U.S. Department of Transportation
Federal Highway Administration

This Directive was canceled April 21, 2005.

H 1710.3
February 22, 1985

Par.

1. Purpose

2. Cancellation

3. Scope

4. Action

1. PURPOSE. To establish and transmit the Federal Highway Administration (FHWA) Audiovisual and Visual Aids Handbook.

2. CANCELLATION. This Order cancels Administrative Manual, Volume 33, Chapter II, Visual Communication Media, and FHWA Notice N 4460.2, Requirement for Washington Headquarters Approval Prior to Procurement of Audiovisual Equipment by Field Offices, dated April 1, 1975. Form FHWA-850, Order for Audiovisual Services and Special Reproduction is revised and superseded by this Order. Previous editions of Form FHWA-850 may be used until the supply is exhausted.

3. SCOPE. The provisions and requirements of this Handbook are applicable to all FHWA offices.

4. ACTION. A quarterly report of applicable audiovisual activities and an annual report evaluating the effectiveness of the distribution system for audiovisual products are required by Chapter 3, paragraph 6. The quarterly report is due no later than 15 calendar days after the end of each quarter. The annual evaluation report is due no later than the end of the first quarter each fiscal year.

/S/
Daniel Markoff
Associate Administrator
for Administration

Attachment

AUDIOVISUAL AND VISUAL AIDS HANDBOOK

TABLE OF CONTENTS

PAGE

CHAPTER 1. GENERAL

1. Purpose 1-1

2. Authority and References 1-1

3. Applicability 1-1

4. Definitions 1-2

5. Responsibilities 1-5

6. Use of Copyrighted Material 1-6

CHAPTER 2. GRAPHICS, STILL PHOTOGRAPHY, AND EXHIBITS

1. Use of Graphics, Still Photography, and Exhibits 2-1

2. Requests for Services 2-1

3. Types of Services Available 2-3

4. Clearance Requirements 2-5

CHAPTER 3. AUDIOVISUAL PRODUCTIONS, SERVICES AND EQUIPMENT

1. Use of Audiovisual Products 3-1

2. Survey of Existing Productions 3-1

3. Selection of the Medium: Film, Videotape or Other 3-1

4. Requests for Acquisition or Development of
   Audiovisual Productions, Services and Equipment 3-3

5. Clearance Requirements 3-6

6. Reporting Requirements 3-8

7. Services Available 3-9

CHAPTER 4. DISTRIBUTION AND DISPOSITION OF AUDIOVISUAL MATERIAL

1. Distribution of Audiovisual Material 4-1

2. Disposition of Obsolete Audiovisual 4-2 Material

3. Catalogs 4-2

1. Form FHWA-850, Order for Audiovisual Services and Special Reproduction [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]

2. Form FHWA-1113, Clearance Request for Publication, Film, Exhibit, or Visual Presentation [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]

3. Form DOT F 4200.1, Procurement Request [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]

4. Form DOT F 1750.1, Audiovisual Request and Record [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]

5. Audiovisual Proposal Format

6. Audiovisual Loan Equipment List

CHAPTER 1. GENERAL

1. PURPOSE. To prescribe policies and procedures for the management of the Federal highway Administration (FHWA) Audiovisual and Visual Aids Program.

2. AUTHORITY AND REFERENCES

   1. Office of Management and Budget (OMB) Circular No. A-114, Management of Federal Audiovisual Activities, dated April 13, 1978.

   2. OMB Policy Letter No. 79-4, Contraction for Motion Picture Productions and Videotape Productions, dated November 28, 1979.

   3. OMB Circular A-76, Performance of Commercial Activities, dated August 4, 1983.

   4. Office of Federal Procurement Policy Pamphlet No. 3, Federal System for Acquiring Audiovisual Productions, dated September 1980.

   5. DOT Order 1210.5, DOT Public Affairs Management Manual (Chapter IV Audiovisuals, dated October 8, 1982).

   6. FHWA Order 2-4, Clearance and Release of Public Information Material, dated February 7, 1972.

   7. FHWA Order 4460.1A, Clearance of Requests for Procurement of Services, dated August 10, 1982.

   8. FHWA Order M 4300.1, Personal Property Management Manual, dated June 22, 1983.

3. APPLICABILITY. This Handbook applies to all audiovisual activities, products, services, and equipment which require or are included in outside purchase orders, reimbursable or interagency agreements, general working agreements contracts, subcontracts, or discretionary grants funded with Federal funds under the control of any office or element of the Department for scripting, production, postproduction, duplication or distribution, or are completed totally or in part utilizing any combination of the above, regardless of the type or manner of funding; and to all audiovisual products which are completed totally or in part using in-house personnel or facilities for any portion of the product, regardless of intended use or audience for the product. Excluded are all activities which relate to automated data processing (ADP) and telecommunications systems, networks, equipment, supplies, services and technology.

