TITLE. Issuance type, number, Title, Publication Date

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For each issuance, always use the approved issuance template at the DoDEA website. Always use a new issuance template for each issuance. 3.

1 ACTION OFFICER (AO) NOTES 1. The DoDEA Issuances Standards is the guiding document for the structure and composition of DoDEA issuances. References in this document are referring you to the DoDEA Issuance Standards for additional information unless otherwise noted. 2. For each issuance, always use the approved issuance template at the DoDEA website. Always use a new issuance template for each issuance. 3. Maximum pages for a Regulation is 15 pages; for an Admin Instruction is 50 pages; for a Procedural Guide is 50 pages; and, for a Manual is 100 pages. CHOOSE AN ITEM. ####.## ISSUANCE NUMBER CREATION AO creates the issuance number from the established issuance numbering system. For example, if the higher issuance is DoDI 1234, the DoDEA issuance number could be "DoDEA AI " ("AI" = Administrative Instruction; "1234" = higher issuance number; ".01" = the sequential number of issuance. NOTES: Add "Volume" as needed for each issuance. The updated DoDEA numbering system is located at the DoDEA issuance website. The AO is responsible for the title of the issuance and is based on the issuance subject matter. It may contain part of a higher-level issuance for continuity. TITLE Originating Division: Effective: Change # Effective: Review Section 3, "Page 1 Information Guidelines" for an explanation of and guidance to complete each entry to this section. Month Day, Year Month Day, Year Releasability: Reissues: Incorporates and cancels: Cancels: Approved by: Change # Approved by: Choose an item. Issuance type, number, Title, Publication Date Issuance type, number, Title, Publication Date Issuance type, number, Title, Publication Date Thomas M. Brady, Director Name, Title Choose a RELEASABILITY statement option. 1. Each issuance listed on separate lines 2. Do not use horizontal spaces between entries. 3. Use each entry as needed. Purpose: This Issuance: Structure depends on type of issuance being issued. See the options provided in the DoDEA issuance standards. Any text that should be listed as sub-points of the main purpose should be applied in bullets, as shown. Keep the purpose of the issuance to half a page, so it fits on the cover of the document. o Additional text will appear in sub-bullets. o If there is one bullet comment, you must have two; if you have one sub-bullet, you must have two sub-bullets. Place bullets flush with the margin separated by horizontal spaces; sub-bullets indented ".25" inch and NOT separated by horizontal spaces (as shown). Review Section 4, "Purpose Statements" for instructions on PURPOSE statements; review sample PURPOSE statements. The concluding sentence must always be included as part of the PURPOSE statement. NOTE: For manuals and PGs, insert this statement at the end of the PURPOSE paragraph: "This procedural guide (or manual) does not create new policy but only clarifies existing laws or already established policy and describes the steps to accomplish specific actions in accordance with the references." If assistance is required with drafting verbiage for this paragraph, please consult with OPLP.

