HPM 5.1 - Publications Manual Flashcards by Christopher Smith

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

All communications prepared on a CHP 51 (Memorandum) or CHP Letterhead are – “__________.”

Correspondence

How well did you know this?

Not at all

Perfectly

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).

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

The original of all correspondence shall be signed in __________ ink.

Blue

How well did you know this?

Not at all

Perfectly

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Correspondence shall be acted upon as soon as __________.

Practicable

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Category 2 - Letterhead – Directed to ______ or ______ outside of California state government.

Agencies or Individuals

How well did you know this?

Not at all

Perfectly

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.

How well did you know this?

Not at all

Perfectly

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The signature block – #______ line spaces and flush with the ______ margin.

Four (4) - (3 blank)

Left

How well did you know this?

Not at all

Perfectly

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)

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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)

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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

How well did you know this?

Not at all

Perfectly

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