4. DEFINITIONS. The elements governed by this Handbookinclude all activities and expenditures involving motion picture film, video, slide sets, and sound productions (whether done in-house, under contract, through discretionary grants, as part of a larger contract or discretionary grant, or any combination thereof); exhibits; audiovisual equipment; audiovisual services; audiovisual products; duplication, distribution and transfer of audiovisual products from one medium to another; and the evaluation of audiovisual products, as directed by DOT Order 1210.5, regardless of intended use or audience or the manner of funding. These elements are identified as follows:

   1. Audiovisual Activities - all activities by FHWA or contractor personnel which provide an audiovisual service or production.

   2. Audiovisual Equipment - hardware used for the production of or playback of audiovisual products. Examples of audiovisual equipment are 16mm and 8mm cameras and projectors, video cameras, videocassette recorders, and 35mm slide projectors.

   3. Audiovisual Products - material containing sound or visual imagery for conveying a message.

      (1) Media - refers to slide sets, film strips, motion pictures, videotapes, videodiscs, audio recordings (tape or disc), and mixed media (any combination of two or more media) products. These products include, but are not limited to

      (a) public service announcements (in any medium);

      (b) productions made for the purpose of training, public information and transfer of technology;

      (c) audiovisual products produced as a report accompanying a research and development project;

      (d) audiovisual products produced as documentation of research programs or of public events for either public release or to be saved for future use; and

      (e) audiovisual products produced by another Government agency or by an individual organization outside the Government. These include but are not limited to finished products, preprint or master materials, research documentation, and training materials.

      (2) Categories of Audiovisual Productions

      (a) Class I Products (for Public Use) - motion pictures, videotapes, exhibits, audiotapes mixed media products, including all public service announcements, intended for public distribution and/or public viewing.

      (b) Class II Products (For Public Use) - slide sets and slide-tapes intended for public distribution and exhibits for public viewing.

      (c) Class III Products (For In-House Use) - motion pictures, videotapes, slide sets, exhibits, audiotapes, mixed media products intended solely for DOT employees.

      (d) Class IV Products (For Constituent Organization or Persons, Includes Results of Research) -motion pictures, videotapes, slide sets, exhibits, audiotapes, mixed media products intended for those enrolled in a formal FHWA course of study sponsored or organized by any FHWA office or those specialized State and local government transportation-related professionals who are the specific constituency of the FHWA; unedited audiovisual information resulting from safety or criminal investigations, or other evidentiary legal procedures; unedited recordings of scientific experiments in which the end product is necessary to document the research results; unedited audiovisual products intended solely for documentation or photo-instrumentation.

   4. Audiovisual Services - those services performed in the production, reproduction, utilization, broadcasting, distribution, and storage of audiovisual products. Included are such functions as script-writing,photography and videography, film processing, transfer, sound recording, duplication, editing audiovisual media depository and records operations and support and maintenance of audiovisual equipment and facilities.

   5. Distribution - the dissemination of any audiovisual production, slide set, or visual aid to the public, broadcasting outlets, other Government agencies, public or private organizations or institutions, or offices within the FHWA or DOT.

   6. Duplication - the making of one or more copies of any audiovisual product, regardless of medium.

   7. Exhibits - products, models, or displays which involve design and fabrication and are intended for public or internal viewing. Exhibits may include audiovisual materials as part of the overall display, however, exhibits are considered visual aids.

   8. In-House - audiovisual services provided in part or fully by FHWA or Departmental personnel.

   9. Mixed media - any combination of film, videotape, slide, or sound.

   10. Motion Picture Film - those products planned, scripted, produced, edited, duplicated or distributed as motion picture film (8mm, super 8mm, 16mm, 35mm, and 70mm). The format used in FHWA is 16mm.

   11. Production Manager - a qualified audiovisual specialist assigned to specific Class I and Class II products and, if necessary, certain Class III and Class IV products.

