AHRQ Publishing and Communications Guidelines

References

Reference management software, such as Procite^®, EndNote^®, or Reference Manager^®, is recommended.

For in-text citations:

• Assign each source a number, in the order in which it is referred to in the text. When the same source is cited a second time, it retains its number.
• Distinguish footnotes from references by using roman numerals or lowercase letters.
• For references and footnotes, use superscript numbers or letters.

For the reference list:

• Use PubMed style for references; do not use the reference style of the source material.
• Add a document identifier if one is available, such as a PMID number for journal articles indexed by PubMed, an NTIS number for government reports, or a digital object identifier (DOI) for web documents. If you provide a link to a document (e.g., abstract, article, report), a document identifier is not needed.

Citing Journals

For journal citations and reference lists, copy the PubMed citation, listing authors first.

Example:

De Oliveira GS Jr, Errea M, Bialek J, Kendall MC, McCarthy RJ. The impact of health literacy on shared decision making before elective surgery: a propensity matched case control analysis. BMC Health Serv Res. 2018 Dec 12;18(1):958. doi: 10.1186/s12913-018-3755-9.

Citing Books

• Author names followed by initials (no periods after initials). Use a comma between authors’ names.
• Title. Use title capitalization for the title of a work as a whole; sentence capitalization for titles of parts (e.g., chapters, articles in a series).
• City of publication (followed by a colon), publisher (followed by a semicolon), and date. For the State (used only when location of city is not clear), use the two-letter U.S. Postal Service abbreviation.
• Use a period to separate each of the three major elements above (author, title, and publication information).

Examples:

Arthur J. Lean Six Sigma Demystified: A Self Teaching Guide. New York: McGraw Hill; 2007.

Pesce MA. Laboratory testing in infants and children. In: Kliegman RM, Behrman RE, Jenson HB, Stanton BF, eds. Nelson Textbook of Pediatrics. 18th ed. Philadelphia: Saunders Elsevier; 2007: chapter 714.

Rombeau JL, Caldwell MD, eds. Parenteral Nutrition. In: Clinical Nutrition, vol. 2. Philadelphia: Saunders; 1986.

Citing Scientific and Technical Reports From Government Agencies

• Author names.
• Title of the article and/or individual publication within a series. Title capitalization for full-length reports.
• Name of the series.
• Publication number.
• City (and State if necessary) of publication, followed by a colon.
• Agency or organization responsible for the series, followed by a semicolon.
• Date of publication.
• DOI number, if available.
• Statement of online availability, if applicable.

Example:

Stagnitti MN, Machlin SR, Zodet MW, Saleska E. Design, Methods, and Field Results of the Medical Expenditure Panel Survey Medical Provider Component (MEPS MPC), Including the Medical Organizations Survey (MOS)—2016 Data Year. Methodology Report #32. Rockville, MD: Agency for Healthcare Research and Quality; October 2018. https://meps.ahrq.gov/data_files/publications/mr32/mr32.pdf.

Citing Grant or Contract Reports

• Author names.
• Full title of the report (using title capitalization).
• Status of the report, if given (final, draft, preliminary).
• Grantee or contractor.
• Grant or contract number.
• Publication number.
• City (and State if necessary) of publication.
• Agency for which the report was prepared.
• Date (year with first three letters of month).

Example:

Balk E, Adam GP, Kimmel H, Rofeberg V, Saeed I, Jeppson P, Trikalinos T. Nonsurgical Treatments for Urinary Incontinence in Women: A Systematic Review Update. Comparative Effectiveness Review No. 212. (Prepared by the Brown Evidence-based Practice Center under Contract No. 290-2015-00002-I for AHRQ and PCORI.) AHRQ Publication No. 18-EHC016-EF. PCORI Publication No. 2018-SR-03. Rockville, MD: Agency for Healthcare Research and Quality; August 2018. https://doi.org/10.23970/AHRQEPCCER212. Accessed May 2, 2019.

Citing Web Pages

When citing web pages, give the following information as applicable:

• Author names followed by initials (no periods). Use a comma between authors' names.
• Title. Use title capitalization for the title of a work as a whole; sentence capitalization for titles of parts (e.g., chapters, articles in a series).
• URL.
• Date accessed.

Example:

Khanna G. AHRQ's Commitment to Meeting Unmet Needs in the Healthcare System. https://www.ahrq.gov/news/blog/ahrqviews/ahrqs-commitment-to-meeting-unmet-needs.html. Accessed February 12, 2019.

Using Stock Photography

Contractors will work through their project officers and the managing editors to identify stock photos through AHRQ's license for royalty-free photos. The managing editor will obtain the photos. Contractors should not purchase photos without consulting with the managing editor.