2 HEADER NOTES 1. Choose issuance type. 2. Insert issuance number and volume number (delete volume entry, if not being used). Choose an item. ####.##-V1,(delete volume entry if not needed) Month Day, Year TABLE OF CONTENTS SECTION 1: GENERAL ISSUANCE INFORMATION Applicability Policy Authority Information Collection SECTION 2: RESPONSIBILITIES Title of Official (And Acronym if Not Established Earlier) Acronym of Official (If Established Earlier) Acronym of Official (If Established Earlier) Acronym of Official (If Established Earlier) SECTION 3: SECTION TITLE Paragraph Title.... Table of Contents (ToC) Tips 5 1. Use the "Reference" tab in MS Word to update the ToC. a. Heading Using the correct formatting "Styles" in MS Word (see page 6 of this 5 Heading.... document) will allow you to update the ToC using the "References" ta 5 c. Heading.... This will automatically update all page numbers, section headings, Paragraph Title.... appendices, heading paragraphs, and heading subparagraphs See page 11 of this document to create and insert tables and figures using 3.3. Paragraph Title.... MS Word. Using this correctly will allow you to update the tables and 5 SECTION 4: SECTION TITLE... figures information (page numbers, titles, etc.) similar to the issuance Paragraph Title.... ToC. 6 a. Heading The ToC will be included with each issuance, regardless of page count Delete any sections of the ToC that will not be used in the issuance. Heading Page numbers in the ToC will match the issuance page numbers if using 6 c. Heading.... the correct Styles features in MS Word for each section of the issuance (The Paragraph Title.... Reference tab in MS Word has the ToC update options) Paragraph Title Contact OPLP for assistance with formatting questions regarding 6 your issuance or using the MS Word issuance template. GLOSSARY... 7 G.1. Acronyms G.2. Definitions REFERENCES... 8 APPENDIX... 9 Appendix 1: Title of Appendix... 9 Appendix 2: Title of Appendix ADD LIST OF TABLES AND FIGURES TABLES No tables found. [If your issuance has no tables, delete this group.] FIGURES Tables and figures should be inserted closest where they are being referenced in the document. If not feasible for insertion at the reference location, insert at the end of the Section in which it is referenced. No figures found. [If your issuance has no figures, delete this group.] See page 11 of this document for creating and inserting tables and figures into the issuance. These entries will be in title case. For example: "Table 1: Name of Table" OR "Figure 1: Name of Figure". The instructions at page 11 also provide steps for automatically updating the table of contents section. TABLE OF CONTENTS 2

3 Formatting Tips 1. Page 6 of this document lists the correct MS Word Styles to use. 2. All formatting (font, spacing, colors, etc.), is automatic if using the correct MS Word Styles APPLICABILITY. Choose an item. ####.##-V1,(delete volume entry if not needed) Month Day, Year SECTION 1: GENERAL ISSUANCE INFORMATION a. This Issuance applies to the Office of the Director, DoDEA; the Principal Deputy Director and Associate Director for Academics, DoDEA; the Associate Director for Financial and Business Operations, DoDEA; the Chief of Staff, DoDEA; the Director for Student Excellence, DoDEA Americas/Associate Director for Performance and Accountability (formerly the Director, Domestic Dependent Elementary and Secondary Schools, and Department of Defense Dependents Schools, Cuba (DDESS/DoDDS-Cuba)); the Director for Student Excellence, DoDEA Europe (formerly the Director, Department of Defense Dependents Schools, Europe (DoDDS-E)); the Director for Student Excellence, DoDEA Pacific (formerly the Director, Department of Defense Dependents Schools, Pacific and Domestic Dependent Elementary and Secondary Schools, Guam (DoDDS-P/DDESS-Guam)); and all other DoDEA region, district, community, and school leaders and support staff. Does not apply to (Use if needed) 1.2. POLICY. This is the standard APPLICABILITY paragraph. Review Section 5, paragraph 5.2, for more information regarding this paragraph. POLICY paragraph (Regs and AIs): Review Section 5, paragraph 5.3 and its subparagraphs to construct a POLICY statement for the issuance. If assistance is required with drafting verbiage for this paragraph, please consult with OPLP. a AUTHORITY. AUTHORITY paragraph (manuals and PGs): Review Section 5, paragraph 5.3d to construct an AUTHORITY statement for the issuance. Manuals and PGs can't establish policy. NOTE: The AUTHORITY paragraph always begins with: "This procedural guide (or manual) is published under the authority of (then list applicable references)". If assistance is required with drafting verbiage for this paragraph, please consult with OPLP. a. Use the POLICY paragraph for a regulation and administrative instruction. Use the AUTHORITY paragraph for a manual or a procedural guide. c. Delete whichever paragraph 1.2 above that is not being used; then update the Table of Contents accordingly. An issuance can have a POLICY paragraph or an AUTHORITY paragraph but not both INFORMATION COLLECTION. This Issuance may result in the collection of information due to its policy and procedures. Any collection of information must follow all applicable Federal, DoD, and DoDEA regulations, policies, and guidance. This is the standard text for the INFORMATION COLLECTION paragraph. NOTE: Please contact OPLP before making any changes or alterations to this paragraph. SECTION 1: GENERAL ISSUANCE INFORMATION 3