   12. Slide Set - an organized series of 35mm slides, with or without sound, produced to convey a message.

   13. Slide-Tape - audiotape cassettes and 35mm slides synchronized by an inaudible tone on the tape.

   14. Technical Advisor - a person(s) assigned, at the discretion of the requesting office, to ensure that data, layouts, scenes, or other information depicted in anaudiovisual production is technically accurate. The technical advisor assists the production manager.

   15. Visual Aids - exhibit, still photography, graphics, including vugraphs and slide sets.

5. RESPONSIBILITIES

   1. Publications and Visual Aids Branch. In the Washington Headquarters, the Office of Management Systems, Publications and Visual Aids Branch is responsible for management of the FHWA audiovisual and visual aids program, ensuring conformance with FHWA and DOT policy in developing and acquiring quality products in an economical and effective manner. The Publications and Visual Aids Branch is also responsible for management of the administrative budget for audiovisual and visual aids productions and services.

   2. Washington Headquarters Offices. Offices of the Associate Administrators and Staff Office Directors will direct the implementation and maintenance of the audiovisual and visual aids program prescribed in this Handbook as it applies to their organizational area.

   3. Field Offices. The Regional Administrators and Direct Federal Division Engineers are responsible for carrying out the program in the field offices.

6. USE OF COPYRIGHTED MATERIAL. Special care should be taken in the reproduction of copyrighted material. Violation of a copyright may require the Government to pay damages to the copyright holder. Permission of the copyright holder should be obtained, in the event that more than ten copies of the copyrighted material are to be reproduced in whole or in part, or in the event of wide distribution of reproduced copyrighted material within any element of DOT or in the event of distribution outside of DOT.

CHAPTER 2. GRAPHICS, STILL PHOTOGRAPHY, AND EXHIBITS

1. USE OF GRAPHICS, STILL PHOTOGRAPHY, AND EXHIBITS. Visual communications media may be used to inform, train andinterpret ideas or concepts. Visual communications media will not be developed or sponsored that lend FHWA endorsement to products used to promote sales or specific brand name products, promote the status of various industries, or influence pending legislation. Appropriate disclaimer statements should be used to avoid the interpretation of the media as an endorsement. Visual communications media should be used only to support the policies and programs of the FHWA.

2. REQUESTS FOR SERVICES

   1. Source

      (1) Washington Headquarters. Graphics, still photography, and exhibit development or procurement by Washington Headquarters offices will be obtained through the Publications and Visual Aids Branch, HMS-24.

      (2) Field Offices. Field offices should procure graphics, still photography and exhibit services through local commercial sources using regular procurement procedures, however, if necessary, field offices may request services from the Publications and Visual Aids Branch. Refer to paragraph 4 for clearance requirements that may apply to field office visual communications projects.

   2. Requesting Service From the Publications and Visual Aids Branch

      (1) Requests for the development or procurement of graphics, still photography, and exhibits should be prepared on a form FHWA-850, Order for Audiovisual Services and Special Reproduction (Attachment 1).[SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] A statement of essential need should be included on the Form FHWA-850 and the Form should be submitted to the Publications and Visual Aids Branch, after any applicable clearance requirements have been met (see paragraph 4 for clearance requirements).

      (2) The following information is provided to minimizecosts for the development and procurement of visual communications media.

      (a) plan as far ahead as possible. The cost for rush services is often double or triple that of normal rates, and with rush work quality and/or accuracy is often sacrificed. In addition, if consulted in the early conceptual stages of a project, the Publications and Visual Aids Branch may be able to offer suggestions for more effective presentation of the material.

      (b) Under normal conditions a minimum of five working days should be allowed for simple graphics jobs, such as a single chart or illustration.

      (c) A minimum of two weeks should be allowed for work consisting of several illustrations.

      (d) Complex assignments, such as a complete slide presentation or the design of an entire publication, require a minimum of four weeks to complete.

      (e) Black and white film development in most forms and quantities requires five working days. Allow 10 working days for color film processing.

      (f) In summary, all FHWA offices are advised to plan and order work well in advance, and request realistic delivery dates.

3. TYPES OF SERVICES AVAILABLE

   1. Graphics

      (1) In the Washington Headquarters, graphics services have been consolidated under the Office of the Secretary of Transportation (OST) and are funded by the Working Capital Fund. The Publications and Visual Aids Branch is the FHWA control point for the review of graphics requests prior to the submission of the request to the OST.

