or on classified technical documents if necessary to ensure distribution limitation in addition to need-to-know requirements of this regulation or in the event the document is declassified. b. Reasons for assigning Distribution Statement B include: Foreign Government Information - To protect and limit information distribution in accordance with the desires of the foreign government that furnished the technical information. Information of this type is normally classified at the CONFIDENTIAL level or higher. Proprietary Information - To protect information not owned by the U.S. Government and protected by a contractor’s “limited rights” statement, or received with the understanding that it may not be routinely transmitted outside the U.S. Government. Critical Technology - To protect information and technical data that advance current technology or describe new technology in an area of significant or potentially significant military application or that relate to a specific military deficiency of a potential adversary. Information of this type may be classified or unclassified; when unclassified, it is export controlled and subject to the provisions of OPNAVINST 5510 161, reference (jj). Test and Evaluation - To protect results of test and evaluation of commercial products or military hardware when disclosure may cause unfair advantage or disadvantage to the manufacturer of the product. Contract Performance Evaluation - To protect information in management reviews, records of contract performance evaluation, or other advisory documents evaluating programs of contractors. Premature Dissemination - To protect patentable information on systems or processes in the developmental or concept stage from premature dissemination. Administrative/Operational Use - To protect technical or operational data or information from automatic dissemination under the International Exchange Program or by other means. This protection covers publications required solely for official use or strictly for administrative or operational purposes. This statement may be applied to manuals, pamphlets, technical orders, technical reports, and other publications containing valuable technical or operational data. Software Documentation - Releasable only in accordance with the provisions of SECNAVINST 5237.2 (NOTAL), reference (kk). Specific Authority - To protect information not specifically included in the above reasons and discussions, but which requires protection in accordance with valid documented authority such as Executive Orders, classification guidelines, DOD or DON regulations or policy guidance. When filling in the reason, cite “Specific Authority (identification of valid documented authority).” 3. DISTRIBUTION STATEMENT C: Distribution authorized to U.S. Government agencies and their contractors; (fill in reason) (date). Other requests for this document shall be referred to (insert originating command). a. May be used on unclassified technical documents, or on classified technical documents if necessary to ensure distribution limitation in addition to need-to-know requirements of this regulation or in the event the document is declassified. b. Reasons for assigning Distribution Statement C include: (1) Foreign Government Information Same as Distribution Statement B. (2) Critical Technology - Same as Distribution Statement B.
5. DISTRIBUTION STATEMENT E: Distribution authorized to DOD components only, (fill in reason) (date). Other requests must be referred to (insert originating command). a. May be used on unclassified technical documents or on classified technical documents if necessary to ensure distribution limitation in addition to need-to-know requirements of this regulation or in the event the document is declassified. b. Reasons for assigning Distribution Statement E include: (1) Export Limitations - Document contains export-controlled technical data which has been designated by competent authority to be of such significance for military purposes that release for purposes other than direct support of DOD-approved activities may jeopardize an important technical or operational military advantage of the United States. (2) Foreign Government Information - Same as under Distribution Statement B. (3) Premature Dissemination - Same as under Distribution Statement B. (4) Software Documentation - Same as under Distribution Statement B. (5) Critical Technology - Same as under Distribution Statement C. (6) Specific Authority - Same as under Distribution Statement B. 6. DISTRIBUTION STATEMENT F: Further dissemination only as directed by (insert originating command) (date) or higher DOD authority. a. Normally used only on classified technical documents, but may be used on unclassified technical documents when specific authority exists. b. Distribution Statement F is used when the originator determines that the information is subject to the special dissemination limitation specified by paragraph 9-32.2a. c. When a classified document assigned Distribution Statement F is declassified, the statement will be retained until the originating command assigns the proper distribution statement. 7. DISTRIBUTION STATEMENT X: Distribution authorized to U.S. Government agencies and private individuals or enterprises eligible to obtain export-controlled technical data in accordance with OPNAVINST 5510.161, reference (jj) (date of termination). Other requests must be referred to (originating command). a. This statement will be used on unclassified documents when Distribution Statements B, C, D, E or F are not applicable but the document contains technical data as explained in OPNAVINST 5510-161, reference (jj). b. This statement will not be used on classified technical documents. It may be assigned to technical documents that formerly were classified. ADDITIONAL NOTICES In addition to the distribution statement, the following notices will be used when appropriate: 1. All technical documents determined to contain export controlled technical data will be marked “WARNING - This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C. Sec. 2751 et seq.) or the Export Administration Act of 1979, as amended, Title 50, U.S.C., App 2401, et seq. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with provisions of OPNAVINST 5510 161, reference (jj).” When it is technically infeasible to use the entire statement, an abbreviated marking may be used, and a copy of the full statement added to the “Notice To Accompany Release of Export Controlled Data” required by OPNAVINST 5510.161, reference (jj). 2. Handling and Destroying Unclassified/Limited Distribution Documents. Unclassified/Limited Distribution documents shall be handled using the same standard as “For Official Use Only (FOUO)” material, and will be destroyed by any method that will prevent disclosure of contents or reconstruction of the document. When local circumstances or experience indicate that this destruction method is not sufficiently protective of unclassified/limited information, local authorities may prescribe other methods but must give due consideration to the additional expense balanced against the degree of sensitivity. CONTRACTOR-IMPOSED DISTRIBUTION LIMITATIONS 1. Contractors may have proprietary technical data to which the Government is given limited rights. The contractor will place a limited rights statement on each document containing contractor controlled technical data furnished to the Government. Documents with limited rights information will be assigned Distribution Statements B, E, or F. 2. Limited rights is defined as the right to use, duplicate, or disclose technical data in whole or in part, by or for the U.S. Government with the expressed limitation that such technical data, without the written permission of the party furnishing the technical data, may not be: a. Released or disclosed in whole or in part outside the Government. b. Used in whole or in part by the Government for manufacture, or in the case of computer software documentation, for reproduction of the computer software. c. Used by a party other than the Government, except for: (1) Emergency repair or overhaul work only by or for the Government, when the item or process concerned is not otherwise reasonably available to enable timely performance of the work, provided that the release or disclosure outside the Government will be made subject to a prohibition against further use, release or disclosure, or (2) Release to a foreign government, as the interest of the United States may require, only for information or evaluation within the foreign Government or for emergency repair or overhaul work by or for the foreign Government under the conditions of subparagraph (1). 3. The limited rights statement remains in effect until changed or canceled under the contract terms or with the permission of the contractor and the controlling office notifies recipients of the document that the statement has been changed or canceled. Upon cancellation of the limited rights statement, the distribution, disclosure, or release of the technical document will then be controlled by its security classification or, if it is unclassified, by assignment of the appropriate Distribution Statement. DISTRIBUTION NAVAIRWARCENTRASYSDIV (Competencies 4.9, 4.9T, 491, 492, 493, 494, 496, 497, 7.0) Commander, US Army Simulation, Training & Instrumentation Command Attn: AMSTI-CA 12350 Research Parkway Orlando, FL 32826-3276 Chief, Army Research Institute Attn: TAPC-ARI-IF 12350 Research Parkway Orlando, FL 32826-3276 |