4 SECTION 2: RESPONSIBILITIES 2.1. TITLE OF OFFICIAL (AND ACRONYM IF NOT ESTABLISHED EARLIER). The [official]: a. A paragraph a must have a paragraph b, etc ACRONYM OF OFFICIAL (IF ESTABLISHED EARLIER). The [acronym of official]: a. c. (1) (2) (3) (a) (b) 2.3. ACRONYM OF OFFICIAL (IF ESTABLISHED EARLIER). The [acronym of official]: a. Review Section 6, "Responsibility Section Guidelines" for composing the RESPONSBILITIES paragraph. NOTE: If updating a previously published issuance, copying and pasting this paragraph may be appropriate; however, read carefully to ensure it is still valid and current. PARAGRAPH NUMBERING AND FORMATTING 1. Review Section 2, "Paragraph Numbering and Formatting" for paragraph structure examples. 2. Review Section 1, "Formatting Basics" for font size, margins, tabs, etc., for all issuances. 3. The paragraph numbering and formatting structure will be consistent throughout the issuance. 4. Using the correct MS Word Styles will provide the correct formatting needed for each issuance. Please refer to page 6 of this document for the Style specifically identified for each paragraph and subparagraph of the issuance. NOTE: The use of the correct Styles format and not tabs will correctly format and page number the issuance ToC. 5. Tab spacing should be set a ".25"; no more than 5 indents for subparagraphs will be used ("a." = 1 tab; "(1)" = 2 tabs; "(a)" = 3 tabs; "1." = 4 tabs; "a." = 5 tabs). 6. DO NOT use automatic formatting or bulleting for the issuance. ACRONYM ENTRIES 1. Review the GLOSSARY Section of the DoDEA Issuance Standards for information on acronym entries for issuances. 2. See page 7 of this document for more information regarding acronym, definition, and GLOSSARY information ACRONYM OF OFFICIAL (IF ESTABLISHED EARLIER). The [acronym of official]: a. SECTION 2: RESPONSIBILITIES 4

5 SECTION 3: SECTION TITLE 3.1. PARAGRAPH TITLE. a. Heading. This is what paragraph level a looks like if it has a heading. If Header paragraph is used, it must be listed in the table of contents. If one level a paragraph has a heading, all on this level must have a heading. [a. This is what paragraph level a looks like if it does not have a heading.] Heading. (1) 1. The order of the Sections is an Action Officer/proponent determination. 2. The Sections may be ordered in a step-by-step sequence, by subject matter, by situation or a combination of these so long as it is consistent throughout the issuance. 3. Each Section's material must be original. Do not copy and paste from other DoDEA issuances, higher-level DoD guidance, or outside reference materials. [(1) Heading. This is what paragraph level (1) looks like if it has a heading. You must manually add the underline to the Heading title at this level. (2) (a) (b) 1. The subparagraph heading "(1) Heading" will be underlined as in the example above. 2. If using a "heading" subparagraph, all subparagraphs in that portion of the Section will have a "heading". Use the examples on this page as a reference. 3. "Heading" subparagraphs are only used for subparagraphs "a" and "(1)". 1. You must manually add the underline at this level. a. You must manually add the underline at this level. Do not subordinate paragraphs beyond this level. 2. c. Heading. 1. Add Sections as needed, but header, footer, and page numbers must be consistent and chronological throughout the issuance; if assistance is needed contact OPLP. 2. All subparagraphs end with a period. 3. Heading subparagraphs: If you have an "a. Heading" subparagraph you must have a " Heading" subparagraph; the same rule applies for other subparagraphs throughout the document "(1) Heading" subparagraph "(2) Heading" subparagraph PARAGRAPH TITLE PARAGRAPH TITLE. SECTION 3: TITLE 5