      (2) Generally, the development and procurement of graphics should be obtained through the Publications and Visual Aids Branch from the OST Visual Information Branch. However, the Publications and Visual Aids Branch maintains vugraph and lettering equipment which may be used by Washington Headquarters personnel to produce "quick" vugraphs, briefing charts and illustrations. The equipment is available on a first-come, first-served basis. A Branch staff member is available to provide instructions on use of the equipment.

      (3) The Publications and Visual Aids Branch has visual information specialists who are available to advise and assist personnel in determining the most effective and economical graphics to use. Such graphics include line drawings, vugraphs, lettering charts, flip charts, poster art, illustrations and other techniques that are being continually developed in the graphics field.

   2. Still Photography

      (1) In the Washington Headquarters, still photography services have been consolidated under the OST and funded by the Working Capital Fund. The Publications and Visual Aids Branch is the FHWA control point for the review of still photography requests prior to the submission of the request to the OST. Washington Headquarters personnel, unless in official travel status, will obtain all film development through the Publications and Visual Aids Branch.

      (2) Publications and Visual Aids Branch staff specialists are available to consult with requesting offices on still photography projects. Such services include film processing, enlarging, duplicating, and other special requests. Professional photographers to take pictures of official events are also available from the OST Visual Information Branch and should be requested through the Publications and Visual Aids Branch, by the submission of a Form FHWA-850.

   3. Exhibits

      (1) All Washington Headquarters exhibits should be produced under the supervision of the Publications and Visual Aids Branch in cooperation with the ordering office. The Branch has an exhibit specialist on staff who will work with the requesting office in the development, production or acquisition of exhibits.

      (2) Washington Headquarters program offices should consult the Publications and Visual Aids Branch as soon as the need for an exhibit becomes apparent. Early consultation allows adequate time for guidance and planning. Designs and contract awards are handled through the OST Visual Information Branch or the FHWA Office of Contracts and Procurement under the direction of the Publications and Visual Aids Branch exhibit specialist. Production time can vary from 6 to 12 weeks or more depending on the complexity of the exhibit. Therefore, adequate lead time to assure timely completion and cost control is essential.

4. CLEARANCE REQUIREMENTS. As required by FHWA Order 2-4, all graphics, still photography or exhibit presentations, produced or procured by Washington Headquarters offices or field elements, to be shown to the general public which would initiate new policy or revise the existing policy of the FHWA, must have the clearance and approval of the Director, Office of Public Affairs, HPA-1. Clearance should be requested on Form FHWA-1113, Clearance Request for Publication, Film, Exhibit, or Visual Presentation (Attachment 2). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] The Form FHWA-1113 should be submitted to the Publications and Visual Aids Branch for a cost estimate of the service requested. The Publications and Visual Aids Branch will submit the Form to the Office of Public Affairs for clearance and approval.

CHAPTER 3. AUDIOVISUAL PRODUCTIONS, SERVICES, AND EQUIPMENT

1. USE OF AUDIOVISUAL PRODUCTS. Audiovisual products, where appropriate, may be used by program offices to inform, train, or educate. Program offices should not develop or sponsor audiovisual productions that lend FHWA endorsement to products used to promote sales or specific brand name products, promote the status of various industries or influence pending legislation. Appropriate disclaimer statements should be used to avoid the interpretation of the audiovisual product as an endorsement. Audiovisual productions should support policies and programs of the FHWA and the DOT.

2. SURVEY OF EXISTING PRODUCTIONS. The need for an audiovisual product generally results from a determination that some group of people requires motivation, training, or information on a specific subject and that other communications methods such as written materials, presentations, or conferences are not adequate or appropriate. As soon as this need is determined, the Government inventory of existing productions should be checked for any production that might serve the purpose. Refer to paragraph 5c for information of initiating the check. Only if the check has negative results should the acquisition or development action proceed.

3. SELECTION OF THE MEDIUM: FILM, VIDEOTAPE, OR OTHER. Selecting the proper audiovisual medium to convey a given message is difficult, especially in a time of rapidly changing technology and increasingly sophisticated audiences. Many alternatives to film and electronic media exist. The selection of the proper medium should be made on a case-by-case basis, and there is no single "best answer." There are, however, some common sense considerations that can contribute to making a rational choice.