Return to Section Contents

Submitting Documents to AHRQ

1. Consult with the AHRQ managing editor regarding any special formatting requirements.
2. Use Styles in Microsoft Word to designate the font type and size for titles, headings, and subheadings. Doing so facilitates conversion to a 508-compliant document.
3. Remove any contractor logos.
4. Paginate the report consecutively, according to the table of contents. For short documents, number appendixes continuously. For long documents or long appendixes, where readers may want to separate the appendixes and use them individually, number each appendix with its appendix letter and page number (e.g., B-1, B-2, B-3).
5. Number the reference list sequentially, and do not number a reference more than once. Note: If inserting endnotes using the Word endnote function, use the cross-reference function to cite the same reference more than once.
6. Include with your final submission a copy of permissions you received to use copyrighted material. Be sure that all copyrighted material includes attribution to source (Appendix 1-A).
7. Use the checklist below to assess understandability.
   
   Did the document:
   • Make the purpose evident (purpose statement)?
   • Use plain language? (Refer to Plain Language at AHRQ.)
   • Use active voice?
   • Chunk content into short sections, using subheads where appropriate?
   • Present information in a logical sequence?
   • Use visual cues (e.g., arrows, boxes, bullets, bold, larger font) to draw attention to key points?
   • Make tables and other visual aids uncluttered, with clear titles, column headings, or captions?
   • Provide summaries at appropriate points?
8. Submit files electronically in Microsoft Word (or other appropriate Microsoft file formats: e.g., Excel or PowerPoint). Managing editors must be able to make changes using Word’s Track Changes function. PDF files are not acceptable until the managing editor deems the content final.
9. Ensure all final content is 508 compliant. It is the contractor’s responsibility to create 508-compliant documents and validate compliance.

Return to Section Contents

PowerPoint Presentations

AHRQ staff are required to use the AHRQ slide template (Powerpoint, 1.8 MB) for all presentations. It is also available from AHRQ project officers.

Master Slide Template Examples

Contractors will use the AHRQ slide template for presentations related to AHRQ-funded projects. Contractor logos cannot appear on the slides. The contractor company name will be identified on the title slide with the statement, “Presented by XXXXX under contract to the Agency for Healthcare Research and Quality.”

Return to Section Contents

Audiovisual Products

OC staff will assist project officers, other staff, and contractors in creating video and audio products. Consult with OC staff before developing a video or audio product. The consultation will include a discussion to determine if a video or audio product is the appropriate medium.

Videos or audio products produced on behalf of AHRQ should be delivered in a high-quality file format. All AHRQ videos are posted to YouTube and must meet the requirements of the Video Submission Checklist, which can be found in Appendix 1-C.

Production and Contracting Considerations

Appendix 1-D, Standards for Contractors Developing Multimedia Products, provides guidance for contractors developing multimedia products. Before beginning video or audio production, consider format and contracting issues, including product length, features (such as interactivity or animation), availability and cost of background (B-roll) video or music, and use of actors.

OC must review video and audio products and, depending on the purpose and topic, HHS will need to review them as well. OC will determine if your product requires HHS approval; if it does, OC will collect the required information from program staff and contractors and submit it to HHS. Include time for reviews and approvals in the project’s timeline.

Consider these items when creating a video or audio product for AHRQ:

Production

OC will work with contracting officer’s representatives (CORs) or task order officers (TOOs) to obtain HHS clearance, when necessary, before production starts. Contractors must include the COR or TOO, appropriate AHRQ staff, and OC in discussions about the video. Contractors may not proceed without discussion and agreement from the COR or TOO.

Contractors must provide photos or video of potential locations, receive approval from AHRQ before booking any space, and submit a location release to AHRQ for the use of the space.

Contractors must invite the COR, TOO, or other AHRQ staff to rehearsals and the video shoot. Contractors must provide a general shooting schedule at least 15 business days in advance and a day-of-shoot schedule no later than the night before.

For audio recordings, contractors will include OC staff at the recording so they can provide feedback. If OC staff cannot attend, the contractor will have the narrator provide various readings of the script and AHRQ will review and suggest changes.

Credits

Contractors and subcontractors are not thanked in audio or video products. If there is a reason to add special graphics or a list of actors’ names and characters or to thank organizations who donated space or expertise to a video, the contractor should propose such language for COR or TOO approval.

Actors and Voice Talent

The contractor will include AHRQ staff in the audition process (e.g., in person; via Skype; through recordings). Headshots of potential actors are not an adequate substitute for auditions. However, if scheduling live auditions is problematic, the contractor may provide AHRQ videos of potential actors in prior work. AHRQ will make final decisions about talent, ensuring a diverse actor pool.

