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Federal Highway Administration Research and Technology
Coordinating, Developing, and Delivering Highway Transportation Innovations

This report is an archived publication and may contain dated technical, contact, and link information
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Publication Number:  FHWA-HRT-15-058    Date:  February 2017
Publication Number: FHWA-HRT-15-058
Date: February 2017


Turner-Fairbank Highway Research Center R&D Communication Reference Guide


This figure is a photo of the journal submission letter template. The text of the letter reads as follows: Name of Employee, Federal Highway Administration, 6300 Georgetown Pike, McLean, Virginia 22101, Date. This information is followed by the journal address and contact information. The letter starts with a salutation and the following text: Attached please find the manuscript of the paper “[insert name of article]_________________”, for the [insert date and year] issue of the [insert journal name]. Unfortunately, as a Federal employee, I am precluded from signing any forms assigning copyright rights to any one entity. The next paragraph reads as follows: Federal Government employees cannot copyright material prepared in the course of their employment, because work created by a Federal employee is the work of the United States Government and remains in the public domain, meaning no employee may assign an exclusive right to any one entity as the work is already in the public domain. Because the work is the public domain, that allows any entity to use the work equally without having specific granted rights. Because the Government does not own any copyright rights, there are no rights we can grant. As an employee of the U.S. Department of Transportation, I have no copyright interest to assign, and upon the direction of the Office of Chief Counsel at Federal Highway Administration am not permitted to sign the agreement. The next paragraph reads as follows: Although for the above reasons I am unable to assign any copyright to [insert the name of the journal], I do verify that to-date this article has not been published by any other publication. I do request and authorize you to publish the submitted article in accordance with your standard editorial policies. Although I cannot sign the requested agreement, I hope this letter will be sufficient authorization for your needs to enable you to consider my submission for publication in your [insert name of journal]. The next paragraph reads as follows: Many journal publishers in the United States accept the above statements as permission to publish technical papers written by employees of the U.S. Federal Government. We will not seek publication of this manuscript elsewhere before a decision is made by your editorial board. The final paragraph reads as follows: If you have any additional questions, please contact the Federal Highway Administration attorney Anastasiya Sidorova at Anastasiya.Sidorova@dot.gov or 202-366-0662. Thank you for your consideration of my submission. The template concludes with: Sincerely, [Insert your name] [Insert your title] Office of Research, Development, and Technology
Figure 26. Template. Journal submission letter template.




Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000
Turner-Fairbank Highway Research Center | 6300 Georgetown Pike | McLean, VA | 22101