   1. Projected Use. The intended method of display is one factor to consider. If, for example, the required production is to be shown in a theater or auditorium to a large audience, the motion picture exhibition format is more suitable than videotape because it provides a better large-screen image. For individual or small-group viewing, videocassettes are easy to handle and not require a specialized equipment operator. (Programsproduced on film can be transferred to videotape for exhibition, and programs produced on videotape can be transferred to film, in each case with excellent results.) The availability to the using organization of necessary equipment, such as motion picture projectors and videotape players, must also be considered when selecting the exhibition medium.

   2. Shooting Locations. A few years ago, motion picture equipment was more portable, reliable, and flexible than video tape equipment when shooting in multiple and particularly remote locations. Improvements in miniaturization and reliability of electronic components, however, have resulted in videotape equipment that offers these same advantages.

   3. Response Time. In a highly complex, multiple-location production, no medium offers significant time savings advantages. In a simple, straightforward production, videotape is generally faster because there is no need for laboratory processing.

   4. Characteristics of the Mediums

      (1) Film. Film is the most expensive and time-consuming audiovisual to produce, but it is very durable, flexible and can easily be projected in front of large audiences. Considering the time and cost investment the subject matter should have a relatively large appeal and be of long-term use.

      (2) Videotape. Videotape can be produced quickly and inexpensively. Duplicating and editing also can be done quickly and tape packages can easily be sent trough the mail. The immediacy and low cost of videotape make it an excellent medium for informational, educational, and training purposes. Also, videotape cassettes can be erased and reused.

      (3) Slide-Tape. Slide-tape is a quick and inexpensive medium and can be very effective if properly and creatively used. Slides are easy to update by their interchangeability. Slide-tape presentations are effective for explaining a process, introducing new techniques, conceptualizing a manual, and fortraining.

4. REQUESTS FOR ACQUISITION OR DEVELOPMENT OF AUDIOVISUAL PRODUCTIONS, SERVICES AND EQUIPMENT

   1. Source

      (1) Washington Headquarters. Audiovisual production development for Washington Headquarters will be obtained through the Publications and Visual Aids Branch. Washington Headquarters program offices should consult with the Publications and Visual Aids Branch as soon as the need for audiovisual materials becomes apparent. Early consultation allows adequate time for proper technical assistance and planning. The Publications and Visual Aids Branch has a staff of skilled audiovisual professionals who are available to develop professional quality audiovisual productions, either in-house or through contract services.

      (2) Field Offices. Field offices should use the services of local commercial sources for the development of audiovisual productions through regular procurement procedures. If necessary, field offices may request services from the Publications and Visual Aids Branch.

   2. Requesting Audiovisual Productions or Services From Publications and Visual Aids Branch. Requests for the acquisition or development of audiovisual productions or services by Washington Headquarters offices should be prepared on a Form FHWA-850, Order for Audiovisual Services and Special Reproduction. The Form FHWA-850 should be submitted to the Publications and Visual Aids Branch, after the applicable clearance requirements have been met (see paragraph 5 for clearance requirements). Procurement off-the-shelf audiovisual productions will be made in accordance with the procedures in FHWA Order 4460.1A.

      (1) Production Manager. In accordance with the requirements of DOT Order 1210.5, the Publications and Visual Aids Branch will provide a production manager for all FHWA Class I and Class II andapplicable Class III and Class IV audiovisual productions. The production manager will provide professional audiovisual oversight of the production. If an audiovisual production is incidental to or a by-product of the fulfillment of a contract, such as a research or technical contract, the Publications and visual Aids Branch may designate a staff member to serve on the evaluation panel and to monitor the audiovisual portion of the contract.

      (2) Technical Advisor. The requesting office should designate a technical advisor to work with the production manager. The technical advisor will provide technical oversight of the audiovisual production.

      (3) Production methods. The Publications and Visual Aids Branch will review the requirement and in cooperation with the requesting office determine whether the audiovisual production should be produced via contract services, with in-house resources, or with a combination of contracted services and in-house resources. Factors to be considered in arriving at the determination are subject matter, staff resources, availability of production facilities, travel budget, cost effectiveness and the requirements of OMB Circular A-76.

   3. Requesting the Purchase or Rental of Audiovisual Equipment

      (1) Washington Headquarters. All requests for the purchase or rental of audiovisual equipment as specified in Chapter 1, paragraph 4, should be prepared on a Form DOT F 4200.1, Procurement Request (Attachment 3). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] The Form DOT F 4200.1 should be submitted to the Property and Services Branch (HMS-21) according to the procedures stated in FHWA Order M 4300.1 and FHWA Order 4460.1A. After applicable interim procedures have been completed, the Property and Services Branch will forward the request to the Publications and Visual Aids Branch for review according to the requirements of DOT Order 1210.5. Approved requests will be submitted to the AssistantSecretary for Public Affairs, A-1, for approval.

