HPM 5.1 - Publications Manual Flashcards
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
All communications prepared on a CHP 51 (Memorandum) or CHP Letterhead are – “__________.”
Correspondence
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Communication to all employees which contain directives or information shall be __________ or __________.
Management Memorandums (MM)
Information Bulletins (IB).
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Government Code Section __________ specifies all written communications shall be written in plain, straightforward language, avoiding technical terms as much as possible, and using a coherent and easily readable style.
6215
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The original of all correspondence shall be signed in __________ ink.
Blue
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Correspondence shall be acted upon as soon as __________.
Practicable
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
If it is required and the desired information cannot be furnished within __________ days from the date of receipt, the correspondence shall be acknowledged with an __________ response.
15 Working Days
Interim Response
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
All correspondence shall be due back to the office of the signatory in __________ days, thus allowing for review, edits if necessary, and signature. This will ensure the recipient is acknowledged within the 15 working day time frame.
Seven (7) Days
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The __________ (Confidential Memorandum) shall be used only for correspondence between __________ agencies.
CHP 51WP
State Agencies
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
California Highway Patrol __________ shall be used for all other correspondence __________ of state agencies.
Letterhead
Outside
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Inappropriate reference to _________ shall be eliminated from all departmental correspondence unless used in a direct quote.
Gender
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
__________ or __________ terms shall not be used when referring to groups or situations which include or may include members of __________ sexes.
Masculine or Feminine
Both
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
Pursuant to the Americans with Disabilities Act, all state agencies must now include __________ for the Deaf and/or the California Relay Service telephone numbers on correspondence and memoranda.
Telephone Device
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES
The __________ (Gregg) is the recommended reference source to be used when preparing departmental written work.
Gregg Reference Manual
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Category 1 – CHP 51WP, Memorandum template, shall be used for:
Four (4) things
Intradepartmental Correspondence
Interdepartmental Correspondence
Appointed Officials
State Agencies
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Category 2 - Letterhead – Directed to ______ or ______ outside of California state government.
Agencies or Individuals
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The CHP letterhead can be used within state government for the following:
Commendations of departmental and other state employees.
Elected officials such as Governor, Lieutenant Governor, state Legislators, judges of the appellate and superior courts, and justices of the supreme court.
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The signature block – #______ line spaces and flush with the ______ margin.
Four (4) - (3 blank)
Left
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
File numbers shall consist of a minimum of four elements: ______, ______, ______, and ______.
EXAMPLE to OER: 580.018580.018580.007
o Signatory’s Location Code - (580)
o Signatory Identification – Badge or Adam “A”
number - (018580)
o Composer – Badge or Adam “A” number - (0XXXXX)
o Office of Primary Interest – May be an acronym or
the location code (OER or (007)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Supplemental file numbers (T/Cs) may be used, but only when necessary, to assure proper identification for reference purposes. These numbers shall follow the last line of the subject.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Abbreviations are not to be used in the inside address of CHP correspondence, with the exception of ______ (i.e., CA for California) and ______, ______, ______, and ______ at the end of a street name.
States’ Names
NE, NW, SE, and SW
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Always spell out the ______, ______, ______, and complete name of an ______ (as the organization spells its name).
Street
Avenue
Boulevard
Organization
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
In the body of the letter or memorandum, a date may be divided onto two separate lines between the ______ and ______, but not between the ______ and ______.
Day and Year (Ok)
Month and Day (Not Ok)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The International System of ______, ______ time designation shall be used in intradepartmental correspondence when a reference to time is necessary.
24-hour
Four-Digit
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The American System of time expression shall be used in ______ and ______ correspondence (i.e., 5:15 p.m.).
Interdepartmental
Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Acronyms and abbreviations shall not be used at the beginning of a sentence or in a title. The only exception is if you are using “______” or “______” with a corresponding form number.
CHP
STD
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Single paragraph letters and memorandums shall be ______. The first line shall not be ______.
Double-spaced (Yes)
Indented (No)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Multiple paragraph letters and memorandums shall be ______.
Single-spaced
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
______-spacing shall be used between multiple paragraphs.
Double
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
The second and each succeeding page of a letter or memorandum shall be headed with the name of the ______ as it appears in the inside address, the ______, and the ______.
Addressee(s)
Page Number
Date
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Correspondence is resumed ____ line spaces (______ blank spaces, type on the fourth space) below the space for the date.
Four (4)
Three (3)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
No word shall be ______ between pages.
Divided
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
A paragraph of less than ______ lines shall not be divided between pages.
Four (4)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
When a paragraph is divided between pages, there shall be at least ______ lines of the paragraph on each page.
Two (2)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES
Departmental correspondence should be prepared with either ______ or ______ type face. (Font)
Times New Roman
Arial
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE
The CHP 51WP, Memorandum template, is to be used when preparing intradepartmental (Commands rather than individuals) and interdepartmental (Other state agencies and appointed officials) correspondence.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE
INTRA-departmental correspondence is usually directed to departmental organizational ______ rather than to ______. (CHP 51 WP)
Commands
Individuals
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE
INTER-departmental correspondence is directed to other ______ and ______ officials. (CHP 51 WP)
State Agencies
Appointed Officials
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
The California Highway Patrol (CHP) ______ is used when preparing correspondence in letter format.
Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Correspondence directed to agencies or individuals ______ of California state government shall be prepared on the CHP ______.
Outside
Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Correspondence directed to ______ ______ ______ shall be prepared on the CHP ______.
Elected State Officials
Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Commendations for departmental and other state employees may be prepared on the CHP ______.
Letterhead
Commendations = Letterhead
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Members of the Legislature, judges, and most state and federal elected officials are addressed as “______ ______.”
“The Honorable”
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Persons entitled to a distinctive title of “Judge,” “Governor,” “General,” etc., may retain the title for life. It is a courtesy to use the title in the inside address in this instance (e.g., General Colin Powell).
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
Spell out the numbers ______ through ______ in street names.
One (1)
Ten (10)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
The salutation “______” shall not be used. When addressing a company and no name is available, do not use a ______.
Gentlemen
Salutation
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
“Dear Madam:” should be avoided as a salutation. It is especially avoided when addressing an ______ woman.
Unmarried
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
The complimentary close shall be blocked ______ line spaces below the body of the correspondence, flush with the left margin. “______” shall be used to close all departmental letters. A ______ shall follow at the end of the complimentary close.
Two (2)
Sincerely
Comma
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE
The signatory’s name shall be in ______. All other words will be in lowercase with the first letters of main words ______.
EXAMPLE: S. A. DURYEE
Commissioner
Uppercase
Capitalized
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
The ______ ______ ______ ______ shall be used for regular and certified mail.
United States Postal Service (USPS)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
______ ______ ______ or ______ ______ may be used for packages that require tracking and time-critical mail.
United Parcel Service (UPS)
Federal Express (FedEx)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
The ______ ______ ______ is responsible for processing outgoing mail and distributing interoffice mail to headquarters sites.
Mail Services Unit (MSU)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
______ ______ service shall not be used for daily mail to headquarters.
Special Delivery
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
The ______ ______ ______ is the preferred carrier for all overnight mail and packages.
United Parcel Service (UPS)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
The STD ______, shall be used when the correspondence or material being transmitted will not permit handling without an envelope. All previous addresses on the Messenger Service Envelope shall be ______ ______.
STD. 117, Messenger Service Envelope
Crossed out
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
All letterhead correspondence requires envelopes.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
All CONFIDENTIAL mail requires envelopes.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
First-class mail receives priority handling; it is sealed against postal inspection. This class includes memorandums, letters, completed forms, accident and other reports, personnel documents, computer printouts, any written or typewritten material, or copies of such material.
INFO ONLY
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
Items of value (badges, cap pieces, etc.) should be shipped insured, ______ or ______, as each of these methods provides tracking numbers.
UPS or FedEx
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
For shipping that is not time-sensitive, the MSU uses ______ ______ for merchandise up to 150 pounds (e.g., mass mailings, radar units, computers).
UPS Ground
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
The UPS is the preferred carrier for all overnight mail anywhere. The UPS “next day air” or “second day air” should not be used unless directed by the ______ ______ or when no other mailing method is available to the command.
Division Office
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION
When using two-letter state abbreviations, type them in ______ ______, with no periods after or space between the letters (e.g., CA).
Capital Letters
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
______ ______ messages are a method by which the California Highway Patrol (CHP) disseminates information throughout the Department.
Communications Network (Comm-Net)
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
These messages may also be used to establish policy for up to ______ ______ days. Communications Network messages must be uploaded to the Communications Network Message System site for CHP employees to view.
90 Calendar
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
______ or ______ materials shall not be posted on the Communications Network Message System site.
Sensitive or Classified
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
Employees may ______, ______, and ______ all Comm-Net messages on the Communications Network Message System site.
Create, Publish, and Read
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
There are two main designations an employee may have when using the site: ______ or ______.
Viewer or Publisher
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
Viewers may use all parts of the site, with the exception of ______ and ______/______ Comm-Net messages.
Creating and Publishing/Posting
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
______ may use all parts of the site, including creating and publishing/posting Comm-Net messages.
Publishers
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
An employee must get approval from their ______ to become a publisher.
Command
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
In order to post Comm-Net messages to the Communications Network Message System site, an employee shall read all ______ ______ on the site and pass the ______ to become a publisher.
Training Material
Test
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
Final access to the (Comm-Net) site is granted through the ______ ______ ______. Command employees who will become publishers should do the necessary reading and testing prior to posting Comm-Net messages.
CHP Help Desk
HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES
If a correction is needed on a Comm-Net message, the term “______” or “______ ______” written in all capital letters with several asterisks on either side shall be inserted both in the title (when copied into the site) and in the Subject line.
Corrected or Corrected Copy
