NRPM Report Format and Style Guidance
List of Format and Style Guidance Topics
- Manuscript Format and Style Guides
- Which Report Series (NRR, NRTR or NRDS)?
- Report Format Choices ("Good", "Better", and "Best")
- Page Numbering Standards
- Formatting Page Numbers on Landscape Pages
- Page Numbering for Lists of Contents, Figures, Tables, and Appendices
- Page Numbering for First Order Headings
- Page Numbering for Appendices (or Appendixes)
- Formatting Page Numbers on Blank Pages
- Styles for Pagination for Standard Operating Procedure Documents - Version 1.2 (140 KB .pdf)
- Formatting and Syntax Examples to Use in the Literature Cited (21 KB .pdf)
- FAQ's -- Frequently Asked Questions
Manuscript Format and Style Guides
NRPM Document Templates - Provide working examples of the format and layout requirements, and suggestions for most common report elements, as outlined in the Instructions to Authors manual below. Templates are available in MS Word and the more polished Adobe InDesign platforms. A vast majoirty of authors and editors do not need to download the manual.
Instructions to Authors Version 3.1 (pdf) (9.1 MB .pdf) (28 December 2010) - A comprehensive instruction manual for publishing in the NRTR, NRR, and NRDS report series. The manual was written as a detailed refrence to help authors with things not specifically covered in the templates, for professional editors, and NPS puclication policy experts.
Which Report Series (NRTR, NRR, or NRDS)?
The Natural Resource Technical Report (NRTR): used to disseminate results of scientific studies in the physical, biological, and social sciences for both the advancement of science and the achievement of the National Park Service mission. The series provides contributors with a forum for displaying comprehensive data that are often deleted from journals because of page limitations. The NRTR typically follows the "Introduction - Methods - Results - Discussion" type organization that is standard for many scientific journal publications and technical reports. Examples NRTR reports include:
- periodic data summaries with analysis and interpretation
- inventory reports
- monitoring reports
- species status reports
Natural Resource Report (NRR): used to disseminate high-priority, current natural resource management information with managerial application. The series targets a general, diverse audience, and may contain NPS policy considerations or address sensitive issues of management applicability. Reports organized into Chapters, such as monitoring plans and protocols, are best suited for the NRR, which has a more flexible "open format" layout. Examples of the diverse array of reports published in this series include:
- vital signs monitoring plans
- data management plans
- monitoring protocols
- natural resource condition assessments
- "how to" resource management papers
- annual reports of resource programs or divisions of the Natural Resource Stewardship and Science offices
- resource action plans
Natural Resource Data Series (NRDS): intended for timely release of basic data sets and data summaries. An example would be simple, annual reporting of monitoring results that will be more thoroughly analyzed and interpreted later as part of a multi-year trend report. Care has been taken to assure accuracy of raw data values, but a thorough analysis and interpretation of the data has not been completed. Consequently, the initial analyses of data in these reports are provisional and subject to change.
- periodic data summaries for field sampling projects
- annual visitor statistics summaries
- periodic data compilations from automated weather stations
Report Format Choices ("Good", "Better", and "Best")
The "Good" Format (MS Word Templates)
The "Good" option uses readily-available fonts and minimal formatting (1 column, Arial and Times New Roman fonts) and does not require any specialized software or desktop publishing skills. The majority of reports will follow this option, which is intended more for routine reports that are distributed primarily by posting them on the internet and for which a large readership is not expected. Also, draft reports in MS Word that are sent out for peer review will mostly use this option, even if the final report will follow the "Best" option, since the proprietary Frutiger fonts or advanced layout of the "Best" option may cause problems for peer reviewers.
The "Better" Format (MS Word Templates or Adobe InDesign Templates)
The "better" format is in-between the "good" & "best" formats, with some sort of desktop publishing layout. Examples of the "better" format would be a 2-column report that uses NPS Rawlinson and Frutiger typefaces, or a report that combines features of the "good" & "best" formats. This format is used less often than the other two formatting options.
The "Best" Format (Adobe InDesign Templates)
The "best" option is more polished document with a 2.5-column and NPS Rawlinson and Adobe Frutiger font style and formatting, that is consistent with the "Communicating the National Park Service Mission" design standards and Director's Order 52. This option is recommended for reports that will be printed (especially those using color) and more than about 50 hard copies will be distributed, or for which a large readership is expected. There is more design flexibility for the body of the report with this format, and templates in Adobe InDesign are available. It is possible for a novice to produce a 2.5-column layout, but most contributors will either hire a contractor or have in-house expertise available to produce a final report in the "Best" layout.
Page Numbering Standards
Formatting Page Numbers on Landscape Layout Pages
Page numbers on landscape layout pages should be on short margin of the page. Instructions on how to place page numbers on landscape layout pages in:
MS Word 2003
MS Word 2007
Page Numbering for Lists of Contents, Figures, Tables, and Appendices (or Appendixes)
All lists at the beginning of a report should begin on a right-hand, odd-numbered page beginning with Roman numeral (usually beginning on page iii). This rule is optional for NRDS reports under 20 pages, where only the list of Contents should occur on a right-hand, odd-numbered page.
If required, add a blank page before a list. The blank page should be completely blank, with no page number at the bottom of the page (see Formatting Page Numbers on Blank Pages below).
Page Numbering for First Order Headings
Most first order headings should begin on a new, odd numbered, and right-hand facing page. This assures that the beginning of major chapters always face the reader when leafing through a paper copy of the report. In more formal reports, or reports with a wide distribution, all first order headers should begin on a new, odd-numbered, and right-hand facing page.
For less formal NRTR and NRR reports, and NRDS reports with over 20 pages, just the List of Contents, Abstract or Executive Summary, Introduction (or similar), Literature Cited (if any with NRDS reports), and the first Appendix (if any), should always begin on a new, odd-numbered, and right-hand facing page.
This rule is optional for shorter NRDS reports, having under 20 total pages, where just the Introduction (or similar) must begin on a new, right-hand, and odd-numbered page.
If required, add a blank page before a new first order heading. The blank page should be completely blank, with no page number at the bottom of the page (see Formatting Page Numbers on Blank Pages below).
Page Numbering for Appendices (or Appendixes)
Page numbers for appendices should remain in the same margin locations as with the rest of the report. It is often easier to just continue numbering your pages with the rest of the report, but you can use an alternative page numbering convention here if you wish. This is especially useful for appendices that will be printed as stand-alone documents (e.g., SOPa-1 through SOPa-13, Vegetation Protocol – 1 through Vegetation Protocol - 26, etc.). Additionally, we recommend that you remain consistent when numbering pages across all appendices.
Appendices should be treated like any other first order heading in the report, and should begin on a new, odd-numbered, and right-hand facing page whenever possible. This is especially true for the first appendix at the end of a report. If required, add a blank page before a new appendix. The blank page should be completely blank, with no page number at the bottom of the page (see Formatting Page Numbers on Blank Pages below).
Formatting Page Numbers on Blank Pages
Page numbering on blank pages should be counted, but not numbered. They also should not have a footer - such as a horizontal rule or text.
Instructions for removing page numbers from blank pages in MS Word:
MS Word 2003
MS Word 2007
Instructions for removing page numbers in Adobe Acrobat Pro:
- In PDF document go to Tools > Advanced Editing > Touchup Object Tool.
- On the blank page select the page number (and other footer text) and delete.
Last Updated: October 04, 2011