      (2) Field Offices. All requests for the purchase of audiovisual production equipment including videocassette recorders, video and film cameras should be prepared on a Form DOT F 4200.1, Procurement Request (Attachment 3). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] The Form DOT F 4200.1 should be submitted to the Property and Services Branch (HMS-21) according to the procedures stated in FHWA Order M 4300.1 and FHWA Order 4460.1A. After applicable interim procedures have been completed, the Property and Services Branch will forward the request to the Publications and Visual Aids Branch for review according to the requirements of DOT Order 1210.5. Approved requests will be submitted tot he Assistant Secretary, A-1, for approval. The purchase of rental audiovisual equipment other than production equipment as outlined above should be approved by the Regional Administrator or the Direct Federal Division Engineer or designee. The equipment should be procured through regular procurement procedures.

5. CLEARANCE REQUIREMENTS

   1. General. The clearance procedures contained herein conform to the requirements of DOT Order 1210.5 for centralized management of all audiovisual activities within the DOT. The development or procurement of audiovisual productions, services or equipment, whether obtained through contract or in-house resources, require clearance as stated in this Handbook.

   2. FHWA Audiovisual Control Point. Under the provisions of DOT Order 1210.5, the Publications and Visual Aids Branch is designated as the FHWA control point for audiovisual productions, services, and equipment.

   3. Review of Existing Products. The Publications and Visual Aids Branch will conduct a review of existing audiovisual products both in and outside the FHWA to assure that no product already exists that will serve the purpose of the proposed product. In the case of Class I and Class II products, the Publications and Visual Aids Branch shallrequest information from the National Audiovisual Center, General Services Administration (GSA), regarding the availability of similar Federal audiovisual products. Certification that no suitable product exists will be entered on the Form DOT F 1750.1, Audiovisual Request and Record (Attachment 4), submitted to the Assistant Secretary for Public Affairs, A-1 (see paragraph 5d(2) below).[SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]

   4. Class I and Class II Products

      (1) All Class I and Class II products produced or procured by field offices or Washington Headquarters offices require the prior approval of the Assistant Secretary for Public Affairs, A-1. Requests for Class I and Class II productions will be prepared on a Form FHWA-1113 signed by the appropriate Associate Administrator, Direct Federal Division Engineer, or designee. In addition, an audiovisual proposal should be prepared in the format shown in Attachment 5. Assistance in preparing the audiovisual proposal may be obtained from the Publications and Visual Aids Branch. The Form FHWA-1113 and the audiovisual proposal should be submitted to the Publications and Visual Aids Branch.

      (2) Class I audiovisual productions require approval of the FHWA Administrator, prior to submission to the OST. The Publications and Visual Aids Branch will prepare a Form DOT F 1750.1 for approved productions and submit the Form DOT F 1750.1 and the audiovisual proposal to the Assistant Secretary for Public Affairs, A-1, through the FHWA Director of Public Affairs, HPA-1.

   5. Class III and Class IV Products

      (1) Field offices must obtain approval of the Regional Administrator or designee, and direct Federal division offices must obtain approval of Direct Federal Division Engineer or designee for Class III and Class IV products before they are produced or procured. Requests for Class III and Class IV products by Washington Headquarters offices will beprepared on a Form FHWA-1113 signed by a Division Chief or designee and submitted to the Publications and Visual Aids Branch for review. The Publications and Visual Aids Branch will submit the Form FHWA-1113 to the Director of Public Affairs for any additional approval required for applicable audiovisual productions.

      (2) Should any Class III or Class IV product be planned for use as a Class I or Class II product, that Class III or Class IV product must conform to the approval criteria for Class I and Class II products.

6. REPORTING REQUIREMENTS

   1. Production Reports

      (1) Washington Headquarters and field offices shall submit quarterly reports (RCS HMS-40-03) in memorandum form to the Publications and Visual Aids Branch. The reports should be submitted no later than 15 calendar days following the end of each quarter; and should include the following information:

      (a) Field offices shall provide information on Class III and Class IV productions regarding the total number of copies produced, duplicated, and distributed for each.

      (b) Both Washington Headquarters and field offices shall report the estimated total audience that viewed each Class I, II, III, or IV production during the preceding three months.