For products with narration, contractors will provide voice samples of possible narrators from whom AHRQ will choose.

Video Rough Cuts

The contractor will provide rough cut footage for AHRQ to review, allowing enough time for changes. Rough cuts may be in a lower resolution and missing some graphics or other elements. However, they should be as close to complete as possible, and the contractor should provide the COR or TOO with some indication of what is missing and where it goes.

AHRQ will submit acceptable rough cuts to HHS for final clearance when necessary. The COR or TOO will notify the contractor when HHS has approved the product.

Postproduction

To comply with Section 508, caption videos according to YouTube’s specifications. Prepare a time-coded transcript in Word or .txt or .srt file with time stamps. An example of the format for a time-coded transcript follows:

Dr. Doe
Min:Sec:Fps
01:50:00
Good afternoon. My name is Dr. John Doe and I would like to start by welcoming everyone to this webcast.

Dr. Doe
02:00:00
We will start today with brief remarks from each of our experts.

A second audio description version of a video is required if important visual informational content is not announced. Refer to the guidance from HHS on audio descriptions. The audio descriptions can be created afterward and set up as a separately linked version of the video. Refer to the guidance from DigitalGov.gov. However, as noted above, it is preferable to script the video so that everything is described and audio descriptions are not needed.

YouTube Posting

The process for having a video posted follows:

1. Submitter fills out Video Submission Checklist (PDF, 143 KB) and sends checklist, location of files, including .srt (preferred) or Word file with captions, and any music or talent releases to managing editor assigned. If files are too large to submit through email, managing editors can request access to Enhanced File Transfer through OMS DIT.
2. Managing editor saves the files, reviews and completes the checklist, and submits video and captions for posting.

For large, contracted video productions that involve scripts, shoots, preproduction, and postproduction, Karen Carp in OC will ensure the video meets AHRQ’s standards and is submitted to HHS for review. She will also work with the managing editor to ensure that a Strategic Communications Plan has been submitted.

The review process includes contract reviews, script reviews, and rough-cut review. When the video files are ready for delivery, the submitter will follow the submission process described above.

Audio

Vendors delivering audio-only products must provide .mp4 files. Vendors must provide a transcript of what is said in the audio. If there are added sound effects, the transcript must provide some description of what the sound effects are.

Additional Information

To discuss specific projects or to obtain additional guidance on audio or video products, please send an email to Karen.Carp@ahrq.hhs.gov.

Return to Section Contents

Toolkits

A toolkit is a collection of related information, resources, or tools that together can guide users to develop a plan or organize efforts to follow evidence-based recommendations or meet evidence-based practice standards. A tool is an instrument (e.g., survey, guideline, or checklist) that helps users accomplish a specific task that contributes to meeting a specific evidence-based recommendation or practice standard. This section includes a series of checklists for developing toolkits. Instructions for formatting toolkits are in Appendix 1-E.

Checklists

The following checklists help toolkit developers design and check the final product (see Table 1). Microsoft® Word versions of the Toolkit Checklists are also available [Microsoft® Word - 47 KB].

Table 1—Checklists To Use With Your Toolkit and Tools

“Is This a Toolkit?” Checklist

Make sure you answer “yes” to each item in the checklist to ensure your content constitutes a toolkit. If you answer “no” to any items, resolve any concerns or consider a product other than a toolkit.

1. What behavior or action are you trying to promote?
2. Why is a package of tools the best way to attain your goal, as opposed to another type of product?
3. Have you verified that a product like this does not already exist? ☐ Yes       ☐ No
4. Did the research generate multiple action-oriented tools (such as specific procedures, protocols, or other structured activities) that help users develop a plan or organize efforts? ☐ Yes       ☐ No
5. Have you spoken to potential users to determine the demand for a product like this? ☐ Yes       ☐ No
   
   What research or data indicate demand for a toolkit?

Toolkit Content Checklist

Answer these questions for your toolkit and tools to determine if you have provided users with sufficient information to implement the changes your research recommends. Make sure you answer “yes” to each item in the checklist. If you answer “no” to any of the items, determine how to resolve any concerns.