6 SECTION 4: SECTION TITLE 4.1. PARAGRAPH TITLE. a. Heading. Heading. (1) (2) FORMATTING STYLES FOR THE ISSUANCE TEMPLATE AND WHERE TO USE EACH WITHIN THE TEMPLATE SECTION TITLE (top of each section page): SECTION TITLE 4.1 PARAGRAPH TITLE style: 1.1 HEADING Paragraph text style: 1.1 TEXT NOTE: If using "1.1 Heading" and "1.1 Text" make sure to insert a "Style separator" (Alt+Ctrl+Return) to separate the style types. (a) (b) 1. a. Subparagraph heading style: a. HEADING Subparagraph text style: a. TEXT (1) Subparagraph style: (1) TEXT Subparagraph text style: Type text as normal but ensure the style continues through the remaining subparagraphs. a. 2. c. Heading PARAGRAPH TITLE PARAGRAPH TITLE. (a) Subparagraph style: (a) TEXT Subparagraph text style: Type text as normal but ensure the style continues through the remaining subparagraphs. 1. Subparagraph style: 1. (underline) TEXT Subparagraph text style: Type text as normal but ensure the style continues through the remaining subparagraphs. a. Subparagraph style: a. (underline) TEXT Subparagraph text style: Type text as normal but ensure the style continues through the remaining subparagraphs. GLOSSARY: SECTION TITLE G.1. ACRONYMS style: 1.1 HEADING G.2. DEFINITIONS style: 1.1 HEADING Definition entry style: definition term Tips for issuance changes If making minor or administrative changes to an existing issuance, please note: a. Changes will be made using red text. Deleted information will be shown in red font with red strikethrough the text (e.g., red strikethrough). c. New information will be in red italics (e.g., red italics). d. Show deleted text first then deleted text (e.g., deleted text followed by new text). NOTE: Do not use tracked changes to identify updates to an issuance change. Reference entry style: References Appendix entry style: References REFERENCES: SECTION TITLE APPENDIX: SECTION TITLE Tables, Figures, Templates, and Forms: See page 11 of this document for instructions on inserting these entries into the document and creating a separate section at the bottom of the ToC page reflecting the type, title and page number for each entry inserted in the document. If done correctly, these sections will function and update similar to how the ToC works. NOTE: Contact OPLP for guidance on inserting tables and figures. SECTION 4: TITLE 6

7 GLOSSARY G.1. ACRONYMS. 1. A list of acronyms is mandatory for issuances over 2 pages if using acronyms; if an acronym is used more than once, an acronym must be spelled out when used first time in the issuance. 2. Common acronyms such as DoD, OSD, "DoDEA", and U.S. do not need to be spelled out when first used or included in the list of acronyms. 3. CONUS = contiguous United States / OCONUS = overseas contiguous United States. ABBREVIATION ACRONYM BEGINS WITH B BEGINS WITH B 1. Use a table to list all acronyms in the issuance. 2. Acronyms will be listed alphabetically with a separate row for each identified term. Add additional rows as necessary. 3. Hide the table lines before sending for review. Use lower case when term is a common noun Use Title Case When Term is a Proper Noun Insert a line between acronyms beginning with a different letter. STARTS WITH C G.2. DEFINITIONS. Unless otherwise noted, these terms and their definitions are for the purpose of this issuance. ACRONYM. Use acronyms already established; do not write term out or reestablish acronym. Acronyms are ordered alphabetically in the definitions section by the acronym, not the term as it would be spelled out. Proper Noun. Place terms in alphabetical order. Capitalize proper nouns only. term. Term is not a proper noun. When a definition must use paragraphs, indent the subordinate paragraphs at.25 and do not number them. Review the GLOSSARY Section for examples, explanations, and guidance on how to structure the GLOSSARY section and entries. When adding a new section to the issuance: 1. Navigate to Page Layout Page Setup Breaks Section Break/Next Page. 2. Navigate to the footer area of the section just created and if the "Link to Previous" option is selected (highlighted), click to de-link the footer information from the previous section. This allows the insertion of new footer information. Page number should carry over from the previous page. 3. Header format should carry over from the previous page. 4. Be sure to use the correct Styles from page 6 of this document to ensure the new section and all information will be automatically updated in the table of contents. 5. Contact OPLP if there are any questions or problems creating new sections, footers, headers, or page numbers. GLOSSARY 7