      (2) The Publications and Visual Aids Branch shall consolidate the reports from the Washington Headquarters offices and from field offices and submit a quarterly report to the Assistant Secretary for Public Affairs, A-1, no later than 20 calendar days following the end of each quarter, as required by DOT Order 1210.5.

   2. Evaluation Reports

      (1) In accordance with the requirements of DOT Order 1210.5, the Publications and Visual Aids Branch shall submit a report on the effectiveness of the distribution system for audiovisual products developed for free loan or rental. The report shall be submitted annually to the Assistant Secretary for Public Affairs, A-1, and is due before the end of the first quarter of the succeeding fiscal year.

      (2) The evaluation will be performed by developing statistical reports which show the estimated number of viewers of specific products and the resulting cost per thousand, based on number of viewers and costs of production and distribution. Normally, no additional information will be required from Washington Headquarters or field offices, other than the information contained in the quarterly reports specified in paragraph 6a above.

7. SERVICES AVAILABLE. The Publications and Visual Aids Branch provides various audiovisual services either through commercial sources or with in-house staff. These services may be requested on Form FHWA-850.

   1. Scriptwriting. Scriptwriting services are available for both technical and non-technical audiovisual productions. These service includes original scriptwriting, in addition to editing of prepared scripts.

   2. Editing/Splicing. Videotape, audiotape, and film editing services are available. Complete production editing is also available, in addition to repair services for tapes and films.

   3. Duplication. Film, videotape, or audiotape duplication services are available.

   4. Professional Narration/Music. The Publications and Visual Aids Branch can provide a narrator or will assist the requesting office in obtaining a narrator. A selection of background music is available for audiovisual productions, or assistance can be provided to obtain music suitable to the content of the production.

   5. Equipment Loan. An audiovisual equipment loan service ismaintained for Washington Headquarters offices. Equipment is available on a first-come, first-served basis. Reservations are accepted. A partial list of available equipment is contained in Attachment 6.

   6. Commercial or Government Audiovisual Productions. Assistance is available to obtain "off-the-shelf" purchase of commercial or Government produced films, videotapes, or slide-tape presentations.

   7. Projection Services

      (1) A studio is available which serves as both a production facility and screening room. The studio contains videotape production equipment operated by the Publications and Visual Aids Branch. The studio, when used as a screening room, can hold up to 10 people to view films, slide-tapes, or videotapes. In most instances, requesting offices should reserve a conference room and obtain the necessary audiovisual equipment from the Publications and Visual Aids Branch.

      (2) 16mm motion picture projectors are available to review completed films. Also a Moviola is available to edit and view unfinished films.

   8. Filming and Videotaping. Audiovisual specialists are available to operate 16mm film cameras or videotape cameras to record special events, training courses, test data, or other applicable material.

   9. Audiovisual Libraries

      (1) The Publications and Visual Aids Branch cooperates with the National Highway Institute, Office of Research, Development and Technology, in the maintenance of a comprehensive library of transportation-related films, slide-tapes, and videotapes. Most recent FHWA productions are available on loan through the National Highway Institute library. A catalog may be obtained by contacting the National Highway Institute.

      (2) Audiovisual materials are also distributed by theFHWA regional, division and direct Federal division offices. Most regional offices maintain a current catalog, copies of which are available on request.

      (3) The Publications and Visual Aids Branch maintains a reference library of FHWA-produced films and other transportation-related films. The library contains usually only one copy of each film for archival purposes.

      (4) The Publications and Visual Aids Branch library does not contain slide-tapes or videotapes for circulation. Normally, FHWA-produced videotapes and slide-tape presentations are available through the originating program office or the National Highway Institute. The Publications and Visual Aids Branch will assist in locating copies of these presentations. The Publications and Visual Aids Branch maintains master videotapes and will duplicate programs as requested.

      (5) If services are required that are not listed above, the requesting office should contact the Publications and Visual Aids Branch.

CHAPTER 4. DISTRIBUTION AND DISPOSITION OF AUDIOVISUAL MATERIAL

1. DISTRIBUTION OF AUDIOVISUAL MATERIAL. Distribution services are available through various sources.

   1. National Highway Institute. When requested by the originating program office, the Publications and Visual Aids Branch provides five (5) copies of the FHWA-produced videotape, slide-tape, and film productions to the National Highway Institute audiovisual lending library. The audiovisual materials are then available on free loan to the transportation community.