1. Does the toolkit state its purpose? ☐ Yes       ☐ No
2. Does the toolkit explain how to use the toolkit? ☐ Yes       ☐ No
3. Is the toolkit task based? ☐ Yes       ☐ No
4. Does the toolkit provide a series of steps to follow? ☐ Yes       ☐ No
5. Does the toolkit list each tool and its purpose? ☐ Yes       ☐ No
6. Does the toolkit describe target users and address their differing goals in using the toolkit? ☐ Yes       ☐ No
7. Do the tools provide information on resources needed to complete tasks, such as staff time, staff skills, materials, equipment, and administrative approvals? ☐ Yes       ☐ No
8. Does the toolkit organize resources to achieve a goal? ☐ Yes       ☐ No
9. Does each tool have instructions? ☐ Yes       ☐ No
10. Does the toolkit provide users with additional resources for more information? ☐ Yes       ☐ No
11. Will the toolkit be tested before it is released? ☐ Yes       ☐ No
     
    • How will the toolkit be tested? ☐ Expert review   ☐ Focus groups with users   ☐ Usability testing   ☐ Other:  
12. Does the toolkit contain evaluation tools to measuare impact? ☐ Yes       ☐ No
     
    • What are the measures of success? (Suggest 3-5 methods of impact measurement.)

Tool Checklist

This checklist addresses three areas: organization, design, and language. Make sure you answer “yes” to each item in the checklist. If you answer “no” to any items, resolve any concerns.

Organization Considerations

1. Does the tool have a table of contents or site map? ☐ Yes       ☐ No
    
   • Does the table of contents or site map provide a complete view of the tool? ☐ Yes       ☐ No
2. Does the tool identify the appropriate user? ☐ Yes       ☐ No
3. Does the tool have sections, headings, or tasks arranged in a logical order? ☐ Yes       ☐ No
4. Are there links to other sections, research, tools, or toolkits (e.g., web hyperlinks)? ☐ Yes       ☐ No

Design Considerations

1. Is each tool 508 compliant? ☐ Yes       ☐ No
2. Does the tool use common and easily readable fonts, such as Arial, Verdana, Tahoma, Garamond, or Times Roman (AHRQ’s preferred fonts)? ☐ Yes       ☐ No
3. Are different fonts or sizes used to denote different levels of the organizational hierarchy? ☐ Yes       ☐ No
4. Does the tool use bold and italics without overusing them? ☐ Yes       ☐ No
5. Do fields for entering information expand to accommodate any number of characters? ☐ Yes       ☐ No
6. Are pages, items, or questions numbered? ☐ Yes       ☐ No
7. Does the tool use bullets or numbers to list important information? ☐ Yes       ☐ No
8. Does the tool use borders and the space between lines to visually organize sections and items and make the tool more reader friendly? ☐ Yes       ☐ No
9. Does the tool use tables, lists, and graphics? ☐ Yes       ☐ No
    
   • Do the visuals have descriptive titles? ☐ Yes       ☐ No
   • Do the visuals support the text and help communicate the message to users? ☐ Yes       ☐ No
   • Are the visuals 508 compliant, i.e., do they contain text to make them accessible to individuals with disabilities? ☐ Yes       ☐ No

Language Considerations

1. Does the tool use clear and concise language that’s free of jargon? ☐ Yes       ☐ No
2. Does the tool minimize use of acronyms and abbreviations and spell them out on first use? ☐ Yes       ☐ No
3. Does the tool use active voice? ☐ Yes       ☐ No
4. Does the tool use personal pronouns? ☐ Yes       ☐ No
5. Does the tool use action verbs? ☐ Yes       ☐ No
6. Does the tool use gender-neutral words? ☐ Yes       ☐ No
7. Does the tool use words and terms consistently? ☐ Yes       ☐ No

How To Present Your Toolkit on the Web

Include a short paragraph at the top of the toolkit’s main page that states the purpose, intended users, and importance. Then outline the toolkit’s contents, typically using these sections:

• How To Use the Toolkit: Explains in general terms what the toolkit components are and lists the product types, including tool types (e.g., checklists) and formats (e.g., Word, PDF, video, audio).
• Toolkit modules: Present the main subject areas, briefly describe them, and link to each subject area. Within each subject area page, present the materials by type (e.g., guides, tools, webinars, slides, videos).
• About the Toolkit Development: Explains how the toolkit was developed and provides a one- or two-sentence description with links to these topics: Background, Project Partners, and Reports.

For examples, go to AHRQ’s Toolkit for Reducing CAUTI in Hospitals and AHRQ Safety Program for End-Stage Renal Disease Facilities – Toolkit.

Return to Section Contents

Additional Information

To discuss specific issues or to obtain additional guidance on publishing style specifications, contact:

Bruce Seeman
Division of Print and Electronic Publishing
Office of Communications 
Email: Bruce.Seeman@ahrq.hhs.gov 
Phone: 301-427-1998

Doreen Bonnett
Division of Print and Electronic Publishing
Office of Communications
Email: Doreen.Bonnett@ahrq.hhs.gov 
Phone: 301-427-1899

Return to Section Contents
Return to Guidelines Contents
Proceed to Next Section