8 REFERENCES List references in alphabetical (and then numeric, if applicable) order. EXAMPLE OF A REFERENCE LIST DoD Instruction , Provision of Early Intervention and Special Education Services to Eligible DoD Dependents, April 11, 2005 DoDEA Administrative Instruction , Nondiscrimination and 504 Accommodation on the Basis of Disability in DoDEA Conducted Education Programs and Activities, April 29, It is the action officer's responsibility to verify and confirm that the references listed are current and valid, the information (issuance type and number, title, date, etc.) is correct and verified. 2. Review the "REFERENCES" Section for an example of how the REFERENCE section should look. 3. Review Section 7, "Citing References in DoD Issuances" and Appendix 7A, "Reference Citations Frequently Used in DoD Issuances" for citing references in the text, how to cite different references, etc., and examples of how to do this for each reference being used. 4. If a reference is mentioned in the document, the cited reference must be listed in the References Section. REFERENCES 8

9 APPENDIX APPENDIX 1: TITLE OF APPENDIX The only items that will be listed in the Appendix section are forms or document templates. Each appendix Section should be "Appendix X" (where X is the chronological number of the appendix) using the "Section Title" Style. Each appendix name/title should have the style of "1.1. Heading" Style; then center the text. Using the Style formats above will allow each appendix to be listed and identified separately in the table of contents. NOTE: Tables and figures will be listed in the document (see reference document for instructions to insert tables and figures). Review Section 1 "Formatting Basics" and the "APPENDICES" Section, paragraph 1.13 for additional information regarding the APPENDIX section. APPENDIX 9

10 APPENDIX 2: TITLE OF APPENDIX APPENDIX 10

NOT PART OF THE ISSUANCE TEMPLATE Add List of Tables and Figures Add tables and figures, such as "Tables 1" or "Figure 1", to your document which will automatically add the name and page number to

Also, use these instructions to create a table of the items (i.e., a table of figures or a table of equations). 1. Select the object (table or figure) that you want to add a caption to (i.e., that you want include at the end of your table of contents).

11 NOT PART OF THE ISSUANCE TEMPLATE Add List of Tables and Figures Add tables and figures, such as "Tables 1" or "Figure 1", to your document which will automatically add the name and page number to the bottom of your table of contents. It's comprised of "Figure" or "Table" followed by a number ("1, 2, 3...") and the name of the item. Also, use these instructions to create a table of the items (i.e., a table of figures or a table of equations). 1. Select the object (table or figure) that you want to add a caption to (i.e., that you want include at the end of your table of contents). 2. On the References tab, in the Captions group, click Insert Caption. 3. In the Label list, select the label that best describes the object, such as a table or figure and then click OK. 4. Type in the name of the table or figure to include any punctuation. Then click OK. NOTE: Word inserts the sequential number of the table or figure. TO INSERT THE LIST OF TABLES/FIGURES ON THE ToC PAGE 1. Place the cursor in the position in which you want the list of tables or figures to appear. 2. Go to "References" tab and click on "Insert Table of Figures. 3. Under GENERAL click on the "Caption Label" drop menu. 4. Select either "table" or "figure" (depending on the type of your items) and click OK. 5. The list of tables/figures will appear in your Table of Contents. NOT PART OF THE ISSUANCE TEMPLATE

TITLE. Issuance type, number, Title, Publication Date

TITLE. Issuance type, number, Title, Publication Date ACTION OFFICER (AO) NOTES 1. The DoDEA Issuances Standards is the guiding document for the structure and composition of DoDEA issuances. Citations in this document refer to the DoDEA Issuance Standards