   2. National Audiovisual Center. The Publications and Visual Aids Branch provides copies of all FHWA-produced films to the National Audiovisual center (NAC), a part of the General Services Administration. Prints of FHWAfilms may be purchased from the NAC. Slide-tapes occasionally are distributed through the NAC, if the NAC anticipates that at least 50 copies will be sold.

   3. Commercial Distribution. Commercial distribution sources are used for films that have a wide public appeal. The Publications and Visual Aids Branch evaluates a completed film and makes that determination in cooperation with the originating office.

   4. In-House. The Publications and Visual Aids Branch has established a system for distributing videotapes to each regional, division, and direct Federal division office. The VHS one-half inch videocassette has been selected as the FHWA standard to replace the one-half inch open reel-to-reel format. However, videotapes can be duplicated in the one-half inch reel-to-reel, U-matic three-quarter inch, Beta cassette, as well as the VHS cassette format. Slide-tapes and films are distributed by the originating office with a transmittal memorandum to the field offices.

2. DISPOSITION OF OBSOLETE AUDIOVISUAL MATERIAL

   1. Videotapes. Videotapes distributed to field offices from Washington Headquarters should be returned to the Publications and Visual Aids Branch after the tape has been viewed and circulated.

   2. Films, Slides, Photographs, Audiotapes. Audiovisual and visual aids materials maintained by field offices or Washington Headquarters program offices may be offered to the Publications and Visual Aids Branch when no longer needed.

3. CATALOGS. Field elements who distribute their own catalogs of audiovisual productions should provide a copy to the Publications and Visual Aids Branch for review, coordination, and reference.

[SEE PRINTED COPY OF ORDER FOR ATTACHMENTS 1, 2, 3, AND 4]

[ATTACHMENTS 5 AND 6 ARE INCLUDED IN THIS FILE]

AUDIOVISUAL PROPOSAL FORMAT

1. DESCRIPTION OF PROJECT: This paragraph should include: the subject matter of the proposed audiovisual product; its medium-film, slide set, videotape (quarter inch, half inch, three quarter inch, one inch, two inch); the proposed length of the project; the number of units if proposing a series; and suggested format (drama, documentary, interview, narration, combination of various formats).

2. SUBMITTING OFFICE/PERSONNEL: This paragraph should include: the name of the originating office; the individual assigned to supervise the technical content of the proposed project; the name of the qualified audiovisual specialist assigned as Production Manager, if possible, and the phone numbers of those individuals. NOTE: If there is no qualified audiovisual specialist available within the organization of the requesting administration, a Production Manager will be designated by the DOT Office of Public Affairs.

3. PURPOSE: This paragraph should include a concise statement explaining precisely what the proposed project would accomplish.

4. NEED: Explain why the proposed project is important. Demonstrate that there is an identifiable need for the finished product, including as much concrete documentation as possible. Explain what situation(s) hassuggested that an audiovisual product should be made and how that finished product would affect that situation.

5. AUDIENCE: This paragraph should identify for whom the finished product is intended; the estimated number of the total intended audience; and, a brief explanation of why this audience should see/hear the finished product.

6. JUSTIFICATION OF MEDIUM: Explain why the proposed medium will be the most effective; detail which other media were considered and why they were rejected. Inclose with this proposal the Mandatory Title Check (Standard Form 282) returned form the National Audiovisual Center.

7. DUPLICATION: Explain how many copies are required and why.

8. DISTRIBUTION: Explain how the finished product will reach the intended audience, including an estimate of the useful life of the finished product with as much documentation regarding estimated lifespan as possible. NOTE: Current government regulations discourage in-house distributing plans. Primary consideration should be given to contracting with GSA approved commercial distribution companies or with the National Audiovisual Center.

9. COSTS: This paragraph should include the amount of money available for the project and its budget authority. If the proposed project is to be produced in-house, provide detailed justification as called for in OMB Circular A-76.

   Audiovisual Loan Equipment List

   The following equipment is available for loan to Washington Headquarters offices from the Publications and Visual Aids Branch.

Projectors

Vugraph

35 mm slide

16 mm movie

8 mm movie

Cameras

Instant

35mm

Screens

50" x 50"

70" x 70"

84" x 84"

Accessories

Carts

Extension Cords

Tape Recorders

Reel-to-Reel

Cassette

Videotape (Television)

Monitors

Playback Equipment

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