The AGENCY caption should match the "Agency" and, when appropriate, "Subagency" headings. When a subagency and agency name appear together, the subagency name is carried first and the agency name is represented by its commonly used acronym or other shortened expression. (See page 13 for examples.) This caption may, in addition, identify a smaller organizational unit within the agency. The ACTION caption should identify the document category. Additional qualifiers, as shown in example 58, may be used. However, this caption should not be used to summarize the document. EXAMPLE 58. ACTION: Notice. ACTION: Notice of meeting. ACTION: Notice of application. Sunshine Act documents The SUMMARY should briefly state in simple language what action is being taken, why the action is necessary, and the intended effect of the action. Extensive dicussion belongs under the SUPPLEMENTARY INFORMATION caption. The DATES caption, when used, should contain any pertinent dates the reader may need to know. If a specific date must be tied to Federal Register publication, the OFR editor can compute and insert the correct date. See page 14 for the proper format. The ADDRESSES caption, when used, should contain pertinent addresses the reader may need to know. The FOR FURTHER INFORMATION CONTACT caption should include the name and telephone number of a person within the agency who can answer questions about the document. The SUPPLEMENTARY INFORMATION should contain the remainder of the necessary information of the document. It does not contain a List of Subjects. It should contain any authority citation, Federal Register citation to a previously published document, or CFR citation when appropriate. References to the Federal Register and the Code of Federal Regulations should follow the format on page 59. Sunshine Act documents are notices of meetings required to be published under the "Government in the Sunshine Act" (5 U.S.C. 552b(e)(3)). They are published in a separate section of the Federal Register under special formatting requirements. This system allows the agency to present statutorily required information in a clear and efficient manner while providing public notice as quickly as possible. Format. The OFR has developed three format variations covering the types of announcements an agency may be required to publish. The agency is encouraged to submit each Sunshine Act meeting notice in the appropriate standard format. Examples 59 through 61 illustrate the specifics of each format. EXAMPLE 59: FORMAT 1-ANNOUNCES A MEETING EITHER COMPLETELY OPEN OR COMPLETELY CLOSED TO THE PUBLIC. Billing Code (Name of the Agency) TIME AND DATE: PLACE: STATUS: MATTERS TO BE CONSIDERED: CONTACT PERSON FOR MORE INFORMATION: Signature Name of signer typed Title of signer EXAMPLE 60: FORMAT 2-ANNOUNCES A MEETING THAT IS PARTIALLY OPEN AND PARTIALLY CLOSED TO THE PUBLIC. Billing Code (Name of the Agency) TIME AND DATE: PLACE: STATUS: Parts of this meeting will be open to the public. The rest of the meeting will be closed to the public. MATTERS TO BE CONSIDERED: PORTIONS OPEN TO THE PUBLIC: PORTIONS CLOSED TO THE PUBLIC: CONTACT PERSON FOR MORE INFORMATION: Signature Name of signer typed Title of signer EXAMPLE 61: FORMAT 3-ANNOUNCES A CHANGE TO A PREVIOUSLY ANNOUNCED MEETING. Billing Code (Name of the Agency) FEDERAL REGISTER CITATION OF PREVIOUS ANNOUNCEMENT: PREVIOUSLY ANNOUNCED TIME AND DATE OF THE MEETING: CHANGES IN THE MEETING: CONTACT PERSON FOR MORE INFORMATION: Signature Name of signer typed Title of signer As in all documents submitted to the OFR for publication in the Federal Register, the material must be double spaced and a signed original and two certified copies (or three originals) provided. (See page 62 for a discussion of original and certified copies.) In addition, the words "Sunshine Act Notice" should appear in the upper right-hand corner of the document to distinguish it from other meeting notices such as those published by advisory committees in the notices section of the Federal Register under the Federal Advisory Committee Act (50 U.S.C. Appendix). Filing and publication. After reviewing the document for proper format, the OFR will place each Sunshine Act notice on public inspection. The OFR will publish correctly submitted Sunshine Act notices on a 2-day schedule. The document must be received by the OFR by 4:00 p.m. each day to meet the 2-day schedule. Documents received after 4:00 p.m. will be published on a 3-day schedule. This abbreviated schedule is available because the standardized format permits quicker processing. CHECKLIST FOR NOTICE DOCUMENTS Billing Code: Does the billing code appear at the top of the first page? (See page 58.) Headings: Do the proper headings appear at the beginning of the document? (See page 51.) Captions: If the preamble format is used, do the captions appear in the proper order? (See page 52.) Signature and title: • Is original signature (hand-signed in ink) included? (One person may not sign for another or initial a signature.) (See page 61.) • Is signer's name and title typed beneath the actual signature? (See page 61.) Quality: • Are original and copies clear and legible? (See page 71.) Is the document free of correction tape? • Are pen and ink changes printed, dated and initialed on all three copies? • Are illustrations (or tabular material) clear and legible? (See page 71.) Page numbers: Are all pages numbered consecutively? (See page 57.) Matching copies and certification: • Are the original and copies identical? Are all pages included? • Are the copies of the document properly signed or certified? (See page 61.) Chapter V-Submission Requirements Typing and format Paper. Documents should be prepared on 81⁄2 by 11 inch bond paper or photocopy. Single-sided copy. The text should be typed on one side only. Margins. • One inch at the top, bottom, and right side; and • One and one-half inches on the left side. Spacing. The text of a document must be double-spaced for easier copy preparation and typesetting. The following items may be typed single-spaced: • Quoted material. • Footnotes and notes to tables. Headings. • Document headings should be typed flush with the left margin. • Section headings should be typed flush with the left margin. Each section heading must be typed out in full on a line separate from the text of the section. Section headings should be underlined in the typed document. They will appear in bold-face type in the Federal Register. Page numbers. The pages of a document must be numbered consecutively. Abbreviations. Use the following conventions in abbreviating for Federal • FR is Federal Register. (Do not use Fed. Reg. or F.R.) • CFR is Code of Federal Regulations. (Do not use C.F.R.) • U.S.C. is United States Code. Pub. L. is Public Law. (Do not use P.L.) • Stat. is U.S. Statutes at Large. 10 a.m. or p.m. is time designation. • E.O. is Executive order. • Proc. is Proclamation. • sec. is section of a Public Law. Use the symbols § for section and §§ for sections in the section heading of the regulatory text and when referencing a section or sections of the CFR. However, at the beginning of a sentence, the word must be spelled out. Do not use the § symbol or the word section when the reference follows a title number and CFR as in 36 CFR 1200.1. Capitals. The following items should be typed in all capital letters: • FEDERAL REGISTER. • The name of the agency but not the name of the sub-agency in the heading of a document. • Preamble captions. AGENCY: ACTION: SUMMARY: DATES: |